Using Maintenance Strategy Plans in SAP

Using Maintenance Strategy Plans
Mark W. Scott Vesta Partners LLC
[ Learning Points
Creating maintenance Strategies and Packages Using maintenance strategies in Task Lists How maintenance strategies are used in Maintenance Plans
Real Experience. Real Advantage.
[ Maintenance Strategies
[ Maintenance Strategy - Definition

A maintenance strategy defines the rules for the sequence and frequency of maintenance activities. The strategy does not provide any details about the activity, object or date. Maintenance strategies are assigned to a task list and also a maintenance plan. Task lists built with a maintenance strategy can only be used on maintenance plans utilizing that same strategy these are called strategy plans. You create a maintenance strategy and strategy plans when you have to perform maintenance activities that are based on each other or supersede each other Strategies contain maintenance packages which define the duration in time (e.g. weeks) or level of performance (e.g. operating hours) at which maintenance work is repeatedly performed. Therefore, strategies are used in both time-based and performance-based maintenance and represent the maintenance cycle.
[ Maintenance Strategy Definition (continued)

Each strategy that is created should have a common unit of measure (e.g. weeks, months, hours, miles) you should never mix the units of measure within a given strategy. Maintenance packages are assigned to task list operations and define the frequency and sequence in which task list operations will appear as work order operations. Maintenance packages are organized into a maintenance package hierarchy that determines which maintenance packages are performed if several maintenance packages are due at one time. The hierarchy can either be:
Single-level hierarchy Multi-level hierarchy
[ Maintenance Strategy Terms

Strategy Code Description Scheduling Indicator (Type) Strategy Unit Call Horizon Shift Factor for Late Completion Tolerance for Late Completion Shift Factor for Early Completion Tolerance for Early Completion Factory Calendar
[ Maintenance Strategy vs Scheduling Parameters

Scheduling Type Strategy Scheduling Parameters Packages Activity Type Activity Type Activity Type
Settings can be established at the strategy level and they will carry over to each individual maintenance plan when it is created.
[ Comparing Maintenance Strategy to Plan

Strategy Field
Scheduling Indicator (Type)
Changeable or Fixed in Plan

Limited (can change between 3 types of time based) (Cannot change between time based and performance) Fixed No changes on Plan Changeable on Plan Changeable on Plan Changeable on Plan Changeable on Plan (only on key date and factory calendar plans)
Strategy Unit Call Horizon Shift Factors Shift Tolerances Factory Calendar
[ Maintenance Strategy - Scheduling Type

Scheduling Type Strategy Scheduling Parameters
Scheduling Types
Time-Based E.g. Every 30 calendar days Does NOT take into account the factory calendar Time-based by key date E.g. Every 30 days do on the 28th of each month Time based factory calendar E.g. Every 30 working days, Option for seasonality Performance based E.g. Every 100 Operating hours, 50,000 tons of coal through, xxxx units made, etc.
Packages Activity Type Activity Type Activity Type
[ Maintenance Strategies & Packages (Cycles)

Strategies & Packages maintained within IP11
Scheduling Type and Parameters defined at Strategy Level
Time Based Strategy Packages
Performance Based Strategy Packages
[ Maintenance Strategy Unit of Measure

Settings can be established at the strategy level and they will carry over to each individual maintenance plan when it is created. Unit defines time basis on which scheduling calculations are made. Use same Unit within a Strategy. Once the strategy unit is created it cant be changed.
[ Maintenance Strategy Call Horizon

Call Horizon Percent of the next cycle the system waits before the next call object is created
Call horizon determines when a maintenance call object (e.g. Work Order, Notification) should be generated.
If the duration of the cycle is 360 days and the call horizon is 0 %, 80%, or 100%, the system creates the order after the following number of days: 0% -> Immediate call (order created 360 days BEFORE plan date) 80% -> Call after 288 days, that is 80% of 360 days or creation of order 72 days before plan date. 100% -> Call after 360 days, on the planned date (can work well if coordinated with IP30 Call Interval)
Call horizon is defined in percentage terms on Strategy or individual Maintenance Plan
[ SAP Maintenance Strategy Call Horizon

Call Horizon Example Plan with 30 Day Cycle

100% Horizon Call & Plan Dates are same
50% Horizon Call Date is 15 Days before Plan
0% Horizon Call Date is 30 Days before Plan
[ SAP Maintenance Strategy - Shift Factors / Tolerances

Shift Factors & Tolerance Cycle

Plan Date
Plan Date
Cycle
Plan Date
(- )Tolerance Tolerance (+) Tolerance defines the period within which late or early completion impacts subsequent scheduling of Plan. (+) Tolerance is set for late completion and () Tolerance for early completion. If completion is within Tolerance period it is not considered late or early and does not impact schedule. If completion is out-with Tolerance period it will impact schedule taking account of Shift Factor values 30 Day 6 Day 6 Day 30 Day
(- )Tolerance Tolerance (+) Tolerance is defined as percentage of cycle (for Strategy Plans it takes smallest period). As shown here a 20% tolerance results in 12 Day Tolerance window (6 Days on either side of Planned Date).
[ SAP Maintenance Strategy/Plan - Shift Factors/Tolerances

Shift Factors & Tolerance Cycle

Early Actual Completion
Plan Date
Plan Date
Cycle
Late Actual Completion
Plan Date
The Shift Factor applies in event of late or early completion of Maintenance Task (Call Object). It defines how much subsequent schedule dates will be changes as result of later or early completion.
8/1/2007
30 Day Cycle
8/31/2007
9/23/2007 9/30/2007
-7D
Actual Completion 8/24/2007
-7D
100% Shift Factor, 20% Tolerance (6 days)

8/1/2007
30 Day Cycle -6 D
New Plan Date
Original Plan Date 9/30/2007 No Change To Plan Date
8/31/2007

Original Plan Date
[ SAP Maintenance Strategy/Plan - Shift Factors/Tolerances

Scheduling Type Strategy
Scheduling Parameters
Activity Type Activity Type Activity Type
Packages
Shift Factors & Tolerance
8/1/2007
30 Day Cycle
8/31/2007
9/27/2007 9/30/2007
-7D
-3D
New Plan Date
Original Plan Date
[ SAP Maintenance Strategy Packages

Cycle length Unit of Measure same as strategy unit Cycle abbreviation
[ SAP Maintenance Strategy Package Lead/Follow up Float

Lead and Follow up Float
Can only set on Strategy and not on individual Plans (not applicable to Single Cycle Plans). If change is made to float within Strategy you need to reassign Task List to Plan and Restart Plan schedule.
The Initial (Lead) Float, defined in days, adjusts the Basic Start Date on Work Order. The Subsequent (Follow up) Float, defined in days, adjusts the Basic End Date on Work Order.
[ SAP Maintenance Plan - Package Lead / Follow up Float

Lead and Follow up Float - Example

Basic Start and End Dates on called Work Order reflect the Float periods
-10 +1 -10 +2
[ SAP Maintenance Plan Package Hierarchies

Multi-Level Hierarchy
Package Hierarchy value determines place in hierarchy and is used to control priority of packages with the same due (planned) date. If packages with same due date are to be called then they must have same hierarchy number. If packages have different hierarchy numbers then only the package with highest number is called.
[ SAP Maintenance Plan - Package Hierarchies

Single-Level Hierarchy
In this case 3M and 1Y are called with 1M.
[ Maintenance Strategy Time w/Hierarchy Monthly Units
Hierarchies Advantages: Can coordinate single operation orders simplifying scheduling and time entry Disadvantages: More text and duplicate text per operation
[ Maintenance Strategy Time w/out /Hierarchy Monthly

Units
[ Task List Strategy Options with Same Results

Strategy w/Hierarchy Packages Only Single package allocation
Above Model results in duplication of text
Strategy w/Hierarchy Packages Only - >1 package allocation
Strategy w/no hierarchies - >1 Package allocation
[ Strategies with and without Package Hierarchies

It is possible to have strategies with packages that contain hierarchies and no hierarchies This can be confusing. Packages without Hierarchy Packages with Hierarchy
Packages with and without Hierarchy
[ SAP Maintenance Plan Packages Package Offset

With this Offset both 3 Monthly and Yearly packages will be called 1st Cycle (Month)
With this Offset both Yearly package will be called 3rd Cycle (Month)
[ SAP Maintenance Plan Package Offset

Package Offset
With this Offset 3Monthly will be called 2nd Cycle and Yearly will be called 3rd Cycle (Month)
[ Task List Use in Preventive Maintenance
[ Task Lists - Supporting Maintenance Plans

Task Lists applied in same way to Strategy, Single Cycle or Multiple Counter Plans
Strategy Plans must have same Strategy on Task List, Items and Plans Strategy plans MUST have a task list or will not schedule plan, will have Error.
[ Task List Assigning Packages

Strategy w/Hierarchy Packages Only Single package allocation
Strategy w/Hierarchy Packages Only - >1 package allocation
Strategy w/no hierarchies - >1 Package allocation
[ Maintenance Strategy w/no Hierarchy
When work orders are then generated from the maintenance plans that use the task lists. The task list operations then become the work order operations. Because they are organized in a single-level hierarchy, the operations will not supersede each other. In other words:
Operation 10 (check fluids) will come out every 2000 miles even when Operation 20 (change oil) and Operation 30 (rotate tires) are also due Operation 20 (change oil) will come out every 4000 miles even when Operation 30 (rotate tires) is also due Operation 30 (rotate tires) will come out every 6000 miles regardless of other operations that are also due
[ Maintenance Strategy w/Hierarchy
When work orders are then generated from the maintenance plans that use the task lists. The task list operations then become the work order operations. Because they are organized in a multi-level hierarchy, the operations with a higher hierarchy number will always supersede operations with a lower hierarchy number. In other words:
Operation 10 (check fluids) is due every 2000 miles, but it will only come out on the work order when package 2 is the only one due Operation 20 (check fluids, change oil) is due every 4000 miles. It will always supersede Operation 10 because it has a higher hierarchy number. Operation 30 (check fluids, change oil, rotate tires) is due every 6000 miles. It will always supersede Operation 10 and Operation 20 because it has a higher hierarchy number.
[ Maintenance Plan Types of Plans
[ Maintenance Plan Strategy Plans Time Based
[ Maintenance Plan Strategy Plans Time Based

A time-based strategy plan should be used when:
Preventive maintenance activities are triggered when a certain time limit is reached Maintenance activities (task list operations) change depending on the frequency that is due in other words, the maintenance activities are based on each other or supersede each other
The time-based strategy plan consists of:

Maintenance plan Maintenance items (one or more) Task list Maintenance strategy
Task lists are required for time-based strategy plans The strategy referenced on the maintenance plan must match the strategy used to build the task list attached to the maintenance items.
[ Maintenance Plan Strategy Plans Performance Based
[ Maintenance Plan Strategy Plans Performance Based

A performance-based strategy plan should be used when:
Preventive maintenance activities are triggered by a counter reading Maintenance activities (task list operations) change depending on the frequency that is due in other words, the maintenance activities are based on each other or supersede each other
The time-based strategy plan consists of:

Maintenance plan Maintenance items (one or more) Task list Maintenance strategy Measuring point (counter) Measurement documents (on-going transactional data) Task lists are required for performance-based strategy plans
The strategy referenced on the maintenance plan must match the strategy used to build the task list attached to the maintenance items. Readings must be taken on a consistent basis for the plan to function correctly.
[ Preventive Maintenance Performance Strategy no Hierarchy

Net operation count result: Multiple operations per order for certain cycles.
When work orders are then generated from the maintenance plans that use the task lists. The task list operations then become the work order operations. Because they are organized in a single-level hierarchy, the operations will not supersede each other. In other words:
Operation 10 (check fluids) will come out every 2000 miles even when Operation 20 (change oil) and Operation 30 (rotate tires) are also due Operation 20 (change oil) will come out every 4000 miles even when Operation 30 (rotate tires) is also due Operation 30 (rotate tires) will come out every 6000 miles regardless of other operations that are also due
[ Preventive Maintenance Performance Strategy with Hierarchy

Net operation count result: Always single operation for all work orders
When work orders are then generated from the maintenance plans that use the task lists. The task list operations then become the work order operations. Because they are organized in a multi-level hierarchy, the operations with a higher hierarchy number will always supersede operations with a lower hierarchy number. In other words:
Operation 10 (check fluids) is due every 2000 miles, but it will only come out on the work order when package 2 is the only one due Operation 20 (check fluids, change oil) is due every 4000 miles. It will always supersede Operation 10 because it has a higher hierarchy number. Operation 30 (check fluids, change oil, rotate tires) is due every 6000 miles. It will always supersede Operation 10 and Operation 20 because it has a higher hierarchy number.
[ Key Learnings
Creating maintenance Strategies and Packages Using maintenance strategies in Task Lists How maintenance strategies are used in Maintenance Plans
40
Thank you for participating.

Please remember to complete and return your evaluation form following this session. For ongoing education on this area of focus, visit the Year-Round Community page at www.asug.com/yrc
Mark W. Scott mscott @vestapartners.com
SESSION CODE: 2612
41

Using Maintenance Strategy Plans in SAP

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Using Maintenance Strategy Plans in SAP

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Using Maintenance Strategy Plans

Mark W. Scott Vesta Partners LLC

Real Experience. Real Advantage.

Real Experience. Real Advantage.

[ Maintenance Strategy - Definition

[ Maintenance Strategy Definition (continued)

Real Experience. Real Advantage.

[ Maintenance Strategy Terms

[ Maintenance Strategy vs Scheduling Parameters

Real Experience. Real Advantage.

[ Comparing Maintenance Strategy to Plan

Changeable or Fixed in Plan

Real Experience. Real Advantage.

[ Maintenance Strategy - Scheduling Type

Real Experience. Real Advantage.

[ Maintenance Strategies & Packages (Cycles)

Strategies & Packages maintained within IP11

Scheduling Type and Parameters defined at Strategy Level

Time Based Strategy Packages

Performance Based Strategy Packages

Real Experience. Real Advantage.

[ Maintenance Strategy Unit of Measure

Real Experience. Real Advantage.

[ Maintenance Strategy Call Horizon

Call horizon is defined in percentage terms on Strategy or individual Maintenance Plan

Real Experience. Real Advantage.

[ SAP Maintenance Strategy Call Horizon

Call Horizon Example Plan with 30 Day Cycle

100% Horizon Call & Plan Dates are same

50% Horizon Call Date is 15 Days before Plan

0% Horizon Call Date is 30 Days before Plan

Real Experience. Real Advantage.

[ SAP Maintenance Strategy - Shift Factors / Tolerances

Shift Factors & Tolerance Cycle

Packages Activity Type Activity Type Activity Type

[ SAP Maintenance Strategy/Plan - Shift Factors/Tolerances

Shift Factors & Tolerance Cycle

Packages Activity Type Activity Type Activity Type

100% Shift Factor, 20% Tolerance (6 days)

New Plan Date

Original Plan Date 9/30/2007 No Change To Plan Date

0% Shift Factor, 20% Tolerance (6 days)

Original Plan Date

[ SAP Maintenance Strategy/Plan - Shift Factors/Tolerances

Shift Factors & Tolerance

50% Shift Factor, 20% Tolerance (6 days)

New Plan Date

Original Plan Date

Real Experience. Real Advantage.

[ SAP Maintenance Strategy Packages

Cycle length Unit of Measure same as strategy unit Cycle abbreviation

Real Experience. Real Advantage.

[ SAP Maintenance Strategy Package Lead/Follow up Float

Lead and Follow up Float

Real Experience. Real Advantage.

[ SAP Maintenance Plan - Package Lead / Follow up Float

Lead and Follow up Float - Example

Real Experience. Real Advantage.

[ SAP Maintenance Plan Package Hierarchies

Real Experience. Real Advantage.

[ SAP Maintenance Plan - Package Hierarchies

In this case 3M and 1Y are called with 1M.

Real Experience. Real Advantage.