Configuration · Intermediate
Configure Notifications and Alerts
Learn how to specify an automatic maintenance alert and obtain the configuration instructions for your ManWinWin installation. Use a replenishment alert as an example without changing existing stock thresholds.
Effective stock management is crucial for uninterrupted maintenance operations. Configuring automatic replenishment alerts within your CMMS ensures that critical spare parts are always available when needed, preventing costly delays and optimizing operational efficiency.
Where it's available and step by step
Step by step in ManWinWin Desktop
- 1
Identify the spare part and store that the replenishment alert should cover, and record their identifiers.
- 2
Record the existing minimum stock level as the proposed alert threshold, without changing the material's stock settings.
- 3
Specify the required trigger precisely, including whether the warning should occur when stock reaches the minimum or falls below it.
- 4
Record who should receive the warning, the preferred delivery channel and the replenishment action expected from that person as requirements to confirm, not assumed software options.
- 5
Send these requirements and your ManWinWin version and interface to support@manwinwin.com, requesting confirmation of supported alerts and the exact configuration and saving procedure.
- 6
Once the supported procedure is confirmed, follow it to configure the alert and arrange an authorised test without altering live stock solely to trigger a warning.
- 7
During the agreed test, verify that the warning matches the selected material, store and threshold and reaches the intended recipient; report any discrepancy before relying on it.
Theory and technical background
Importance of Proactive Stock Management
Proactive stock management, a core principle of ISO 55000 (Asset Management), minimizes asset downtime due to spare part unavailability. Replenishment alerts act as an early warning system, aligning with EN 13306 (Maintenance Terminology) definitions of monitoring. This practice significantly improves maintenance planning and execution, contributing to better KPIs like availability and OEE by reducing waiting times for materials.
Triggering and Thresholds in CMMS
A CMMS like ManWinWin uses defined thresholds to trigger alerts. For stock replenishment, this often involves minimum stock levels. The precision of these triggers—whether 'at' or 'below' a certain level—is vital. Misconfigured thresholds can lead to either excessive stock (tied-up capital) or stockouts (operational disruption), both detrimental to efficiency and cost control. Accurate settings support lean inventory practices.
Designing Effective Notification Workflows
Beyond the trigger, the effectiveness of an alert depends on its delivery and the subsequent action. Identifying the correct recipient and preferred delivery channel (email, in-app notification) ensures timely awareness. Clearly defining the expected replenishment action integrates the alert into a complete maintenance workflow, preventing confusion and expediting material procurement. This structured approach underpins robust maintenance processes.
Best practices
- Regularly review alert thresholds to match current consumption rates.
- Ensure alert recipients understand their specific follow-up responsibilities.
- Test all new alert configurations thoroughly before full reliance.
- Document alert settings and modification procedures for consistency.
Frequently asked questions
Why are stock alerts important for maintenance?
Stock alerts prevent unexpected equipment downtime by ensuring critical spare parts are ordered before they run out. They streamline inventory management and support proactive maintenance strategies.
Can I set alerts for different stock levels?
Yes, CMMS typically allows configuring alerts for various stock levels, such as minimum, reorder point, or safety stock, tailored to the criticality of each material and asset.
How do alerts contribute to cost control?
By preventing stockouts, alerts avoid urgent, often costly, rush orders. They also help optimize inventory levels, reducing carrying costs associated with excessive stock holdings.
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