Use and Tracking of Spares

• The DECam Project Team has provided CTIO with “specialized” spares expected to be sufficient to operate DECam for 10+ years.– Examples: CCDs, electronic cards, hexapod actuator

• And well as a great deal of “normal” spares– Examples: shutter parts, flanges and o-rings, tool-kits

• This training will tell you what is expected for accessing of spare parts.

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Spares Database Training V0.9HTD April 27, 2012

Use and Tracking of Spares

• Spares parts are kept in specific locations that are “bonded”. – Bonded means that there is a list – Bonded means that anything that

goes in or out is logged

• The spare parts locations– Las Tacas “DECam Electronics

Room”– Blanco Dome Piso Dos “Electronics

Lab”– La Serena (verify location)

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Lee Scottin Las Tacas

Curtis W.in P2 Lab

Use and Tracking of Spares

• We have created a “Spares Database”– The List is posted in the location of the spares and also

maintained online (des-docdb 5771) in the form of an Excel file.– Lists include

• Location

• Description

• Serial # or quantity

• Weight & size (approximate)

• Monetary value (approximate)

• Condition

• We have equipment in other places that is not yet logged as “spares” as of this time

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Start of Electronics Spares List

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Use and Tracking of Spares

• We have created a “Transaction Form” for removal of parts from the spares supplies– The transaction form is posted in the location of the spares and a blank

copy is maintained online– It lists

• Item description• Serial Number• Date In/Date Out• Who (is putting it in or taking it out)• Returned Condition (Good/Unknown/Bad)• Comment

• When you remove something from spares or put something in spares, log that on the transaction form

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Transaction Form

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Use and Tracking of Spares

• Every once in a while we will consolidate the transaction form into the appropriate spares database.– As necessary when we run out of parts for the M&O of a system – As necessary for periodic inventory– As necessary for planning.

• All copies of the spares inventory should be kept consistently (online and off)

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Summary

• There are “special spare parts” and “normal spare parts”• Spare parts are kept in specific locations• It is important for us to know the location and quantity of

spare parts • Spare parts are inventoried• Use of a transaction is required for putting an item into or

removing an item from spares• The inventory lists will be periodically updated.• You have been trained.

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