Draft Buildable Map for PMR - SAP Help Portal

PUBLICDocument Version: 2105 – 2021-05-21

Draft Buildable Map for PMR

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Content

1 Preventive Maintenance Review (DRAFT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

2 Creating an Assessment of Type PM Review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52.1 Step 1: Enter General Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62.2 Step 2: Define Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62.3 Step 3: Confirm Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72.4 Step 4: Define Strategy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72.5 Step 5: Assign Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92.6 Step 6: Assign Failure Modes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102.7 Step 7: Risk Assessment (planned). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112.8 Step 8: Benefit and Recommendations (planned). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112.9 Step 9: Preview PM Review and Finalization (planned). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

2 PUBLICDraft Buildable Map for PMR

Content

1 Preventive Maintenance Review (DRAFT)

Set up a review project to improve preventive maintenance in your company. Improve the preventive maintenance strategy and reduce costs - reduce maintenance issues - minimize risks.

Preventive Maintenance Review (PM Review) is part of the cloud-based SAP Asset Strategy and Performance Management (ASPM). It is integrated with SAP Enterprise Resource Planning (SAP ERP) and SAP Asset Intelligence Network (SAP AIN). You can build a relation between maintenance data in SAP ERP and SAP AIN. A convenient way to assess your maintenance plans and to display cost for all instructions belonging to one technical object.

Scope Defining

As scope for the review project you can choose equipment and functional locations you identified as critical. All maintenance plans and tasks assigned to those technical objects will be taken from the assigned SAP ERP and SAP AIN system and shown collectively in PM Review.

PM Review offers a view on disaggregated information about maintenance activities combined with a collection of related information like documents, manuals, common types of failures, observed causes, information about risk levels and causes why preventive tasks have been introduced.

This holistic view on various information enables a team of nominated maintenance experts to review all the preventive maintenance tasks (from SAP ERP systems) and inspection activities (from SAP AIN systems), enables them to judge on how effective these activities are in terms of improving failure elimination and helps to decide on risks and cost. The experts should take reasons for activities like safety or environmental compliance, impact on certain types of degradation mechanism into account, compare activities with recommended standards and finally decide which activities should be retained or discontinued.

The experts can review the related maintenance strategies (instructions) and activities (tasks). The experts should come together on a regular basis to brainstorm and give recommendations with the aim to improve the maintenance for equipment and functional locations in focus. Assigned documents, like manuals, analytic reports as well as day-to-day experience should be taken into account to advise.

During brainstorming and working with the PM Review project the experts might for example decide to delete instructions, failure modes or causes assigned to technical objects. The dependency remains untouched in the original system, the deletion will only be saved for the processed PM Review.

The process of defining and reviewing such a project is very collaborative and might take several weeks until recommendations by the involved experts are prepared and ready to be communicated to management level. Once management approved the recommendations, the related maintenance plans can be updated and optimized accordingly manually in SAP ERP. Optimization has begun.

A wizard guides a moderator and the team of maintenance experts through the review process and supports to accomplish the review project.

Draft Buildable Map for PMRPreventive Maintenance Review (DRAFT) PUBLIC 3

Prerequisites and Technical Details

As a prerequisite for a preventive maintenance review project you should have been working with Enterprise Asset Management (EAM) using maintenance plans for a few years.

PM Review is built on a micro service structure and developed on SAP Cloud Platform Cloud Foundry.


Preventive Maintenance Review (DRAFT)

2 Creating an Assessment of Type PM Review

Create a review project to improve preventive maintenance in your company.

Prerequisites

You have created a PM Review assessment template:

● The assessment template has type Risk and criticality.● The template has status Published or In Revision.● You have defined roles Moderator and Approver as optional/required.● You have assigned Equipment and Locations.● You have entered a risk matrix based on dimensions.● You have entered other typical data for assessment templates

Create PM Review

1. In ASPM space, choose Preventive Maintenance Review List Report.2. Choose New Review. Enter a description and choose an PMR assessment template.

A wizard guides the moderator and the team of maintenance experts through the review process and supports to accomplish the review project.

The Wizard's Steps

1. General Data: In wizard step 1 you define general data for the PM Review project and describe all collected information about the technical objects in focus. For every PM Review, a set of people would be assigned. They would be responsible for collecting all the information about the equipment and functional location including reviewing.

2. Scope Definition: In step 2 you define the scope for the PM Review and assign technical objects you identified as critical.

3. Scope Confirmation: In step 3 the moderator finally checks the data and requests approval from the Approver. The Approver reviews the defined scope and either confirms or rejects the request.

4. Strategy Definition: Aim of step 4 is to define the best recommended maintenance strategy for the pieces of equipment in scope. The maintenance strategy has been assumed to be a type of maintenance instruction. Each planned maintenance instruction is supposed to avoid a set of failure modes (causes) that deteriorate the operation of the technical object.

Draft Buildable Map for PMRCreating an Assessment of Type PM Review PUBLIC 5

5. Acitivity Assignment: In step 5 you assign activities (maintenance tasks including cost information copied from SAP ERP) to the instructions of your strategy (where you defined the requirements for the technical objects in focus).

6. Failure Mode Assignment: Each planned maintenance instruction is supposed to avoid a set of failure modes (causes) that deteriorate the operation of the technical object. In step 6 you assign or delete those failure modes (causes) (coming from SAP AIN) to the instructions of your strategy.

7. Risk Assessment (planned): In step 7 the you configure the risk matrix for each instruction. Mitigated and unmitigated risks are shown in the risk matrix.

8. Benefits and Recommendations (planned): In step 8 the experts advise and give recommendations.9. Preview PM Review and Finalization (planned): Step 8 finalizes the PM Review project.

2.1 Step 1: Enter General Data

In step 1 you define general data for the PM Review project and describe all collected information about the technical objects in focus.

Procedure

1. Define a priority, a due date and responsibilities for roles like approver. Describe the scope of the PM Review project.

2. Describe as long texts boundaries for the project, common parts of replacements, common types of failures and observed causes.

3. Assign important documents, for example manuals or analytics reports.

2.2 Step 2: Define Scope

In step 2 you define the scope for the PM Review and assign technical objects you identified as critical.

Context

Which technical objects need to be reviewed? For example, you select technical objects with a similar operational context (for example equipment installed at a location, a location itself or equipment not installed anywhere). All existing technical objects will be passed through from SAP AIN system.


Creating an Assessment of Type PM Review

Procedure

1. Under Equipments, choose Assign.2. Under Locations, choose Assign.

2.3 Step 3: Confirm Scope

In step 3 the moderator finally checks the data and requests approval from the Approver.

Context

A status management is used to control which role is allowed to, for example create a PM review, to request or approve scope, to reject, delete or finalize reviews.

Procedure

1. The Approver reviews the defined scope and either confirms or rejects the request. The approver should be someone knowing well the pieces of equipment in focus.

2. Once the scope has been Approved, steps 1-3 cannot be changed anymore, the data is now read-only. The Moderator and the team of experts can proceed to work with the PM Review.

For approved requests, the status changes from “Review started” to “Review in Progress”.

Rejected requests will be send back to moderator.

2.4 Step 4: Define Strategy

Aim of step 4 is to define the best recommended maintenance strategy for the pieces of equipment in scope by a list of maintenance instructions.

Prerequisites

● Step 4 and the following steps are available once the PM Review has been approved.● Defining instructions is mandatory, it is a prerequisite for the following steps.


● Data for technical objects in SAP AIN and SAP ERP have been mapped.

Context

Each planned maintenance instruction is supposed to avoid a set of failure modes (causes) that deteriorate the operation of the technical object. Experts review and compare the currently existing instructions for each technical object and ensure that they are defined as per overall maintenance strategy identified for these technical objects. In a typical case, most of the similarly managed technical objects would have a similar strategy.

Procedure

1. Select a technical object in the shown list to display instructions of type Planned Maintenance already assigned to this technical object. The referring data from the common Asset Central / ASPM database will be displayed.

2. Review the strategy. Assign instructions to the currently selected technical object or remove assignments.

○ When assigning new instructions, only published and not yet assigned instructions relevant for the selected technical object will be shown.

○ If you want to add completely new instructions to your selected technical object, you need to directly create/change them in SAP AIN. Changes will be shown immediately in PM Review and can then be assigned.

○ To remove assignments of instructions to the selected technical object, mark an instruction and choose Remove.

Results

When assigning or deleting instructions in PM Review this dependency will only be saved for the processed PM Review.



2.5 Step 5: Assign Activities

In step 5 you assign activities (maintenance tasks including cost info copied from SAP ERP) to the instructions of your strategy (where you defined the requirements for the technical objects in focus).

Context

This assignment is important for visualizing the maintenance cost for technical objects later on.

There is no default assignment of activities to instructions.

Is the list of assigned activities complete? Activities for similarly managed technical objects might follow similar trends. Based on the maintenance strategy experts now need to review the maintenance activities that are already assigned to an equipment or location, remove activities or assign new activities. By that, maintenance instructions will be enhanced by detailed activities, information about maintenance cost will automatically be included.

Data for technical objects in SAP AIN and SAP ERP have been mapped. All existing maintenance plans, items, object lists, task lists and operations for the technical objects assigned to the PM Review are copied from an assigned SAP ERP system and appear in PM Review as activities. Data is copied to an Asset Central / ASPM maintenance database. Now you are able to assign activities which relate to the timestamp when your PM Review was approved. Updates in the SAP ERP system performed after this timestamp will not be taken into account for the current PM Review.

Procedure

1. Enter a piece of equipment to display all assigned instructions.2. Add or delete activities.

○ Mark an instruction and choose Assign to display all available activities for the currently selected technical object.

○ Mark an instruction and choose Remove to delete the assignment of the activity to the instruction.3. To display assigned instructions, mark an instruction. All assigned activities will be displayed.

Results

When assigning or deleting activities in PM Review the dependencies will only be saved for the processed PM Review.

One advantage of PM Review, you can display the cost of instructions. By changing the display settings, you can display cost and various other fields of the SAP ERP tasks (activities).


2.6 Step 6: Assign Failure Modes

In step 6 you assign or failure modes (causes) (coming from SAP AIN) to the instructions of your strategy.

Context

Each planned maintenance instruction is supposed to avoid a set of failure modes (causes) that deteriorate the operation of the technical object. This deterioration continuously happens because of erosion, corrosion or parts that are used within the technical object. Slow deterioration of parts finally results in functional failure of technical objects.

In PM Review maintenance experts view a list of causes assigned to pieces of equipment and link them with planned instructions for that technical object.

Procedure

1. Enter a piece of equipment to display all assigned instructions.2. Some instructions might already have assigned failure modes by default. To display them, mark an

instruction. All assigned failure modes will be displayed.3. Add or delete failure modes to instructions:

○ Mark an instruction and choose Assign to display all available failure modes for the currently selected technical object.

○ Mark an instruction and choose Remove to delete the assignment of the failure modes to the instruction.

Results

When assigning or deleting failure modes in PM Review the dependencies will only be saved for the processed PM Review.

If you permanently want to add or delete failure modes, you need to directly change the failure modes in SAP AIN. Changes will be shown immediately in the PM Review.



2.7 Step 7: Risk Assessment (planned)

In step 7 you maintain risk reduction possible by performing instructions included in the maintenance strategy. A risk matrix shows mitigated and unmitigated risks.

Once user as completed step 4, 5 and 6, the maintenance team is able to understand how often equipment may fail to deliver its intended function if activities linked with a planned instruction is not performed. The experts are also able to estimate consequences of these potential failure allowing them to identify operational risks that particular technical objects may pose if a particular planned instruction is not executed.

2.8 Step 8: Benefit and Recommendations (planned)

The whole team of experts should come together, review the information for the set of technical objects in focus. They brainstorm at the whiteboard, discuss and give recommendations to improve the maintenance.

A cost chart helps to estimate cost incurred to perform the activities and corresponding risk reduction it offers. These inputs help in taking decision if a particular set of preventive activities should be performed without any change or it can be optimized by changing frequency or removed altogether.

2.9 Step 9: Preview PM Review and Finalization (planned)

In step 9 you finalize the PM Review.

You can now update maintenance plans in SAP ERP manually according to the recommendations.


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