Why is the project needed?
At present there are approximately 20 store areas (dedicated store rooms, switch rooms and plant rooms) that are used to house maintenance inventory at the South Kensington campus. In some cases these stores are located in areas which are inconvenent to access and the way they are organised varies widely, with differing inventory levels. As a result it can often be difficult and time consuming for the maintenance engineers to find the parts they need.
The Maintenance Stores Project aims to:
- Implement the principles of 5S within maintenance stores on the South Kensington campus
- Develop the underpinning stock control process for efficient parts recorder and replenishment
- Develop visual standards and audit process
- Analyse expenditure by supplier and identify key stock items for automatic re-ordering
- Develop requirements for Computer-Aided Facility Management (CAFM) system to support parts reordering
- Consider consolidating the existing stores and identify the optimal location for a consolidated South Kensington maintenance store
- Explore the feasibility of vendor stock management
The overall aim of the project is to allow the maintenance teams to spend as much time as possible actually carrying out repairs and improvement work, resulting in a more effective, responsive service for the entire College community.
- Improved response time to reactive maintenance tasks
- Staff time saved as parts are easier to locate and key items automatically reordered
- Greater visibility of maintenance parts and stock levels
- Reduced expenditure on unnecessary parts
Direct Observation (RAG) Studies
Over the course of two weeks in both April and September 2016, volunteers from the Operational Excellence Community of Practice completed a RAG (Red, Amber, Green) study, conducting direct work observation to gain first hand experience of the frontline maintenance teams. A study of this kind allows the observers to see emerging issues and measure & prioritise those issues that have the biggest impact so that they can be investigated further and resolved.
One of the key findings from this study was that our maintenance teams currently spend around 12% of their total available time travelling to the various maintenance stores and locating the parts they need to carry out a repair. Additional time was spent ordering parts which were not currently in stock or could not be found in the stores.
Work So Far & Current Activity
- In addition to the RAG studies, we have also carried out a detailed analysis of existing stores areas and of current expenditure levels on the most commonly used maintenance parts
- A decision was taken to consolidate all existing stores at South Kensington to a single, central location and work will begin shortly on the design and setup of the new space
- The project team will also consider options for the ongoing management of the maintenance store to ensure that it delivers as much benefit as possible for the maintenance teams
- The consolidated store will support the implementation of the new Computer Aided Facilities Management (CAFM) system in Spring 2017