Management System for Spare Parts of Production Equipment

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0 Introduction: To standardize the management of the timeliness of spare parts for the production equipment in our factory, to ensure that these spare parts meet the requirements for safe production while also being stocked in a cost-effective manner, to reduce inventory buildup and waste, and to improve the utilization rate of spare parts, this system has been formulated in light of the actual conditions of our factory. She Bei Guan Li Zhi Du 1 Scope of Application: This system is applicable to the management of spare parts for equipment accidents in our factory, as well as those required for the annual maintenance of the production units. She Bei Guan Li Zhi Du 2: Reference standards include the \"Management Measures for Spare Parts for Accidents Involving Production Equipment in the Electric Power Industry\", the \"Reference Quotas for Spare Parts for Accidents Involving Production Equipment in the Electric Power Industry\", the \"Materials Management Standards\", and the \"Materials Procurement and Acceptance System\". She Bei Guan Li Zhi Du 3: Responsibilities: 3.1 The management of spare parts for accidents involving production equipment, as well as those needed for the annual maintenance of generating units, is carried out jointly by production management departments such as the Production and Technology Department, the Maintenance Company, and the Supply Department; the Production and Technology Department serves as the coordinating department. 3.2 The deputy plant manager in charge of production or the chief engineer is responsible for approving the planned procurement of spare parts, for approving the issuance of spare parts for use in case of accidents, and for approving the disposal of obsolete or damaged spare parts. 3.3 The Biotechnology Department is responsible for organizing and reviewing the standards for spare parts inventory, as well as for conducting regular inspections and evaluations of the process management related to spare parts. 3.4 The Supply Department is responsible for the procurement, ordering, and processing of spare parts, as well as for the scientific storage, maintenance, and distribution of spare parts for emergency use. 3.5 The Maintenance Company is responsible for planning the reserve quota of spare parts and components, as well as their receipt and inspection. It also handles the issuance and scientific storage of spare parts and components required for the annual maintenance of the units. 4 Management Content and Methods for Accident Spare Parts 4.1 Definition of Accident Spare Parts 4.1.1 Accident spare parts refer to the supplementary items, equipment, and materials used for emergency repairs in case of accidents or when accidental defects are discovered and require immediate treatment. 4.2 Quota Management for Accident Spare Parts 4.2.1 By April 30 of each year, the Supply Department shall submit an annual report on the use of accident spare parts to the Production and Technology Department, based on the annual usage of such spare parts, the amounts replenished, and the inventory levels in the warehouse. 4.2.2 After receiving the report submitted by the Supply Department, the Biotechnology Department shall, by May 10, organize relevant personnel from various production management departments to conduct a special verification and inspection of the spare parts and materials stored in the warehouse. Based on the disposal of obsolete and no-longer-usable spare parts, it shall issue an official notice announcing the “Current Inventory List of Spare Parts and Materials in the Warehouse”. 4.2.3 After the inventory list is released, the maintenance companies and teams shall, based on the inventory of spare parts for accident handling, the issues remaining from unit maintenance, potential problems in equipment operation, the safety status of the equipment, the degree of vulnerability of the equipment, and past experience in equipment maintenance, complete the preparation of the annual quota plan for spare parts for accident handling in accordance with the format in Appendix 2 by May 20, and carry out departmental consolidation and review before submitting it to the Production and Technology Department. 4.2.4 Within one week, the Biotechnology Department shall complete the review and revision of the annual reserve quota for accident-related spare parts, compare it with the existing stock of such spare parts, and prepare an \"Annual Purchase Plan for Accident-Related Spare Parts\". This plan shall be submitted to the Chief Engineer for approval and to the Deputy Plant Manager in charge of production for final approval, after which it must be submitted to the Supply Department by May 30th so that purchases can be made according to the plan. 4.2.5 In principle, accident spare parts are subject to regular annual planning and procurement replenishment management in accordance with the aforementioned procedures each year. When the last unit of spare parts for a certain type of accident is used up or when the inventory level falls below 10%, the Supply Department should promptly report to the R&D Department, so that the procurement process for replenishing such spare parts can be carried out in accordance with the aforementioned procedures. 4.2.6 For accident repair and emergency use of accident-related spare parts that are not available in the allocated inventory, the relevant maintenance team shall promptly report and make plans; after approval by the deputy plant manager, the chief engineer, or the head of the production technology department, the supply department shall be notified to arrange for immediate procurement. In cases where the Director and Deputy Director of the Biotechnology Department approve a purchase, they must subsequently provide an oral report to the Deputy Plant Manager for Production and the Chief Engineer. For the procurement of spare parts needed in case of emergency incidents, the Technical Department can assign appropriate specialists or professional engineers from relevant teams to assist with the procurement process, depending on the specific circumstances, thereby ensuring timely procurement and high quality of such spare parts. 4.3 Procurement, ordering, and processing of accident spare parts 4.3.1 Upon receiving the spare parts procurement plan, the Supply Department shall, in accordance with the principles of timeliness, cost efficiency, quality selection, proximity, and high efficiency, carry out the procurement, contract ordering, and processing of spare parts in line with the Head Factory’s \"Materials Management Standards\". 4.3.2 The procurement, ordering, and processing of spare parts must be carried out strictly in accordance with the specifications, models, and technical parameters specified in the spare parts procurement plan; the technical requirements and models shall not be altered arbitrarily. Any changes must be approved by the Head of Biotechnology or the relevant responsible person. 4.3.3 For spare parts that comply with general specifications and standards and can be purchased directly within the region, the procurement process shall, in principle, be completed within 10 working days upon receipt of the order. 4.3.4 For special spare parts or those with a relatively long procurement cycle, the R&D Department should indicate the word “Special” in the remarks column of the approved spare parts procurement plan. Upon receiving the procurement plan, the Supply Department should take prompt action regarding spare parts marked as “special,” organize purchases, and communicate with the relevant specialists in the R&D Department if necessary to accelerate the ordering process for such spare parts; in principle, the procurement task should be completed within 30 to 45 days. 4.3.5 By July 20 of each year, the Biotechnology Department shall organize managers from relevant departments to conduct an inspection of the arrival of the accident spare parts that are planned to be purchased, to ensure that such spare parts are acquired and delivered on time. 4.4 Acceptance of accident spare parts upon arrival 4.4.1 Once the spare parts arrive, the acceptance process must be completed within 2 working days. 4.4.2 For the receipt and inspection of spare parts, the \"Materials Procurement Inspection System\" shall be strictly followed. 4.4.3 Accident spare parts that fail the acceptance inspection shall not be stored in inventory and should, in principle, be returned. 4.5 Stockpiling and Storage of Spare Parts for Accidents 4.5.1 The Supply Department shall establish a dedicated warehouse for storing spare parts for production equipment in case of accidents. 4.5.2 All accident spare parts planned to be purchased, upon passing inspection, shall first be classified and processed for warehousing, to be stored and kept uniformly by the Supply Department. 4.5.3 When accident spare parts are received, an acceptance form must be filled out; after it is signed by the person in charge of acceptance, it should be stored together with the actual items, as well as technical documents such as manufacturing drawings, factory certification certificates, and user manuals. 4.5.4 The custodian shall, based on the arrival of spare parts, promptly establish complete records for their receipt and storage. The model and quantity of the spare parts stored should be verified against the planned purchase list to ensure consistency between records, cards, and actual items. It is necessary to keep track of the inventory level of spare parts at all times, and to carry out timely replenishment purchases as needed. 4.5.5 Spares and accessories should be kept in a well-ventilated and dry environment; items should be arranged in categories in an orderly manner to ensure neatness and aesthetics. 4.5.6 For spare parts of precision components and electrical equipment, attention should be paid to the effects of temperature, humidity, and sunlight exposure ； Metal products must be regularly protected against rust ； Chemical products should be properly protected against corrosion ； For accident spare parts that require special storage methods, the supply department, the R&D department, and the maintenance company’s relevant specialized teams jointly determine the storage measures. 4.5.7 The custodians should regularly carry out inventory checks, maintenance, and testing of spare parts. For certain mechanical and electrical equipment or valuable, precision instruments, regular routine tests should be conducted to verify that their measurement ranges, functions, accuracy, and performance parameters meet the required standards. This ensures that the spare parts are of satisfactory quality, have not deteriorated, show no decline in performance, and are not lost. 4.5.8 For regular inspection items related to spare parts for which the custodian does not possess the necessary professional qualifications for testing, the custodian should contact the relevant specialist in the R&D department one week in advance to ensure that these inspections are scheduled and carried out in an orderly manner on time. 4.6 Issuance of spare parts for accidents 4.6.1 For the issuance of spare parts for accidents, a system of \"issuing them whenever they are urgently needed\" is implemented. In the case of an accident, when it comes to retrieving spare parts, warehouse clerks should be available at any time to ensure that the process of obtaining such spare parts is unobstructed. 4.6.2 Procedures for Receiving Accident Spare Parts 4.6.2.1 The using department or team fills out the \"Accident Spare Parts Requisition Form\" ； 4.6.2.2 Reviewed by the leader of the department where the using department or team is located ； 4.6.2.3 Approval by the Director (and Deputy Director) of the Biotechnology Department ； 4.6.2.4 Approved by the deputy plant manager in charge of production or the chief engineer. 4.6.3 Procedures for the irregular retrieval of emergency spare parts 4.6.3.1 In the event of an emergency in production, it is necessary to retrieve emergency spare parts immediately; such retrieval can be carried out upon verbal instruction from the deputy plant manager or chief engineer, and after confirmation by the supply department head and the storage clerk. However, the relevant formalities must be completed afterward. 4.6.3.2 If both the deputy plant manager in charge of production and the chief engineer are not at the plant, the head (or deputy head) of the Production Technology Department shall contact one of them to obtain verbal consent, and after confirmation by the head of the Supply Department, the issuance of emergency spare parts can be processed; however, the relevant formalities must be completed afterward. 4.6.3.3 If the director and deputy director of the R&D department, the chief engineer, and the deputy production manager are all not on site, the relevant specialist from the R&D department shall contact the deputy production manager or the chief engineer to obtain verbal approval; thereafter, with confirmation from the head of the supply department, the issuance of emergency spare parts can be processed. Similarly, the relevant formalities must be completed afterwards. 4.6.4 Each time spare parts for emergencies are issued, the custodian must promptly make entries in the ledger to ensure that the accounts, cards, and physical items match, and to keep track of the inventory level of such spare parts at all times. 4.7 Disposal of obsolete and defective spare parts 4.7.1 By May 10th each year, the Production Technology Department organizes relevant personnel in production management to conduct a special verification check on the inventory of spare parts kept for emergency use. The purpose of this is to carefully assess the usage status and inventory levels of such spare parts, to evaluate them thoroughly, and to dispose of those that are damaged, moldy, no longer functional, or obsolete. 4.7.2 For the accident spare parts that the evaluation team determines to be scrapped, the Supply Department shall promptly remove them or isolate them. The warehouse keeper shall, based on the quantity and specifications of the removed spare parts, promptly fill out the inventory records as well as the \"List of Scraped Accident Spare Parts\". 4.7.3 The Supply Department shall prepare a report on the accident spare parts designated for scrapping by the evaluation team, submit it to the Production and Technology Department for review, have it approved by the Chief Engineer, and obtain approval from the Deputy Plant Manager before announcing the decision promptly and completing the procedures for asset scrapping. 4.7.4 Obsolete accident spare parts should be collected and brought to the materials supply warehouse compound or a designated location. Their quantities must be counted one by one in accordance with the “List of Obsolete Accident Spare Parts”. The items should then be neatly arranged on the ground. Under the supervision of departments such as the Production Technology Department, Safety Supervision Department, Maintenance Company, Power Generation Department, Supply Department, Labor Union, Finance Department, Audit Office, and Discipline Inspection Office, the Deputy Plant Manager in charge of production or the Chief Engineer shall oversee the process: first, a roller is used to compact the spare parts, and then they are incinerated using open flames, such as gasoline. This measure prevents obsolete and ineffective accident spare parts from re-entering the market or being used in the production line. At the burning site, it is necessary to ensure proper fire and explosion prevention measures, as well as adequate security. 5 Management Content and Methods for Spare Parts Related to Unit Maintenance 5.1 By September 15th of each year, the Production and Technology Department shall, based on factors such as the annual operational condition of the units and the plans for major technical upgrades and repairs, formulate a scientific and reasonable maintenance plan for the upcoming year (this winter and next spring), and submit it to the higher-level management authority. The annual maintenance plan for the unit should include details such as the nature of the maintenance, the number of days required for it, and the main maintenance tasks. 5.2 By October 10th of each year, the Biotechnology Department shall prepare an annual maintenance plan for the units (including main transformers), taking into account factors such as the annual operational condition of the units, plans for major technical upgrades and repairs, equipment rating status, equipment defects, and technical monitoring and inspection items. This plan shall then be issued in written form. 5.3 After the list of unit maintenance tasks is released, the maintenance companies and teams shall, based on the current inventory of spare parts needed for equipment maintenance, the unit maintenance plan and key maintenance tasks, equipment defects, equipment ratings, potential operational issues, the safety status of the equipment, the degree of vulnerability of the equipment, as well as past experience in equipment maintenance, complete the preparation of the annual quota plan for spare parts required for unit maintenance and carry out departmental consolidation by October 25, before submitting it to the Production and Technology Department. 5.4 By October 30 of each year, the Biotechnology Department shall complete the review and revision of the annual procurement plan for spare parts needed for unit maintenance, submit it to the Chief Engineer for approval and to the Deputy Plant Manager in charge of production for endorsement, and then submit it to the Supply Department by the second working day of November so that procurement can be carried out in accordance with the plan. During the annual maintenance of Unit 5.5, taking into account changes in the unit’s operational condition, discrepancies between plans and actualities, as well as major defects identified during the maintenance, it is possible to adjust the quantity and types of spare parts required for this annual maintenance, based on the actual circumstances. The approval process still requires review by the Biotechnology Department, approval by the Chief Engineer, and authorization by the Deputy Plant Manager in charge of production. 5.6 The management processes related to the procurement, ordering, processing, and receipt inspection of maintenance spare parts shall be carried out in accordance with Sections 4.3 and 4.4. 5.7 After the arrival and inspection of the maintenance spare parts, the maintenance company shall arrange their distribution reasonably; in principle, the procedure for obtaining these parts shall be carried out according to the principle of \"whoever plans it, whoever takes it\", so that the corresponding maintenance spare parts can be retrieved. 5.8 The company and its teams are both responsible for storing and maintaining properly the repair parts taken out by the maintenance company. It is required to follow the relevant provisions in clause 4.5 to ensure proper storage and maintenance, so as to maintain traceability regarding the use of these repair parts. 5.9 Once the annual maintenance of the unit is completed, by April 30 of each year, the maintenance company prepares a summary report based on the usage of spare parts during the maintenance work over the past winter and spring, as well as the actual consumption levels, and submits it to the Production and Technology Department. 5.10 For the spare parts remaining after the annual maintenance of the units, the maintenance company and teams shall, in accordance with the relevant provisions of clause 4.5, establish records and carry out proper storage and custody of such parts. 5.11 Before May 20 of each year, the Biotechnology Department and the Safety Supervision Department of the head factory jointly organize relevant management personnel to conduct a special inspection of the tool rooms and spare parts warehouses in the maintenance companies and teams, in order to further verify the situation regarding the requisition, use, and reporting of maintenance spare parts.