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The Maintenance Management Blog

February 03, 2022

CMMS Inventory Management

Let's look at two scenarios:

A - You're ready to begin a home project that requires many items. You don't write a list because you think you have most of what you need in your cabinets and drawers in your workshop. At the store, you overestimate the amount of a few items. Later, you discover you bought too many. Now you have extras you’ll never need or may not need for a long time.

B - Same home project, but in this case, you think you have enough of a particular item, but after beginning the project, realize you're short the number required or are completely out.

In either of the above situations, you've lost time and money. By buying too much, you've wasted money on items you won't need. In the second case, you've wasted time because you either have to drive to the store—maybe again—or order online. If you order, then you have to wait for delivery.

In most instances, hopefully, your project can wait. However, what if it's a high priority job with a time factor involved…or an emergency that can't allow for the delay in action? You may end up costing yourself far more time and money.

Now, imagine these two above scenarios are taking place within your plant's operation. An old axiom states: Don't have too much [inventory]—not cost effective. On the other hand, don't run out—may be more expensive to resupply.

What's wrong with too much? Again, if you don't have a need for it or use an item on an irregular basis, the parts are taking up valuable space…maybe space better utilized for something else. Also, you've spent money for these items, which may put a crimp in the budget.

Of course, you're risking serious expense if you need something that isn't in stock. Extended downtime for equipment. Wait time sending out purchase orders. More time waiting for delivery.

Image: Checking stock Most of us do take a few minutes to check the shelves or drawers before driving to the store for those home projects. We will make a list of which items and how many are needed.

However, at your plant, when a repair or preventative maintenance task is ready for execution, you don't always have time to check inventory in person, especially if your stock room is located in another building. You want to know, and to be reassured, how many parts exist.

Let's look at a real-world example from the Public Utilities Service Center of Garden City, Kansas:

"Tyler, our warehouse manager, he pulled the whole [MAPCON] system up on his phone, and was able to scroll through there and tell them exactly what aisle, what shelf and what the number was."-Mike Muirhead, Garden Cities Public Utilities Director

While computer spreadsheets are fine for some things, some events may be keeping you away from your desk. Your maintenance software needs to be mobile ready to show you the information you want.

"I have it [MAPCON] on my iPad. We've run across something where I'm going to needs some parts. I can look at the inventory to see if I have the part I want in stock, or if it's something I going to have the warehouse people order."-Jimme Skinner Garden Cities Electric Line Foreman

Mapcon Technologies helps you plan what specific inventory you'll be needing to track. Mapcon also helps you implement that information, so you'll be ready. Then, you'll enjoy the training included, so you can easily shift from one stock item or stock room to another or even to a separate site’s inventory list. The software is that powerful and even 'more user friendly.'

I know what some of you may be thinking. Sure, I have an inventory list, but I don't have time to remember to check that list daily/weekly/monthly to make sure I have enough. Understandable. Work orders and Preventative Maintenance tasks are happening all the time. You don't want to run out of parts.

"The biggest benefit that I have received, and the city has received here within the utilities department is just inventory control…organization. Everything is where it needs to be."-Tyler Patterson, Warehouse Manager, Garden City Utilities

You are able to program your smart home device (Amazon Dot, Google Nest) to set reminders for certain things. Why shouldn't your CMMS be able to do the same? As part of the training, Mapcon will help you set notifications when parts run low. The preventative software is powerful enough to even automate Purchase Requests or Purchase Orders when it detects a certain item has reached a minimum threshold.

Knowing what you'll need when you need it—and ascertaining you don't have too much—helps you stay cost efficient not only for your home projects, but in your maintenance operations.

"If you're looking to find a software or programs that will help you get your inventory and asset management under control, be sure and look at MAPCON. It will do exactly what you want and it's easy and it's cost effective." -Mike Muirhead, Garden Cities Public Utilities Director

Want to learn more how Mapcon can be your parts catalog? Visit Mapcon or call 800-922-4336.


Stephen Brayton

About the Author – Stephen Brayton


Stephen L. Brayton is a Marketing Associate at Mapcon Technologies, Inc. He graduated from Iowa Wesleyan College with a degree in Communications. His background includes radio, hospitality, martial arts, and print media. He has authored several published books (fiction), and his short stories have been included in numerous anthologies. With his joining the Mapcon team, he ventures in a new and exciting direction with his writing and marketing. He’ll bring a unique perspective in presenting the Mapcon system to prospective companies, as well as our current valued clients.


Filed under: inventory, mobile — Stephen Brayton on February 03, 2022