Spare Parts Management plays a critical role in Field Service processes, especially in the manufacturing industry where servicing installed products is a steady source of revenue.
The typical process flow may work something like this. The customer calls in and requests for a service to be performed on the installed product onsite. The task is created and assigned to the appropriate engineer. The engineer, before he travels to the customer site may determine any spare parts that he will require to perform the service. If he doesn't have the spare parts that he needs, he may place an order for them. The order is then created and shipped.
This is where we come to the question in this blog post. Where these spare parts should be shipped?
Many companies follow their own processes and many IT applications support some or all of the below mentioned scenarios.
Ship to Engineer: The spare parts may be shipped to the Engineer address defined in the application. Typically such an address could be the Engineer's home address. The engineer takes receipt of these spare parts and proceeds to the customer site to perform the service. This process places an additional responsibility on the engineer in terms of receipt, storage and transportation of the spare parts.
Ship to Customer: The spare parts may be shipped to the customer. The customer is then required to take the receipt of the spare parts and provide them to the engineer when he arrives at the site. This process places the onus on the customer to manage the spare parts till the engineer arrives on the scene. Not all customers may be willing to take this responsibility.
Ship to 'Special' Location: Sometimes parts may be required to be shipped to a one-off 'special location. Such a situation may arise because the engineer may be travelling between different customer sites covering a large geographical area and does not have to return to his base location to pick up the spare parts. These one-off location shipments come with their own risk so proper care should be taken to ensure receipt of what could potentially be precious cargo.
Ship to Incident Location: This is a variation of Ship to Customer process. In this case, the field service is required to be performed not at the customer site but at the location of the incident. In this case, spare parts could be shipped to the location of the 'incident'. Feasibility of this option may be limited as there could be constraints on the receipt of the spare parts at the incident location.
Ship to Third Party: This is also an option where spare parts may be shipped to a third party and would be available to the engineer before he makes the field service call. Many consignment carriers like Federal Express may provide such services. This option provides the flexibility in as much that organizations can leverage the geographical spread of such third party service providers. It frees both the engineer and the customer from the responsibility of taking receipt and storage of the spare parts. But it does necessitate that engineer is required to make an extra stop before he goes to the customer site to collect the parts. Also the cost structure of such arrangements should also be evaluated against the value that they provide in the final analysis.
Above are the broad options that organizations have today when they have to decide on the process of shipping their spare parts. They may use some or all of them depending on their individual needs. Organization could have other special needs which may influence their decision to choose any of the above mentioned option. This could be the situations arising out of reassignment of tasks from one engineer to another, the lead time required to store such parts before they are consumed by the engineer in service, the geographical area that is covered by the field service engineer, the value and size of the spare parts and so on and so forth.