All Member Open Forum

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories. 

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
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Mark,

Congratulations on your new role!  One suggestion that I would have is to set up a sessions to create process maps for what you want to accomplish.  Maintenance Management is a workflow and how the work gets from point A to point Z.  Mapping this out will help you identify your work practices for specific work types.  A suggest approach would be to first look at how your work is coming in.  Do you have a means for auto generating this within SAP or will it be a manual process?  Once you obtain the work from sources, how will it be distributed?  Do you have a reactive crew who might go out and triage emergencies?

That would be a good starting point to allow you and your group to see what your needs would be.  We went through this very process and found it closed some of our gaps.  if you need any help with it feel free to contact me.

------------------------------
Michael Guns, Jr., CRL, CEFP
Associate Director, Maintenance Strategy & Planning
University of Delaware
Facilities - Buildings Maintenance & Operations
200 Academy Street - Newark, DE 19716
Maintenance Center - Room 113
Office: 302.831.4055 Cell: 302.358.9381
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Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Mark, 
Keeping your process simple is always a good strategy.
4 basic types of notifications should cover your needs;
Emergency - Drop everything and do it NOW
Priority - Schedule within the next work cycle, typically 5-7 days
Routine Plan - Begin planning, and subsequent scheduling based on equipment criticality
Shutdown/Turnaround - Place into shutdown scope, plan as required to fit schedule
This should be a good starting point.

------------------------------
Gregg Pacelli
Reliability Professional Engineer
Gregg A. Pacelli Consulting
Hilton NY
------------------------------

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Thanks Gregg,

I also prefer to keep it simple. I was actually thinking of using only (2).  1. Breakdown (unplanned downtime event) 2. Maintenance Request (like a check engine light). A 1 notification requires no approval or review and can be converted to a WO immediately. A 2 notification requires gatekeeping by SME's and determination of validity before moved into planning. 

I do not wish to have a correlating notification to wo table association. I think it is overkill, rather the wo types can be best determined at review. 


------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Original Message:
Sent: 09-22-2021 09:11 AM
From: Gregg Pacelli
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

Mark,
Keeping your process simple is always a good strategy.
4 basic types of notifications should cover your needs;
Emergency - Drop everything and do it NOW
Priority - Schedule within the next work cycle, typically 5-7 days
Routine Plan - Begin planning, and subsequent scheduling based on equipment criticality
Shutdown/Turnaround - Place into shutdown scope, plan as required to fit schedule
This should be a good starting point.

------------------------------
Gregg Pacelli
Reliability Professional Engineer
Gregg A. Pacelli Consulting
Hilton NY

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Hello Mark, 

Here is a prioritization matrix example that is used through SAP. 

Regards,
AW Schultz

------------------------------
Aaron Schultz
Dallas TX
------------------------------

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Hi Mark, I would check out EN 13306, which is a European standard for maintenance terms and definitions. defining what is and what isn't is a good first step.

------------------------------
Michael Trainor
The Hershey company
Cochranville PA
------------------------------

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Different companies like different systems, but in my experience "priority levels" are like carrying bowling balls, any human can handle about 3, maybe 4.... what is the difference between priority 5 and 6... my head is spinning.  :)

There are truly just 2 priorities.  Now or later..... if later - put a date.

So, Some use the system Aaron is using, and that often works for a systematic organization.  We often use 3 or 4 levels, at least to start.  Here is an example with 4.  https://www.idcon.com/resource-library/leadership-in-maintenance/leadership-in-maintenance/. Note that level 4 is basically project work.  Note PM is only priority 3 since it is planned at least 4 weeks ahead and is always done.  A PM shouldn't come up as an emergency.

In some cases, we use just 2.  Is it a true emergency or not? if not, set a date for completion date. It is important to have RULES for what is an emergency and what's not.  Then add guidelines for timing (because in reality it depends on many factors including shutdowns, availability, COVID, contractor accessibility, all kinds of things).

Note, be careful not to mix work order type with priorities.  For Example: "Turnaround" is not a priority, it's a work order type, or in some CMMS "a timing".  "Safety" is typically a work order type and does no have to be an emergency.

------------------------------
Torbjorn Idhammar
President & CEO
IDCON, Inc.
http://www.idcon.com
Raleigh NC
------------------------------

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Mark, 
The conversation shifted to priorities but I understood your question to be around work order type?

I have seen several but in the system I am currently working there are 4 WO types.

Z1 - emergency work orders for shift breakdowns, these are typically for shift or any unplanned type breakin work.
Z2 - PM work orders
Z3 - corrective maintenance work orders for planned maintenance.
Z4 - standing work orders for stuff like training, safety meetings, etc.  these stay open all year.

I've seen safety WO also have its own WO type but they can be handled in the same as above, just flagged as safety in the WO.

We handle different planned work plans in revisions such as for outages.

Priorities is a different matter.  Any of those WO types can have different priorities.
Top priority are things that will be actively planned and scheduled.
Medium priority are things that may be further out to execute but things the team knows they will do.
Lowest priority are things where no action will be taken but will stay on backlog if business conditions change.  These typically become more improvement type items.

I could honestly only have 2 priorities.

Good topic.  So many ways to skin the cat.

------------------------------
Randy Riddell, CMRP, PSAP, CLS
Reliability Manager
Essity
Cherokee AL
------------------------------

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Hi Mr Mark,

I have experience in notification of SAP PM in 2 companies as follows:
1. In the first company, there are 4 types of notification:

• M1- Maintenance request: This notification type includes requests for inspection, lubrication and ordinary repairs that do not involve equipment breakdown nor production downtime. These are activities that can be planned, scheduled and are not emergency in nature.
• M2 - Malfunction report: This notification types is used for requests on equipment or parts that have failed or are about to fail its intended function. This includes all breakdowns that resulted in loss in production and those that did not.
• M2 - Activity report: Notification that results from maintenance activity or service that has been performed or accomplished. Examples are inspection or maintenance findings determined during or after planned maintenance work.
• Z1 - Downtime record: Recording of a process line stoppages be it a planned shutdown or unplanned.

M1 and M2 notifications will be used to create PM01 - Corrective Maintenance work order (WO)
Other WO types are: PM02 - Preventive Maintenance WO, PM04 - Refurbishment WO, and PM06 - Investment WO

2. In tThe second company, there are 5 types of notification:

• RM - Reactive Maintenance: Work request that is in response to an equipment tracking of breakdown duration. failure and ad-hoc situation.
• PM - Proactive Maintenance: Notifications created for proactive rectification requests.
• IN - Inspection: Used by Inspection Team to record inspection result/report.
• PC - Plant Change: To record plant changes which are authorised for implementation
• SM - Support Maintenance: Work which is not directly related to core maintenance work. Support work for other departments.

RM notification will be used to create REM - Reactive Maintenance WO.
PM notification will be used to create PPM - Planned Preventive Maintenance, PDM - Predictive Maintenance, PRM - Proactive Rectification, and PSI - Plant Statutory Inspection WOs.
IN notification will be used for PDM WO.
PC notification will be used to create PCM - Plant Change WO
SM notification will be used to create SSM - Support Service Maintenance.

Hope my information is useful for you.

Regards,

------------------------------
Phung Khoa
Senior Maintenance and Reliability Engineer
Harbour Energy
Ho Chi Minh
------------------------------

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Phung,

Thanks in kind for sharing your insight. It caused me to think of a creative way to develop our MOC. I'll keep you posted if I am successful.

The concept is simple - Notification type CR for change requests. I can be creative with user statuses and track towards resolution.

Thanks again,

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------

Original Message:
Sent: 09-25-2021 10:49 AM
From: Phung Khoa
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

Hi Mr Mark,

I have experience in notification of SAP PM in 2 companies as follows:
1. In the first company, there are 4 types of notification:

• M1- Maintenance request: This notification type includes requests for inspection, lubrication and ordinary repairs that do not involve equipment breakdown nor production downtime. These are activities that can be planned, scheduled and are not emergency in nature.
• M2 - Malfunction report: This notification types is used for requests on equipment or parts that have failed or are about to fail its intended function. This includes all breakdowns that resulted in loss in production and those that did not.
• M2 - Activity report: Notification that results from maintenance activity or service that has been performed or accomplished. Examples are inspection or maintenance findings determined during or after planned maintenance work.
• Z1 - Downtime record: Recording of a process line stoppages be it a planned shutdown or unplanned.

M1 and M2 notifications will be used to create PM01 - Corrective Maintenance work order (WO)
Other WO types are: PM02 - Preventive Maintenance WO, PM04 - Refurbishment WO, and PM06 - Investment WO

2. In tThe second company, there are 5 types of notification:

• RM - Reactive Maintenance: Work request that is in response to an equipment tracking of breakdown duration. failure and ad-hoc situation.
• PM - Proactive Maintenance: Notifications created for proactive rectification requests.
• IN - Inspection: Used by Inspection Team to record inspection result/report.
• PC - Plant Change: To record plant changes which are authorised for implementation
• SM - Support Maintenance: Work which is not directly related to core maintenance work. Support work for other departments.

RM notification will be used to create REM - Reactive Maintenance WO.
PM notification will be used to create PPM - Planned Preventive Maintenance, PDM - Predictive Maintenance, PRM - Proactive Rectification, and PSI - Plant Statutory Inspection WOs.
IN notification will be used for PDM WO.
PC notification will be used to create PCM - Plant Change WO
SM notification will be used to create SSM - Support Service Maintenance.

Hope my information is useful for you.

Regards,

------------------------------
Phung Khoa
Senior Maintenance and Reliability Engineer
Harbour Energy
Ho Chi Minh

Original Message:
Sent: 09-21-2021 11:29 AM
From: Mark Atchison
Subject: SAP PM as CMMS - looking for best practices in managing work flow -(notification/wo types) user status, system status , etc. Thanks.

In my new role I will bring a practical approach to day to day maintenance work management using SAP PM. Although I've researched SAP ,with mixed results, I have an opportunity to effect change and simply our process. So, In a perfect world how many types of notifications are most effective? I've worked with as many as eight (too many) and as few as one. It's all about design and results in the least amount of confusion. Open to hear from others with success or horror stories.

Thank you

------------------------------
Mark Atchison
Infrastructure (MWM) Manager
Constellium
Tuscumbia AL
------------------------------