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MIT Campus Plant Maintenance Project Review

MIT Campus Plant Maintenance Project Review. Agenda. Facilities Organization - Bernie History - Mike Overview of Implementations – Bob Project Time Line - Bob System Benefits - Bernie Unique Challenges - Bob Scope – Mike Business Processes Overview - Bernie

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MIT Campus Plant Maintenance Project Review

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  1. MIT Campus Plant Maintenance Project Review

  2. Agenda Facilities Organization - Bernie History - Mike Overview of Implementations – Bob Project Time Line - Bob System Benefits - Bernie Unique Challenges - Bob Scope – Mike Business Processes Overview - Bernie System Design - Bob Master Data - Mike GuiXT Demo – Mike Q&A - All

  3. Facilities Organization

  4. Facilities Organization Facilities is the largest administrative department at MIT Facilities maintains 150 buildings $120 million operating budget $200 million space change expenditures 600 Employees 10.7 million square feet of space From 2002 to 2006 campus will increase in size by 20% 24 X 7 operation

  5. Project History • PPL system developed by MIT central IS group in 1980s – 1990’s • Maximo implemented as part of Reengineering in late 1990s • Enhancements to Maximo including expansion to Housing and CUP over time • Discovery Effort to investigate SAP PM with representation from IS&T, Facilities and an outside consultant in 2003 • SAP PM Phase I implementation in 2004

  6. Overview of Implementations Phase IA – 3 months (Oct – Dec 2003) SAP Alternative Evaluation Gap Determination and Analysis System Recommendation (SAP/Maximo) Phase I – 6 months Replace Maximo legacy system for Facilities Repair and Maintenance with SAP PM (Jan - July 2004) Phase II Facilities Enhancements – Jan 2005 Department of Housing – Feb 2005 Facilities Central Utilities Plant (CUP) – March 2005 Data Warehouse Integration – May 2005 EH&S Integration – Sept 2005 Phase III - Proposed Facilities Custodial and Grounds - planned

  7. System Benefits Integrates accounting, materials, and labor in real-time Eliminates 2 stand alone software applications Provides ability to plan and track labor Tracks costing data to lower levels of detail Provides data to perform repair/replace decisions Lays the foundation for subsequent efforts (EHS) Eliminates dual entry of 2,400 annual orders

  8. Unique Challenges First Administrative Computing customer that operates 7 x 24 Reduce system downtime (5 to 2 1/2 days) Backup system proposed Implement easy to use screens – GuiXT solution Web Front-end integration for Facilities and Housing Organizations

  9. Scope R&M Repairs Web Front-end for MIT community Automatic email notifications on create and close Building alert messages Sales orders Preventive maintenance Equipment – 25,000 Task List/Maintenance Plans – 10,000 Materials reservations Permits Labor confirmation – work centers Barcode on shop papers (Order Number, Material) Facilitates goods issue process Sub Orders

  10. Scope (cont.) Housing - 16 Dormitories Web Front-end for students Automatic email notification on create and close Accounting is out of scope Central Utilities Plant (CUP) – 4 Buildings Preventative Maintenance 90% Equipment – 2,040 Unscheduled Repairs – 10% Accounting – Phase III

  11. Process Overview

  12. System Design • GuiXT Solution: • Combines multiple SAP screens into a single screen • Reduces SAP complexity • Non-ABAP scripting language with the ability to enhance interface functionality • Implemented for Repair Operation • Preventative Maintenance requires a more complex customer interface and has fewer users • Customize SAPGui to Facilities processes • Able to use enhance SAP’s functionality

  13. System DesignGuiXT

  14. System DesignGuiXT

  15. System DesignGuiXT

  16. System DesignGuiXT

  17. System DesignGuiXT

  18. System DesignGuiXT

  19. Enhancement Tab for additional fields (ZIW38) System Design

  20. System Design • EH&S Integration • EHS  PM • Corrective Action Creates PM Work Order • EHS Reference Number • PM  EHS • Operations Center Flags EHS Relevant Emergency Work Orders • Batch Program Update

  21. Master Data Master Data Work Centers Functional Location – building, floor Equipment Classification Permits - Lockout Tagout Planner Groups Activity Types

  22. Master DataWork Centers:

  23. Master Data Functional Location

  24. Master DataPlanner Groups

  25. Master DataActivity Types

  26. Master DataEquipment Classification

  27. Master DataPermits

  28. Master DataPermits

  29. Demo GuiXT System Demo – Mike Sherman

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