Document Management in SAP PM Greg Olynyk

Catalyst Paper Corporation Ltd.

2009 Eventure Events. All rights reserved.

About Greg Olynyk

Greg is an SAP PM and PS Trainer for Catalyst Paper. Since 1997 he has acquired valuable experience in the manufacturing industry both in Maintenance and Engineering systems in SAP. Greg has been involved in creating training manuals, tip sheets and Captivate training modules as well as developing and maintaining the Training Centre web space. He has over 20 years experience as an applications trainer with various applications

About CatalystPaper.com
Catalyst is amongst North America's leading producers of mechanical printing papers With annual capacity of 2.5 million tonnes. With approximately 2,700 employees Original Go-Live Date: 1997

Current SAP Release: SAP ECC 5.0

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Document Management in SAP PM

Managing documents is difficult and time consuming for the frontline SAP PM user. Yet file management is important and, in many cases, required for maintenance and repair work to be initiated. Our planners used to spend hours manually creating document packages for their work crews. Now, with the use of task lists, PRTs, and Work Order attachments, they have automated many repetitive procedures and provide the crews with better information in an easier method. In this presentation, I will describe how we are streamlining processes for document management.

Lessons:
Ways to save time and frustration Naming conventions are important

File management skills are important

Linking is better then embedding Document retrieval should be easy

Why Documents?
A Picture is worth a thousand words Improves communication

Provides field technicians with information to do their jobs

You can do it all in SAP

We use a third party Printing Add-on to produce document packages for work orders

Horror Stories
12 page print out ! Attachments fill up SAP server, use links only

Poor File management skillspeople make mistakes, rename, move, no naming conventions, poor folder structures
Personal Mapped drive links Symbols in Filenames #$%&* BMP (huge file size)

What is a Document ?
Job procedures, lock-outs, sketches, drawings, pictures, work lists Check Lists (Excel can have multiple authors) Inventory Pictures Manuals

Videos

Topics
1) Storing Documents 2) Creating SAP Documents (links) 3) Object Links in Document Settings 4) BOM Links 5) Task List Operation Links (PRTs)

6) Work Order Operation Links (PRTs)

7) Object Links, esp. PM Work Orders 8) Print Manager from Prometheus within PM Work Orders

Topics Simplified

Storing Documents on Network

Network Places - Read / Write Directory Protocol (by Planner GRP or FL)

Naming Conventions (asset #, noun)

File size (compression Linking issues
Avoid user mapping
Avoid renaming or moving files

, batch resize jpg)

Creating Document Links in SAP (CV01N)

Access via data carriers for Consistency Document Types (Drawings, JSP, ISO)

Versioning (gotcha)
Release Strategy Auto-numbering Documents

Naming Conventions (so you can find them)

CV01N (New SAP Document link)

CV01N (New SAP Document link)

Basic Attributes
Application associated Data Carrier by file type

Browse to the document

Object Links
Select the Object Links tab; Select the Appropriate Object Tab

Specify the Object(s)

Object Links
By associating a document to an object(s) (example; FL or EQ), the master sheet and any Notification or Work Order created to that object will have the link available via the icon Note: This does NOT add it to the BOM(s)

Documents in BOMs (IB02, IB12, CS02)

Technical Objects > Bill of Material > FL BOM > Change

D is for Document

Searching Document

Order of Items

Verify

Documents in Work Orders

PRT in Task Lists Operations (IA12) PRT in Work Order Operations (IW32)

Object Links (PM Work Order)

PRT in Task Lists Operations (IA12)

PRT in Work Order Operations (IW32)

WO Header Documents
Supports URL to website(s) Do not attach JPG directly

Paste image into WORD

Arrows and Call-outs in WORD Save file into read/write network directory

Show path in WORD, Excel, PPT (Web toolbar)

Rt click > Open With >Internet Explorer for PDFs

Attachments copy file to SAP server !

View / Edit or Delete Links

Printing PM Work Orders

Work Order Print Manager by Prometheus Shop-papers (un-released Work Orders too)

WO Header Attachments (defaults to Print)

PRTs (defaults to Print) FL / EQ documents

Can control at operational level with WOPM

Inventory Images (MM)

Link to re-sized JPG (<50K) Image resizer (batch processing)

Grid background
Build into receiving / business process Images show in Search Materials (ZMSE)

Images show in Material Masters GuiXT(MM03)

ZMSE (any document type)

MM03 (GuiXT Script supports JPG only)

Conclusions
Requires good file management skills Common server for documents

Avoid storing on your SAP server

SAP has various document linking methods Printing documents should be easy

Gets info out of peoples individual desks out to all on the floor, easily accessed !

Questions ?
Greg Olynyk

greg@cvgo.com
http://cvgo.com/

2009 Eventure Events. All rights reserved.