Stock · Beginner

Understand Materials Classification and Coding

Learn to interpret existing material codes and classifications using your organisation’s conventions. Use codes and descriptions to distinguish similar spare parts and consumables without changing the coding standard or creating records.

Effective material classification and coding are fundamental to robust inventory management within any Computerized Maintenance Management System (CMMS). This practice ensures that maintenance teams can quickly and accurately identify the right parts, minimizing downtime and optimizing stock levels. Understanding your organization's conventions for material codes and descriptions is crucial for operational efficiency and data integrity.

Where it's available and step by step

Step by step in ManWinWin Desktop

1
Review your organisation’s existing convention and identify what its material codes, classification groups and descriptions are intended to convey, without changing the standard.
2
Open Materials in ManWinWin WEB and open an existing spare part by clicking its code.
3
Compare the displayed code and description with the convention, identifying any meaningful code segments only where the convention defines them.
4
Open an existing consumable and determine its group from the organisation’s classification rules, noting how its identification differs from the spare part.
5
Return to Materials, enter the previously reviewed spare-part code in the search box and open the matching record to confirm its identity.
6
Compare the two similar material records and identify the wording or reference details that distinguish them, checking the organisation’s convention rather than assuming similar names mean equivalent parts.
7
Note any code or description that you cannot interpret consistently and refer it to the person responsible for the material catalogue, leaving the records unchanged.

Theory and technical background

The Importance of Material Coding Standards

A standardized material coding system is vital for efficient maintenance operations. It enables clear identification of spare parts and consumables, reducing errors in ordering, storage, and usage. Adhering to standards like ISO 14224 (data collection and exchange for reliability and maintenance) or internal conventions ensures consistency across the entire asset hierarchy and maintenance processes. Proper coding directly impacts inventory accuracy, facilitates cost tracking, and improves overall reliability analysis by linking parts to specific assets and failures.

Distinguishing Spare Parts and Consumables

While both spare parts and consumables are critical to maintenance, their classification often differs based on their expected lifespan and reusability. Spare parts (e.g., pumps, motors) are typically specific components that replace a failed item in an asset, often repairable or having a defined service life. Consumables (e.g., lubricants, cleaning supplies) are materials used up during maintenance activities and usually not recovered. Differentiating them via classification groups ensures appropriate inventory policies, such as reorder points and economic order quantities (EOQ), are applied correctly for each category, impacting KPIs like inventory turnover.

Impact on Maintenance KPIs and Cost Control

Accurate material classification and coding directly influence key performance indicators (KPIs) and cost control. Clear identification of parts reduces Mean Time To Repair (MTTR) by allowing technicians to find necessary items faster. It supports accurate tracking of spare parts costs against specific work orders and assets, which is crucial for calculating overall maintenance costs and asset lifecycle costs. By avoiding duplicate entries and enabling precise demand forecasting, a well-structured material catalog contributes to optimizing inventory investment, improving availability, and enhancing the overall efficiency of maintenance operations.

Best practices

Always refer to your organization's official coding convention before interpreting any material code or description.
Pay close attention to 'meaningful code segments' as defined by your standard; these are key to differentiation.
Never assume similar names imply identical parts; always cross-reference with distinct identifiers and the convention.
Report any inconsistencies or ambiguous codes/descriptions to the material catalogue owner for clarification, without making changes.

Frequently asked questions

Why is it important not to change existing material records when interpreting them?

Modifying existing records without proper authorization can compromise data integrity, lead to inconsistencies, and disrupt established inventory and procurement processes. The goal is to understand the current system, not to alter it during an interpretation exercise.

What's the difference between a material code and a classification group?

A material code is a unique identifier for a specific item (e.g., 'BRG-6205-ZZ'). A classification group (e.g., 'Bearings') is a broader category that groups similar items, helping organize the material catalogue and apply common attributes.

How can I tell if a material is a spare part or a consumable from its code?

This depends entirely on your organization's specific coding convention. The convention should define which segments or prefixes of the code, or which classification groups, are used to distinguish between spare parts and consumables.

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