MAINTENANCE MANAGEMENT OF IDENTICAL FARM TRACTORS IN CROSS RIVER FAR

MECHANIZATION SERVICES LIMITED , NIGERIA –

CASE STUDY

A. Offiong

Department of Mechanical Engineering,

University of Uyo, NIGERIA. :

and

F. Okokon

Department of Agric/Food Engineering.

University of tJyo, NIGERIA.

ABSTRACT

The existing maintenance management system in the case study is first examined. Then
a planned programme of maintenance management suitable for the 50 tractors located in
six towns in the state is developed with emphasis on asset control, maintenance work
control, maintenance work schedule, maintenance record control and maintenance spares
inventory control procedures. The si.periority of the proposed system over the existing
system in the short and long run in terms of Naira and pulic service is examined.

Keywords: Maintenance, Management, Tractors, Computerization

INTRODUCTION

The problem of unavailability of farm-tractors or their exorbitant cost when available has
been known

as one of the greatest bottlenecks hindering the profitable mechanization of agricultural

production in Nigeria as well as in any other developing country in tropical Africa
(Kolawole, 1977). Many large scale mechanized, agricultural development projects in
Nigeria have failed because of unavailability of functional tractors, even though they were
initially acquired. Most of the cemeteries of abandoned farm tractors exist because of lack
of planned maintenance, programme for the tractors. The general complaints advanced
by the management of these agro-companies is the unavailability of spare- parts for
replacing the damaged or worn-out mechanical or electrical components of the farm
tractors, as well as the inadequate repairs and maintenance workshop facilities and
personnel (Anazodo, 1986; Anazodo, et al 1989).

The companies generally wait until a tractor breakdown occurs before they run about
looking ‘for spare-parts and other maintenance resources.

Planned maintenance is hardly practiced in any of our agro-companies. Planned

maintenance system reduces breakdowns through the application of systematic
procedures to maintenance functions. Any good planned maintenance system for the
tractors will include routine inspection, lubrication, cleaning, adjustment, servicing and
replacement program. There should be a good and comprehensive ,rëcording system to
highlight the causes of tractor breakdown and the remedial actions taken. Usually a study
and analysis of these records will show the trend of the maintenance department
activities (Offlong, 1996). Studying and analyzing the accumulated maintenance
information in order to establish a maintenance / replacement schedule for
tractors/tractors spare-parts has been major problem confronting agricultural engineers.
A lot of work has been done in this area, by lkirkc 1989; and Anazodo et al, 1989.

It is against this background that there is the need to develop a comprehensive tractor
maintenance programme for the newly acquired 50 tractors by the case study of the
Cross River Farm Mechanization Services Limited [CRIFAM}.

MATERIALS AND METHOD

The case study — the Cross River Farm Mechanization Services Limited is a state owned
company charged with the resposibiIitj of hring out tractors to private farmers in Cross
River State of Nigeria. Fifty new two wheel, rear axle drive tractors with rubber tyries and
implements were managed by the company. All the tractors were bought in 1991 and
they corrtmenced work the same year in all the six centers in the States namely: Calabar,
Oban, Nko, Ikom, Okundi, and Ogoja. Each tractor was assigned to a trained and
experienced operator. The equipment are hired by private farmers and cooperate
agricultural organizations who paid custom cost for the equipment to perform various
agricultural operations. The management of the company fixed the hiring cost for the
tractor and the basic machines and did not include fueling the tractors.

The only constraint from Government is that the equipment should be able to replace
themselves at the end of their economic lives while it remained basically as welfare
services to the private farmers. The plough, harrows and ridgers are used for land tillage,
trailers for the transport of harvested crops to the market and processed product such as
garri and rice to the market, and the transportation of seeds and planting materials to the
farm: the rotary slasher for,,field slashing.
One of the major problems facing the management of CRIFAM is the lack of adequate
maintenance of the 50 tractors, hence the call for this research. The methodology
employed in the research is that first the nature of tractor breakdown at CRIFAM is
examined along with the existing system of maintenance management in CRIFAM. And
then a proposed computer based programme of maintenance management is presented
for the tractors at CRIFAM.

Nature of Tractor Breakdown at CRIFAM

The frequency of farm tractor breakdown vanes from one major component to another.
In the National Center for Agricultural Mechanization (NCAM, 1986) report, the
information about tractor breakdown compared to those obtained at the Department of
Agricultural Engineering, University of Nigeria, Nsukka, it was clearly established and
concluded that eclectical system breakdown more frequently in Nigeria while the break
system of the farm tractor breakdown the least frequently. According to Anazodo (1986),
the major factors which lead to high frequency of farm —tractor breakdown in Nigeria are
worn —out parts: poor adjustment and operation of the farm-tractor machinery system;
and poor field conditions. Of these factors, the breakdown due to worn-out parts is the
most critical factor causing the high equency of breakdowns, followed by poor field
conditions, then by poor adjustment and operation of the equipment. (Anazodo. (1989),
Anazodo et al, 1986). A survey by the research team in the case study identified and
classified two categories of breakdown of the farm-tractors in CRIFAM, namely major
breakdown and minor breakdown. In general, the major breakdown consists of engine
defects, lubrication system defects, transmission system defects, engine mechanical
seizure and the tipping trailer axle and shaft breakages. Minor breakdowns are mainly
fuel and electrical systems malfunction, V-belt snapping, failure of worn-out replceable
parts, the blocking of the fuel pipe, puncture and bursting of the tyres and the hydraulic
pipes. Also the breakages of V-belts, steering rods, fork lift and adjusting levers could be
regarded as minor breakdowns. In this research, emphasis will be given to the studies of
major breakdown even though the studies of frequently occurring minor breakdowns will
also be considered.

The Existing System of Maintenance Management in CRIFAM

The maintenance team in CRIFAM is divided into two groups — Calabar Group and Ogoja
Group. The Calabar Group caters for the maintenance of the tractors at Calabar, Oban
and Nko offices while the Ogoja Group caters for the maintenance of the tractors at
Ogoja, lkom and Okundi offices respectively. ln each of the groups, the maintenance staff
are divided into two groups, the breakdown team and the servicing team. The breakdown
team ensures that all cases of tractor breakdown are corrected and repaired. The
breakdown team is handling about 75% of the total maintenance work now. There are
eight men in this team comprising of 3 mechanics, 2 electrician and 1 vulcanizer and 2
general hands.
The servicing team ensures that all lubricating work on all the tractors are carried out
regularly. They also undertake some minor regular servicing and inspection work on the
tractors. Usually, the head of the team goes around with his staff to search for those
points that are due for lubrication or minor servicing work. The servicing team can call for
major maintenance work which will be hançd by the breakdown team. The servicing team
has only three men comprising of 1 mechanic, and 2 general hands. The company as of
now, does not perform preventive maintenance on the tractors. The company has a store
of tractor-spares which contains a stock of well over 5 million Naira at any time. In the
present system of store control, each spare has a card known as the stock card, The
asset register in CRIFAM is simple a note book containing scanty information on all the
tractors while the plant history record is another note book in which maintenance history
of each of the tractors are recorded.

Proposed Maintenance Management System for the Farm Tractors at CRIFAM

A lot of work has been done on how to optimize the maintenance programme of systems;
see Offiong (2002), Offiong (1996), Koboa — Aduama (1991) and Handlarski (1980). No
matter how sophisticated, simple, large or small the system is, some basic components
are common to all, though depending upon the individual circumstances the form they
take or the manner in which they are used may differ in each case. Thus for the 50
tractors in six different locations in Cross River State of Nigeria, the recommendations of
Koboa-Aduama (1991) and Offiong (1996) on how to introduce a planned maintenance
management programme when considered in line with Anazodo (1986) can be reduced to
the proposal presented in the subsequent sections under the heading: Asset control for
the tractors; Maintenance work control for the tractors; Maintenance work schedule for
the tractors; Maintenance spares inventory control for the tractors.

The proposed maintenance management programme for the tractors will be computer
based. Because of distance, there will still be the need to have the two groups — the
Calabar group and the Ogoja group. In each of the groups, the maintenance staff Will
still be divided in two teams, the breakdown team and the servicing team. The
breakdown team which will now be made up of 2 mechanics, 1 electrician, 1 vulcanizer
and 1 general hand ensures that all cases of machine breakdown are corrected or
repaired. The servicing team-which will still be made up of 1 mechanic and 2 general
hands will ensure that all lubrication work on the tractors are carried out regularly. They
alsa undertake some minor regular servicing and inspection work. In addition to the
above, the company will now perform routine preventive maintenance every 3 months on
each tractor, thus there will also be a preventive maintenance team which will cater for
both th Calabar and Ogoja group. The preventive maintenance team will be responsible
for all major servicing of the tractor/tractor parts. The preventive maintenance team will
be made up of 2 mechanics, 2 electrician, and 2 general hands. Note that I electrician
and 1 general hand can be sufficient. The task of the preventive maintenance team will
also involve correcting developing faults as they are reported by the servicing team.
Proposed Asset Control System for the Tractors

Three steps are involved in starting the proposed computer-based asset control system
for the 50 tractors. These steps are: identifying and listing all the tractors; stating all the
information required about each tractor; and feeding the generated data into the
computer. Table 1 shows the Tractor Asset register for CRIFAM

Proposed Work Control System for the Tractors

Three steps are involved in order to start the proposed computer-based work control
system for the 50 tractors. These steps are: identifying and listing all the preventive and
breakdown maintenance tasks associated with the tractors; and feeding generated data
into the computer. Table 2A shows the maintenance (preventive and breakdown) work
register of CRIFAM printed from the computer. Table 2B shows the maintenance task
performance data for a tractor preventive maintenance task in CRIFAM. The maintenance
task performance data for other tasks can be seen in the detailed report submitted by the
research team to CRIFAM.

Proposed Maintenance Work Schedule for the Tractors

Two steps are involved in starting the computer based preventive maintenance work
scheduled for the tractors: spreading the preventive maintenance task evenly throughout
the whole year; and feeding the data into the computer. Since all the tractors must be
given ‘preventive maintenance every 3 month, it does mean that the preventive
maintenance programme will have four cycles per annum. In any one cycle of 3 months
with 50 tractors and 12 weeks, the maintenance calendar which allocates the preventive
maintenance task in a particular tractor to a specific time or period is given by the
sequence (1 —4, 1); (5 —8, 2); (9 — 12, 3); (45 — 48, 12) where (1 — 4, 1) means
maintain tractor I to 4 in week 1 of the cycle; (5 — 8, 2) means maintain tractor 5 to 8 in
week 2 of the cycle; etc. Note that 4 tractors are scheduled for maintenance per week.
There is actually 12% weeks in 3 month ‘period, so’ tractors 49 and 50 can be maintained
in the remaining 1/2 week period.

Proposed Maintenance Record Control System for the Tractors

Three steps are involved in starting the computer based maintenance record control for
the tractors. selecting the tractors records to be kept. stating the data required from the
record for each of the tractors; and feeding the records and data into the computer.
Table 3 shows the maintenance record required for one of the tractors in CRIFAM. The
records for other tractors can be seen in the report submitted by the research team to
CRIFAM.

Proposed Maintenance Spares Inventory Control System for the Tractors

Four steps are involve a in starting the computer based store control system for the
tractors: listing the tractors spares; implementing ABC analysis on the tractor spares;
assigning to each tractor spare its maximum and minimum stock level; and feeding the
generated data into the computer. See Offiong (2002) for details in starting a computer
based store control system.

Table 4 shows the inventory sheet for some of the important tractor spares item in
CRIFAM, their classification and their maximum and minimum level of stock. Data for this
exercise were easily available from the stock files. Table 4 has only shown 40 important
spare-parts of the farm tractors, but the report to CRIFAM identified as many as 650
Steyr Tractors spare-parts.

Software for the Proposed Maintenance Management Programme Offiong (1996)

maintenance management programme can be modified to suit the maintenance
management of the farm-tractors in CRIFAM. The modification which is also written in
Basic is divided into five main modules, namely: — tractor asset control, tractor
maintenance work control, tractor maintenance work schedule, tractor mantenance work
record and tractor maintenance spares inventory control. The modified software is called
Tractor Maintenance Management Programme.

The tractor asset control module is put together to draw a comprehensive list of all the
tractors in CRIFAM and to state for each of them their identification number, location,
type, priority rating and essential spares.

The tractor work control module is put together to draw up a comprehensive list of all the
necessary maintenance tasks associated with the tractors and to state for these tasks the
interval at which they should be carried out. The tractor work control module also states
for each of the tractor maintenance task tradesmen tools, hours, spares, safety measures
and procedures required.

The tractor maintenance work schedule module is put together to draw up a maintenance
calendar whicn allocates each specific tractor preventive maintenance task to a specific
time or period of the year

The tractor maintenance record control module is put forward to record for each tractor,
such details as inspection, servicing, repairs and adjustments made with dates/duration
of task. The tractor maintenance record module also records breakdown and failures,
their causes, their results, and corrective action carried out with dates and duration.

The tractor maintenance spares inventory module is put together to create record for any
tractor spare-part, add to spare-part stock, subtract from a spare-part stock, display all
spare-parts below minimum stock level, and displaying all spare-parts above maximum
stock level. The module also displays inventcJ data for a tractor spare-part which will
include its description, quantity in stock, minimum stock level, maximum stock level, and
unit price.

The listing of this programme can be seen in the report submitted to CRIFAM by the
research team.

RESULTS AND DISCUSSIONS

The introduction of the proposed maintenance management programme for the farm-
tractors will involve time, money and considerable amount of hard work. In order to
access the justification of this investment, the proposed programme of maintenance
management should be implemented and the superiority of the proposed system
examined over that of the exiting system.

The implementation should commence with the research team assembling all the staff
and supervisors and briefing them regarding the results and recommendations of the
research. Their comments should be sought. They should study and discuss together with
the researchers the result of the research, before returning to their post and begin to
implement changes as directed by the research team or their report. They should be
given at least three months to accomplish these changes as they are elaborate changes.

There-after, a year long trial of the system should be initiated by management and the
superiority of the implemented system, examined over that of the previously existing
system.

Table 1: Tractor Asset Register for CRIFAM

Tractor Type: Daimiler WD41 1.45 Tractor Description: Diesel tractor Steyr 8075

Essential Spares: Fuel injector pump, hydraulic pump, starters, clutch disc, fuel filters,
steering wheels, lubricants and Brake shoe, pistons, tyres, value springs,

Serial Identification Location Priority Serial Identification Location Priority

No . No Rating No . No Rating
1 CR 236 CC Ogoja 1 26 CR 250 CC Okundi 3
2 CR 240 CC Ogoja 1 27 CR 219 CC Nko 4
3 CR 242 CC Ogoja 1 28 CR 220 CC Nko 4
4 CR 247 CC Ogoja 1 29 CR 223 CC Nko 4
5 CR 252 CC Ogoja 1 30 CR 224 CC Nko 4
6 CR 253 CC Ogoja 1 31 CR 226 CC Nko 4
7 CR254 CC Ogoja 1 32 CR 216 CC Oban 5
8 CR 255 CC Ogoja 1 33 CR217 CC Oban 5
9 CR 257CC Ogoja 1 34 CR218 CC Oban 5
10 CR 258 CC Ogoja 1 35 CR210 CC Calabar 6
11 CR221 CC kcm 2 36 CR21100 Calabar 6
12 CR225 CC Ikom 2 37 CR 212 CC Calabar 6
13 CR 227 CC Ikom 2 38 CR 213 CC Calabar 6
14 CR 228 CC Ikom 2 39 CR 214 CC Calabar 6
15 CR 229 CC ikom 2 40 CR 215 CC Calabar 6
16 CR 230 CC Ikom 2 41 CR 256 CC Catabar 6
17 CR 231 CC Ikom 2 42 CR 222 CC Calabar 6
18 CR 233 CC Iko 2 43 CR 232 CC Calabar 6
19 CR 234 CC Okundi 3 44 CR 259 CC Calabar 6
20 CR 235 CC Okundi 3 45 CR 238 CC Calabar 6
21 CR 237 CC Okundi 3 46 CR 239 CC Calabar 6
22 CR241 CC Okundi 3 47 CR 23TC Calabar 6
23 CR 245 CC Okundi 3 48 OR 244 c3C Calabar 6
24 CR 246 CC Okundi 3 49 CR 248 CC Calabar 6
25 CR 249 CC Okun 50 CR 251 CC Calabar 6

Table 3: Maintenance Record for Tractor CR 236 CC at CRIFAM

Description: Diesel tractor engine 8075 Item No, CR 236 CC

Priority Rating: I Frequency of Preventive Location: Ogoja
Maintenance Hours Used: 1000 hours
= 3 months

Warning: Do not jump on or off while driving,

nspec iOfl. transport of person is prohibited on tyres
and hitching devices. Make sue there are
no persons or object near the tractor
before moving.
Check tyre pressure, check power take
off shaft cover, check oil, water and
hydraulic gauge. Check that the front
grill is not cover with leaves or mud.
Breakdown Information

10/5/93 Transmission system 8 hours 2,100

25/7/93 breakdown 2 hours 1,050
5/10/93 Electrical failure due 4 hours 6000
20/1/94 to battery discharge 3 hours 1,100
20/4/94 Fuel tank leakage at 1.5 hours 5,000
the pipe junction
Electrical failure due
to alternator
 malfunction
Front wheel
breakdown due to
tube puncture

The results will certainly reveal savings in the total maintenance cost of the tractors at
CRIFAM. Apart from this savings in the total maintenance cost, other benefits expected
from the implementation of the proposed system include:

1. Greater availability of the tractors. The implementation of the proposed system is

bound to reduce for each tractor the period of downtime as the introduction of the
preventive maintenance team will result in less breakdown of tractors.

2. Improved budgetary control for tractor maintenance: The collection, recording and
subsequent interpretation of tractor maintenance data as proposed above will lead to the
formulation of realistic budget for tractor maintenance.

3. Improved stock control of tractor spares: The collection, recording and subsequent
interpretation of tractor maintenance inventory data as proposed above will lead to the
formulation of realistic inventory control policies in terms of quantities of each tractor
spares to stock and re-ordered.

4. Improved labour utilization of the tractor maintenance team: The implementation of

the proposed system is bound to reduce the widely fluctuating demands upon the tractor
maintenance team as the volume of maintenance work for the tractors is now planned
so that it spreads evenly throughout the year. With this arrangement there will be
reduction in overtime payment and staff requirement.

Note that the level of result to be obtained will

depend on the effectiveness of the implementation of the proposed system. It might be

necessary for the management to further hire the services of the research team in order
to effectively implement the proposed system.

CONCLUSION

A computer-based maintenance management programme has been developed for the 50

farm- tractors owned by the Cross River Farm Mechanization Service Limited, Nigeria.
The programme though specifically designed for the case study, can be adapted for the
maintenance management of any group of tractors. The superiority of the proposed
system of maintenance management for the group of tractors which include greater
availability of the tractors, reduce staff requirement, reduce over time payment, improve
budgetary and spares control, and above all a general reduction in maintenance cost over
the existing system has also been established
DESI;N O1 A COMlUiER HAS 1(1) SIOCN CONTROL SYSTEM FOR

ENCINll(RING SPAR[S

BY

ANIEI<AN OF!Oi’.G

Dcpartiiient of Icc1iaiiicnl Engineering

University of Nigeria, Nsukka

A.BS1YiA CT

7/ifs paper Llc’scrila’v f/ic’ deic’/opiiic’ni cl oiupoIci’ basec/ Iock control svstenijbr
engineering spa/es in small-scale industries. A conipu for soji ware sys fern CaJ3able of
being tailored to suit the individual requirement of any i/n/il sin/I organ/sn/ion ho/cling
engineering spares is presented. The system is designed to cosine flint stock out (below
mininnun stock level) does 110/ OCCIII and Ilicif surplus ,sfoc’k (cthoie /iwivinnni stocK
level,) are not carried. ii description of (lie piocedure br clef oiviuuiiig the iiiaxiiiiioi uiicl liii
UflWfl level oJsfockfor tile three classes q/ spares ideiiq/ied in a !)pica/ smali—scaic’
iiic/usii is given. The problems expected from i/us’

ici,id ()/c’.Vc’!’Cise 1110 /1041111v’lIic’d.

INTROI) UCTION

The problem with most industries iii N gel in is the freqUenCy with which installed
machines and eq ii ipment breakdown. The reason us mi I l advanced for tli is anomaly is
the non— availability of spares. The non-availability of Spares, most often, is a result of
lack of proper spare control procedures. This paper reports the experience of the author
in preparing a stock control system for engineering spares for use b sinall-scile industries.

Related foundation works in this area includes Lawrence et al (1961), Mitchell (1962) and

I3ootliroyd and Toinhiison (1 963). Related recent work in this area includes Harper and
Lim

(1 982), Well (1 989), Gayer (1989), Ogucj infer (1990), Offlong (1992) and Offiong
(1996).

PROHLE11S ASSOCATE1) WiTh l)LSLGNING A CONTROL 1ROCEDURE FOR ENGINEERING

SPARES

The most SCFJOUS prohlcn associated with dcsigii ing a contiol procedure fur engineering
spares is that of inadequacy ci past records to g e cc! aIde csti nLi(cS of past
consuinptions of spares or life characteristics of parts. By the nit nrc of engineering
spares (for. exampi a gear box, crankshaft, cra\vnfly \\ lice! ete) cousuiis pt inn s ill he
irtual lv static, and hence in looking for past consunipOons for this kind of bei ns I ill
generally be neessary to look over as long a

period as possible. ‘l)ns is unlike the en c’ vi çuvdnctioii itemS 111 s5’h IC))
COflSUfltptiOIl over a ShOt I period nay con en ently be used as the bct estimate of the
tisage rate.

.\ 1 nI c pr Hii associated s hh engineering ‘parcs is their inflexibility. Whereas the inida!

uci tocLing ct productcn !iens cnn be (fWCi B .iemcdiod by natural consumption,
thisD(S1(f’ OF \ COMI’UTLR BASEI) STOCK CONTROL SYSTEM FOR

FCINEEIUNG SPARES

BY

ANIEKAN OF1OG

Department of N1ccIiaiiicd Engineering

Univcrsih of Nigeria, Nsukka

ABSTRA CT

7/ifs paper LIc’s’cr!l,r’s f/ic dOl’c’lOJ?llleIll 0J(1 (0)11/111/LI’ based stock coiiii’ol ‘steliiJr
engineering S]flJl’CS iii siiici/l-scale iithisfi’ies. A coup u/er soji nare sys (ciii capable oJ
being tailored to suit the indii’khud requirement o/’ any iiii/uc/riu/ organis’alion ho/cling
engineering spares is presented. Ike sysenl is designed to cnsiiie I/icc stock out (below
minimum stock level,) does not occur and that surplus stocks (above iiiii.vinuoii slocic
level,) ale hot carried. A description of the procedure Jor delernthuug the iiuaxiiiiinii u’flc/
iniminum level oJs/ockfor the three classes of spares ic/cut U/cc! in a pical sum/I—s ca/c’
in /iis’l’ is given. The problems expected from this kijid ()/c’.Vc’!cise ale hIil/llR4/ilc’d.

NTROJ) UCTION

Ilic problem with most industries Ii Nigeria is the lrcqucncy with which installed maclunes
and cc1uipment breakdown. Hc reason usiia I ly ad’ anc’cd for this anomaly is the non—
availability of spates. The non-availabi I tv ci spates, most often, is a result of lack of
proper spare control procedures. ‘Ibis paper reports the experience of the author n
preparing a stock control system for engineering spares (or use b siiiali—scale industries.

Related foundation works in this area i tic In des Las’renee et al (1961), Mitchell (1962)
and

I3ootlnoyd and Toinlinson (1963). Related recent work in this area includes Harper and
Lirn
(1982), Well (1989), Gayer (1989), Ogucj iohw (1990), Ofliong (1992) and Offiong
(1996).

PROHLFI1S ASSOC3ATEI) W1’[’Il l)[S1GNlNG A CONTROL PROCEDURE FOR

EINGINE[R1NG SPARES

lhc most serious problem associated \Vitli (lesigIl mg a conti ol proceduic for engineering
spares is that of inadequacy of past records to gi\ e rd aide esti nales of past
consumuptiolls of spares or life characteristics of parts. B the mmii ni c ul cllgiliecrillg
spares (l’or. exampi gear box, crankshaft, cra\vnhly wheel etc) ColislIllipt lull \ ill he \
irteally static, and hence in looking for

pasi consumptions for this kind of item mis it ss II geiiem-ahly be necessary to look over
as long a period as possible. limB is Un like the Cl c c( prod act ion items in which
Consumption over a sl moi t pcriou Ii OW CUl1\ en ientiv he used as (I e hct esti mnae of
the usage rate.

A Lu timer pru()ieni associated \\ lii cngi ice lab piIrcs is their iii flexibility. Whereas the
initial overstocking /{ production ilenms can he qa icI R .remcdioj by naturai
consumption, this is nut

always the case \5 (Ii engineering spiti Cs. I or spines dint are universal, they can be sold
out, but lot’ spate that are unique to a particular conipany. ii is sometimes impossible to
sell them out. ‘ihere inc actually sonic umqiie engined saie in a cunipanv that will never
be put to use until the end of the lite of the eonlpiin’ or it eit till the cunent technology m
the company becomes obsolete,

Another serious pi oblem associated v oh eiii leerIng 5 pares is the difficulty encountered
in attempts to estimate rita-out or shot tuge co’.t lie shortage cost for a Particular spare
is defined as the average diflrcncc between the COst of a hrenkdo\ n for which the spare
is required, but is tot available and the cost ofi: similar brenl\do\\ Ii sheit the spare is
available. Finally, in most of our snial I scale industries there is a problem ci store space,
and hence the decision on store control of engineering spares should he constra ned by
space limitation, unless such limitation is removed. Space limitation constraints in nit
inventory problent ill lead to sub-optimization.

Possible Ways of solving sonic of the Problems Associated with the Control of

Eiigiiiccriiig Spares
The problems outlined in the pies ions seetiot arc lint new. It is a Surprise therefore that
this

problem seems to ha ec nO racted very little atteiti mon it: recent literature. I-however,
the work of

Mitchell (l962) is still ‘aH and useful. Rlimliell (1962) reeals that:

I. Most. ol’ the tunes the holding of expensive engineering spares need not be more than
tw and hence the decisions are basically vltcihtor to hold nought, one or two. 1 bus
streamlining of the possible decisions to three, implies that for most expensive
engineering spares, making the appropriate decision is tot very scnskive to inaccuracy in
estimating the shortage cost/usage rate.

2. A central stocking of engineering spares lbr identical parts will tend to reduce the size
of the problem sshcn there is a fair degree ci coinntcn Lisage. Mitchell (1962) reportS
that some spares with low consunmptions at one point of use will have sufficiently high
aggregate cotisninpliOiis over severn I pommmts of misc to be amenable to control by’
conventional method. The advantage here is lint consumption over the short period may
conveniently he used as the best estmnnte ul’ lie usage rate.

3. A natural point to consider s hen desi4ni hg i control syslent for engineering spares is
the possibihii of .stamtdarclizatiou of eqnillnmetil. thus allos\ing central holding of spates
and hence : iednctioti of sleek. ‘Ibis does nut unpin ilO s\liere considerable capital has
been inseslud ii: an ecpiinment it lma. to be scrp’pcd iui1>ln to mepirmee it by a
standard cqlnpmnent.

4. Even in the absence of iidec1 nate ),ist , ecord to e Oimnale shortage cost or the life
characteristic of parts, there are ellen ILl rim dnti accinnuloted by engineers through
experience and IICIICC rim eL urJLl b ‘ l ( 462) suggested that a sm aigia- forwrod
estnumlc of rlmortap cost md pu’’‘1itc hr the engineer. husd on his experience and am’
mccci Jed dtn lie mar have, could en iii tlIm’\ e ass luahJe as e5ttmates based on some
more nl’ti tciic juintio’. lie ninintninc.i hint, een siicu ilitri mmic available, the enOiiim’er
mm’ know o pat ticular dilienec,. iii Jesin or usn’c betsceit parts, whi’h will enable him to
make a better estiniate of hle tItan can be itade by nit abstiact stud)’ of data.

litially, (lie problem of stoic space in most of our industries can easily be removed by
using s ci I-planncd slicl es.

CLASSIFICATION OF ENGINEERING SPARES

Iullowmg Offiong ( }92) engineering spaics in most of our small scale industries can be
classified as class A, class B and class C limos uaing A. B, C, analysis.

Class A jmrcs: Otis class uI spares can he deacr bed as either special or adequate
warning slow moving spates. The special warning slos moving spares are spares for use
on a specified date. While I lie adequate warn lug 51015 movIng spares are spares that
can be economically patched up [‘or a period longer than the lend—ti ne when they
breakdown. The adequate warning slow inovwg spares also include spate iii ss h icli their
wear indicates; by a period longer than lime lead—timime, the impending breakdown.
Exaitiples of class A spares include complete gearbox, complete housing of a machine,
spindle shaft, gear co er etc. These spares are usually expensive.

Class B Spares: TIns class of spates can he described as inadequate warning slow moving
spares. They arc usually referred to as stand-by spares. ihese spares give no warning or
inadequate warning of their breakdown, They are tot intended for use on any particular
date. They are held’ because it is considered cheaper to hold theni than to incur the extra
cost of a breakdown through their not being a at able when required for replacement.
Examples of spares that can be included in this class are erankshafts, bearing, pumps
etc. They are also usually very expensive.

Cnss C Spares: ‘l’lns class of spares can he described as Eist moving spares. They can be
ebjiem- in the adequate warning or inadequate sni lung categories. They are usually not
very eXpenSive. Most engineering spates belong to this class. Examples of spares that
can be included in this class are electrodes, valves, bolts. nuts, rods etc.

The computer sofiss are progrnniine to be des loped fhr use in the control of’ engineering
sparm in\’entoiy for small-scale industries requires the stipulation of the maximum ad
minimum levels of stack of all items irrepcctive of t1iir

BETFRRIINA’IION OE MAXE\IUI\I \NI) iINIiL’U LE\ EdLS OF s,rot FO) ClASS A SEARL’S

Special slow moving spares should not be heLl in stock let longer than the time taken to
e>amnnie them prior to ue. All that is needed to gis e sufticiut notice of the requirement
to a supolier or a manufacturer tInt Lccs to date. H Here is am change of plan, he should
also he mmii ldcd in time. Adequate ss ar ii ig spares should not, he ot dered ss hen the
warning of the hi ealdosvii ins occurred. ‘I lots, for class A spates both their rnriximutn
and minimum levels of
stock will be Stated as zero. /\ cunil)nteI ju amine i’eieiied to as “Class A Pi’ogi’ainme” has
becu designed to carry out this Lmction.

DETERM1NATIOf OF MAX1MUr A’\b IIN1MVM LLVZ.S OF STOCK FOR CLASS B SPARES

Two types of analysis are generally uSed )o reoive the control problem of Class B Spares,
namely random brcakdow a analysis and : n—random (wear) anal>sis. In most of our
small— scale industries it has beed observed that there are no truly non-random
breakdown, for this class of spares, hence wear analysis is not considered. Actually wear
analysis is not a very complicated analysis.

It assumes tlia not more than one spare \\,dh ever be held in stock, and the decision is to
look for the bptimum time to buy. Generally. the analyses for wear is relevant only when
there are few points of usage of the spare part. When there arc three or more points of
usage, consuniplion night well effectively be random. sl itchell (1962) presents a detailed
report on miomi—randoin bm’eakdow it (wear) a nalysis.

[or the random breakdown analysis, the nodel to be employed is originally that of
IKarush (1957). it is actually a queuing model for ui inventory problem where a re—order
level system with a unit order quantity is assumed. ‘l’hc .snlnltioll of unit order system is
justifled, since for a slow oving spate very rarely vill the holding be more than two (see
Mitchell 1962). Karush (1 957) on assumption ol captive and lion—captive demand gives
the average annual cost C(N) iii the steady state with maximum stock N as:

C’(N) = hPLN Pn) - A P(”)1 L P(ii) + (1)

and .

C(iV) = h[N - J’(ii) / P(n)] ] + [P( A) [Z P(n)j ] ± [i_ I’(N) / P(n)]

respectively where P(n) CXI) (-L/’F) (LI’) (n!) . C(N) is the average annual cost, S is the
average ordering cost, 1< is the ron-out or shortage cost, T is the time between
demands, P is the price of spare, L is the average lead time, Ii is the ratio of annual
holding cost to price and N is maximum stock.

l’lie aim hem c is to determine the N which iii iii yes C(N). Front Vaszonyi (1960) which
shows that Karush (1957) model can be put in the Ibmiui of a chart, we can see that for
a slow moving spare the decision hased on’ (Ii is model ss ill lot be too sensitive to which
assumption, captive or ion-captic is nude. Captive deinatid nuph c Lu!. ii the eyL.nt of a
run-out, the demand is met as quickly a.s possible by early deti\el\ ul tic- ul [lie stvr en
oidcr, white not-captive detmiand immiplies that, in the es cut of a vu-out, the deui:;id is
mci br some other sources. hi nest of our small scale industries nc-u-cupd\ c deutaud will
usually imply tanking the requited pam’t in the ss orkslops or has big it ti austhi ted beta
a neat-by company. Discussions with engineering store managers in seine oh’ our sut:iI I-
scale industries show’, that while demand is neither svluhh cathi’ tier nun-captive, ic[-
c’lpU\e demand is more frequent.

I lie progranitue br the control of Class 13 engineering spares has therefore been
designed on the aSsmiiption of non-capti e demand. \\ith the a suinp[ion that holding will
not he more than two for any slow moving spare. optinIizu(ion here \\ ill involve using
equation 2 to obtain C(N) for N -— 0, 1, 2 and then selecting from this the minimum
C(N). A computer programme refurred to hiei’e as “Class B Programme” has been
designed to carry out this fianeton,

DETERMINATION OF’ MAXIMUM AND MINIMUM LEVELS OF STOCK FOR

CLASS C SPARES

Per Class C Spares both their niaxitimuni amid ninimnuni stock levels can be determined
using

Olfiong (1992) model. TIme node! gives the total inventory cost iC as:

20

Where Q is the order size; 0 is the ordering cost per order; A is the total annual
requirement and C is the carrying cost per unit. The aim here is to determine the Q that
minimizes TC and use it in calculating the maximum and minim ii in levels of stock. The
model gives the maximum level of stock as:

SHflX /2AO + sAL[10]

And, the in in imum level of stock S,. as:

r2AOl

=AL+SALLl/ J (5)

Where A, 0 and C nie as pres iously defined; S is (lie stock-out acceptance factor and L is
the lead time. A computer programme referred to as “Class C Programme” has been
designed to caii’ out tli is function.

STRUCTURE OF THE SYSTEM

The system is organized in a utodu far funn and each module or sub-module can be
called to perform a certain function when the need mu ises. The programme, wh cli is
written in Basic, has three modules namely:— inventory data nodule, inventory
optimization module and inventory control module.
‘ihe inventory data module is further di\ ided into six sub-modu los — Glass A (hita
creation, Class i\ data view, Class B data creation, Cias B data view, Class C data creation
and Class C data view. lhe inventory optimm7ation nodule i further divided into three
Class A programme, Class LI ogiamnie amid Class C progmalmimmic. I mc in entory
programme is further divided into seven sub-module — initialization. creatinmi, status,
supply, consumption, replenishment and overstocking. i’hte function of each of the
nodules and sub-muocln!s of the system is explained blo\v:

TI I E INVFN1’0RY l)Al’A jI0i)ULl

The inventory data nodule is put lbrss no to store data that wiN help the stoic manager in
taking optimal decisions. The nodule is dc dccl ito six sub-modules:

Class A Data Creation: This is pitt bee. at d to enable the store manager store data that
will be used in dcternuinng the maxItnUin and m i: inium levels ol’ stock for any item of
the store that is classified as Class A. For a partien Jar item, these data will include —
name of item, classification of item, ordering cost. run-out cost, average time between
demand, price pcr

item, average lead lime and data required.

2. Class A Data View: This helps the stoic manager print data that will help him determine
(lie maximum and in in imuni levels of stuck l’oi any item of the store classified as Class
A.

For any particular item, these data ‘a H he the same as those of Class A data creation
submodule.

3. Class B Data Creation: This is put forv aid to enable the store manager store data that
will be used in determining the maximum and at in tium levels of stock for any item of
the store

classified as Class B. For a particular item, lhe data required is the same as those for
Class A data creation sub-module.

4. Class B Data View: This helps the store nialulger print data that will help him
determine the maximum and minimum levels of stock For any item of (lie stoic classified
as Class B. For a particular item, these data will he the sante as those of Class A data
creation sub-module.

5. Class C Data Creation: This is put forcc ard to enable (lie store manager store data
that will be used in determining the inaxiniuin and at in mum levels of stock for any item
of the store
that is classified as Class C. For a partie ular item, these data will include — name of
item, classification of item, ordering cost. tot a I annual requirement, carrying cost,
stock—out

acceptance factor and lead time.

6. Class C Data Vicv: This licTps (he stoic tanager print data that will help him determine
the inaxitnuni and niuintniiI les els o( stock nv any item of the st classified as Class C.

For a particular iteW, these data ‘a ill be the same a those of Class C data creation
submodule.

THE INVENTORY 01’TIMIZA’I’ION i 101) r LE

The inventory oj timiiatioit niodu Ic is fLit bra aid to help the store manager take optimal
decisions. Tl module is divided into three stib-iitodules, namely:Class A pmogrammnc: l’li
is is put forward 11 cite He the stoic ilianager determine the maximum

and ininintuni lc\el ol stock for any Class A tCIil in lie stoic.

Class B Pregrnnnne: This is put forcc aid tu nebJe the store manager cletcraiine the
maximum and nininiunt lesci of stock (be any Class B dciii in (lie stoic.

Class C Prograniiue: This is put forsnd to enable the store nianager determine the
maximum and minimum level of stock ibr any Class C ten: in the store.

TIlE INVENTORY CONTROL MOl) U LE

The inventory control mod u e s put fbr a rd to lie p the store man ager in contro I rig
move mont of spares ibm the stoic. ‘Ihe objective here is to ensure that stock out (below
minimum stock level) does not occur and that surplus stock (above maximum stock level)
are not carried out, The inventory control nodole is divided in ses en sub-modules:

1. Initialization: This makes provision br tie record in the inventory file to be completely
wiped ott usmg a password or key kno\\ only to the maintenance manager.

2. Creation: This makes it possible to stoic in the data file, for each of the spares, the
description, quantity in stock, minimu ii stock level, maximum stock level and unit price.

3. Status: This helps the storekeeper to know the stock status of any item in the store.
The stock status of any spare will norma iv inc I tide part mum ber, Cl uantity at hand,
minim urn stock level and max minim stuck lc el.

4. Su ply: This caters for tie supply ni spares to the maintenance department by adding
time quantity supplied to the previous quantity in stock and storing this informatior: in
the data file.
S. Consuwption: This caters Liar the insurance of spares for maintenance task by
subtracting the quantity issued from quantity in stock and storing this infornmtion in the
data file.

6. Replenishinen t: This is put forward ib hch the maintenance engineer replenish his
stock of spares. In this sub—module the computer reads all items of the store in the file
and for all

items below their minimum stock los ci. it will print description, quantity in stock and m
inimumn stock level.

7. Overstockiimg: This is put forward to help the maintenance engineer know the extent
to which he has over stocked the store, In this sLib—module the computer reads all items
of the

store in the file and for all items abos e tier maxim u in stock level, it will print
description, quantity in stock and mnaxii nun level.

CONCLUSION

fhis paper has shlo\\ it how the nicro-eoin1:a tr cal be used to transform the effctveness
of an engineering spares cuniol systelll. i\ cc fLIiCi lt\\.lie system capable of being tailored
to sujt the individual requirement o an md u1ai organization holding engineering spares
has been written sfecificai lv for the control of a ci neeruin spares in small-scale
industries. Thus, a coilipete package for any store manager seeking to start a computcr-
haecl stock control systcni liar engineering spames iii us orgniiisat ion li.: been established

R1FI2RINCES

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Ilarper, W. l’vl, and Lin, 1-1. C. (1982), “Opeintion Rescaich”, English Language book
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Karusli, W. (195 7), “A queuing model br an nventoly problem”, Operations Research,

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Offlong, A. (1992), “Design of’ a computer based naintcnance management system for
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livestock feed industry”, Master’s Thesis. Department of Mechanical Engineering,
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\Vcll, A. L. (1989), ‘‘Computer aided ma I ntL’nance management’’. in Maintenance

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