SAP_PM_0410

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SAP Plant MaintenanceSAP Plant MaintenanceBest PracticesBest Practices

By Terrence OHanlon, CMRP

PublisherReliabilityweb.com and Uptime Magazine

Copyright 2010 Reliabilityweb.com

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SummarySummary A survey of 700 maintenance managersA survey of 700 maintenance managers

and reliability engineers on theirand reliability engineers on theirimplementation and use of SAP Plantimplementation and use of SAP Plant

MaintenanceMaintenance

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SummarySummary The role of the maintenance managersThe role of the maintenance managers

and reliability engineers does not includeand reliability engineers does not includedecision to implement SAP Plantdecision to implement SAP Plant

MaintenanceMaintenance

Most decisions to use SAP were madeMost decisions to use SAP were madeoutside the maintenance managers andoutside the maintenance managers and

reliability engineers sphere of influencereliability engineers sphere of influence

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SummarySummary The maintenance managers and reliabilityThe maintenance managers and reliability

engineers must adapt and master SAPengineers must adapt and master SAPPlant Maintenance to as a managementPlant Maintenance to as a management

and decision support tooland decision support tool

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SAPPlantMaintenanceBestPractices: IsyourcompanyrunningthelatestversionofSAP?

Is your company running the latest version of SAP?Is your company running the latest version of SAP?

YesYes

NoNo

Additional CommentAdditional Comment

384 (63 %)384 (63 %)

228 (37 %)228 (37 %)

0 (0 %)0 (0 %)

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SAPPlantMaintenanceBestPractices: HowlonghasyourcompanybeenusingSAPPlantMaintenance(PM)?

How long has your company been using SAP Plant Maintenance (PM)?How long has your company been using SAP Plant Maintenance (PM)?

Not using SAP PMNot using SAP PM

Less than 1 yearLess than 1 year

11--5 years5 years

More than 5 yearsMore than 5 years

69 (11 %)69 (11 %)

74 (12 %)74 (12 %)

249 (40 %)249 (40 %)

234 (37 %)234 (37 %)

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CommentComment --

Slide 6Slide 6 shows that the majority ofshows that the majority of

the respondents to the survey werethe respondents to the survey wereMatureMatureusersusers Having been onHaving been on

SAP for more than 1 year.SAP for more than 1 year.

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SAPPlantMaintenanceBestPractices: Didyourcompanyeverruna"bestofbreed"CMMSthatwasnotpartoftheSAPERPPackage? Ifso...

Did your company ever run a "best of breed" CMMS that was not paDid your company ever run a "best of breed" CMMS that was not part ofrt of

the SAP ERP Package? If sothe SAP ERP Package? If so -- please enter the name of the software (i.e.please enter the name of the software (i.e.DatastreamDatastream 7i, MRO etc...) in the comments box7i, MRO etc...) in the comments box

YesYes

NoNo


200 (34 %)200 (34 %)

387 (66 %)387 (66 %)

0 (0 %)0 (0 %)

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SAPPlantMaintenanceBestPractices: WhydidyourcompanyreplacethebestofbreedCMMSwithSAPPM?(checkallthatapply)

Why did your company replace the best of breed CMMS with SAP PM?Why did your company replace the best of breed CMMS with SAP PM? (check all(check all

that apply)that apply)

We have always run on SAP PMWe have always run on SAP PM

Better integration with financial softwareBetter integration with financial software

Better integration with human resourcesBetter integration with human resources

Better integration with material managementBetter integration with material management

Better MultiBetter Multi--location site managementlocation site management

Better ReportingBetter Reporting

Other, please specifyOther, please specify

183 (34 %)183 (34 %)

225 (41 %)225 (41 %)

102 (19 %)102 (19 %)

207 (38 %)207 (38 %)

162 (30 %)162 (30 %)

136 (25 %)136 (25 %)

105 (19 %)105 (19 %)

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CommentComment 2 of the 3 top reasons for2 of the 3 top reasons for

replacement was integration relatedreplacement was integration related There was no replacements due toThere was no replacements due to

functionalityfunctionality

Clearly, the cost of maintainingClearly, the cost of maintainingintegrations when either vendorintegrations when either vendorupdates their software is aupdates their software is a

consideration for Best of Breedconsideration for Best of Breedreplacementsreplacements

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SAPPlantMaintenanceBestPractices: PleasedescribeyouruseoffailurecodesinSAPPMatyourcompany?

Please describe your use of failure codes in SAPPlease describe your use of failure codes in SAP--PM at your company?PM at your company?

We use the standard failure codesWe use the standard failure codesfrom SAP PMfrom SAP PM

We developed our own failureWe developed our own failure

codes in housecodes in house

We had a consultant developWe had a consultant develop

failure codes for our usefailure codes for our useOther, please specifyOther, please specify

164 (29 %)164 (29 %)

252 (45 %)252 (45 %)

67 (12 %)67 (12 %)

75 (13 %)75 (13 %)

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Failure CodesFailure Codes --

Failure codes were developed by/forFailure codes were developed by/for

the user companies the majority ofthe user companies the majority ofthe time (57%)the time (57%)

This highlights the need for improvedThis highlights the need for improved

tracking and reporting mechanisms totracking and reporting mechanisms to

enable some of the advanced reliabilityenable some of the advanced reliability

tools and techniques.tools and techniques.

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SAPPlantMaintenanceBestPractices: Haveyouchangedyourmaintenanceworkprocesstofit SAPPM?

Have you changed your maintenance work process toHave you changed your maintenance work process tofitfitSAP PM?SAP PM?

YesYes

NoNo

356 (60 %)356 (60 %)

233 (40 %)233 (40 %)

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Work PracticesWork Practices

If the majority of the respondentsIf the majority of the respondents

had to change their work processes:had to change their work processes: They did not have good work practicesThey did not have good work practices

to start withto start with oror

They were given SAP preThey were given SAP pre--configuredconfigured

Did they have input into configuration?Did they have input into configuration?

Was it configured and then given to them toWas it configured and then given to them to

use?use?

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SAPPlantMaintenanceBestPractices: Whatproductsdoyouusetoplanmaintenancework?

What products do you use to plan maintenance work?What products do you use to plan maintenance work?

We do not have a formal maintenance plannerWe do not have a formal maintenance plannerSAPSAP

Microsoft ExcelMicrosoft Excel

Microsoft ProjectMicrosoft Project

PrimaveraPrimavera

PrometheusPrometheusOther, please specifyOther, please specify

53 (9 %)53 (9 %)463 (78 %)463 (78 %)

200 (34 %)200 (34 %)

147 (25 %)147 (25 %)

60 (10 %)60 (10 %)

10 (2 %)10 (2 %)45 (8 %)45 (8 %)

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SchedulingScheduling

There are a lot of companies usingThere are a lot of companies using

secondary packages to schedulesecondary packages to schedulemaintenancemaintenance

ExcelExcel

ProjectProject

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SAPPlantMaintenanceBestPractices: WhatpercentageofthemaintenancestaffhavereceivedSAPPMtrainingoverthepast12months?

What percentage of the maintenance staff have received SAP PM trWhat percentage of the maintenance staff have received SAP PM training over theaining over the

past 12 months?past 12 months?

100%100%

>75%>75%

>50%>50%

>25%>25%

>5%>5%

00

64 (11 %)64 (11 %)

115 (19 %)115 (19 %)

109 (18 %)109 (18 %)

113 (19 %)113 (19 %)

120 (20 %)120 (20 %)

75 (13 %)75 (13 %)

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TrainingTraining More thanMore than (52%) did not receive(52%) did not receive

any SAP training in the last yearany SAP training in the last year

Are they trained sufficiently to reallyAre they trained sufficiently to really

optimize their ROI in the product oroptimize their ROI in the product or

are they justare they justGetting ByGetting By??

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SAPPlantMaintenanceBestPractices: Onaverage,howmanydaysperyearofSAPPMtrainingdoeseachmaintenanceemployeereceive?

On average, how many days per year of SAP PM training does eachOn average, how many days per year of SAP PM training does each

maintenance employee receive?maintenance employee receive?No formal trainingNo formal training

1 day1 day

22--5 days5 days

over 5 daysover 5 days

221 (37 %)221 (37 %)

151 (25 %)151 (25 %)

172 (29 %)172 (29 %)

51 (9 %)51 (9 %)

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TrainingTraining 62% receive 1 day or less of training62% receive 1 day or less of training

in the last yearin the last year Again, how proficient will anyone beAgain, how proficient will anyone be

with the software with that level ofwith the software with that level of

training?training?

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SAPPlantMaintenanceBestPractices: WhatpercentageofyourmaintenanceworkordersaretrackedinSAP?

What percentage of your maintenance work orders are tracked in SWhat percentage of your maintenance work orders are tracked in SAP?AP?

100%100%

Less that 75%Less that 75%

Less than 50%Less than 50%


359 (62 %)359 (62 %)

114 (20 %)114 (20 %)

40 (7 %)40 (7 %)

66 (11 %)66 (11 %)

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Data AccuracyData Accuracy Only 62% tracked 100% of all ofOnly 62% tracked 100% of all of

their data in SAPtheir data in SAP How accurate will the reporting/ dataHow accurate will the reporting/ data

analysis be for the other 38% of theanalysis be for the other 38% of the

companies?companies?

What if only 62% of the companiesWhat if only 62% of the companies

tracked 100% of their financial data?tracked 100% of their financial data?

The IRS would love to visit themThe IRS would love to visit them

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SAPPlantMaintenanceBestPractices: WhatpercentageofyourMROsparesaretrackedinSAP?

What percentage of your MRO spares are tracked in SAP?What percentage of your MRO spares are tracked in SAP?

100%100%

Less that 75%Less that 75%



287 (51 %)287 (51 %)

130 (23 %)130 (23 %)

54 (10 %)54 (10 %)

91 (16 %)91 (16 %)

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Material DataMaterial Data If only 51% of the companies trackIf only 51% of the companies track

all of their material data in SAP, howall of their material data in SAP, howare they tracking the rest of theirare they tracking the rest of their

data?data?

If they are not tracking it, how canIf they are not tracking it, how can

they do life cycle costing?they do life cycle costing?

How would the parts cost beHow would the parts cost beaccumulated?accumulated?

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SAPPlantMaintenanceBestPractices: IsSAPusedtogenerateallmaintenancereports?(Ifnot pleaseusethecommentboxtoindicate...

Is SAP used to generate all maintenance reports? (If notIs SAP used to generate all maintenance reports? (If not -- please use theplease use the

comment box to indicate what product is used to generate maintencomment box to indicate what product is used to generate maintenanceancereports)reports)

YesYes

NoNo


355 (62 %)355 (62 %)

222 (38 %)222 (38 %)

0 (0 %)0 (0 %)

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ReportsReports Most likely exporting the data to aMost likely exporting the data to a

33rdrd party software package forparty software package foranalysis.analysis.

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SAPPlantMaintenanceBestPractices: CheckallelementsincludedinyouruseofSAPPM:

Check all elements included in your use of SAP PM:Check all elements included in your use of SAP PM:

Bar Code scannersBar Code scanners

RFIDRFID

Handheld Mobile devicesHandheld Mobile devices

GPSGPS

Vibration AnalysisVibration Analysis

Infrared ImagesInfrared Images

Ultrasound ReadingsUltrasound Readings

Oil Analysis reportsOil Analysis reports

126 (41 %)126 (41 %)

44 (14 %)44 (14 %)

89 (29 %)89 (29 %)

32 (10 %)32 (10 %)

160 (52 %)160 (52 %)

82 (27 %)82 (27 %)

66 (21 %)66 (21 %)

143 (46 %)143 (46 %)

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Data ElementsData Elements This was very encouraging to seeThis was very encouraging to see

this type of data tracked in SAPthis type of data tracked in SAP It truly supports the EAM conceptIt truly supports the EAM concept

All data about the assets being tracked in 1All data about the assets being tracked in 1

integrated systemintegrated system

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SAPPlantMaintenanceBestPractices: AreyouamemberofASUG?

Are you a member of ASUG?Are you a member of ASUG?

YesYes

NoNo

96 (16 %)96 (16 %)

486 (84 %)486 (84 %)

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ASUG MembershipASUG Membership Consider:Consider:

If the company has an ASUGIf the company has an ASUGmembership, is it the IS department ormembership, is it the IS department orthe Maintenance/ Reliabilitythe Maintenance/ Reliabilitydepartments that sponsor thedepartments that sponsor thememberships?memberships?

Apparently there is a need (orApparently there is a need (oropportunity) for more Maintenance andopportunity) for more Maintenance and

Reliability Professionals to influenceReliability Professionals to influenceASUGASUG

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SAPPlantMaintenanceBestPractices: PleaseprovideyouroverallratingofSAPPMformanagingmaintenance

Please provide your overall rating of SAP PM for managing maintePlease provide your overall rating of SAP PM for managing maintenancenance

PoorPoor

FairFair

GoodGood

ExcellentExcellent

41 (7 %)41 (7 %)

150 (26 %)150 (26 %)

301 (53 %)301 (53 %)

80 (14 %)80 (14 %)

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Rate the SystemRate the System 2/3rds of the respondents rate the2/3rds of the respondents rate the

system as excellent or good forsystem as excellent or good formanaging maintenancemanaging maintenance

This is against the industryThis is against the industry

perception that SAP is not aperception that SAP is not a

MaintenanceMaintenancesystemsystem

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SAP PM Best PracticeSAP PM Best PracticeSummarySummary

An analysis of the drivingAn analysis of the driving

factors behind effective use offactors behind effective use of

SAP PMSAP PM

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Key FindingsKey Findings Satisfaction with SAP PM early in theSatisfaction with SAP PM early in the

implementation process is lowimplementation process is low Satisfaction is dramatically improvedSatisfaction is dramatically improved

by a number of key drivers:by a number of key drivers:

Alignment of software with internalAlignment of software with internal

process (configuration of both)process (configuration of both)

Utilization of externalUtilization of externalresources/consultantsresources/consultants

Commitment to employeeCommitment to employee--wide trainingwide training

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Key FindingsKey Findings Satisfaction is higher when reportingSatisfaction is higher when reporting

is mastered using SAP nativeis mastered using SAP nativecapabilitiescapabilities

38% use Excel/Access to manage38% use Excel/Access to manage

reportsreports

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Key FindingsKey Findings Satisfaction with SAP PM is higherSatisfaction with SAP PM is higher

whenwhen The higher percentage of work trackedThe higher percentage of work tracked

The higher percentage of spares trackedThe higher percentage of spares tracked

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Integration MotivationsIntegration Motivations Integration with financial softwareIntegration with financial software

Integration with human resourcesIntegration with human resources

Integration with material managementIntegration with material management

Better MultiBetter Multi--location site managementlocation site management Better ReportingBetter Reporting

Sarbanes Oxley ComplianceSarbanes Oxley Compliance

Other, please specifyOther, please specify

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SAP PM AdoptionSAP PM Adoption SAP PM is recognized as a criticalSAP PM is recognized as a critical

component of plant maintenancecomponent of plant maintenance Over 90% of respondents were runningOver 90% of respondents were running

some version of SAP PMsome version of SAP PM

Advantages of deeper enterpriseAdvantages of deeper enterpriseintegration outweigh challengesintegration outweigh challenges

34% moved from Best of Breed Point34% moved from Best of Breed Point

Solutions to SAP PMSolutions to SAP PM

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A Period of CustomizationA Period of Customization SAP PM Implementation involves aSAP PM Implementation involves a

period ofperiod ofcustomizationcustomizationduringduringwhich satisfaction with the softwarewhich satisfaction with the software

may be low:may be low:

60% of respondents indicated that they60% of respondents indicated that they

had modified internal processes tohad modified internal processes to

better align with SAP PMbetter align with SAP PM

57% of respondents indicated that they57% of respondents indicated that they

had developed custom failure codeshad developed custom failure codes

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Hybrid TechnologiesHybrid Technologies Part of the customization mayPart of the customization may

involve the utilization of thirdinvolve the utilization of third--partypartytechnologies (i.e., a hybrid solution)technologies (i.e., a hybrid solution)

to account for SAP PMto account for SAP PMs inability tos inability to

meet plant needs or requirements:meet plant needs or requirements: 76% of respondents utilized secondary76% of respondents utilized secondary

technology (i.e., Microsoft Access ortechnology (i.e., Microsoft Access or

Microsoft Excel) to plan theirMicrosoft Excel) to plan theirmaintenance workmaintenance work

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H

Y

BR

I

D

S

O

L

U

TI

O

N

S

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The Impact of ConsultantsThe Impact of Consultants Consultants play a vital role in theConsultants play a vital role in the

implementation processimplementation process

They have the benefit of being able toThey have the benefit of being able toview and assess plant processes toview and assess plant processes to

better align SAP PM (via customizing thebetter align SAP PM (via customizing the

software or the process) with plantsoftware or the process) with plantworkflowworkflow

Over 75% of respondents utilizedOver 75% of respondents utilized

consultantsconsultants Over 50% of respondents who utilizedOver 50% of respondents who utilized

consultants were satisfied with theconsultants were satisfied with the

softwaresoftware

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A Commitment to TrainingA Commitment to Training Training plays a critical role inTraining plays a critical role in

satisfactionsatisfaction Without training, less than 50% ofWithout training, less than 50% of

respondents were satisfied with SAP PMrespondents were satisfied with SAP PM

Satisfaction increased dramatically,Satisfaction increased dramatically,12%, with even just 1 day of formal12%, with even just 1 day of formal

trainingtraining

Respondents with 100% of maintenanceRespondents with 100% of maintenanceemployees receiving training showedemployees receiving training showed

improved satisfaction as well (75%)improved satisfaction as well (75%)

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ConclusionConclusion Satisfaction with SAP PM isSatisfaction with SAP PM is

influenced by a number of factors:influenced by a number of factors: Tracking all workTracking all work

Tracking all sparesTracking all spares

Reporting masteryReporting mastery

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ConclusionConclusion Satisfaction with SAP PM isSatisfaction with SAP PM is

influenced by a number of factors:influenced by a number of factors: CustomizationCustomizationmodifying SAP PM andmodifying SAP PM and

internal plant process for betterinternal plant process for betteralignment; use of thirdalignment; use of third--partypartytechnologies totechnologies tobridge the gapbridge the gap

ConsultantsConsultantsuse of outside consultantsuse of outside consultantsto drive that customizationto drive that customization

TrainingTrainingtraining all maintenancetraining all maintenanceemployees and keeping up onemployees and keeping up oncontinuing education regarding SAP PMcontinuing education regarding SAP PM

Documents

SAP_PM_0410