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 PatrolSoftware 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• 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.

What is SAP?

R/3 – Real-time; 3 tier (data base server, application server, user PC)

What Is SAP R/3 (cont.)?

Provides shared and secured access to the same data from multiple functions and locations

Materials Management

PlantMaintenance

Integrated system

Information is entered once and storedin a centralized electronic location

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 MaintenanceOverview of SAP Fleet Maintenance

The “Other” PM – Plant MaintenanceOverview of SAP Fleet Maintenance

R/3R/3

FIFI

COCO

AMAM

PSPS

WFWF

ISIS

MMMM

HRHR

SDSD

PPPP

QMQM

PMPM

Project System andInvestment Mngmt

Human Resources

WorkflowPlant Maintenance

Quality Management

Financial Management

ControllingMaterials Management

Sales and DistributionCO-IO

CO-CCA

FI-AP

Production Planning

Asset Management

SAP R/3 System Integration

NOTE: Only 2 SAP Modules Used by LEAs

Organization of Elements in SAP

Storage Location

Storage Location

Company Code (DPI/LEAs)

Plant(Shop)

7800

60XX (6001 = Alamance 6092 = Wake 6100 = Yancey)

8001thru8900 (LEA specific – parts rooms andservice vehicles thatstock 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.

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

SAP R/3SAP R/3

Equipment Capabilities - Establish SchedulesEquipment 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

Identify Work

Identify Work

Do WorkDo Work Create a Work Order

Create a Work Order

Work Completion

Work Completion

Create a Work Order

Create a Work Order

TECOTECO

Print a Work Order (PM)

Print a Work Order (PM)

Complete a Work Order

Complete a Work Order

Release a Work Order

Release a Work Order

Business Process Business Process

SAP TransactionSAP Transaction

Work Order Completion

Work Order Completion

Work OrderWork 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

Equipment Capabilities - Maintain Fuel Inventory

• Track and monitor fuel issues.

• Track lubricants.

• Record fuel issues and lubricants issued to equipment history.

• 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

ReportingReporting

Equipment Capabilities - Management Reporting

Equipment Capabilities - Management Reporting

• Exception Reporting– Equipment Down Time– Warranty Repair– Repair history

• Labor• Costs• Maintenance

– Schedules– Lube sheets