MIT Campus
Plant Maintenance
Project Review
April 21, 2006
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Agenda
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Facilities Organization - Bernie
History - Mike
Overview of Implementations – Bob
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Project Time Line - Bob
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System Benefits - Bernie
Unique Challenges - Bob
Scope – Mike
Business Processes Overview - Bernie
System Design - Bob
Master Data - Mike
GuiXT Demo – Mike
Q&A - All
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Facilities Organization
Facilities
Operations
Custodial
Trade Teams
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Shared Services
R&M
Zone Teams
CUP
Project Mgmt
SEG
CPD
Grounds
Operations Center
R&M Support
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Facilities Organization
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Facilities is the largest administrative
department at MIT
Facilities maintains 150 buildings
$120 million operating budget
$200 million space change expenditures
600 Employees
10.7 million square feet of space
From 2002 to 2006 campus will increase in
size by 20%
24 X 7 operation
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Project History
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PPL system developed by MIT central IS group in
1980s – 1990’s
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Maximo implemented as part of Reengineering in late
1990s
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Enhancements to Maximo including expansion to
Housing and CUP over time
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Discovery Effort to investigate SAP PM with
representation from IS&T, Facilities and an outside
consultant in 2003
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SAP PM Phase I implementation in 2004
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Overview of Implementations
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Phase IA – 3 months (Oct – Dec 2003)
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SAP Alternative Evaluation
Gap Determination and Analysis
System Recommendation (SAP/Maximo)
Phase I – 6 months
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Replace Maximo legacy system for Facilities Repair and
Maintenance with SAP PM (Jan - July 2004)
Phase II
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Facilities Enhancements – Jan 2005
Department of Housing – Feb 2005
Facilities Central Utilities Plant (CUP) – March 2005
Data Warehouse Integration – May 2005
EH&S Integration – Sept 2005
Phase III - Proposed
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Facilities Custodial and Grounds - planned
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System Benefits
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Integrates accounting, materials, and labor in
real-time
Eliminates 2 stand alone software applications
Provides ability to plan and track labor
Tracks costing data to lower levels of detail
Provides data to perform repair/replace
decisions
Lays the foundation for subsequent efforts
(EHS)
Eliminates dual entry of 2,400 annual orders
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Unique Challenges
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First Administrative Computing customer that
operates 7 x 24
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Implement easy to use screens –
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Reduce system downtime (5 to 2 1/2 days)
Backup system proposed
GuiXT solution
Web Front-end integration for Facilities and
Housing Organizations
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Scope
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R&M
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Repairs
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Web Front-end for MIT community
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Automatic email notifications on create and close
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Building alert messages
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Sales orders
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Preventive maintenance
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Equipment – 25,000
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Task List/Maintenance Plans – 10,000
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Materials reservations
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Permits
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Labor confirmation – work centers
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Barcode on shop papers (Order Number, Material)
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Facilitates goods issue process
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Sub Orders
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Scope (cont.)
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Housing - 16 Dormitories
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Web Front-end for students
Automatic email notification on create and close
Accounting is out of scope
Central Utilities Plant (CUP) – 4 Buildings
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Preventative Maintenance 90%
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Equipment – 2,040
Unscheduled Repairs – 10%
Accounting – Phase III
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Process Overview
Supervisor
(Central/Zone)
Worker
Emergency Work Dispatch
RM Support
Ops Center
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WEB
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Create
Work Order
(Status = New,
Unassigned)
Review WO
. Duplicate
. Estimate Labor
. Materials
MIT
Community
Labor Estimate
Material Nbr.
Status
Feedback
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Disposition WO
Release/Cancel
Print
Work Order
Status:
Release
NCMP
Hard Copy
Work
Order
Work
Order
PM Work Orders
Email Status
Worker
6.0
7.0
8.0
9.0
Work is
Performed
Record
Cust Comments
Internal Comments
Record Labor
Order
Closed
Comments
Hours
10.0
Work
Order
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Labor
Cards
RM Support
Ops Center
RM Support
Order Settlement
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System Design
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GuiXT Solution:
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Combines multiple SAP screens into a single screen
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Reduces SAP complexity
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Non-ABAP scripting language with the ability to
enhance interface functionality
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Implemented for Repair Operation
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Customize SAPGui to Facilities processes
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April 21, 2006
Preventative Maintenance requires a more complex
customer interface and has fewer users
Able to use enhance SAP’s functionality
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System Design
GuiXT
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System Design
GuiXT
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System Design
GuiXT
M ay 23 , 2005
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System Design
GuiXT
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System Design
GuiXT
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System Design
GuiXT
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System Design
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April 21, 2006
Enhancement Tab for additional fields (ZIW38)
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System Design
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EH&S Integration
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April 21, 2006
EHS  PM
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Corrective Action Creates PM Work Order
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EHS Reference Number
PM  EHS
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Operations Center Flags EHS Relevant
Emergency Work Orders
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Batch Program Update
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Master Data
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Master Data
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Work Centers
Functional Location – building, floor
Equipment
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Classification
Permits - Lockout Tagout
Planner Groups
Activity Types
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Master Data
Work Centers:
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Master Data
Functional Location
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Master Data
Planner Groups
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Master Data
Activity Types
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Master Data
Equipment Classification
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Master Data
Permits
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Master Data
Permits
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Demo
GuiXT System Demo – Mike Sherman
April 21, 2006
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