ALM Function in Details

Functions in Detail
SAP Asset Lifecycle Management Maintenance made easy
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Contents
SAP Asset Lifecycle Management

Asset Lifecycle Management with SAP
Asset Lifecycle Management Today Asset Lifecycle Management with SAP PM Optimizing Your Processes
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Example Assets Example 1: Individual Object (Automobile) Example 2: Complex Technical System (Power Station) Example 3: Inventory-Managed Objects (Hardware) Example 4: Real Estate Management (Building) Example 5: Classification of Objects (Electric Pumps) Example 6: Integration of External Systems (GIS and Power Supplies) Processes in Asset Lifecycle Management Breakdown Maintenance Corrective Maintenance Inspection and Preventive Maintenance Executing and Monitoring Preventive Maintenance Work Work Clearance Management Exchanging and Refurbishing Repairable Spares Managing External Resources Projects Analyses for Asset Lifecycle Management Information at Every Level of Detail The Right Tool for Each Employee Integration and Interfaces Integration in mySAP.com General System Functions Integration with External Systems Range of Functions Glossary Index
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Note to Readers
Who is the brochure intended for?
This Functions in Detail brochure describes the processes and functions available for asset lifecycle management using SAP PM. It is targeted at those managers and employees responsible for choosing and implementing software.
How is the brochure structured?

In the first unit, we provide you with a brief overview of SAP PM and highlight how you can optimize processes in your company. Numerous examples in the second unit serve to illustrate the many uses of SAP PM for managing technical objects. The third unit describes the most important business processes for asset lifecycle management in detail, including breakdown maintenance, inspection and preventive maintenance. In unit four, we present analyses for your different users. Unit five deals with the integration of SAP PM with other SAP components and external systems. Finally, unit six presents an overview of the wide range of functions that we provide.
What terms do we use?

Within the world of asset lifecycle management, companies often use many different words to describe the way in which they work, and indeed, can even interpret the same word differently. For example, the terms notification and order may have different meanings in different companies. In the SAP System, we place great value on consistent terminology. It may be that you are unfamiliar with one term or another in the brochure, but we believe that these SAP terms lead to a greater understanding of the business processes in SAP PM and can be assimilated quickly and easily into your everyday use. A glossary of the terms used in SAP PM can be found at the end of this brochure.
What is ALM?
ALM stands for A sset L ifecycle Management and consists of two products: internal Plant Maintenance (SAP PM) and external Customer Service (SAP CS). This brochure deals exclusively with the SAP PM product.

Highlights
Are you looking for a reliable, flexible, long-term software solution for your asset lifecycle management? A solution that focuses on people without forfeiting functionality? A system you can use internationally? A tool that represents your individual organizational structure and high-value assets exactly as you choose? Then look no further. SAP PM has everything that you need for asset lifecycle management and much more. With SAP PM, you can integrate your asset lifecycle management with all the other enterprise areas. We ensure you stay on top of your work. We understand the needs of asset lifecycle management because we talk to the people who work there. Reap the benefits of our experience and invest in a solution with a future: SAP PM.
Asset Lifecycle Management Today

Asset Lifecycle Management forms part of mySAP Product Lifecycle Management (PLM). mySAP PLM creates a collaborative environment for managing the complete product and asset lifecycle through a quality-driven, extended supply chain. For product development-driven environments, mySAP PLM provides a complete solution to manage all product-related business processes from the first idea onwards, through design and production to obsolescence. It extends traditional PLM capabilities by providing a unique e-business solution that enables collaborative engineering, customer product development, and program management among multiple business partners. SAP PM provides functions for asset lifecycle management. Its asset management capabilities target project managers and maintenance engineers to assist them with all kinds of physical assets and equipment, from the first investment idea, through the start of operation to the end of operation and replacement of assets. The solution covers all components of a fully integrated Computerized Maintenance Management System (CMMS), including integrated e-procurement to order supplies for maintenance, inventory management and shutdown planning.
Keeping Track of Your Lifecycles
E-Business in Asset Lifecycle Management
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Fig. 1-1: Management of Product and Asset Lifecycles
mySAP PLM uses state-of-the-art technology for all types of communication. In addition to the standard Internet services, communication via pagers, mobile and hand-held devices is also supported. mySAP PLM is closely linked with other mySAP.com solutions. It is delivered through the mySAP Workplace and is also integrated with mySAP SCM, mySAP CRM, mySAP E-Commerce, mySAP Business Intelligence and mySAP Marketplace to support collaborative engineering design and procurement.
Fig. 1-2: From Product Idea to Asset Obsolescence Efficient Asset Lifecycle Management: A Strategic Advantage
The question of asset lifecycle management has never been more important than in todays world of globalization. Companies must maximize every conceivable advantage to keep pace with the competition. To regard efficient maintenance merely as an unavoidable cost is to neglect one of the most important strategic opportunities available.
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Asset Lifecycle Management with SAP PM

SAP PM puts the focus firmly back on the people. Only a software solution readily accepted by your employees can achieve long-term success. This is why our system enables you to do everything you want and can be operated easily and intuitively by your users. We take the requirements of everyday users of SAP PM very seriously. We listen to what you want and work closely with our customers to develop new functions. All of our development team has direct contact with the program users the only way to truly satisfy the wishes of the end-user. Our developers visit existing and potential customers, analyze processes on site and listen to what the users themselves have to say. The views of those using our programs are extremely important and we therefore invite users to test our latest developments before releasing them onto the market. To offer still better support, we maintain close contact with numerous organizations and working groups, including the American SAP User Group (www.asug.com) and German SAP User Group (www.dsag.de). We would relish the opportunity of working with you. Why not check out our homepage: www.sap.com/pm; and if your company is already an SAP customer, you can access service.sap.com/pm. Our software is tailored directly to the roles of the employees in your maintenance organization. Once logged on, the maintenance manager, maintenance engineer, maintenance planner, maintenance supervisor and technician will find exactly the functions they require for their daily work. The workplace can be customized to suit individual requirements, further enhancing usability. You will find many references to our employee roles throughout this brochure. To demonstrate the functionality and effectiveness of our asset lifecycle management solution, we will take you through the daily maintenance work performed at our model company, Great Flakes a manufacturer of cereal products:
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Focusing on the People
Customer Feedback is Crucial
Tailored to Your Working Environment
Our Model Company: Great Flakes
Peer over maintenance manager Peter Schneiders shoulder as he controls the maintenance budget or creates cost comparisons for Great Flakes. See how maintenance engineer Harry Meyers draws up blueprints for the new packaging plant at Great Flakes, then enters and manages the master data.
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Sit alongside maintenance planner Petra Schmidt when she sets up orders, before planning resources and dates for the necessary work. Watch with interest how maintenance supervisor Wolfgang Petersen manages the daily work in his workshop and ensures maintenance tasks are executed correctly and on-time. Take a closer look at technician Tanja Schulze executing and confirming her daily maintenance work planned and unplanned on the technical assets at Great Flakes.
Fig. 1-3: SAP PM - Focusing on the People
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SAP PM supports all sectors of industry. Our customers are drawn from the following areas:
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Can be Used in All Industry Sectors
Automotive industry Chemical industry Commerce / service Electronics Energy suppliers Food industry Mechanical engineering Metal-working Mining
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Paper industry Petrochemicals Pharmaceuticals Precision engineering Primary industry Public utilities Publishing Software and EDP Transportation
Unbeatable Versatility
SAP PM offers a range of functions that is unsurpassed. They can support you in any situation, whether it be maintenance details within the plant or international processes that affect the whole company. No other system is so versatile. SAP PM is not an off-the-peg product, a one-dimensional solution that requires you to start all over again. It can be tailored to suit the individual requirements of your company. By working closely with us and our partners, you can have SAP PM made to measure for your company, yet still use a standard system. This means that your version of SAP PM can be upgraded or adapted at any time to suit different requirements. SAP PM is an open system. Do you use geographical information systems? Do your users work with systems for plant data collection? Are you used to entering measurement and counter readings? Then choose SAP PM. It provides more options for integrating external systems than any other system for asset lifecycle management.
SAP PM is Made-to-Measure
Integrating Your External Systems
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Uniform Asset Lifecycle Management Across the Company and Internationally
SAP PM is integrated. As part of mySAP.com, SAP PM guarantees lean, effective business processes. The latest information from each enterprise area is on-hand immediately, whether it be from human resources, controlling, production or purchasing. SAP PM connects your asset lifecycle management to the whole company, even for multinational groups. Do you want your plants in Great Britain, France, Germany and Italy to use the same asset lifecycle management system? Choose SAP PM and there is no need to decide on a single language for all of these users. We support a number of languages, so every user can work in their own language a giant step towards system acceptance. SAP PM represents your organizational structure individually and flexibly. You can use our organizational units to structure your maintenance work according to your own criteria. Whether these criteria are locational, functional, responsibility-based or business-driven, our versatility gives you the freedom to realize your very own solution.
Structuring to Suit Your Needs
Optimizing Your Processes

SAP PM helps you to optimize all of your processes for asset lifecycle management:
Saving Time When Time is Money
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Specific Planning and Efficient Controlling
Breakdown maintenance To enter malfunction reports quickly and simply, you require functions that are easy-to-use. When you need to act immediately, you can enter all the available malfunction data on a single screen, add order data and print the necessary shop papers for your technicians straightaway. This can save you valuable time. Corrective maintenance When work has to be planned comprehensively, SAP PM offers you a wealth of possibilities. Do you want to plan operations, staff, materials and other resources, and check their availability? Do you need to specify dates, request permits, check budgets and track costs? Would you like to use data from previous work as a template? Do you want to monitor work progress and consumption of resources or costs? We supply the functions you need clear, easy-to-use and at any level of detail.
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Inspection and preventive maintenance One of the most important tasks of asset lifecycle management is to prevent breakdowns. Do you want to avoid repair costs and the sizeable costs that frequently result from a production shutdown? Does your company have to comply with ever-stricter health and safety regulations? Have manufacturer guidelines or specifications for quality assurance made you reconsider your maintenance strategies? SAP PM provides you with the ideal tool for your preventive maintenance. You can use it to safeguard and increase the availability of your objects and adapt effortlessly to new requirements. Exchange and refurbishment of repairable spares This core process in asset lifecycle management requires good communication with materials management. Here too you can count on SAP PM, the business know-how of SAP AG and our considerable experience. You are using software certified as ergonomic by the international norms, ISO 9241 and ISO 12407. This signifies universal, seamlessly integrated processes that track each phase of the refurbishment cycle from procurement, warehouse storage, productive use and continued refurbishment to scrapping. External resource management Your company almost certainly uses external companies, where necessary, for specially qualified personnel, to reduce capacity overloads or for financial reasons. It is therefore imperative that internal and external employees work together successfully.
Reacting Flexibly to New Demands
Establishing Universal Processes
Working Together Successfully
Fig. 1-4: Successful Collaboration with External Companies
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SAP PM is seamlessly integrated with procurement. This means you can represent the distribution of tasks at your chosen level of detail: N Simple reference to the required material N Seamless inclusion of services in the required work N User-friendly standard service catalogs available online N Flexible processing using outline agreements
Safety The First Priority
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Planning Complete Projects
Work clearance management Do you need to implement work safety measures, such as lockout/tagout, fire or radiation protection for maintenance work on technical objects? Work clearance management from SAP PM has already proved its worth in highly sensitive technical systems. It guarantees a safe working environment for your maintenance staff and enables you to observe environmental regulations and ensure the reliability of your technical systems. Projects Does your company regularly make revisions? Does it invest in new technical systems and modifications? You can use SAP PM to represent such projects at conception in asset lifecycle management. The work can be broken down into individual project steps that are linked together. Displaying dependencies is extremely important, and here too SAP PM is a solution you can trust.
Fig. 1-5: Controlling Project Progress Using SAP PM
Investment management is used to monitor accounting, whilst budget management can also be used for all work.
Identifying Possible Improvements and Achieving Success
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Analyses SAP PM offers versatile analysis and evaluation options to help you assess your strategies and identify potential for improvement. SAP PM provides you with key performance indicators, an early warning system and history. These differentiated analyses make your decisions easier. SAP PM supports you in the continual improvement of your maintenance processes the goal of every maintenance management team.
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Example Assets
Example Assets
Highlights
The cornerstone of successful asset lifecycle management is clear, open, information-oriented structuring of objects. One system makes it possible to realize Total Productive Maintenance (TPM) and that system is SAP PM irrespective of whether you work with fleet objects, power stations, buildings or power supplies. You can choose the desired view for your objects: object-based, function-based, structured by type or individual object, single-level or multi-level. SAP PM will find a particular object for you, whether it is installed, in stock, in the workshop or in transit. Our unsurpassed range of options enables you to find exactly what you need. Objects are structured ideally to suit the processes in your operational system and your safety requirements.
SAP PM can make clear, transparent asset lifecycle management a reality in your company. Our various structuring options are derived from the different views provided for your maintenance objects:
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Clear Asset Lifecycle Management
For object-based structuring, you sub-divide a technical asset into individual objects pieces of equipment. By equipment, we mean every object that you can manage and maintain as an autonomous unit. For function-based structuring, you sub-divide a technical asset hierarchically using functional locations. Functional locations describe the sites where maintenance tasks are executed according to functional, spatial or processoriented criteria.
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Example Assets
The combination of equipment and functional locations to represent your objects creates many new possibilities. By using functional locations to structure the objects to be maintained, you have already defined the possible installation locations for objects that you have represented as pieces of equipment. Here is an example:
Fig. 2-1: Structuring of Objects Using SAP PM Hard Facts Instead of Guesswork
SAP PM offers you access to a history to evaluate individual objects and the locations where the objects were installed. This data can prove unequivocally what previously you could only suspect (for example, that pumps at an installation location with less than 50 kW output have to be replaced far more frequently than higher performance equipment). SAP PM shows you which functional asset areas are adversely affected by the breakdown of an object and immediately provides data to help search for suitable replacements. However, equipment and functional locations are only the tip of the iceberg in ensuring that SAP PM satisfies your individual needs. Over the course of this unit, you will find six practical examples from our model company, Great Flakes, of how to:
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Represent individual objects: Automobile Structure complex technical systems: Power station Represent inventory-managed objects: Hardware Manage real estate: Building Classify objects: Electric pumps Integrate external systems: Geographical Information System
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Example Assets
These examples will illustrate the unprecedented range of options available with SAP PM. You can find a complete list of the possible functions in SAP PM at the end of this brochure under Range of Functions.
Example 1: Individual Object (Automobile)

At Great Flakes, the maintenance planner Petra Schmidt is responsible for managing and maintaining automobiles. SAP PM enables her to structure and manage these individual objects effectively. When automobiles are represented in SAP PM, a large amount of data is recorded that can be used for subsequent evaluations. The following questions are important for the maintenance planner and can all be easily answered using SAP PM:
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Easy and Clear
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Which individual data does an automobile have (for example, model, warranty period, license plate, vehicle and chassis type identification number, height, width or engine performance)? What maintenance work has been performed in the last year (for example, radiator repair or repairs from an accident)? Is a history of this work available for each automobile? What were the costs of maintenance work on a particular automobile? How high was the average consumption for the individual manufacturer types?
Answers to Everyday Questions
Fig. 2-2: Individual Object: Automobile
In addition to technical management of automobiles, Petra Schmidt uses SAP PM to organize the business processes for the fleet. SAP PM supports her with daily tasks, such as resource planning for automobiles and employees, procurement and refueling.
Individual Vehicles or Complete Fleet Management
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Example Assets
By using SAP PM and its integration with other components, she can represent the infrastructure, and technical or business perspectives of Great Flakes in one system. It is irrelevant whether complete fleet object management is required. In each case, SAP PM helps the maintenance planner to optimize her processes and provides cost transparency.
Example 2: Complex Technical System (Power Station)

Complex Technical System Clearly Displayed
SAP PM has long been successful in structuring large technical systems. Our customers in the chemical and pharmaceutical industries use SAP PM to represent extremely complex production plants clearly and in a way highly suited to the special requirements of their industries. The structuring tools available with SAP PM also achieve extremely impressive results for power generation. The following example of a gas power station at Great Flakes demonstrates just how successfully our standard software can be tailored to the requirements of asset lifecycle management for power stations.
Standardized Representation
The complete power station has been structured using SAP PM according to the guidelines set out by the general design criteria for power plants. This standardized key contains exact organizational specifications from the top structure level to the very bottom, providing the platform for unambiguous communication.
Fig. 2-3: Standardized Structuring of a Power Station Structuring to Suit Your Needs
As you might expect, SAP PM also allows you to discard the generic key structure and use individual descriptions a facility valued by many of our customers. Our company, Great Flakes, has taken the opportunity to incorporate widely recognized object and structure names into their structuring, so that users can still refer to familiar object names.
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Example Assets
What Harry Meyers, the maintenance engineer at Great Flakes, likes most about SAP PM is its flexibility. He can not only refer specifically to certain objects, but target their installation locations as well.
Installation Location and Object with SAP PM
Fig. 2-4: Installation Locations and Objects
SAP PM provides Harry Meyers with a variety of tailor-made evaluations from widely different viewpoints, for example:
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For which product do motors have the lowest breakdown rate at a particular installation location? How old are the motors installed at critical positions in the technical system? Are enough replacement motors with specific performance features held in stock, to be exchanged, if necessary, at critical positions in the technical system?
Different Views of the Same Structure
SAP PM makes multiple labeling of the technical system with different keys very straightforward for Harry Meyers. The chemical engineers and control engineers at Great Flakes each obtain their own view of the technical system and use their familiar keys for the corresponding objects. As you can see, our flexible structuring tools can be used to represent your objects clearly and specifically to suit your individual requirements. If you are a professional supplier, you should find out more about our industry solution, SAP Utilities, which has developed solutions especially for your processes in conjunction with an SAP PM tailored to your needs.
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Example Assets
Example 3: Inventory-Managed Objects (Hardware)

Serialization and Individual Maintenance
Do you have many similar objects in your company that you want to manage as stock items? Have you already labeled them as individual items with serial numbers? Would it not be practical if you could manage and maintain all these individual objects at the same time? This is precisely what our customers who manage hardware, such as PCs, monitors and printers want. Likewise our customers who maintain production resources, such as pumps, motors and valves. They use SAP PM because it works the way they do.
Inventory Management and Maintenance Seamlessly Integrated

Automatic Serialization Upon Goods Receipt
PCs are also supplied to Great Flakes. When the goods are delivered, the system generates serial numbers, thereby identifying individual technical objects. If, for example, twelve new PCs of type A have been delivered and three of type B, then SAP PM now recognizes each PC as an individual object. A considerable amount of important data is recorded automatically, for example, who delivered the PC, where it is located, and the batch to which it belongs. Each PC is now managed and maintained in SAP PM as an independent, autonomous unit. The prerequisites are fulfilled immediately by the system since the following data is recorded when the goods are delivered:
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Individual Management and Maintenance
How much did the PC cost? When was the PC acquired? How much memory space does the computer have? How fast is the processor?
Once the PC has been configured and delivered to the user, the following data is added to the master record:
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Which software has been installed? To whom is the PC assigned? At whose work station, in which office, in which building is the PC currently located?
History for Each Serialized Object
This means that Great Flakes also has the option of creating an individual history for each PC, enabling the responsible technician, for example, to answer the following questions:
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How often has memory space been installed on the PC? How much memory does it now have? Has the graphics card been changed? What resolution does the card now installed have?
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Example Assets
Has the PC had a virus? If yes, which areas were affected and had to be reinstalled? How often has the PC been moved between offices? Was it damaged during a move? When was the PC last repaired and why?
Software Licenses Also Inventory-Managed
The PC software installed is also managed in the inventory at Great Flakes. Our model company acquires a certain number of licenses for a particular program from the software manufacturer. Each installation is posted as a goods issue to the cost center of the recipient. This enables Great Flakes to control the number of installations, whilst the responsible technician can monitor which software is installed on which PCs. Take a look at the process for inventory-based management of objects at Great Flakes:
Fig. 2-5: Example Process for Inventory-Based Management of Objects
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Example Assets
Example 4: Real Estate Management (Building)

Organizing Building Inspections Effectively
The maintenance planner, Petra Schmidt, must manage numerous buildings at Great Flakes, for example, office buildings and factory buildings. Many objects in the buildings must be regularly inspected, such as heaters, fire doors, fire extinguishers or elevators. SAP PM is again ideally suited to meet such requirements. The following example illustrates its successful implementation and the resulting benefits in real estate management, focusing on the following questions:
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How can maintenance costs be reduced through building maintenance? How can the value of the building be retained through condition-based maintenance? How can inspections and modernization measures for buildings be planned and processed effectively? What are the estimated costs for projects if, for example, a building must be completely redeveloped or maintenance work is required on the heating system?
The maintenance planner Petra Schmidt can access the data (for example, dates and costs) at any time for similar projects already completed and incorporate it into future planning. The numerous evaluation options available with SAP PM help her to optimize medium and long-term planning.
Professional Real Estate Management
Next year, Great Flakes plans to introduce additional, professional real estate management by renting out apartments and new houses. Great Flakes receives support through the integration of SAP PM, SAP Real Estate and Controlling. Such integration makes the crossover to management of rented property and its own real estate very straightforward.
Fig. 2-6: Example of a Building Structure
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Example Assets
Which solution covers all of these requirements? SAP PM. It ensures that Great Flakes can structure its buildings, the objects therein and important additional information accordingly.
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Structuring Buildings Clearly
Great Flakes represents its buildings in SAP PM as functional locations. Data defined here includes descriptions of buildings and responsible cost centers. The objects in the buildings, such as the hydraulic motor for the elevator, fire doors or a high-voltage fuse system, are created as pieces of equipment and the installation location (functional location) specified. The classification of objects at Great Flakes makes it easier, for example, for the maintenance planner to find information about particular types of heaters or facades.
Example 5: Classification of Objects (Electric Pumps)

Do you struggle to describe the objects commonly used in your industry sector with all their individual features? Using conventional structuring, SAP PM offers you the option of entering individual characteristics for your objects with our classification system. The advantages of the classification system are exemplified by the case of pump management at Great Flakes. All of its pumps are created as pieces of equipment and the master records contain data such as manufacturer, model, acquisition price, cost center and installation location. In addition, maintenance engineer Harry Meyers has used the classification system to save the technical features of the pumps in the SAP System.
More Than Simple Structuring of Technical Systems
Asset-Independent...
...and Asset-Specific Information
Fig. 2-7: Classification and Representation of Technical Features
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Example Assets
He has recorded the individual characteristics of every pump, information that is linked directly to the master record.
Fig. 2-8: Individual Attributes of Technical Features
Since SAP PM allows you to describe the objects so accurately, Harry Meyers colleagues can solve the following problems without delay:
Difficult Questions Answered Easily with SAP PM
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Some of the PCs used by Great Flakes are out-of-date. The responsible employee must find out which offices in certain buildings contain PCs with less than 100 MHz. These PCs must be replaced. A forklift truck is required to change a motor in the technical system. Maintenance planner Petra Schmidt needs to find a vehicle capable of lifting a motor weighing 3.8 tons onto a seven-meter high ramp.
In the same way, Harry Meyers has described the requirements at possible installation locations of objects:
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A motor has broken down in a technical system at Great Flakes. Petra Schmidt must find an available replacement motor with an output of at least 20 kW. A printer must be replaced in the marketing department at Great Flakes. The replacement must be a color laser printer that can print at least six pages per minute.
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Example Assets
Very exact evaluations are also possible using the classification system. Here are some examples from daily life at Great Flakes:
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Exact and Individual Evaluations
How many 21 screens from manufacturer XYZ that are less than two years old have been reported as flickering or defective in the last six months by employees at Great Flakes? How many pumps have broken down in the last three months at a particular installation location and what were their characteristics? How many outings has the vintage promotional bus, which Great Flakes uses to drive its special advertising campaigns, made in the last 12 months?
SAP PM can answer all of these questions and many more at the touch of a button.
Example 6: Integration of External Systems (GIS and Power Supplies)

Peter Schneider and Petra Schmidt, maintenance manager and maintenance planner respectively at Great Flakes, visit their colleagues at the energy supplier, Eco-Power, to exchange knowledge and study the use of geographical information systems (GIS). In the energy supply industry, it is normally power supply systems that are represented. The employees need access to geographical information and technical data at any time. SAP PM also supports customers, such as Eco-Power, with the typical business processes of an energy supplier. For example, if a power cable is damaged during construction work at Eco-Power, the hotline creates a malfunction report for the affected object. To do this, the hotline employee must know the street in which the damaged power cable is located. This and other typical requirements are fulfilled through the integration of SAP PM with a geographical information system.
Support for Energy Suppliers
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Example Assets
Fast Geographical Information Where Did the Malfunction Occur?
Once the two systems are integrated, the GIS accesses technical data directly from SAP PM. If employees from Eco-Power need to find the location of a technical object, the following data is selected:
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Geographical position Is an employee looking for the location of a technical object? He can use the GIS to access geographical information at any time. Technical data Which technical data or notifications are already available for the affected object? How is it classified? What is its position in the hierarchical structure? The connection to the GIS means employees have access to data for the technical object at any time.
If the hotline employee creates the malfunction report Damage to power cable during construction work for a selected object, it is irrelevant in which of the two systems he or she is working. Should changes to master data be required, the employee can likewise enter the changes in either system. The data is then automatically updated in the other system using a special form of data exchange. In addition to the data for asset lifecycle management described here, employees can also use the GIS to access other data from other areas, such as materials management or sales and distribution.
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Processes in Asset Lifecycle Management

Highlights
SAP PM stands for professional processes in asset Lifecycle management. It offers you the widest range of options for executing your maintenance tasks. We are certain that you can represent all of your processes optimally with SAP PM. Our processing is based on grouping together all the operations required to execute maintenance work. Maintenance work is executed to determine the actual condition (inspection), maintain the target condition (preventive maintenance) or return the target condition (repair) of a technical system.
Fig. 3-1: Overview of Asset Lifecycle Management
In this unit, we will illustrate how Great Flakes uses SAP PM in seven example processes. The processes are distinguished by the following factors:
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Urgency and scope for planning of execution Use of external companies Inclusion of other enterprise areas, such as inventory management or controlling Reusability of the objects maintained
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As you would expect, all of our standard processes satisfy international requirements and can be combined, thereby fulfilling all of your maintenance needs. But the proof of the pudding as we shall see at Great Flakes is in the eating.
Breakdown Maintenance
Just how fast can our model company correct malfunctions using SAP PM? In our example of breakdown maintenance, we demonstrate how to repair objects quickly and still retain breakdown information for subsequent evaluation. What package do we offer for corrective maintenance? See our comprehensive overview of the diverse functions available with SAP PM exemplified by seeing corrective maintenance in action at Great Flakes. How does Great Flakes avoid extensive maintenance work right from the start? We reveal all in our section on Inspection and Preventive Maintenance. Do you have critical technical assets that require very tight safety measures for maintenance work? As you will see, work clearance management with SAP PM ensures a safe working environment before and during work. Are you aware of the support we provide for refurbishing your technical objects? Read more about how Great Flakes processes refurbishments. Do you assign a lot of maintenance work to external companies? Our example scenario from Great Flakes will highlight that external resource management is one of our leanest processes. Do you manage your maintenance work regularly in large projects? Then read on to see why Great Flakes opted for SAP PM.
Corrective Maintenance
Inspection and Preventive Maintenance Work Clearance Management
Refurbishment External Resource Management
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Breakdown Maintenance
Repair work comprises all the tasks performed in order to return to the target condition of your technical assets. Breakdown maintenance means that a breakdown or considerable reduction in performance of one of your systems necessitates maintenance work almost immediately. The required tasks will usually have to be executed straightaway. You therefore need to choose a maintenance process that only contains those steps required to request, plan, execute, complete and settle the maintenance tasks.
Critical Factor: Speed
Fig. 3-2: Breakdown Maintenance
The rolled oats packaging machine at Great Flakes has just broken down. The malfunction must be corrected immediately. Maintenance supervisor Wolfgang Petersen describes in a notification how the technical system suddenly stopped working. He requests maintenance work, automatically generates a rush order and prints the shop papers for his employees. All of this is completed quickly and easily on a single screen. The maintenance supervisor releases the order and ensures it is executed. Then Wolfgang Petersen merely has to confirm the actual data and complete the order. And that is the complete process for breakdown maintenance, done and dusted.
Model Case Scenario: Great Flakes
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Simple Postprocessing of Notifications
Since time was a critical factor before the tasks were executed, Wolfgang Petersen can now add any missing data to aid subsequent evaluations.
Fig. 3-3: Five-Phase Model for Maintenance
Corrective Maintenance
Of course, your employees not only correct malfunctions and repair machines that have just broken down. They are also responsible for maintaining all of your technical assets throughout the year. SAP PM supports you with its extremely broad range of intelligent functions that suit your corrective maintenance requirements. Tanja Schulze, the technician at Great Flakes, has noticed a small tear on the funnel of the rolled oats packaging machine. She also reports occasional noises coming from the packaging conveyor belt. As the maintenance planner, Petra Schmidt knows it is not necessary to turn the machine off immediately. Nevertheless, it should be checked this week and repaired if necessary.
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Notification
Petra Schmidt creates a malfunction report, in which she enters the equipment number of the packaging funnel. She is able to use important data for this from a previous notification, so she simply uses the latter as a template for the current malfunction report. SAP PM thereby helps her to save a considerable amount of time when entering data. The maintenance planner also creates another notification containing the assembly number of the conveyor belt. SAP PM automatically copies any other important data for these technical objects from the master records, including the installation location, cost center or employees responsible for execution. Petra Schmidt also describes in detail the condition of both technical objects in the malfunction reports.
Using Previous Notifications as Templates
Automatic Data Transfer
Fig. 3-4: Notification Structure
The technician had only notified Petra Schmidt of the factory building where the machine is located. She therefore enters missing information about the packaging machine retrospectively.
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Solution Database
Since maintenance manager Peter Schneider is not yet certain what caused the reported malfunctions, he consults our Solution Database an expert SAP system which helps him search for the error and a possible solution to the problem. The Solution Database manages symptoms and solutions. Peter Schneider enters a description of the machine error as the symptom. Solutions explain how the problem can be resolved. When building up the database, any number of solutions can be assigned to each symptom, and any number of symptoms can be assigned to each solution.
Fuzzy or Exact Search
Peter Schneider chooses to run a fuzzy search. He merely enters several key words that the system should search for in the database. If he knew the keys of the damage codes used when building up the database, he might prefer to run an exact search. In this case, he would enter the keys and obtain an exact search result. Petra Schmidt enters the basic dates for the order, for example, the time when the notification was issued, start of the malfunction, required end date for the work and timing of technical checks. Petra Schmidt does not describe the individual details in a text. Instead she uses the flexible catalog system that allows her to evaluate data easily. The catalog system can manage data, such as damage, causes of damage, affected object parts and tasks.
Dates
Damage Catalog System
Planning
Orders
Petra Schmidt uses our order to plan repair work. It is an extremely efficient tool, providing first-class scheduling options to ensure optimal use of available resources. Availability checks for material, personnel and production resources and tools ensure the process runs smoothly. Permits and integrated work clearance management guarantee that all legal regulations and requirements set out by the manufacturer of a technical asset are observed. Cost overviews make the processes transparent.
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Petra Schmidt generates one order from the two malfunction reports.
Fig. 3-5: Order Structure
In the meantime, maintenance engineer Harry Meyers has discovered that the noises from the conveyor belt are being caused by several different factors, whose correction must be organized by other planning departments. He therefore creates additional sub-orders in the order so that individual sections of the work can be planned proficiently. The resulting order hierarchy has numerous advantages organizational structuring of the orders enables SAP PM, for example, to reconcile all the dates with one another. The maintenance manager Peter Schneider obtains an excellent overview of costs for all the orders that he can later settle separately. Peter Schneider uses workflow to inform the production manager that a malfunction has occurred. For each order or sub-order, Petra Schmidt also plans in detail the individual steps to be executed later. She describes the step, then specifies the workshop involved and estimated work required. The maintenance planner had already created a task list for correcting this type of damage to the packaging conveyor belt because it always requires the same fixed sequence of steps. Now she can choose the necessary steps from this task list and incorporate them into the order.
Sub-Orders
Order Hierarchy
Workflow Individual Steps
Task List
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Maintenance Group Executing Work
Petra Schmidt also specifies which maintenance group should execute the work and which maintenance group is in charge. The maintenance manager Peter Schneider has structured all of the maintenance groups hierarchically in SAP PM and maintained the following data:
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Operating times of maintenance group Resources of maintenance group, for example, individual people, groups of people or machines Labor costs Employee qualifications Shift schedule and calendar, since work also continues at Great Flakes outside of regular working times.
Available Capacity Capacity Requirements
SAP PM uses this data to determine the capacity available for each maintenance group. Petra Schmidt specifies how long the planned tasks should take. SAP PM uses this information to schedule work steps as ideally as possible and optimize the use of free capacity. The maintenance planner knows that the work can only be started next Monday at the earliest, as another production order is currently in process on the technical asset. This is not a problem for SAP PM. You enter this date and allow the system to schedule all the other operations as effectively as possible. In addition to scheduling forwards, the planner could also schedule backwards to have the work executed on the same day. Petra Schmidt knows that a new outer cover is required to repair the funnel. This material outer funnel cover is kept in stock in the warehouse at Great Flakes and has been represented using SAP PM as part of the funnel bill of material. Petra Schmidt uses the material availability check to determine that the required outer cover is currently available. As soon as the maintenance planner has entered the cover in the order, SAP PM reserves the cover automatically.
Scheduling
Material Availability Check
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Fig. 3-6: Availability Check
However, to repair the conveyor belt, a new motor is needed that is not kept in stock, since this type of motor is rarely used at Great Flakes. The technical description given by Petra Schmidt is automatically forwarded to the purchasing department. Petra Schmidt often selects external material for an order from catalogs that she can access from the Internet or Intranet using an interface to SAP Enterprise Buyer Professional Edition. This option means she always has current manufacturer data available. She also frequently browses through catalogs saved as CDs on fixed data media for external material and then requests it. Naturally, the maintenance manager Peter Schneider is trying to keep costs as low as possible for this repair order, and SAP PM makes this straightforward. He enters his cost estimate in the order itself and assigns his budget to the order. Various rules and regulations must be observed when the rolled oats packaging machine is repaired. These include a directive from the health authority that all employees involved with the repair must wear gloves. Once the maintenance engineer has checked this, he grants the relevant approval. Now the repair work can begin.
External Material
Material from Internet Catalogs
Estimated Costs and Order Budget Permits
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Scheduling
Shop Papers
Petra Schmidt releases the work order for execution and prints the shop papers for the maintenance group that will execute the work. The technician Tanja Schulze now withdraws the outer funnel cover from the warehouse, collects the motor that has been purchased and then starts to repair the rolled oats packaging machine. Tanja Schulze also withdraws other materials from the warehouse, where the senior stores technician records the withdrawal.
Material Withdrawal
Execution
Actual Costs
SAP PM automatically determines the current actual costs. These costs arise once the technician has withdrawn the required material from the warehouse, the invoice for the material purchased externally has been entered, or actual times have been confirmed. SAP PM displays all the estimated, planned and actual costs, clearly sorted by cost element, in an overview so that the maintenance manager can easily monitor the costs for an order.
Costs Overview
Order Completion
Time Confirmation
Tanja Schulze uses a central confirmation function to confirm actual time data on a single screen. For each completed step, she specifies her name or that of the workshop executing the work. To record her work progress, Tanja enters a partial confirmation. Once the entire order has been executed fully, she enters a final confirmation. The technical confirmation, for example, provides maintenance manager Peter Schneider with a database for evaluations, such as Mean Time To Repair (MTTR), Mean Time Between Repairs (MTBR) and Mean Time Between Failures (MTBF). The technician Tanja Schulze therefore confirms the cause of damage, duration of machine breakdown and other system availability data.
Technical Confirmation
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Fig. 3-7: Completion Confirmation
Maintenance planner Petra Schmidt then closes the malfunction reports and technically completes the order with its sub-orders, whereupon the data can no longer be changed. Remaining reservations and outstanding, unplanned capacities are cancelled. However, the order and its sub-orders can still receive costs, for example, through the receipt of invoices for materials delivered. Since Petra Schmidt no longer expects costs to be posted, she also performs a business completion for the order. SAP PM nevertheless enables both the technical and business completions to be reset if other changes are required. The maintenance planner finds it helpful that order data is still available after the business completion because it can be used to plan future work even more exactly.
Technical Completion
Business Completion
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Inspection and Preventive Maintenance

Increasing System Availability
One of the most important tasks of asset Lifecycle management is to ensure the long-term availability of technical objects. In addition to maintenance costs, the breakdown of technical systems or other objects often results in much higher subsequent costs owing to production breakdown. SAP PM is the ideal instrument to help you avoid these costs. It supports you during the planning and execution of efficient inspections and preventive maintenance of your objects. The maintenance engineer Harry Meyers and maintenance planner Petra Schmidt work closely together to ensure that the inspections and preventive maintenance tasks performed at Great Flakes are correctly represented in SAP PM. Our SAP PM solution helps you in your everyday work to:
Working More Effectively
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Comply with rules and regulations (for example, adherence to industrial health and safety standards) Follow manufacturer recommendations and observe environmental requirements Guarantee quality assurance (for example, customer inquiries) Reduce the frequency of object malfunctions and lengthen the object lifecycle Improve your planning and distribution of capacity
Fig. 3-8: Types of Preventive Maintenance
Identifying and Planning Maintenance Work

The following business processes should be represented at Great Flakes:
Single Cycle Plans for Simple Maintenance Cycles
Example 1: Routine maintenance work must be executed regularly at some technical objects. For example, an annual safety check should be performed on forklift trucks or a visual check made of the packaging conveyor belt every 500 operating hours.
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The maintenance planner Petra Schmidt creates a maintenance plan for these maintenance tasks and defines one time-based or counter-based maintenance cycle. She uses SAP PM to define work that consists of a series of standardized steps (for example, switching off, safety check, electrical separation of objects and switching on) in a task list and then includes these in the maintenance plans whenever required. This reduces the time required to enter data. Petra Schmidt also defines the time and resources, such as work groups, utilities or materials, required to execute the work in the task lists.
Task Lists for Standardized Procedures
Fig. 3-9: Task List
Example 2: The technician at Great Flakes must inspect certain parts of the technical objects at different intervals. For example, an external visual check of the water pumps is required each month to look for rust or leakage. The abrasion of the gearwheel in the pump gear, however, is only checked annually. The maintenance planner uses the different maintenance cycles (in this case, monthly and yearly) to set up a time-based maintenance strategy in SAP PM, with which to plan and execute efficient preventive maintenance. Example 3: Various maintenance tasks should be executed on the pumps depending on throughput. For example, Petra Schmidt must ensure that a safety check of the operational system is made after 50,000 liters throughput and that all the seals are changed after 100,000 liters.
Strategy Plans for Sophisticated Maintenance Cycles
Time-Based Maintenance
Performance-Based Maintenance
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This type of preventive maintenance can be planned and executed easily using a performance-based maintenance strategy with regularly updated counter readings. When new counter readings are available, SAP PM automatically adjusts the calculated maintenance dates.
Fig. 3-10: Representation of Maintenance Plan Types in SAP PM Condition-Based Maintenance
Example 4: The temperature in the drying ovens at Great Flakes must be monitored. If the temperature in one of the ovens reaches a critical level, a malfunction code is sent automatically to SAP PM using a radio signal and a notification generated. The technician Tanja Schulze is immediately notified of the malfunction and can examine the damage. The malfunction is transmitted using a SCADA (Supervisory Control And Data Acquisition) interface. Example 5: The oil in the hydraulics must be changed for the fork-lift trucks at Great Flakes either after one year, 1,200 operating hours or 5,000 miles. Great Flakes uses SAP PM to control whether the date should be due when the first event occurs (one year) or only once all three events (one year, 1,2000 operating hours and 5,000 miles) have occurred. Petra Schmidt creates multiple counter plans in SAP PM to plan and execute this task. Example 6: Harry Meyers is responsible for quality planning at Great Flakes and consequently the inspection of test equipment. He must organize regular monitoring of the depth gauge and would like to check the measurement readings for the characteristics Grinding length and Measuring pin diameter. If the measurement readings taken during an inspection lie outside of the tolerances allowed, then the gauges must be adjusted. Example 7: The elevators at Great Flakes should be maintained every 12 months by the external company, Kwik Fix.
Multiple Counter Plans
Calibration of Test Equipment
Inspection by External Companies
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Executing and Monitoring Preventive Maintenance Work

Once you have identified and represented the maintenance work in your company, SAP PM supports you in your everyday work and the execution of the preventive maintenance itself. Do you want your maintenance work determined automatically? Then use SAP PM. By scheduling maintenance plans, SAP PM automatically generates orders and notifications for the work due. When you confirm the completed work, SAP PM again automatically adjusts the future dates. Do you want to adapt scheduling completely to your requirements and react flexibly to new situations? This was the goal at Great Flakes. The maintenance manager Peter Schneider therefore asked a considerable number of questions when Great Flakes implemented SAP PM. We answered his questions as follows:
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Setting Scheduling Parameters Flexibly
Are subsequent dates moved automatically if work is executed too early or too late? This can be tailored to your individual needs. You can define whether, and to what extent, differences should affect further scheduling, and what differences should be tolerated. Are due orders and notifications available for processing before the due date? Yes. You can define how far in advance of the actual execution date the order or notification should be available in SAP PM. Can we change maintenance cycles defined in the maintenance plan? Yes. You can shorten or lengthen cycles individually in the maintenance plan. Which scheduling types are available? Time-based and key date-based scheduling, scheduling by factory calendar and performance-based scheduling. This allows tremendous flexibility, whereby you can even incorporate public holidays or works holidays into your planning. Is a new order always generated even if the work has not yet been completed? This is entirely up to you. You can define that confirmation is obligatory, to ensure, for example, that the next due order is only generated once the previous order has been confirmed. Can we display dependencies between cycles? Yes. You can define relationships between maintenance cycles for multiple counter plans. You can define when maintenance work is due as soon as one of the two conditions has been satisfied or only when both have been met.
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What happens if maintenance cycles involving similar work are due on the same day? If, for example, comprehensive and minor inspections are due on the same day, you can decide which cycle should actually be executed. In this case, only the comprehensive inspection, since it will encompass the minor inspection. Does SAP PM provide an overview of upcoming maintenance work? Yes. SAP PM provides you with an overview of all upcoming maintenance work and the objects at which work should be executed. This overview is available as a list or graphic. Is it possible to simulate dates and planned changes? Yes. You can use the scheduling simulation to simulate changes and display them graphically. You can also simulate date shifts to establish the best date for optimum capacity load utilization.
Fig. 3-11: Graphical Scheduling Overview
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Cost Analyses for Task Lists and Maintenance Plans

With SAP PM, we have also focused on the central role of cost analysis. You can use the cost analysis function in SAP PM to determine the costs for complete task lists or individual operations (for example, all operations processed using external resources).
Checking the Figures
Fig. 3-12: Cost Analysis of Task List
We have also considered the importance of the cost analysis for maintenance plans. You can use the cost analysis to determine the costs expected for one or more maintenance plans in a specific analysis period. For example, the result above shows the sum total of all internal activities, external activities, materials required or costs for one or more maintenance plans. You can perform a similar cost estimate in a maintenance plan to determine the costs incurred by this maintenance plan for a particular period. As you can see, SAP PM provides professional support with your everyday work in all the key aspects of asset lifecycle management.
What Does the Future Hold?
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Work Clearance Management

Safety in the Workplace for Asset Lifecycle Management
Do you have to observe strict health and safety regulations in your company? Is legislation regarding health and safety in the workplace in force or do directives exist for using hazardous substances? Then you should utilize the services provided by work clearance management with SAP PM. It offers you everything you need for thorough, exact planning and organization of maintenance work at technical objects where consideration of these safety regulations is imperative. If extensive safety measures must be enforced before inspections, repairs or preventive maintenance work are performed and then observed throughout the work, your needs will be ideally served by work clearance management.
Safer Working Conditions
Industrial health and safety measures can include fire protection, radiation protection, directives for using hazardous substances or lockout/tagout. In the case of lockout/tagout, technical objects are isolated electrically or separated mechanically from other parts of the technical system whilst work or special tests are performed. Many companies that require work clearance management operate in the energy supply, chemical, or oil and gas industries. Read more about the maintenance regulations at our model energy supplier, Eco-Power, that led them to choose work clearance management with SAP PM.
Protecting the Welfare of Employees
The employees in asset lifecycle management at Eco-Power work in a critical environment, where they are exposed to high levels of danger, notably high voltage, radioactivity and gases. The occurrence of typical work-related illnesses necessitates special measures to protect the welfare of the employees and prevent such illnesses. Maintenance work at Eco-Power must also be performed whilst the production systems are still operational. The functionality of other parts of the technical system should not be affected under any circumstances.
Avoiding a System Shutdown
The following example clearly illustrates how work clearance management with SAP PM can be incorporated into the maintenance process, enabling you to implement work safety measures successfully: Technicians at Eco-Power have established that a pump in the feed-water system of the power station is leaking and they therefore create a malfunction report.
Creating a Malfunction Report and Order
The maintenance planner at Eco-Power creates an order for the malfunction report. The system recognizes that a lockout/tagout is required to repair the pump. The maintenance planner cannot release the order for execution, since the necessary work clearance management objects must first be created and assigned.
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Work clearance management objects are used to control work safety measures, such as lockout/tagout. For the lockout/tagout of the pump in the feed-water system at Eco-Power, a work clearance application and operational work clearance documents are required. Depending on the required lockout/tagout, the work clearance requester creates the appropriate work clearance application and assigns it to the order. The work clearance planner at Eco-Power assigns the relevant operational work clearance documents to the work clearance application after consulting their library of work clearance documents. The individual items in these lists contain the technical objects in a technical system to be tagged/untagged or monitored during lockout/tagout. The work clearance planner then grants the necessary approvals. The safety engineer can now initiate the lockout/tagout for the assigned operational work clearance documents. The technical objects (for example, the leaking pump, replacement pump or butterfly valves in the water circulation) listed in the operational work clearance documents are in turn switched on or off, separated or connected, mechanically locked if necessary, and identified with operational tags.
Creating Work Clearance Management Objects
Executing Lockout/Tagout
Fig. 3-13: Lockout/Tagout of a Technical Object
Following the lockout/tagout on site, the safety engineer confirms the execution in the system.
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Once tagging has been performed for all the operational work clearance documents, the work clearance planner confirms their execution in the system and grants any additional approvals required.
Executing Maintenance Work
Only then can the maintenance planner at Eco-Power release the order for execution. The technicians can now repair the pump in a safe working environment. After the technicians have completed and confirmed the repair, the maintenance planner confirms execution of the work in the order. The requested lockout/ tagout is therefore no longer necessary and now untagging returning the system to productive operation is required.
Untagging
The work clearance planner recognizes that lockout/tagout is no longer required and closes the work clearance application. This completion enables the safety engineer to start the untagging for the operational work clearance documents. Once the untagging is completed on site, the safety engineer confirms this in the system and closes the operational work clearance documents. The maintenance planner completes the order technically, after which the business completion is performed and the order settled. The order is then transferred to the order history, where it can be evaluated in the SAP component Plant Maintenance Information System (PM-IS).
Completing an Order
Fig. 3-14: Order Processing with Work Clearance Management
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Exchanging and Refurbishing Repairable Spares

In many companies, the refurbishing of defective repairable spares is critical for system availability. This business process requires a high level of integration between the maintenance, materials management and accounting departments. We support you in this core maintenance process with one complete scenario from start to finish. You can fully represent the lifecycle of your repairable spares from their procurement, productive use and repeated refurbishment to scrapping with an individual object history if required. You can assign values to the repairable spares depending on their condition. These conditions can be described even more exactly using valuation types that can be freely defined. As you can see, nobody knows more about integration than SAP. SAP PM makes the complete lifecycle of your repairable spares transparent and the flexible refurbishment cycle can be adapted easily to the individual requirements of your company:
Critical Success Factor
Core Process in Asset Lifecycle Management
Refurbishment Cycle
Fig. 3-15: Usage, Storage and Refurbishment of Repairable Spares
Functions in purchase order monitoring provide the responsible employees at Great Flakes with current information about procurement and repairable spares so that the location of individual parts can be pinpointed at any time. If a part in one of the technical systems is defective, for example, it is replaced by maintenance technician Tanja Schulze with an intact repairable spare from the warehouse. She also returns the defective part to the warehouse. If the part was previously labeled functional with a particular value, it is now deemed defect. The revaluation of such a part is the result of its assignment to a new valuation type.
A Transparent Process Through and Through
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The responsible employee uses the relevant serial numbers to register important repairable spares that are managed as individual items of material at Great Flakes when they are entered and removed from the warehouse.
Installing and Dismantling with Ease
Maintenance planner Petra Schmidt plans the installation and dismantling of repairable spares using the planning and processing functions in the order. This makes the exchange of repairable spares transparent and Petra Schmidt can check the situation in the history at any time. You use the refurbishment order developed especially for refurbishment planning. Here you specify:
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Orders Tailored to Your Requirements
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How many repairable spares of a certain material should be refurbished From which storage location and batch the repairable spares should be withdrawn and to where the refurbished parts should be returned Over what period the repairable spares should be refurbished Which job steps, materials and other resources are required for refurbishment
Keeping Ahead: Integrated Order Processing
The integrated functions from materials management support you when withdrawing repairable spares and materials required for the refurbishment, and when returning refurbished repairable spares to the warehouse. As in the maintenance order, you can use completion confirmations to check how work is progressing. Once the materials have been refurbished, you complete the order. The data collected is transferred to the history, where it is available to help evaluate previous refurbishments and plan future ones.
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Managing External Resources

In addition to your own staff, you almost certainly also use employees from external companies. Since our customers often use very different procedures, we provide a wide range of options to help represent the most diverse types of external resource management. As an example, here are the three ways of managing external resources used at Great Flakes:
Fig. 3-16: Why Use External Resources?
External Resource Management with Individual Purchase Order

Materials and services are purchased individually at Great Flakes. SAP PM generates purchase requisitions automatically for the required services. Depending on which is more cost-effective, the settlement is either performed on a resource-related basis or a flat rate is charged for the whole service.
Order-Based Service Request
External Resource Management with Service Specifications

Since Great Flakes has long-term business relationships with certain vendors, the maintenance manager Peter Schneider drafts outline agreements with the vendor that contain service specifications. These agreements cover the validity period, purchase quantity, purchase value and conditions for performing services.
Using Service Specifications
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Once the external employees have executed the work, they enter their activities on service entry sheets, which are checked by the maintenance supervisor, Wolfgang Petersen. However, he can also record the activities of these employees himself.
Fig. 3-17: External Resource Management with Service Specifications
Simplified Form of External Resource Management

External Company On Site
For this type of external resource management, Great Flakes has defined the external company as a group of maintenance workers. The assembly firm, Kwik Fix, has a small building on site at the Great Flakes plant. The maintenance manager Peter Schneider creates a time-based outline agreement for this external company, in which he defines the purchasing conditions. Instead of sending a number of individual invoices, Kwik Fix issues one collective receipt covering all the work orders executed in a given period, making life much easier for Great Flakes.
Settling Services Collectively
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Projects
Do you perform complex tasks that often necessitate shutting down your technical systems for a certain period? For example, are comprehensive safety checks, modifications, modernization measures or new development projects constantly under review? Do you want to ensure that costs do not exceed the planned budget and that planning of dates and resources is optimized? We provide you with efficient tools for project management. Take a closer look at the functions available with SAP PM for processing revisions, complex projects and investment measures.
Planning Large Projects Simply
Revisions
Revisions generally result in high costs because they require a considerable quantity of resources and need to be completed as quickly as possible to keep production shutdowns to a minimum. Revisions occur once every six months at Great Flakes and usually last three days. However, the exact date is generally only fixed shortly beforehand, since the maintenance work must be coordinated with production. Over the intervening six months, employees create orders for all the work that should be done during the revision, and assign them the same revision number. This enables the maintenance manager Peter Schneider to keep a check on the scope of the planned revision. Once a suitable date has been set, the employees execute the tasks as simultaneously as possible within the time planned for the revision.
Grouping Tasks Together
Project System
Large-scale projects in asset lifecycle management necessitate detailed planning. Most individual tasks in a project are one-off requirements and highly complex. They must be completed in a limited period of time and are both expensive and capacity intensive. Specific objectives with high quality requirements are generally agreed between the sold-to-party and contractor. For this reason, we provide SAP PM. The entire rolled oats packaging machine at Great Flakes requires a general overhaul. Regular production should be interrupted for the shortest time possible. This project is processed in exactly the same way as for breakdown maintenance with internal and external resources, namely, using notifications and orders.
General Overhaul
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Costs and Budget
The maintenance planner Petra Schmidt plans the costs of the general overhaul for all the orders to be executed when the motor is overhauled. After she has released the order, SAP PM checks regularly whether the planned costs lie within the project budget. The data confirmed by the technician is automatically entered in the project data. A Project Information System supplies current data regarding budget, costs/revenues, dates and resources to the maintenance manager Peter Schneider at various levels of detail and summarization. Progress analyses keep him right up-to-date. Once the project at Great Flakes has been completed, the services provided during the general overhaul and costs collected for this project are settled to the production department that requested the services.
Progress Analyses
Modifications and New Developments

Modernization of Technical Systems
Owing to increasing technical demands, an ever-greater need for environmental protection and the high operative level of industrial systems, technical systems must repeatedly be modified or modernized to increase their value. Scrapping old technical systems and replacing them with new up-to-date production systems is the job of asset lifecycle management. SAP PM supports you here in conjunction with investment management. Owing to increased sales and demand, Great Flakes requires a new packaging conveyor belt. The production manager asks the maintenance manager Peter Schneider to install a new packaging conveyor belt. The maintenance planner Petra Schmidt therefore creates an order. It has already been agreed with asset accounting that this automatically generates an asset under construction, to which all costs incurred are settled. Now Peter Schneider can identify in the balance sheet which items are investments and which are costs, even though the installation continues into the next period.
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Analyses for Asset Lifecycle Management

Highlights
Identify your cost factors. Provide verification documents. Demonstrate improvements in efficiency. Analyze the breakdown record and frequency of damage of your objects. How? With SAP PM. We provide the tools you need, tailored exactly to the different requirements of your system users. We help you to accelerate and optimize your processes in asset lifecycle management at every level.
Information at Every Level of Detail

Fast access to important data is essential for continual improvement of work in asset lifecycle management. You can use SAP PM to highlight how effective your strategies are and identify where there is potential for improvement. SAP PM can be used to access current information from all levels at any time.
Highlighting the Strengths of Your Asset Lifecycle Management
Comprehensive Reporting and Detailed History

Our reports provide detailed information about maintenance events according to freely definable criteria. Here are some examples of questions that can be answered easily using our reporting functions:
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Answering All Your Questions Easily
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Which malfunction reports were recorded for cost center 4711 in a particular period? Which maintenance orders have been executed for technical asset 0815 and what costs were incurred? What were the last mileage readings measured for the cars in your car pool? Which pieces of equipment were installed on a particular day at pumping station 05P1234? Which measurement readings were entered in January for measuring point 1552 (container temperature in operative system)? Which serial numbers have been assigned for material HX32? Which work centers in plant 1000 are not assigned to cost center 4711? Which maintenance dates are scheduled next month for pieces of equipment and functional locations in plant 0002? In which task lists and bills of material is material HX32 used?
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Your Personal View of Selected Data
All the results are displayed in lists. SAP PM enables each of your users to define their own views for selected data. Each result can be displayed immediately in the preferred view. The user can process this list further, for example, by showing additional fields, changing the order of columns, sorting or using search functions. He or she can also generate graphics from the list data, send these by e-mail or download them onto a PC. The history created using SAP PM provides detailed analysis options, right down to the level of individual documents. Our experienced development team has ensured that all the data you need can be called up quickly and easily.
Calling Up the Data That You Need
An Information System that Makes Decisions Easier

Accessing Data That Helps You
We provide the following flexible tools to help you collect and summarize data from asset lifecycle management:
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Relevant key figures Standard analyses whose data is drawn directly from operational use Flexible analyses that enable you to collect important data separately and evaluate data structures
Fig. 4-1: Standard Analyses Here in the SAP Internet Demonstration and Evaluation System (IDES) Identifying Your Potential
We help you to identify problem areas and analyze their origin. You can monitor whether target criteria are being met successfully and react early to setbacks.
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The inclusion of the PMIS in the Logistics Information System (LIS) means you can view your data for asset lifecycle management relative to the company as a whole. The Logistics data warehouse is also available with the LIS. The data for asset lifecycle management is transferred to the Executive Information System (EIS). Managers and project leaders can use this data warehouse at any time to obtain an overview of the critical success factors in the company. Detail data can also be accessed here, if required.
Asset Lifecycle Management in a Company-Wide Context
The Information Center of the Future: SAP Business Information Warehouse (SAP BW)
The SAP Business Information Warehouse (SAP BW) represents the highly efficient, highly competitive future of data warehousing a complete solution that provides you with the latest facts and figures to help answer any number of questions. The SAP BW infrastructure can be used immediately and integrated seamlessly into your existing system environment. SAP BW supplies business content preconfigured report and analysis templates, and contains the technical basis, data extraction and provision, metadata and information models. Master data (for example, functional locations, equipment or catalogs) and movement data (such as notifications, orders or notification items) is extracted from SAP BW.
Seamless Integration with Existing Systems
Fig. 4-2: Example Evaluation in the Business Information Warehouse (BW)
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Ideal for Your User Roles
The personalized nature of the pre-defined business content in SAP BW is ideally suited for the individual user roles supported by SAP.
Historical Information Even Without Prior Use of SAP PM

Transferring Your Existing Data to SAP PM
Have you been using a different system for asset lifecycle management, but would like previously collected data to be available in SAP PM? Our tools enable you to copy historical data from your legacy system into SAP PM, where it is available as if created there directly. There is nothing to lose and much to gain by implementing SAP PM. Read on to find out how we support your employees individually.
The Right Tool for Each Employee

SAP PM supports employees in all areas of their work in asset lifecycle management with helpful evaluations. Our role-based application specifically targets the requirements of the individual employee groups. Here are some examples of just how flexible our evaluations are:
The Big Picture: Analyses for the Maintenance Manager

Peter Schneider, the maintenance manager at Great Flakes, is directly responsible for asset lifecycle management, its budget and the current costs. He monitors the overall asset lifecycle management of the operative system. He is also responsible for staff in the asset lifecycle management department, and makes decisions about hiring employees and assigning work to service providers and suppliers.
Important Data for the Maintenance Manager
He requires analyses, for example, that help answer the following questions:
I I
I I
What were the maintenance costs in the second quarter of this year? What is the relationship between the maintenance costs incurred this year and the planned costs? To what extent has the budget for this year already been exhausted? How many employees work in maintenance plant 001 and what are the personnel costs? What is the percentage distribution of damage codes?
4-4
Fig. 4-3: Analyses for the Maintenance Manager
Object Overview: Evaluations for the Maintenance Engineer

Harry Meyers, the maintenance engineer at Great Flakes, draws up engineering and design plans for technical assets and monitors their construction, sound working order and maintenance. His area of responsibility also includes entering and managing master data, bills of material and maintenance plans for these technical assets. He is involved in deciding what maintenance work is executed and supports the maintenance planner with these tasks. Harry Meyers requires evaluations that support him effectively in his work, such as the following:
I
Efficient Analyses for the Maintenance Engineer
Which malfunctions have been reported for the packaging plant in the first quarter of the year? How is work progressing with the construction of the new oven in hall 2? Can the planned finish date be met? For which technical objects does the warranty expire in the next month?
4-5
Fig. 4-4: Analyses for the Maintenance Engineer

I
Which maintenance plans and bills of material belong to conveyor 002, in which several new parts have just been installed? Do they need to be modified for the new technical conditions? How long is the Mean Time To Repair (MTTR) for the maintenance objects in the North plant in comparison to the South plant? How long is the Mean Time Between Failures (MTBF) for the maintenance objects in the North plant in comparison to the South plant? Where are the main focus areas for maintenance in similarly constructed technical assets? How many new pump motors have been delivered in the last month and provided automatically with equipment master records? Has all the detail data already been entered? Which pieces of equipment head the top 10 list of pumps with the highest maintenance costs?
4-6
Time-Based Planning: Evaluations for the Maintenance Planner

As the maintenance planner at Great Flakes, Petra Schmidt is responsible for planning maintenance work based on malfunction reports. She sets up orders and plans the type and scope of necessary work, the resources and dates, in view of the operational conditions. For judicious planning, Petra Schmidt needs evaluations that offer an overview and consider the current situation of the operative system. Evaluations in SAP PM, for example, can answer the following questions quickly and easily:
I
Planning Guide for the Maintenance Planner
How many notifications have been entered today, for which no order has yet been generated? How many orders have a planned start date next week and are planned for the mechanical workshop?
Fig. 4-5: Analyses for the Maintenance Planner

I I
Which orders have exceeded the time allocated? How quickly has the maintenance team reacted to malfunctions (average time between notification, order generation and completion confirmation)? How many actual hours does the mechanics workshop confirm on average per month?
4-7
Workshop Efficiency: Evaluations for the Maintenance Supervisor

As the maintenance supervisor, Wolfgang Petersen is responsible for the expert, on-time execution of maintenance work at Great Flakes. He is the direct contact person for technicians, external companies and maintenance planners, and manages the daily work in the workshop. He also monitors adherence to budget guidelines for orders and operational rules for processing.
Practical Data for the Maintenance Supervisor
Wolfgang Petersen requires quick, practical evaluations to provide him with important information for his work. Here are some of the questions that SAP PM can answer straightaway:
I I
Which orders must definitely be completed today? Which external companies are working on orders this week that have been assigned to my workshops? Which orders processed this month by my workshop have exceeded the planned budget?
Fig. 4-6: Analyses for the Maintenance Supervisor
4-8
Which orders have been processed in the last two weeks by the mechanical and electrical workshops? What percentage of assigned orders does my team complete within the planned time? What is the relationship between the attendance hours of my technicians and the times confirmed by them? Are all my workshops being used equally to their full capacity or are certain workshops repeatedly overloaded?
Personalized Information: Evaluations for the Technician

Tanja Schulze works as a technician at Great Flakes. She works for Wolfgang Petersens team and executes the daily work required. Tanja Schulze wants to see the data that directly affects her. Our reports provide her with an overview that answers questions such as:
I I I
Individual Analyses for the Technician
For which orders have I already been scheduled this week? For which orders have I confirmed times in the last month? How many hours have I confirmed in the last week?
Fig. 4-7: Analyses for the Technician
4-9
Integration and Interfaces

Highlights
SAP PM is a software solution that covers all of your requirements for asset lifecycle management. The uniform graphical user interface is especially userfriendly and the personalization options ensure it is readily accepted. All the data and functions for your business processes in asset lifecycle management are linked together without the need for interfaces. The openness of the SAP System allows you to integrate many external systems with SAP PM, for example, Geographical Information Systems (GIS), CAD (Computer Aided Design) systems or Supervisory Control and Data Acquisition (SCADA) systems.
SAP PM is a component of mySAP.com that is integrated with the functions in SAP Logistics, SAP Accounting and SAP Human Resources. The continual exchange of data with other areas of mySAP.com guarantees up-to-date information and the integrated functionality helps to optimize business processes. We are in constant contact with users from different industry sectors, thereby ensuring that experience and knowledge is continually shared. SAP PM is an open system that can be used internationally:
I I
Optimizing Business Processes
International and Open
We guarantee integration with other application components of mySAP.com. We offer flexible interfaces to external systems.
Integration in mySAP.com
SAP PM is integrated with many other components of mySAP.com. Some of the functions available are outlined below:
I
Materials Management You can use Materials Management to represent the processes required to manage parts or materials. These include the external procurement of materials, services and inventory management functions. Repairable spares to be refurbished are also managed using Materials Management. Project System You can use Project System within Asset Lifecycle Management to represent complex tasks that span several orders and for which certain dependencies exist between the orders. Quality Management Integration with Quality Management makes detailed results available for inspections, thereby enabling a subsequent usage decision. You can use SAP PM to manage the test equipment used in Quality Management.
Logistics
5-1
Financial Accounting and Controlling
Personnel Management
Financial Accounting The integrated use of functions from Financial Accounting enables you to manage customer and vendor data, as well as create and review invoices. Asset Accounting Integration with Asset Accounting enables you to settle activities that must be capitalized directly to the relevant asset and also create new assets under construction. You can display a link between the financial and maintenancespecific views of your assets. You can create asset master records automatically when creating equipment master records and changes are reconciled immediately by the system. Cost Accounting You can use the functions in Cost Accounting to monitor, allocate and evaluate internal costs incurred by maintenance activities. Investment Management Integration with Investment Management can be used to budget and account for complex tasks in detail. Personnel Management Personnel Management provides information about the qualifications of employees in Asset Lifecycle Management, enabling you to find qualified personnel for the required maintenance activities. Time Management Time Management offers you a uniform, central time-entry tool (CATS Cross-Application Time Sheet) for internal and external maintenance employees and provides shift models for maintenance planning.
General System Functions

Fast Information Using Workflow
SAP Business Workflow is a tool you can use to control, manage and thereby optimize procedures automatically for all stages during the planning and execution of tasks. Work items are actively written into the worklists for individuals or organizational units. The user can process the work item directly from their inbox. You can send many of our objects (for example, equipment, functional locations, notifications or orders) using the object service. The recipient obtains a message in their inbox, from where they can directly access the object in display mode. The object link is another extremely useful function for linking PC files (for example, graphics or texts) to objects, such as equipment or maintenance plans. This means, for example, that you could store a text containing manufacturer information about a piece of equipment.
Sending Objects Directly
Linking Information to Objects
5-2
You can use Drag&Drop technology, for example, to modify equipment and relate a piece of equipment to another functional location. We also enable you to add your favorites to the menu. You simply choose the transactions that you use most often and define your own individual menu with Drag&Drop. Had enough of static lists? We provide the general list viewer an ideal tool for structuring your lists flexibly. Here are just a few examples of our list functions:
I
Simplified Processing Setting Up Your Own Menu
No More Static Lists
You can use Drag&Drop technology to shift columns, set the column width, create column totals with interim totals, hide columns or sort according to any criteria. You can even sort according to several fields at the same time (for example, by cost center within an order list and by date within the cost center). You can download lists onto your PC and edit them using a word processor or spreadsheet program. Our mass processing function can be used to print several orders from an order list at once. You can also display the breakdown history graphically.
Authorizations Who Does What?
SAP PM also makes assigning authorizations (for example: Who can display a particular object? Who can change it?) very straightforward. You can organize authorizations to suit the individual needs of your company. Numerous enhancement options are available to you in Customizing and using pre-defined customer exits. You can structure SAP PM quickly and costeffectively, adapting it to the specific business requirements of your company.
Effective Customer Exits
Integration with External Systems

The functions available in the SAP application components are supplemented by flexible interfaces to the following external systems:
I
Expert systems for automatic task determination Different tasks are required for different jobs. The tasks can be selected automatically during notification processing through the connection of CBR (Condition-Based Reasoning) tools. Laptop systems for supporting field service Important data for processing tasks can be downloaded from the SAP System onto a laptop. You can upload completion confirmations back into the SAP System.
5-3
Fig. 5-1: Integration with External Systems

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Internet Connection
Systems for Computer-Aided Design (CAD) From engineering and design in the CAD system, you can branch directly to the maintenance of master data in SAP PM. Conversely, you can display the engineering and design documentation directly in the SAP System. Geographical Information Systems (GIS) In SAP PM or GIS, you can display information about the geographical position of objects or create malfunction reports. You can also switch from one system to the other. External systems for entering measurement and counter readings You can transfer data from process control systems or SCADA (Supervisory Control And Data Acquisition) systems, which describe the condition or use of an object, directly into the SAP System. Systems for Plant Data Collection (PDC) In addition to transferring measurement and counter readings, you can copy information for completion confirmations (for example, time confirmations for maintenance orders) from PDC systems. Internet connection for entering measurement and counter readings You can enter data that describes the condition or use of an object over the Internet. Internet connection for entering notifications You can enter different categories of notifications (for example, malfunction reports) over the Internet without the need for a direct SAP System connection for each job entered.
5-4
Spare parts procurement using external catalogs When selecting material components for the order, you can call up directories from the PC, in which spare parts catalogs are stored. You can also call up these directories on the Internet, choose the required materials and copy them into the order. SAP ArchiveLink for optical storage of incoming documents You can assign different documents (for example, photographs of damage, fax of a malfunction report) to tasks and display them directly from the SAP System at any time. Hand-held devices You can transmit work-related information from an SAP System to your employees on a hand-held device (for example, a WAP phone or Palm Pilot). This makes detailed data about the operations required available to the employee, who can enter materials used, make a technical confirmation and send the data back to the SAP System.
Optical Storage
In the Field, but in the Know
5-5
Range of Functions
Range of Functions
SAP PM supports you in all the stages of planning and executing maintenance work. The range of functions that we provide includes the following: Elements of Asset Lifecycle Management Functional location / Equipment / Installed base / Serial number / Object network
I I I I I I I I I I I I I I I I I I I
Functions
Action log Addresses Alternative labels Classification Counter readings Counter replacement Documents Inventory information Long text Measurement reading transfer Measuring points and counters Multilingual texts Object information Partners Permits Serialization data Structure graphic Structure list Superior locations Assigned documents / drawings BOM comparison Change documents Mass change Non-stock material Plant assignments Action log Activities Addresses Administration data Basic dates Causes of damage Damage codes
Material / Bill of material
I I I I I I
Notification
I I I I I I I
6-1
Range of Functions
I I I I I I I I I I
Documentation of telephone calls Document flow Note database Object information Paging / communication Partner determination Sending confirmations of receipt Task determination Tasks Task simulation Action log Addresses Budget / commitments Completion confirmations Components Credit limit check Delivery addresses of external material Document flow Estimated / planned / actual costs Execution factor External resource management Internal processing Location Material availability Network structure / Gantt chart Objects Operations Paging / communication Partners Permits Planning board Printing Production resources and tools Qualifications Refurbishment Relationships Scheduling Settlement rule Sub-orders Task list selection
Order
I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I
6-2
Range of Functions
Capacity requirements planning
I I I I I I I
Available capacity Capacity leveling Capacity requirements Evaluation of work centers Overload Planning board (tabular / graphical) Shift sequence Collective confirmation Error pool Individual time confirmation Measurement documents Overall completion confirmation Time sheet Document flow Historical orders Material where-used list Notifications Operations Orders Costing (general and object-based) Cycle sets Deadline monitoring Maintenance item Maintenance plan Maintenance strategy Mass change Overviews for object, maintenance plan and operation Scheduling Scheduling overview Task lists Breakdown analyses Cost analyses Damage analyses Exception analyses Location Manufacturer Object classes Object statistics Planner groups User-defined analyses
Completion confirmation
I I I I I I
History
I I I I I I
Maintenance planning
I I I I I I I I I I I
Standard analyses
I I I I I I I I I I
6-3
Range of Functions
Elements of Work Clearance Management Work approval
Functions
I I I I I I I I I I I I
Catalogs Change documents Controlling applications Controlling orders Controlling release for execution Documents Enhanced approvals Location Long text Object list Partners Printing Catalogs Change documents Controlling orders (standard model) Controlling release for execution (standard model) Controlling work approvals (enhanced model) Documents Enhanced approvals Location Long text Object list Partners Printing
Application
I I I I I I I I I I I I
6-4
Range of Functions
Specifically for work clearance application:

I
Controlling operational work clearance documents Catalogs Change documents Documents Enhanced approvals Locations Long text Multiple use of tags Object list Partners Printing Untagging adjustment
Work clearance document
I I I I I I I I I I I
Specifically for work clearance document template:

I
Library of work clearance documents
Specifically for operational work clearance document:

I I I I I
Checks, for example, conflict verification Controlling operational processes Controlling work clearance applications Operational protection Simulations
6-5
Glossary
Glossary A
Asset Lifecycle Management (ALM) Component for organizing and managing technical assets and objects. Asset Lifecycle Management comprises all the areas of a modern EDP-supported system for maintenance management. These areas include, for example, preventive maintenance, inspection plans, catalogs to determine causes of damage, spare parts procurement over the Internet, inventorymanagement, shutdown planning and external interfaces to GIS, SCADA and CAD. Equipment Individual, physical object that is to be maintained as an autonomous unit. Functional location Organizational unit that structures the objects of a company to be maintained according to functional, process-oriented or spatial criteria. A functional location represents the place at which a maintenance task is to be performed. Lockout/tagout Process in which technical objects are isolated electrically or separated mechanically from other parts of a technical system whilst maintenance work or special tests are performed. The process comprises orderly tagging and subsequent untagging of technical objects. Lockout/tagout ensures a safe environment for your maintenance staff in which to work and perform controlled tests. Maintenance bill of material List used to describe the structure of a technical object and assign spare parts to the object for maintenance purposes. Maintenance notification Means by which internal company notifications are entered and managed in Asset Lifecycle Management. The following standard notification types are available: I Malfunction report I Activity report I Maintenance request
E F
G-1
Glossary
Maintenance order Means of documenting maintenance work. You can use the maintenance order to I Plan work specifically I Monitor the execution of work I Enter and settle the costs incurred by work The order data is transferred to the maintenance history and is extremely important for evaluations and future planning. Maintenance plan Description of the inspections and maintenance to be performed on maintenance objects. The dates and scope of work are also defined here. The following types of maintenance plan are available: I Single cycle plan (time or performance-based) I Strategy plans (time or performance-based) I Multiple counter plan Maintenance plan scheduling Function for generating call dates in the maintenance plan. Maintenance call objects (for example, maintenance orders or service entry sheets) are subsequently generated for these call dates. Depending on the type of maintenance plan, scheduling can be: I Time-based I Performance-based I Time and performance-based Maintenance strategy Rule for the sequence of planned inspections and preventive maintenance. A maintenance strategy contains the maintenance packages that define the cycle in which the individual tasks should be performed (for example, every 2 months, every 5,000 miles or every 500 operating hours). It also contains additional scheduling parameters, such as shift factor, preliminary and follow-up buffers, and hierarchy. Maintenance strategies are obligatory in strategy plans. Single cycle plans have only one maintenance cycle, and therefore do not use maintenance strategies.
G-2
Glossary
Maintenance task list Description of a series of individual maintenance activities that are executed repeatedly in a company. Maintenance task list is the generic term for all task lists that are used in Plant Maintenance. The following task lists are available I Equipment task list I Task list for functional location I General task list Measurement document Record of a measurement at a measuring point or counter at a particular time. Measuring point Physical or logical place at which a condition is described. Examples: I Temperature inside a reactor I Thickness of a vessel wall The condition is described using measurement readings. Measuring points are managed in the SAP System as master data. Multiple counter plan Maintenance plan that can consists of maintenance cycles with different dimensions, such as time and distance. You can assign a different counter from a technical object to each maintenance cycle. This enables you to define when maintenance is due based on different dimensions.
Example:
You can define the interval for an oil change as follows: I Every 10,000 miles I Every six months at the latest
Product Lifecycle Management (PLM) Business unit, with which the complete lifecycle of products and technical assets can be organized and managed. All phases of logistics are integrated into this e-business solution from design and production, through sales and maintenance, to initial investments and finally scrapping of a technical asset.
G-3
Glossary
Refurbishment order Special form of maintenance order that you use when refurbishing repairable spares, and for which an order type must be indicated specifically. You use the refurbishment order to restore a certain number of defective or worn-out repairable spares to full working order again for a particular date. Single cycle plan Time or performance-based maintenance plan that you can use to manage inspections and maintenance to be performed on a reference object. In the single cycle plan, you define one maintenance cycle and the scope of the maintenance tasks. In contrast to strategy plans, no maintenance strategies are defined or assigned for a single cycle plan. Strategy plan Maintenance plan with which you can represent complex maintenance cycles using maintenance strategies. For simple maintenance cycles, you use the single cycle plan, to which no maintenance strategy, only a maintenance cycle is assigned.
Example:
A maintenance task should be performed on a reference object every 100, 500 or 1,000 operating hours.
G-4
Index
Index
A
Actual costs 3-10 ALM See Asset Lifecycle Management; Analyses 1-8, 4-1, 4-2 For maintenance engineer 2-5, 4-5 For maintenance manager 4-4 For maintenance planner 4-7 For maintenance supervisor 4-8 For technician 4-9 Progress analysis 3-26 Approvals Work clearance management 3-18 ArchiveLink 5-5 Asset Accounting 5-2 Asset Lifecycle Management 2-1 Complex technical systems 2-4 Function-based 2-1 Installation location and object 2-5 Inventory-managed objects 2-6 Multiple labeling 2-5 Object classification 2-9 Object-based 2-1 Structuring examples 2-2 Structuring options 2-1 Asset Lifecycle Management (ALM) 1-1 Authorizations 5-3 Automobile 2-3 Availability Technical system 3-10 Availability check Material 3-8 Business Information Warehouse (BW) 4-3 BW See Business Information Warehouse
C
CAD See Computer-Aided Design Capacity Available 3-8 Requirements 3-8 Catalog Damage 3-6 Internet 5-5 Material 3-9 Cause of damage 3-6, 3-10 CBR See Condition-Based Reasoning Classification 2-9 Evaluations 2-11 Collective invoice 3-24 Completion 3-10 Business 3-11 Technical 3-11 Completion confirmation 3-10 Final confirmation 3-10 Material 3-10 Partial confirmation 3-10 Technical confirmation 3-10 Computer-Aided Design (CAD) 5-4 Condition-based maintenance 3-14 Condition-Based Reasoning (CBR) 5-3 Controlling 5-2 Corrective maintenance 1-6, 3-4 Cost analysis Maintenance plan 3-17 Task list 3-17 Costs Development 3-10 Overview 3-7 Counter reading Entry on Internet 5-4 External entry 5-4 Counter-based maintenance 3-13 Customer exit 5-3
B
Breakdown Graphical display 5-3 Machine 3-3 Breakdown maintenance 1-6, 3-3 Budget 1-8, 3-9 Building management 2-8 Business completion 3-11 Business content 4-3
I-1
Index
D
Damage 3-6 Data transfer 3-5 Data warehouse 4-3 Dates 3-6 Dismantling Repairable spares 3-22 Download Lists 5-3
G
General overhaul 3-25 Geographical Information System (GIS) 2-11, 5-4 GIS See Geographical Information System
H
Hand-held devices 5-5 Hazardous substances Directive on use 3-18 History 1-8, 2-2, 4-4 For serialized objects 2-6
E
Early Warning System 1-8 EIS See Executive Information System Employee roles See Roles Energy supplier 2-11 Environmental protection Requirements 3-12 Equipment 2-1 Estimated costs 3-9, 3-10 Evaluations 1-8 Exchange Repairable spares 3-21 Executive Information System (EIS) 4-3 Expert system 5-3 External company 3-24 Inspection 3-14 External material 3-9 External resource management 1-7 Simplified form 3-24 With individual purchase order 3-23 With service specifications 3-23 External systems Integration 2-11
I
Individual invoice 3-24 Individual menu Set up 5-3 Individual purchase order 3-23 Industrial health and safety measures 3-18 Industry sectors 1-5 Inspection 1-7, 3-1, 3-12 By external company 3-14 Test equipment 3-14 Installation and dismantling Repairable spares 3-22 Internet 3-9, 5-4 Catalog 3-9 Intranet 3-9 Inventory management 2-6 Material 3-8 Software 2-7 Investment Management 1-8, 5-2 Invoice Collective invoice 3-24 Individual invoice 3-24
F
Field service support 5-3 Financial Accounting 5-2 Fleet management 2-3 Functional location 2-1 Key structure 2-4 Requirements of installation location 2-10
K
Key figures 1-8
L
Laptop 5-3 Lifecycle Repairable spares 3-21
I-2
Index
Lifecycle management 1-1 Link Computer-Aided Design (CAD) 5-4 Expert system 5-3 Geographical Information System (GIS) 5-4 Internet 5-4 Laptop 5-3 PC files 5-2 Plant Data Collection (PDC) 5-4 SAP System 5-1 Supervisory Control And Data Acquisition (SCADA) 5-4 LIS See Logistics Information System Lists Processing 5-3 User-specific view 4-2 Lockout/tagout 1-8, 3-18, 3-19 Logistics Information System (LIS) 4-3
M
Machine breakdown 3-3 Mains supply 2-11 Maintenance 3-12 Maintenance engineer Analyses for 4-5 As role 1-3 Maintenance group 3-8 Employee qualification 3-8 Operating times 3-8 Resources 3-8 Shift schedule 3-8 Maintenance history SeeHistory Maintenance manager Analyses for 4-4 As role 1-3 Maintenance notification See Notification Maintenance order See Order Maintenance plan Cost analysis 3-17 Maintenance planner Analyses for 4-7 As role 1-4
Maintenance process Overview 3-3 Maintenance supervisor Analyses for 4-8 As role 1-4 Malfunction frequency Reduce 3-12 Malfunction report 3-5, 3-7 Management of technical objects Automobile 2-3 Classified objects 2-9 Complex technical system 2-4 Fleet 2-3 Inventory-based objects 2-6 Mains supply 2-11 Real estate 2-8 Mass processing 5-3 Material Availability check 3-8 Completion confirmation 3-10 External material 3-9 From Internet catalog 3-9 Inventory-managed 3-8 Planning 3-8 Procurement 1-8 Withdrawal 3-10 Materials Management 3-21, 5-1 Mean Time Between Failures (MTBF) 3-10 Mean Time Between Repairs (MTBR) 3-10 Mean Time To Repair (MTTR) 3-10 Measurement reading Enter externally 5-4 Enter on Internet 5-4 MTBF See Mean Time Between Failures MTBR See Mean Time Between Repairs MTTR See Mean Time To Repair Multilingualism 1-6 Multiple counter plan 3-14 Multiple labeling 2-5 mySAP.com 5-1
I-3
Index
N
Notification 3-5 Create on Internet 5-4 Generate automatically 3-15
O
Object history 2-2 Object link 5-2 Operational work clearance document 3-19 Optical storage 5-5 Order 3-6 Actual costs 3-10 Budget 3-9 Business completion 3-11 Capacity requirements planning 3-8 Completion 3-10 Completion confirmation 3-10 Estimated costs 3-9, 3-10 Generate automatically 3-15 Hierarchy 3-7 Maintenance group executing work 3-8 Material withdrawal 3-10 Materials planning 3-8 Permits 3-9 Planned costs 3-10 Printing 3-10 Refurbishment 3-22 Release 3-10 Scheduling 3-8 Shop papers 3-10 Sub-order 3-7 Task list 3-7 Technical completion 3-11 Work steps 3-7 Workflow 3-7 Organizational representation 1-6 Outline agreement 1-8, 3-24 With service specifications 3-23
Personnel Management 5-2 Pervasive computing See Hand-held devices Planned costs 3-10 Planning 3-6 Plant Data Collection 5-4 Plant Maintenance Information System (PMIS) 4-2 PLM See Product Lifecycle PMIS See Plant Maintenance Information System Preventive maintenance 1-7, 3-1, 3-12 Condition-based 3-14 Counter-based 3-13 More complex cycle 3-13 Multiple counter plan 3-14 Performance-based 3-13 Scheduling 3-15 Scheduling - FAQs 3-15 Single cycle plan 3-13 Strategy plan 3-13 Time-based 3-13 Procurement Repairable spares 3-21 Product Lifecycle Management (PLM) 1-1 Progress analysis 3-26 Project Information System 3-26 Project management 3-25 Project System 3-25, 5-1 Projects 1-8 Purchase requisition 3-23
Q
Quality assurance 3-12 Quality Management 5-1
R
Real estate management 2-8 Refurbishment Order 3-22 Repairable spares 3-21 Regulations Health and safety 3-18 Repair 3-3
P
PDC See Plant Data Collection Performance-based maintenance 3-13 Permits 3-9
I-4
Index
Repairable spares 1-7, 3-21 Exchange 3-21 Installation and dismantling 3-22 Lifecycle 3-21 Procurement 3-21 Refurbishment 3-21 Reporting 4-1 Reports 4-1 Resource planning 3-13 Revision 3-25 Roles 1-3 Maintenance engineer 1-3 Maintenance manager 1-3 Maintenance planner 1-4, 3-18 Maintenance supervisor 1-4 Safety engineer 3-19 Technician 1-4 Work clearance planner 3-19 Work clearance requester 3-19 Rush order 3-3
Strategy plan 3-13 Sub-order 3-7 Supervisory Control And Data Acquisition (SCADA) 5-4 Supplier 2-5 Symptom 3-6
T
Task Complex 3-25 Determine automatically 5-3 Document assignment 5-5 With laptop 5-3 Task list 3-7, 3-13 Cost analysis 3-17 Technical completion 3-11 Technical confirmation 3-10 Technical system Availability 3-10 Modification 3-25, 3-26 New development 3-25, 3-26 Technician Analyses for 4-9 As role 1-4 Test equipment 5-1 Inspection 3-14 Time confirmation 3-10 Time Management 5-2 Time-based maintenance 3-13 Total Productive Maintenance (TPM) 2-1 TPM See Total Productive Maintenance
S
Safety at work Using work clearance management 3-18 Safety check 3-25 SCADA See Supervisory Control And Data Acquisition Scheduling 3-8 Automatic 3-15 Backwards 3-8 Forwards 3-8 Frequently asked questions 3-15 Preventive maintenance 3-15 Serial number 2-6 Service 1-8 Service entry sheet 3-24 Service specifications 1-8 Shop papers 3-10 Shutdown 3-25 Single cycle plan 3-13 Solution 3-6 Solution Database 3-6 Exact search 3-6 Fuzzy search 3-6 Solutions 3-6 Symptoms 3-6
U
Untagging 3-20 User exit See Customer exit User orientation 1-3 User roles See Roles
W
Work clearance application 3-19 Work clearance document Operational 3-19 Work clearance management 1-8, 3-18 Object 3-18 Work safety measures 1-8 Workflow 3-7, 5-2
I-5
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Functions in Detail

SAP Asset Lifecycle Management Maintenance made easy

Copyright 2000 SAP AG. All rights reserved.

SAP Asset Lifecycle Management

2-1 2-3 2-4 2-6 2-8 2-9

How is the brochure structured?

What terms do we use?

Asset Lifecycle Management with SAP

Asset Lifecycle Management with SAP

Asset Lifecycle Management Today

E-Business in Asset Lifecycle Management

Asset Lifecycle Management with SAP

Fig. 1-1: Management of Product and Asset Lifecycles

Asset Lifecycle Management with SAP

Asset Lifecycle Management with SAP PM

Focusing on the People

Customer Feedback is Crucial

Tailored to Your Working Environment

Our Model Company: Great Flakes

Asset Lifecycle Management with SAP

Fig. 1-3: SAP PM - Focusing on the People

Asset Lifecycle Management with SAP

Can be Used in All Industry Sectors

Integrating Your External Systems

Asset Lifecycle Management with SAP

Uniform Asset Lifecycle Management Across the Company and Internationally

Structuring to Suit Your Needs

Optimizing Your Processes

Specific Planning and Efficient Controlling

Asset Lifecycle Management with SAP

Reacting Flexibly to New Demands

Establishing Universal Processes

Working Together Successfully

Fig. 1-4: Successful Collaboration with External Companies

Asset Lifecycle Management with SAP

Planning Complete Projects

Fig. 1-5: Controlling Project Progress Using SAP PM

Clear Asset Lifecycle Management

Example 1: Individual Object (Automobile)

Easy and Clear

Answers to Everyday Questions

Fig. 2-2: Individual Object: Automobile

Individual Vehicles or Complete Fleet Management

Example 2: Complex Technical System (Power Station)

Installation Location and Object with SAP PM

Fig. 2-4: Installation Locations and Objects

Example 3: Inventory-Managed Objects (Hardware)

Inventory Management and Maintenance Seamlessly Integrated

Individual Management and Maintenance

History for Each Serialized Object

Fig. 2-5: Example Process for Inventory-Based Management of Objects

Example 4: Real Estate Management (Building)

Fig. 2-6: Example of a Building Structure

Structuring Buildings Clearly

Example 5: Classification of Objects (Electric Pumps)

...and Asset-Specific Information

Fig. 2-7: Classification and Representation of Technical Features

Fig. 2-8: Individual Attributes of Technical Features

Exact and Individual Evaluations

Example 6: Integration of External Systems (GIS and Power Supplies)

Fast Geographical Information Where Did the Malfunction Occur?

Processes in Asset Lifecycle Management

Processes in Asset Lifecycle Management