Plant Maintenance

1

• Plant Maintenance
• SAPbiz Update

2
Agenda

• Background and Terminology
• Phase 1 Scope Statement
• Project Leadership
• Collaboration and Contributors
• Project Timeline
• Testing
• Go Live Schedule
• Training
• Communications
• Phase 2
• Early Lessons Learned

3
Plant Maintenance

• SAP Plant Maintenance automates the process of
  performing facility repair and maintenance
  requests.
• For example, SAP records a problem that is
  reported, labor and materials are planned, costs
  are recorded, and then costs are settled.
• Preventive maintenance includes the planning and
  scheduling of routine maintenance including any
  special instructions for performing the upkeep.
• Facilities uses a software application called
  Maximo for their repair and preventive
  maintenance requests.

4
Phase 1

• Scope
• Implement SAP Plant Maintenance corrective and
  preventive maintenance to Facilities Repair and
  Maintenance operation.
• Implementation will include the submission,
  management, and planning of work orders,
  cataloguing and processing preventive maintenance
  plans, and confirmation of workers time.

5
Phase 1 Project Mgmt.

• Project Sponsors
• Wayne Turner IST Admin. Comp. Director
• James Wallace Facilities Director of Operations
• Project Leaders
• Mark Damian IST Admin. Comp. Logistics Group
  Leader
• David McCormick Facilities Asst. Director of
  Operations
• Project Manager
• Robert Romanowicz IST Admin. Comp. Logistics,
• Sr. Business Analyst

6
Phase 1 Project Team

• Core Team Members
• Greg Billington CAO
• Eugene Hurley - DoF Bernard Richard
  DoF
• Joe McWeeney - DoF Michael Sherman - DoF
• Bruce Miller Consultant Lisa St. Croix - DoF
• Extended Team Members
• Timothy Boyden DoF Sharron Sawyer Admin.
  Comp.
• Jennifer Lynch DoF Gus Thomas DoF
• Randall Preston - DoF Elda Prudden
  Admin. Comp.
• Contributors
• Gill Emmons CAO Tammy Doyle -
  DoF
• Elena Zhitnikov IST Mark Prudden
  Admin. Comp.
• Irina Vainstock IST Kevin Lyons
  Admin. Comp.
• Allan Davidson Admin. Comp. Esther Yanow
  IST
• Nancy Gift Admin. Comp. Ruth Davis - DoF

7
PM Project Plan Time Line

10/03
12/03
9/03
11/03
3/04
5/04
8/04

1/04
2/04
4/04
6/04
7/04
Project Kickoff
Discovery Phase
Implementation Phase
Today 7/14/04
Team Organization
Identify Business Requirements
System Configuration
Development - ABAP Program - Web Interface -
GUIXT - Load Programs
System Test
Training Preparation
Training Delivery
System Deployment
Go Live Support
8
System Test

• Test Plan was developed by QA
• Core Team Developed Test Scripts
• 57 Unit Test Cases
• 6 Integrated Test Scripts
• Beginning to end business processes
• Test Execution
• Test Cases 2 weeks
• Integrated Test Scenarios 1 week
• Test Issue Database
• Record, Prioritize, Communicate and Track

9
Test Issues

• Issue Tracking
• - 45 Issues recorded
• - 2 Resolutions in process concerning MITs
  Detail Transaction Report and the Summary
  Statement
• Issue Resolution and Re-test
• Core Team researched issues
• Resolution Team formed
• Options formed and presented
• Decision made
• Resolution in SF5 for unit testing

10
Go Live Planning

• Developed 2 detailed plans outside of our normal
  project plan.
• One plan covered day-to-day go live activities
  from 6/29 through 7/18.
• Another plan covered hour-to-hour go live
  activities from 7/19 7/21.

11
Go Live Schedule

• Most transports moved to Production June 17
• Master Data entry began June 18
• Remaining 2 issues being tested by CAO
• Maximo user IDs disabled July 20 300 PM
• Maximo extracts July 20 445 PM
• SAP cutover activity July 20 600 PM 1200 AM
• Production use July 21 500 AM

12
Risk and Mitigation

• Primary Risk
• Extract of open Maximo orders and load of
  resulting open SAP work orders
• Mitigation
• Perform full test extract and run in SF5 for
  validation
• Perform load in Production by 7/16 but execute it
  in test mode

13
Contingency Plan

• Second Attempt
• Reload open orders and validate 1200 AM 500
  AM
• Continue with Go Live Schedule
• Fall Back Plan
• If unsuccessful, begin enabling Maximo user IDs.
• Communicate to Facilities delay in go live date.
• Contingency planning meeting later today will
  decide whether we would go live in SAP with new
  work only and process open orders in Maximo
  should the open order load fail.

14
Support Model

• Shared Support Model
• Facilities Information Technology Support to take
  Tier 1 calls.
• Facilities Applications and Network Services to
  take Tier 2 calls
• Administrative Computing to take Tier 3 calls
• Service Level Agreement is being developed with
  the Department of Facilities

15
Training

• Training Responsibility
• Shared responsibility between IST and
  Facilities.
• Web Demos to MIT Community IST
• SAP Navigation IST
• SAP Plant Maintenance - Facilities
• Trades Personnel 43 people, 2.5 hrs
• Administration and Support 32 people, 4 hrs
• DDEC (design and construction services) 31
  people, 2.5 hrs
• Training Delivery 6/29 8/4

16
Communications

• Plant Maintenance will have little impact on the
  general MIT community. Heavy use will be limited
  to Facilities.
• Presented at the Facilities Supervisor and
  Support Staff meeting 6/8
• Presented at the Facilities Local Area Meeting
  6/11
• SAPweb announcement
• Facilities web page announcement
• SAPbiz Meeting 7/14
• Briefing and demonstration for the Computing
  Help Desk on 7/20
• Email and Accounting Statement Announcements

17
Phase 2

• Phase 1 enhancements
• Department of Housing
• Facilities Central Utilities Plant
• Facilities Custodial and Grounds
• EHS Integration
• Facilities Back Up System
• Data Warehouse integration
• Planning to begin immediately after Phase 1
  stabilization
• Estimated beginning October 2004

18
Early Lessons Learned

• Involve as many disciplines as possible early in
  the project.
• There is no such thing as too much communication.
• As we use more of SAP, we increase the likelihood
  of impacting other modules and invalidating
  previous assumptions.
• Changing custom reports as a way to address
  issues isnt always the best overall answer.
  Depending on the issue, we may need to rethink
  how we implemented solutions.

19
Questions Answers

• Contacts
• Mark Damian
• Extension 8-0737
• mdamian_at_mit.edu
• Robert Romanowicz
• Extension 2-3131
• rroman_at_mit.edu