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The paper has two main aims: to focus on how the spare parts optimization process was conducted in the Norwegian Defence procurement projects that had used the system approach based on OPUS10, and whether coordination issues affected the process and results; and to analyse empirical data in order to evaluate whether the theoretical claim of the system approach used through OPUS10, being better than other methods in terms of availability and spare parts investment cost holds up in reality.

Both qualitative and quantitative methods were used in order to answer the different questions of the study.

Very few Norwegian Defence projects have used the system approach through OPUS10. Empirical data however comply with the theoretical claims of potential large savings in spare parts investment cost and/or improvement in operational availability. Several organizational factors can explain the lack of use of OPUS10. The most important being lack of resources, lack of a centralized concept and a somewhat low‐project leader attitude towards the approach.

The study of Norwegian Defence cases makes generalizations of findings not applicable. The research model could however easily be transferred and utilized in the study of other organizations' spare parts optimization processes.

The Norwegian Defence should alter their concept for project governance and management in order to gain the full potential of the system approach used through OPUS10.

Few research papers have evaluated the promising theoretical findings of system‐based optimization based on empirical operational data. Even fewer, if any, studies have used a combination of factors from organization theory, economic organization theory and operation management theory in order to explain findings based on predefined hypotheses. This research should have value for both practitioners and researchers within the field spare parts optimization in general and systems management in particular.

The purpose of this paper is to determine how a small country's military force and a small country's non‐governmental organization (NGO) plan for and set up equipment maintenance, spare parts inventories in connection with man‐made humanitarian disasters. Additionally, it seeks to determine how the physical context, organizational structure and governance affect the planning and set‐up.

A research model that combines organizational theory with spare parts inventory theory is developed. Case study research methodology is used and observations and findings are discussed within the research model in order to answer predefined hypotheses.

Regarding planning procedures, as well as how the maintenance concept and spare parts inventory are set up, the research concludes that the organizational structure and governance of the organization contributing to the humanitarian operation in question are more important than physical context of the operation itself. Further it is concluded that the maturity level, when it comes to inventory control issues, is different for the two cases in question. None of the cases, however, utilize modern optimization methods and tools.

Qualitative data from the two case studies give the possibility for in depth analysis of the case study findings. Lack of quantitative data means that it has not been possible to statistically reject or accept the hypotheses. More research is needed to present a template and/or processes based on the findings in the research.

By applying the research model developed in this study, organizations that contribute to humanitarian disasters could more easily assess their own possibility for effective maintenance and spare parts inventory planning and set up.

The study of the planning and set up of maintenance and spare parts inventories for both military and NGO players in connection with a man‐made humanitarian disaster is new. Further, the development of spare parts inventory theory into organizational theory is relatively new. Limited research is available within this field. The paper should be of interest to both practitioners and researchers within the field of maintenance and spare parts inventories in general, and in connection with humanitarian disasters in particular.