Maximo Open Forum

Hi,
Would like to know thoughts on how to define an Item? This is not about how to create a record in Maximo but rather what should be considered as a unique item and are there any recommended approach or best practice.
I have seen some organization defining item based on specification regardless of manufacturer or manufacturer part number of the item. So, items from two different manufacturer may be represented as a single ITEM record in Maximo because their specifications are exactly same. 
Another scenario I have seen is that items are defined based on Manufacturer and Manufacturer Part Number (MPN). If manufacturer part number is different then it is represented as a different ITEM record in Maximo. I have seen this in some of software tools as well where item has one to one relation with Manufacturer (only one manufacturer is applicable for the given item). 

I would like to know what do other have experienced. Any best practice or should it be purely discretionary?

The best practice for item definition is to use the established predefined specifications for each item (item type, size, material, color, inside/outside diameter, length).  Specifications should be defined for each item type such as motor, pump, valve, etc.  The manufacturer part number is typically referred to as the OEM (original equipment manufacturer) number.  There should be a dedicated field in Maximo for that, so there is no need to put that into the description.  When each item is established, the OEM should be populated, and one can search upon that from the list tab.  There is only one OEM per item, and the OEM is unique.  If there is a different OEM, then it is a different item.  (A 22" x 2" x 1/2" serpentine belt will have the same item number and OEM whether the belt is purchased from Lowe's, Home Depot, or Grainger; however, it will have three different vendor part numbers.

If the belts are segregated based upon the vendor, then you may choose to list them as unique item numbers that share the same OEM, and each is listed as an alternate item and linked to the various records.)  Segregating them as unique item numbers will give you the ability to perform root cause analysis of repairs.  You may find that the belt from Home Depot lasts longer than the best from Lowe's.  Few facilities actually get down to that level, but that is definitely the thought process to be considered.

There should be a separate line on the item for each vendor(s) part number to make sure that the items are linked as "alternate items."  The part number is also a searchable field on the list tab. 

I very much agree with what Darrell said, with one tweak.  I would use specifications as the basis in most cases, except when we had a reason to care about the brand.  For example, if it was a chemical -- say, Windex -- I'd have different item numbers/records for a 32 oz bottle of (blue) Windex, a 64 oz. bottle of Windex, a 32 oz bottle of Walmart brand glass cleaner, or a 32 oz bottle of Mountain Berry scented Windex, etc.  We cared, because OSHA might care, by way of needing to have a Safety Data Sheet for the different brands or scents.

Or even just my internal customers' preference. . .we have different item numbers for Duracell vs. Energizer vs. generic AA batteries, even though they are otherwise equivalent (excluding, say, rechargeable batteries from the discussion here), just because some customers wanted one particular brand (even if it was more expensive).

Those are just some examples that made sense for us.  You'd have to figure out what works best for your organization.  I mean, if you had a compelling case to track it by UPC (as in, your inventory is running more like a retail store), then yes, brand would matter so you'd have separate item numbers for each brand.  But probably, in most cases, brand doesn't matter, so you just add all the same-physical-specs items together.

So that's how I distinguish them.  The first question I ask myself is, Does brand matter?  If yes, an item record for each brand; if no, just one item with multiple vendors.