Plant Maintenance

SAPbiz Update

July 14, 2004 M. Damian/R. Romanowicz 1

 Agenda
Background and Terminology
Phase 1 Scope Statement
Project Leadership
Collaboration and Contributors
Project Timeline
Testing
Go Live Schedule
Training
Communications
Phase 2
Early Lessons Learned

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 Plant Maintenance
SAP Plant Maintenance automates the process of
performing facility repair and maintenance requests.

For example, SAP records a problem that is reported, labor

and materials are planned, costs are recorded, and then costs
are settled.

Preventive maintenance includes the planning and

scheduling of routine maintenance including any special
instructions for performing the upkeep.

Facilities uses a software application called Maximo for

their repair and preventive maintenance requests.

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 Phase 1
Scope
Implement SAP Plant Maintenance corrective and
preventive maintenance to Facilities Repair and
Maintenance operation.

Implementation will include the submission,

management, and planning of work orders,
cataloguing and processing preventive
maintenance plans, and confirmation of workers’
time.

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 Phase 1 – Project Mgmt.
Project Sponsors
Wayne Turner – IST Admin. Comp. Director
James Wallace – Facilities Director of Operations

Project Leaders
Mark Damian – IST Admin. Comp. Logistics Group Leader
David McCormick – Facilities Asst. Director of Operations

Project Manager
Robert Romanowicz – IST Admin. Comp. Logistics,
Sr. Business Analyst

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 Phase 1 – Project Team
Core Team Members
Greg Billington – CAO
Eugene Hurley - DoF Bernard Richard – DoF
Joe McWeeney - DoF Michael Sherman - DoF
Bruce Miller – Consultant Lisa St. Croix - DoF

Extended Team Members

Timothy Boyden – DoF Sharron Sawyer – Admin. Comp.
Jennifer Lynch – DoF Gus Thomas – DoF
Randall Preston - DoF Elda Prudden – Admin. Comp.

Contributors
Gill Emmons – CAO Tammy Doyle - DoF
Elena Zhitnikov – IS&T Mark Prudden – Admin. Comp.
Irina Vainstock – IS&T Kevin Lyons – Admin. Comp.
Allan Davidson – Admin. Comp. Esther Yanow – IS&T
Nancy Gift – Admin. Comp. Ruth Davis - DoF

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 PM Project Plan Time Line
9/03 10/03 11/03 12/03 1/04 2/04 3/04 4/04 5/04 6/04 7/04 8/04
Project Kickoff
Discovery Phase Implementation Phase
Team Today
Organization 7/14/04

Identify Business
Requirements

System Configuration

Development
- ABAP Program
- Web Interface
- GUIXT
- Load Programs

System Test

Training Preparation

Training
Delivery

System
Deployment

Go Live
Support
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 System Test
• Test Plan was developed by QA
• Core Team Developed Test Scripts
– 57 Unit Test Cases
– 6 Integrated Test Scripts –
• Beginning to end business processes
• Test Execution
– Test Cases – 2 weeks
– Integrated Test Scenarios – 1 week
• Test Issue Database
– Record, Prioritize, Communicate and Track

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 Test Issues
• Issue Tracking
- 45 Issues recorded
- 2 Resolutions in process concerning MIT’s Detail
Transaction Report and the Summary Statement
• Issue Resolution and Re-test
– Core Team researched issues
– Resolution Team formed
– Options formed and presented
– Decision made
– Resolution in SF5 for unit testing

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 Go Live Planning

Developed 2 detailed plans outside of our normal project

plan.

One plan covered day-to-day go live activities from 6/29

through 7/18.

Another plan covered hour-to-hour go live activities from

7/19 – 7/21.

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 Go Live Schedule

Most transports moved to Production June 17

Master Data entry began June 18
Remaining 2 issues being tested by CAO
Maximo user ID’s disabled July 20 3:00 PM
Maximo extracts July 20 4:45 PM
SAP cutover activity July 20 6:00 PM – 12:00 AM
Production use July 21 5:00 AM

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 Risk and Mitigation

Primary Risk
Extract of open Maximo orders and load of
resulting open SAP work orders

Mitigation
Perform full test extract and run in SF5 for
validation

Perform load in Production by 7/16 but execute it

in test mode

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 Contingency Plan
Second Attempt
Reload open orders and validate 12:00 AM – 5:00 AM
Continue with Go Live Schedule

Fall Back Plan

If unsuccessful, begin enabling Maximo user ID’s.
Communicate to Facilities delay in go live date.

Contingency planning meeting later today will decide

whether we would go live in SAP with new work only and
process open orders in Maximo should the open order load
fail.

July 14, 2004 M. Damian/R. Romanowicz 13

 Support Model

Shared Support Model

Facilities Information Technology Support to take Tier 1

calls.

Facilities Applications and Network Services to take Tier 2

calls

Administrative Computing to take Tier 3 calls

Service Level Agreement is being developed with the

Department of Facilities

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 Training
• Training Responsibility
– Shared responsibility between IS&T and Facilities.
– Web Demos to MIT Community – IS&T
– SAP Navigation – IS&T
– SAP Plant Maintenance - Facilities
• Trades Personnel – 43 people, 2.5 hrs
• Administration and Support – 32 people, 4 hrs
• DDEC (design and construction services) – 31
people, 2.5 hrs
• Training Delivery 6/29 – 8/4

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 Communications
Plant Maintenance will have little impact on the general
MIT community. Heavy use will be limited to Facilities.

• Presented at the Facilities Supervisor and Support Staff

meeting 6/8
• Presented at the Facilities Local Area Meeting 6/11
• SAPweb announcement
• Facilities web page announcement
• SAPbiz Meeting 7/14
• Briefing and demonstration for the Computing Help Desk
on 7/20
• Email and Accounting Statement Announcements

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 Phase 2

Phase 1 enhancements
Department of Housing
Facilities Central Utilities Plant
Facilities Custodial and Grounds
EHS Integration
Facilities Back Up System
Data Warehouse integration

Planning to begin immediately after Phase 1 stabilization

Estimated beginning October 2004

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 Early Lessons Learned

Involve as many disciplines as possible early in the project.

There is no such thing as too much communication.

As we use more of SAP, we increase the likelihood of

impacting other modules and invalidating previous
assumptions.

Changing custom reports as a way to address issues isn’t

always the best overall answer. Depending on the issue, we
may need to rethink how we implemented solutions.

July 14, 2004 M. Damian/R. Romanowicz 18

 Questions & Answers

Contacts:

Mark Damian
Extension 8-0737
mdamian@mit.edu

Robert Romanowicz
Extension 2-3131
rroman@mit.edu

July 14, 2004 M. Damian/R. Romanowicz 19