Spreadsheets: Maintenance and Parts

by "benjrblant" (benjblant)
Published 04/20/2017 at 15:31

Tags: spreadsheets ; maintenance
STARS: 3

So if you’re not aware, I like spreadsheets . They’re great. It’s an excellent way to sort numerous types and quantities of data for easily viewing, searching, and referencing at a later time.

I’ve had more than a few jobs that require excellent documentation on a number of machines (3d printing farm) and picked up a few skills here and there on keeping maintenance logs. Hopefully someone will find this beneficial, if not helpful or indicative of a looney.

A -C are self-labeled.

D is the Action column- What was done to the component in Col C.

E-F are for logging expenses of parts and labor. 0 value labor was completed by myself.

G is asking if this action was required. Values are Yes, PM (preventative maintenance), Acc (Accessory- optional and not needed.)

H is the notes column. If the part was merely inspected or repaired, details are recorded. If parts were replaced, part numbers are also noted. This makes it easier to recall exactly what I did to a certain part and to trace a future failure back to my actions if the repair may have been done incorrectly.

There are a lot of parts to keep tabs on. Some I’ve ordered and have lying around somewhere, some need to be ordered, and some come from numerous other sources. This is documented in the second tab of the spreadsheet here:

A-B are self-labeled.

C is the part status. N-no action. O-on order. D-done. H- on hand.

D is the quantity on hand. If this value is less than the Quantity required (Col B) the cell is highlighted yellow.

E is priority. Acc- accessory (optional, not needed) High Med and Low priority, Ref- line retained for reference.

G-K are self-labeled documenting the part source, part number, estimated price, a link regarding some sort of detail (usually how to install) and any special notes regarding this line item. I.E. Change this with gasket P/N XX or similar.

This documentation is a bit time consuming, but its awesome for keeping track of stuff that I can’t remember. Snapping a picture of the odometer is an instand mileage and date record. I can usually remember what happened until I make it to a PC to update the log. Last oil change? Tire rotation? When’s it due for a trans drain and fill? CTRL+F and search! It’s been a godsend and has saved me more than once.

So, what says yous guys’s? How do you, or do you document your maintenance at all? How do you keep on top of the ever-growing list of to-do’s for your baby/dd/jalopy project?

Replies (16)

"Sweet Trav" (thespunbearing)
04/20/2017 at 15:35, STARS: 1

I have project spreadsheets as well. Starts out as a wishlist, then I cost and tick everything off as I go. Good budgetary planning tool.

"Sweet Trav" (thespunbearing)
04/20/2017 at 15:39, STARS: 0

Example

"benjrblant" (benjblant)
04/20/2017 at 15:41, STARS: 0

Oh nice! Pretty similar. Makes life easy.

"404 - User No Longer Available" (toni-cipriani)
04/20/2017 at 15:46, STARS: 0

Spreadsheet as well, though mine is more for stretching my budget money, only one tab is for storing last maintenance and part numbers.

"Sweet Trav" (thespunbearing)
04/20/2017 at 15:47, STARS: 0

makes me cry when i add up all the tabs.... Rear axle, interior, engine, brakes, engine swap etc... $36,646 but i am budgeting 15,000 for paint and body work, which is probably a little high.

"MonkeePuzzle" (monkeypuzzle)
04/20/2017 at 15:55, STARS: 0

same. and keep the link to the item so I can buy it again if needed.

"RallyWrench" (rndlitebmw)
04/20/2017 at 15:57, STARS: 0

I should really do this for my projects, might help unstall them a bit so I can check off really little stuff that current time and money allow.

"V8, RWD and pedal to the floor!" (kretara)
04/20/2017 at 15:58, STARS: 1

As a person who designs/builds/maintains database for a living, I hate spreadsheets.

Way too many people who try to use a spreadsheet (or FRIGGING Access — DEATH TO ACCESS) to store data sets/business logic. I cringe when a finance person or accountant starts talking about the macro’s that they have in their spreadsheets.

I only use spreadsheets for very simple things. Like keeping track of a budget or handing over simple data to a client.

You might be able to get away with using the 2 spreadsheets above for personal use, but using something like that in a business (even small business) is asking for issues down the road.

"benjrblant" (benjblant)
04/20/2017 at 15:59, STARS: 0

The parts list is most helpful in reducing the number of visits to the parts counter and online orders. Looking at a list of parts I already have is pretty decent motivation to get them installed.

"benjrblant" (benjblant)
04/20/2017 at 16:04, STARS: 0

When you don’t code and you’re at a startup with zero budget for anything that’s not critical, you make do with what’s available. Ideal? No, but worlds better than a manilla folder of post-its or a table inside a .doc.

As for logging my automotive maintenance, gdocs is easy and convenient to access on a PC, tablet, or my phone so there’s no excuse to not keep it updated. Chances are high that I’ll be the only one that views/uses it, so it fits my needs well in that regard.

"DrScientist" (DrScientist)
04/20/2017 at 16:16, STARS: 0

i totally agree theoretically, but what’s a good retail database software package that won’t break the budget and wont require 3 weeks to get up to speed with?

"Honeybunchesofgoats" (honeybunche0fgoats)
04/20/2017 at 16:18, STARS: 1

Want to get really triggered?

At my last job, I came into an office where five people were using an Access database stored on a shared drive. My coworker explained to me that “before opening the file, we add ‘-working’ to the file name so the others know not to edit the database.”

And I got shit for YEARS over going to the department head and getting that train wreck replaced with a real database.

"Nothing" (nothingatalluseful)
04/20/2017 at 16:25, STARS: 0

I have something similar. I find it fun to look back on some maintenance spreadsheets for past vehicles to see what I did.

I need to get better about documenting the Cougar. I’ve been lax on that, and stumble across things I bought, but forgot about.

"ArmadaExpress drives a turbo outback" (armadaexpress)
04/20/2017 at 16:46, STARS: 0

I like these spreadsheets. I really should do this for my car repairs, and house repairs... and so on.

"benjrblant" (benjblant)
04/20/2017 at 23:02, STARS: 0

ha! holy shit.

"benjrblant" (benjblant)
04/20/2017 at 23:04, STARS: 0

Anything that wasn’t free was too expensive. It took months to push a request through management for even the most simple purchases- regardless of how much time and effort it would save in the long run. One of the many, many reasons in which i left.