Few things hurt a mine, plant or project more than a planned shutdown that overruns because one part is missing. The machine is stripped down, but the seal kit or hydraulic pump is still days away. Heavy equipment fleets are exposed because many critical spares have long lead times. The fix is a reorder system built on real usage, clear stock levels and kits planned before the shutdown starts. This guide explains how, and shows how teams link parts use to machines in HVI.
Running Out of Critical Spares Mid-Shutdown? Fix Your Parts Reorder System
Set reorder points from real usage, plan shutdown kits in advance and see stock across every site, from a 20-machine yard to a large multi-project fleet.
Why Critical Spares Run Out
Stockouts are rarely bad luck. They usually trace back to one of these gaps in the reorder process.
No usage history
Reorder levels are guessed, not based on what machines actually use.
Fix: record every part issued to a machineLong lead times
Some OEM parts take weeks to arrive.
Fix: set reorder points from real lead timesShutdowns not kitted
Parts for planned jobs are not reserved in advance.
Fix: build a kit for every planned shutdownHidden stock
Parts sit at another site nobody can see.
Fix: one view of stock across all sitesSetting a Reorder Point That Works
A reorder point tells you when to order so that new stock arrives before the shelf is empty. The figures below are illustrative.
Base usage on machine hours as well as calendar time. When a fleet works longer shifts, parts wear faster and the reorder point should rise with it.
Not Every Spare Needs the Same Rule
Group spares by how badly a stockout would hurt and how long they take to arrive, then set a stock policy for each group.
| Spare type | Examples | Stock policy |
|---|---|---|
| Critical, long lead | Hydraulic pumps, final drives, starter motors | Hold at least one, reorder as soon as used |
| Regular wear parts | Bucket teeth, cutting edges, brake linings | Reorder point based on usage and lead time |
| Service consumables | Filters, oils, belts, seals | Kit by service interval, keep a buffer |
| Rarely used parts | Specialised parts for one machine | Order on demand, agree lead times with the dealer |
See Parts Use Against Every Machine
HVI records the parts used on each job against the machine and its hours, so usage trends and upcoming service needs are clear when you plan stock and shutdowns.
Kitting a Planned Shutdown
Every planned shutdown should have its parts ready and checked before the first bolt is undone.
List the jobs
Write down every task planned for the shutdown.
List the parts
Add the parts each job needs, plus likely extras.
Order early
Order anything missing with the full lead time in mind.
Kit and check
Box the parts per job and check them before shutdown day.
From One Yard to Many Sites
The same principles apply at any size, but larger fleets need more visibility.
- One store, one person responsible
- Reorder points for the top critical spares
- Parts issued against each machine
- Monthly stock count
- Stock visible across every site
- Transfers between sites recorded
- Common parts list across mixed makes
- Shutdown kits planned centrally
Parts Planning View in HVI
A sample view comparing usage on machines with the stock policy for key spares.
| Part | Used on | In stock | Reorder point | Status |
|---|---|---|---|---|
| Engine oil filter | Excavators | 40 | 24 | Stock healthy |
| Bucket teeth set | Loaders | 18 | 20 | Order now |
| Hydraulic pump | Dump truck fleet | 0 | 1 | Critical, none in stock |
Spare Parts Reorder FAQs
How do I calculate a reorder point for a spare part?
Multiply average usage by the supplier's lead time, then add safety stock. For example, 6 units a week with a 3-week lead time and 6 units of safety stock gives a reorder point of 24.
Which spares should always be kept in stock?
Parts whose failure stops a machine and which take a long time to arrive, such as hydraulic pumps or final drives for key machines. Reorder these as soon as one is used.
How do I stop shutdowns overrunning for parts?
Plan the job list early, list every part needed, order with the full lead time in mind and kit the parts before shutdown day so nothing is missing when work starts.
Should reorder points use machine hours?
Yes, where possible. Parts wear with use, so hours give a better guide than calendar days. Teams that record parts use in HVI can see usage against machine hours.
Can parts planning work across several sites?
Yes, if stock and transfers are recorded in one place, so a part sitting at one site can cover a shortage at another. Book a demo to see how HVI fits your parts process.
No More Shutdowns Waiting on One Part
Set reorder points from real usage, kit every planned shutdown and see parts use against each machine in HVI. Shorter shutdowns, fewer emergency orders and better use of stock.
