Fundamentals of Plant Maintenance SAP PM

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Fundamentals of Plant Maintenance:

Questions to ask before you start

John Harrison

SAP

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Objectives



To develop an understanding of SAP EAM / PM



To identify those areas where significant preparation

needs to be done



To identify those areas where key decisions are to be

made / understood



Not to be able to create objects (master data etc. ) nor

to operate the solutions

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SAP Enterprise Asset Management

Design & Specify

 Business planning

 Investment management

 Collaborative specification and design

 Maintenance engineering

 Interfacing CAD systems

 Project management

 Maintenance cost planning

Procure & Build

 Supplier qualification and candidate selection

 Bidding and contract management

 Procurement process

 Document management

 Project management

 Collaborative construction

 Project and investment controlling

Operate & Maintain

 Technical asset management

 Preventive and predictive maintenance

 Maintenance planning and scheduling

 Work order management

 Mobile asset management and RFID

 Contractor management

 MRO and services procurement

 Work clearance management

 Shutdown planning

 Interfacing GIS and SCADA

Decommission & Dispose

 Asset transfer and disposal

 Collaborative disposal management  Document management  Project management  Waste management  Asset compliance  Asset re-marketing

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Steps of the Enterprise Asset Management (EAM) process are integrated

and seamless

1. Capital Projects  Project Management  Collaborative Engineering  Cost Controlling

A Journey Best in class & Advanced Maintenance Techniques

A Fully Integrated, Closed-Loop Process

2. Maintenance Management

 Maintenance Planning

 Resource Allocation

 Maintenance Execution

 Mobile Asset Management

3. Inventory & Spare Parts

 MRO Purchasing

 Storehouse Management

 Spare Parts Optimization

5. Asset Performance Management

 Operator Dashboard

 Balanced Scorecards

 Environmental Compliance

4. Reliability

 Reliability Centered Maintenance

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A journey to excellence: What you decide today affect what

you do tomorrow

RBI / RCM / RBM Operational Risk Analytics

Procurement / Sub Contracting / Quality Management / PP – PM

Integration Maintenance Planning

Work Orders / Notifications / Process Simplification

Master Data / Organization Structure / Agree Processes

Today

Tomorrow

Get the foundation

right

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An Over View: The pieces: Simplified

Ex ec ut ion Functional Locations Equipment Bill of Materials Class Characteristics Task List Work Center Materials

Notification Work Order Maintenance Item Maintenance Plan Measurement Point Mas ter Data Planning Confirmation

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And now the questions?

Or, the arguments

that you will have

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Question: What processes are you supporting? Today & in the

Future.

Others:

• Inspection Rounds

• Automatic Data Collection

• Mobile Maintenance

Worker

• Condition Based

Maintenance

• Cost Budgeting

• Quality in PM

• External / Internal Services

• Refurbishment

• Procurement

• …

STO WCM PM Work Orders Notifications

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Question: Do you know what are you maintaining?



An area? E.g. Pump House



A piece of equipment? E.g. the Pump Set



A part of the equipment E.g. Intake Valve



A process? E.g. Bean Blanching

Technical Objects in Maintenance: Equipment & Functional

Locations

• You should represent an object as a technical object if it is

repaired, not exchanged, in the event of a breakdown. If it is

exchanged then it represented as a material

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Question: Do you know what are your reporting needs?



Do you have regulatory reporting standards? If so what do they require?



To what level of detail (object) do you need / want to report to?



Are the standard reports enough? Do you need to develop your own reports?



What KPI’s do you need?, Create your own?, Procure 3

rd

_{party solution,}

additional SAP product (e.g. OEE)



Do you need “what if” or detail drill down capabilities? Might need additional

products (Hana, Business Objects ..)



Do you need to “model” your PM environment for predictive maintenance? SAP

Infinite Insights, Hana Predictive Analytics

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Question: What are you modelling?



SAP Definition: Functional Location

 an organizational unit within logistics that structures the maintenance objects of a company according to

functional, process-related or spatial criteria. A

functional location represents the place where a maintenance task is to be performed and an area where equipment can be installed.

1. Functional criteria: e.g. pumping station, drive unit

2. Process-related criteria: e.g. polymerization,

condensing

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Question: Do you have a hierarchical structure to represent

your facility?

Structure being represented:

• Building

• Process

• Building & Process

To what level

• Floor

• Equipment

• Equipment Part

• Tag

• Process Step

How this is represented: Functional Location Structure

Indicator

The structure indicator determines the edit mask and the number of the hierarchy levels when you create functional location structures.

The edit mask defines:

•the total length of the functional location number

•the lengths of the individual blocks of the functional location number •the characters allowed

• Numbers --> Edit mask N

• Letters --> Edit mask A

• Numbers and letters --> Edit mask X • Special characters and numbers and letters --> Edit mask S

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Functional Location: Hierarchical Structure - Example

Note: Location Hierarchy

Note: Use of Structure Indicator

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Question: To what level are you modelling?

Is the breakdown

sufficient?

• Too much?

• Too little?

Does it support your

reporting requirements?

Do you install multiple

equipment in one

functional location? Or is

it a 1 to 1 ratio?

Too little detail?

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Question: Are you going to use equipment? If so, what

equipment are you going define?

SAP Definition: Equipment

• an individual, physical object that is to be maintained

independently. It can be installed in a technical system or part of a technical system (functional location). It represents the object on which the technical tasks are performed.

Note: Equipment is installed / de-installed on Functional Locations

Note: A piece of equipment that is installed in a technical object can store the history of its installation location. The system records a usage period for each installation location, enabling you to track the complete

installation history.

Note: some companies have a policy of the “equipment must be in SAP before you can maintain it”. Thus they are continually adding equipment to the system, as it requires maintenance

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Question: Do you use Equipment Structures / Sub Equipment?

Sub Equipment

• Used for transferring of measurement data

• Used to identify maintainable items of the superior

equipment

• Note: If you use many pieces of equipment as individual

objects or equipment hierarchies, without also using functional locations, you should classify the pieces of equipment.

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Test: Question: What is it, Equipment or Functional Location?



What do you think of this retort? Equipment or functional

location?

Equipment Functional Location Functional Locations? Floor 2 Floor 1 How about now?

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Question: Do you need to track resources?

To perform certain operations in a maintenance order, certain resources are required these are called

production resources/tools (abbreviated to PRT ).

 PRT’s are involved in the production and maintenance processes process” E.G., tools, measuring equipment, drawings, NC programs, cranes, scaffolds.

Do you need to monitor wear and tear of PRT’s? Can you restore you PRT’s to a working condition? Do you maintain your PRT’s?

Do you want to see if the resource is available when you need it?

Do you know where (what tasks) the resources are used in?

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Question: Do you need to maintain cars and trucks, buses, trains,

commercial vehicles (tow-trucks, cranes, …), etc.

SAP Definition: a fleet object is an

equipment master record with

fleet-relevant data.

• Identification data (for example, license plate number, chassis number)

• Measurement data

• Transport-relevant data

• Planning data (for example, criteria based on which the fleet object should be replaced)

• Further attributes (for example, fuel card number, key number)

• Engine data

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Question: Do you plan / cost the use of spares, components?

SAP Definition: Maintenance Bill of Material

• a complete, formally structured list of the components

making up a technical object or an assembly. The list

contains the object numbers of the individual components

together with their quantity and unit of measure. The

components can be stock or non-stock spares or assemblies,

which in turn can be described using maintenance BOMs.

Maintenance Bills of Materials are used for

• Materials planning (when using maintenance task lists).

• Materials/spares planning (when using maintenance orders)

• Locating malfunctions (when using maintenance

notifications)

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Question: Do use BOM’s by equipment, functional location, or

generically (material BOM)? And are they complete?

Equipment BOM’s are specific to one piece

of equipment (1:1). Equipment BOM’s can

contain material specific to that piece of

equipment.

Functional Location BOM’s are specific to

one functional location(1:1). Functional

Location BOM’s can contain material

specific to that Functional Location.

Material BOM’s can be linked to many

equipment / functional locations (n:1) via

the

construction type

. Material BOM’s tend

to have more materials assigned as they are

linked to more technical objects



Construction type is on both the

functional location and equipment

masters

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Question: Do you plan report problems down to the assembly

level in Notifications? Influences BOM Construction



Could be a new process?



Will additional training be

required?

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Do you need to add / record additional information to describe

your objects?

The classification system allows you to use characteristics to describe

all types of objects, and to group similar objects in classes – to classify

objects, in other words, so that you can find them more easily later.

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Question: Are you using Maintenance Notification to report problems and

corrective actions? By Equipment? By Functional Locations? By …

Maintenance Notifications

• Can you describe the exceptional technical condition at an object?

• Do you request the maintenance department to perform a necessary task? • Do you want to document work that was performed?

Maintenance notifications document maintenance tasks completely, and make them available for analysis in the long term and can be used to perform preliminary planning and execution of tasks

.

The following notification types are predefined in the standard system

:

 Problem notification: Notification of a malfunction or problem that has occurred

 Maintenance request: Request for tasks to be performed

 Activity report: Documentation of activities that have been performed

Question: Do you need other types of Notifications?

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Question: Are you going to use Notifications to report

problems?

Code being used to describe problem part

Do you have a standardized set of codes for

reporting / describing what happened?

Do you have / need codes for to represent all

the EAM code sets (Catalogs)?

• Activities “A”

• Object Part “B”

• Damage “C”

• Cause Code “5”

• Tasks “2”

How many codes to use in a code group?



Do not get too fine (7 – 20)

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Catalogs Codes: Object Parts Example – Ball Valve

Ball Valve Object Parts Can be grouped Valves Valves Valves Valves Valves Valves Valves Valves Actuator Actuator Actuator Actuator Actuator Actuator Actuator Actuator Actuator

Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and monitoring Control and Monitoring Miscellaneous Valve body Bonnet Flange joints Seat rings Packing/stem seal Seals Closure member Stem Diaphragm Spring Case Piston Stem Seals/gaskets Electrical motor Gear Travel stop Wiring Indicator Instrument, general Instrument, position Monitoring Solenoid valve Pilot valve c

Quick exhaust dump valve Internal power supply Limit switch

Accumulator Others

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Question: Do you need to restrict availability of codes?

Catalog Profile Example: Object Parts: Profile & Notification

Catalog Profile on Organization Tab of equipment and functional location

Naming Convention is important: Wild card usage

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Using SAP & Industry Standards to report failures

Establishing your codes / catalogs cross company agreement is difficult. One option is to use

codes based on industry accepted standards and map the standard to SAP catalogs.

SAP Catalog Standard

Coding (Coding D) ISO 14224 Failure Mode: Tables B.6 – B.12 (Failure Mode as observed by operator – RCM Functional Failure

Damage (Damage C) ISO 14224 Condition; Table B.2

ISO 14224 Failure Mode: Tables B.6 – B.12 (Failure Mode as observed by operator – RCM Functional Failure

Causes (Causes 5) ISO 14224 Cause Table B.3

Activities (Activities PM A) ISO 14224 Maintenance Activity Table B.5 Object Parts (Object Part B) ISO 14224 Maintainable Item; Annex A

For Severity (and other information) create a Classification Class of type 15, and add to Catalog Profile

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Question: Do you plan your work? Then you need:

 Maintenance Tasks: describes a sequence of individual

maintenance activities which must be repeatedly performed within a company.

 Maintenance Strategy: defines the rules for the sequence of

planned maintenance work. It contains general scheduling information, and can therefore be assigned to as many

maintenance task lists (PM task lists) and maintenance plans as required

 Maintenance Item: describes which preventive maintenance tasks

should take place regularly at a technical object or a group of technical objects.

 Maintenance Plan: description of the maintenance and inspection

tasks to be performed at maintenance objects. The maintenance plans describe the dates and scope of the tasks

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Question: How much detail is required in the maintenance

tasks?

Do you need additional information? Long Text

Or additional operational steps?

The detail / steps end up on the work order

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Question: How may items are being scheduled together?

Task List(s) Maintenance Item(s) Maintenance Plan

Do you know how frequently something has to be maintained?

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Question: Do you use / track Maintenance Repair Operations

(MRO) items?

MRO are Supplies consumed in the production process but which do not either become part of the end product or are not central to the firm's output. MRO items include consumables (such as cleaning, laboratory, or office supplies), industrial equipment (such as compressors, pumps, valves) and plant upkeep supplies (such as gaskets, lubricants, repair tools), and computers, fixtures, furniture, etc. Set up in Materials Management

• Do you plan the use / consumption of MRO items?

• Do you know which task / op. step the MRO item will be used in?

• Is the MRO item in the Equipment / Functional Location Bill of Materials? Or added to the task separately?

• Is the MRO item normally kept in inventory or is it a non stock item?

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Work Order Cycle: High Level Overview

PM Notification _{PM Order Creation} PM Order Release

PM Order Purch. Req PM Order Purch. Order

PM Order Purch. Order Goods Receipts PM Order Invoice

PM Order Material Issue PM Order Confirmations PM Order Technical Confirmation

PM Order Business Conformation

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Question: Are you and how are you going to use Work Orders?

Are you going to use the combination of notifications and work orders?

 Associate notifications to order, report causes / tasks etc. back and close out the notification.

Are you going to use work order functions to:

 Are you going to issue materials to the order, or assign people to orders?

 Are you using capacity leveling, capacity checking, availability checks?

 How many types of orders do you need?

 How are costs calculated / budgeted?

 What approvals for release / execution are needed?

 What Maintenance Activity Types are required?

 When is the order Technically Complete vs Business Completion, who does the completion?

• What Shop Floor Papers and other documentation is required to go with the order?

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Question: How are you going to confirm activities on the order?

Individually? One Order One Step Collectively? Many Orders Many Steps

Record actual hours? Estimate remaining hours? Record cause codes etc.? Record Material usage?

Who performs these activities?

Overall Confirmation: Everything about one order

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Question: How do you control materials for the Order / and for

Maintenance?

These are Materials Management functions:

• Who generates the purchase requisition? Manually,

or via the order

• What is the approval process for a requisition? • Who generated the purchase order?

• What is the approval process for Purchase Order? • Who performs the goods receipt?

• Who performs the invoice receipt? • Who reconciles the invoice?

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Thoughts in conclusion: Details, Knowledge, & Objectives

Measurement is the first step that leads to control and eventually improvement.

If you can’t measure something, you can’t understand it.

If you can’t understand it, you can’t control it.

If you can’t control it, you can’t improve it.

Dr. H. James Harrington

If you don't understand how to run an efficient operation, new machinery will just give you new

problems of operation and maintenance. The sure way to increase productivity is to better administrate

man and machine

W. Edwards Demming

Management by objective works – if you know the objectives. Ninety Percent of the time you don’t

Peter Drucker

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Technical:

Transactions:

• Functional Location: IL01, IL02, IL03

• Functional Location Structural Display: IH01

• Equipment: IE01, IE25 (PRT’s), IE31 (Fleet Object), IE02, IE03

• Notification: IW21, IW22, IW23

• Work Order: IW31, IW32, IW33

• Confirmations: Individual IW41, Collective IW44, IW48, Overall IW41

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Keith Lapeyrouse

is a reliability engineer working on Dow's CMMS upgrade project.. He has worked within the petrochemical business in inspection, maintenance, reliability, project, consulting engineering and now IT tool development groups and functions for the past 35 plus years. He is a member of the steering team for the Mary Kay O’Conner Center for Process Safety’s Instrument Reliability Network. He is a Registered Professional Engineer in Louisiana and has a B.S. in Mechanical Engineering and a M.S. in Engineering Science

.

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Thank you

 Contact information:

John Harrison

Senior Solution Specialist

Toronto, Canada

M: 416-505-5841

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