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Sap 407 addressing challenges - controlled documents in asset management v5

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Addressing the challenges of Asset Management with SAP Extended ECM by OpenText

Addressing the challenges of Asset Management with SAP Extended ECM by OpenText

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  • SAP Plant Maintenance (PM) provides you with a comprehensive solution for all maintenance activities that are performed within a company.
    Identify, document, and correct failures and degradations of any assets for which you have responsibility.
    Plan and schedule activities to prevent or predict failures and keep assets and processes operating within design specifications.

    Major Aspects of SAP Plant Maintenance
    Management of Technical Objects: Organize master data objects such as functional locations and equipment master records.
    Corrective Maintenance: Refers to the activities conducted by the maintenance organization to repair equipment of all forms within their area of responsibility
    Preventive Maintenance: Is a discipline that uses processes and activities that focus on the prevention of failures or performance degradation before it occur.

    SAP Plant Maintenance is closely integrated with other solutions, for example, SAP Materials Management, SAP Production Management, and SAP Sales and Distribution.
    You can enhance SAP Plant Maintenance as well as the other SAP solutions with SAP Extended ECM.
  • The overall structure of a plant is reflected in the hierarchy of functional locations. A functional location represents an area at which pieces of equipment can be installed. You can manage your functional location and equipment documents easily in SAP Extended ECM (xECM) Business Workspaces.
  • Maintenance notifications describe the condition of a technical object or report a malfunction at a technical object and request the damage be repaired. You can manage your notification documents easily in SAP Extended ECM (xECM) Business Workspaces. In addition, in the same screen you are able to see the documents of the actual notification, of the related technical objects (functional location, equipment), and of the related maintenance orders.
  • Maintenance task lists describe a sequence of individual maintenance operations which must be performed repeatedly within a company. An operation specifies amongst others the documents required for the maintenance task. You can reference your documents easily in SAP Extended ECM (xECM) Business Workspaces for task lists. A maintenance order, which has been created based on a maintenance task list, takes over the referenced documents automatically.
  • Very often technicians require the work orders assigned to them to be printed. And it‘s not only the work itself, this print includes supporting documents managed at the work order, at the notification, at the functional, or at the equipment.
  • 14
  • 16
  • You use Incident Management to initially record and then review and complete incidents, safety observations, and near misses to fulfill your environment, health, and safety requirements on a regional and global scale.
  • The SAP Waste Management supports you in handling waste disposal processes, complying with national and international regulations and laws that are relevant for generation, transport, and disposal, and distributing costs proportionally among the departments within the enterprise that generated the waste.
     
  • The specification is the central data object for mapping substances, agents, packagings, waste codes, and dangerous goods classifications in the SAP component Environment, Health and Safety (EH&S).
    A specification is a description that uses identifiers and value assignments such as physical and chemical properties, medical advice, and details on transport and storage.

    Specification Category / Possible Specification Types
    Substance /Real substance, listed substance
    Agent / Noise, dust, real substance
    Packaging / Box, barrel, bottle
    Waste code / Waste code
    Dangerous goods classification / Specification types according to the regulation families
  • Another excellent example for business relationships resides inside plant maintenance. In plant maintenance we have the technical objects ‚Functional Locations‘ and ‚Equipment‘. A plant is modeled in SAP PM in a hierarchical way by using these technical objects.
    Obviously, each functional location and each equipment has its own business workspace. The hierarchy, however, is a relationship that is used very often for understanding the setup of the plant and in the Extended ECM UI or in MS Outlook for navigation to the equipment and functional locations of interest.

    Looking at scheduled and unscheduled maintenance the related business objects maintenance notification and maintenance order get of interest. Especially in the case of failure analysis in the sense of root cause analysis many collaboration happens between different users, e.g. a control panel operator, a plant operator, a technician and a reliability engineer. In this situation a collaborative workspace connected to a maintenance order issued for the failure analysis is a tremendous support for the failure analysis business process.
  • MMG was the first implementation of the PM blueprint (toolkit) in the world
    PM Blueprint solution materialized with feedback from a number of customers including MMG, Belgian Railways and Hydro
    Really quick to implement. Provides a large reduction in implementation effort.
    Actual implementation was really easy and surprisingly uneventful, given the ramp up nature of the product which is a credit to the development team in OT Germany. Everything worked out of the box. XECM development and configuration time reduced by 80% (excluding other related ECM and Architecture)
    Some unique requirements identified during testing that were fed back to the development team and have been incorporated into the later releases to help benefit all customers. I.e. relationship to General Task List in addition to Equipment Task List
    Due to Go Live in March 2014 (Limited by larger SAP implementation)

  • What it is…
    An integration blueprint
    An accelerator designed to help shorten the implementation effort and reduce the risk for the implementation of XECM for Plant Maintenance
    A best practice development design to meet the needs of 95% of customers as opposed to 95% of customer needs
    What it isn’t…
    An ECM design document
    A controlled document library design
  • Preferred method of implementing SAP PM integration is in conjunction with a controlled document library.
    Documents are unlikely to have a 1:1 relationship with SAP Objects
    Controlled documents need to be managed in the context of business processes
    It is not recommended to only implement the controlled library for asset management only
    Consider the design for your controlled document library in conjunction with SAP, not independently.
    Existing customers with controlled document libraries may require some changes or a design validation
    Consider SAP in your workflow approval. I.e. is the SAP object you are linking to relevant for the approval?
    A taxonomy will be required (At least level 1)
    Reporting can have a big impact on your design (consider web reports)



  • UI choice can have a considerable impact on your design. Incorporate your UI strategy in the design phase so the design can be adapted.
    The workspace design and approach has a big dependency on the number of workspace you intend using. I.e. 600,000 workspaces in a single folder
    The are ways to get around developing complex workspace structures (which require enhancements) to minimize the number of folders. i.e. search forms or virtual folders with real location of SAP workspaces hidden to avoid them as a navigation
    Consider parent vs child relationships as part of your documents location or shortcuts. I.e. 100 of the same truck = 100 equipment’s = 1 Material. If you store a manual, the logical place to store the document is at the material, not the equipment and use folder based relationships to expose it.
    Do not underestimate the effort for data migration. SAP adds complexity
  • If you are part of a larger SAP project, leave additional time for each cutover. XECM is not as simple as transports
    Check change objects for SAP – These are often switched off by the SAP functional consultants
    Switch off auto create and manually control the creation process of workspaces for migration.
    Can slow the SAP data takeon if you encounter CS issues.
    Consider the interdependencies between objects in your cutover plan for data migration
    Create Task Lists – Migrate Documents – Create Work Orders
    Note the fresh and upgrade process for each client. Refreshing the system or applying service packs may impact the SAP connection in a variety of ways. I.e. impersonation is switched off and needs to be switched on again.
    Limit customization where possible (impact on the ability to upgrade)
  • Transcript

    • 1. INSIGHT. INNOVATION. IMPACT.
    • 2. INSIGHT. INNOVATION. IMPACT. Addressing Challenges: Controlled Documents in Asset Management Thomas Demmler (@thomasdemmler) Director Product Management SAP Solutions OpenText Athol Hill (@atholhillecm) SAP Practice Lead Stonebridge Systems
    • 3. Copyright © OpenText Corporation. All rights reserved. ECM for Enterprise Asset Management Challenges Operations Easy, Quick, All Compliance Controlled, Traceable, Secure Worker’s Health and Safety MSDS, Incidents Knowledge Management Outsourcing, Retirement, MRO Staff Shortage Environmental Compliance Waste, Air, Certificates Indirect Procurement Correct, In Budget How to Accomplish it Efficiently? Maintenance Projects Structured, In Time
    • 4. Copyright © OpenText Corporation. All rights reserved. Operation and Maintenance ConstructionProject Portfolio Mgmt. EngineeringAcquisition, Rental ECM for PPM ECM for EPC ECM for EAM ECM for Enterprise Asset Management Overall Picture Building DocumentsConstruction Procurment Procurement Project System DetailedDesign Preparative Documents ConceptualDesign Researchand Feasibility AuthorityPermission ContractManagement Portfolio & Project Management Maintenance Documents Inspection, Maintenance,Repair Environment,Health& Safety Purchasing,Logistics ChangeandRevision Projects Decommissioning Handover,Introduction, CheckingandApproval Commissioning Plant Maintenance EHS Procurement
    • 5. Copyright © OpenText Corporation. All rights reserved. ECM for Enterprise Asset Management Blueprints The purpose of a Blueprint is to provide a best practice for an implementation in a specific business context. A Blueprint consists of documentation and a sample implementation. It is not part of the product and is therefore not covered by product maintenance.
    • 6. Copyright © OpenText Corporation. All rights reserved. ECM for Enterprise Asset Management Blueprint: SAP Plant Maintenance Extended ECM provides Business Workspaces for key business objects in plant maintenance Plan and Design Procure and Build Commission Operate Maintain Decommission Asset Lifecycle Functional Location Equipment Material SupplierProject Maintenance Notification Maintenance Order Task List
    • 7. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance - Management of Technical Objects Functional Locations & Equipment Related Functional Locations Related Maintenance Orders Related Maintenance Notifications SAP Functional Location: R01-U-REF Reformer Content Key Functional Location Information Activity Feeds Relationships Content Filters
    • 8. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance - Corrective Maintenance Maintenance Notifications Related Equipment Related Functional Location Related Maintenance Order SAP Maintenance Notification: 10001950 Strange noise in motor Content
    • 9. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance - Preventive Maintenance Maintenance Task Lists & Orders SAP Maintenance Task List: ASM_LOCO 06 Operations Content Drag & Drop
    • 10. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance Work Order Printing SAP Maintenance Order: 818981 M17-002 motor maintenance Work Order Print Preview • Data + selected documents • Origins from work order, notification, equipment, functional location, material • Huge flexibility
    • 11. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance Work Order Printing (Video)
    • 12. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance SharePoint Access SAP Equipment: P-3000-N001 Electric pump 001 Key Equipment Information Content Relationships Functional Locations Equipment Maintenance Notifications Maintenance Orders Materials
    • 13. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance SharePoint Access (Video)
    • 14. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance SAP Portal Access Also available for SAP NetWeaver Portal on Device SAP Vendor: C.E.B. Berlin (1000) Key Vendor Information Content + Relationships
    • 15. Copyright © OpenText Corporation. All rights reserved. ECM for SAP Plant Maintenance SAP Visual Enterprise (Video)
    • 16. Copyright © OpenText Corporation. All rights reserved. ECM for Enterprise Asset Management Manage Content at Your Day-to-Day Tasks MS SharePoint SAP ECC SAP Portal ECM Web MS Windows E-mail & MS Office Mobile Devices SAP CRM / SRM
    • 17. Copyright © OpenText Corporation. All rights reserved. ECM for Enterprise Asset Management SAP Environment, Health, and Safety
    • 18. Copyright © OpenText Corporation. All rights reserved. ECM for SAP EHS – Health and Safety Incident Management SAP Incident: 42 Explosion at the pump Content Key Incident Information Search
    • 19. Copyright © OpenText Corporation. All rights reserved. ECM for SAP EHS – Environmental Compliance Waste Management Content Search SAP Waste Generator: IDES_3000 IDES Plant New York
    • 20. Copyright © OpenText Corporation. All rights reserved. ECM for SAP EHS – Product Safety Specification Management SAP Substance: P182 Industry cleaner EASY-Clean Content Search Typical Reports: • Standard Operating Procedures (SOP) • Material Data Sheets (MSDS) • Storage of raw reports as well as final reports
    • 21. Copyright © OpenText Corporation. All rights reserved. ECM for Enterprise Asset Management ECM Solutions on the SAP Business Model 21 SupplierMaterials SAP MM SAP FI, SRM Projects SAP PS, PPM Customers SAP SD, CRM Products SAP PLM, QM Assets & Plants SAP PM, EHS Maintenance Projects Indirect Procurement
    • 22. Stonebridge Experience with PM Blueprint Controlled documents
    • 23. Copyright © OpenText Corporation. All rights reserved.  MMG was the first implementation of the PM blueprint (toolkit) in the world  Site is due to go live March 2014  PM Blueprint solution built through feedback from MMG, Belgian Railways and Hydro Tasmania  Provides a large reduction in implementation effort.  Implementation was simplified with minimal issues – credit to OT Germany development team.  Unique requirements and changes identified during testing fed back to the development team for updates to the product – still ongoing
    • 24. Copyright © OpenText Corporation. All rights reserved. About the PM Blueprint  What it is…  An integration blueprint  An accelerator designed to help shorten the implementation effort and reduce the risk for the implementation of XECM for Plant Maintenance  A best practice development design to meet the needs of 95% of customers as opposed to 95% of customer needs  What it isn’t…  An ECM design  A controlled document library design
    • 25. Copyright © OpenText Corporation. All rights reserved. Controlled Documents & SAP  Preferred method of implementing SAP PM integration is in conjunction with a controlled document library.  It is not recommended to implement the controlled library for asset management only  Consider the design for your controlled document library in conjunction with SAP, not independently.  Existing customers with controlled document libraries may require some changes or a design validation  Consider SAP in your workflow approval  A taxonomy will be required (At least level 1)  Reporting can have a big impact on your design Preferred Method Controlled Document Library SAP Object Shortcut
    • 26. Copyright © OpenText Corporation. All rights reserved. Task List Controlled Document Library Overview Drawing Library Controlled Document Library Operation 010 – Change Oil Operation 020 – Rotate Tyres Draftsperson, Engineer Technician, Reliability Engineer, Maintenance Planner, Administrative Assistant Operation 030 – Change washer fluid Operation 040 – Change cam belt Work Order Operation 010 – Change Oil Operation 030 – Change washer fluid
    • 27. Copyright © OpenText Corporation. All rights reserved. SAP Design  UI choice can have a considerable impact on your design.  The workspace design and approach has a big dependency on the number of workspaces you intend using. I.e. 600,000 workspaces in a single folder  The are ways to get around developing complex workspace structures (which require enhancements)  Consider parent vs child relationships as part of your documents location or shortcuts.  Do not underestimate the effort for data migration. SAP integration adds complexity
    • 28. Copyright © OpenText Corporation. All rights reserved. Tips  If you are part of a larger SAP project, leave additional time for each cutover. XECM is not as simple as transports  Check change objects for SAP – These are often switched off by the SAP functional consultants  Switch off auto create and manually control the creation process of workspaces for migration.  Can slow the SAP data takeon if you encounter CS issues.  Consider the interdependencies between objects in your cutover plan for data migration  Create Task Lists – Migrate Documents – Create Work Orders  Note the fresh and upgrade process for each client. Refreshing the system or applying service packs may impact the SAP connection in a variety of ways. I.e. impersonation is switched off and needs to be switched on again.  Limit customization where possible (impact on the ability to upgrade)
    • 29. The OpenText Innovation Lab Help us drive the next Generation of User Experience for SAP Extended ECM INSIGHT – INNOVATION – IMPACT
    • 30. Thomas Demmler Email: thomas.demmler@opentext.com Twitter: @thomasdemmler Athol Hill Email: athol.hill@mac.com Twitter: @atholhillecm LinkedIn: http://www.linkedin.com/in/atholhill

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