Fundamentals of Plant Maintenance:

Questions to ask before you start

John Harrison
SAP
SESSION CODE: EM623

Objectives

To develop an understanding of SAP EAM / PM

To identify those areas where significant preparation
needs to be done
To identify those areas where key decisions are to be
made / understood

Not to be able to create objects (master data etc. ) nor

to operate the solutions

SAP Enterprise Asset Management

Design & Specify

Business planning
Investment management

Procure & Build

Collaborative specification
and design
Maintenance engineering

Interfacing CAD systems

Project management

Maintenance cost planning

Decommission & Dispose

Asset transfer and disposal

Collaborative disposal
management
Document management
Project management
Waste management
Asset compliance
Asset re-marketing

Supplier qualification and

candidate selection
Bidding and contract
management
Procurement process
Document management
Project management
Collaborative construction
Project and investment
controlling

Operate & Maintain

Technical asset management

Preventive and predictive
maintenance
Maintenance planning and
scheduling
Work order management
Mobile asset management
and RFID
Contractor management
MRO and services
procurement
Work clearance management
Shutdown planning
Interfacing GIS and SCADA

A Journey Best in class & Advanced Maintenance Techniques

A Fully Integrated, Closed-Loop Process
Steps of the Enterprise Asset Management (EAM) process are integrated
and seamless
1.

Capital Projects

Project Management
Collaborative Engineering
Cost Controlling

2. Maintenance Management

5. Asset Performance Management

Operator Dashboard
Balanced Scorecards
Environmental Compliance

4. Reliability

Reliability Centered Maintenance

Operating Metrics

Maintenance Planning
Resource Allocation
Maintenance Execution
Mobile Asset Management

3. Inventory & Spare Parts

MRO Purchasing
Storehouse Management
Spare Parts Optimization

A journey to excellence: What you decide today affect what

you do tomorrow
Tomorrow

RBI / RCM /
RBM
Operational Risk

Analytics
Procurement / Sub Contracting /
Quality Management / PP PM
Integration
Maintenance Planning
Work Orders / Notifications / Process
Simplification

Today

Master Data / Organization Structure / Agree Processes

Get the foundation

right

An Over View: The pieces: Simplified

Functional
Locations

Characteristics

Measurement
Point

Equipment

Maintenance

Item

Plan
Planning

Materials

Work Center

Task List

Notification

Work Order

Confirmation

Execution

Maintenance

Bill of Materials

Master Data

Class

And now the questions?

Or, the arguments

that you will have

Question: What processes are you supporting? Today & in the

Future.
Others:
STO
WCM

Notifications
Work

Orders
PM

Inspection Rounds
Automatic Data Collection
Mobile Maintenance
Worker
Condition Based
Maintenance
Cost Budgeting
Quality in PM
External / Internal Services
Refurbishment
Procurement

Question: Do you know what are you maintaining?

An area? E.g. Pump House

A piece of equipment? E.g. the Pump Set
A part of the equipment E.g. Intake Valve
A process? E.g. Bean Blanching

Technical Objects in Maintenance: Equipment & Functional

Locations
You should represent an object as a technical object if it is
repaired, not exchanged, in the event of a breakdown. If it is
exchanged then it represented as a material

Question: Do you know what are your reporting needs?

Do you have regulatory reporting standards? If so what do they require?

To what level of detail (object) do you need / want to report to?
Are the standard reports enough? Do you need to develop your own reports?
What KPIs do you need?, Create your own?, Procure 3rd party solution,
additional SAP product (e.g. OEE)
Do you need what if or detail drill down capabilities? Might need additional
products (Hana, Business Objects ..)
Do you need to model your PM environment for predictive maintenance? SAP
Infinite Insights, Hana Predictive Analytics

Question: What are you modelling?

SAP Definition: Functional Location

an organizational unit within logistics that structures
the maintenance objects of a company according to
functional, process-related or spatial criteria. A
functional location represents the place where a
maintenance task is to be performed and an area
where equipment can be installed.

1. Functional criteria: e.g. pumping station, drive unit

2. Process-related criteria: e.g. polymerization,
condensing
3. Spatial criteria: e.g. hall, location

Question: Do you have a hierarchical structure to represent

your facility?
Structure being represented:
Building
Process
Building & Process
To what level

Floor
Equipment
Equipment Part
Tag
Process Step

How this is represented: Functional Location Structure

Indicator
The structure indicator determines the edit mask and the number of the
hierarchy levels when you create functional location structures.
The edit mask defines:
the total length of the functional location number
the lengths of the individual blocks of the functional location number
the characters allowed
Numbers
--> Edit mask N
Letters
--> Edit mask A
Numbers and letters
--> Edit mask X
Special characters and numbers and letters --> Edit mask S

Functional Location: Hierarchical Structure - Example

Note: Location Hierarchy

Note: Use of Structure Indicator

PVC from previous slide

Question: To what level are you modelling?

Is the breakdown
sufficient?

Too much?

Too little?

Does it support your

reporting requirements?
Do you install multiple
equipment in one
functional location? Or is
it a 1 to 1 ratio?

Too little detail?

Too much detail?

Question: Are you going to use equipment? If so, what

equipment are you going define?
SAP Definition: Equipment
an individual, physical object that is to be maintained
independently. It can be installed in a technical system or part of
a technical system (functional location). It represents the object
on which the technical tasks are performed.
Note: Equipment is installed / de-installed on Functional Locations
Note: A piece of equipment that is installed in a technical object can store
the history of its installation location. The system records a usage period
for each installation location, enabling you to track the complete
installation history.

Note: some companies have a policy of the equipment must be in SAP

before you can maintain it. Thus they are continually adding equipment
to the system, as it requires maintenance

Question: Do you use Equipment Structures / Sub Equipment?

Sub Equipment

Used for transferring of measurement data

Used to identify maintainable items of the superior

equipment

Note: If you use many pieces of equipment as individual

objects or equipment hierarchies, without also using
functional locations, you should classify the pieces of
equipment.

Remember. You are trying to represent something like this

Test: Question: What is it, Equipment or Functional Location?

What do you think of this retort? Equipment or functional

location?
Floor 2
How about now?
Equipment
Floor 1

Functional Location
Functional Locations?

Question: Do you need to track resources?

Production Resource Tools (PRT): Definition a type of equipment

To perform certain operations in a maintenance order,

certain resources are required these are called
production resources/tools (abbreviated to PRT ).

PRTs are involved in the production and

maintenance processes process E.G., tools,
measuring equipment, drawings, NC programs,
cranes, scaffolds.

Do you need to monitor wear and tear of PRTs?

Can you restore you PRTs to a working condition?
Do you maintain your PRTs?
Do you want to see if the resource is available when you
need it?
Do you know where (what tasks) the resources are used
in?

Question: Do you need to maintain cars and trucks, buses, trains,

commercial vehicles (tow-trucks, cranes, ), etc.
SAP Definition: a fleet object is an
equipment master record with fleetrelevant data.

Identification data (for example, license plate

number, chassis number)

Measurement data

Transport-relevant data

Planning data (for example, criteria based on

which the fleet object should be replaced)

Further attributes (for example, fuel card

number, key number)

Engine data

Fuel and lubrication data

Question: Do you plan / cost the use of spares, components?

SAP Definition: Maintenance Bill of Material
a complete, formally structured list of the components
making up a technical object or an assembly. The list
contains the object numbers of the individual components
together with their quantity and unit of measure. The
components can be stock or non-stock spares or assemblies,
which in turn can be described using maintenance BOMs.

Maintenance Bills of Materials are used for

Materials planning (when using maintenance task lists).

Materials/spares planning (when using maintenance orders)

Locating malfunctions (when using maintenance
notifications)

Question: Do use BOMs by equipment, functional location, or

generically (material BOM)? And are they complete?
Equipment BOMs are specific to one piece
of equipment (1:1). Equipment BOMs can
contain material specific to that piece of
equipment.
Functional Location BOMs are specific to
one functional location(1:1). Functional
Location BOMs can contain material
specific to that Functional Location.
Material BOMs can be linked to many
equipment / functional locations (n:1) via
the construction type. Material BOMs tend
to have more materials assigned as they are
linked to more technical objects
Construction type is on both the
functional location and equipment
masters

Question: Do you plan report problems down to the assembly

level in Notifications? Influences BOM Construction

Bill of Material

Could be a new process?

Will additional training be

required?

Do you need to add / record additional information to describe

your objects?
The classification system allows you to use characteristics to describe
all types of objects, and to group similar objects in classes to classify
objects, in other words, so that you can find them more easily later.

Example: Equipment: Class assigned within Equipment

Question: Are you using Maintenance Notification to report problems and

corrective actions? By Equipment? By Functional Locations? By
Maintenance Notifications

Can you describe the exceptional technical condition at an object?

Do you request the maintenance department to perform a necessary task?

Do you want to document work that was performed?

Maintenance notifications document maintenance tasks completely, and make

them available for analysis in the long term and can be used to perform preliminary
planning and execution of tasks.

The following notification types are predefined in the standard system:

Problem notification: Notification of a malfunction or problem that has

occurred

Maintenance request: Request for tasks to be performed

Activity report: Documentation of activities that have been performed

Question: Do you need other types of Notifications?

E.g. for SIS/SIF reporting, Safety Notifications

Question: Are you going to use Notifications to report

problems?
Do you have a standardized set of codes for
reporting / describing what happened?
Do you have / need codes for to represent all
the EAM code sets (Catalogs)?

Activities A
Object Part B
Damage C
Cause Code 5
Tasks 2

How many codes to use in a code group?

Do not get too fine (7 20)

Based on standards? (ISO 14224, )

Code being used

to describe
problem part

Catalogs Codes: Object Parts Example Ball Valve

Ball Valve
Object Parts

Valve body
Bonnet
Flange joints
Can be
Seat rings
grouped
Packing/stem seal
Seals
Closure member
Stem
Diaphragm
Spring
Case
Piston
Stem
Seals/gaskets
Electrical motor
Gear
Travel stop
Wiring
Indicator
Instrument, general
Instrument, position
Monitoring
Solenoid valve
Pilot valve c
Quick exhaust dump valve
Internal power supply
Limit switch
Accumulator
Others

Valves
Valves
Valves
Valves
Valves
Valves
Valves
Valves
Actuator
Actuator
Actuator
Actuator
Actuator
Actuator
Actuator
Actuator
Actuator
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and monitoring
Control and Monitoring
Miscellaneous

Question: Do you need to restrict availability of codes?

Catalog Profile Example: Object Parts: Profile & Notification

Catalog Profile on
Organization Tab of
equipment and
functional location

Naming Convention is
important: Wild card
usage

Code Restricted on Notification

Using SAP & Industry Standards to report failures

Establishing your codes / catalogs cross company agreement is difficult. One option is to use
codes based on industry accepted standards and map the standard to SAP catalogs.
SAP Catalog

Standard

Coding (Coding D)

ISO 14224 Failure Mode: Tables B.6 B.12 (Failure Mode as observed by
operator RCM Functional Failure

Damage (Damage C)

ISO 14224 Condition; Table B.2

ISO 14224 Failure Mode: Tables B.6 B.12 (Failure Mode as observed by
operator RCM Functional Failure

Causes (Causes 5)

ISO 14224 Cause Table B.3

Activities (Activities PM A)

ISO 14224 Maintenance Activity Table B.5

Object Parts (Object Part B)

ISO 14224 Maintainable Item; Annex A

For Severity (and other information)

create a Classification Class of type 15,
and add to Catalog Profile

ISO 14224 Table C.1 Failure Consequences

Question: Do you plan your work? Then you need:

Maintenance Tasks: describes a sequence of individual

maintenance activities which must be repeatedly performed within
a company.
Maintenance Strategy: defines the rules for the sequence of
planned maintenance work. It contains general scheduling
information, and can therefore be assigned to as many
maintenance task lists (PM task lists) and maintenance plans as
required
Maintenance Item: describes which preventive maintenance tasks
should take place regularly at a technical object or a group of
technical objects.
Maintenance Plan: description of the maintenance and inspection
tasks to be performed at maintenance objects. The maintenance
plans describe the dates and scope of the tasks

Question: How much detail is required in the maintenance

tasks?
Do you need additional information? Long Text
Or additional operational steps?
The detail / steps end up on the work order

Work Order

Question: How may items are being scheduled together?

Task List(s)

Maintenance Item(s)

Maintenance Plan

Do you know how frequently something has to be

maintained?

Question: Do you use / track Maintenance Repair Operations

(MRO) items?
MRO are Supplies consumed in the production process but which do not either become part of the end product
or are not central to the firm's output. MRO items include consumables (such as cleaning, laboratory, or office
supplies), industrial equipment (such as compressors, pumps, valves) and plant upkeep supplies (such as gaskets,
lubricants, repair tools), and computers, fixtures, furniture, etc. Set up in Materials Management

Do you plan the use / consumption of MRO

items?
Do you know which task / op. step the MRO item
will be used in?
Is the MRO item in the Equipment / Functional
Location Bill of Materials? Or added to the task
separately?
Is the MRO item normally kept in inventory or is
it a non stock item?

Note: similarly for PRTs

Work Order Cycle: High Level Overview

PM Notification

PM Order Creation
PM Order Release
PM Order Material Issue
PM Order Confirmations
PM Order Technical
Confirmation

PM Order Purch. Req

PM Order Purch. Order

PM Order Purch. Order Goods Receipts

PM Order Invoice

PM Order Business
Conformation

Question: Are you and how are you going to use Work Orders?

Are you going to use the combination of notifications and

work orders?
Associate notifications to order, report causes / tasks etc.
back and close out the notification.
Are you going to use work order functions to:
Are you going to issue materials to the order, or assign
people to orders?
Are you using capacity leveling, capacity checking,
availability checks?
How many types of orders do you need?
How are costs calculated / budgeted?
What approvals for release / execution are needed?
What Maintenance Activity Types are required?
When is the order Technically Complete vs Business
Completion, who does the completion?

What Shop Floor Papers and other documentation is

required to go with the order?

Question: How are you going to confirm activities on the order?

Individually? One Order One Step

Collectively? Many Orders Many Steps

Record actual hours?

Estimate remaining hours?
Record cause codes etc.?
Record Material usage?

Who performs these activities?

Overall Confirmation:
Everything about one order

Question: How do you control materials for the Order / and for
Maintenance?

These are Materials Management functions:

Who generates the purchase requisition? Manually,

or via the order

What is the approval process for a requisition?

Who generated the purchase order?

What is the approval process for Purchase Order?

Who performs the goods receipt?

Who performs the invoice receipt?

Who reconciles the invoice?

Who issues the material to the order?

Thoughts in conclusion: Details, Knowledge, & Objectives

Measurement is the first step that leads to control and eventually improvement.
If you cant measure something, you cant understand it.
If you cant understand it, you cant control it.
If you cant control it, you cant improve it.
Dr. H. James Harrington

If you don't understand how to run an efficient operation, new machinery will just give you new
problems of operation and maintenance. The sure way to increase productivity is to better administrate
man and machine
W. Edwards Demming

Management by objective works if you know the objectives. Ninety Percent of the time you dont
Peter Drucker

Technical:

Transactions:

Functional Location: IL01, IL02, IL03

Functional Location Structural Display: IH01

Equipment: IE01, IE25 (PRTs), IE31 (Fleet Object), IE02, IE03

Notification: IW21, IW22, IW23

Work Order: IW31, IW32, IW33

Confirmations: Individual IW41, Collective IW44, IW48, Overall

IW41

GUI: NetWeaver Business Client

Co Author:

Keith Lapeyrouse is a reliability engineer working on Dow's CMMS upgrade project.. He has worked
within the petrochemical business in inspection, maintenance, reliability, project, consulting engineering and now IT
tool development groups and functions for the past 35 plus years. He is a member of the steering team for the Mary
Kay OConner Center for Process Safetys Instrument Reliability Network. He is a Registered Professional Engineer
in Louisiana and has a B.S. in Mechanical Engineering and a M.S. in Engineering Science

Thank you

Contact information:

John Harrison
Senior Solution Specialist
Toronto, Canada
M: 416-505-5841
E: john.harrison@sap.com
2015 SAP SE or an SAP affiliate company. All rights reserved.

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