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I'm working on identifying parts and creating a numbering system from scratch. We have a fair amount of inventory that has never been entered into our CMMS. We have had many discussions and disagreements on this subject. So many that we're at a stalemate. Does anyone have a reference or advice?

Example,

I think first step is identifying what fields are available in your CMMS for parts.  Utilize as much as possible (BOM, Part Category, Part Type, etc.) to minimize the complexity of a part number.  So you can place all bearings in a "bearing" category, seals in "Seals" category, etc..  Once part type is established, then associate parts with an asset to make them easier to locate (BOM).  Having part numbers with all the data in the number is for a VERY simplistic CMMS.

Mike, here is some admittedly long advice, and for full disclosure, coming from an IBM Maximo perspective.

The task is more along the lines of discovering and maintaining the relationships between the item/parts/spares and the assets/equipment they are in support of. The actual number "scheme" used to uniquely identify the part (or even the asset) in whatever CMMS is not all that relevant. Spending the time to insert "intelligence" into item or asset numbers, in the end, not so productive. A simple, unique, and perhaps sequential number will suffice: Item #1234.

However, how an item/spare is described in the data system is where the important work is. Item #1234 can be described as a "bearing." Most likely that description is insufficient for searching and other references in the future. Rather, a description based upon the attributes (specifications) of the item is better. Item #1234, described as "bearing, roller, 1 inch ID, 2 inch OD, etc." makes the item far easier to find, but also makes it very clear to the searcher what they are going to get when they order. There are a number of ways to "classify," items (and assets) and have their descriptions formed by the system based upon the classification details.

Once that is settled, it is the relationship between the items/spares and the assets/equipment that is even more important. Relating Item #1234 to Asset #5678… and Asset #9998… and Asset #7675… etc. as a spare is the useful connection. Now you know in your CMMS all of the Assets that this Item supports. Further, you know how many of this Item each Asset contains, how many you have in stock, and how many you may need in the future. Your CMMS may also make accommodation for alternative parts/items in case the most often used is not available.

This approach also helps immensely when assets are decommissioned. Items/spares no longer needed in inventory can be dispositioned with confidence. If you bake the asset relationship into the item number (or the other way around) you have no flexibility when things change. Items/and Assets may be related to each other for a period of time, but it's the management of this relationship is the feature/function you are looking for.

In the end, the number you place in front of the item/spare can be anything really. The focus is how the item is described for searching purposes, and its relationship to the assets/equipment it is in support of.

John