SAP Manufacturing Days - Richard Verbeek OpenText

ECM for Excellence in

Enterprise Asset Management

Richard Verbeek, Principal Solution Consultant

September 2013

© 2011 SAP AG. All rights reserved. 2

Agenda


Extended ECM for Enterprise Asset Management

Customer Examples

Summary


Keeping Plants Competitive


Enterprise Asset Management is a core Process in the

Value Chain

Planning / Product

Development Procurement

Production &

Operation

Sales &

Marketing

Customer

Service

Finance

Human Resources

Legal

IT

Supplier Information

Management

Contract Management

Sourcing Strategies

Order Management

Brand Asset Management

Collateral Management

Campaign Management

Account Management

Contract Management

Customer

Communications

Multi-channel Customer

Service

Case Management

Project Management (E&C, R&D, etc.)

3rd Party Collaboration

IP & Knowledge Mgmt.

Archive Data And Content

Consolidate ECM Systems

Paper Archive Elimination

Legacy Decommissioning

Information Retention

Enterprise Records

Management

Automated Compliance

eDiscovery

Contract Management

Vendor Invoice Management

Expense Reimbursement

Collections

Dispute Management

Customer Invoicing

Employee File Management

Talent Sourcing & Acquisition

Reward & Retain

HR Record Retention

Policy Management

Enterprise Asset Mgmt.

Distribution / Logistics

Product Lifecycle Mgmt.

Quality Management


Enterprise Asset Management Key process areas

Planning, Building, and Commissioning Assets

Asset Visibility and Performance

Optimized Asset Operations and Maintenance

Asset Safety and Compliance

Real Estate Lifecycle Management

Asset Lifecycle

Plan and

Design

Procure and

Build Commission Operate Maintain Decommission


What matters most?

The ability to run

highly performing assets

Reduced downtime and

shortened repair cycles

Resolve equipment issues more

quickly

Deeper insight into the

root causes of failures

Reduced regulatory risk


The power to differentiate yourself

Note: “Best” = Top 25%, “Worst” = Bottom 25%

APQC Benchmark Data 2012, N = 193

SAP Value Engineering, SAP EAM Benchmarking 2011, based on data from over 60 participants (including SAP customers)

Unplanned

Downtime/

Outages (%)

2.0% Best

Best run assets witness

>3 times lower unplanned

downtime / outages

“

”

Annual Service and

Maintenance Cost

(% of revenue)

1.5% Best

Best performers have 5

times lower annual service

and maintenance cost

“

”

7

Act. Production

Rate / Max.

Product Rate (%)

90% Best

Best performers have a 3

times less non-productive

asset life time

“

”


Key Stakeholders and Objectives in Enterprise Asset

Management

8

Engineering

Improve Equipment Reliability

Maintenance

Effectiveness – MTBF

(Mean Time Between

Failure)

% Failures Investigated

Extend Asset Life

Up-to-date technical

documentation

Procurement

Cost effective spare part

management

Reduce request and

order cycle time

% compliant transactions

with services contracts

Number of spare part

stock outages

Production &

Operations

Maximize productivity

High production rate

Minimize downtime /

Maximize wrench time

OEE (Overall Equipment

Effectiveness)

Maintenance

Increase uptime

Maintenance Efficiency -

MTTR (Mean Time to

Repair)

Schedule compliance

% Rework Time

COO

Keep assets profitable

Enforce service levels

Cost of Quality

Maximize return on assets

Reduce Penalties &

Fines

Worker Safety

ECM for Enterprise Asset Management


The Business Challenge

Inconsistent or incomplete

plant information

Long downtimes and outages due to

inefficient collaboration in asset-related

projects

Complex document handover processes

between involved departments and

externals

Compliance issues due to lack of secure

and long-term storage of asset

documentation

Decreased safety due to outdated or

non-accessible work procedure or

material safety documentation


ECM for Enterprise Asset Management Content Management for key process areas

Planning, Building, and Commissioning Assets

Asset Visibility and Performance

Optimized Asset Operations and Maintenance

Asset Safety and Compliance

Real Estate Lifecycle Management

Asset Lifecycle

FLOC + EQUI

Workspace

Notification

Workspace

Material

Workspace

Supplier

Workspace

Work Order

Workspace

Project

Workspace

Facility

Workspace

Shutdown / TA

Workspace

Equipment

Failure

Analysis

Plan and

Design

Procure and



Functional

Location

Equipment

Materials

Supplier Project

ECM for Enterprise Asset Management Content Management for key process areas

Provide Enterprise Content Management for key SAP

Business Objects in Asset Management:

Plan and

Design

Procure and


Asset Lifecycle

Maintenance

Notification Maintenance

Order

Task List


Functional

Location

Equipment

Maintenance

Notification Materials

Supplier Project

Task List

Maintenance

Order

ECM in Enterprise Asset Management

Content Structure

Scope F. Location Document

Main Function

Scope Pos.

Document Set

Document Type

Function

Work Order

Main Function

Equipment

Function

Main Function

Scope Pos.

Function

Asset Structure and Data


The structure of a vehicle is an hierarchic

structure containing all information regarding

the composition of a vehicle.

Terminology in

Functional Location

Equipment Example: wheel set, traction engine, compressor group,

screw,…

Example: Managing Rolling Stock in SAP ERP

(Plant Maintenance)


Best practices for achieving excellence in


360° View on all Plant Information

Access to Content from inside and

outside of SAP applications

1 Fast Access to Documentation

Collaboration between involved

departments and externals

Effective document control

Efficient handover of documents

3 In-Process Collaboration

2

Quick access to required

documentation

Content Workspaces for asset-

related projects and maintenance

work

Efficient Repair and Analysis 4

Up-to date asset documentation

Transparency on SOPs and

instructions

Records Management

Safety and Compliance


Asset Maintenance Process – The Importance of

Documents

Failure Message / Malfunction Report

Notification Documents

Error Files

Photos

Inspection Notes

Checklists & Standard Operating Procedures

Protocols & Other Documentation

Maintenance

Notification

Create

Work Orders

Shutdown

Processing

Start-Up

Processing

Inspection /

Repair /

Replacement

Material Specification

Contract & Order Documents

Shipment Documents

Vendor Invoices

Order

Spare Parts

Failure Information (Photos, Reports, Notes)

OEM Supplier Documentation & Correspondence

Failure History

Analysis & Recommendation Documents

Failure

Analysis

Maintenance Plans

As-built Plant Documentation

Monitoring Records

Maintenance

Planning and

Scheduling

Asset

Monitoring

Work Package Description

Checklists & Standard Operating Procedures

Equipment Manuals

OEM Recommendations

Technical Documents & Specifications

Update Asset

Documentation


SAP Extended ECM for Enterprise Asset Management –

Example: Equipment Failure Analysis

17

SA

P E

xte

nd

ed

EC

M

SA

P P

M

Define Scope of

Analysis Initiate Analysis Conduct Analysis Recommendations

Create Work

Orders Completion

Records Management

Scheduling and Fixing Create Maintenance

Notification

Conduct Equipment Failure Analysis

Notification of Failure

Tear Down Repair Start-up

Create Maintenance

Notification of type

“Malfunction Report”

Maintenance Notification

Workspace is created in

Extended ECM

(including the notification

documents)

Create Maintenance

Work Order to investigate

the problem and provide

a remedy

Trigger creation of Failure

Analysis Workspace in

Extended ECM

Reliability Engineer

receives an email with links

to Maintenance Notification

and Failure Analysis

Workspaces

Determine scope

(equipment, technician,

objective, time frame, etc.)

Collect failure data

Review maintenance / failure

history

Upload photographs and any

interview notes

Assign responsibilities and roles

Plan tasks and resources (tasks,

WFs, follow up)

Create analysis report

with findings

Submit report for review/

approval

Conduct predefined analysis

(ETA, FTA, RCA)

Record analysis results

Review OEM manuals for op

limits and maintenance

Inquire with OEM/supplier on

model experience

Control work progress

Printing Shop Papers and assign Technician

Technician repairs the equipment

Everything gets documented in the Maintenance Work

Order Workspace

Technician uses an mobile device to access

documents in related Workspaces (FLOC, EQUI)

Technician uses mobile device for capturing photos

directly into the Workspace

Root Cause Analysis

may require revisions to

maintenance plan

(Inspection, Service,

Calibration)


ECM in Plant Maintenance

18

ECM workspaces with

folders and documents

SAP Plant Maintenance

data and structures

SAP DMS content


Equipment Workspace in SAP GUI


Equipment Workspace in Extended ECM Web UI –

Easy Access for Non-SAP Users

Standard Folder Structure for

Maintenance Notification

automatically created based on

a template

Related items like FLOC,

Maintenance Notifications

and Orders are shown in

the sidebar of the

Equipment

SAP PM Data for the

Equipment P-3000-N001


Integration in SAP Material Management

Material workspace of a

pump P-3000

Bill of materials /

components of the

pump

Related Equipment

SAP MM Data for the

Material P-3000


Related Vendors for selected Materials

Vendors for the

“Rubber Seal” (SAP

MM)

Standardized folder

structure for “operational

supply” materials

Material workspace of a

pump P-3000


Vendor Workspaces in Extended ECM

Related Materials of

Vendor

Master Data of Vendor

and Vendor KPIs


Composite Business Workspaces

for Plant Maintenance Task Lists

24


Access to SAP PM documentation from MS Windows®

Windows Integration

of Extended ECM

Complete plant hierarchy (FLOC,

EQUI) is automatically available

as Windows folder structure

Full ECM capabilities with

document preview, document edit

in MS Office, versioning, audit,

metadata, etc.


Access to SAP PM documentation from MS Outlook®

Drag & Drop

E-Mails from Outlook

to Workspaces

of Extended ECM

Complete plant hierarchy (FLOC,

EQUI) is automatically available

as email folder structure

Full ECM capabilities with document

preview, document edit in MS Office,

versioning, audit, metadata, available

in MS Outlook


Example: Access from Mobile Devices

OpenText Tempo –

“Dropbox behind the Firewall”

OpenText Everywhere –

Mobile Access and Filing

27


Access to SAP PM documentation from Mobile Devices

Technicians can take pictures and directly file into

Extended ECM right from his mobile device.


Viewing & Redlining of technical Drawings (based on Brava! viewer available as add-on for Extended ECM)

29


Access to SAP PM content from MS SharePoint®

Extended ECM

Documents (also

ArchiveLink

documents)

Extended ECM

Sidebar with SAP Data

Business

Relationships to other

Extended ECM

Workspaces

30



Delivering Measurable Value

Business

Objectives

Value Driver /

Key Success

Factor (KSF)

Key Performance

Indicator (KPI)

Peer Group

Metrics*

Improvement

with ECM

Median Top

Performer

Conser-

vative

Most

Likely

Increase Asset

Performance

Reduce

downtime and

shortened repair

cycles

Actual Production Rate as

% of max. Production Rate 80% 90% 3% 6%

Unplanned Machine

Downtime as % of run time 4% 2% -7% -15%

Reduce

Maintenance

Costs (OPEX)

More effective

use of available

resources

% Failures Investigated 60% >80% 20% 40%

Scrap and Rework Costs

as % of sales 1% 0,28% -10% -20%

No Injuries Decrease safety

compromise

Lost Time Injury Frequency

Rate (LTIFR) 5% < 2% -5% -10%

*APQC Benchmark Data 2012

Customer Examples


What do the best achieve with ECM?

Customer findings after using Extended ECM (Railways, Utilities)

50%

Reduced time for

Document Handover

and Correspondence

Mgmt.

30% 50%

Reduced time for

Asset-related

Projects

Reduced Costs for

Asset

Documentation


Improving Enterprise Asset Management with ECM Example in Transportation: NMBS – Belgium Railways (BE)

“The benefit of this integration is

that you save time finding the

right documents, you reduce the

cost of manipulating these

documents, and you have an

accuracy of the information

related to specific and critical

business processes within your

company.”

Stephane Haelterman,

Project Manager at Belgian Railways

Increase Agility

Agility to meet evolving customer demands.

Compliance with demands for traceability,

conformity, and safety certificates.

Improve Efficiency

All documents integrated to business

processes and accessible from multiple user

interfaces for operators, technicians, and

engineers

Reduce Costs

Progressive paper cost reduction strategy –

estimated EUR 3 million annual savings.


Business Case @ Belgian Railways

35

Cost optimisation

Enhanced Customer Services

Punctuality of rail services

Uncompromising safety

New generation of employees

European market demands

Co

rpo

rate

Ob

ject

ives

O

pen

Text Extend

ed

ECM

for SA

P

Progressive paper cost reduction

Faster handling of customer case files, faster information lookup

Speed up / avoid breaches in the supply chain

Accuracy of technical drawings and valid working procedures

Secure historical know-how and offer modern working tools

Comply with demands for traceability, conformity, safety certificates


Business case Bridge the gap between business processes and business documents

• Technical Drawings

• Book of Patterns

• Calculation notes

• Quality Manuals

• Operational Guides

• Procedures

• Work Instructions

• Fact Sheets

• Forms

• Checklists

• Naming Conventions

• Technical Catalogue

• Pictures

Maintenance

Example of solutions


Real Estate Management

Employee File Management

Invoice Management

Travel Receipt Management

Intelligent Driver Assistant

FI/CO, PLM, SRM, EH&S, HR

FI/CO, PS, PM, MM, HR

HCM, Non-SAP

FI-AP, MM

HCM, FI/CO

HR, PM, Non-SAP

• Lease Agreements

• Leasing Contracts

• Property Acts

• Contract Forms

• Contract Account Sheets

• Rent Settlements

• Customized Emails / Fax

• Digital Signatures

• Photos

Facility Management

• Resumes

• Learning

• Assessments

• Appraisals

• Medical Attests

• Training Attests

• Certificates

• Function Descriptions HR

• Invoices

• Taxes

• Downpayments

• Line Sheets

• Brakes Bulletin

• Troubleshooting Wizard

• Log Book

• Time Registration

• Incident Handling

Driver Procedures

Accounts Payable


Close the Gap between ERP and ECM Example in Utilities: IBAarau (CH)

“We looked for a solution to

integrate Content into the

context of our business

processes. OpenText has by far

the deepest and most stable

integration to SAP of all ECM

vendors in the market.”

Manfred Mengon, ECM Project

Manager, IBAarau

Increase Agility

Change of mindset from the division to the

process is driven forward. More efficient

cooperation and better customer service.

Improve Efficiency

Information management optimized

throughout the company. Information is quick

to find regardless of the user interface.

Compliance

Legal requirements (compliance) fulfilled.

Transparency and consistency across all

processes.

http://www.ibaarau.ch/de/index.php

http://www.ibaarau.ch/de/strom/index.php?navid=900706900706


Fundamentally change the way to manage content Example in Utilities: HydroOne (CA)

“Because of the great integration

point with OpenText, Microsoft

and SAP, it was a perfect

roadmap for us. It was a perfect

experience and we've had great

success with all three of these

companies to date.”

Norm Crook, Director, Business IT,

Hydro One

Increase Agility

Integration of business content with business

processes in SAP.

Knowledge Management to cope with an

aging workforce.

Improve Efficiency

Optimize Damage Claims Process for

distributed / linear assets.

360 degree view on all Enterprise Asset

information.

Compliance

Regulatory Compliance and Record Keeping.


HydroOne – SAP Plant Maintenance – Work Order


Adding Context to Information Example in Utilities: REWAG (DE)

“OpenText brings more value to

our SAP deployment. For

instance, all processing steps for

house connections now run 30%

faster, seamlessly and therefore

resource-saving.”

Dr. Matthias Dorfner, Director, IT

Project Manager, REWAG

Increase Agility

Easy access to all relevant content for

SAP IS-U and non-SAP user.

Improve Efficiency

Mail room efficiency for incoming mails

increased by 100%

Speed up filing, processing, and retrieval of

documents with OCR and full text search.

Reduce Costs

Processing costs for house connections

decreased by 30%.

Summary


Where do customers see value?

Faster access to technical documentation

Efficient repairs and failure analysis

In-process collaboration with

partners and customers

Ensuring worker safety + procedural compliance

Records Management for all content



Roadmap to ECM – following the SAP Business Model

ECM for

Procurement ECM for

Materials Management

ECM for

Enterprise

Asset Mgmt.

ECM for

Capital Projects

Management

ECM for

Customer Relationship

Management

ECM for

Product Lifecycle Management &

Logistics

Questions & Feedback

Contact: Richard Verbeek

Email: [email protected]

Mobile: +31621520205

44

mailto:[email protected]

mailto:[email protected]

Technology

SAP Manufacturing Days - Richard Verbeek OpenText