Workshop: Maintenance Work Requests

1. Workshop: Maintenance Work Requests May 3, 2006

2. 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 • 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

3. Agenda • Introduction • Discussion of Maintenance Work Requests • Preview of Next Blueprinting Session • Other Discussion

4. What is the SAP Work Request Process? • Notification • This is a non-financial transaction which can be used to request work, report a problem, or record an activity • It has no visibility outside of the plant maintenance area of SAP • It may be processed via a work order, used to record non-costed activity, or closed without any work being done • It will be automatically created by a work order, if desired • It is frequently created by an end-user via a Web form

5. Why should a notification be used? • To document an event • To request work which may or may not be done • To record a breakdown for statistical purposed • To record the technical reasons for a failure for later analysis

6. What information does a notification 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 notification • “Breakdown” information, if appropriate. This is the start and end time of the breakdown. (The system will calculate Mean Time Between Failures and Mean Time to Repair.) • Codes for the “Damage”, “Cause of Damage”, and “Activity”

7. What information is required? • SAP only requires a description

8. Notification Types • Maintenance Request – Used to request work, not necessarily to report a problem • Malfunction Report – Used to report a problem • Activity Report – Used to record an activity performed, not necessarily to address a request or problem. This might be used to report findings from Preventive Maintenance or to record technical information regarding the repair of a critical machine • The Maintenance Request and Malfunction Report are very similar in format and content • The Activity Report provides for entry of more codes • Recommendation: Implement all 3 and use them as required.

9. 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 may be in different units.) • Each Notification type may have its own set of priorities (A Work Request could have different priorities than a Malfunction Report.) • If required, different notifications types with their priorities may be established for each Plant (CPPD, MPPD, HOUS, UTIL)

10. What are the codes and groups? • Damage Codes • What’s wrong • Leaking, Squeaking, Stalling, Stopped, etc. • Cause of Damage Codes • Why is it not working • Loss of lubrication, low voltage, dirty, operator error, etc. • Activity Codes • What was done to correct the problem • Lubricated, Reset, Adjusted, Aligned, etc.

11. Who creates the codes? You do! • The list of codes can be short to start and can be expanded as new codes become required • The code groups can be specific to types of equipment (Different lists for pumps, motors, air handlers) • Some suggestions follow

12. Possible damage codes • Arcing • Bent • Bowed • Broken Weld • Burnt • Corroded • Cracked • Enlarged • Eroded • Frayed • Loose • Missing • Noisy • Pitted • Plugged • Powdery • Sheared • Shorted • Smoking • Split • Stopped • Stretched • Surging • Torqued • Vibrating • Worn

13. Possible cause codes • Abrasion • Amps Low/High • Arcing • Blowing By • Bolts Missing/Loose • Burnt • Connection Loose • Control Off • Corrosion • Emission High • Erosion • Flooding • Flow Low/High • Force High • Grounded • Leaking • Lubrication Low • Lubrication Wrong • Plugged • Power Off • Pressure Low/High • Surging • Temperature Low/High • Torque High • Vibrating • Weld Broken

14. Possible activity codes • Adjusted • Aligned • By-Passed • Calibrated • Charged • Cleaned • Cleared • Connected • Coupled • Dried-Out • Fluid Added • Fluid Replaced • Grounded • Inspected • Insulated • Jumpered • Lubricated • Measured • Reconnected • Reinforced • Removed • Replaced • Shimmed • Welded • Uncoupled

15. Notification Fields • Determine which fields should be eliminated because they will not be used • Determine which fields should be required (if any)

16. Topics For Next Blueprinting Session • Determine Maintenance Work Order Processing • Order Types • Tabs and Fields on the Screen • Settlement Rules (for Recharge) • Sub-Orders • Material Use and Availability Check • Order Scheduling • Releasing Orders • Maintenance Activity Types