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Sap R/3 Implementation Business Blueprint Plant Maintenance
Sap R/3 Implementation Business Blueprint Plant Maintenance
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CONTENTS
OBJECTIVE OF BUSINESS BLUEPRINT PHASE 3
SECTION I 8
SECTION II 11
ORGANIZATION STRUCTURE 11
SECTION III 29
TO-BE PROCESSES 29
LIST OF REPORTS 82
SECTION IV-APPENDIX 86
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This document is the outcome of the As-Is study, Discussion at Training and during the To-Be process and business process requirement analysis
for the Vedanta Alumina Limited.
Based on this As-Is coupled with inputs from the core team members during To-Be discussion, we arrived at the Business Processes, which are
incorporated in the Business Blue Print. The aim of this document is to map the best business processes related to the Plant Maintenance module
in SAP ECC 5.0. This document is to be studied by core team members & process owners from Vedanta Alumina Limited. The preparation of this
document is an essential precursor to prototyping and testing. The development work will start once process owner’s approval for this Blue Print is
obtained followed by a corporate presentation to the senior management team, Vedanta Alumina Limited.
This document will be used for configuring Plant Maintenance module in SAP implementation. Document is based on discussions/presentations
between representatives of VAL & PWC. In other words it contains
1. SAP Organization Model in context of existing business scenario and future requirements/issues as envisaged by VAL.
2. Mapping of business processes/issues brought forward by PwC & VAL, with SAP functionality
3. Gaps & issues emerged during the discussion between VAL & PwC
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The objective of this Blue Print presented to the Project Sponsor is to document the following:
SECTION III : Master Data Management, As-Is/ To-Be Business processes, and Gaps identified for business processes as per SAP.
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Ø To have Reliable Equipments with low MTTR and high MTBF
Ø To have Predictive and Condition –based plans that help to improve equipment availability.
Ø To eliminate repetitive breakdowns and thereby reduce wastage of valuable resources
Ø To have a Preventive Maintenance Plan in place that helps to maintain Equipment Health.
Ø To eliminate the need to pull out data from different systems for reporting purposes.
Ø To draw a long-term plan for Spares requirement and also help in Budgeting.
Ø By detailed analysis of downtimes and designing a Corrective Action Plan based on this analysis.
Ø By having up to date cost figures (Plant-wise/Location-wise/Equipment-wise) for better maintenance decision-making
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SECTION I
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Section II
Organization Structure
Plants
The plant is an operating area or branch within a company. The plant is assigned to a single company code. A plant has its own material master
data. You can maintain data at plant level for the following views on a material master record in particular: MRP, Purchasing, Storage, Work
scheduling, Production resources/tools, Forecasting, Quality management, Sales, Costing.
As per discussion with Finance & Materials, there will be only four Company Codes and four plants will be created which may be as follows:
Out of this, the VAL Alumina Plant (1000), VAL Power Plant (2000) will have complete PM Implementation while the VAL smelter Plant (3000) and
JV (4000) will only have PM basic organization structure.
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Maintenance Plant
In Plant Maintenance, a distinction is made between the organizational units "planning plant" and "maintenance plant".
• Maintenance plant
In a maintenance plant, you can manage technical objects and main work centers.
• Planning plant
In the planning plant, maintenance task lists are defined for the respective maintenance plants, material planning is carried out on the basis
of bills of material in task lists and orders, maintenance plans are managed and scheduled, maintenance notifications are created and
maintenance orders can be handled.
With discussion for the Organization Structure for Maintenance Planning, it has been decided to follow the based on the Material Management
Plant Code. Since maintenance Planning is independent of all four plants, hence there will be four maintenance planning plants in Plant
Maintenance Organization Structure. They are as follows:
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MAINTENANCE
DESCRIPTION
PLANT
1000 VAL Alumina Maintenance Plant
MAINTENANCE
DESCRIPTION
PLANNING PLANT
1000 VAL Alumina Maintenance Planning Plant
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Locations
A location is the physical location to identify where the equipment lies. This data helps the Plant Maintenance person to identify where the
equipment is located. Here location, plant section, room number etc. can be mentioned.
Location DESCRIPTION
UTL Utilities
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Location DESCRIPTION
TGU Power Generation
Location DESCRIPTION
MIN Mining
CRG Crushing
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Planner Group
Planner groups or maintenance planning groups must be defined separately for each planning plant.
Depending on the size and structure of your company, a maintenance-planning group may be an individual department (for central work
preparation), a group of skilled craftsmen or a workshop.
Every piece of equipment and functional location can be allocated to a maintenance-planning group.
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We shall be using the following Structure Indicator for Functional Location Labelling:
STRUCTURE
DESCRIPTION STRUCTURE
INDICATOR
VAL01 Indicator for Alumina Plant NNNN--AAA-AAA-XXX-XXXX-XXXXX
VAL02 Indicator for Power Plant NNNN- AAA-XXX-XXX-XXX-XXX
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Example:
1000-RED-DIG-TR0-DIGV-DIG01
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It has been decided that the Equipment Code will be Externally generated for easy identification and the logic for that code will be
XX XXX NNNN
Main Group Sub-Group Number
All the spare parts, assemblies, components, consumables for maintenance will be defined as material in SAP for taking them in inventory and the
material code will be externally generated. Logic for the material code is
XX XX XXX XXXXX
Major Group Sub Group Sub- Sub Group Material No
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1. For bearings, the codification will be strictly with the engineering department.
2. Flag in the system for insurance spares.
3. Flag for the regular inventory items.
4. Flag for the value capture of all the materials.
5. For initial project spares, value will be taken as zero and split valuation will be used for it.
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All equipments at VAL would be categorized into various Technical Object Types. An indicative list of technical objects is given below.
Alumina Plant
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Power Plant
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Catalog Profile
Combination of code groups, which determine from a functional viewpoint, which code groups can be used for a particular technical object.
The following catalogs would be used for VAL. Common catalog profile will be used for different technical object types.
n Coding - D
n Object parts – B
n Problem/Event Codes – 4
n Cause Codes – 5
n Activity Codes – A
We shall be using common catalog profile for all equipments. Details of the catalogs would be maintained as follows:
Ø Object Parts: All critical Mechanical and Electrical parts would be configured for each of the technical object types defined.
Ø Problem/Event Codes: All problems that normally occur or might occur would be listed for each type of Technical Object.
Ø Cause Codes: All probable causes of the events/problems listed above would be configured for each technical object type.
Ø Activity Codes: The normal activities (generic) carried out for attending to the problems would be configured here.
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Example:
Shaft Damaged
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Notification Types
Various Notification Types would be configured in the System to take care of the various types of job requirements.
M6 Safety Notification
M7 Shutdown Notification
M8 Calibration Notification
M9 Workshop Notification
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M1 PM01
M2 PM02
M3 PM03
M5 PM05
M6 PM06
M7 PM07
M8 PM08
M9 PM09
There will be no notification for refurbishment orders &
Annual Maintenance Orders.
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SECTION III
To-Be Processes
Plant Maintenance Processes
The Business Blue Print is divided into various sections as defined by the different processes as discussed during to-be and Expectation from SAP.
These processes are:
Routine/Predictive Maintenance
Breakdown Maintenance
Preventive Maintenance (based on duration and measuring point)
Refurbishment Spares
Improvement / Development / Modification / Re-design Maintenance
Shutdown Maintenance (Planned maintenance)
General Maintenance (to be done through maintenance request)
Annual Maintenance Orders
Maintenance Budgeting (Through FI/CO Module)
Condition Monitoring (Through measuring points/counters)
Spare Part Planning
Report Analysis
To carry out these processes, certain Masters are required to be maintained prior to carry out the Transactions and Reports.
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The material master for spare parts will have several views like Will be
Spare Parts, Fully Basic Data, Purchasing View, MRP, Accounting view etc. done with
1.1 Components, system N the co-
Assemblies supported The Spare Parts, which are accepted after inspection will be ordination
subjected to Quality Inspection. For such material Quality of MM
Management View will be activated and necessary master date will
be created for the automatic inspection lot creation and results
recording and usage decision for the Spare parts.
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Fully
1.6.7 Permits system Agreement required depending on setting before an order may be N
supported released or technically completed.
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• Orders
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Work Center Fully Work center describes the logical station where work is being
1.10 Creation/Change of system carried out. N
Work centers supported The plant will have one or more work centers.
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Strategy Plan
Fully
Creation/Change of Strategy Plan defines the description of maintenance and tasks to
1.12 system N
Maintenance Plans be performed on maintenance objects. The dates and scope of the
supported
tasks are also defined here.
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Equipment /
Material BOM (Bill Fully Any equipment is made of some assemblies and the assemblies
1.14 of Material) system are further made of spare parts and small components down the N
Creation/ Change of supported level.
BOM
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In the equipment BOM, create the spare part list, quantity and
stock type (non-stock or stock item). This master helps in
identifying for which material Purchase Requisition will be made or
Reservation is created.
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For the new purchased assets, Internal Order can be used for cost
involved in purchasing, erecting and commissioning activities.
These orders will be created in CO module.
External Services are the external support required from the expert
for the maintenance of equipments. This process can be required
Fully for Preventive, Breakdown or any other type of maintenance.
4.0 External Services system Hence this becomes a common process required for any N
supported maintenance activities.
The different steps of confirming an external service are given
below.
Creation of Fully
In general, Plant Maintenance Internal control Key (PM01) is used.
4.1 operation using system N PM/MM
PM03 control key supported
Wherever the external services are required, in the relevant
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Fully
Order Completion
5.4 system After completion of maintenance activities, the order needs to be N
Confirmation
supported confirmed. Order confirmation can be done partially or final. It is
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Fully
The Planned vs. actual costs can be viewed after all issues and
5.5 View Costs system N
service entry sheets are completed
supported
Fully
Change / Complete Notification will be closed after noting down all catalog & details of
5.6 system N
Notification maintenance required to be recorded.
supported
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Like the Breakdown slip, here in SAP the user creates a breakdown
notification to intimate the Maintenance Department for the
Notification by the breakdown in the machine. In this the user defines the status of
Fully
user of the machine the machine, date and time of breakdown and priority of the
6.1 system N
(Malfunction Report breakdown.
supported
M2)
The location and other necessary data get copied into the
notification from the equipment master.
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Fully
The Planned vs. actual costs can be viewed after all issues and
6.5 View Costs system N
service entry sheets are completed
supported
Fully
Change / Complete Notification will be closed after noting down all catalog & details of
6.6 system N
Notification maintenance required to be recorded.
supported
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On the due date, the required spares can be issued from the store.
Based on the order created, a notification is also generated by the
Notification for system. The purpose to create a notification is to record the
Fully
recording activities activities done during the Preventive Maintenance. Also it can be
7.2 system N
Activity Report (M3) the ready reference for the activities left for future Maintenance.
supported
If any operation requires External Services, then Steps as
mentioned in 5.1 and 5.2 will also be used.
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Fully
The Planned vs. actual costs can be viewed after all issues and
7.5 View Costs system N
service entry sheets are completed
supported
Fully
Change / Complete Notification will be closed after noting down all catalog & details of
7.6 system N
Notification maintenance required to be recorded.
supported
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Refurbishment order is the special order, which are used for the
refurbishment of repairable spares. In the refurbishment order,
contract a work centre to restore faulty repairable spares to full
Fully working order at a certain date.
Refurbishment
8.0 system N
Order
supported The repairable spares scheduled in the order are brought from a
uniform initial condition to a uniform end condition. To distinguish
the condition of damage to repair for spares different valuation
types are used.
Notification for Fully Maintenance person will create a notification to intimate the
8.1 Refurbishment (M4) system workshop Department for the refurbishment in the component N
supported
Create Refurbishment Create the Refurbishment order with order type PM04. The order
Fully
Order for the damage is created for the damaged Spare Part Material. The valuation type
8.2 system N
spare of spares is maintained in the Accounting 1 view in the material
supported
Order Type (PM04) master.
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Internal maintenance will be carried inside the plant. After that for
external repair, MM will create subcontracting order for the spare.
Fully
The receipt of the subcontracting order will result into the
8.3 Order Execution system N
valuation type change from damage to repair and cost of repair
supported
will be loaded into the spare.
Fully
Order Completion
8.4 system After completion of maintenance activities for the spare, all the N
Confirmation
supported operations of the order need to be confirmed. Based on the
valuation type, the spare valuation is modified from the damage to
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Fully
The Planned vs. actual costs can be viewed after all issues and
8.5 View Costs system N
service entry sheets are completed.
supported
Fully
A Safety activity describes a notification meant for carrying out
9.0 Safety Order system N
jobs related to safety requirements.
supported
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Fully
9.3 Order Execution system During maintenance of the machine (outside SAP), spares required N
supported will be mentioned in the order. Saving the order will create a
reservation for the stock-able spares. Then Order to be released
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Fully
The Planned vs. actual costs can be viewed after all issues and
9.5 View Costs system N
service entry sheets are completed.
supported
Fully
Change / Complete Notification will be closed after noting down all catalog & details of
9.6 system N
Notification maintenance required to be recorded.
supported
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Fully
The Planned vs. actual costs can be viewed after all issues and
10.5 View Costs system N
service entry sheets are completed.
supported
Fully
Change / Complete Notification will be closed after noting down all catalog & details of
10.6 system N
Notification maintenance required to be recorded.
supported
Fully
Technically and
10.7 system After confirmation for the development maintenance order, the N
Business Completion
supported order needs to be technically completed and settled to the
appropriate cost object based on settlement profile. The cost of
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When all the costs are settled and no further activities are pending
against that order, business completion for the order is done.
Fully
Create maintenance As per the schedule, system will generate shutdown orders (PM07)
11.1 system N
order for the equipments.
supported
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Fully
Change / Complete Notification will be closed after noting down all catalog & details of
11.6 system N
Notification maintenance required to be recorded.
supported
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Fully
The Planned vs. actual costs can be viewed after all issues and
12.5 View Costs system N
service entry sheets are completed.
supported
Fully
Change / Complete
12.6 system Notification will be closed after noting down all catalog & details of N
Notification
supported maintenance required to be recorded.
After confirmation for the general maintenance order, the order
Fully needs to be technically completed and settled to the appropriate
Technically and
12.7 system cost centre based on settlement profile. N
Business Completion
supported
When all the costs are settled and no further activities are pending
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13.3 Fully
Order Completion
system Only after completion of the AMC services (exhausting the whole N
Confirmation
supported service order for AMC), the operation in the order is final
confirmed and case the Final Confirmation, No remaining work,
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After final confirmation for the AMC order, the order needs to be
technically completed and settled to the appropriate cost centre
Fully
Technically and based on settlement profile.
13.4 system N
Business Completion
supported
When all the costs are settled and no further activities are pending
against that order, business completion for the order is done.
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Prerequisite-
The equipment, for which you want to create a calibration order,
must be created as a piece of test equipment.
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Fully
After creating the order, for execution purpose the planner need to
14.2 Order Release system N
release the order.
supported
The results recording and usage decision for the test equipment
Fully are made using the functions in Quality Management. Will be
14.4 Results Recording system N done by
supported As soon as you have made the usage decision, the system QM
automatically executes follow-up actions, for example, status
change of the test equipment ("Ready for use" -> "Not ready for
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Fully After that all the operations of the order needs to be confirmed.
Order Completion
14.5 system Extra stock-able issued material can be returned back from the N
Confirmation
supported order.
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There are many instances that the maintenance is left with the
Fully
Order stock-able spares unconsumed. Such spares can be returned to
15.2 system N
Confirmation store for future maintenance activities at the time of order
supported
completion confirmation.
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Take necessary
If the reading is not in the range of accepted value then you need
action System
16.3 to take a corrective action by creating maintenance request and do N
(Maintenance supported
the maintenance work.
Request)
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Special Points:
1. All maintenance order costs will be settled at the cost centre level but development orders can be settled at fixed asset.
2. With MM discussion, there will have two valuation types for a spare: With value and zero value. The cost of damage spare will be taken as
zero and cost of repair spare will be booked at the maintenance cost center. The maintenance cost of spare will be settled to the
maintenance order and will not be loaded to the spare.
3. Name of person creating the maintenance notification and notification attended will be given in the two separate fields in (notification
‘reported By’ and ‘Technically Inspected By’) notification.
4. Permits will be used in SAP but at the time of release system will only give warning message if permit is not issued but error at the time of
order completion.
5. Separate storage locations for maintenance (in workshop) can be defined for transferring low value components from stores.
6. Authorization for order creation & execution will be at shift engineer level but the order release will be at planning head (HOD) level.
7. For insurance claim, we can create a general notification type for capturing the information (if required).
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MM
1. Valuation Classes will be defined for Electrical Spares/Mechanical Spares, Instrumentation Spares, Civil components and General Items (e.g.
Engg. Consumables). Also valuation classes would be defined for Electrical Service, Mechanical Service, Civil Repairs and Instrumentation
service.
FI/CO
1. Product-wise / department-wise cost center will be created, e.g., Hydrate Mechanical, Hydrate Electrical, Hydrate Instrumentation, Hydrate
Civil; Alumina Mechanical, Alumina Electrical, Alumina Instrumentation, Alumina Civil; Utilities; Non-Plant etc.
2. G/L accounts will be created for all the different valuation classes mentioned above.
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Ø For condition monitoring, requirement has come to us that the upload program for entering the DCS values to the SAP system (from xls) to
be developed.
Ø A report containing data of Consumption, Unrestricted stock, QI stock, Open PR quantities and open PO quantities for critical spares needs
to be developed for the purpose of Spares Planning.
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SECTION IV
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Version No - 1.3
No No
Carry out
Is material or External Is the spare working
Refurbishment
Business Process Blueprint
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Allocate components
services to Order Close the job
Issue Components
Purchase Order Keep the spare in stock
for future use
Carry out
Refurbishment
Activity Outside
SAP
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