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SAP Manufacturing Days 2013
Citation preview
ECM for Excellence in
Enterprise Asset Management
Richard Verbeek, Principal Solution Consultant
September 2013
© 2011 SAP AG. All rights reserved. 2
Agenda
Enterprise Asset Management
Extended ECM for Enterprise Asset Management
Customer Examples
Summary
Enterprise Asset Management
Keeping Plants Competitive
© 2011 SAP AG. All rights reserved. 4
Enterprise Asset Management is a core Process in the
Value Chain
Planning / Product
Development Procurement
Production &
Operation
Sales &
Marketing
Customer
Service
Finance
Human Resources
Legal
IT
Supplier Information
Management
Contract Management
Sourcing Strategies
Order Management
Brand Asset Management
Collateral Management
Campaign Management
Account Management
Contract Management
Customer
Communications
Multi-channel Customer
Service
Case Management
Project Management (E&C, R&D, etc.)
3rd Party Collaboration
IP & Knowledge Mgmt.
Archive Data And Content
Consolidate ECM Systems
Paper Archive Elimination
Legacy Decommissioning
Information Retention
Enterprise Records
Management
Automated Compliance
eDiscovery
Contract Management
Vendor Invoice Management
Expense Reimbursement
Collections
Dispute Management
Customer Invoicing
Employee File Management
Talent Sourcing & Acquisition
Reward & Retain
HR Record Retention
Policy Management
Enterprise Asset Mgmt.
Distribution / Logistics
Product Lifecycle Mgmt.
Quality Management
© 2011 SAP AG. All rights reserved. 5
Enterprise Asset Management Key process areas
Planning, Building, and Commissioning Assets
Asset Visibility and Performance
Optimized Asset Operations and Maintenance
Asset Safety and Compliance
Real Estate Lifecycle Management
Asset Lifecycle
Plan and
Design
Procure and
Build Commission Operate Maintain Decommission
© 2011 SAP AG. All rights reserved. 6
What matters most?
The ability to run
highly performing assets
Reduced downtime and
shortened repair cycles
Resolve equipment issues more
quickly
Deeper insight into the
root causes of failures
Reduced regulatory risk
© 2011 SAP AG. All rights reserved. 7
The power to differentiate yourself
Note: “Best” = Top 25%, “Worst” = Bottom 25%
APQC Benchmark Data 2012, N = 193
SAP Value Engineering, SAP EAM Benchmarking 2011, based on data from over 60 participants (including SAP customers)
Unplanned
Downtime/
Outages (%)
2.0% Best
Best run assets witness
>3 times lower unplanned
downtime / outages
“
”
Annual Service and
Maintenance Cost
(% of revenue)
1.5% Best
Best performers have 5
times lower annual service
and maintenance cost
“
”
7
Act. Production
Rate / Max.
Product Rate (%)
90% Best
Best performers have a 3
times less non-productive
asset life time
“
”
© 2011 SAP AG. All rights reserved. 8
Key Stakeholders and Objectives in Enterprise Asset
Management
8
Engineering
Improve Equipment Reliability
Maintenance
Effectiveness – MTBF
(Mean Time Between
Failure)
% Failures Investigated
Extend Asset Life
Up-to-date technical
documentation
Procurement
Cost effective spare part
management
Reduce request and
order cycle time
% compliant transactions
with services contracts
Number of spare part
stock outages
Production &
Operations
Maximize productivity
High production rate
Minimize downtime /
Maximize wrench time
OEE (Overall Equipment
Effectiveness)
Maintenance
Increase uptime
Maintenance Efficiency -
MTTR (Mean Time to
Repair)
Schedule compliance
% Rework Time
COO
Keep assets profitable
Enforce service levels
Cost of Quality
Maximize return on assets
Reduce Penalties &
Fines
Worker Safety
ECM for Enterprise Asset Management
© 2011 SAP AG. All rights reserved. 10
The Business Challenge
Inconsistent or incomplete
plant information
Long downtimes and outages due to
inefficient collaboration in asset-related
projects
Complex document handover processes
between involved departments and
externals
Compliance issues due to lack of secure
and long-term storage of asset
documentation
Decreased safety due to outdated or
non-accessible work procedure or
material safety documentation
© 2011 SAP AG. All rights reserved. 11
ECM for Enterprise Asset Management Content Management for key process areas
Planning, Building, and Commissioning Assets
Asset Visibility and Performance
Optimized Asset Operations and Maintenance
Asset Safety and Compliance
Real Estate Lifecycle Management
Asset Lifecycle
FLOC + EQUI
Workspace
Notification
Workspace
Material
Workspace
Supplier
Workspace
Work Order
Workspace
Project
Workspace
Facility
Workspace
Shutdown / TA
Workspace
Equipment
Failure
Analysis
Plan and
Design
Procure and
Build Commission Operate Maintain Decommission
© 2011 SAP AG. All rights reserved. 12
Functional
Location
Equipment
Materials
Supplier Project
ECM for Enterprise Asset Management Content Management for key process areas
Provide Enterprise Content Management for key SAP
Business Objects in Asset Management:
Plan and
Design
Procure and
Build Commission Operate Maintain Decommission
Asset Lifecycle
Maintenance
Notification Maintenance
Order
Task List
© 2011 SAP AG. All rights reserved. 13
Functional
Location
Equipment
Maintenance
Notification Materials
Supplier Project
Task List
Maintenance
Order
ECM in Enterprise Asset Management
Content Structure
Scope F. Location Document
Main Function
Scope Pos.
Document Set
Document Type
Function
Work Order
Main Function
Equipment
Function
Main Function
Scope Pos.
Function
Asset Structure and Data
© 2011 SAP AG. All rights reserved. 14
The structure of a vehicle is an hierarchic
structure containing all information regarding
the composition of a vehicle.
Terminology in
Functional Location
Equipment Example: wheel set, traction engine, compressor group,
screw,…
Example: Managing Rolling Stock in SAP ERP
(Plant Maintenance)
© 2011 SAP AG. All rights reserved. 15
Best practices for achieving excellence in
Enterprise Asset Management
360° View on all Plant Information
Access to Content from inside and
outside of SAP applications
1 Fast Access to Documentation
Collaboration between involved
departments and externals
Effective document control
Efficient handover of documents
3 In-Process Collaboration
2
Quick access to required
documentation
Content Workspaces for asset-
related projects and maintenance
work
Efficient Repair and Analysis 4
Up-to date asset documentation
Transparency on SOPs and
instructions
Records Management
Safety and Compliance
© 2011 SAP AG. All rights reserved. 16
Asset Maintenance Process – The Importance of
Documents
Failure Message / Malfunction Report
Notification Documents
Error Files
Photos
Inspection Notes
Checklists & Standard Operating Procedures
Protocols & Other Documentation
Maintenance
Notification
Create
Work Orders
Shutdown
Processing
Start-Up
Processing
Inspection /
Repair /
Replacement
Material Specification
Contract & Order Documents
Shipment Documents
Vendor Invoices
Order
Spare Parts
Failure Information (Photos, Reports, Notes)
OEM Supplier Documentation & Correspondence
Failure History
Analysis & Recommendation Documents
Failure
Analysis
Maintenance Plans
As-built Plant Documentation
Monitoring Records
Maintenance
Planning and
Scheduling
Asset
Monitoring
Work Package Description
Checklists & Standard Operating Procedures
Equipment Manuals
OEM Recommendations
Technical Documents & Specifications
Update Asset
Documentation
© 2011 SAP AG. All rights reserved. 17
SAP Extended ECM for Enterprise Asset Management –
Example: Equipment Failure Analysis
17
SA
P E
xte
nd
ed
EC
M
SA
P P
M
Define Scope of
Analysis Initiate Analysis Conduct Analysis Recommendations
Create Work
Orders Completion
Records Management
Scheduling and Fixing Create Maintenance
Notification
Conduct Equipment Failure Analysis
Notification of Failure
Tear Down Repair Start-up
Create Maintenance
Notification of type
“Malfunction Report”
Maintenance Notification
Workspace is created in
Extended ECM
(including the notification
documents)
Create Maintenance
Work Order to investigate
the problem and provide
a remedy
Trigger creation of Failure
Analysis Workspace in
Extended ECM
Reliability Engineer
receives an email with links
to Maintenance Notification
and Failure Analysis
Workspaces
Determine scope
(equipment, technician,
objective, time frame, etc.)
Collect failure data
Review maintenance / failure
history
Upload photographs and any
interview notes
Assign responsibilities and roles
Plan tasks and resources (tasks,
WFs, follow up)
Create analysis report
with findings
Submit report for review/
approval
Conduct predefined analysis
(ETA, FTA, RCA)
Record analysis results
Review OEM manuals for op
limits and maintenance
Inquire with OEM/supplier on
model experience
Control work progress
Printing Shop Papers and assign Technician
Technician repairs the equipment
Everything gets documented in the Maintenance Work
Order Workspace
Technician uses an mobile device to access
documents in related Workspaces (FLOC, EQUI)
Technician uses mobile device for capturing photos
directly into the Workspace
Root Cause Analysis
may require revisions to
maintenance plan
(Inspection, Service,
Calibration)
© 2011 SAP AG. All rights reserved. 18
ECM in Plant Maintenance
18
ECM workspaces with
folders and documents
SAP Plant Maintenance
data and structures
SAP DMS content
© 2011 SAP AG. All rights reserved. 19
Equipment Workspace in SAP GUI
© 2011 SAP AG. All rights reserved. 20
Equipment Workspace in Extended ECM Web UI –
Easy Access for Non-SAP Users
Standard Folder Structure for
Maintenance Notification
automatically created based on
a template
Related items like FLOC,
Maintenance Notifications
and Orders are shown in
the sidebar of the
Equipment
SAP PM Data for the
Equipment P-3000-N001
© 2011 SAP AG. All rights reserved. 21
Integration in SAP Material Management
Material workspace of a
pump P-3000
Bill of materials /
components of the
pump
Related Equipment
SAP MM Data for the
Material P-3000
© 2011 SAP AG. All rights reserved. 22
Related Vendors for selected Materials
Vendors for the
“Rubber Seal” (SAP
MM)
Standardized folder
structure for “operational
supply” materials
Material workspace of a
pump P-3000
© 2011 SAP AG. All rights reserved. 23
Vendor Workspaces in Extended ECM
Related Materials of
Vendor
Master Data of Vendor
and Vendor KPIs
© 2011 SAP AG. All rights reserved. 24
Composite Business Workspaces
for Plant Maintenance Task Lists
24
© 2011 SAP AG. All rights reserved. 25
Access to SAP PM documentation from MS Windows®
Windows Integration
of Extended ECM
Complete plant hierarchy (FLOC,
EQUI) is automatically available
as Windows folder structure
Full ECM capabilities with
document preview, document edit
in MS Office, versioning, audit,
metadata, etc.
© 2011 SAP AG. All rights reserved. 26
Access to SAP PM documentation from MS Outlook®
Drag & Drop
E-Mails from Outlook
to Workspaces
of Extended ECM
Complete plant hierarchy (FLOC,
EQUI) is automatically available
as email folder structure
Full ECM capabilities with document
preview, document edit in MS Office,
versioning, audit, metadata, available
in MS Outlook
© 2011 SAP AG. All rights reserved. 27
Example: Access from Mobile Devices
OpenText Tempo –
“Dropbox behind the Firewall”
OpenText Everywhere –
Mobile Access and Filing
27
© 2011 SAP AG. All rights reserved. 28
Access to SAP PM documentation from Mobile Devices
Technicians can take pictures and directly file into
Extended ECM right from his mobile device.
© 2011 SAP AG. All rights reserved. 29
Viewing & Redlining of technical Drawings (based on Brava! viewer available as add-on for Extended ECM)
29
© 2011 SAP AG. All rights reserved. 30
Access to SAP PM content from MS SharePoint®
Extended ECM
Documents (also
ArchiveLink
documents)
Extended ECM
Sidebar with SAP Data
Business
Relationships to other
Extended ECM
Workspaces
30
© 2011 SAP AG. All rights reserved. 31
ECM for Enterprise Asset Management
Delivering Measurable Value
Business
Objectives
Value Driver /
Key Success
Factor (KSF)
Key Performance
Indicator (KPI)
Peer Group
Metrics*
Improvement
with ECM
Median Top
Performer
Conser-
vative
Most
Likely
Increase Asset
Performance
Reduce
downtime and
shortened repair
cycles
Actual Production Rate as
% of max. Production Rate 80% 90% 3% 6%
Unplanned Machine
Downtime as % of run time 4% 2% -7% -15%
Reduce
Maintenance
Costs (OPEX)
More effective
use of available
resources
% Failures Investigated 60% >80% 20% 40%
Scrap and Rework Costs
as % of sales 1% 0,28% -10% -20%
No Injuries Decrease safety
compromise
Lost Time Injury Frequency
Rate (LTIFR) 5% < 2% -5% -10%
*APQC Benchmark Data 2012
Customer Examples
© 2011 SAP AG. All rights reserved. 33
What do the best achieve with ECM?
Customer findings after using Extended ECM (Railways, Utilities)
50%
Reduced time for
Document Handover
and Correspondence
Mgmt.
30% 50%
Reduced time for
Asset-related
Projects
Reduced Costs for
Asset
Documentation
© 2011 SAP AG. All rights reserved. 34
Improving Enterprise Asset Management with ECM Example in Transportation: NMBS – Belgium Railways (BE)
“The benefit of this integration is
that you save time finding the
right documents, you reduce the
cost of manipulating these
documents, and you have an
accuracy of the information
related to specific and critical
business processes within your
company.”
Stephane Haelterman,
Project Manager at Belgian Railways
Increase Agility
Agility to meet evolving customer demands.
Compliance with demands for traceability,
conformity, and safety certificates.
Improve Efficiency
All documents integrated to business
processes and accessible from multiple user
interfaces for operators, technicians, and
engineers
Reduce Costs
Progressive paper cost reduction strategy –
estimated EUR 3 million annual savings.
© 2011 SAP AG. All rights reserved. 35
Business Case @ Belgian Railways
35
Cost optimisation
Enhanced Customer Services
Punctuality of rail services
Uncompromising safety
New generation of employees
European market demands
Co
rpo
rate
Ob
ject
ives
O
pen
Text Extend
ed
ECM
for SA
P
Progressive paper cost reduction
Faster handling of customer case files, faster information lookup
Speed up / avoid breaches in the supply chain
Accuracy of technical drawings and valid working procedures
Secure historical know-how and offer modern working tools
Comply with demands for traceability, conformity, safety certificates
© 2011 SAP AG. All rights reserved. 36
Business case Bridge the gap between business processes and business documents
• Technical Drawings
• Book of Patterns
• Calculation notes
• Quality Manuals
• Operational Guides
• Procedures
• Work Instructions
• Fact Sheets
• Forms
• Checklists
• Naming Conventions
• Technical Catalogue
• Pictures
Maintenance
Example of solutions
Enterprise Asset Management
Real Estate Management
Employee File Management
Invoice Management
Travel Receipt Management
Intelligent Driver Assistant
FI/CO, PLM, SRM, EH&S, HR
FI/CO, PS, PM, MM, HR
HCM, Non-SAP
FI-AP, MM
HCM, FI/CO
HR, PM, Non-SAP
• Lease Agreements
• Leasing Contracts
• Property Acts
• Contract Forms
• Contract Account Sheets
• Rent Settlements
• Customized Emails / Fax
• Digital Signatures
• Photos
Facility Management
• Resumes
• Learning
• Assessments
• Appraisals
• Medical Attests
• Training Attests
• Certificates
• Function Descriptions HR
• Invoices
• Taxes
• Downpayments
• Line Sheets
• Brakes Bulletin
• Troubleshooting Wizard
• Log Book
• Time Registration
• Incident Handling
Driver Procedures
Accounts Payable
© 2011 SAP AG. All rights reserved. 37
Close the Gap between ERP and ECM Example in Utilities: IBAarau (CH)
“We looked for a solution to
integrate Content into the
context of our business
processes. OpenText has by far
the deepest and most stable
integration to SAP of all ECM
vendors in the market.”
Manfred Mengon, ECM Project
Manager, IBAarau
Increase Agility
Change of mindset from the division to the
process is driven forward. More efficient
cooperation and better customer service.
Improve Efficiency
Information management optimized
throughout the company. Information is quick
to find regardless of the user interface.
Compliance
Legal requirements (compliance) fulfilled.
Transparency and consistency across all
processes.
© 2011 SAP AG. All rights reserved. 38
Fundamentally change the way to manage content Example in Utilities: HydroOne (CA)
“Because of the great integration
point with OpenText, Microsoft
and SAP, it was a perfect
roadmap for us. It was a perfect
experience and we've had great
success with all three of these
companies to date.”
Norm Crook, Director, Business IT,
Hydro One
Increase Agility
Integration of business content with business
processes in SAP.
Knowledge Management to cope with an
aging workforce.
Improve Efficiency
Optimize Damage Claims Process for
distributed / linear assets.
360 degree view on all Enterprise Asset
information.
Compliance
Regulatory Compliance and Record Keeping.
© 2011 SAP AG. All rights reserved. 39
HydroOne – SAP Plant Maintenance – Work Order
© 2011 SAP AG. All rights reserved. 40
Adding Context to Information Example in Utilities: REWAG (DE)
“OpenText brings more value to
our SAP deployment. For
instance, all processing steps for
house connections now run 30%
faster, seamlessly and therefore
resource-saving.”
Dr. Matthias Dorfner, Director, IT
Project Manager, REWAG
Increase Agility
Easy access to all relevant content for
SAP IS-U and non-SAP user.
Improve Efficiency
Mail room efficiency for incoming mails
increased by 100%
Speed up filing, processing, and retrieval of
documents with OCR and full text search.
Reduce Costs
Processing costs for house connections
decreased by 30%.
Summary
© 2011 SAP AG. All rights reserved. 42
Where do customers see value?
Faster access to technical documentation
Efficient repairs and failure analysis
In-process collaboration with
partners and customers
Ensuring worker safety + procedural compliance
Records Management for all content
ECM for Enterprise Asset Management
© 2011 SAP AG. All rights reserved. 43
Roadmap to ECM – following the SAP Business Model
ECM for
Procurement ECM for
Materials Management
ECM for
Enterprise
Asset Mgmt.
ECM for
Capital Projects
Management
ECM for
Customer Relationship
Management
ECM for
Product Lifecycle Management &
Logistics