This document summarizes a webinar presented by Marin Municipal Water District (MMWD) on using GuiXT software to improve plant maintenance business processes in their SAP system. MMWD implemented GuiXT to simplify work order creation and other tasks by reducing steps, clicks, and screens. GuiXT scripts guide users through work order entry, time entry, and associated forms while hiding underlying SAP complexity. Ongoing GuiXT development addresses additional user needs like equipment search and linking to other systems. The webinar emphasized starting simply and expanding functionality incrementally while supporting users through mistakes.

1. GuiXT.com
Webinar: Simplifying Plant
Maintenance Business Processes
at Marin Municipal Water District
August 21, 2013
© 2013 Synactive, Inc.

2. • MMWD Intro and Background
• How MMWD Got Started with GuiXT
• Plant Maintenance Business Process Improvement
• Linking to Other MMWD Enterprise Systems
• GuiXT Development at MMWD
• Key Points to Take Home
• Liquid UI Overview
• Questions
Agenda
© 2013 Synactive, Inc.

3. Marin Municipal Water District
© 2013 Synactive, Inc.

4. • Potable & Recycled Water Service
• Oldest Municipal Water
District in California
(1912)
• 185,000 population
• 147 Square miles
• 62,000 Customer
accounts
• Potable & Recycled Water Service
• Oldest Municipal Water
District in California
(1912)
• 185,000 population
• 147 Square miles
• 62,000 Customer
accounts
Marin Municipal Water District
© 2013 Synactive, Inc.

5. • Facilities
• 913 miles of pipe
• 4 Water Treatment
Plants
• 127 Storage Tanks
• 95 Pump Stations
• Watershed- 21,250
acres with 7 Reservoirs
• Staffing
• 240 Employees
• Facilities
• 913 miles of pipe
• 4 Water Treatment
Plants
• 127 Storage Tanks
• 95 Pump Stations
• Watershed- 21,250
acres with 7 Reservoirs
• Staffing
• 240 Employees
Marin Municipal Water District
© 2013 Synactive, Inc.

6. MMWD Technical Staffing
• IT Manager
• 1 Basis / Database Administrator
• 1 SAP / Network Security
• 1 ABAP Programmer
• 2 PC & Network Support Generalists
• 2 GIS Staff
• 3 Business Analysts in Business Units
– SAP support is primary focus
© 2013 Synactive, Inc.

7. MMWD
Enterprise
Applications
SAP
ECC 6-Ehp4
GuiXT
GISEsriArcGIS10.x
Document
Management
OpenTextLivelink
9.7.1
CroozeMODE4.0
IT Strategic Goal: Provide
information to the user when
they need it and where they
need it.
MMWD IT Architecture
© 2013 Synactive, Inc.

8. History of SAP At MMWD
• Original Implementation of 4.6C in 2001 with
GoLive date of December 2001
• Initial Utilization of GuiXT in June 2002
• Technical Upgrade to ECC 6.0, Enhancement
Pack 4, in 2010 with GoLive date of July 23,
2010. This is where we are today.
© 2013 Synactive, Inc.

9. • Public Sector (IS-PS)
• Funds Management
• Financial / Control
• Human Resources
• Payroll / CATS
• Material Management
• Plant Maintenance
• Project Systems
• Public Sector (IS-PS)
• Funds Management
• Financial / Control
• Human Resources
• Payroll / CATS
• Material Management
• Plant Maintenance
• Project Systems
• Utilities (IS-U)
• Customer Services (CIC)
• Billing / Invoicing
• Device Management
• FI/CA Contract Accounts
• Work Management
• Utilities (IS-U)
• Customer Services (CIC)
• Billing / Invoicing
• Device Management
• FI/CA Contract Accounts
• Work Management
SAP: Two Industry Solutions
© 2013 Synactive, Inc.

10. History of MMWD Work Orders and GuiXT
• Background
– Small IT Staff and SAP is not their only responsibility.
– Desire to remain a “vanilla” implementation with minimal
customization.
– Resource Constraints ($ / Time / Training)
– O & M Staff with generally low level of computer skills
• The Usual New System Problems
– Unfamiliar Way to do Familiar Things
– SAP Terminology and Business Processes
– Competing Priorities (get the leak fixed!)
– Training / Insufficient Experience with SAP
• Enter GuiXT
© 2013 Synactive, Inc.

11. Business Processes Improved Using GuiXT
• Work Orders, Notifications
• Equipment Lookup and Display
• Customer Service Searches
• Transaction Navigation
• Equipment & Functional Location Creation
• Measurement Document Creation
© 2013 Synactive, Inc.

12. Reasons for GuiXT Development
• Improve ease-of-use over standard SAP.
• No changes required to underlying SAP code.
• Acquire familiarity with GuiXT tools and
develop internal support resources.
© 2013 Synactive, Inc.

13. Work Orders
• Why was this process originally modified?
– User Issues with SAP terminology
– Lack of understanding how Work Orders affect FI
– Incomplete financial information in the Work Order
• Issues with failed Work Orders occurred in
Accounting
– Created problems in Accounting when they tried to
transfer costs or run settlements at the end of the
month.
• Scripts developed for IW31 and IW32
© 2013 Synactive, Inc.

14. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

15. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

16. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

17. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

18. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

19. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.
At this point the
work order is
complete and
ready to be
saved.

20. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

21. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

22. Steps to create Work Order in native SAP
© 2013 Synactive, Inc.

23. Initial Scripting Effort
• Recorded the complete set of steps to properly
create a work order.
• Modify the recorded script to handle different
parameters such as Order Type, Work Centers,
standardized Operations, etc.
• Develop a Pushbutton Screen to allow any user to
create a work order using the script to achieve the
correct financial settings.
• Add buttons inside IW31 and IW32 for performing
Release / Save / Print / No Print functions.
© 2013 Synactive, Inc.

24. Work Order Creation for Maintenance Groups
© 2013 Synactive, Inc.

25. Work Order Creation for Maintenance Groups
© 2013 Synactive, Inc.

26. Savings Achieved using GuiXT
Standard
SAP
With
GuiXT Savings
Clicks 42 8 34
Keystrokes 59 15 44
Screens 11 4 7
Elapsed
Time 2:20 0:22 1:58
© 2013 Synactive, Inc.

27. Work Order Savings Using GuiXT
Manually Created Work Orders per Month = 624
Average Time Savings per work order = 1:58
Average Time Savings per month = 20.45 hours
Average Time Savings per year = 245 hours
What is harder to quantify is the time saved by
needing fewer investigations into work order
problems.Fewer Problems in Settlement = Better
Relationship with Accounting
© 2013 Synactive, Inc.

28. Work Order Creation for Other Departments
• Leverage existing improvements and offer
department-specific data entry screens to other
groups.
• Support Cost Tracking initiative in Watershed
Management group by integrating the selection
of Standardized Task Lists to achieve a common
set of Work Order Operations for labor charges.
© 2013 Synactive, Inc.

29. Work Order Creation for Engineering Users
© 2013 Synactive, Inc.

30. Task List Assignment for Watershed Management
© 2013 Synactive, Inc.

31. Task List Assignment for Watershed Management
© 2013 Synactive, Inc.

32. New Work Order Enhancement Efforts
• Frustrations with existing MMWD Work Order
business processes
– Increasing time spent on paperwork before and after
field work
• Pent up demand for additional functionality
– Can’t SAP do this…(fill in your favorite desired
process improvement)…for me?
• Desire to reduce time spent on redundant data entry
– Why am I typing the Work Order number AGAIN?!
• Difficulty in finding useful information about the
object to be worked on (Service / Valve / Pipe /
Hydrant, etc)
© 2013 Synactive, Inc.

33. Other Factors at Work
• Work Order Support Staff Position transferred out
– Formerly performed most SAP steps to update and
close work orders
– Shifts more SAP work order steps to Crew Leaders
• New “tech-friendly” manager of System
Maintenance
– Knowledgeable about using SAP
– Desire to get more out of SAP
– Belief in Users Ability to Learn
– Willingness to do hands-on training, lead by example
This last factor cannot be over emphasized.
© 2013 Synactive, Inc.

34. Our Approach
• Focus business process improvement efforts
around the Work Order
– Keep the user in the Work Order context – don’t
send them off to other transactions unnecessarily
• Reduce physical paperwork by moving to forms
linked to the Work Order
• Integrate with GIS and Document Management
where feasible to provide information about
where the crews will be working
• Incrementally add functionality and ease-of-use
improvements
© 2013 Synactive, Inc.

35. Initial Steps Taken in SAP
• Define Crew Leaders and others as Planner
Groups to allow assignment of work orders.
• Use GuiXT to develop a “push button screen”
retrieve open Work Orders for each Planner
Group. This allows the Crew Leaders to pull up
their own work orders.
© 2013 Synactive, Inc.

36. Steps Taken in SAP
Main Work Centers
Planner Groups for Orders
© 2013 Synactive, Inc.

37. Address User Frustrations
• CAT2 – Time Entry Confusion and Redundancy
• Paperwork - Additional paper forms used at
MMWD
– Manual paperwork. Lots of redundant data entry.
• Navigating the Work Order system in general
– How do I find what I need?
– What do various fields mean?
– What transaction codes?
© 2013 Synactive, Inc.

38. Addressing CAT2 Time Entry
• Use GuiXT scripting to:
– Provide streamlined entry form, prepopulated with
useful defaults
– Process the user’s data in a granular form
– Provide reasonable error handling for uncommon,
but possible situations
– Return success or failure messages
© 2013 Synactive, Inc.

39. Time Entry from the Work Order
© 2013 Synactive, Inc.

40. Time Entry from the Work Order
© 2013 Synactive, Inc.

41. Time Entry from the Work Order
© 2013 Synactive, Inc.

42. Time Entry from the Work Order
© 2013 Synactive, Inc.

43. Time Entry from the Work Order
© 2013 Synactive, Inc.
Clicking Step 2 initiates a
second session, and
starts the CAT2
transaction. Each
employee line is
processed individually
and a result message is
returned. The actual
CAT2 processing is
hidden from the user.

44. Time Entry from the Work Order
© 2013 Synactive, Inc.

45. Time Entry from the Work Order
© 2013 Synactive, Inc.

46. Time Entry from the Work Order
© 2013 Synactive, Inc.

47. Time Entry from the Work Order
© 2013 Synactive, Inc.

48. Paperwork Forms Associated with Work Orders
• Multiple types of forms with different uses
– Leak Reports, Street Opening Notices, Encroachment
Permits, New Meter Sets, New Service Turn Ons
• Initial Efforts with MS Word and data merge
were problematic
• Use Notification attached to Work Order
– Use the Classification System to create tables to
store relevant data in each Notification Item.
– Use GuiXT to create the data entry forms and
manage the retrieval and save process of the
Notification Item data.
© 2013 Synactive, Inc.

49. Paperwork Forms Associated with Work Orders
• GuiXT allows us to default in data from work order
and technical objects (reduce duplicate data entry)
including Classification data.
• Encourage/enforce consistency between forms.
• As business needs evolved over time, additional
data fields can be added to the Classification table
and the data entry screen.
• Better data entry screens created using GuiXT,
taking advantage of the usual form controls
(checkboxes, radio buttons, drop down lists).
• Render printable images using HTML in a browser
window or by using Adobe Forms.
© 2013 Synactive, Inc.

50. Work Order Forms
Leak Report
New Service Turn On
Meter
Change
Encroachment Permit
Street Opening NoticeWork Order
© 2013 Synactive, Inc.

51. Leak Report Data Entry Process
© 2013 Synactive, Inc.

52. Forms Selection
© 2013 Synactive, Inc.

53. Leak Report Form
© 2013 Synactive, Inc.

54. Navigating the Work Order – Finding Information
• How do I find what I need?
– Understanding how SAP uses Equipment and
Functional Locations
– How does this map to MMWD-centric naming and
numbering schemes?
• Getting supporting documents for field work
– Sketches and Record Drawings
• Integration/touchpoints with other Enterprise
Systems (GIS & Document Management)
© 2013 Synactive, Inc.

55. Finding the Equipment
© 2013 Synactive, Inc.

56. Finding the Equipment
© 2013 Synactive, Inc.
Search using IH08
(search option-
Equipment by
Equipment List)

57. Finding the Equipment
© 2013 Synactive, Inc.

58. Finding the Equipment (example)
© 2013 Synactive, Inc.

59. Finding the Equipment (example)
© 2013 Synactive, Inc.

60. Finding the Equipment
© 2013 Synactive, Inc.

61. Hyperlinks to GIS and Document Management from
the Work Order
© 2013 Synactive, Inc.

62. Hyperlinks to GIS and Document Management from
the Work Order
© 2013 Synactive, Inc.

63. Extend Functionality to Technical Objects
• Same scripting code used to enable hyperlinks
in the Equipment and Functional Location
records
© 2013 Synactive, Inc.

64. Additional Work Order Functionality Enabled with
GuiXT Scripts
• Enable Creation of Pre-composed Emails
– Integrate Work Order and Technical Object Details into a pre-
composed, pre-addressed email
– Crew Leader can add comments as needed before sending
• Single Button Activation of User Statuses
• Review Materials Charged to the Work Order
• Convert Work Order to Settle to a Project (WBS
Element)
• Record Vehicle Time (and charge through KB21N if
appropriate)
© 2013 Synactive, Inc.

65. Additional Work Order Functionality
© 2013 Synactive, Inc.

66. Enable Creation of Pre-composed Emails
© 2013 Synactive, Inc.

67. • Substantial Improvement over native SAP.
• Training…easier to introduce new users to work orders
with GuiXT hiding some of SAP’s sharp edges and
simplifying the number of steps needed.
• Ongoing GuiXT development as needs arise.
• Other areas we’ve used GuiXT…
Work Orders - Where We Are Today…
© 2013 Synactive, Inc.

68. GuiXT Development At MMWD
In House development
• Work Order Business Process
• Simplified Equipment Lookups
• Enhanced Equipment Displays
• Customer Service Searches
• Transaction Navigation
Outsourced to Synactive Inc. consultants
• Corrosion Control Application to achieve similar functionality in SAP.
• Replaced legacy application after SAP Go Live.
• Performs the creation of Functional Locations, Equipments,
Measuring Points and Measurement Documents.
Here are some examples starting with our Customer Service Screen
© 2013 Synactive, Inc.

69. Enhancements to Customer Service Search
The CIC0 screen
enhanced with some
convenience buttons.
We want to highlight
the simplified Search
function.
© 2013 Synactive, Inc.

70. Enhancements to Customer Service Search
© 2013 Synactive, Inc.

71. Enhancements to Customer Service Search
© 2013 Synactive, Inc.

72. Enhancements to Customer Service Search
© 2013 Synactive, Inc.

73. Enhancements to Transaction Navigation
© 2013 Synactive, Inc.

74. Corrosion Control Application
(created for MMWD by Synactive Consultants)
• Combines SAP screens for Equipment, Functional
Locations, Measuring Points, Measurement Documents
into one interface.
• Automates the Creation of these objects on the fly.
• Users stay within a meaningful context relevant to their
work.
• Over 10 years of stable functioning code.
• Additional code added by MMWD to enable the GIS and
Document Management hyperlinks.
© 2013 Synactive, Inc.

75. Corrosion Control Application
(created for MMWD by Synactive Consultants)
© 2013 Synactive, Inc.

76. • Start Simple and Grow From There
• Mistakes happen - how you handle them makes
a difference
• Support, Support, Support
Key Points to Take Home
© 2013 Synactive, Inc.

77. Start Simple and Grow From There
• Look for the easy wins, the low hanging fruit.
• Smoothing out or simplifying high volume
transactions provides quicker payback.
• Expand use of GuiXT as opportunities arise.
• Don’t overlook GuiXT when thinking of linking to
other systems.
Key Points to Take Home
© 2013 Synactive, Inc.

78. Mistakes happen - how you handle them makes a
difference
• Include Reasonable Error Handling – “To Err is
human, to really screw things up you need a
computer”
• Testing, Testing, Testing – Users will always find an
untested possibility…once the system is live.
• Defensive Programming Techniques – Try not to let an
unanticipated error ruin your day.
Key Points to Take Home
© 2013 Synactive, Inc.

79. Support, Support, Support
• User Support
− Clear Requirements, Testing, Error Reporting, Error
Correction
− Feedback Loop
• Developer Support
− Synactive Support – Including Documentation, Tips &
Tricks
− GuiXT Yahoo Group -
• Professional Support
− Synactive Consulting Assistance
Key Points to Take Home
© 2013 Synactive, Inc.

80. Benefits Realized by MMWD
• Quick and cost-effective way to modify user-interface
• Automated data-entry, reduce redundant data entry
and fewer data entry errors
• Less Actual Paper Pushed
• Reduce end-user training time.
• Enhanced user satisfaction – fewer complaints, less
time spent in correcting errors
• Save Time and Money
© 2013 Synactive, Inc.

81. Thank you for this opportunity to show what
MMWD has done.
Brian Richards
Marin Municipal Water District
brichards@marinwater.org
© 2013 Synactive, Inc.

82. Sapphire 2013
© 2013 Synactive, Inc.

83. SAP
SAP Adobe
Interactive
Forms
Microsoft
Duet
Enterprise
Sybase
Unwired
Platform
J2EE
Stack
ABAP
App
Server
Stack
SAP NetWeaver
Application
Server
SAP
NetW
eaver
Gatew
ay
SAP Internet
Transaction
Server
Web Dynpro
Framework
Telnet/SAP
Console
Browser/
ITS
Mobile
HTML5
ODataSUP Mobile
Workflow Container
Agentry
Middleware
Personas
Fiori
• Deep development
• Silo’d technology stacks for
different interfaces
• Edit-Compile-Debug to slow you
down
• Browser-based alternatives with
latency issues
Today’s Choices
© 2013 Synactive, Inc.

84. Liquid UI WS Platform
SAP
SAP Adobe
Interactive
Forms
Microsoft
Duet
Enterprise
Sybase
Unwired
Platform
J2EE
Stack
ABAP
App
Server
Stack
SAP NetWeaver
Application
Server
SAP
NetW
eaver
Gatew
ay
SAP Internet
Transaction
Server
Web Dynpro
Framework
Telnet/SAP
Console
Browser/
ITS
Mobile
HTML5
ODataSUP Mobile
Workflow Container
Agentry
Middleware
Personas
Fiori
How Can GuiXT Help?
OR
© 2013 Synactive, Inc.

85. How Does GuiXT Work?
SAPGUI
Desktop (PC)
SAP ERP
1
1
3
2
1. User makes
a request via
SAPGUI
(e.g. VA01)
2. SAP
responds
with VA01
screen
3. GuiXT
screen
modifications
are applied
and SAPGUI
draws new
screen for
VA01
© 2013 Synactive, Inc.

86. What is GuiXT?
• GuiXT is the core engine
integrated with SAP ERP (SAP
GUI) for screen customizations
• GuiXT enables screen changes
through creation of scripts using
GuiXT proprietary scripting
language
• Single screen changes only, no
multi-screen aggregation
• Limited extensions (e.g. no
smartphone/tablet or PDF/Excel
integration, etc.)
© 2013 Synactive, Inc.

87. • Native connectivity for iOS
• Continue SAP usage without network connectivity
• Enhanced JavaScript to empower a responsive IT
team
Lean, Agile, Non-Disruptive Business Solution
What is Liquid UI?
Connects directly to SAP through patented connectivity technology
• Built on proven GuiXT technology
• Extends your SAP across both
desktop and mobile devices
• Collapse and aggregate screens,
tabs, and transactions
• Start from SAP, Record Once and
Deploy everywhere
• No Java, ABAP programming; no
3rd party application server
required
© 2013 Synactive, Inc.

88. Designer
• WYSIWYG editor
using Drag and Drop
automation
• Generates GuiXT WS
scripts
• Design screen
layouts to be used
with Liquid UI
Desktop, Mobile, iOS,
etc.
• Eliminates the need
to know controls
names, select control
flow
• Preserves hand
written script changes
© 2013 Synactive, Inc.

89. Workbench
Record And Deploy To All Touch Points
© 2013 Synactive, Inc.

90. Plant Maintenance Planning and Scheduling Console
© 2013 Synactive, Inc.

91. One Development Effort, Deploy Everywhere!
© 2013 Synactive, Inc.

92. Extending SAP to Smartphone/Tablets
© 2013 Synactive, Inc.

93. Extending SAP to Windows Handheld
Barcode/RFID Scanners
© 2013 Synactive, Inc.

94. Liquid UI for Offline
Windows
Mobile Barcode
ScannersLaptops
Challenges:
• No access to SAP for field
workers
• Redundant data entry
• Inaccurate and incomplete data
• No system snapshot resulting in
decreased productivity
Solution:
• Allows users to continue working
with or without network
connectivity
• “Native look and feel of SAP!”
• Integrated / scalable database
• Patented Technology
© 2013 Synactive, Inc.

95. • Web based delivering simplified SAP processes and transactions
• Uses CSS for a fully modernized, customized look (add customer logo)
• Zero footprint delivery of simplified SAP transactions
Browser Smartphones/Tablets
Liquid UI for Web Browsers
© 2013 Synactive, Inc.

96. • Embed WebUI or PDF as iFrame as an embedded HTML
• PDF file is created with workbench
WebUI Integration with Sharepoint
© 2013 Synactive, Inc.

97. Extending SAP to PDF and Excel Front-ends
© 2013 Synactive, Inc.

98. How Can You Get Started?
1) Download trial version of WYSIWYG tool:
http://www.guixt.com/solutions/free_trial.php
2) Download free sample of customized screens of
Plant Maintenance Schedulers and Planners
Console:
http://www.guixt.com/solutions/free_trial.php
3) Download Liquid UI for iOS from the App Store
4) Visit our Utilities Industry website:
http://www.guixt.com/industries/utilities.php
Mobilize And Enable Your SAP Workforce NOW!
© 2013 Synactive, Inc.

99. For more information about
Synactive’s Liquid UI
Solutions:
www.guixt.com
rfi@guixt.com
Tel: 650.341.3310
Thank You!!!
© 2013 Synactive, Inc.