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56

7:46 pm
February 10, 2017
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SAP Tips and Tricks: Assign HR Mini Masters to Work Centers

randmBy Kristina Gordon, DuPont

Tracking the hours that each maintenance employee spends on a job is essential to understanding the total cost and reliability of your equipment. An SAP HR Mini Master is primarily used for work-order time confirmation. Mini Masters are set up for everyone in your maintenance organization, then assigned to a work center. The resulting data will show you the work-center capacity down to the employee level. MT

Q: How do I create an HR Mini Master?

A :  Set up transaction PA30:

1. Click on the create icon. 1702rmcsap07p
2. Enter start date.
3. Select time recording (HR Mini Master).
4. Enter position type.
5. Enter plant code.
6. Click the save button.
7. Create Personal Data Screen appears. Enter employee name.
8. Click save.

You have now created an HR Mini Master.


Q: When do you assign an HR Mini Master to a work center?

A: HR Mini Masters are assigned to a work center when you want to schedule work at the individual level charge time to work orders using time confirmations for internal employees and contractors.


Q: How do I assign an HR Mini Master to a work center?

A: Use the following transaction IR02 steps:

Step 1

Step 1

Step 2

Step 2

Step 3

Step 3

Step 4

Step 4

Step 5

Step 5

Step 6

Step 6

Kristina Gordon is SAP Program Consultant at the DuPont, Sabine River Works plant in West Orange, TX.  If you have SAP questions, send them to editors@maintenancetechnology.com and we’ll forward them to Kristina.

145

9:45 pm
January 13, 2017
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Use Catalog Profiles, Failure Codes to Analyze Assets

By Kristina Gordon, DuPont

randmDetermining why an asset failed during production is a critical function, not only for general reporting, but to measure asset costs and make informed decisions about future use. The SAP system provides an effective means of documenting the key aspects of damages, causes, tasks, and activities. Catalog profiles are used to group attributes together and allow maintenance personnel to document asset failure in the maintenance notification.

Q: What defect codes exist in the SAP catalog profile and how do you turn them on?

A :  Catalog profiles are created based on a company’s general business practices. Each company will have its own standards and naming convention and they should be followed in this setup to maintain consistency and avoid confusion.

The SAP catalog structure goes from catalog to code group to code. Each of these must be set up in the IMG (implementation guide), which is a SAP configuration. A catalog profile should be created such that it describes the equipment at a level that helps identify the possible failures associated with its particular equipment group.

Once the catalog and failure codes are configured, they are assigned to equipment masters. This will connect a catalog profile and corresponding damage or failure code to a specific equipment type, and then allow the proper failure code to be selected and added to the notification for that asset, as seen in the example below.

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As shown in the equipment-master screen (next column), the equipment description is R/V, with some identifying characteristics (identification number 531503, in this case). The catalog profile (bottom of the screen) states the profile number with the description “Valve, Safety Relief.”

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In the work-order notification generated for the equipment above, the object part goes into a more granular description of the catalog profile, “Disk”.

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Finally, the failure code for the damage can be selected. In this example, the inspection produced a “Worn” result.

SAP includes the following key transactions for viewing failure-analysis results:

• MCI5: Damages, based on damage, cause, and activity

• IW67: List of tasks completed for the damages

• IW69: List of items with damage, cause, and other catalog details

• IW65: List of activities with damage, cause, and other catalog details.

Knowing the failure rate can optimize PM intervals and improve failure response and work practices. MT

Kristina Gordon is SAP Program Consultant at the DuPont, Sabine River Works plant in West Orange, TX. If you have SAP questions, send them to editors@maintenancetechnology.com and we’ll forward them to Kristina.

87

6:22 pm
December 22, 2016
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Link Outsiders to Documents, Folders

randmBy Kristina Gordon, DuPont

Managing documents and history is a critical part of maintaining equipment reliability.  SAP offers several methods for tracking documents, drawings, and other important information. Here are answers to two common questions that will help you better manage information.

Q: Can you insert documents in a maintenance plan and/or maintenance task list and have them available once the order is issued directly in the maintenance order? Our maintenance contractor doesn’t have access to certain SAP transactions or maintenance task lists but needs to use maintenance procedures, manuals, and detail drawings.

A : The Document Management System (DMS) allows you to provide links outside of SAP to internal information such as equipment functional locations, materials, maintenance plans, and maintenance items. This is a robust and organized approach that ensures all documents are attached directly to the object in SAP.

Q: Can you attach an SAP object directly to a file or a folder?

A: Attaching a file allows you to connect a specific document to your work order, material, or purchase order. Attaching a folder allows you to view the entire content of the folder from a link within your object, giving you multiple selections to view and print within that folder. MT

Use these four steps to create a link that will make a folder available to an outside source.

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— Use transaction CV01N to create a document.

— Use document type “DDW,” document part “000,” and document version “00.”

— Click the enter button.

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Enter the description. This could begin with the equipment number or inventory number, but needs to easily identify the object to which the folder will be attached. Click the Create File button.

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— Use application type “HTM” (the application type will also have to be configured in SAP per your company). The description will be the same as the Document Data Description. In the first box of “Original,” add the desired data carrier. This will be the name of the “Data Carrier” your SAP team will set up. In the second box of “Original,” use the address, or folder structure, of the desired folder. Make sure to exclude the folder that the drop down would automatically take you to in the address.

— Click the green check.

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— Click the Object links tab. Click the Equipment master tab. Note: There are multiple different objects to which you can attach. We are using equipment masters as an example for this demo. Enter the desired equipment ID in the equipment field. More than one equipment ID can be added if necessary. The process is completed after clicking the save button.

— You will now be able to view the folder within the equipment master that was attached as the link.

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— To create a link to a file, the setup is very similar to that for folders. However, note the following differences:

— The application type will be the type of document that is being linked (Word, Excel, etc.)

— Description will have the desired description of the document.

— The first box of “Original” will contain the data carrier.

— In the second box of “Original,” first select the drop-down box. This will open a browser. Go to file location and click “open.” Your link will be uploaded. Follow the steps in the previous screen shots to completion.

Kristina Gordon is SAP Program Consultant at the DuPont, Sabine River Works plant in West Orange, TX. If you have SAP questions, send them to editors@maintenancetechnology.com and we’ll forward them to Kristina.

131

5:52 pm
November 15, 2016
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SAP Material Masters: How do they integrate with the rest of your ERP system?

Someone once told me that the material master is the center of the universe in SAP. There is much truth to that statement.

randmIn dealing with multiple maintenance plants all over the country, the biggest issues I see after an implementation are how the material masters for maintenance were set up. Material masters integrate with every process of your ERP system. They can control a portion of your financials, affect your work orders, wreak havoc with purchasing, and create a situation in which your company is non-compliant with regulations on PSM (process-safety management). What follows is a common, yet critical, issue regarding safety stock.

Material 123 has a safety stock set in the material master (transaction MM02) for a quantity of nine. Someone at the site puts in a reservation for a quantity of 10. We will call this individual person A. Person B puts in a reservation for the same material for a quantity of nine. Person B gets the material delivered from the storeroom to the required area on the same day that it has been reserved. Person A waits for an extended period and doesn’t understand why he is not receiving the materials he ordered.

Material 123 has a safety stock set in the material master (transaction MM02) for a quantity of nine. Person A wants 10 units of Material 123. Person B wants nine units.

Material 123 has a safety stock set in the material master (transaction MM02) for a quantity of nine. Person A wants 10 units of Material 123. Person B wants nine units.

There are two problems with this scenario.

The storeroom receives all reservations for materials through a transaction, MB25. This screen shows by work order, cost center, or requester what material is being requested and the delivery date for which the requirement should be filled.

All reservations for materials are received through a transaction, MB25. This screen shows by work order, cost center, or requester what material is being requested and the delivery date for which the requirement should be filled.

All reservations for materials are received through a transaction, MB25. This screen shows by work order, cost center, or requester what material is being requested and the delivery date for which the requirement should be filled.

If the inventory clerk does not have the requirements date set in order, it is possible that orders are filled out of order. In this situation, person A should have had the requirements filled before person B.

The second problem occurs when MRP (materials-requirements planning) is running. SAP will see that the safety stock is set at a quantity of nine. Therefore, that is all that the system will ever try to keep in stock. When A and B entered a total requirement quantity of 19, the quantity of nine in stock will be issued and MRP will create a requisition for the remaining amount. However, this will still produce a deficit, as the safety stock requires nine.

To assure persons A and B receive the units they need, the site should run transaction MC44. This will generate the exact number of inventory turns in a period, per material.

To assure persons A and B receive the units they need, the site should run transaction MC44. This will generate the exact number of inventory turns in a period, per material.

To fix this problem, the site should run transaction MC44. This will generate the exact number of inventory turns in a period, per material. It shows that the material is consumed at a rate higher than the safety stock setting and will allow the analysis and data to confirm that the safety stock should be increased to a number that will meet the site’s requirements.

Ensuring that safety stock is set to an accurate number can reduce the amount of purchase requisitions created and assure that orders are filled in a timely manner to meet requirements and, in parallel jobs, will not be delayed. MT

Kristina Gordon is SAP Program Consultant at the DuPont, Sabine River Works plant in West Orange, TX. If you have SAP questions, send them to editors@maintenancetechnology.com and we’ll forward them to Kristina.

146

6:46 pm
October 11, 2016
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Keeping Maintenance Scheduling on Track

Create a revision code in SAP to mark the jobs that need to be completed each week.

Create a revision code in SAP to mark the jobs that need to be completed each week.

By Kristina Gordon, DuPont

The maintenance scheduler plays a critical role in any maintenance organization. This individual coordinates the production requirements with maintenance and engineering activities. The scheduler makes sure equipment is available to meet production demands, in a way that optimizes total business cost (production downtime, maintenance cost, MRO inventory cost).

It is very difficult to keep a schedule on track when you have shutdowns, material availability issues, and line breaks happening on a daily basis. The following Q&A may help make possible what many say is impossible.

Q: How far out should I be scheduling work?

A : Industry standard says you should have a maintenance work schedule completed four weeks out. Those schedules should have your jobs loaded at 100% for week one, 80% for week two, 60% for week three, and 30% for week four. This leaves room for critical jobs that must be moved around on your schedule or emergency situations, allowing you to stay on target.

randmQ: When I pull my backlog of work up in SAP, how can I mark the jobs I want to work on each week?

A: Creating a revision code in SAP is a very simple way to mark the jobs that need to be completed each week. Transaction OIOB will allow you to create the revision. Before you begin, you should create a naming convention for your revisions.

In this example, the revision that would be applied to the work order would be WWU-WK01. The second part is the description of the revision. The start and end date will be used by the system as the dates during which the work is allowed to be performed. That time is confirmed in the system.

Q: How do I make sure that I am scheduling my PSM (process-safety management) critical work first?

A: In SAP, PSM Critical Equipment can be marked with a permit. Permits are configured and can denote several different types of equipment such as PSM critical and ISO9000. Work can be found by searching for a PSM permit. You can also use characteristics to mark this type of work.  It is important to note however, that every PSM-critical piece of equipment may not always be placed on work orders or maintenance plans that are PSM critical. It is possible to complete non-PSM jobs on PSM equipment.

Q: How do I know when the planners have completed the planning process and the job can be put on the weekly schedule?

A: One way to accomplish this is to use user status’s. These are configured to meet your business needs, but can indicate that such tasks are completed, such as the job walk down completed, identifying other work streams that need to include planning hours, such as scaffold or insulators, and when all materials have been received and/or kitted. Once the user status indicates that the tasks are completed and ready to schedule, the scheduler can then place the job on the weekly schedule.

Correction

In the September 2016 installment of this column, the answer to the last question was cut off. Below is the question and the entire answer.

Q: If I have created a task list and need to move it to my work order, how can I do it without copying and pasting every line?

A: In the tool bar at the top of the page in IW32, click on Extra>Task List Selection>Direct Entry.  In the pop-up box you will be asked to click the radio button next to functional location task list, equipment task list, or general task list. Enter the group and group counter of the task list you would like to import. Click the check mark and the task list imports into the operation tab of the work order. MT

Kristina Gordon is SAP Program Consultant at the DuPont, Sabine River Works plant in West Orange, TX. If you have SAP questions, send them to editors@maintenancetechnology.com and we’ll forward them to Kristina.

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