CS-13 · Aircraft Parts & Consumables Procurement

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Process Flow Diagram (BPMN)

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L4 Process Steps

Step	Step Name	Role / Swim Lane	System	Input	Output	KPI	Dec?	Exc?
Phase 1 1.1	Extract aircraft parts demand from MRO system	Materials Planning Analyst	AMOS by Swiss AviationSoftware	Scheduled maintenance work orders, AD compliance calendar, historical consumption rates	Parts demand list by ATA chapter, quantity, and required-by date	Forecast accuracy ≥92% (actual vs planned consumption within 30-day window)	N	N
1.2	Run inventory replenishment forecast in SAP MM	Materials Planning Analyst	SAP S/4HANA MM (Materials Management)	Current stock levels, reorder points, safety stock parameters, open POs	MRP exception report highlighting below-safety-stock and slow-moving items	Stockout rate ≤1.5% of demand events; safety stock coverage ≥14 days for AOG-critical parts	N	N
1.3	Review reorder triggers and approve requisition list	Supply Chain Manager	SAP S/4HANA MM (Materials Management)	MRP exception report, open purchase requisitions	Approved purchase requisition batch or rejection with revised parameters	Requisition approval cycle time ≤4 hours for AOG-critical parts; ≤48 hours standard	Y	N
1.4	Create material requisition and attach technical specs	Materials Planning Analyst	SAP Ariba	Approved purchase requisition, part number, ATA chapter, airworthiness standard (FAR/CS-25)	Sourcing-ready requisition with part description, quantity, required-by date, and certification requirements	Requisition completeness rate ≥98% (no return-for-correction by procurement)	N	Y
Phase 2 2.1	Verify part source against Approved Vendor List	Procurement Specialist	SAP Ariba	Material requisition, part number, ATA chapter	Shortlist of AVL-qualified vendors for the specific part	AVL coverage ≥95% of recurring part numbers; AVL review cycle ≤12 months per vendor	N	Y
2.2	Validate airworthiness certification for each vendor	Quality Assurance Engineer	Boeing Toolbox / CAMP	Vendor list, part number, applicable airworthiness directive (AD) status	Certification status decision — FAA Form 8130-3 or EASA Form 1 confirmed valid or rejected	Certificate validation cycle ≤2 hours; zero parts accepted without valid airworthiness release document	Y	Y
2.3	Issue RFQ to certified vendors via SAP Ariba	Procurement Specialist	SAP Ariba	Certified vendor shortlist, technical specifications, required-by date, quantity	RFQ event published to vendors with response deadline	RFQ response rate ≥80% from invited vendors; RFQ-to-quote cycle ≤24 hours for standard parts, ≤4 hours for AOG	N	Y
2.4	Evaluate vendor bids on price, lead time, and certs	Procurement Specialist	SAP Ariba	Vendor quote responses including price, lead time, certification documents, warranty terms	Bid evaluation scorecard; recommended vendor selection	Negotiated savings vs. list price ≥8% on non-contracted parts; lead time commitment variance ≤10%	Y	N
Phase 3 3.1	Create purchase order with full part traceability data	Procurement Specialist	SAP Ariba	Approved vendor selection, quote reference, requisition number, delivery address	Draft PO with line items, unit price, delivery terms (INCOTERMS), and cert requirements	PO first-time-right rate ≥97% (no revision required post-vendor acknowledgement)	N	N
3.2	Route PO through financial approval workflow	Finance Controller	SAP S/4HANA Finance (FI/CO)	Draft PO, cost centre, budget availability check result	Approved or rejected PO with approval audit trail	PO approval cycle ≤1 business day for values ≤$50K; ≤4 hours for AOG regardless of value	Y	Y
3.3	Transmit approved PO and confirm vendor acknowledgement	Procurement Specialist	SAP Ariba	Approved PO, vendor contact details	Vendor-acknowledged PO with confirmed delivery date and tracking reference	Vendor acknowledgement receipt ≤4 hours of PO transmission; acknowledgement rate ≥99%	N	N
Phase 4 4.1	Receive parts shipment and verify packing list	Stores Receiving Technician	SAP S/4HANA MM (Materials Management)	Inbound shipment, vendor packing list, PO reference	Goods receipt draft with quantity discrepancy flag if applicable	Receiving dock processing time ≤2 hours per shipment; quantity accuracy ≥99.5%	N	Y
4.2	Validate airworthiness release documents on receipt	Quality Assurance Engineer	AMOS by Swiss AviationSoftware	Physical parts, FAA 8130-3 or EASA Form 1, manufacturer C of C, batch/lot traceability records	Documentation validation decision — accept, quarantine, or return to vendor	Documentation rejection rate ≤0.5% of line items received; zero parts accepted with missing trace-back documentation	Y	Y
4.3	Perform incoming quality inspection per IPC criteria	Quality Assurance Engineer	AMOS by Swiss AviationSoftware	Physical parts, Illustrated Parts Catalog (IPC) criteria, AMM serviceable limits	Inspection finding report; parts tagged Serviceable, Unserviceable, or Suspect Unapproved	Incoming inspection pass rate ≥99.2%; suspect unapproved parts reported to FAA per AC 21-29D within 24 hours	N	Y
4.4	Accept serviceable parts to bonded stores or quarantine	Stores Receiving Technician	AMOS by Swiss AviationSoftware	Inspection finding report, serviceable tag, bin location assignment	Parts stocked in correct bin with full traceability record in AMOS; quarantine log updated for rejects	Bin accuracy rate ≥99.8%; quarantine disposition completed within 5 business days	N	Y
Phase 5 5.1	Post goods receipt and update inventory in SAP MM	Materials Planning Analyst	SAP S/4HANA MM (Materials Management)	Accepted parts list, quantity, bin location, PO reference	GR document posted; inventory updated; open PO quantity reduced	GR posting lag ≤4 hours from physical acceptance; GR accuracy rate ≥99.5%	N	N
5.2	Execute 3-way invoice match and approve payment	Accounts Payable Analyst	SAP S/4HANA Finance (FI/CO)	Vendor invoice, PO, goods receipt document	Matched and approved invoice posted for payment; discrepancy log raised if match fails	3-way match auto-approval rate ≥85%; invoice-to-payment cycle ≤30 days net; dispute resolution ≤10 business days	Y	Y
5.3	Update vendor performance scorecard and close PO	Procurement Specialist	SAP Ariba	Delivery performance data, quality inspection results, invoice accuracy record, lead time variance	Vendor scorecard updated; PO closed in SAP Ariba; AVL status flagged for review if score < threshold	Vendor scorecard completion rate ≥95% per quarter; suppliers scoring <70/100 reviewed for AVL status within 30 days	N	N

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Process Attributes

Identification

Process IDCS-13

L1 DomainCorporate Support Functions

L2 ProcessProcurement & Supply Chain

L3 NameAircraft Parts & Consumables Procurement

L4 Steps18 across 5 phases

Decision Gates6 (all with iteration loops)

Exceptions10 documented

Swim Lanes (Roles)

Materials Planning Analyst

Supply Chain Manager

Procurement Specialist

Quality Assurance Engineer

Finance Controller

Stores Receiving Technician

Accounts Payable Analyst

Systems & Tools

AMOS by Swiss AviationSoftwareSAP S/4HANA MM (Materials Management)SAP AribaBoeing Toolbox / CAMPSAP S/4HANA Finance (FI/CO)

Key Performance Indicators

Extract aircraft parts demand from MRO systemForecast accuracy ≥92% (actual vs planned consumption within 30-day window)

Run inventory replenishment forecast in SAP MMStockout rate ≤1.5% of demand events; safety stock coverage ≥14 days for AOG-critical parts

Review reorder triggers and approve requisition listRequisition approval cycle time ≤4 hours for AOG-critical parts; ≤48 hours standard

Create material requisition and attach technical specsRequisition completeness rate ≥98% (no return-for-correction by procurement)

Verify part source against Approved Vendor ListAVL coverage ≥95% of recurring part numbers; AVL review cycle ≤12 months per vendor

Validate airworthiness certification for each vendorCertificate validation cycle ≤2 hours; zero parts accepted without valid airworthiness release document

Issue RFQ to certified vendors via SAP AribaRFQ response rate ≥80% from invited vendors; RFQ-to-quote cycle ≤24 hours for standard parts, ≤4 hours for AOG

Evaluate vendor bids on price, lead time, and certsNegotiated savings vs. list price ≥8% on non-contracted parts; lead time commitment variance ≤10%

Airline-Specific Risks & Pain Points

AMOS demand signals are not always linked to long-range MRO event schedules, causing reactive spot-buy procurement that inflates unit cost by 20–40%

Safety stock parameters are manually maintained and rarely updated when fleet mix changes (e.g. introduction of new variant), leading to chronic under-stocking of variant-specific parts

Manual approval queues during shift changes cause delayed AOG responses; no automated escalation when AOG-flagged requisitions remain unactioned beyond 1 hour

Part number supersession data from Boeing Toolbox is not auto-synced to SAP Ariba, causing requisitions for obsolete P/Ns that vendors cannot supply

AVL is maintained in SAP Ariba but not automatically cross-checked against FAA ASAP (Aviation Supplier Accreditation Program) suspension lists, creating compliance exposure

Counterfeit parts risk is elevated for high-demand Boeing 737 consumables; manual certificate checks against FAA ACSEP database are time-intensive and inconsistently applied across stations

Inputs / Outputs

Primary InputScheduled maintenance work orders, AD compliance calendar, historical consumption rates

Primary OutputVendor scorecard updated; PO closed in SAP Ariba; AVL status flagged for review if score < threshold

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