BOM Management: How to Efficiently Manage a Bill of Materials

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An intentional approach to bill of materials (BOM) management is essential for improving the efficiency of your manufacturing process. Poor BOM management leads to stockouts and overstocking, both of which can impact your ability to achieve cost-effective production and put the overall quality and success of the products you’re manufacturing at risk.

This article explores the benefits of good BOM management, the role of a BOM manager, and how to manage your BOMs effectively with best-practice processes, software, and equipment.

In this BOM management guide:

What is a bill of materials (BOM)?

A bill of materials is a comprehensive list that outlines all the materials, components, sub-assemblies, and quantities required to build a product. It serves as a detailed guide for the entire production process, providing a structured breakdown of what is needed to assemble the final product.

Think of it as a recipe or shopping list for creating a particular item.

A BOM typically includes information such as part numbers, descriptions, and quantities of each item. These components help manufacturers to effectively plan, source, and manage the production process.

It also acts as a crucial document for coordination among different teams – such as design, procurement, production, and quality control – ensuring everyone is on the same page when it comes to manufacturing.

What is BOM management?

BOM management refers to the people, processes, and technologies utilised to effectively manage a company’s bills of materials. It includes the strategies for communicating BOM status updates to the necessary (internal and external) parties, production planning for future BOM builds, and any systems used to streamline the assembly process.

BOM management

Effective bill of materials management ensures production line staff know exactly what they need to complete an assembly.

Key takeaways

  • A focus on producing a comprehensive and detailed bill of materials for all products will help you reduce waste, streamline production, ensure the availability of required materials, and manage operational costs.
  • Effective BOM management is achieved by efficiently performing key production tasks and can be improved with the help of appropriate software and equipment.
  • Reliable communication and collaboration of those involved in the manufacturing process also contribute to the success of your BOM management.

Benefits of effective BOM management

Effective Bill of Materials (BOM) management in manufacturing brings several significant benefits to the production process:

  • Accurate production planning: A well-managed BOM provides a clear and accurate breakdown of all the components and materials required for a product, allowing for precise planning of production schedules, resource allocation, and inventory management.
  • Better cost control: By having a detailed list of materials and their quantities, manufacturers can accurately estimate costs associated with production. This enables better budgeting and cost control, prevents overspending on materials, and can minimise waste.
  • Efficient procurement: With a clear understanding of the required materials, manufacturers can optimise the purchasing process, negotiate better deals with suppliers, and ensure that the necessary components are available when needed.
  • Quality assurance: A comprehensive BOM includes specifications for each component. This helps maintain consistent product quality and ensures that the final product meets the required standards and specifications.
  • Streamlined collaboration: Good BOM management aids different teams involved in the manufacturing process, promoting effective communication and collaboration among teams – as well as reducing the risk of errors and misunderstandings.
  • Enhances change management: As products evolve or undergo design changes, effective BOM management makes it easier to track and implement these modifications. This simplifies the change management process, ensuring that all relevant teams are aware of and can adapt to the alterations.
  • Regulatory compliance: Some industries have stringent regulatory requirements. A detailed BOM can assist with compliance by providing documentation and traceability of all components used in the manufacturing process.
  • Improved scalability: As production volumes increase or new products are introduced, good BOM management allows for easier scaling without sacrificing efficiency or quality.
  • Greater customer satisfaction: An accurate bill of materials contributes to the delivery of high-quality products, on time and within budget, enhancing customer satisfaction by meeting or exceeding expectations.

BOM management is a crucial aspect of efficient and successful manufacturing. It leads to improved production efficiency, reduced lead times, and increased overall productivity.

BOM management process

BOM management helps manufacturers streamline operations and minimise production costs.

BOM management process: How to efficiently manage BOMs

The BOM management process involves a series of steps to create, update, and maintain an organised and accurate list of components and materials required for manufacturing a product.

By following these steps, manufacturers can establish a robust and efficient system for managing their bill of materials. You’ll also be better positioned to promote accurate production planning, reduce errors, and enhance overall manufacturing productivity.

Here are the common steps for an efficient BOM management process:

1. Establish your BOM requirements

Identify the need for a new bill of materials (or updates to an existing one based on changes in product design, materials, or production processes). Determine whether you have the capacity to complete the BOM using existing resources.

2. Create a structured bill of materials

Start by creating a detailed and structured BOM. Clearly define the hierarchy of components and sub-assemblies, with accurate descriptions, part numbers, quantities, and any other relevant information for each item. This provides a solid foundation for the entire BOM management process.

3.  Implement a version control system

When establishing a bill of materials, it’s important to implement a version control system to track changes in the BOM over time. This helps to maintain a clear history of modifications and ensures that everyone is working with the latest and approved version, reducing the risk of errors and inconsistencies.

4. Document important information

Include detailed information for each component in the BOM such as specifications, materials, dimensions, and any other relevant data. This documentation should serve as a comprehensive reference for the manufacturing process.

5. Standardise your naming conventions

Establish, and adhere to, standardised naming conventions for components. Consistent and clear naming conventions make it easier for different teams to understand and work with the BOM, reducing confusion and errors.

6. Collaborate across teams

Foster collaboration between different teams involved in the manufacturing process, such as design, procurement, production management, and quality control. Regular communication helps ensure that everyone has a shared understanding of the BOM and its updates.

7. Review your BOMs and get approval

Conduct thorough reviews of the proposed BOM to identify errors, inconsistencies, or potential improvements. And obtain approvals from relevant stakeholders to ensure that all parties agree on the accuracy and completeness of the BOM.

8. Outline change control procedures

Develop and implement procedures for managing changes to the BOM. This includes a systematic process for proposing, reviewing, and approving modifications, along with effective communication to all involved in the manufacturing process.

9. Implement BOM management software

Consider using specialised BOM management software to automate and streamline the process. These tools often offer features such as version control, real-time collaboration, and integration with other systems, enhancing overall efficiency and helping to maintain consistency between the BOM and other business processes – such as inventory management and order fulfilment.

10. Determine your access controls

Establish access controls to ensure that only authorised personnel can make changes to the BOM. This helps prevent unauthorised modifications that could lead to errors or disruptions in the manufacturing process.

11. Audit and adjust as necessary

Conduct regular reviews and audits of the BOM to identify and correct any discrepancies or outdated information. This proactive approach ensures the ongoing accuracy and reliability of the BOM.

12. Apply continuous improvement methods

Continuous improvement in manufacturing ensures maximum output in relation to your inputs. Regularly evaluate and improve the BOM management process based on feedback, evolving product requirements, and changes in manufacturing practices.

13. Train personnel

Provide training to employees involved in BOM management. Ensure that they understand the importance of accurate BOM data and are proficient in using any software or tools that support the management process.

The role of a BOM manager

The role of a BOM manager involves overseeing and coordinating the entire lifecycle of a product’s bill of materials within a manufacturing or production environment.

This role is essential in ensuring that accurate and up-to-date information about the components and materials required for a product is available to various teams involved in the manufacturing process.

The key aspects of the BOM manager role include being responsible for all aspects of the BOM management process – from creation and maintenance to collaborating with various teams, version control, change management, and maintaining documentation and details.

When hiring a new BOM manager, the ideal candidate should have a combination of technical knowledge, organisational skills, and effective communication abilities.

bill of materials management

With proper BOM management in place, you can rest easy knowing all the parts you need are ready to go.

BOM inventory management

BOM inventory management involves the control and optimisation of the materials and components listed in the BOM required for manufacturing a product. It’s a critical aspect of inventory management within a manufacturing environment.

Some common aspects of BOM inventory management:

  • Materials planning: BOM inventory management begins with planning the quantities of materials and components needed for production. The BOM serves as a blueprint, outlining the structure of the product and the required quantities of each item.
  • Inventory tracking: The inventory manager tracks the stock levels of each material or component listed in the BOM. This includes monitoring the quantities on hand, in transit, and on order. Accurate tracking is important to prevent stockouts or overstock situations.
  • Demand forecasting: BOM inventory management is closely tied to demand forecasting. By understanding the production schedule and product demand, the inventory manager can ensure that the right quantities of materials are available when needed, minimising excess inventory and associated costs.
  • Optimising stock levels: The goal is to maintain optimal stock levels for each material or component. This involves striking a balance between having enough inventory to meet production demands without holding excess stock that ties up capital and warehouse space.
  • Real-time visibility: Utilising technology and systems that provide real-time visibility into inventory levels. This helps in making informed decisions, especially when it comes to reordering materials and adjusting stock levels based on changing demand.
  • Cost control: BOM inventory management aims at controlling costs associated with holding inventory. This includes costs related to storage, handling, and the risk of items perishing or being discontinued.

Effective BOM inventory management contributes to overall supply chain management efficiency and can help you meet customer demand while controlling costs.

Agile BOM management

Agile BOM management is an approach that embraces the principles of the agile methodology. It involves adopting flexible and responsive practices to accommodate changes and evolving requirements throughout the product life cycle.

Here are 7 key aspects of agile BOM management:

  • Flexibility and adaptability: Agile BOM management prioritises flexibility, allowing for quick adjustments in response to changes in product design, market demands, or other factors. This responsiveness helps in maintaining a competitive edge and meeting customer expectations.
  • Iterative development: Instead of rigidly sticking to a fixed BOM, agile management encourages iterative development. This means that the BOM can evolve as the product design matures, ensuring that the most up-to-date and relevant information is incorporated.
  • Collaborative teams: Agile principles emphasise collaboration and communication among teams. In regard to BOM management, this involves close coordination between design, engineering, procurement, and production teams to ensure that everyone is aligned with changes and updates to the BOM.
  • Continuous feedback loops: Agile BOM management incorporates continuous feedback loops, allowing for ongoing evaluation and improvement – and allows for adjustments to be made efficiently.
  • Digital tools and automation: Leveraging digital tools and manufacturing automation is a common aspect of agile BOM management to enable real-time collaboration and version control.
  • Risk mitigation: The agile approach incorporates strategies for identifying and mitigating risks promptly. By staying attuned to potential challenges, teams can proactively address issues related to the BOM, such as supply chain disruptions or changes in regulatory requirements.
  • Customer-centric focus: Agile BOM management is ultimately driven by a customer-centric focus. The ability to quickly adapt to changing customer needs and preferences is central to this approach, ensuring that the final product aligns with market expectations.
BOM management software

Tools such as BOM management software will help you optimise assembly builds when the time comes.

BOM management tools

There are numerous tools – hardware, software, and everything in between – available to aid you in your BOM management efforts. Let’s round things off with a summary of your options.

BOM management software

Bill of materials software is a specialised digital tool or application designed to assist in the creation, management, organising, documenting, and tracking of the various components, sub-assemblies, and materials that make up a product. It provides a platform for electronically storing, organising, and accessing detailed information about each component, including part numbers, descriptions, and quantities.

See how it works in this 13 minute demo:

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Try Unleashed bill of materials management software for free today! Start a 14-day free trial.

BOM management software gives you a complete view of the hierarchical structures for products, showing the relationships between components and sub-assemblies.

It offers real-time visibility into the status of the BOM, inventory levels, and production progress. This visibility helps in making informed decisions and responding promptly to changes or challenges.

BOM software also enhances traceability by linking each component to its specifications and documentation. This is valuable for quality assurance, regulatory compliance, and tracking the origin of materials.

BOM management equipment

BOM management equipment typically refers to the tools and systems used in manufacturing environments to facilitate the creation, organisation, and maintenance of BOMs. These tools play a significant role in streamlining the complex task of managing various components, sub-assemblies, and materials needed to manufacture a product.

Some examples of common BOM management tools:

  • Computer-aided design (CAD) tools
  • Product Lifecycle Management (PLM) systems
  • Document management systems
  • Communication platforms
  • Inventory management software
  • Data analytics and reporting systems
  • Mobile devices and barcode scanners
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Oliver Munro - Unleashed Software
Oliver Munro

Article by Oliver Munro in collaboration with our team of specialists. Oliver's background is in inventory management and content marketing. He's visited over 50 countries, lived aboard a circus ship, and once completed a Sudoku in under 3 minutes (allegedly).

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