ERP Compliance Pre-Requisite for 100% Usage (Implementation

w.r.t SAP-PM 1. Master: a. Equipment Master: i. Equipment Manufacturer Details(vendor Info) ii. Equipment Category (Criticality) iii. Equipment Tech Object iv. Equipment Asset mapping v. Equipment Tech. Identification (This field being to tag old Legacy CMMS Equipment Code & vi. Sort Fields are used for combining a group of equipment i.e, for Roaster Equipment you can use SBU-1 as sort field to query for SBU-1 Roaster equipment vii. Equipment linked with Cost center viii. Equipment Class & Characteristics with Value ix. Equipment BOM x. Equipment Structure ( Linkage with FL, Super Order Eqpt) xi. Concept of Replaceable assembly should also be experienced to handle sub-assembly moving from one location to another with identical types e.g. Motor, Tyres & Heavy Machinery Engine assembly etc.) xii. Maintain Equipment user status as per the usage execution Note: review of Equipment Master is to be done on a pre-defined frequency once in a quarter or as and when there is a change in Process (add, change & deletion). b. Task List i. Task list to be classified based on Time Based & Performance based. ii. Time Based shall include: Maintenance Checks keeping into account various management audits. 1. Preventive Maintenance Checks ( regular & shutdown) 2. Environment Checks 3. Safety Checks 4. General equipment Inspection & Cleaning Checks (Jishu Hoizen in TPM terms) iii. Proper Codification TL Group (8 digit) will make your query of TL group precise. iv. Work Content: Operation work content manpower size(nos.) & time for each operation must be calculated which enable maintenance planner for resource planning, plan/actual assessment & thereafter Standardisation of resources to optimizes the maintenance cost

c. Scheduled PM : various types of Planning of PM is to be used: a. Single cycle plan for Shutdown PM b. Strategy Plans for Time Based & Performance Based using different type of Maintenance Packages either periods daily, weekly, monthly, quarterly & yearly for time based or hours & operation numbers for performance based. c. Calibration scheduling preferably is to be done through notification type of plans, in which unlike orders with PM plans we are going to generate scheduled notification as per the plans created. (order can be created but in calibration handling through notification is feasible & easy than a order where one has to comply lot of parameters of orders) d. Catalogue: Object Damages, Causes & activities is to be clearly defined to address the need of Root cause analysis & work Content applicable to all application making the Maintenance as Integral Part of Business Process e. Measurement Points: Measurement points to record values of important parameter for record & analysis purpose is to be maintained. i. Consumption Type Measurement Points eg. Run Hours, Energy Meter & Lube Consumption.( Data summation is required hence all should be made as counter) ii. Condition Based Parameters MP: all parameters / inspection points which accessing the health of equipment is to be brought in this category to have a trend and corrective action. iii. Calibration & Other Regulatory Measurement Points: all calibration records of application should be created & scheduled for fore casting and std text & service for object is to be used for entering test results & certificated respectively. Regulatory Compliance Parameters viz, Transformer Oil BDV, Earth pit resistance etc. is to be covered for audit compliance & forecasting purpose, to avoid in Non-Conformity. f. Maintenance Resources ( Main Work center, Planner group & Task List Planner Groups) Properly defined resources to address all service providers which will help one for analyzing resources for Standardisation, Planning, Costing) g. Maintenance Activity Type: Maintenance Activity Type is be used for further drill down the activities to performed on a particular types of order therefore opening more precise sorting for analysis of Order eg. In Modification Order Maintenance activity type will be Improvement &
Modification Work & Consultant / OEM Recommendations. like wise for Repair Orders we can have maintenance activity types as Work Shop Repairs/ Machining, Repairs through Vendors, Re-treading and Rewinding

h. Documentation as a part of DMS ( Includes Standard text, Engg Drawings, Operation Manuals, SOP(step-by step-instructions), Maintenance Procedures, Work Instructions etc) 2. Transaction: Processing of Master data is to be done keeping into the aspect of maximizing the usage maintaining types of Notifications & Orders for analysis w.r.t to assets care & maintenance costing a. Notifications & Order types: This is to be codified to meet your business requirement eg. Abnormality trackers notification type which gives you a sorting, analysis monitoring & control all abnormalities on an equipment, assembly or Functional area to prevent the equipment failure if this abnormality is not attend in time. Following aspect is to considered while codifying notification & order types: Notifications: a. Maintenance request b. Abnormality Trackers c. Malfunction & Breakdown Registration d. Activity Report e. Shut down jobs requests f. Modifications Jobs requests g. Work Shop Job Requests h. Calibration Requests i. Condition Based maintenance Requests j. Accident Notifications k. Other types to address specific business process need Orders: a. Preventive Maintenance Order b. Breakdown Maintenance Order c. Shutdown Maintenance Order d. Calibration Order e. Condition Based Maintenance f. Repairs Order g. Improvement/Modification Order h. Capex / Block order
i. Civil Maintenance Order j. Other types to address specific business process need

3. SAP Monitoring Team & End User has to ensure for the proper selection of Notification type & thereafter the Order to get Man & material allocated & issued and after completion to sort notification & Order wise sorting for: a. Number of Notifications which clear cut displays the implementation trend of maintenance and in case of abnormality tracker draws the attention for corrective action & prevention if seven types of abnormality has been classified and entered in this manner. Similarly in case of lube consumption one can easily identify by lube consumption reasons whether top up done is due to leakage, hoist burst or schedule replacement when entered as Measurement Points.

b. Like wise Orders can be analyzed by Order type & thereafter Order per Maintenance activity types this allows the planner to control & standardize the Maintenance Cost. c. Monitor the Inspection Parameters entered as Measurement Points. SAP is providing the trend monitoring for the set of measurement document on a particular measurement point or set of measurement point. if needed data can be downloaded and user can make trend graphs to get proper analysis. e.g. Lubrication consumption, Temperature trend, Transfer Oil Break down Voltage & so many others 4. Standard Analysis & Z-developed MIS Reports: SAP provides you a number of Good detailed reports to meet the Business Need & Optimize the Maintenance cost hence reducing the Production cost. Beside the Standard Reports SAP allows the local outlet to develop Z-report as per the analytical & data retrieval needs. SAP Documentation: Proper & timely updated documentation is the key features. The Document with proper authorizations is to be made available to end-users in SAP Document Server phase wise documentation is to be provided. a. Business Blue Prints b. AS-IS Documents c. TO-BE documents d. GAP Identified with Solutions e. Key Data Structures f. Validation Workshop Documentation g. Go-Live Documentation h. End-User Training Documentation viz. Training Presentation, Ref. Guides & Navigation Manuals i. Master uploads ( For Power Users Record- with Raw & uploaded documents. Note: Power User has to make a close loop for receiving & giving the uploaded file as job executed with uploaded file down load. This will automatically provides a cross check between what given & that is uploaded. j. Master data Down load which is to be refreshed either on pre-defined frequency (1qtr) or as and when any change is observed in process. 5. Authorization: All level authorization is the mandatory requirement of any ERP for better control & Transparency. Failing in the same will result into non-authentication of data & info. Authorization is required on every level check & control the following: a. Data is to be entered & changed by right person b. Setting of deletion Flag is one level up for control c. For Inventory authorization is to be given on the value(Cost) making different slab of cost & then allotting to middle level to top Management. d. To restrict un-authorized view/change in database as a part of Data base security. 6. Solution Manager- Issues logging & handling. 7. Business Ware Housing: is to be experienced for archive data handling and access.

8. SAP Implementation Monitoring & audits: The success of any ERP directly depends upon the Monitoring of the installed system with continual improvement approach to meet up gradations. a. Monitoring:
S No 1 Report Break Down Study Abnormality Content Breakdown summary Breakdown details along with Why-Why Summary of abnormalities tracked Total Identified Pending Review of the pending abnormalities Summary of Notifications Type wise Number Status Review of modification orders Summary of orders No. of Order generated Type wise Status PMI order and operation status (details) Abnormality tracked through PMI schedule Signing off of PMI check sheets by Area I/C Material where used list Planned Vs Actual Monitoring of action plan applicable to area Frequency Daily Monthly Weekly Weekly Weekly Weekly Monthly Monthly Monthly Monthly Six Monthly Monthly Monthly Monthly Monthly Weekly Monthly Weekly Monthly Monthly Monthly






5 Material 6 Cost Analysis 7 Action Plan Note: All Std Analysis Reports MCI1,MCI2,MCI3,MCI4,MCI5,MCI6,MCI7,MCI8 & Z- reports

b. Audit: Sticking to the Famous auditor’s quote “In God We Trust, rest is to be audited on evidence”. All implementations to be audited by a cross functional team comprising of various levels for internal audits to know: a. What’s is entered is being executed in fields b. What are the feasibility issues? c. Corrective Actions d. Any Improvements and so many others. ===

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