Plant Maintenance Process Overview: Steps, Benefits & Best Practices

Plant
Maintenance
Overview
Plant Maintenance Overview
Plant Maintenance Routes through Total Reliability
Process the PM Process
WELCOME !
Welcome to the learning module ”Plant Maintenance Overview".
This module provides an overview of the Plant Maintenance Process
managed through SAP Blueprint.
In Chapter one an introduction to each step of the plant maintenance

process, is provided.
Chapter two illustrates the specific routes through the process:

Preventive Maintenance route, Corrective Maintenance route and
Master Data Changes.
Chapter three provides an insight into Total Reliability and the

associated Total Reliability Measures, indicating the importance and
power of the information and functionality of the SAP Blueprint
solution.
Have fun and enjoy this learning module!
Page 2
Introduction to SAP Blueprint

Vision and Strategy
EP Blueprint's vision is to have "EP Blueprinted by 2005“
It is supported by the business need to efficiently and effectively

harmonise Operating Unit (OU) 'SAP' systems, to ensure high
benefits realisation.
From its inception, the Blueprint organisation has been built upon the
same four S's driving the foundation of EP's Globalisation:
• Standardisation • Simplification
• Sharing • Speed
The result:
• 19 locations spanning all time zones will be using EP Blueprint,
• There will be 15,000 end users
• More than 100 legacy systems across EP will be made redundant
• There will be 1 ‘virtual’ single instance of SAP across EP
For the latest information relating to EP Blueprint visit: http://swwep-w.shell.com/blueprint_static/
Page 3
Impacts and Benefits of EP Blueprint on Plant

Maintenance
• The same system is being used across Shell EP and joint venture partners to
manage Plant Maintenance providing the opportunity to:
– Standardise work practices and processes across Shell EP & joint venture partners
– Benchmark across Operating Units
– Learn and share best practice across Operating Units
– Minimise costs in the implementation of MMS systems
– Reduce Costs for new system development
• Plant Maintenance in SAP Blueprint is completely integrated with the rest of the business
requirements such as financials, projects, contracts, procurement and logistics providing the
opportunity to:
– Plan and schedule work effectively across differing work executors
– Better analyse maintenance performance and equipment life cycle costs
– Analyse and improve maintenance strategies
Page 4
A day in the Life of….

Let’s listen to some colleagues in Plant Maintenance:
• “I have maintained equipment for many years and I

know what types of equipment require maintenance and
when. I always try and complete information, relating to the
maintenance work I have done accurately in the SAP Blueprint
system. I know that the information is used for analysis and for
the simple fact that the next person that wants to know what has
been done can immediately access the information I have
provided ! ”
Page 5
“I noticed a leaking pipe on some equipment and although only

a small leak I decided to record the fault within the SAP blueprint
system. I provided details on the fault and my view on the priority of
the work. My supervisor, reviewed and approved the request and
was able to generate a work order and plan it to coincide with
similar work within the week.
The leak was fixed in next to no time and meant that there was no
opportunity for the problem to get worse !
I understand the benefit of putting information into the system

promptly and accurately as priorities can be assessed quickly and
where possible similar work can be planned to be performed at the
same time.
Page 6
The maintenance work on a particular piece of equipment always

seemed to be difficult to plan and although we completed the work
on time, the process was not as efficient as it could have been in
terms of the right people and materials being available to complete
the work.
We realised that the cause of was incorrect master data and we

decided to get the problem fixed. We raised a request in the SAP
Blueprint system providing information on the problem.
The request was jumped upon and completed quickly!
We can now see the benefits of accurate master data and
requesting updates, as maintenance on this particular item now
runs more smoothly and allows us to focus on getting the job
done !
Page 7
Chapter 1
PM Process
Introduction to the PM Process

The diagram below illustrates the Plant Maintenance Process
associated with SAP Blueprint. A Plant Maintenance training module
has been developed and associated with each step of this process.
New Master Data Work

Fault/ Problem
Asset/ Request Request
Identified Change/
Master Data Notification (Z6) Notification (Z1)
Update
Master Data
Approval Approval
Approval
Setup/ Update Generate, Plan Technical and

Manage Master Execute Reports and
Preventative and Schedule Confirm Work Financial
Data Work Analysis
Maintenance Work Orders Completion
Process Contracts Activity Report

Inputs/ Procurement Notification (M3)
Triggers and Logistics
Page 9
Learning Details
In this chapter you will receive information on each process step, its
purpose and how it relates to other steps within the Plant Maintenance
process.
Target Group
• This chapter is aimed at all people involved in Plant Maintenance
Learning Objectives
After completing this learning course you will be able to:
• Identify the nine steps and within the top level Plant Maintenance
Process.
• Identify and quickly access the appropriate training material associated
with each of the nine steps within the Plant Maintenance Process
Time for Completion

You will need approximately 10 minutes to complete this chapter.
Page 10
Notification
Notifications are used to request work to be carried out and to record information, known as technical
history, on maintenance work that has been completed. Notifications are used to enable:
• Prioritisation, to help ensure that the most important work is processed first.
• Allocation of work: to the appropriate group.
• Management through Status: as work progresses through the processing cycle.
• Recording of requests and associated actions taken to complete the work.
The three main types of Notification used in Plant Maintenance are: Z1, Z6 and M3.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 11
Manage Master Data

There are many components that make up Master Data for Plant Maintenance. From the Classification
of Assets, to the structure of information on the SAP System, all data is established and updated to
ensure a standardized approach to the application of Plant Maintenance.
• Updates/ changes required are made through the “Master Data Change Request
Notification (Z6) as illustrated.
• Once updates/ changes have been made to master data, Preventive Maintenance can be
set-up/ reviewed as required.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 12
Set-up/ Update Preventative Maintenance

• All equipment needs continual maintenance to ensure that it remains in operation at the level of
performance required.
• A strategy, plan and schedule are established and maintained, for equipment, to ensure that work
orders are generated and completed to prevent breakdown or deterioration in equipment operation
and performance.
• Once equipment master data is established Preventive Maintenance can be setup leading to the
generation of work orders as illustrated below:

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 13
Generate, Plan and Schedule Work Orders

•Work Order Definition
•A work order is a mechanism to identify, plan and schedule work and capture costs. It is the document
that links the requirement for services or materials to the requisition and Purchase Order and contains all
the work instructions, materials, costs and planned dates for the work to be done. The Work order
provides the means to control and record information so that we can improve the way work is scheduled
and executed.
•Where in the Process

•As shown below, work orders are most commonly generated following the approval of a work request
notification (corrective work order) or released as part of the preventive maintenance plan (recurring
activities). Work orders can also be generated directly for certain ‘general activities’. On Approval of the
work order the work can be executed:

Fault/ Problem
Identified Change/
update
Master Data
Approval Approval
Approval

preventive and Schedule Confirm Work Financial
Data Work Analysis

Page 14
Contracts Procurement and Logistics

Within the Plant Maintenance process, the provision of materials and/or services detailed within the
work order is requested following work order approval / release. The request is released in the form of
a requisition providing all the information necessary to generate a purchase order and initiate the
procurement cycle.
This module will provide an overview of how materials and/or services are procured and tracked in
relation to the plant maintenance process illustrated below:

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 15
Execute Work
Execution of the work occurs following the release / approval of the work order, when all materials and
services are in place to carry out the work. Once the work is completed it is confirmed.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval
Data Work Analysis

Page 16
Confirm Work
The Confirm Work step within the Plant Maintenance Process can be divided into four key elements;
firstly the confirmation of work orders, secondly the confirmation of external service operations
(service entry) and finally the history aspect, which includes documenting of technical maintenance
history and recording of measurements:
• Record time and progress against PM Work Orders via SAP order confirmation.
• Create Service Entry to record time and progress for external service operations
• Record technical findings in notifications using maintenance catalogs.
• Create measurement documents to record readings where necessary.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 17
Technical and Financial Completion

Technical & Financial Completion is concerned with ensuring that details of the work order are
correctly recorded and that the work order is protected against future abuse such as erroneous
commitments, corrupted history and invalid financial postings. All completed work is closed down at
this point in the process.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 18
Reporting and Analysis

Information that is entered into the SAP Blueprint system can be analysed and reported upon to
highlight areas for improvement against Key Performance Indicators. Reports can also simply provide
information on the work generated from the previous day. Reporting and Analysis can be done at each
step of the Plant Maintenance process but for illustration purposes and because high level reporting is
done when work is complete, this step features at the end of the Plant Maintenance Process.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 19
Quiz
On the following pages you will find a quiz about the “Plant
Maintenance Process".
This quiz is for your own use only.
Please answer the questions.

Then the next page will tell you if you are right.
Have fun!
Page 20
Quiz – Question
What purpose does a notification serve?
A] To request work to be carried out.
B] To record information If you think you have

chosen the correct answer,
please click to the next
slide and see if you were
C] To setup Preventive Maintenance "Correct?" .
D] Both A and B
Page 21
Quiz – Answer
What purpose does a notification serve?
A] To request work to be carried out.
B] To record information
This is the correct
answer. I hope it is the
To setup Preventive Maintenance one you picked. Move to
C]
the next slide to continue
with the next
 D] Both A and B question/understand the
Summary of this chapter.
Page 22
Summary
The Plant Maintenance process managed through SAP Blueprint
consists of 9 main steps. The main triggers to the process are when
requests are made as a result of a fault or a change/ update is required.
All work is planned and work orders are generated to ensure that all
the materials and services are available for the work to be executed. When
the work is done, any associated changes are identified and the work done
is recorded and confirmed.
On completion of all activities the work is closed down from a technical and
financial point of view.
Reporting and Analysis can be done at each step of the Plant Maintenance
process. High level reporting against key KPIs is done when work is
complete and closed down.
Page 23
Chapter 2
Routes through
the PM Process
Routes through the PM Process

Welcome to the “Routes through the Plant Maintenance Process”.
The PM Process can be subdivided into three routes depending

on how the work is initiated:
1. Preventive Maintenance Process Route

2. Corrective Maintenance Process Route
3. Master Data Change Process Route.
The following chapter provides more detail on each route

through the process.
Page 25
Learning Details
Within this chapter you will learn about the three different routes in the
PM Process.
Target Group
This chapter is aimed at all people involved in Plant Maintenance
Learning Objectives
After completing this learning course you will:
 Identify the three routes through the PM Process.
 Be able to explain when each of these routes is applied.
Time for Completion

Page 26
Preventive Maintenance Process Route

When a change is made or a new asset is acquired, the information is set-up as Master data on
the SAP Blueprint system. The Preventive Maintenance Process is initiated:
1. A Preventive Maintenance plan is established to ensure that the asset continues to operate as required.
2. Work orders are generated and Approved.
3. The correct materials and resources are put in place for the work to be executed.
4. The work is confirmed and actions taken (technical History) are recorded within the Activity Report
Notification (M3)
5. The work is closed out and reports are made available for analysis.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 27
Corrective Maintenance Process Route

A fault is identified on a piece of equipment and a Work Request Notification (Z1) notification is raised. The
Corrective Maintenance Process is initiated:
1. The Work Request Notification (Z1) is approved and the notification record is used to generate a Corrective
Work Order for approval.
2. The correct materials and resources are put in place for the work to be executed.
3. The work is confirmed and actions taken (technical history) are recorded against the original Work Request
Notification (Z1)
4. The work is closed out and reports are made available for analysis.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 28
Master Data Change Process Route

A Master Data error is spotted or an update to Master Data is required. For example a piece of equipment
master data is not present in the SAP Blueprint system and needs to be added. The Master Data Change
Process is initiated:
1. A Master Data Change Request Notification (Z6) is raised and reviewed for approval.
2. The necessary updates are made by the responsible parties.
3. The updated information is used to support SAP Blueprint transactions.

Fault/ Problem
Identified Change/
Update
Master Data
Approval Approval
Approval

Data Work Analysis

Page 29
Quiz
On the following pages you will find a quiz about “Routes
through the PM Process".
Please answer the questions.

Then go to the next page to see if you are right.
Have fun!
Page 30
Quiz – Question 1 of 1
What is different between Preventive and Corrective
Maintenance?
A] Master Data has to be changed for Preventive Maintenance.
B] Preventive Maintenance is initiated by the set-up of Preventive

Maintenance data, Corrective Maintenance begins with the If you think you have
identification of a problem. chosen the correct answer,
go to the next page. I will
C] Actions taken to complete Corrective Maintenance are recorded then tell you if your answer
within a newly created Notification (M3). is right.
D] There is no difference both follow the same process.
Page 31
Quiz – Question 1 of 1
What is different between Preventive and Corrective
Maintenance?
A] Master Data has to be changed for Preventive Maintenance.
B] Preventive Maintenance is initiated by the set-up of Preventive

 Maintenance data, Corrective Maintenance begins with the This is the correct
identification of a problem. answer
The two processes differ
C] Actions taken to complete Corrective Maintenance are recorded mainly in that they are
within a newly created Notification (M3). initiated differently.
Continue with the next
D] There is no difference both follow the same process.
question/understand the
Page 32
Summary
There are three distinct routes that run through the Plant Maintenance
Process.
Preventive Maintenance is initiated when a new asset is acquired and
a maintenance plan is set-up to ensure the asset operates correctly.
Preventive Maintenance work ( technical history) can be recorded using
an Activity Report Notification (M3).
Corrective Maintenance is initiated as a result of a fault and the
completion of an associated Work Request Notification (Z1). Corrective
Maintenance Work (technical history) is recorded against the same
Work Request notification.
Master Data Change is initiated when new data is required to be setup
or a change in current data is required. The change is requested through
a Master Data Change Request Notification (Z6). The change(s) are
tracked and closed as completed.
Page 33
Chapter 3
Total Reliability
Total Reliability and Key Total

Reliability Measures
• Shell EP & joint venture partners aims to operate
and maintain its 117 production assets supported
by the Total Reliability Performance Measures.
Why?
• To give a clear understanding of asset reliability,
integrity health and performance in a consistent
way that effectively highlights improvement
opportunities.
• Maintaining Plant using the SAP Blueprint system

provides a foundation and basis on which to work
towards Total Reliability. Data within SAP Blueprint
will be used to measure progress towards Total
Reliability.
Page 35
Learning Details
This chapter provides information on Total Reliability and the associated

Key Performance Indicators used to measure progress.
Target Group
The target group of this chapter is
• All people involved in Total Reliability
Learning Objective
After completing this learning course you will:
• Appreciate the significance of Total Reliability and it’s
relationship with Plant Maintenance, SAP Blueprint and Key
Performance Indicators and Reports.
Time for Completion

Page 36
The Total Reliability Process
• Total Reliability
• The purpose of Total
Reliability is to develop
reliable processes (PROCESS
RELIABILITY) operated by
competent people ( PEOPLE
RELIABILITY ) to ensure
reliable plant ( PLANT
RELIABLITY) and hence
reliable production
(PRODUCTION RELIABILITY).
Page 37
•Total Reliability
•The elements of Production, Plant, People and Process Reliability are illustrated using a Turbine.
There are 20 blades on the Turbine with Technical Integrity forming the centre of the Turbine:
Each of the blades of the

Turbine are explained in The Turbine
more detail in the
Maintenance and Integrity
Management Standard
documentation.
Page 38
Key Performance Indicators and Reports

The Need for Measurement: Regular Total Reliability Reviews to “MEASURE ”
that Best in Class Maintenance and Reliability practices are being applied
consistently across EP and are mandatory. Globally, review of measures will
ensure that Maintenance and Integrity is:
• Closing identified performance gaps between best in class and current
performance
• Sharing and Implementing Best Practices globally.
• Delivering on Regional TR Business Cases.
• Complying with Global Processes and minimum standards.
• Compliance of Asset Integrity Heath checks/M&I min standards.
• Ensuring Maintenance and Integrity Management Standard is being
applied.
Page 39
Key Total Reliability Measures

Examples of the Key Performance Indicators (KPIs) and Reports that and reviewed globally
are listed below. A more detailed explanation of one of the reports follows.
• Key Performance Indicators Reports
• Schedule compliance • Planning Variance Costs
• Break in to Schedule • Planning Variance Hours
• Preventive Maintenance Compliance • Corrective Work Order Ageing
by category for the month • Notification and Work Order Life Cycle
• Preventive Maintenance Backlog • Bad Actors Report
• Non-stock materials achieving ROS • Z6 Usage
date • Z6 Compliance
• Inventory turns ( excludes insurance • Maintenance Productivity
spares) • Safety Critical Elements with performance
• Materials service levels standard in place and aligned with safety
• Percentage of materials ordered that critical tasks in SAP
are generic • LAFD Waiver
• Materials forecast availability
• Outstanding corrective maintenance
• Preventive Maintenance /Corrective
Maintenance man hour analysis
• Notification Item Completeness
• 90 day workload
• Corrective Maintenance compliance
Page 40
• Global Measure related to Work Request Notification (Z1)

Measure The Bad Actors Report
What does it do? Indicates the amount of resource effort and frequency of failure
associated with corrective maintenance of equipment for an asset.
Why is it measured? To enable decisions to be made on the key areas for equipment
improvement
What can the Measure 1. Change the types of equipment that are purchased
information be used for? 2. Change the way in which we perform preventative
maintenance
How can you help? Accurately record equipment history including precise equipment
identification, proper use of failure codes and descriptions, the use of
the breakdown flag.
Other related measures Notification Item Completeness
Outstanding corrective maintenance
Corrective Maintenance Compliance
Page 41
•The Bad Actors Report. Example of what the measure can be used
for: Selection and maintenance of equipment.
1. Problem identified with a motor 2. Notification completed giving correct information on
type and location of the motor and nature of problem.
4. Analysis on motors may indicate that: 3. Information analysed to indicate common motor
problems across the organisation.
• Preventative Maintenance is not
addressing reliability appropriately
• New failure modes have been experienced
• Root cause analysis is needed to evaluate
what has led to failure
Page 42
Quiz
On the following pages you will find a quiz about “Total Reliability
and Key Performance Indicators ".
Please answer the questions and then move to the next page.
Have fun!
Page 43
Quiz – Question
The purpose of Total Reliability is to:
A] To ensure that information is entered into SAP accurately
If you think you have

B] to ensure that Plant is Maintained correctly
chosen the correct answer,
Move to the next page, I
C] To develop reliable processes operated by competent people, will then tell you if your
to ensure reliable plant and hence reliable production answer is right.
D] Ensure KPIs and Reports are in place to measure performance
Page 44
Quiz – Question
The purpose of Total Reliability is to:
A] To ensure that information is entered into SAP accurately
B] to ensure that Plant is Maintained correctly This is the correct answer

“to work towards reliable
production through people,
C] To develop reliable processes operated by competent people, plant and process ”.
 to ensure reliable plant and hence reliable production
Move to the next slide to
continue with the next
D] Ensure KPIs and Reports are in place to measure performance question/understand the
Page 45
Summary
Maintaining Plant using the SAP Blueprint system provides a
foundation and basis on which to work towards Total Reliability.
Data within SAP Blueprint can be used to measure progress
towards Total Reliability.
The purpose of Total Reliability is to develop reliable processes

(PROCESS RELIABILITY) operated by: The best people ( PEOPLE
RELIABILITY ) to ensure reliable plant ( PLANT RELIABLITY) and
hence reliable production (PRODUCTION RELIABILITY).
Regular Total Reliability Reviews to “MEASURE ” that Best in Class

Maintenance and Reliability practices are being applied consistently
across EP and are mandatory. A global set of Key Performance
Indicators and Reports will support the review.
Page 46
Closing
Congratulations!
You have successful completed the learning module. This learning module
has highlighted the Plant Maintenance Process consisting of nine steps:
• Notification,
• Manage Master Data,
• Setup/Update Preventive Maintenance,
• Generate Plan and Schedule Work Orders,
• Execute Work,
• Contract Procurement and Logistics,
• Confirm Work,
• Technical and Financial Completion,
• Reports and Analysis
These nine steps can be followed in three routes distinct routes::
Preventive Maintenance, Corrective Maintenance or Master Data
Change.
Maintaining Plant using the SAP Blueprint system provides a foundation
and basis on which to work towards Total Reliability. Data within SAP
Blueprint can be used to measure progress towards Total Reliability.
This is the end of the Plant Maintenance Overview.
Page 48

Plant Maintenance Process Overview: Steps, Benefits & Best Practices

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Plant

In Chapter one an introduction to each step of the plant maintenance

Chapter two illustrates the specific routes through the process:

Chapter three provides an insight into Total Reliability and the

Have fun and enjoy this learning module!

Introduction to SAP Blueprint

It is supported by the business need to efficiently and effectively

For the latest information relating to EP Blueprint visit: http://swwep-w.shell.com/blueprint_static/

Impacts and Benefits of EP Blueprint on Plant

A day in the Life of….

• “I have maintained equipment for many years and I

“I noticed a leaking pipe on some equipment and although only

I understand the benefit of putting information into the system

The maintenance work on a particular piece of equipment always

We realised that the cause of was incorrect master data and we

Introduction to the PM Process

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Time for Completion

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Manage Master Data

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Set-up/ Update Preventative Maintenance

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Generate, Plan and Schedule Work Orders

•Where in the Process

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Contracts Procurement and Logistics

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

New Master Data Work

Process Contracts Activity Report

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Technical and Financial Completion

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

Reporting and Analysis

New Master Data Work

Setup/ Update Generate, Plan Technical and

Process Contracts Activity Report

This quiz is for your own use only.

Please answer the questions.

A] To request work to be carried out.

B] To record information If you think you have

A] To request work to be carried out.

Routes through the PM Process

The PM Process can be subdivided into three routes depending

1. Preventive Maintenance Process Route

The following chapter provides more detail on each route