3602 - SAP Plant Maintenance Process Performance Metrics Gene Wakkuri - MeadWestvaco

3602 - SAP Plant Maintenance Process Performance Metrics

Gene Wakkuri - MeadWestvaco

Speaker Profile - Gene Wakkuri

• MWPG Process Optimization Leader• 21 years of I.S. experience, 3 years on SAP• MeadWestvaco Papers Group (MWPG)• 5 plants making premium paper grades used

in books and magazines• Source & Support Sub Group Stores /

Purchasing / Maintenance / Engineering

MeadWestvaco Corporation

• Formed by merger in January 2002• Mead Corp. merged with Westvaco Corp.• Leading producer of Packaging, Coated &

Specialty Paper, Consumer & Office

Products & Specialty Chemicals• $8 Billion in annual sales worldwide• Over 30,000 employees in 100 nations

MeadWestvaco’s SAP Environment

• Partnered with Monsanto and IBM

• Strictly limited SAP customizations & bolt-ons

• Currently running R/3 Release 4.6c

• Use MM, PM, CO, FI and AM Modules in the Source & Support Group

• Use common work processes at all plants

Why Are You Here?

• Find out what metrics new SAP users

should use

• Find out what metrics mature SAP users

should use

• Find out how to compile and publish

these metrics to get results

Always remember that what gets “measured” gets “done”.

Why Bother With Metrics?

PM Process Performance Metrics

New SAP User Metrics


Charting a Course• Communicate importance of new processes • Decide what you want to measure• Measure consistently, accurately & often• Publish metrics to a wide audience in a concise and timely manner• Acknowledge and celebrate successes


Communicate Importance of New Processes• You can’t spend enough time teaching why the new processes are needed - explain why metrics are needed too• Tie metrics performance into individuals objectives to get people’s attention and understanding of their importance


What processes do you want to measure?• Work Identification• Validation• Planning• Scheduling• Job Closure• Other Work Processes


Work Identification Metrics • All maintenance work done on work orders - count number of notifications • Notifications must be written against tech. objects - count orders without them• Make sure notifications are getting closed out - count closed notifications


Validation Metrics• Are notifications being turned into orders? - Count number of them that were validated• Are validators keeping up with workload? - counts order created for each area• Are validators helping with schedule compliance? - count break-in orders


Work Order Planning Metrics• Are enough jobs getting planned and put into backlog? - count PLND orders• Do all PM’s have task lists? - count PM orders with task list group codes• Are material and labor estimates being put on jobs? - count order with estimated material and labor costs


Work Order Scheduling Metrics• Are we working on the jobs we planned to? - Count jobs with SCHD• Are we getting the important jobs done? - count safety and PM orders completed


Job Closure Metrics• Is each area closing their orders? - count orders closed per area• Are we doing the work where labor was planned? - count the orders that had estimated labor costs per area• Are we doing the work that had materials planned? - count orders with estimated material costs


Other Metrics• Are all parts being reserved and delivered - count issues picked up at storeroom per area - use special deliver to location (pkup)• Is all time getting confirmed? - match confirmed hours against payroll hours


Accurate & Consistent Metrics• Document metrics process step by step and follow that process religiously• Spot check results to verify accuracy• Have more than one person validate that each metric is a fair and accurate measurement


Effectively Publish Metrics • Make sure metrics go to everyone who can make use of them• Be consistent on the date each week and month that you publish them and the way to send them out• Be concise and keep it simple (K.I.S.S.)


Acknowledge Good Metric Performance• Recognize the top performers as well as those that made dramatic improvement• Use trinkets or food (hats, flashlights, pizza, popcorn, whatever makes sense)• Spend way more time recognizing good performers and much less on poor ones


Summary• Focus on measuring if processes are being performed• Typically count occurrences• Easy to extract via list edits• Are simple to obtain and understand


Mature SAP User Metrics


Charting a Course• Choose goals that drive value from SAP• Decide how to measure goal progress • Communicate the goals and let everyone know what metrics will be used • Measure consistently and accurately • Publish metrics to a wide audience in a concise and timely manner• Acknowledge and celebrate successes


Choose Your Transformational Goals

A goal that makes a step change in the way you do business. If you already know how to achieve the goal, it is an objective rather than a transformation goal. You know that when you achieve it, you will be the benchmark of your industry.


Transformational Goal Definition• Define the terms used in the goal• Define the measurements that will be used to verify achievement of the goal• Define the sources for the data used in the measurements• Define the benefits that will be obtained by reaching this goal


Sample Transformational Goal

By the year 2007, 85% of all work order material requests will be initiated from bill of materials associated with that work order’s technical object.


Decide How You Will Measure Goals • Choose what has to be measured• Find a source for getting that data• Choose a format that you will present that data• Take baseline measurements and save them


Communicate Importance of New Processes• You can’t spend enough time teaching why the new processes are needed - explain why metrics are needed too• Tie metrics performance into individual’s objectives to get people’s attention and understanding of their importance


What processes do you want to measure?• Work Identification• Validation• Planning• Scheduling• Job Closure• Other Work Processes


Work Identification Metrics • Are the proper notifications being created? - % of M1 vs. M2 notifications • Notifications must be written to lowest level tech. objects - % of closed orders written to 4th & 5th level functional loc.• Make sure M2 notifications have reliability info entered - % of notifications with cause, damage or activity codes


Validation Metrics• Are break-in jobs being flagged? - % of closed orders with priority 1 & 2• Are validators approving their own work? - % of their own jobs validated• Are validators helping with schedule compliance? - % of break-in, safety and preventive jobs getting completed


Work Order Planning Metrics• Are we doing only planned work? - % of completed jobs with PLND status• Are task lists getting created and used? - % of closed orders with task list group• Are accurate material and labor estimates being used? - % of estimated material and labor costs versus actual costs


Work Order Scheduling Metrics• Are we working on only scheduled jobs? - % of hours charged to orders with SCHD user status• Are we getting the important jobs done? - % of jobs completed per order activity type (preventive, safety, etc.)


Job Closure Metrics• Is each area closing their orders properly? - % of jobs closed with reliability data • Are charges going to the proper orders? - % of closed orders with actual labor and material charges • Is each area confirming all their time? - count hours confirmed per foreman


Other Metrics• Are PM’s being completed properly - % of PM’s closed by due date• Are bill of materials being used? - % of issued materials pulled from a BOM• Are BOM’s being improved? - count items added to BOM’s per month & % of stores items not tied to BOM


Measure Consistently & Accurately• Document how to compute your metrics, so they can be consistently created, even by different people• Have multiple people, including those being measured, verify accuracy of your measurements


Effectively Publish Metrics • Make sure metrics go to everyone who can make use of them• Be consistent on the date each month that you publish them and the way you send them out• Be concise and keep it simple (K.I.S.S.)


Acknowledge Good Metric Performance• Recognize the top performers as well as those that made dramatic improvement• Use trinkets or food (hats, flashlights, pizza, popcorn, whatever makes sense to encourage more improvements)• Spend way more time recognizing good performers and much less on poor ones


Summary• Focus on measuring “how well” processes are being performed and if goals are being achieved• Typically use percentages of total occurrences• Many extracts done via list edits, but more processing often needed


Compiling Metrics

Compiling Metrics

Where Do Metrics Come From?• Work order, notification and time confirmation list edits • Manual Counts • Plant Maintenance Info System• SE16 table extracts • ABAP reports• Business Warehouse (BW)

Compiling Metrics

Downloading Data From SAP List Edits• Click the “spreadsheet” button• Use List > Save > File menu option for large files if XLS button won’t work• Save as .TXT files and import to MS Access if more than 64,000 records• Download directly into MS Access• Print to spool file instead of printer and then download spool file

Compiling Metrics

How Do You Create Metrics?• Analyze the data with Excel for merging data with VLOOKUP and for creating formulas• Upload files into MS Access to do comparisons (matched or unmatched queries) or for merging files• Use business warehouse queries

Compiling Metrics

VLOOKUP Excel Function To Merge Data• Use Insert > Function menu path and select VLOOKUP function • Sort file you pull from into key order• Key must be in Column A• Sometimes key formats don’t match so you need to recreate key in another column using formula like “=left(A1,7)”• Copy columns and paste “values only”

Compiling Metrics

Add Plant Section to Operations With vlookup • Sheet 1 has order number in column A & w.o. description in column B• Sheet 2 has order number in column A and needs description in column N• Put cursor in cell N2 of sheet 2 (column heading is in cell N1)• Click on menu path Insert > Function and select VLOOKUP function• Enter A2 in the Lookup_value field• Enter a range in the Table_array field (A$2:D$44) Use icon at the end of the field to let you go to sheet1 and highlight the range then click the icon to go back• Enter the number “4” in the Col_index_num to say you want the 4th column value brought back into sheet 2• Enter “False” in the Range_lookup field to say you only want exact key matches• Click “OK” and then copy and paste N2 value all the way down that column

Compiling Metrics

Match Files In MS Access• Download file into Excel (.xls) or Text file (.txt) format• Open Access database and use File > Get External Data > Import option• Change “Files of type” value to match the type of file you are importing (.xls or .txt)

Compiling Metrics

Example of Matching Files In MS Access

Compiling Metrics

Example of Matching Files In MS Access

Compiling Metrics

Business Warehouse Metrics• Build queries• Store formatted reports in workbooks• Use hierarchies for grouping data• Use results lines to see sub totals and for sorting

Compiling Metrics

MeadWestvaco Metrics Examples• Documented Metrics Steps• List Status option for record counts• Spreadsheet with filters for counts• Database to improve BOM’s• Database to improve validation• Manual schedule compliance metric

Compiling Metrics

Documenting Metrics Steps List of Completed Malfunction Notifications (M2) w/Reliability Data Entered 1. Select Notifications/List of Items/Display 2. Choose multiple selection button for "Notification" 3. On the Notification List Editing Screen, Select "Completed" 4. Enter "M2" in "Notification Type" 5. Blank out "Notification Dates" 6. Enter "CANC" in "Status Excluded" 7. Enter desired dates in "Completion by Date" 8. Execute! 9. Select "Settings/List Status" for Total Completed M2 Notifications 10. Click on "Select All" 11. Click on lower green check, then "copy" 12. On the "Notification Items" screen, remove "Notification Dates" 13. Execute! 14. Select "Settings/List Status" for Total Completed M2's w/Reliability Data Entered

Compiling Metrics

List Status Option For Metric Counts• Click on menu path Settings > List Status to see count of records after selection has been made on a list edit screen• If on release 4.6c, click on menu path System > User Profile > Own Data and set Q_ALV_GRID_INACTIVE flag = X under the Parameters tab

Compiling Metrics

Use Filters and Count Column in Excel• Turn on filters by highlighting columns and then using menu path Tools > Filter > Auto Filter• Add column with all values of “1” so see count in lower left corner of screen when that column is highlighted• Highlight dollars column for same effect

Compiling Metrics

Example of spreadsheet filtered on Planner

BOM Quality Checking Database

Compiling Metrics

BOM Quality Checking Database

Compiling Metrics

BOM Quality Metrics

Compiling Metrics

Count of Material Type CodeProper BOMConsumable Consumable Total Non-Consumable Non-Consumable TotalGrand Total% on Proper

Planner group No Yes No Yes BOM030 96 8 104 235 79 314 25.16%031 24 24 106 9 115 7.83%032 55 8 63 217 200 417 47.96%033 8 8 100 3 103 2.91%034 130 12 142 311 214 525 40.76%035 4 4 87 3 90 3.33%036 41 19 60 257 233 490 47.55%037 6 2 8 179 5 184 2.72%038 51 51 123 15 138 10.87%039 19 19 56 4 60 6.67%040 4 4 16 16 0.00%042 100 100 64 64 0.00%043 10 3 13 83 39 122 31.97%044 5 5 14 1 15 6.67%045 1 1 0.00%047 2 2 10 14 24 58.33%048 2 2 1 1 0.00%049 26 26 10 10 0.00%050 2 1 3 33.33%051 9 6 15 40.00%052 5 5 1 1 0.00%053 4 4 2 2 0.00%

BOM-less Item Metrics

Compiling Metrics

Validator Metrics Database

Compiling Metrics

Validator Metrics - Divisional Results

Compiling Metrics

Validator Metrics - Mill/Operational Results

Compiling Metrics

Validator Metrics Database Report Example

Compiling Metrics

Manually Calculated Metrics

Compiling Metrics

• Sometimes metric data isn’t available in SAP• Sometimes you need to combine SAP data with non-SAP data to come up with metrics

Manual Schedule Compliance Metrics

Compiling Metrics

Schedule Break-In Brk-In/Wrkd Wrkd/Avail

E&I 12 320 309 19 328 6% 103%Millwrights 10 512 501 17 518 3% 101%Pipefitters 8 332 322 12 334 4% 101%Welders 2 80 80 0 80 0% 100%Bullgang 3 112 112 0 112 0% 100%

35 1356 1324 48 1372 3% 101%

E&I 11 326.5 276.5 50 327 15% 100%Millwrights 12 480 444 36 480 8% 100%Pipefitters 7 304 291 15 306 5% 101%Welders 2 111 111 0 111 0% 100%Bullgang 3 80 80 0 80 0% 100%

35 1301.5 1202.5 101 1304 8% 100%

Are

a 1

Are

a 3

Weekly Area Work Schedule Compliance ReportMichigan Operations

Week of: Actual Hrs Worked On: Percent ComplianceHours Available

Total Hrs WorkedApril 14, 2003

Plant Maintenance Information System

Compiling Metrics

• Summarized data with quick access• Drilldown ability to see details• Ability to swap characteristics to see data summarized by different fields• PMIS tables are available via SE16 for further processing (S### tables)

PM Information System Transaction MC18

Compiling Metrics

PMIS - Preventive Orders from March 2003

Compiling Metrics

PMIS - Preventive Order Drilldown by Type

Compiling Metrics

SE16 Table Extracts

Compiling Metrics

• Extract data from one table at a time for as many records as you need• Avoids time out errors• Gets at fields you can’t see in list edits

SE16 Table Extracts

Compiling Metrics

SE16 Table Extracts

Compiling Metrics

ABAP Programs

Compiling Metrics

• Select all functional location BOM items• Select all equipment BOM items• Select all material BOM items• Select all items not tied to a functional location or an equipment BOM

ABAP Report Showing Items Tied to Func Loc

Compiling Metrics

ABAP Report Showing Items Tied to Func Loc

Compiling Metrics

Business Warehouse For Plant Maintenance

Compiling Metrics

• Scheduled SAP Data Extracts• Summarization to speed up access• Build your own or use existing queries• Drill into detailed SAP data • Ability to set up a “cockpit” with the most important metric queries• Ability to download data to Excel or Access for further analysis

Business Warehouse Maintenance Cockpit

Compiling Metrics

Sample Business Warehouse Report

Compiling Metrics

Publishing Metrics


Key Things To Remember

Publishing Metrics

• Make metrics readily accessible• Publish using tools that are easy to use with consistent formats• Make sure upper management receives metrics on goal progress• Publish multiple group’s metrics together to promote competition

Make Metrics Accessible

Publishing Metrics

• Publish on intranet

• E-mail to distribution list

• Post on bulletin boards

Publishing Metrics

Instrument Panel on Intranet using MS Excel

Publishing Metrics

Instrument Panel Drilled to Papers Group

Publishing Metrics

Instrument Panel Graphs

Use Common Tools & Consistent Format

Publishing Metrics

• MS Excel • MS Access• Charts, line and bar graphs

Schedule Compliance Metrics In MS Excel

Publishing Metrics

Schedule Break-In Brk-In/Wrkd Wrkd/Avail

E&I 12 320 309 19 328 6% 103%Millwrights 10 512 501 17 518 3% 101%Pipefitters 8 332 322 12 334 4% 101%Welders 2 80 80 0 80 0% 100%Bullgang 3 112 112 0 112 0% 100%

35 1356 1324 48 1372 3% 101%

E&I 11 326.5 276.5 50 327 15% 100%Millwrights 12 480 444 36 480 8% 100%Pipefitters 7 304 291 15 306 5% 101%Welders 2 111 111 0 111 0% 100%Bullgang 3 80 80 0 80 0% 100%

35 1301.5 1202.5 101 1304 8% 100%

Are

a 1

Are

a 3

Weekly Area Work Schedule Compliance ReportMichigan Operations

Week of: Actual Hrs Worked On: Percent ComplianceHours Available

Total Hrs WorkedApril 14, 2003

MS Access Database on Validator Effectiveness

Publishing Metrics

MS Access Database on Work Order Processes

Publishing Metrics

MS Access Database on Work Order Processes

Publishing Metrics

Keep Upper Management Posted

Publishing Metrics

• Make sure that the managers who are pushing your goals are seeing the metrics• Highlight what has changed to make it quicker for managers to review the metrics

Promote Competition

Publishing Metrics

• Show results for different groups side by side to encourage competition• Get the good performers to share their success stories• Use anonymous labels to certain metrics to keep them from getting personal

Recognizing Achievements


What To Recognize


• Achievement of metric goals

• Dramatic improvement in metric values

How To Recognize Metric Achievements


• Trinkets (hats, pen light, key chain, etc.)• Food (popcorn, pizza, donuts, muffins)• Privileges • Verbal or written acknowledgement at dept. meetings, daily publications, etc.

Conclusion


Conclusion

• Do you know what type of metrics

new SAP users should use? • Do you know what type of metrics a

mature SAP user should use?

• Do you know how to compile and

publish metrics?

RECAP

Conclusion

• Communicate importance of new processes • Decide what you want to measure• Measure consistently, accurately & often• Publish metrics to a wide audience in a concise and timely manner• Acknowledge and celebrate successes


Conclusion

• Choose goals that drive value from SAP• Decide how to measure goal progress • Communicate the goals and let everyone know what metrics will be used • Measure consistently and accurately • Publish metrics to a wide audience in a concise and timely manner• Acknowledge and celebrate successes


Conclusion

• List edits to feed spreadsheets & databases• Manual Counts• PM information system• SE16• Create ABAP reports to give users the data extracts that are missing in SAP• Create Business Warehouse Reports

Compiling Metrics

Conclusion

• Make metrics readily accessible• Publish using tools that are easy to use with consistent formats• Make sure upper management receives metrics on goal progress• Publish multiple group’s metrics together to promote competition

Publishing Metrics

Conclusion

Don’t forget to recognize and reward the behavior that achieves dramatic improvement or total achievement of your metric goals


Thank you for attending!Please remember to complete and return your evaluation form following this session.

Session Code: 3602

Documents

3602 - SAP Plant Maintenance Process Performance Metrics Gene Wakkuri - MeadWestvaco