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Document Management. Greg Olynyk. Why Documents?. “A Picture is worth a thousand words” Improves communication, compliance, reduces penalties Provides field technicians with information to do their jobs Aging workforce – capture knowledge You can do it all in SAP
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Document Management Greg Olynyk
Why Documents? • “A Picture is worth a thousand words” • Improves communication, compliance, reduces penalties • Provides field technicians with information to do their jobs • Aging workforce – capture knowledge • You can do it all in SAP • Third party Printing Add-on produces document packages for work orders
What is a Document ? • Job procedures, lock-outs, sketches, drawings, pictures, work lists • Check Lists (Excel can have multiple authors) • Inventory Pictures • Manuals • Videos
Horror Stories… • 12 page print out ! • Object Services – attachments; fill up SAP server • BMP (huge file size) • Poor File management skills…people make mistakes, rename, move, no naming conventions, poor folder structures • Personal Mapped drive links • Symbols in Filenames #$%&*
Storing Documents on Network • Network Places - Read / Write • Directory Protocol (by Planner GRP or FL) • Naming Conventions (noun-asset number) • File size (compression , batch resize jpg) • Linking issues • Avoid user mapping • Avoid renaming or moving files
Creating Document Links in SAP • Access via data carriers for Consistency • Document Types (Drawings, Documents, JPGs, ) • Versioning (gotcha) • Release Strategy • Auto-numbering Documents • Naming Conventions (so you can find them)
Basic Attributes • Application associated • Data Carrier by file type • Browse to the document
Object Links • Select the Object Links tab; • Select the Appropriate Object Tab • Specify the Object(s) such Equipment Masters or Functional Location Masters or Material Masters
Object Links • By associating a document to an object(s) (example; FL or EQ), the master sheet and any Notification or Work Order created to that object will have the link available via the icon • Note: This does NOT add it to the BOM(s)
Documents in BOMs (IB02, IB12, CS02) • Technical Objects > Bill of Material > FL BOM > Change
Documents in Work Orders • PRT in Task Lists Operations (IA12) • PRT in Work Order Operations (IW32) • Object Services (PM Work Order)
Object Services • We use this for temporary document to the Work Order • Does not copy over from Task List • Supports URL to website(s) • Do not attach JPG directly (printing and server issues) • Paste image into WORD, compress images • Arrows and Call-outs in WORD • Save file into read/write network directory • Link to SAP Documentation
PDF - Right Click > Open With… IE • Spot the Danger ?
TIP: Office 2007; Add command “Document Location” to Quick Access toolbar… TIP: inVista+; [Shift] Right click any file > Copy Path
Printing PM Work Orders • Work Order Print Manager by Prometheus • Shop-papers (un-released Work Orders too) • Object Services (default to Print) • PRTs (default to Print) • FL / EQ documents • Can control at operational level with WOPM
Inventory Images (MM) • Link to re-sized JPG (<50K) • Image resizer (batch processing) • Grid background • Build into receiving / business process • Images show in Search Materials (ZMSE) • Images show in Material Masters GuiXT(MM03)
Summary • What a mess we were in with documents; • Situation; • Actions; • Results; • Electronic • Searchable • Save time $$ • Consistency $ • Materials • Auto-print
Key Points to Take Home • Good file management skills • Common server for documents • Data Carrier for each document type • Templates for each document type • Document Manager / Admin (reports, batch processing) • Business Process for each document linking method • Make printing documents easy • Make information accessible to all
Questions ? How to contact me… Greg Olynyk greg@cvgo.com 1-250-339-4969 http://cvgo.com/