Hey all, I'm dealing with a unique challenge in running a heavy machinery workshop. We operate in difficult terrains like mountains, and I need to ensure that mechanics are installing new parts instead of pocketing them or installing used ones. Has anyone implemented a fool-proof system or practices to tackle this issue? It's critical for us to avoid mechanics ordering parts they don't actually need or misusing the ones we have. Your insights would be a godsend! Thank you in advance!
If you are now in a situation where you suspect your employees of acting dishonestly, then your problem is beyond being solved by a change in systems - it needs a change in culture. Ask yourself why? Low pay? Poor working conditions? Mutual lack of trust? Overbearing management? Etc......
Our salaries are high compared to the market and specially workers who work on the mountain. The issue is, we treat them with respect and we are a generous company. However, I believe that due to the lack of a control system or a simple methodology, people naturally seek to maximize their own benefits. Since the parts are highly valued in the market, it's very easy for individuals, driven by ambition and seeing the opportunity, to try and sell the parts.
I'd start getting a handle on the parts ordering. That is NOT a mechanics job, he calls your parts department and orders the part, then you know for sure what they order. Next there needs to be a traveling inspector to make sure the job is done correctly, sort of like the aviation industry. Yeah the extra guy costs more, but less than a bunch of stolen what ever. Nothing else will work. If the mechanic is caught stealing then maybe he gets one other chance to see if he learned to not do it. For the next time he should be fired.
If your salaries are high then you must have a list of potential employees waiting at your door. If that's the case then a few strategic firings may be in order. My gut feeling is that even if you reduce losses by improving your security systems, the underlying culture of theft will still be there.
If the parts come to central distribution point, and are then given to the mechanics to fit, then treat every part as a service exchange part, mark all parts given out, either stamped if metal with unique number or paint/etc again get a unique colour paint or hot stamp for plastic parts. Any part fitted must have an old unit returned, and then as Chidog says have a quality control person go and check machines periodically, look to make sure the new part fitted is there, I assume you have some sort of records system to show what parts are fitted to what machines and when, so should be easy to keep track of the parts. The final thing is any mechanic found to be steeling from the company is instantly dismissed, no excuses, gone, and made an example of to the rest of the mechanics.
Make it policy that all replaced parts are itemized and kept with the work orders. The customer (or service manager if in-house) can decide if they want to keep them or discard them. Some auto repair shops do this. It allows you to show why they needed to be replaced. Something like a water pump can be rebuilt but the machine was urgently needed so a new one was installed. I know of a shop that had a shady service manager who would charge for work that was recommended and never done. An example was not changing coolant in a high mileage engine after engine repairs because someone basically forgot to do it and moved on to the next job. SM said it's fine but still charged the customer $100 or whatever for new antifreeze and labour. One of the best mechanics voiced his opinion and he ended up leaving for speaking his mind. He was basically told to mind his own business. How F%$#ed up is that.
We had a mechanic doing this. No idea why he was well paid but it wasn't enough for him. Cameras and a helpful customer busted him.
Thank you so much for your information. Really good Tips.
Treat every job like a warranty claim. Photos, description of work, photos of work in progress with new parts fitted. Surrender old parts with work report. How much simpler could it be. No service report, no pay for the hours claimed. That said, Cmark hit the nail on the head. Look internally before making accusations. Additional thought. Your men should have some parts on their rigs , common failures, common issues. Emissions sensors, relays , things that are always on backorder and kill the job for days waiting. Just my opinion.