Spare parts management remains a critical, yet often underestimated, element of maintenance operations. Many organizations face recurring challenges: inconsistent naming conventions, outdated data sources, limited supply visibility, and lack of inventory control. According to Siemens, on average, manufacturing plants experience about 25 unplanned downtime incidents per month, with each plant losing approximately 27 hours monthly to downtime, partly due to spare parts issues. 

These inefficiencies not only lead to production delays but also drive up maintenance costs and reduce overall equipment effectiveness. 

Is Your Spare Parts Process Robust Enough? 

When the right spare part isn’t available at the right time, even minor repairs can lead to major downtime. On the other hand, excess stock ties up capital and clutters storage space. A robust spare parts process ensures that maintenance teams always have the right components on hand, without overstocking or delays. 

To get there, four core areas need to work seamlessly: 

• Clean and standardized master data makes parts easy to identify.  
• Real-time inventory visibility ensures availability.  
• Efficient ordering and procurement processes reduce lead times and manual effort. 
• And full traceability helps track every movement from receipt to installation, which is critical for cost control, auditability, and planning. 

If any one of these elements is missing, it creates friction across the entire maintenance workflow. For a closer look at the key questions to assess your spare parts management, explore the infographic below. 

Scaling Spare Parts Management with osapiens HUB for Maintenance 

To address these issues at scale, osapiens offers a powerful spare parts management framework within its CMMS platform. Designed for clarity, control, and compliance, the solution optimizes every stage of the process. 

Master Data Consistency and Accessibility 

Spare parts data is centralized in a mobile-accessible catalogue that includes standardized names, descriptions, and images. EAN or QR codes are applied for fast identification, and each part is assigned a clear bin location. By linking parts directly to maintenance plans and work orders, technicians can locate and use them more efficiently in the field. 

Real-Time Inventory Visibility 

Stock levels across all locations are visible in real time. Minimum and maximum thresholds help manage availability, and critical parts can be categorized for prioritization. This ensures that essential components are on hand when needed, while reducing excess stock and associated costs. 

Integrated Procurement Processes 

The HUB connects to ERP systems to streamline ordering. Supplier data, part numbers, storage locations, and asset links are synchronized in a single database. When stock levels drop below set limits, the system can automatically generate reorder requests to avoid delays. 

Traceability and Data-Driven Optimization 

Every movement—receipt, issue, and transfer—is logged in the system. This enables full traceability of parts from delivery to installation. Consumption patterns can be analyzed to identify high-usage assets, optimize reorder levels, and improve overall spare parts planning. 

Want to improve your spare parts management with real-world guidance? 

Florian Bartholomäus, Head of AssetOps Business Development at osapiens, brings extensive experience from maintenance and service software projects across Europe and the US. He works closely with customers to implement scalable asset and maintenance solutions, ensuring fast, efficient onboarding without the usual complexity. 

In this recorded session, Florian shares practical insights drawn from real-world implementations, highlighting how companies can structure and optimize their spare parts processes: from master data and inventory control to procurement and traceability. He also demonstrates how the osapiens HUB for Maintenance supports these workflows in practice, using mobile tools, automation, and integrated analytics. 

Watch the full recording now to learn how to overcome spare parts challenges and build a more reliable, efficient, and transparent maintenance process, one that supports long-term operational success.