Efficient parts ordering is crucial in facilities management, where the timely availability of spare parts can make or break maintenance schedules and impact the overall performance of operations.
Why is efficient parts ordering so important to FM?
But a report by ByBox paints a painful picture of the state of parts ordering in the FM sector.
- Money and time wasted through un-centralised purchase processes
- Confusion around parts ordering protocols and tracking
- Problems and inefficiencies with getting deliveries to sites
Sound familiar?
Nearly 40% of FM teams struggle with the ordering, management and distribution of critical spares in their business—ByBox.
ByBox says problems with inventory management and parts ordering are leading to chaotic scenes in many companies:
- Engineers rushing down to wholesale outlets to order and pick up parts, paying with credit cards and making multiple expense claims later.
- Engineers describing problems to wholesalers over the phone and ending up with incorrect orders as a result.
- Taxis and couriers being chartered to pick up parts and deliver them to sites to ensure engineers get what they need when they need it.
Who’s to blame?
The report contains lots of anonymised comments from procurement managers about their FM peers:
I’ve never seen a more unprofessional area when it comes to procurement than engineering. They’re a law unto themselves!—Procurement Manager.
But the point is, FM teams and engineers aren’t procurement specialists!
And given the internal digital tools FM have to work with (or the lack of them) it’s no wonder they often struggle to order parts in the most efficient and cost-effective way possible.
Parts ordering can fall apart without centralised digital tools
From our own experience we know how often FM teams:
- Have to access multiple suppliers’ websites to order critical parts.
- Have to rely on others in the business to order for them.
- Risk errors in ordering parts via non-mobile optimised websites.
- Can’t filter for best deals among approved suppliers.
- Lack oversight of orders - with delivery updates coming in via various platforms.
- Lack appropriate spending approval and budget control tools.
How can FM software improve the parts ordering experience?
When FM teams have complete control over their parts ordering process through a curated list of suppliers, along with the digital tools to regulate their spending, businesses start seeing significant efficiencies emerge. Inventories are maintained more effectively, budgets safeguarded, and emergency orders handled more efficiently.
And it’s simpler than you might think.
Using the right CAFM, you can set up a simple parts ordering process which sends order requests internally or externally, direct to third party suppliers.
What does great parts ordering software look like?
1. Centralised ordering platform
FM software can provide a centralised platform where all parts ordering is managed. This allows teams to:
Order from multiple suppliers: Access a single interface to order parts from various suppliers, eliminating the need to visit multiple websites or platforms.
Access centralised parts catalogue: Maintain a comprehensive parts catalogue with up-to-date information on pricing, availability, and specifications, making it easier to find and order the right parts at the right price.
2. Mobile-friendly interface
A mobile-friendly FM software platform ensures that engineers and managers can:
Order on the go: Place orders directly from the field using smartphones or tablets, ensuring they can get the parts they need without returning to the office.
Real-time access: Check availability, place orders, and receive updates anytime, anywhere, enhancing flexibility and reducing downtime.
3. Automation and workflow integration
FM software can automate key aspects of the parts ordering process:
Automated notifications: Automatically notify relevant stakeholders—such as engineers, procurement teams, and suppliers—when an order is placed, processed, or dispatched.
Approval workflows: Integrate approval processes to ensure that orders are reviewed and authorised quickly, reducing delays.
Order Tracking: Provide real-time tracking of order status, from placement to delivery, so everyone involved knows exactly where the parts are and when they will arrive.
4. Enhanced visibility and reporting
FM software can enhance visibility into the parts ordering process:
Order history and analytics: Track order histories and generate reports to analyse spending patterns, supplier performance, and inventory usage, helping to optimise procurement strategies.
Inventory management: Automatically update inventory levels as parts are ordered and received, ensuring accurate stock levels and preventing over-ordering or stock-outs.
5. Cost control and budget management
FM software can help manage and control costs associated with parts ordering:
Pre-populated pricing: Ensure that orders are automatically priced according to the supplier’s catalogue, reducing errors and allowing for quick cost analysis.
Budget tracking: Monitor spending against budgets in real-time, helping facilities managers keep expenses under control and make informed purchasing decisions.
6. Improved communication and collaboration
FM software can foster better communication between all parties involved in parts ordering:
Integrated communication tools: Use built-in messaging and notification features to facilitate communication between procurement teams, engineers, and suppliers.
Supplier collaboration: Allow suppliers to update order status, provide invoices, and communicate directly within the platform, reducing misunderstandings and delays.
7. Integration with existing systems
FM software can integrate with other business systems:
Enterprise Resource Planning (ERP) systems integration: Sync with ERP systems to ensure that orders, invoices, and payments are seamlessly managed across departments.
Some final thoughts
Using internal systems to order parts should be as simple as online shopping. The right parts management solution will work in a familiar way to the apps we all use everyday, letting engineers and other team members fill their baskets and make their ‘purchase’. We should be able to keep them updated about the progress of their order and let them know when it’s ready for collection, or alert them if there have been delays in getting access to the part.
Smart businesses are looking to centralise their ordering process by making it an integral part of their asset management strategy and CAFM system.
Talk to the team at Expansive for a demonstration of our parts ordering solution.
