Sos Procedures

1 Page
Strategic Corporate Assessment Systems Pty Ltd A.C.N. 065 056 135 Ph: (03) 9455 2211 Fx: (03) 9455 2233
Spares Optimization System
(SOS) Procedures
Procedures for Assessment of;
New, Replenishment,
High Cost/Slow Moving and
Critical Equipment Spares
2 Page
Table of Contents
SOS Review of New (Proposed) Stock Items Pages 3 to 8
SOS Review of Replenishment Stock Items Pages 9 to 18
SOS Exercise to Review/Reduce Stock Items Pages 19 to 26
SOS Review of Spares for Critical Equipment Pages 27 to 34
3 Page
The person requiring any new item(s) to be
added to stock, must create a SOS file for
the items they wish to propose.
Details of the required item(s) must be
entered into the file.
The Manufacturers Part Number may be
used to identify each item.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
SOS Review of New (Proposed) Stock Items
4 Page
SOS used to assess each item by answering
the question sets.
Time scale for completion of assessment is
up to the user.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
5 Page
Does SOS recommend the item should be
held in stock? If NO - STOP!
If YES - SOS will suggest Maximum and
Minimum levels. Users may accept these
levels or over-type with their own.
Send the SOS file to the Stores (via the
network).
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
6 Page
The User must print the SOS Item Report
for each item and sign.
Complete internal New Stock Item Request
Form sign and pass both to Supervisor.
The Supervisor must check and, if satisfied,
sign both the SOS Item Report and the
Internal Request Form.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
7 Page
Both the SOS Item Report and the New
Item Request Form must be passed to Stores
for Stock Control System update.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
8 Page
Stores Stock Controller must review each
request and update Stores Management
System.
The Internal Request Form with SOS Item
Report attached must be filed as per normal
procedure.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
9 Page
The Stores Clerk must access the users
completed SOS file (obtained via the
network).
This file must be MERGEd into the SOS
MASTERFILE.
The original file must be emptied or deleted
following a check of the Masterfile.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
10 Page
The Stores Controller must, on a regular
basis, produce progress reports for
distribution throughout the organization.
Start
End
User enters
Item Details
User
Assesses
Item
Stock
Y/N?
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
11 Page
Existing Stock Item has moved and broken its
re-order level, hence due for replenishment.
Purchasing Officer must check if value of
item greater than $200 and can accommodate
2 to 3 days delay of purchasing.
If YES, select item for SOS review.
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
SOS Review of Replenishment Stock Items
Purchasing
enters
Item Details
12 Page
Purchasing Officer passes data to Stores Clerk
for entry into SOS file.
Stores Clerk identifies item user and creates
SOS file.
Item(s) details entered into file.
Passed to User for assessment (via network).
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
13 Page
SOS will suggest Maximum and Minimum
levels. Users may accept these levels or
over-type with their own.
Time scale for completion of assessment
must be within 2 to 3 days.
Send the SOS file to the Stores (via the
network).
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
14 Page
for each item, sign and pass to Supervizor.
The Supervizor must check item and, if
satisfied, sign report.
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
15 Page
The signed SOS Item Report must be
passed to Stores for Stock Control System
update.
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
16 Page
item and update Stores Management
System.
The authorized SOS Item Report must be
filed as per normal procedure.
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
17 Page
network).
MASTERFILE.
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
18 Page
Start
End
Item requires
replenishment
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Purchasing
enters
Item Details
19 Page
From the Supply System produce a report of
stock items sorted by Highest Cost/Slowest
Moving.
Select from this report, the items where any
excess stocks may be able to be sold.
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
SOS Exercise to Review/Reduce Stock Items
Supply
enters
Item Details
20 Page
Stores Clerk identifies item user and creates
SOS file.
Item(s) details entered into file.
File passed to User for assessment (via
network).
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
21 Page
the question sets.
Time scale for completion of assessment is
up to the user.
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
22 Page
for each item, sign and pass to Supervisor.
The Supervisor must check item and, if
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
23 Page
update.
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
24 Page
System.
The authorized SOS Item Report must be
filed as per normal procedure.
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
25 Page
network).
MASTERFILE.
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
26 Page
Start
End
Select Items
for Review
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Supply
enters
Item Details
27 Page
Maintenance personnel identify equipment
as being critical.
ALL spare part for that equipment require
assessment for stock holding levels.
Start
End
Critical Equip
Identified
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
SOS Review of Spares for Critial Equipment
User
enters
Item Details
28 Page
Maintenance User creates SOS file.
Check if item already stocked; if Yes, get
details from Supply System; if No, get
details from Parts books.
Details of items entered into SOS file.
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details
29 Page
the question sets.
Item should be stocked? N0 - STOP
otherwise:
If not already stock item, complete New
Item Request Form.
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details
30 Page
for each item, sign and pass to Supervisor.
The Supervisor must check item and, if
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details
31 Page
update.
If the item has not previously been stocked,
the signed stock addition request form must
accompany the SOS report.
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details
32 Page
System.
The authorized SOS Item Report (and New
Item Request Form) must be filed as per
normal procedure.
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details
33 Page
network).
MASTERFILE.
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details
34 Page
Start
End
User
Assesses
Item
Supervizor
Authorizes
Pass
Report to
Stores
Update
CMMS
Merge into
SOS
MasterFile
Progress
Reports
Critical Equip
Identified
User
enters
Item Details

Sos Procedures

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