Workshop: Maintenance Work Orders

May 9, 2006

Project Goals

Implement SAP Plant Maintenance system

Provide integration with Finance, HR, and Materials Allow enhanced scheduling and planning for work assignments Provide work scheduling as well as management reporting tools Accommodate the use of mobile technology to reduce paperwork

Accommodate the use of GIS with SAP Improve automated updates to customers about the status of work Implement a Preventive Maintenance system for buildings, areas, and equipment Utilize standard SAP functionality to collect utility usage and cost information for recharge calculations

Agenda
Introduction Discussion of Maintenance Work Orders Preview of Next Blueprinting Session Other Discussion

What is the SAP Work Order Process?

Work Order
This is a financial and work management transaction which is used to plan and charge labor, stock materials, non-stock purchases, and services

It is integrated with Financials, Materials Management, and Human Resources It may be created from a Notification or without an existing notification A notification may be automatically created while creating a Work Order

Why should a work order be used?

To document the costs of an event To accumulate charges for work which will be recharged to others For Preventive Maintenance work

What information does a work order capture?

Descriptive information. This includes long text which is of unlimited length A priority for the work A object to be maintained: A functional location (Building, Room) or piece of Equipment Contact information for the person reporting the problem or requesting work The ability to assign a responsible person to this work order Planned labor and materials Actual labor and materials costs

What information is required?

SAP requires a description, Functional Location or Equipment, and Work Center

Work Order Types

Order Type PMC1 PMC2 PMC3 PMM1 PMM2 PMM3 PMM4 PMH1 PMH2 PMH3 PMH4 PMU1 PMU2 PMU3

Organiza tion CPPD CPPD CPPD MPPD MPPD MPPD MPPD HOUS HOUS HOUS HOUS UTIL UTIL UTIL

Description General Maintenance Order Preventive Maintenance Order Recharge Work Order/Project General Maintenance Order Preventive Maintenance Order Recharge Work Order/Project Emergency Work Order (Auto) General Maintenance Order Preventive Maintenance Order Recharge Work Order/Project Damage/Vandalism Work Order General Maintenance Order Preventive Maintenance Order Recharge Work Order/Project

Recharge Settlement Rule Default-Building Default-Building Manual Default-Building Default-Building Manual Default-Building Default-Building Default-Building Manual Manual Default-Building Default-Building Manual

Release Manual Automatic Manual Manual Automatic Manual Automatic Manual Automatic Manual Manual Manual Automatic Manual

Some Order Types from Other SAP Installations

Repair Preventive Maintenance Sales (Recharge) Safety Related

Capital Project Standing Work Order Emergency

What does the Priority do?

It can determine the dates based upon predefined criteria for each priority The Start Date is calculated based on the current date. It may also include a Start Time. (Dates and times for this calculation may be in minutes, hours, or days.) The End Date is also calculated based on the current date. (Note: The Start Date and End Date calculation may be in different units.) Each Order type may have its own set of priorities or several order types may share the same set of priorities

What are Maintenance Activity Types?

This field is used to further define the type of work being performed.

Some examples:
Modify/Convert/Improve Maintain Predictive/Inspection Regulatory Correct/Repair/Replace Training Project support Refurbish Stores Parts

Routine Maintenance
Lubrication Safety Rework

Each order type may have its own Maintenance Activity Types

What are User Statuses?

SAP tracks the process of a work order via System statuses. Some examples are Created, Released, Technically Completed, Closed There is the ability to use a separate field User Status to add statuses which may be used for additional tracking. Some examples:

Cancelled
Transferred to another work group Waiting for Parts Waiting for Contractor Waiting for Customer

A different group of User Statuses may be set up for each order type Some order types may have NO User Statuses

What are Order Scheduling Options?

There are 3 primary scheduling types for orders: No Scheduling, Forward Scheduling, Backward Scheduling SAP normally performs scheduling by calculating the labor required and either adding to the start date to determine the end date or subtracting from the end date to determine the start date No Scheduling allows control of the dates independently of the labor requirements Each order type is assigned a scheduling method

What are Shop Papers?

SAP uses the term Shop Papers to describe printed work orders A sample is provided with the system. (It is NEVER usedits just a sample!) It is possible to have a different Shop Paper for each order type, although that is a lot of design work A sample follows

Sample Shop Paper-1

Sample Shop Paper-2

What is the Object Info Box?

The Object Info Box tracks the number of orders or notifications created for a certain building, room, or equipment in a given time period

For example: 3 orders in a year or 2 orders in a month, etc.

Several order types may share the same Object Info Box criteria A sample display follows

Sample Object Info Box

What is a Sub Order?

A suborder is a work order which has a link to a superior order The costs of suborders my be viewed from the superior order These are typically used to break a project into units by craft or shop. Each shop can estimate its costs on a suborder and these can be tracked at the suborder and superior order level. The costs of the suborders may either settle to the superior order or directly to the receiving cost object.

Suborders may have suborders!

Work Order Fields

Determine which fields should be eliminated because they will not be used Determine which fields should be required (if any) Sample screens follow this presentation

Topics For Next Blueprinting Session

Determine Work Order Completion Processes Time Recording for Payroll and Recharge Closing (and Updating) Notifications

Closing Orders Time Confirmations and Reversals Non-time Confirmations - Documentation

Work Order Screen Copies - 1

Work Order Screen Copies 1.1

Work Order Screen Copies 2

This is the second tab-Operations

Work Order Screen Copies 3

This is the third tab-Components (Maintenance Materials)

Work Order Screen Copies 4

This is the fourth tab-Costs

Work Order Screen Copies 4

This is the sixth tab-Objects. Additional notifications are assigned to the order here. The other tabs are display only.