Free parts kitting procedure template

What is a parts kitting procedure template?

A parts kitting procedure is a controlled storeroom and planning workflow used to assemble pre-staged parts kits for each planned work order before the work is scheduled, so that the technician arrives on site or at the asset with every part, consumable and special tool already picked, packaged, labelled and verified. The procedure governs the entire kitting cycle: how the planner builds the bill of materials (BOM) against the standard job plan, how the storeperson picks the parts against the BOM, how the kit is staged and labelled with work order number and target start date, how missing parts are escalated before the work is scheduled, how the kit is delivered to the technician at the work-order start, and how any unused parts are returned and reconciled to the storeroom after the work completes. Kitting is the operational discipline that converts a planned work order into a ready-to-execute job, eliminating the wrench-time loss that comes from parts hunting, multiple storeroom trips, mid-job substitution and the rework caused by working with the wrong part.\n\nFor any maintenance organisation that wants to break out of reactive mode, kitting is the highest-leverage storeroom practice. Industry studies referenced in the SMRP Best Practices Body of Knowledge section 6.2 (Storeroom) and APICS CPIM material management practices consistently find that wrench time on un-kitted planned work runs 25 to 35 percent, whereas wrench time on properly kitted work runs 55 to 70 percent. The difference is almost entirely parts hunting and waiting. A maintenance manager moving from un-kitted to kitted execution typically recovers the equivalent of 0.8 to 1.5 FTE of productive technician hours per ten technicians, without adding headcount. Kitting also surfaces stock-outs days before the job is scheduled, instead of at the asset, which is the single most preventable cause of failed planned work. ISO 55001 references parts and inventory management as a core enabler of the asset management plan, and a documented kitting procedure is the evidence that planned work is genuinely planned (not just scheduled). The procedure also creates the data trail needed for inventory accuracy, stock-out root cause analysis and obsolescence management - none of which is possible when parts are picked ad hoc at the moment of execution.

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Benefits of digitising forms in MapTrack

When you move your procedures from paper to MapTrack, you get:

• Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
• Automatically get alerts when faults are identified.
• Link every form digitally as a PDF to the relevant asset, location or person.
• Receive a digital PDF copy with every submission to your email.
• Ability to share forms digitally.
• Build conditional logic (show or hide questions based on answers).
• Take pictures or attach photos. Not possible with a paper-based form.
• Electronic signatures.
• Edit forms later without reprinting.
• Restrict permissions (who can view, complete or approve).
• Build forms with AI (describe what you need and MapTrack suggests the form).
• Trigger work orders automatically when a fault is logged during an inspection.
• Track service intervals by hours, kilometres or calendar date in one place.
• Attach supplier invoices and parts receipts to each maintenance record.

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What to include in a parts kitting procedure template

This parts kitting procedure template covers 10 key areas:

• Scope and applicability: which work types require kitting (all planned PM and capital work, defined corrective above a labour-hours threshold), which are excluded (emergency response, true reactive break-ins), and how exceptions are escalated.
• Roles and responsibilities: planner builds the BOM and triggers kitting; storeperson picks, stages, labels and reconciles; technician verifies kit at the start of the job and returns unused parts at the end; supervisor approves expediting and substitution.
• Bill of materials standard: the rules for building the BOM against the standard job plan, including primary part numbers, approved substitutes, quantities, units of issue, lead times and the special-tool list attached to the job plan.
• Kitting trigger and lead time: the rules that trigger kit assembly (typically work-order release date minus 5 to 7 working days), the kit-ready milestone before scheduling, and the storeroom service-level agreement to the planner.
• Picking and packaging standard: pick path, kit container (tote, trolley, pallet), package labelling, kit packing list with part numbers and quantities, and the storeroom check-out transaction in the CMMS.
• Staging and identification: physical staging location for ready kits (dedicated rack with work-order labels and start dates), shelf-life and FIFO discipline, security and access controls, and the way kits are handed off to the field.
• Stock-out and missing-part workflow: what happens when a part is not available (expedite, substitute, defer the work order, escalate to planning), the documented decision authority, and the change to the work-order status.
• Delivery, verification and unused-part return: how the kit is delivered to the technician (storeroom collection or scheduled drop), the technician kit-verification step before starting work, and the controlled return of any unused parts on work-order close.
• Storeroom transactions and audit trail: every pick, return, substitution and write-off captured as a transaction against the work order, with the parts cost flowed through to the work-order actuals and onwards to the asset cost record.
• KPIs and review cadence: kitting service level (percent of planned work orders kitted to plan), kit completeness (percent of kits with zero missing parts at start of work), unused-part return percentage and storeroom inventory accuracy, reviewed weekly with the planner and storeroom supervisor.

How often should you complete this procedure?

Parts kitting is a continuous workflow, not a periodic event. Kits are assembled job-by-job on the defined lead time (typically 5 to 7 working days before the planned work-order start date), aligned to the weekly planning and scheduling cadence common in mature maintenance organisations. The standard rhythm is: Monday-Tuesday planner finalises the schedule for the following week and releases work orders to kitting, Wednesday-Friday storeroom builds the kits, Sunday-Monday kits are staged and verified, work orders execute through the week. The procedure itself is reviewed quarterly with the planner, storeroom supervisor and reliability engineer to look at kit completeness, stock-out trends and BOM accuracy. A full procedure refresh is triggered by a major change to the storeroom layout, the CMMS, the work-management process, or the introduction of a new asset class with a new BOM standard. In MapTrack, kit transactions are captured against each work order automatically, surfacing kit service level and BOM accuracy on a live storeroom dashboard.

Applicable regulatory standards

This template aligns with the following regulations and standards:

• ISO 55001:2014 (Asset management - Management systems - Requirements)
• ISO 55002:2018 (Asset management - Guidelines for the application of ISO 55001)
• SMRP Best Practices Body of Knowledge section 6.2 (Storeroom and MRO Management)
• APICS CPIM Material Management Body of Knowledge 2022 (Section kitting practices)
• EN 13306:2017 (Maintenance terminology)

Related resources

More maintenance templates and guides:

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• tool sign out register
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• preventive maintenance checklist
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