Department of Finance and AdministrationOffice of the Mississippi Management and Reporting System

WorkshopPresentation PRO30FleetMaintenanceProcessing

11/15/2011

12/13/2011 1

1. Workshop Ground Rules2. Workshop Guiding Principles3. Workshop Objectives4. Workshop Agenda in Detail5. Workshop Roles6. Workshop Content7. Workshop Wrap-up

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AGENDA

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Allparticipantsshouldbefamiliarwiththerequirementsandthetopicstobecovered;

Theworkshopscribeisresponsiblefordocumentingtheparkinglotissuesandfollowupquestions;

Theworkshopfacilitatorsareresponsibleforkeepingthediscussioncenteredonthetopicbeingdiscussed.Ifanissueisdeterminedthatcannotberesolvedduringtheworkshop,thefacilitatorwillnotetheissueforfutureresolutionandenteritintotheworkshopoutputdocument;and

Parkingofdiscussionitemiftherequiredknowledgeisnotintheroom.

Workshop Ground Rules

Workshop Guiding Principles

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Workshop Participant

DemonstratehowrequirementsaremetusingStandardSAPfunctionality

UtilizestandardSAPfunctionality(80/20rule)

Avoidthewhatwontworkmindset

Beattentiveandopenminded

Explorequestionsandanswers

Encourageinputfromotherparticipants

Refrainfromabsolutesandmandates

Focusoncurrentissuebeingdiscussed

Avoidwarstories

Managecellphone,pagers&interruptions

Keeptheconversationstooneatatime

Essentialtodos: ReviewBusinessProcessModel Update/CreateprocessFlowDiagrams

WSOutputDocuments IdentifyRICEFWObjects Documentprocesschanges/implications

SolutionManager:CreateBusinessBlueprintdocuments

IdentifyIssuesandRisks

Workshop Objectives

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DefineFleetMaintenanceBusinessProcessForUnplannedMaintenanceActivities DescribeHowFleetNotificationsRelatesToFleetsUnplannedMaintenanceBusinessProcess IdentifyHowFleetWorkOrdersFunctionWithinTheFleetUnplannedBusinessProcess CollectField/TableMasterDataEntriesForUserMenuDropDownSelectionForFleetNotificationAndFleetWorkOrders AwareOfMasterDatasFunctionOnAFleetNotificationorFleetWorkOrder ProposedSAPFleetWorkOrderProcessFlow

Workshop Agenda

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Date

Topics

Deliverables

Team Logistics FleetManagement

11/15/2011

FleetManagementUnplannedMaintenanceActivities Notifications NotificationMasterData

UserStatus CatalogueCodes

WorkOrders WorkOrderMasterData

UserStatus PMActType SysCond PCard

WorkshopMinutes ParkingLot

Blueprint Workshop - Roles

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SAPFacilitator TerryHeinze

CustomerFacilitator LoganLitchliter

Scribe JonSanford

OCM DorothyPreston

Asuccessfulworkshopistheresultofinteractionandparticipation!

Business Area, Fund, Functional Area

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FundThe Fund has the same meaning as the SAAS Fund

New fund numbers will be assigned by funding sourcesThe field is 10 digits and the appropriation number will be linked

Functional AreaThe Functional Area may be used for program budgeting

The field length is a maximum of 16 digits

Business AreaThe Business Area will be used for the Agency Number

The field is 4 digits and new numbers will be assigned

General Ledger Account, Cost Center

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General Ledger AccountGeneral Ledger (G/L) accounts will include Assets, Liabilities, Fund Balance, Revenue and ExpenditureThe field is 8 digits and the Major Object Code will be built into the number

Cost CenterThe Cost Center represents a division or area within an agency for recording and reporting budgets, revenues and expenditures

The field is 10 digits and may be set up as Agency/Bureau/Location/Agency Discretion

Project & WBS Element, Internal Order

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ProjectsProjects are made up of Work Breakdown Structure (WBS) Elements- 24 digitsFunded Program Could be used to control budget at the project or WBS levelWBS Elements will be used for:

Capital Projects ITS Services MDOT Projects State Aid Road Maintenance

Internal OrderA flexible cost collector that can be defined by the agency to meet a variety of agency needs 10 digitsInternal Orders may be used for:

Internal Services Events Activities Locations

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Grants

Grants

Grant Used to maintain the terms and conditions of the funding and administration of a sponsors award

Sponsored Class Used with grants to summarize expenses based on the sponsors cost categories

Sponsored Program Used with grants to track expenses based on the sponsors programs.

PRO29FleetMasterDataSession11/10/2011 RECAP

AnyMasterDataQuestions?

StatusofMasterDataCollection?

WhatCanWeHelpYouWith?

ANYQUESTIONS????

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State of Mississippi MAGIC Project Fleet Management

[content]

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Fleet Maintenance Notification: StructureDate /time/reportedbyDescriptionMaint.object: Functionallocation

EquipmentAssembly

PriorityCodeLocationdataBreakdown/availability

ActivityExecutionfactors

Activities

DatesTaskdescription

Tasks

DamagelocationDamageCauseofdamage

Notificationitems

Notification

Fleet Maintenance Notification: Structure (cont)

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Thefollowingnotificationtypesarepredefinedinthestandardsystem:

M1:MaintenanceRequest Requestfortaskstobeperformed

M2:MalfunctionReport Notificationofamalfunctionorproblemthathas

occurred M3:ActivityReport

Documentationofactivitiesthathavebeenperformed

Fleet Maintenance Notification Master Data Requirements (cont)

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FleetManagement AgencyorDepartment UserStatusList(Optional) CatalogueCodesList DecisionToUseFunctionality? TasksCodesList DecisionToUseFunctionality? ActivitiesCodesList DecisionToUseFunctionality? AdditionalNotificationTypes Accidents,Transfers,Recall,etc? PriorityCodes DefinesTimePeriodToCompleteARepair

Fleet Maint Work Order Structure

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Forexample:Material,quantity,storagelocation

Forexample: Workcenter,controlkey,descriptionstandardtime,activitytype,salarydetails

Equipment(assembly),functionallocations,maintenancenotifications

Operation

Forexample: Ordertype,dates,plant,mainobject,priority,descriptionOrderheader

Objectlist

Materiallist

Productionresources/tools

Settlementrule

Costs(estimated/planned/actual)

Forexample:Hoist,TorqueWrench

Forexample:CostCenter,G/LElement,Material,Order

Fleet Maintenance Work Order Master Data Requirements (cont)

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ThefollowingWorkOrderTypesarepredefinedinthestandardsystem:

PM01:MaintenanceOrder UnplannedWork

PM02:MaintenanceOrder PlannedWork(PreventiveMaintenance

PM03:MaintenanceOrder/Notification CreateOrder/NotificationSimultaneously

Fleet Maintenance Work Order Master Data Requirements (cont)

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ThefollowingWorkOrderTypesarepredefinedinthestandardsystem:

PM04:RefurbishmentOrder InternalorExternalRefurbishmentOrder

PM05:CalibrationOrder InternalorExternalEquipmentCalibration

PM06:CapitalInvestmentOrder ProjectSystemCapitalOrder

Fleet Maintenance Work Order P-Card Requirements

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PCardMaintenanceTransactions UnderstandCurrentExternalPCardProcessfor

MaintenanceRepairs/Activities,etc.FleetandFI/COTeams

FormulateProcess/ProceduretoStaticallyPostPCardMaintenanceCoststoItsAppropriateWorkOrder

PMOrderProcessModel:

MaintenanceNotification

ManuallyCreateMaint.

Order

PlanMaintenance

Order

ScheduleMaint.Order

ReleaseMaint.Order

CapacityLevelMaint.

Orders

ExecuteWork

MaintainEquip.Hist.inNotif.

ConfirmLaborinOrder

ReturnMat.AgainstOrder

PeopleMaterialsServicesTools

CompleteEstimatedCosts

Facilitatesmaterialcostallocation.Providesactualmatl.costsagainstPMOrder.

FacilitateslaborcostmovementtoUnitProvidesactuallaborcostsagainstPMOrder

PrintMaintenance

Order

TechnicallyCompleteOrder

Prohibitsfurtherlaborand/ormaterialcosts.

SettleOrder

MovesPMOrdercoststoUnit

FinanciallyCloseOrder

Facilitatesmaterialcostallocation.Providesactualmaterial.costsagainstPMOrder.

Forautogeneratedorders,createnotification,ifrequired.

SAPFleetWorkOrderProcessFlow

IssueMat.AgainstOrder

POReqConvertedIntoPO

POMaterialsReceived

Providesactualexternalresourceandmatl.costsagainstPMOrder.

Fleet Maintenance Work Order Data Requirements

FleetManagement AgencyorDepartment UserStatusList(Optional) PMActivityType(PMActType) TypeofMaintenanceBeing

Performed(Repair,Hurricane,Inspection,Warranty,etc.) AdditionalWorkOrderTypes Accidents,Transfers,etc.?

Point of Contact (POC)

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TERRY HEINZETERRY.HEINZE@SAP.COM

850-258-9734

LOGAN LITCHLITERLITCHLIL@DFA.STATE.MS.US

601-359-6658

SHARETHA BATTSBATTSS@DFA.STATE.MS.US

601-359-9256

Workshop Objectives

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DefineFleetMaintenanceBusinessProcessForUnplannedMaintenanceActivities DescribeHowFleetNotificationsRelatesToFleetsUnplannedMaintenanceBusinessProcess IdentifyHowFleetWorkOrdersFunctionWithinTheFleetUnplannedBusinessProcess CollectField/TableMasterDataEntriesForUserMenuDropDownSelectionForFleetNotificationAndFleetWorkOrders AwareOfMasterDatasFunctionOnAFleetNotificationorFleetWorkOrder SAPFleetWorkOrderProcessFlow

LetsverifythatweareonthesamepageClarifyanyStrangeJargonValidateParkingLotItemsRecordKeyDecisions

Wrap-up

25

Questions

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12/13/2011 27

+s

Whatworkedwelltoday?

sWhatcanweimproveforfuturemeetingsandprojectactivities?

Plus/Delta

Thank you!

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MAGIC Project WORKSHOP MINUTES/OUTPUT DOCUMENT

PROJECT IDENTIFICATION

Project Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)

MAGIC Implementation

Customer Name Customer Number Planned Start/Finish

State of Mississippi 600260

SAP Customer Partner Project Sponsor Program Manager

SAP Project Director Customer Project Director Partner Project Manager

Bill Bevil Becky Thompson

GENERAL INFORMATION Workshop Title PRO-30 Fleet Management of Technical Objects Workshop Facilitators Terry Heinze, Logan Litchliter, Sharetha Batts Process Owner Scribe Jon Sanford

ATTENDEES Name (including Role/Organization) Agency Jon Sanford SAP Jeff Kurowski SAP Wayne Crawford OPTFM John Earl McGohey, Sr. MDAC Leah Chittom DFA/MMRS Sharetha Batts DFA/MMRS Tammy Waltman DFA/MMRS Dell Lemley DOC Tammy Rankin DFA/MMRS Lena Patterson EMSH Jackie Robinson EMSH Jeanna Stafford SAP Shelley Walker DFA/MMRS Jack Ladhur SAP Julie Ethridge MDOT

Susan Thames MDOT Mark W. Hayden MDOT Kenneth M. Dixon MSH Preston Ware MSA Roger Whitman SAP Carlos Galloway DFA/MMRS Carla Hutson Attorney General Kristi Mullen Attorney General Logan Litchliter DFA/MMRS KEY DECISIONS ANSWERED REFERENCE DOCUMENTS

FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT

Workflow will not be used for Work Orders

ID GAPS IDENTIFIED OWNER DUE DATE 01 Recommend a closeout program be built 02 03 04 05 06 07 08 09 10 ID ACTION/PARKING LOT ITEM OWNER DUE DATE 01 AI Copy of Functional Location Structure & other Master Data

Objects, Repair Codes, etc. Terry Heinze 11/17/2011

02 AI - MDOT to provide example of Job Ticket Julie Ethridge 03 04

2

3

05 06 07 08 09 10 ID ORG CHANGE MANAGEMENT (OCM) IMPACT IDENTIFIED CROSS TEAM IMPACT 01 02 03 04 05 06 07 08 09 10

Workshop Presentation PRO-30 Fleet Maintenance Processing Slide Number 2Slide Number 3Workshop Guiding PrinciplesWorkshop ObjectivesWorkshop Agenda Blueprint Workshop - RolesBusiness Area, Fund, Functional AreaGeneral Ledger Account, Cost CenterProject & WBS Element, Internal OrderGrantsPRO-29 Fleet Master Data Session 11/10/2011 - RECAPState of Mississippi MAGIC Project Fleet ManagementFleet Maintenance Notification: StructureFleet Maintenance Notification: Structure (cont)Fleet Maintenance Notification Master Data Requirements (cont)Fleet Maint Work Order StructureFleet Maintenance Work Order Master Data Requirements (cont)Fleet Maintenance Work Order Master Data Requirements (cont)Fleet Maintenance Work Order P-Card RequirementsSAP Fleet Work Order Process Flow Fleet Maintenance Work Order Data RequirementsPoint of Contact (POC)Workshop ObjectivesSlide Number 25QuestionsPlus/DeltaSlide Number 28