By: Liz Buck
Introduction to Kits in HxGN EAM
Pre-defined kit templates in materials management streamline the process by standardizing assembly procedures. This not only improves operational efficiency but also ensures consistency in the kits produced. By having a list of parts ready to go, users can quickly fulfill customer orders or internal requirements, thereby enhancing overall customer satisfaction and reducing lead times. Using pre-defined kit templates, users can quickly assemble kits from existing parts, ensuring consistency and accuracy.
Creating a Track by Kit Part
Creating a Track by Kit part ensures the kit can be properly tracked and managed within the system.
Benefits of Track by Kit:
- Efficient Inventory Management: The system can track the entire kit as a single entity, simplifying inventory management and reducing the complexity of tracking individual components.
- Improved Accuracy: Ensures accurate tracking of kit usage and availability, helping to maintain inventory levels and reduce stockouts or overstocking.
- Streamlined Operations: Facilitates smoother operational processes by managing kits as complete units, which is particularly useful for maintenance, repair, and overhaul activities.
- Enhanced Reporting: Provides detailed reports on kit usage, inventory levels, and other key metrics, aiding in better decision-making and resource allocation.
Restrictions and Considerations for Kits:
- Kits Cannot Be Ordered, Requisitioned, RFQ’d, or Added to a Blanket Order:
- Kits are typically assembled from existing inventory parts and are not directly ordered or requisitioned as standalone items.
- They cannot be included in Requests for Quotation (RFQs) or added to blanket purchase orders.
- Kits May Not Be a Part on a Non-PO Receipt:
- Kits cannot be included in receipts that are not associated with a purchase order. This helps maintain clarity and accuracy in inventory records.
- Kits are Not Included in Physical Inventories:
- Track as Kit parts are excluded from physical inventory counts. This prevents confusion and ensures that inventory tracking remains focused on individual components rather than assembled kits.
- Track as Kit parts cannot be a “Track Cores” or “Track by Condition” part.
- However, the user can add parts that are tracked as cores or by condition to the Track as Kit part.
- When a Track by Park is also a Track by Asset part:
- During the Build Kit process, the system restricts the user to building only one kit at a time. This limitation ensures that each asset or equipment is associated with a specific kit, maintaining clarity and control over the inventory and maintenance processes.
During the creation of a Track by Kit part, users can select/maintain the options that best suit the business, such as stores, stocking methods, price types, bins and any other relevant information pertaining to how the kit part’s inventory is managed. Most importantly, adding the part and part quantity of each item to be added in the kit.
Building a Kit
Once a Track by Kit part has been defined, kits can be built as needed. Prior to beginning the Build Kit process, there are several organization options to consider/review:
- KITLDESC: Defaults the lot description in the “Kit Lot Description” field.
- KITPPULD: Defaults “Pulled” checkboxes to checked.
- LOTIEXPL: Defaults the “Kit Lot Expiration Date”. If NO, the system will not permit issuing a part that has expired (Lot Expiration Date). If YES, the system will allow issuing a part that has expired.
When using the Build Kit process, the user will enter the details to the screen:
- Store: Specifies the store location where the assembled kits will be stored.
- Kit Part: Select or enter the kit part number being assembled. This is the main kit identifier.
- Kit Lot Description: Provide a description of the lot associated with the assembled kits, if applicable. This helps in identifying the batch or group of kits.
- Kit Bin: Specify the bin location where the assembled kits will be stored within the specified store.
- Number of Kits to Build: Enter the quantity of kits intended to assemble in this session.
- Note the “Max Kits Available”: This field indicates the maximum number of kits that can be assembled based on available inventory of kit components.
Specific Considerations and Features:
- Part Bin and Part Lot Fields: To view available bins or lots for kit components, users must use the F9 key on the keyboard. This action triggers a view of available inventory locations or lots where the components are stored.
- Inventory Requirements for Kit Components: Kit components must be present in inventory for the Build Kit process to proceed. This ensures that all necessary parts are available for assembly.
- Session Visibility: Sessions created during the Build Kit process are typically visible only to the user who initiates them. This helps maintain accountability and ensures that each session reflects the actions of the specific user.
- No Refresh Icon: Unlike traditional interfaces that include a refresh icon, HxGN EAM may not have a dedicated refresh icon in certain contexts. Users may need to rely on keyboard shortcuts or menu options to refresh data as needed.
- Track by Asset: Verify the availability of Track by Asset parts if applicable, as this can impact the number of kits that can be assembled simultaneously.
The Build Kit process provides users with the ability to print a Build Kit List, which serves as a detailed guide for the Parts Clerk or whoever is responsible for assembling the kit.
Benefits of printing a Build Kit List:
- Clarity and Guidance: Provides clear instructions for assembling the kit, ensuring that all required parts are gathered and assembled correctly.
- Efficiency: Streamlines the kit assembly process by eliminating guesswork and reducing the likelihood of errors.
- Documentation: Acts as a record of parts used and ensures consistency in kit assembly processes.
Once the parts have been pulled to create the kit, the session may be updated. Updating a Build Kit session typically involves making adjustments or corrections such bins or lots, to an ongoing kit assembly process. Any bin or lot changes to the session must be saved prior to executing the Build Kit process.
Importance of Updating Sessions:
- Flexibility: Allows for flexibility in responding to changes in requirements or inventory availability.
- Accuracy: Ensures that the kit assembly process aligns with current needs and specifications.
- Real-Time Adjustments: Facilitates real-time adjustments to optimize resources and meet operational demands effectively.
Once the parts have been pulled and any necessary changes have been made to the session, the Build Kit process is executed by the user and the following actions are completed by the system:
- The parts making the kit are pulled out of inventory and issued to the kit.
- Each kit created is assigned its own unique lot number.
Issue/Return Kit Parts
The process of issue/return kit parts involves managing the distribution or allocation of assembled kits to specific locations or entities within the organization.
When the business decides to use kit parts, there is an organization option that should be considered:
- ISSTOEMP: Allow issuing of Parts to Employee: If NO, Parts may not be issued to Employees; if YES, all Parts may be issued to Employees. If KITS ONLY, only Parts Tracked as Kits may be issued to Employees.
Kit parts are issued/return to/from work orders, jobs, projects, cost codes or employees as any other part is issued:
- Kits are issued/returned as the kit part.
- When selecting the lot, the system will display all available lots.
- The Breakup Kit process is used on the kit if the kit is returned with missing components.
Breaking-up Kits
The Breakup Kit functionality allows users to dismantle a kit and return its parts to inventory for various reasons such as:
- Retirement of Buses/Equipment: When a bus or piece of equipment is retired, the associated kits may no longer be needed. Breaking up these kits allows for the parts to be reused or reallocated.
- Obsolescence: Kits may become obsolete due to changes in maintenance practices, technology upgrades, or updated equipment specifications.
- Inventory Optimization: Breaking up underutilized or excess kits helps optimize inventory levels and reduces holding costs.
- Part Reallocation: Parts from kits can be reallocated to other areas where they are needed more urgently.
Benefits of Breaking-up Kits:
- Efficient Resource Utilization: Frees up valuable inventory space and makes parts available for other uses.
- Cost Savings: Reduces inventory holding costs and minimizes waste by reallocating usable parts.
- Accurate Inventory Management: Ensures that inventory records reflect the actual availability and usage of parts.
- Improved Maintenance Planning: Provides flexibility in managing parts and kits based on changing maintenance needs and equipment status.
Key Points to Remember:
- Inventory Updates: Parts from the dismantled kit are returned to their designated inventory locations, updating the inventory counts accordingly.
- Transaction Records: Transaction lines of type “issue” are created for each part, ensuring a clear record of the parts being returned to inventory.
- Kit Lot Management: If the dismantled kit was the only kit in its lot, the system deletes the kit lot to keep inventory records accurate and up to date.
By utilizing the Break-up Kit functionality in HxGN EAM, organizations can manage their inventory more effectively, ensuring that parts are available when needed and maintaining accurate records. This is especially beneficial when equipment is retired, or kits are no longer needed.
Print Restock Kit List
The Print Restock Kit List serves as a vital document for guiding the part clerk in returning parts to their designated locations after inspection or use.
Benefits:
- Detailed Documentation: Provides a detailed list of all parts returned to inventory, ensuring accurate tracking and record-keeping.
- Inventory Management: Helps in organizing and managing the returned parts, ensuring they are correctly placed back into inventory.
- Process Efficiency: Streamlines the restocking process by providing clear instructions on where each part should be returned.
In summary, the Print Restock Kit List plays a crucial role in ensuring that parts are returned to their correct locations after inspection or use. It provides the part clerk with detailed information and instructions, enhancing efficiency, accuracy, and overall inventory management within the organization.
Kit Reporting Options
- Kit Template
The “Kit Template” report in HxGN EAM provides detailed information about kit parts templates. This out-of-the-box (OOB) report is essential for understanding and managing the predefined templates used to create kits. It displays a list of parts where the “Track as Kit” option is selected, offering insights into the structure and composition of kits.
Features and Benefits:
- Detailed Template Information:
- The report includes comprehensive details about each kit template, such as the template ID, description, and the parts included.
- It lists the individual parts that make up each template, along with their quantities and other relevant details.
- Standardization and Consistency:
- Ensures that kits are built consistently according to predefined templates.
- Helps in maintaining standardization across different maintenance tasks and projects.
- Inventory Planning:
- Provides insights into the parts required for each kit template, aiding in inventory planning and procurement.
- Helps in identifying any gaps or shortages in parts needed to build kits.
By regularly utilizing the Kit Template report, organizations can maintain accurate and up-to-date information about their kit templates, ensuring that all necessary parts are available for building kits and maintaining standardization across maintenance activities.
- List of Kits
In HxGN EAM, the List of Kits report provides a detailed overview of all the kits available in the system. This out-of-the-box report is essential for inventory management and helps organizations keep track of their kit stock levels, usage, and availability.
Features and Benefits:
- Comprehensive Inventory Overview:
- The report includes detailed information about each kit, such as the kit ID, description, and the quantity available.
- It also lists the individual parts that make up each kit, providing a complete picture of what each kit contains.
- Efficient Inventory Management:
- Helps in monitoring the stock levels of kits, ensuring that there are enough kits available for upcoming maintenance tasks.
- Aids in planning and forecasting inventory needs based on kit usage patterns.
- Simplified Reporting:
- Provides a sole source of truth for all kits in the inventory, making it easy to generate reports for audits, compliance, or internal reviews.
- Facilitates quick access to kit information without the need for manual tracking.
By regularly utilizing the List of Kits report, organizations can maintain an accurate and up-to-date inventory of their kits, ensuring that all necessary parts are available for maintenance tasks and minimizing downtime.
- List of Expired Kits
Keeping track of expired kits is essential for maintaining the effectiveness and safety of maintenance operations. The List of Expired Kits report is an out-of-the-box feature that helps organizations monitor and manage kits that are no longer valid due to expiration dates of their constituent parts or overall kit expiry.
Features and Benefits:
- Comprehensive Monitoring:
- The report includes details of each expired kit, such as the kit ID, description, and the expiration date.
- This allows for quick identification and action on expired kits.
- Ensuring Safety and Compliance:
- Using expired kits can lead to ineffective maintenance or safety risks.
- Regularly reviewing the List of Expired Kits report helps ensure that only valid and effective kits are used.
- Inventory Management:
- Helps in managing inventory by identifying expired kits that need to be rebuilt or replaced.
- Ensures optimal use of storage space by removing expired kits.
In conclusion, the List of Expired Kits report is a valuable tool that supports effective maintenance operations by ensuring the safety, compliance, and efficiency of using kits with current and valid components. By proactively monitoring and managing expired kits, organizations can uphold operational standards, mitigate risks, and optimize inventory management practices.
- Custom Grid for Kits
In HxGN EAM, managing inventory levels for kits is pivotal to maintain uninterrupted maintenance operations. While the standard requisition process is geared towards individual parts, handling kits—comprising multiple components—requires a specialized approach. To facilitate this, 21Tech has developed a custom grid within HxGN EAM specifically designed for tracking kit quantity levels.
Benefits of Using the Custom Grid:
- Improved Operational Efficiency:
- By providing real-time visibility into kit inventory levels, the custom grid helps streamline inventory management processes.
- This reduces the time spent on manual inventory checks and enhances overall operational efficiency.
- Minimized Downtime:
- Proactive monitoring and threshold alerts ensure that kits are replenished promptly, minimizing the risk of downtime due to unavailable parts or incomplete kits.
- Enhanced Decision-Making:
- Access to comprehensive kit information empowers users to make informed decisions regarding inventory levels, procurement strategies, and maintenance planning.
- Compliance and Accountability:
- The custom grid facilitates compliance with inventory management best practices and internal policies by maintaining accurate records and audit trails of kit transactions and usage.
21Tech’s custom grid addresses the unique challenges associated with managing kit inventory effectively. By leveraging this tool, organizations can optimize maintenance operations, ensure continuous availability of necessary parts, and uphold ambitious standards of operational reliability and efficiency.