This document summarizes the operational switching program implemented at the California Department of Water Resources (DWR) to safely shut down hazardous energy sources for equipment maintenance. It discusses DWR's implementation of SAP's Work Clearance Management module, including developing master data, configuration, permit and logging screens, tagging printers, and testing. The program went live in 2012 and has resulted in fewer than 5 issues statewide with no operational near misses due to switching. Key lessons learned include the importance of extensive testing and updating master data.

1. A collaboration of:
Work Clearance Management
Operational Switching Achieves Greater
Safety and Best Practice Compliance
Wendy Underhill
State of California – Department of Water Resources

2. ●Who Are We?
●SAP at DWR
●What is Operational Switching?
●WCM at DWR
●Key points to Take Home
●Questions
What I’ll Cover

3. Who Are We? – State Water Project
31 Plants
701.5 miles of canals/ pipelines
21 Lakes/Reservoirs
Generate 7.6 billion kWh year
Use 12.2 billion kWh year
Deliver up to 3.7 million acre ft
H2O
25 million people drinking water
25 million fish produced/salvaged

4. Slide 4
• 1999 First implementation of HR, MM and basic PM
orders on 4.5B
• 2000 Full implementation of PM, FI, FM, CO, PP and
BW
• 2003 Added PM>Impress>Microsoft Project Interface
• 2006 Migration to ECC 6.0 Public Sector (complete PM
data migration)
– added Fleet Management and Work Clearance
Management
– configured custom Operational Logging/Unit Status
section
• 2012 Went live with WCM Operational Switching and
Interface to new Fueling system.
SAP History at DWR

5. What is Operational Switching?
Commonly Referred to as “Lock
Out – Tag Out” (LOTO)
It is the safe shut down of
hazardous energy sources –
which makes it safe to work on
equipment.

6. ELECTRICAL Hazards
WATER Hazards

7. WCM at DWR
What were the issues?
2006 Replacement of homegrown ‘Mapper’ database
OP2 = WCM LOGGING = ?
Scared of SAP
“OTHER”
Safety Concerns
Different Terminology

8. WCM at DWR
What we did/didn’t do in 2006:
Old System:
Approvals = Mapper
Switching = Excel
Logging = Mapper
New System:
Approvals = WCA’s
Sign on/off = WCD’s
Switching = Excel
Logging = Z Programs

9. Slide 9
Icon connections
Multi or Single line
ALV Functionality
Traffic Light Status
Work Clearance Application and Document Reporting

10. Slide 10
WCA:
 Simple Screens
Permit Process for
Approval
Full history
Workflows/e-mails
DWR added links to
other Z Programs

11. Slide 11
Request for Divers Workers Request for Equipment

12. Slide 12
WCD:
 Simple Screens
Permit Process for
Worker Sign On/Off
Full history
Workflows/e-mails

13. Slide 13
WCM at DWR
Customized Reports and Print Forms
Adobe used for
all printed forms
Custom Report to
overcome SAP
date range and
status issues

14. Slide 14
Logging at DWR
Unit Status
Logging –
tracks complete
unit history
Links to post
automatically in
Ops Log.
General log
entries occur all
day

15. Slide 15
Operational Log
 Midnight Reporting from SAP
Portal/Adobe Interactive Forms
All Unit Status Entries
All Operational Log Entries
List of Active Clearances (WCD’s)
List of Current Unit Statuses
WCA’s and WCD’s
Operations staff GUI mapped to
client with no time out
This is our LEGAL document

16. Slide 16
2012! Ready for SAP Switching………..or
“What we didn’t do in 2006”
Stage 1
Stage 2
Stage 3
Stage 4
Stage 5
Stage 6
Define initial system settings
Set up system master data
System Design Testing
Develop Business Process & Perform Final Acceptance
Testing
Develop Training Materials
Training & Go-live
Vitally Important !!!!

17. Slide 17
Master Data
 WCM uses Structural Lists
All equipment used for ‘switching’ must
be listed and ‘unique’
Equipment master data needs to be
linked to special classification
Equipment must be mapped in
Configuration to Operational Class and
possible conditions (e.g. Open/Closed,
On/Off). WCC8

18. Slide 18
WCD Maintenance Screen

19. Slide 19
Safety – Conflict Checks
Pump A Repair Pump B Repair
Tagged Condition = CLOSED Tagged Condition = CLOSED
Untagged Condition = OPEN Untagged Condition = OPEN
Valve X

20. Slide 20
WCD Switching Screen

21. Slide 21
Placement/Removal Forms
Used to perform
switching/sign on/off
Color coordinated
Carries over long
text based on
triggers
Kept at ACC –
Mobile Devices will
be used in future!
.

22. Slide 22
Tags and Printers
Thermally Printed Tags
are:
Heat Resistant
Fade Resistant (2 yrs)
Oil Resistant
Water Resistant
Will not tear
Uniquely numbered
Operators can map to different plants/printers using custom ‘Z’ transaction

23. Slide 23
Switching Details on List Edit

24. Slide 24
Key Points
o Since October – less than 5 issues with system statewide (all user error)
and no Operational near miss or miss issues due to switching!
oWCM Can be implemented in stages and/or Plant by Plant
oPlants can be configured differently
oSystem can be customized – lots of user exits
oProject relies on master data – Dev/QA must be refreshed from Prod
oMust be tested extensively in development

25. Slide 25
Key Points
oMaster Data needs to be updated in Production before testing in Dev
oMaster data has to be mapped in SPRO separately in each client
oTerminology is learned in a few days
o2 Day Training Sessions with 6 month access to sandbox
oEnhancement Packs add ability to customize screens
oWould I do it over again – YOU BET – ONLY MUCH SOONER!

26. Slide 26
QUESTIONS

27. A collaboration of:
Wendy Underhill
State of California – Department of Water Resources
wunderhi@water.ca.gov