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Master Data-Compliance is the Key!

Jeff Smith
Fairfax Water EAM Business Process Analyst
ASUG EAM/PM SIG Program Chair

Main Message
Three things need to exist to improve your
master data:
Managements Support (the hammer)
EAM Policies in Place
Measure Compliance

Whats your target?

What Ill Cover


What? We must improve our equipment
master data
How? Measure compliance to drive good
behaviour
Why? To help planners plan more efficiently
Results? Fairfax Water Master Data Story
Key Points to Take Home
Questions

About Fairfax Water


Largest water utility in Virginia

20 miles from Washington DC


Approximately 1.5 million served
AAA bond rating
475 employees

Coverage 400 square miles


PM/MM/PS/FM/FI went live April 1, 2009

One year project


HR/CCS were implemented before this project

Jeff Smith BIO


Jeff Smiths Bio
25+ years with Fairfax Water
Plant Mechanic
Assistant Plant Maintenance Supervisor

Senior Maintenance Planner/Scheduler


EAM Team Lead during SAP Implementation

EAM Business Process Analyst (current


position)

ASUG EAM TEAM Members


ASUG EAM is divided into three special interest groups (SIGS)
Enterprise Asset Management

MRO Materials Supplies

Bob Pennington (Citgo)- Community Facilitator


Tony Brown (Eastman Chemical Company) -Community Facilitator
Linda Dietzel (Hershey) -Community Facilitator

Jim McMahon (Shell)- Program Chair


Bill Eland (Vesta Partners)-Chair
Market Leader- Open Position

Plant Maintenance

Jeff Smith (Fairfax Water)-Program Chair


Alishia Jolivette (Houston School District)- Chair

ASUG EAM Upcoming Webcasts


May 27th 12pm-1pm EST
EAMTube - "How To" SAP EAM Video's for the ASUG EAM Community-

Hemant Rathod, SAP

https://www.asug.com/events/detail/EAMTube-How-To-SAP-EAM-Videos-for-theASUG-EAM-Commun

April15th 2pm-3pm EST


WEL Networks Enhances Asset Management with Mobile Apps and Internet of
Things (IoT) App-Michiel Jonkers, WEL Networks Srini Subramanian, Unvired

https://www.asug.com/events/detail/WEL-Networks-Enhances-Asset-ManagementWith-Mobile-Apps-and

ASUG EAM Webcast Series SAP Centric EAM 2015 Customer


Stories
May 13th 12pm-1pm EST

Long Term SAP Plans Made Easy With Auto-Schedule - Jason Seymour Dow Corning

https://www.asug.com/events/detail/Long-Term-SAP-Plans-Made-Easy-With-Auto-Schedule

June 17th 12pm-1pm EST

Effective Ways a Planner Can Reduce and Regulate Maintenance Backlogs- Wes Dean, MillerCoors

https://www.asug.com/events/detail/Effective-Ways-a-Planner-Can-Reduce-and-Regulate-Maintenance

July 15th 12pm-1pm EST

Playing Nicely Together, Operations, Maintenance, and Reliability- Keith Berriman, BRS Consulting

https://www.asug.com/events/detail/Playing-Nicely-Together-Operations-Maintenance-and-Reliab

August 12th 12pm-1pm EST

Aligned for Success: Functional Location Hierarchies Supporting Operational Integrity

https://www.asug.com/events/detail/Aligned-for-Success-Functional-Location-Hierarchies-Support

EAM at ASUG Annual Conference


Enterprise Asset Management Content at Annual Conference
Learn from customer success stories at ASUG Annual Conference and SAPPHIRE NOW. Connect to
your peers for best practices, lessons learned, and new ideas. Every connection you make at this
event either provides the insights you are looking for, or is a call you can make down the road when
you have to make an informed business or technology decision.
Enterprise Asset Management

New Functionality Delivered and Roadmap for Enterprise Asset Management

Use of Predictive Maintenance & Service to Analyze Reliability of Rotating Equipment

Fundamentals of Plant Maintenance: Questions to Ask Before You Start

Let SAP Help You Keep Maintenance Workers Safe

Mobile Asset Management: The Future Is Here

Effective Maintenance Planning and Impacts to the MRO Procurement Process

EAM Master Data Governance with MDG

Improve Workforce and Field Operations through Mobile EAM Solutions

Achieving Operationally Efficient Information Handover in the Worlds Largest Capital Projects

Enabling Data and Analytics for Enterprise Asset management (EAM)

Enterprise Asset Management Project - 11 Plants in 12 Weeks

Master Data: Compliance is the Key

The Magic of Configurable Task Lists

Background on Presentation
Attended Master Data School in
2011 taught by Norm Poynter at
SAP Centric EAM
Presented at Mastering SAP Plant
Maintenance Conference 2012 in
Gold Coast, Australia
Presented at Mastering SAP Plant
Maintenance Conference 2014 in
Johannesburg, South Africa
Track Chair and Presenter 2011,
2012, 2013, 2014, 2015 SAP Centric
EAM in US

ASUG 2015 EAM Survey Results

ASUG 2015 EAM Survey Results

Maintenance/Asset Strategy
Continuous
Improvement

Total
Productive
Maintenance
Predictive
Maintenance

Stores and
Procurement

Financial
Optimization

Operations
Involvement

Work Flow
System

Reliability
Centered
Maintenance

CMMS/EAM

Technical and
Interpersonal
Training

Preventive Maintenance

Master Data

How Do I Improve My
Master Data?

SAP for Chemicals 2015 | 14

Key Topic 1
How do I improve my companies
equipment Master Data?

Find out whats important


Measure those results
Eliminate Roadblocks

FW Equipment Master Data Policy


Bills of Material
Classes & Characteristics
Important Fields for your business
Manufacturer, Model, Serial Number
Maintenance Planner benefit
Maintenance Plans
Task Lists

Master Data

MD Quality

Master Data Definitions


Master Data is the translation of physical asset
information into structured formats.
Functional Location records are the electronic
hierarchical view of your operating facilities.
Equipment Records are based on your requirement to
capture history, cost, location or state.
In God we trust all others bring data Author Unknown

EAM Policy?
What is your EAM Policy for new projects?

Is there something in your bid packet


to have your contractor collect data?
Is someone in Engineering getting
the data during the project?
Are you walking this data down after
the project?

Bid Package
Fairfax Water started putting a
spreadsheet in their bid package on
large project to capture equipment
information

FW Engineers agreed to put our


Functional Location numbers on the
prints

Good Master Data Helps


Planners Plan More Efficiently

SAP for Chemicals 2015 | 27

Why Improve Master Data?


How do planners plan efficiently?
Imagine a perfect system where a planner could
dream?

Job Planning & Scheduling


Ineffective planning tools (BOMs, task lists,
documents)

37% of respondents quoted poor quality BOMs as a


reason for not planning.
Scheduling impacts (inaccurate resource data)

* Christer Idalhammer (IDCON)

Stick to the Basics


But you cant even
do the basics with
poor or missing
master data!

Planning
Not only do our Planners enjoy good master
data
Also we found our Buyers were drilling into
the equipment records to provide vendors
more information
But just as equipment information is
important, there is nothing more important to
a Maintenance Planner than Bills of Material
(BOM)

Planning Efficiencies using BOMs


BOMs are a critical tool for efficient planning
SAP provides very good BOM functionality:
Functional Location BOM Tied directly to a F/L (IB11)
Equipment BOM Tied directly to Equipment (IB01)
Construction Type BOMs (CS01)
Links multiple equipment to single BOM

BOMs can include Stock ,Non-Stock, and Text

Items

BOMs are easily accessible from work orders

Steps to Succeed
Any part on a PM task list was starting point for
Equipment BOMs
Any part ordered twice had to be entered in the
Material Master, then work center
(Planner/Supervisor) had to create the BOM
Some work centers just pulled the BOMs from
critical equipment and formatted to our MM
nomenclature, then built BOMs

Steps to Succeed (Cont.)


Make use of Maintenance Assemblies (Material
BOMs) on the equipment that are alike
Feed back from the mechanics, electricians, and
technicians on work orders (still is a challenge)
But now end users see the benefit

Bills of Material Example

Types of BOMs
Equipment
BOM
Equipment

Construction type
BOM
Equipment

Equipment

Equipment

Construction
type
Mat 1

Mat 3

Mat 2

Mat 6
Mat 20
Mat 7

Mat 10
Mat 11

Types of BOMs
Equipment and Functional Locations BOMs are useful for
unique Equipment
Maintenance Assemblies should be used for like
equipment

Material Type IBAU


Assign the Maintenance Assembly to Construction
type field in the Equipment record
Also can assign the Assembly to a Task List

How to use BOMs on work orders

How to use BOMs on work orders

Bills of Material- Work Order

Fairfax Water Master Data


Results

SAP for Chemicals 2015 | 41

Fairfax Waters MD Story


Since 2012 after getting management
support
Our Equipment Master data has improved 130%
This has led to planners planning more efficiently
This has led to schedulers being able to schedule work more
effectively
Our material master usage has improved 100% due to
compliance reports
This has allowed us to create BOMs

Compliance is the key!

Equipment Master Data Compliance


Define what fields your business wants required

Measure those fields on a pre-defined basis


FW measures these monthly
Send out to Master Data Controllers and review
in our Master Data Governance meeting

Equipment Master Data Compliance


FW began reporting on MD compliance monthly

This led to vastly improved results


Started using IH08/IE05 dumping into Excel and
with Pivot tables started getting numbers

Then created a SAP Crystal Report to make


reporting more efficient

FW Master Data Compliance Report

FW Master Data Compliance


Fairfax Water has improved its Equipment Master
Data by 130% since 2012

FW has improved its use of the material master data

FW Master Data Compliance

Form a MD Governance Committee


Review upcoming large projects

Review Classes and Characteristics


Standardize what you are going to do
Communicate, Communicate,
Communicate

FW Master Data Updates


We needed to give end
users a way to record
missing or incorrect
master data without
allowing everyone
master data rights
We created a U1
(Update Master Data)
Notification

Gathering Equipment Information


For our mobile users we made an easy U1 (Update
Master Data) Equipment information process

Using GUIXT we made this as simple as possible


Hoping to do something similar at our plants with
SAP Work Manager (fall 2015)

Verify Equipment Information


It is very important when we are working on
equipment in the field that we verify the equipment
information in SAP
We have streamlined this process in GUIXT to make
this a simple process
Open Equipment
Record

Verify

Create U1
Notification

Click Equipment Button


Information is correct
Send U1 to Master Data Controller if
needed

View Equipment from Order


Available only when an order is written against an
equipment, such as a hydrant, sample station, or
soon to be valves.
The Equipment field label on the Completion screen
will be a button. Click on it to view the equipment
data.

52

View Equipment from Order (cont 2 of 5)

53

View Equipment from Order (cont 3 of 5)


Click on the Location tab to view the address.

54

View Equipment from Order (cont 4 of 5)


If you see any missing or incorrect data, explain the
change that is required in the text box, then click
Save U1 notification

55

View Equipment from Order (cont 5 of 5)


A pop-up will display confirming that the U1 was
created.
Click OK, then Back to Order.

56

Material Master Data- Compliance


FW was having a problem with users
working around the system
P-Cards
Free Texting
Blanket POs
All these led to an ineffective system
and kept us from creating BOMs

MM Usage Report
So I began, with managements support reporting monthly
on how each work center was purchasing parts

Started using MB51 to see what parts were issued to work


orders
Then created a SAP Crystal report

Results
FW went from 40% MM usage on work orders to over 80% MM
usage on work orders
This allows Bills of Material to be created
Planning work orders is more efficient
Reporting is the key

ZPM_WO_MATU - Material Usage on Work


Orders

Material Usage

Material Usage

Bills of Material Created (@ Go-Live)


2,500

2,000

1,500
Equip BOMs
FLOC BOMs
1,000

Assemblies

500

0
171-01

4000

526-01 526-03 721-01 723-01 728-01 729-01

Bills of Material Created (Post Go-Live)


600

500

400

Equip BOMs
300

FLOC BOMs
Material BOMS

200

100

0
4000

526-01

526-03

721-01

723-01

728-01

729-01

Key Points to Take Home

Measure your Master Data!


Decide what fields are most important for Equipment records

Compliance is the key!


Reporting Drives Good Behavior

Share the results

Management of Change
Make it easy

Key Points (Cont.)


Govern your Master data
Who is in control
Are they on the same page- Communicate!

EAM Policies

Do you have these in place?


What is your process on a Capital Project
for handoffs?

Get Management Support


This can be your hammer!

Questions?

SAP Centric EAM 2015 | 66

How to Contact Me
Jeff Smith, Fairfax Water
jsmith@fairfaxwater.org

SAP Centric EAM 2015 | 67


SAP-Centric EAM 2015 | 67

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