LaGov Version 1 Updated: 12/11/2008 Visit our website for - - PowerPoint PPT Presentation
Validation Session Plant Maintenance Master Data, Processes, Motor Pool 1/06/2009 LaGov Version 1 Updated: 12/11/2008 Visit our website for Blueprint Presentations, Meeting Minutes and Project News! www.doa.louisiana.gov/ERP/index.htm
Version 1 Updated: 12/11/2008
Validation Session
Plant Maintenance
Master Data, Processes, Motor Pool 1/06/2009
2/2/2009
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Visit our website for Blueprint Presentations, Meeting Minutes and Project News! www.doa.louisiana.gov/ERP/index.htm
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Validation Session Agenda
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Purpose of Today’s Validation Session
– Notifications – Work Orders – Setup New Equipment – Preventive Maintenance – Outside Service Work / Service Contract – Pool Vehicles – Personal Assignment / Home Storage
with
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Workshop Session Recap
Business Process Workshop Codes Goals Work Session Date
Functional Location LOG-PM-001
7/30/08 Master Data LOG-MD-006
– Equipment – Measuring Points (Counters) – Measuring Documents – Classification – Characteristics – Strategy / Package – Task Lists – Maintenance Plans / Items – Work Centers – Revision – Permits – Catalog Codes – Bills of Material (BOMs)
8/19/08 Notification & Work Order Processing LOG-PM-002 LOG-PM-003 LOG-PM-004 LOG-PM-005
09/30/08 -10/02/08 & 10/07/08
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Workshop Session Recap
Business Process Workshop Codes Goals Work Session Date
Motor Pool Management LOG-PM-006
10/22/08 Reporting LOG-PM-007
10/29/08
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Topic
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Master Data
Master Data Topics
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Master Data Topic
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Functional Location – Design Considerations
– System Required
– Business Required
– M = Technical System - Standard
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Functional Location – Design Considerations
– Will be the same as the plant
– Company Code – Business Area – Cost Center
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Functional Location – Key Decisions
Edit Mask
Indicator is LA01 = State of Louisiana
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Functional Location – Key Decisions
Edit Mask Level Definition
– S, P, R will define if it is a Section, Parish or Region
– For fleet, some agencies will stop here
– Used for areas associated with a building but not part of the structure
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Functional Location – Sample
1 8
7 6
2
9
7
DOTD
(Department)
Engineering & Operations
(Agency)
Hammond
(District)
Bogalusa MU Maint Office/Equipt Shed
(Building)
D 9 2
/
Washington
(City/Town/Site)
Equip Shed 1st Floor
(Floor)
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Functional Location – Flow Chart
Create and Change a Functional Location, “To-Be” Business Process
Internal Client Master Data Specialist
No Validate/update the changes requested (change if necessary) Send approved request for add/ change functional location Request additional information Yes Provide additional information Additional information needed? Is this an addition? No IL02 Change functional location IA05 or IA11 Create PM Task List (if required) IL01 Create functional location Yes Notify requestor Requestor notified Have approved change request End
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Master Data Topic
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Equipment – Design Considerations
– F = Fleet – M = Machine
– System Required
– Business Required
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Equipment – Design Considerations
– System Required
– Business Required
Define fluid types
– Populated with the responsible party (Personal Assignment / Home Storage)
– Planner Group – Maintenance Work Center
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Equipment – Flow Chart
Create and Change an Equipment Master Record, “To-Be” Business Process
Internal Client Master Data Specialist
No Validate/update the changes requested (change if necessary) Send approved request for add/ change equipment master record Request additional information Yes Provide additional information Additional information needed? Is this an addition? No IE02 Change equipment master IA05 or IA01 Create PM Task List (if required) IE01 Create equipment master Yes Notify requestor Requestor notified Have approved change request End
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Master Data Topic
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Measuring Points – Design Considerations
– Odometer – Hours – Fuel Usage
– System Required
– Business Required
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Master Data Topic
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Measuring Documents – Design Considerations
– System Required
– Business Required
Odometer Hours Fuel Usage
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Master Data Topic
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Classification – Design Considerations
could be created for the “vehicles” class type.
– System Required
– Business Required
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Classification – Key Decisions
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Master Data Topic
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Characteristics – Design Considerations
'propane‘)
– System Required
– Business Required
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Master Data Topic
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Strategy / Package – Design Considerations
planned maintenance work. (i.e. Monthly)
– System Required
– Business Required
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Strategy / Package – Design Considerations
when individual work should be performed (i.e. every 3 months)
– System Required
– Business Required
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Master Data Topic
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Task Lists – Design Considerations
individual maintenance activities which must be repeatedly performed
– T = Functional Location
– E = Equipment
– A = General
locations
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Task Lists – Design Considerations
– System Required
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Task Lists – Design Considerations
– Business Required
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Task Lists – Flow Chart
Create and Change a Task List, “To-Be” Business Process
Internal Client Master Data Specialist
No Validate/update the changes requested (change if necessary) Send approved request for add/ change a task list Request additional information Yes Provide additional information Additional information needed? Is this an addition? No IA02 Change task list IA01 Create task list Yes Notify requestor Requestor notified Have approved change request End
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Task Lists – Key Decisions
number.
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Master Data Topic
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Maintenance Plans / Items – Design Considerations
tasks
– System Required
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Maintenance Plans / Items – Design Considerations
– Business Required
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Maintenance Plans / Items – Flow Chart
Create and Change a Maintenance Plan/ Item, “To-Be” Business Process
Internal Client Master Data Specialist
No Validate/update the changes requested (change if necessary) Send approved request for add/ change Maint Plan/ Item Request additional information Yes Provide additional information Additional information needed? Is this an addition? No IP02 Change Maint Plan/ Item IA05 or IA11 Create PM Task List (if required) IP42, IP43 Create Maint Plan/ Item Yes Notify requestor Requestor notified Have approved change request End
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Maintenance Plans / Items – Key Decisions
a maintenance plan
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Master Data Topic
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BOM – Design Considerations
– System Required
– Business Required
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BOM – Flow Chart
Create and Change BOM, “To-Be” Business Process
Master Data Specialist Internal Client
Yes Yes No Is part being removed from BOM? Notify purchasing, maintenance and 2/2/2009
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Master Data Topic
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Work Centers – Design Considerations
position assigned to it
– Straight time – Over time
– System Required
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Work Centers – Design Considerations
– Business Required
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Work Centers – Flow Chart
Create and Change a Work Center, “To-Be” Business Process
Internal Client Master Data Specialist
No Validate/update the changes requested (change if necessary) Send approved request for add/ change a work center Request additional information Yes Provide additional information Additional information needed? Is this an addition? No IR02 Change work center IA06 or IA02 Update Task List library (if required) IR01 Create new work center Yes Notify requestor Requestor notified Have approved change request End Does this replace existing work center? IR02 Update work center No Yes IE02 Update equipment master (if required)
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Master Data Topic
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Revision – Design Considerations
– Planning purposes – Projects (e.g. named storms)
– System Required
– Business Required
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Master Data Topic
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Permits – Design Considerations
– Cutting/ Welding Permit – Confined Space – Environmental
– System Required
– Business Required
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Master Data Topic
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Catalog Codes – Design Considerations
– System Required
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Catalog Codes – Flow Chart
Create and Change Code Group/ Group Code, “To-Be” Business Process
Internal Client Master Data Specialist
No Validate/update the changes requested (change if necessary) Send approved request for add/ change equipment master record Request additional information Yes Provide additional information Additional information needed? Is this an addition? No QS41 Change Catalog Code Group/ Group Code QS41 Create Group Code QS41 Create Code Group Yes Notify requestor Requestor notified Have approved change request End
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Master Data – Changes & Challenges
data elements.
which level(s) they will be maintained (i.e. functional location data vs. equipment data)
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Master Data – Open Issues
for work order processing from Agencies
Master Data from Agencies (facilities)
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Master Data – Benefits & Improvements
areas.
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Technical Objects
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Master Data - FRICE-W Objects
– Create/ Change for all master data sets
– Functional Location
– Equipment
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Master Data - FRICE-W Objects
– Measuring Point
– Measurement Document
– Classification
– Characteristic
– Strategy / Package
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Master Data - FRICE-W Objects
– Task Lists
– Maintenance Plans / Item
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Master Data - FRICE-W Objects
– Bill of Material
– Work Center
– Revision
– Permits
– Catalog Codes
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FRICE-W Objects (cont.)
– None
– Functional Location, Measuring Points, Work Centers, Classification, Characteristics, BOM
in SAP (LSMW)
– Equipment, Task Lists
spreadsheet to prepare master data and use conversion program in SAP (LSMW)
– None
– None
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Topic
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Notification Processing – Design Considerations
– Description – Functional Location – Reported By – Subject Code
– Priority
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Notification Processing – Design Considerations
– M1 - Maintenance Notification – M3 - Activity Report – M4 - Personal Assignment and Home Storage – M5 - Controlled Asset Tracking – M6 - Fleet Reporting (Non-accounting Agencies) – MF - Pool Asset Management
– REJT – Rejected – DUPL - Duplicate – UNDR - Under Review – ASCR - Asset Created (For M5 Notification Type) – ASTR - Asset Transfer – Send or Received (For M5 Notification Type) – ASRE - Asset Retired (For M5 Notification Type) – ASRJ - Asset Rejected (For M5 Notification Type)
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Notification Processing – Open Issues
logins to various system (i.e. DPS has inmates using Faster & Facility Wizard Software for work order processing)
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Notification Processing – Flow Chart(s)
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Notification Processing – Changes & Challenges
Louisiana does not use notifications.
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Notification Processing – Benefits & Improvements
Departments / Agencies the ability to push the notification process out to specific users instead of at a central location.
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Technical Objects
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FRICE-W Objects
– OSB – Work Evaluation – Activity Report - Activity Report Shop Paper – Breakdown Report - Breakdown Report Shop Paper – Notification Overview - Notification Overview Shop Paper
– Blind audit report for Controlled Asset Tracking – Ad hoc reports via transaction IW28
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FRICE-W Objects (cont.)
– None
– None
– None
– None
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Topic
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Work Orders – Design Considerations
– Description – Maintenance Work Center
– Maintenance Activity Types
– Functional Location
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Work Orders – Design Considerations
– Planner Group
– Priority
– PM01 - Plant Maintenance , Internal – PM02 - Plant Maintenance , External – PM03 - Plant Maintenance , External (Services)
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Work Orders – Design Considerations
– PM01 - Repair Maintenance – PM02 - Preventive Maintenance – PM03 - Capital Work Order – PMAG - Agile Work Order Interface (Under Evaluation - Used by Agile Only)
– CRTD - Created – HOLD - Hold for Parts – REDY - Ready to Schedule – REJT - Rejected – SCHD - Scheduled – WAIT - Waiting for Approval – WRTY - Warranty Repair – VEND - Vendor Repair
– 0 – Not in operation – 1 – In operation
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Work Orders – Flow Chart(s)
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Work Orders – Flow Chart(s)
Work Execution Part 1, “To-Be” Business Process
Maintenance Services Internal Client
Yes Yes Yes No Yes No Yes Retain work order & complete next day / shift Return for scheduling in backlog Safety Permits Reqd? 5 Job Completed? Return Equipment back to Service Collect Resources Will tasks be undertaken in next shift / day? 3 Commence Work Are additional resources required? 6 Return Permits Goods Issue from MRO supplies stockroom Obtain Safety Work Permit Record actions & labor hours Obtain Resources (Engineering / Assist Trades / Parts) Is follow-up work required? 1 Completed Job Plans Non-SAP Task Description IW32 Print & Issue Work Order Non-SAP Task Description IW21 Create Work Request No No No 2/2/2009
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Work Orders – Flow Chart(s)
Work Execution Part 2, “To-Be” Business Process
Internal Client Maintenance Services
Yes No Yes No Yes Notify requestor of job completion 5 Return unused parts to Maintenance Stores Is equipment being installed or removed at this location? Is any replaced material going to be refurbished? Are there any unused parts from job? Materials Management Non-SAP Task Description IE02 Install/remove equipment in or from this location Return repairable part to shop No Work order review Non-SAP Task Description IW32 Enter work order data into SAP Non-SAP Task Description IW32 Technically Complete work 2/2/2009
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Work Orders – Changes & Challenges
business processes
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Work Orders – Benefits & Improvements
system
and reflect actual costs to the appropriate cost element
formalized planning resulting in increased manpower efficiency
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Technical Objects
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FRICE-W Objects
– Job Ticket - Facilities – Job Ticket - Fleet – Operation Control Ticket – Pick List – Material Issue Slip
– Ad hoc reports via transaction IW38
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FRICE-W Objects (cont.)
– Agile Assets
– None
– None
– DPS Fleet – When scheduled maintenance is due notify person responsible of work order – OSB Facility – Notify work order requester when work order has been completed
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Topic
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Setup New Equipment – Design Considerations
– Set up equipment master record – Install into functional location
– Assign Class
– Create measuring point (if required)
– Create BOM (if required)
– Create Task Lists (if required)
– Create maintenance plan – Assign task list
– Scan in documents as required
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Setup New Equipment – Open Issues
synchronized on the Equipment master record need to be identified
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Setup New Equipment – Flow Chart(s)
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Setup New Equipment – Changes & Challenges
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Setup New Equipment – Benefits & Improvements
descriptions, naming conventions and settings
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Technical Objects
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FRICE-W Objects
– Asset Number Request
– Ad hoc reports using transaction IH08
– Ad hoc reports using transaction IE36
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FRICE-W Objects (cont.)
– None
– None
– None
– None
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Topic
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Preventive Maintenance – Design Considerations
the minimum requirements as described by LAC Title 34 Part XI
– General task lists used where possible
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Preventive Maintenance – Flow Chart(s)
Preventive Maintenance, “To Be” Business Process
Technician SAP Planner
Time / Counter Auto generate work order Plan / Schedule PM work orders Print & Distribute PM work orders Work Execution process Receive PM work orders 2/2/2009
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Preventive Maintenance – Changes & Challenges
maintenance plans and task lists creation/verification.
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Preventive Maintenance – Benefits & Improvements
create preventive maintenance plans
will allow for more efficient manpower usage
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Technical Objects
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FRICE-W Objects
– Create/ Change Task List – Create/ Change Maintenance Plan/ Item
– Equipment: MTTR - Mean Time To Repair (MCI5) – Equipment: MTBF - Mean Time Between Failures (MCI5) – Maintenance Items - Review Maintenance Items (List) (IP17) – Maintenance Plans - Review Maintenance Plans (List) (IP03) – Task Lists - Review Task List & Frequency (IA08) – Functional Location/ Equipment by Breakdown - List Functional Location/ Equipment by Breakdown (CI17)
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FRICE-W Objects (cont.)
– None
– None
– None
– None
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Topic
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Outside Service Work / Service Contract – Design Considerations
– Qty Unit of Measure (Change to “EA”) – Material Group (Required) – Purchasing Group – Cost Element – Price (If known)
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Outside Service Work / Service Contract – Flow Chart
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Outside Service Work / Service Contract – Benefits & Improvements
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Technical Objects
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FRICE-W Objects
– Chain of Custody - To maintain a paper trail for the chain of custody
– Work Order by PM Control Key (IW37N)
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FRICE-W Objects (cont.)
– None
– None
– None
– None
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Integration Points – Maintenance Process Overview
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Topic
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Pool Vehicles – Design Considerations
all vehicles installed at that location will be included in the pool
– Some locations will have multiple pools – Some equipment will be pool assets (i.e. tractors, bull dozers, etc.)
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Pool Vehicles – Key Decisions
solution will be the official means of managing state pool assets which have the requirement and/or need to be tracked, managed and dispatched.
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Pool Vehicles – Open Issues
functionality does not provide for any user
access to PAM03, that user can manage any designated pool.
instead of / in addition to SAP express mail?
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Pool Vehicles – Open Issues
(fuel usage, mileage & repair cost) for non- accounting agencies.
received via interface or by data extract and use tools to perform a mass upload?
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Pool Vehicles – Flow Chart
Pool Vehicles Process Flow (MF notifications and PAM03)
Fleet Coordinator Driver
Y N N Y Y N N Y Y N Y N Drag & Drop from bottom to top level Delete Scheduled Demand Double-Click then click Delete Demand button PAM03 Notif Stat: GELA Drops off Planning Board Double-Click then click Reserve button IW21 Notif Type: MF Notif Stat: NDIS CREATE Delete Reservation Double-Click then click Cancel Demand button Cancel Reservation? Cancel Demand? PAM03 Notif Stat: RGBE RETURN PAM03 Notif Stat: STOR Planning Board TOP PAM03 Notif Stat: RESM RESERVE PAM03 Notif Stat: GELD Drops off Planning Board PAM03 Notif Stat: AUFE SETTLE Delete Demand Cancel Scheduled Demand? PAM03 Notif Stat: STAN Double-Click then click Issue button (Counter read) Begin Process PAM03 Notif Stat: GELD Drops off Planning Board Double-Click then click Delete Scheduled Demand button Double-Click then click Settle button Planning Board BOTTOM Double-Click then click Cancel Scheduled Demand button Double-Click then click Return button (Counter read) PAM03 Notif Stat: STOR End Process Double-Click then click Cancel Reservation button Double-Click then click Delete Reservation button PAM03 Notif Stat: DISP ASSIGN PAM03 Notif Stat: ABGH ISSUE Express mail to Requisitioner* * * * * * * *
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Pool Vehicles – Changes & Challenges
new to many agencies that do not currently “track” pool vehicle usage
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Pool Vehicles – Benefits & Improvements
accurately report, schedule and forecast the usage of Pool assets
determine the number of fleet vehicles needed to perform work
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Technical Objects
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FRICE-W Objects
– PAMS_MAIL - Reservation notice
– None
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FRICE-W Objects (cont.)
– None
– None
– None
– None
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Topic
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Personal Assignment / Home Storage – Design Considerations
Personal Assignment / Home Storage
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Personal Assignment / Home Storage – Key Decisions
Assignment
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Personal Assignment / Home Storage – Open Issues
for Home Storage/Personal Assignment requests
Storage/Personal Assignment
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Personal Assignment / Home Storage – Flow Chart
Personal Assignment and Personal Assignment / Home Storage Process Flow (M4 Notifications)
2nd Approver (e.g.: Agency Head) 3rd Approver (e.g.: State Fleet Manager) Submitter (e.g. Driver) 1st Approver (e.g: Agency Fleet Coordinator)
Begin Process Create Notification Type M4 IW21 1) Enter License Plate 2) Enter Req’d Start/End Dates 3) Mark notif as PA, HS 4) Identify Reason 5) Enter pertinent qualifying text 6) Communication to 1st approver N Approved? 1st approver receives Communication Y Change Notification IW22 1) Enter pertinent qualifying text 2) Commuicate to 2nd approver N Y 2nd approver receives Communication Change Notification IW22 Approved? 1) Enter pertinent qualifying text 2) communicate to 3rd approver N Y 3rd approver receives Communication Approved? 1) Enter pertinent qualifying text 2) Approve Notif (if new request) 3) Communicate to Submitter Change Notification IW22 N New assignment? Y N Y Renewal? Change Notification IW22 1) Change Req’d Start/End Dates 2) Mark notif as RENEWAL 3) Communication to 1st approver ASSIGNMENT COMPLETE OR ENDED EARLY 1) Add pertinent qualifying text 2) Close Notification w/ date Change Notification IW22 End Process Mark notif as REJECTED Enter comments in long text 2/2/2009
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Personal Assignment / Home Storage – Changes & Challenges
not allow for electronic approvals.
approvals.
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Personal Assignment / Home Storage – Benefits & Improvements
processes for Home Storage/Personal Assignments
commute mileage for taxable benefits
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Technical Objects
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FRICE-W Objects
– None
– Commute benefit reporting - Identify Home Storage vehicles in a report to reconcile with HR for commute trips.
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FRICE-W Objects (cont.)
– None
– None
– None
– None
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Legacy Conversion Strategy
– Create structure in a excel spreadsheet provided by conversion team
– Export data from legacy into excel file – Clean data – Copy and finish build in an excel spreadsheet provided by conversion team
– Export data from relevant legacy systems – Clean data – Copy and finish build in an excel spreadsheet provided by conversion team
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Legacy Conversion Strategy
– Export data from relevant legacy systems – Clean data – Copy and finish build in an excel spreadsheet provided by conversion team
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Overall Organizational Impact
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Questions?