Parts Standardization and Substitution Playbook

Most spare parts programs fail because the organization allows unlimited variation.

This playbook installs three controls:

• standardize where possible
• pre-approve substitutes
• enforce buying channels

This reduces SKU sprawl, spot buys, and premium freight.

What you will produce

1. A parts standardization shortlist
2. A substitution approval workflow
3. Buying channel rules
4. A monthly SKU cleanup cadence

Step-by-step implementation

Step 1: Identify the top parts by spend and usage

Focus on:

• top 50 SKUs by spend
• top 50 SKUs by usage frequency

Step 2: Create a standard parts list

Standard means:

• preferred manufacturer
• acceptable alternates
• compatible models

Step 3: Approve substitutes before emergencies happen

Substitution approvals should happen in calm conditions, not at midnight.

Step 4: Enforce channels

If people can buy anywhere, they will buy anywhere.

Templates

A) Standard parts list (copy and paste)

Copyable template (TEXT)
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Standard Parts List

| Category | Standard part | Preferred supplier | Approved alternates | Notes |
| -------- | ------------- | ----------------- | ------------------ | ----- |

B) Substitution request (copy and paste)

Copyable template (TEXT)
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Substitution Request

Requested part:
Proposed substitute:
Reason:
Asset models impacted:
Risk notes:
Approver:
Decision:

C) Buying channel rules (copy and paste)

Copyable template (TEXT)
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Buying Channel Rules

Allowed:
- Catalog items from approved suppliers
- Approved substitutes

Not allowed:
- Spot buys outside channel without approval
- Non-approved alternates

Approval threshold:
- Purchases above $____ require approval.
- Emergency purchases require logging and post-review.

D) Monthly SKU cleanup agenda (copy and paste)

Copyable template (TEXT)
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Monthly SKU Cleanup (30 minutes)

1) New SKUs introduced and why
2) Top spot buys and premium freight events
3) Candidates for standardization
4) Substitution approvals needed
5) Owners and due dates

Common failure modes

• substitutes are not approved, so emergencies drive bad buys
• buying channels exist but are not enforced
• no one owns SKU cleanup, so sprawl returns