+Maintenance Solution. The maintenance solution for the SAP Business ByDesign ERP system

Transcription

1 +Maintenance Solution The maintenance solution for the SAP Business ByDesign ERP system

2 Editorial Bernd Heselmann Maintenance Management from function maintenance to the value-adding factor Today, maintenance has become a production factor that has surrendered the role of a subordinate service function and pure functionality to become an important success factor for efficient production processes and, ultimately, for a company s business success. The reasons for the significance of maintenance, which will continue to develop in future, lie among other things in the increasing automation and linking of processes, longer usage periods of service systems, more extensive legal regulations, and in increased requirements for availability and process security. These factors cause production systems to become more complex and, therefore, more prone to errors. Add to this the issue of time pressure, with less and less time being available for maintenance tasks while expectations placed on maintenance staff increase. Growing competition forces capital-intensive companies to achieve above-average levels of productivity and quality, while delivery times and production costs are expected to decrease at the same time. The right maintenance strategy combined with high efficiency is a significant competitive factor in the present and the future market environment alike. A maintenance strategy has to be found that is tailored to the company and efficient, whilst saving costs at the same time. Whether it is based on damage, time, status, knowledge or risks, the maintenance strategy can be different for each plant or a mix of strategies within a plant. This is why companies need to use IT-based maintenance systems: software solutions that support more extensive and increasingly complex maintenance processes under changing market conditions. Set the bar at the right level: With modern IT support for maintenance The +Maintenance Solution The first maintenance-based add-in solution from the cloud based on SAP Business ByDesign. The SAP Business ByDesign ERP suite provides classic ERP functions which are enhanced by the +Maintenance Solution with all the necessary functions for maintenance. By fully integrating maintenance functions such as planning and controlling preventive measures and checks, a convenient plant description, integrated material management combined with resource planning and purchasing in maintenance, the combination of ERP and maintenance management is unique. On the one hand, the ERP system is enhanced with a convenient technical plant description as well as strategic and operational maintenance processes. On the other, the ERP system offers optimal options for material and service procurement. By integrating your maintenance processes into your company processes, you reduce your costs in a variety of cases and avoid duplicate work, delays and time lost. You will consume fewer resources, reduce standstill times, adhere to delivery schedules, increase production times and optimise the availability of your plant or service systems.

3 The +Maintenance Solution accompanies you from planning, implementing and checking through to optimising your maintenance system Plan Operational procedure Manage resources Maximise efficiency Preventive measures Order templates Procurement planning Scheduling Project management Do Specific provision of information Guided workflow Structured data entry Order processing (in-house or on-site service) Structured confirmations Integration of service providers Optimise Improve maintenance strategy Reduce maintenance costs Increase availability Maintenance strategy Spare parts logistics Supplier management Standstills Spare parts costs Deployment costs Check Administer reports Analyse KPIs Track maintenance history of components Logs KPIs Costs Plant history The +Maintenance Solution is a comprehensive EAM solution that was developed as an add-in solution for SAP Business ByDesign. The maintenance solution was created using the development environment officially available to SAP Solution Partners and has been verified by SAP product management. This ensures there are no surprises for end users in terms of the solution s operation, process behavior, reports and so on.

4 What the solution can do for your company Enhancing your SAP Business ByDesign system with the +Maintenance Solution expands the solution with new business scenarios. Examples In-house maintenance for a production company The production company has production plants that need to be maintained The maintenance costs are considered as internal costs In-house staff are responsible for planning and performing the maintenance measures The maintenance measures can be executed by external service providers Maintenance of rented technical objects The company owns and rents technical objects that have to be maintained A customer relationship exists in the form of a leasing agreement that regulates the conditions and time limit for the maintenance measures The maintenance measures can be executed by external service providers The maintenance costs can be invoiced to the customer if necessary Maintenance as a service The technical components that need to be maintained belong to a customer The maintenance is processed as a service between the company and the customer The service is invoiced A few highlights of the functional enhancements: Structured entry of plant-related malfunctions Planning and performance of the maintenance using orders Logging of the activities performed and feedback on the material consumption Ad hoc order processing Typed description of the technical plant data Planning of preventive measures and checks Saving of order templates The procurement of services and spare parts Controlling and reporting using modern analysis tools Flexible set up of the plant structure Historicisation of the results

5 Malfunction report management Malfunctions in plants, machines, buildings or other objects have to be eliminated properly and as quickly as possible. Which malfunction should be processed when and by whom? Which information and resources does the person performing the work need? To successfully manage these questions you need defined and professionally structured processes. These include: Recording the malfunction Efficient elimination of the malfunction (such as deployment planning of employees and technicians including any defined service level agreements) Feedback on the deployment Malfunction report management Your technicians are kept informed about your maintenance orders anytime, anywhere, using their tablet, smartphone or notebook, thereby reducing unnecessary travel. For example, even before starting the repair work, the technician can see whether he needs to go to the spare parts warehouse, and has all relevant knowledge in good time about what is waiting for him on site. In this way, entire teams can arrive at the location being well-prepared and well-informed. The technician can easily and quickly provide on-site feedback in the system about the measures implemented to eliminate the malfunction, the time taken to do so, and the precise cause of the malfunction. Maintenance planning Work orders are the planning and processing medium for operative steps in in-house maintenance. Your maintenance manager and employees can use the +Maintenance Solution to quickly and easily plan and organise complex maintenance measures. Using the integrated project management facility including graphical Gantt and PERT charts, the persons responsible can manage in a structured and secure way so that the measures are executed at the right time and the right place. Spare parts and service providers can be procured directly using the order or project. Preventive measures Ensuring high availability of objects requires recurring work that is usually necessary at specific intervals, as well as measures or checks. Known reasons are: Statutory regulations (such as environmental protection requirements) Compliance regulations in the company Maintenance regulations of the plant manufacturer Quality assurance of the products produced in a plant Preventive measures Using the periodic maintenance function in the +Maintenance Solution, you define the cycles for scheduling, the scope of the task and the necessary resources such as spare parts, consumables and other necessary factors. Benefits from the resulting transparency: Maintenance and production can take these measures into account in their planning right from the start. The spare parts requirement can be predicted and storage of spare parts can be optimised. Spare parts are ordered and provided at the right time in line with requirements. Several measures on a technical component can be synchronised, which in turn minimises downtimes. The costs of the planned measures can be determined in a defined preview interval.

6 Plant description Reports & analyses Plant description The plant description comprises the technical characteristics and the structural setup of plants: which plant objects are planned (motor, pump, control unit, etc.), which components are built in, and where the object can be located. The plant description is the basis of each maintenance system. The required level of detail of the plant description varies from company to company and may change over time. This is why special attention was paid to adaptivity in these different versions during the development of the +Maintenance Solution. The result is that the plant can be quickly and easily recorded technically AND economically for asset accounting. This makes it easier for value-changing measures (such as investment projects in new constructions or modifications) to be reflected in asset accounting as well. Additional advantageous tools: Integrating map services such as Google Maps or Bing Maps provides a graphical display of the plant or object s installation location. Documentation such as data sheets, maintenance instructions or technical drawings can be attached to the plant description and are also available to every technician at all times, even via mobile devices. If you save web links, you can display additional information about the component or the plant by clicking directly on the manufacturer s page, or submit service requests to the manufacturer. Reports and analyses Even maintenance measures have to be measured. You can only improve your own strategies and processes by comparing and evaluating them. However, creating analyses and reports often requires a lot of time. According to documented experience, creating a report about a plant requires 30 minutes and more each month. The situation is different with the reporting function in the +Maintenance Solution: all activities, damage descriptions, times and costs are logged directly in the plant or the component installed in it, which makes evaluating key figures considerably easier and simpler. You can create analyses and reports simply by pressing a button, and you distribute them immediately or automatically. The powerful Business Intelligence functions that are already available with SAP Business ByDesign also enable you to analyse and evaluate extensive data volumes in the minimum space of time. You save time, obtain standardised and transparent reports, and can use this information to swiftly, consistently and effectively optimise your maintenance strategy.

7 You benefit from integrated processes Efficient process organisation With the right strategy towards successful maintenance. The main causes of new or existing efficiency losses in maintenance often lie in planning (work preparation and coordination) and task controlling. The +Maintenance Solution supports flexible implementation types, whether these are managed centrally or decentrally, integrated or outsourced: you define your strategy, and our adaptative and modular software solution implements them together with you. Integrated project management also supports you in organising extensive maintenance measures and directly integrates your scheduling for preventive measures or checks. Your benefit: efficient bundling of workflows and the associated reduction in standstill and loss times, too long waiting times and travel times. Project management in maintenance Maintenance measures are optionally planned through the Project Management scoping element in the standard Business ByDesign system. This means that the user relates the maintenance orders to a project task in Business ByDesign if necessary. This opens up all possibilities of project management to the user: scheduling, finding resources, project orders and cost analyses, procurement of external services, time confirmations and invoicing. Your benefit: with consolidated maintenance management, project management and goods management systems your maintenance projects are designed and implemented more effectively and efficiently. The +Maintenance Solution is a professional planning tool for maintaining plants, machines, buildings and other assets, and is therefore an invaluable support for efficient organisation in your company. Role-based support: a specific functional area of the application is assigned to each of your system users and the authorisations are linked to the employee position.

8 Procurement management The balancing act between high material availability and minimal capital commitment costs is a serious challenge facing companies and maintenance. Here, an optimum strategy and method mix is crucial that improves your spare parts management on a stepby-step basis, thereby ensuring an appropriate supply of spare parts. The +Maintenance Solution supports both the storage and procurement of spare parts using process controls and the management of your external suppliers. In this way, your company benefits during the planning phase from early awareness of requirements, and during the implementation phase from timely provision. Costs are collected transparently on the work orders and can in this way be involved in optimising the procurement strategy (such as storage of spare parts, supplier contracts, invitations to tender). Key figures as a component of optimisation measures Value-oriented key figures in maintenance support the successful control of maintenance and the management of employees. Furthermore, they are indispensable in the context of the transparency that is required today. Key figures provide an objective and clear impression of the current status. They show whether everything is going to plan and where any discrepancies lie. With the integrated analysis and reporting functions of the +Maintenance Solution, you can easily determine your key figures, create corresponding (analysis) reports, and derive bases for decisionmaking from them.

9 The +Maintenance Solution, the cloud-based maintenance solution for SAP Business ByDesign, ensures the mobile connectivity of your service technicians. Mobility factor future-proof software solution Mobile support of company processes and the enormous variety and continually rapid further development of mobile devices also extends to maintenance management. Just like the challenges facing your own company, the requirements and technologies of software solutions are also changing rapidly and dynamically. The working environment is constantly changing, workplaces are becoming more mobile, and information should be available to users anytime and anywhere. It must be possible to record data about what work was performed to resolve a malfunction, for example, directly on site at the plant; new malfunctions should be shown immediately on mobile terminals such as industry tablets, or be available in the service technician s task list from anywhere to save unnecessary travel and time. The +Maintenance Solution, the cloud-based maintenance solution for SAP Business ByDesign, ensures the mobile connectivity of your service technicians. Industry 4.0 The innovative nature of the +Maintenance Solution and its cloud advantages and seamless integration with SAP Business ByDesign, the ERP system from the cloud, means that it is optimally prepared and equipped for the requirements of the so-called fourth industrial revolution. Direct integration of Microsoft Office Suite (Outlook, Excel, Word) integration with Outlook or IBM Notes The integration of the +Maintenance Solution with the SAP Business ByDesign Add-In for Microsoft Outlook enables you to synchronise s, appointments and tasks between Microsoft Outlook/Exchange and the +Maintenance Solution, thereby making maintenance processes simpler and faster. Direct integration of MS Office (Excel, Word) This add-in enables you to export the most recent data and to upload new data to the system, for example. Forms and other documents that are configured to your requirements can be called up using a simple navigation, formatted in accordance with your purposes, and sent from the system.

10 Costs and implementation advantages of a cloud solution To implement the +Maintenance Solution, there is no need to invest in additional hardware, databases and/or operating systems. You don t have to worry about maintaining and modernising your IT landscape as the experts at SAP worry about this, eliminating investment costs in server and backup systems. Since it fully integrates with the SAP Business ByDesign cloud solution, you can access your maintenance system from anywhere in the world at any time. Your data is transmitted securely: the highperformance data centres in St. Leon-Rot and Walldorf use the latest technologies, and meet the required levels of security and redundancy to a highly professional degree. The +Maintenance Solution will be implemented within a few weeks; for companies already using SAP Business ByDesign as ERP software, it is implemented within a few hours. With the +Maintenance Solution, you use a comprehensive maintenance solution over the web. The add-in solution is flexible with regard to the number of user licenses required at a monthly rental price, making it transparent and easy to calculate. Another benefit for you: no additional costs are incurred for service, support and release updates. Suitable for global use The SAP Business ByDesign ERP system is available in many common country variants with the corresponding language and legislation typical for that particular country; the +Maintenance Solution add-in is currently available in German and English. The additional solution is also available in other languages at little cost. Import existing legacy data You will almost certainly already have electronic master data. To migrate your existing plant data into the +Maintenance Solution, you can use the migration tables (XML/ Excel) we developed which make importing this data fast and easy. We d be happy to help you with your migration. User friendly employee acceptance is the factor for success The acceptance and, therefore, use of a new software solution often depends on how user friendly it is. The user interface of the Business ByDesign ERP suite is ultra-modern, user friendly, clearly structured, transparent, and easy to learn. Since the +Maintenance Solution as an add-in solution is seamlessly integrated into this environment, users cannot differentiate between SAP views (SAP working areas) and +Maintenance Solution views. This gives users a standardised, homogeneous and user-friendly user interface.

11 Furthermore, the solution allows the modern communication means and terminals to be used.users can access the data from their ipad, notebook or other hand-held devices and in realtime, too. For example, a service technician can check directly at the plant whether the required spare part is available in the warehouse. This means that there are no unnecessary latency times to delay the plant from quickly becoming available again. Integrate subsidiaries or branches Are you a corporate group and already using the SAP Business Suite (R/3 or ECC)? Do you want to integrate your subsidiaries, production locations, sales, service or logistics companies into your IT landscape and equip them with a modern and future-proof corporate solution that comprises professional ERP functions, time recording and HR management and can also be enhanced with maintenance functionalities? We call that subsidiary integration integration scenarios have already been prepared for this. The Subsidiary Edition of SAP Business ByDesign enables your company to ensure transparency and to use resources more efficiently, to keep an overview of all business processes, and to maintain control over all subsidiaries and production locations. Through the standardised processes in the SAP Business ByDesign ERP system, parent companies and their subsidiaries are linked by crucial processes in the fields of finance and procurement, for example. The necessary agility and the required autonomy of the subsidiaries are taken into account with the enhancement or full integration of release-fixed add-in solutions. About GiS GiS (Gesellschaft für integrierte Systemplanung mbh) is a German medium-sized consulting and system house. The main area of activity in the company s 30 year history lies in consulting and implementing software solutions for the technical maintenance of plants and service systems. Today the software company is an expert in its field. SAP Business ByDesign and the +Maintenance Solution an effective synergy for your corporate success Set the course for a successful future and take advantage of the integrated processes that include all business segments. Using the +Maintenance Solution offers benefits to business management, maintenance areas, production and production planning, purchasing, controlling and, consequently, your customers. You leave your competitors standing since you are more efficient, faster, more flexible and you adhere to agreed delivery deadlines. You increase your profitability and your overall business processes and reduce your costs. With 85 employees, it creates professional solutions for customers with high demands on quality. GiS solutions are particularly noted for their holistic approach, accompanying the entire life-cycle of assets from construction to operation, through to maintenance and dismantling. Its service portfolio includes Enterprise Asset Management (EAM) systems as well as the software development and consulting services that are associated with them. Its specialist focus is on the holistic implementation of maintenance and business management systems. GiS has a recognised competence centre in this field with industry know-how of more than 1,000 person years. Its customers include the largest power plants as well as process-based companies and producers.

12 Headquarters: Zeppelinstraße 11 D Erlangen Tel: Fax: Software centre: Junkersstraße 2 D Weinheim Tel: Fax: Direct queries sales@gis-systemhaus.de