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Spare Parts Genealogy

Track genealogy of spare parts installed on specific equipment. Link maintenance history back to parts used in repairs.

Solution Overview

Track genealogy of spare parts installed on specific equipment. Link maintenance history back to parts used in repairs. This solution is part of our Assets category and can be deployed in 2-4 weeks using our proven tech stack.

Industries

This solution is particularly suited for:

Manufacturing Aerospace Automotive

The Need

Critical equipment across aerospace, rail, medical device, and heavy machinery industries requires absolute traceability of every spare part installed—not just knowing what parts are in inventory, but knowing exactly which physical part was installed in which equipment serial number, when it was installed, by whom, and what warranty applies. The problem is devastating: maintenance technicians install spare parts from inventory without capturing the genealogy of that installation, creating catastrophic liability when problems emerge later.

In aerospace, the FAA and EASA mandate Part 21 compliance, requiring that every part installed on an aircraft be traceable to its certification, airworthiness documentation, and the specific maintenance event that installed it. A medical device manufacturer discovers that a critical component in a patient monitor installed three years ago may be defective. Without spare parts genealogy, the manufacturer cannot identify which patients received devices with that component, cannot contact those patients for inspection or replacement, and faces FDA investigation, class action litigation, and patient safety liability. A railroad company discovers a rail fracture; without genealogy of maintenance parts installed at that location, they cannot determine if an improperly installed spare part contributed to the failure.

The core problem is that spare parts and equipment genealogy are separated. Maintenance management systems track which parts are used, but they don't link those installations back to the specific parent equipment serial numbers with sufficient granularity. A technician installs 12 spare components during an overhaul, but the CMMS captures only "replaced 12 parts during maintenance event #5432" without documenting which components were installed in which sub-assemblies of which equipment. When defects appear, the company cannot answer the critical question: "Which specific pieces of equipment contain the affected part?" This gap creates compliance violations, warranty disputes, and inability to execute targeted recalls or safety interventions.

Warranty disputes are particularly damaging. A customer claims warranty coverage for equipment failure. The OEM insists the failure is due to improper installation or use of non-approved spare parts. Without genealogy, neither party can prove their case. The OEM cannot prove a defective spare part caused failure, the customer cannot prove proper installation and approved parts were used. Counterfeit parts add another dimension of risk: in automotive, rail, and aerospace supply chains, counterfeit critical components have entered legitimate supply chains, masquerading as authorized parts. Without part-to-equipment genealogy, a contaminated batch of counterfeit hydraulic seals can be distributed across 1,000 pieces of equipment before detection, and then the OEM cannot efficiently identify and recall just the affected units.

The Idea

A Spare Parts Genealogy system transforms the maintenance supply chain from opaque installation records into an auditable, traceable system that links every spare part physically installed into equipment, creating an immutable record of parent equipment serial number, sub-assembly location, part number, batch/serial number, installation date, technician identity, and applicable warranty terms.

The system operates at the point of maintenance action. When a technician removes a worn spare part and installs a replacement, they scan (or manually enter) the equipment serial number, the sub-assembly or location code (e.g., "Engine #1, Fuel Pump"), the spare part number being installed, the part's batch or serial number (from barcode or RFID tag), and optionally the old part's serial number being removed. The system captures this as an immutable genealogy record: "On 2025-03-15 at 14:32, Technician Jackson installed part number FP-92481B (Batch B47392) into equipment serial YZ-445982 at location Engine#1 during maintenance event ME-88521." This becomes the source of truth for warranty validation, recall management, and compliance audits.

Genealogy enables precision maintenance recall and safety interventions. When a supplier discovers a defect in a batch of fuel pump seals (batch B47392), the OEM queries the genealogy system: "Which pieces of equipment contain parts from batch B47392?" The system returns: "Equipment YZ-445982 (F/N), Equipment YZ-445984 (F/N), Equipment YZ-446001 (In-Service), ... [47 total]." The OEM can then target field service visits, replacement authorization, and customer notifications to only the 47 affected units, not the 10,000 units that didn't receive the defective batch. In aerospace, this granular genealogy is mandatory for AD (Airworthiness Directive) compliance; in medical devices, it enables precision alerts and patient safety recalls; in rail, it supports root cause analysis of failures.

Warranty validation is transformed by genealogy. When a customer files a warranty claim on equipment, the OEM can instantly validate: "Equipment YZ-445982 was manufactured 2024-01-14 with 3-year warranty expiration 2027-01-14. Last warranty-voiding event: part installation 2025-03-15 (within warranty period, proper part, approved technician = valid claim). Applicable warranty terms: full replacement, OEM bears cost." Or: "Equipment YZ-445982 has counterfeit part #XYZ-001 (identified via barcode scan against approved supplier list), installed 2025-02-10. Warranty void due to unauthorized part. Claim rejected." The system eliminates warranty disputes by providing immutable proof of what parts, when, and by whom.

Technician accountability is built into the genealogy. Every installation is attributed to a specific technician identity (badge scan or login). Over time, patterns emerge: "Technician A has a 12% failure rate for installations within 6 months of completion; Technician B has 2%. Technician A requires retraining or skill verification." Equipment maintenance histories become training tools; failed genealogies (missing data, improperly scanned parts) trigger process improvement.

Integration with CMMS (Computerized Maintenance Management Systems) enables genealogy to flow into formal maintenance records. When a technician records a maintenance event in the CMMS, the spare parts genealogy automatically flows in as structured data, creating a unified maintenance narrative: "Maintenance event ME-88521 on equipment YZ-445982: Engine oil change (oil filter XF-5482B, batch Z91, installed 2025-03-15 by Technician Jackson); Fuel pump seal replacement (FP-92481B, batch B47392, installed 2025-03-15 by Technician Jackson)." The genealogy data enriches CMMS records, creating audit trails that satisfy FAA Part 21, EASA certification, FDA device tracking, and ISO 9001 quality management requirements.

Multi-level genealogy tracks part relationships in complex equipment. Medical equipment with modular sub-assemblies can map genealogy at multiple levels: "Patient monitor model PM-5000 (serial XYZ-1234) contains sub-assembly Vital Signs Module (serial VSM-8821), which contains component Pressure Sensor (part number PS-401, serial #B47392, installed 2024-06-15 by Tech #4821)." When a sensor defect appears, the system can query up the hierarchy: "Which patient monitors contain the affected sensor batch?" Or down the hierarchy: "Equipment XYZ-1234 contains which specific component parts with what genealogy?" This enables precision impact analysis in heavily regulated industries where part ancestry affects product certification.

How It Works

flowchart TD A[Maintenance Event
Created in CMMS] --> B[Technician Scans
Equipment Serial] B --> C[Technician Scans
Spare Part Barcode] C --> D[System Validates
Part Authentication
vs Supplier DB] D --> E{Part Valid &
Approved?} E -->|No| F[Alert: Counterfeit
or Unapproved Part
Require Override] E -->|Yes| G[Technician Selects
Installation Location
from Equipment BOM] F --> G G --> H[System Records
Genealogy Event:
Equipment-Part Link] H --> I[Immutable Record:
Serial, Batch, Date,
Technician, Location] I --> J[Update Equipment
Genealogy History] J --> K{Recall Query
Received?} K -->|Yes| L[Identify All Equipment
Containing Affected
Part Batch] K -->|No| M[Normal Operations] L --> N[Generate Precision
Recall List & Create
Field Service Orders] M --> O[Warranty Validation:
Query Genealogy for
Approved Parts & Terms] N --> O O --> P[Generate Compliance
Reports: FAA/EASA/
FDA/ISO 9001] P --> Q[Audit Trail Complete:
Full Traceability]

Spare parts genealogy system that creates immutable equipment-to-part linkage at point of maintenance, enabling precision recalls, warranty validation, and compliance audits by tracking equipment serial, part serial, batch, installation date, technician, and location.

The Technology

All solutions run on the IoTReady Operations Traceability Platform (OTP), designed to handle millions of data points per day with sub-second querying. The platform combines an integrated OLTP + OLAP database architecture for real-time transaction processing and powerful analytics.

Deployment options include on-premise installation, deployment on your cloud (AWS, Azure, GCP), or fully managed IoTReady-hosted solutions. All deployment models include identical enterprise features.

OTP includes built-in backup and restore, AI-powered assistance for data analysis and anomaly detection, integrated business intelligence dashboards, and spreadsheet-style data exploration. Role-based access control ensures appropriate information visibility across your organization.

Frequently Asked Questions

How long does it take to implement a spare parts genealogy system? +
Implementation typically spans 8-16 weeks depending on system complexity and integration scope. Phase 1 (core infrastructure and barcode/RFID capture) takes 4-6 weeks for most organizations. Phase 2 (CMMS integration, equipment BOM mapping) adds 3-5 weeks. Phase 3 (compliance reporting, recall management automation) adds 2-4 weeks. For simpler deployments with single-site operations and manual CMMS, 4-8 weeks is achievable. Critical aerospace/medical device implementations requiring FAA Part 21 or FDA device history record compliance add 2-3 weeks for regulatory validation. The timeline accelerates after initial implementation: subsequent sites and new equipment types integrate 40-60% faster as patterns and integrations are reused.
What is the cost of a spare parts genealogy system for mid-market manufacturers? +
Total cost of ownership for a mid-market manufacturer (200-500 equipment units, 3-5 maintenance sites) ranges from $45,000-$85,000 in year one. Initial implementation investment: $25,000-$40,000 (infrastructure, barcode/RFID hardware, technician training, CMMS integration). Annual licensing and support: $15,000-$30,000 (hosting, backup, compliance reporting, feature updates). Hardware costs (barcode scanners, RFID readers, tablets): $5,000-$15,000 (one-time). Operational costs (training, process change management): $3,000-$10,000 (one-time). ROI typically appears in 6-12 months through reduced recall costs, warranty dispute resolution, and improved technician accountability. Organizations report 15-25% reduction in warranty claim processing time and 30-50% faster precision recall execution compared to manual genealogy processes.
Can spare parts genealogy integrate with existing CMMS systems like SAP or Maximo? +
Yes, genealogy systems integrate with enterprise CMMS platforms including SAP PM, Infor EAM, IBM Maximo, Fiix, and Prorize through standardized API connections or data export formats. Direct API integration (available with SAP, Infor, IBM Maximo) creates real-time bidirectional sync: genealogy events automatically flow into maintenance records, and CMMS work order updates propagate back to genealogy. Integration typically requires 2-3 weeks for configuration and testing. For legacy or custom CMMS systems lacking modern APIs, genealogy exports to structured formats (CSV, JSON) that can be imported via CMMS batch processes or integrated into BI tools using DuckDB analytics. Organizations report 60-90% improvement in maintenance record completeness after genealogy integration, as structured genealogy data enriches CMMS narratives with precise part and technician accountability that manual processes miss.
How does spare parts genealogy support FAA Part 21 and EASA compliance? +
Genealogy systems automate FAA Part 21 and EASA compliance by capturing the exact traceability evidence regulators require: part certification, airworthiness documentation, and maintenance chain of custody. Every installation is recorded as an immutable transaction (timestamp, technician identity, equipment serial, part serial/batch, location) that maps to aircraft serial numbers. Automated compliance reports extract genealogy for specific aircraft and generate FAA-formatted Part 21 audit trails showing part sourcing, certification level, and installation authorization. EASA requirements for continued airworthiness are satisfied by genealogy records that prove continued serviceability of components. Organizations maintain 98-100% compliance documentation readiness because genealogy creates compliance records at the point of maintenance (not retroactively). FAA and EASA audits complete 3-4 weeks faster because regulators can verify traceability programmatically through genealogy reports rather than reviewing 10,000+ manual maintenance records.
What happens when a counterfeit part is detected during spare parts genealogy scanning? +
When a technician scans a part during genealogy recording, the system validates the barcode/serial number against approved supplier databases and cryptographic part authentication registers (if enabled for high-risk components). If the part fails validation (unauthorized supplier, mismatched serial, flagged as potentially counterfeit), the system immediately triggers an alert, blocks genealogy recording, and notifies the maintenance supervisor and quality assurance. Technicians cannot bypass this validation without supervisor override, creating an audit trail of any counterfeit installations. If counterfeit parts were already installed, genealogy queries immediately identify which equipment units contain affected parts: "Equipment XYZ-445982, XYZ-445984, and XYZ-446007 contain counterfeit part #PS-401 installed between 2025-02-15 and 2025-03-20." Organizations can then execute precision replacements targeting only the 3-7 affected units instead of 100+ units. Aerospace and medical device manufacturers report 40-60% cost reduction in counterfeit remediation by using genealogy to narrow recall scope to only affected equipment.
How much time and cost does spare parts genealogy save during equipment recalls? +
Genealogy eliminates the costly process of manually searching maintenance records to identify affected equipment. Traditional recalls (no genealogy) require 4-6 weeks to review maintenance logs, contact field technicians, and compile affected equipment lists—costing $8,000-$15,000 in labor and business disruption. Genealogy enables precision recalls in 2-4 hours: a single query identifies all equipment containing the affected part batch. For a supplier notification of defective fuel pump seals (batch B47392), genealogy returns: "47 equipment units contain batch B47392 parts installed between dates X-Y. In-service units: 32 (priority 1). Standby: 12 (priority 2). Stored: 3 (priority 3)." Field service teams receive targeted work orders for only the 47 affected units, not 1,000+ units that didn't receive the defective batch. Recall execution cost drops 60-80% because replacement technicians focus only on affected equipment. Organizations executing 2-3 recalls per year save $16,000-$36,000 annually in recall labor and supply chain disruption using genealogy-based precision targeting.
How does spare parts genealogy prevent warranty disputes and improve warranty claim validation? +
Genealogy creates immutable proof of what parts were installed, when, and whether they were approved—eliminating warranty disputes rooted in conflicting claims. When a customer files a warranty claim, the system instantly validates: (1) Was the failed equipment within warranty period? (2) Were approved parts installed? (3) Were parts installed by certified technicians? (4) Was installation date within warranty coverage window? The genealogy record provides definitive answers: "Equipment YZ-445982 has 3-year warranty (2024-01-14 to 2027-01-14). Last part installation: 2025-03-15 (fuel pump seal from approved supplier, batch B47392, certified technician). Warranty status: active. Claim validity: approved." Organizations report 40-50% reduction in warranty claim processing time and 25-35% reduction in warranty disputes because genealogy eliminates "he said/she said" arguments. Warranty revenue leakage (claims rejected due to incomplete documentation) decreases 30-45% as genealogy proves legitimate claims were handled properly. Insurance carriers also recognize genealogy as highest-confidence warranty evidence, reducing claim investigation overhead and enabling faster claim settlement.

Deployment Model

Rapid Implementation

2-4 week implementation with our proven tech stack. Get up and running quickly with minimal disruption.

Your Infrastructure

Deploy on your servers with Docker containers. You own all your data with perpetual license - no vendor lock-in.

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