Workshop: Maintenance Work Orders

1. Workshop: Maintenance Work Orders May 9, 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 • 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

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

4. 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

5. 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

6. 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

7. What information is required? • SAP requires a description, Functional Location or Equipment, and Work Center

8. Work Order Types

9. Some Order Types from Other SAP Installations • Repair • Preventive Maintenance • Sales (Recharge) • Safety Related • Capital Project • Standing Work Order • Emergency

10. 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

11. 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

12. 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

13. 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

14. 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 used—it’s 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

15. Sample Shop Paper-1

16. Sample Shop Paper-2

17. 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

18. Sample Object Info Box

19. 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!

20. 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

21. 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

22. Work Order Screen Copies - 1

23. Work Order Screen Copies – 1.1

24. Work Order Screen Copies – 2 This is the second tab-Operations

25. Work Order Screen Copies – 3 This is the third tab-Components (Maintenance Materials)

26. Work Order Screen Copies – 4 This is the fourth tab-Costs

27. 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.