BUSINESS
SYSTEMS
IMPROVEMENT
PROJECT
NC Department of Transportation
Early 1980’s – Legislative Directive to use a
SHARED Fleet Maintenance System
SVFMS
Late 1990’s - DOT’s BSIP Included Requirements to
accommodate LEAs & Highway Patrol
Software Selection – SAP (R/3)
Goal of the Project
• Replace older Warehouse Management,
Procurement, and Plant Maintenance
systems with a single more efficient,
integrated system …
Offering more capabilities
Incorporating business “best
practices”
Providing a new material
management system
General Benefits of SAP R/3
• Improved reporting and inquiry
capabilities
• User friendliness and functionality
• Flexibility for growth and change
• Productivity increase
• Data integrity
• Integration
• Best business processes
• State-of-the-art technology
Other Benefits
• Greater efficiency
– Moving towards reduced
paper transactions
– Faster processing
– Approvals completed online
• Greater effectiveness
– Online prompts and aids
– Online status of documents
and financial information
• Improved
accountability
– Documents created
in the system; much
less paper
– Online account
code validation
– Complete and
accurate audit trail
SAP R/3
What is SAP?
• Software & Company Name
• Stands for Systems, Applications and
Products in Data Processing
• Used by over 50% of Fortune 500
companies worldwide
• The US Army & Navy and many state and
federal government agencies.
R/3 – Real-time; 3 tier
(data base server, application server, user PC)
What Is SAP
R/3
(cont.)?
Integrated system
Materials
Management
Plant
Maintenance
Information is entered once and stored
in a centralized electronic location
Provides shared and secured access to
the same data from multiple functions
and locations
Security
• User profiles based on job roles
• Your user ID is your online signature (please don’t
share your password)
• Transactions accessed include:
– Create (approve)
– Change (edit)
– Display (inquiry)
• Wider accessibility to data
• Tighter control of who can enter and change data
• All entries and changes are signed and dated with
the user’s ID
Who Is Affected?
About 250 LEA users will complete training
and have individual logon IDs by the time the
system is on-line in July, 2003.
About 150 users from State Highway Patrol
(SHP)
About 3800 (!!) Users from NCDOT
The “Other” PM –
Plant Maintenance
Overview of SAP Fleet Maintenance
SAP R/3 System Integration
Sales and Distribution
FI-AP
SD
FI
Materials Management
Production
Planning
Quality Management
R/3
QM
PS
WF
PM
HR
IS
Controlling
CO-CCA
AM
PP
Plant Maintenance
CO-IO
CO
MM
Financial Management
Asset Management
Project System and
Investment Mngmt
Workflow
Human Resources
NOTE: Only 2 SAP
Modules Used by LEAs
Organization of Elements in SAP
Company Code
(DPI/LEAs)
Plant
(Shop)
Storage Location
Storage Location
7800
60XX
(6001 = Alamance
6092 = Wake
6100 = Yancey)
8001
thru
8900
(LEA specific –
parts rooms and
service vehicles that
stock materials.)
What Is the Purpose Of Plant
Maintenance?
• Inspect – To determine the state of a
vehicle or piece of equipment.
• Preventative maintenance – To
maintain a target condition for a
vehicle or piece of equipment.
• Repairs - To restore a vehicle or piece
of equipment to its target condition.
SAP R/3
A Few Key Benefits of R/3 Plant Maintenance
•Real Time Reporting
•Drill-down capability
•Menu tree transaction list
•Electronic document environment
•Extensive on-line help
Equipment Capabilities - Establish Schedules
• Three types of maintenance identified:
– Preventive/Planned Maintenance
• Scheduled PM
• Safety
• Inspection
– Unplanned/Corrective Maintenance
• Emergency
• Recall
– New Vehicle Preparation
• Integrate equipment repair and maintenance schedules to
identify parts demand to the Inventory system.
Work Order Cycle
Business Process
•
Identify
Work
Do Work
Create a
Work Order
Work
Completion
Print a Work
Order (PM)
Complete a
Work Order
TECO
SAP Transaction
Create a
Work Order
Release a
Work Order
Work Order
Completion
Work Order
• Do The Work
• Generate E-Mails - Preventative Maintenance
• Create the Work Order -PM Routine Does This
Automatically
• Put The Work Order In Progress
• Technical Completion (TECO)
• Business Completion
Equipment Capabilities - Maintain Fuel
Inventory
• Track and monitor fuel issues.
• Track lubricants.
• Record fuel issues and lubricants issued to
equipment history.
Reporting
• Screen / Presentation
– Easily accessible
– Ability to use standard reports and create user
defined reports
– Ad Hoc reporting
• Manager / PMIS
– Standard Reports/User defined reports
– Analysis
Equipment Capabilities - Management
Reporting
• Exception Reporting
– Equipment Down Time
– Warranty Repair
– Repair history
• Labor
• Costs
• Maintenance
– Schedules
– Lube sheets