1. Document Management in SAP PM
Greg Olynyk
Catalyst Paper Inc.

2. About CatalystPaper.com
Catalyst is amongst North America's leading producers of mechanical printing papers with annual capacity of 2.5 million tonnes. With approximately 2,700 employees
Original Go-Live Date: 1997
Current SAP Release: SAP ECC 5.0

3. About Greg Olynyk Greg is an SAP PM and PS Trainer for Catalyst Paper.
Since 1997 he has acquired valuable experience in the manufacturing industry both in Maintenance and Engineering systems in SAP. 
Greg has been involved in creating training manuals, tip sheets and Captivate training modules as well as developing and maintaining the Training Centre web space. 
He has over 20 years experience as an applications trainer with various applications

5. Mill Locations in Canada

13. Document Management in SAP PM
Intermediate
Managing documents is difficult and time consuming for the frontline SAP PM user.  Yet file management is important and, in many cases, required for maintenance and repair work to be initiated.  Our planners used to spend hours manually creating document packages for their work crews.  Now, with the use of task lists, PRTs, and Work Order attachments, they have automated many repetitive procedures and provide the crews with better information in an easier method.  In this presentation, I will describe how we are streamlining processes for document management.

14. Lessons: Save time and frustration Naming Conventions are important
File Management Skills are important
Document retrieval

15. Why Documents? “A Picture is worth a thousand words”
Improve communication
Provide field technicians with information to do their jobs
You can do it all in SAP
A third party Printing Add-on is used to produce document packages for work orders

16. Horror Stories… 12 page print out !
Attachments fill up SAP server, use links only
Poor File management skills…people make mistakes, rename, move, naming, folder structures
Personal Mapped drive links
BMP (huge file size)

17. What is a Document ?
Job procedures, lock-outs, sketches, drawings, pictures, work lists
Inventory Pictures
Check Lists (Excel can have multiple authors)
Manuals
Videos

18. Topics Storing Documents Creating SAP Documents (links)
Object Links in Document Settings
BOM Links
Task List Operation Links (PRTs)
Work Order Operation Links (PRTs)
Object Links, esp. PM Work Orders
Print Manager from Prometheus within PM Work Orders

19. Topics

20. Storing Documents Network Places - Read / Write
File size (compression , batch resize jpg)
Directory Protocol (by Planner GRP or FL)
Naming Conventions (asset #, noun)
Linking issues
Avoid user mapping
Avoid renaming or moving files
Application (purchase…); MS Picture manager…

21. Creating Documents (CV01N)
Access via data carriers for Consistency
Document Types (Drawings, JSP, ISO)
Versioning
Auto-numbering Documents
Naming Conventions (so you can find them)
Change documents = CV02N, be careful in CV01N, after you save the new document link, if you hit [Enter] you will be prompted that you are about to create a new “version” of the same document.

22. CV01N (New SAP Document “link”)
Once SAVE, if you [Enter] it creates new with the same document name and type, so prompts for a new version.
If you wanted to re-enter the one just saved, use the menu path “Document Change” or CV02N
If you wanted to create a new document link, remove the last document details first.

23. We default most document types to be created as “FR”, ie “Released”
Some companies may require documents to be approved before being allowed to be link to.
Upon changing tabs, it will prompt you to log a note on status condition

24. Basic Attributes Application associated Data Carrier by file type
Browse to the document
Network Directory paths defined for each file type
Browse to select the document (creates the link)

25. Object Links Select the Object Links tab;
Select the Appropriate Object Tab
Specify the Object(s) (We auto-mated materials)

26. Object Links
By associating a document to an object(s) (example; FL or EQ), the master sheet and any Notification or Work Order created to that object will have the link available via the icon
Note: This does NOT add it to the BOM(s)
Create the object link

27. Linking an SAP Document (link)
BOM (IB02, IB12, CS02)
Task List Operation (IA12)
Work Order Operation (IW32) (PRT)

28. Documents in BOMs
Technical Objects > Bill of Material > FL BOM > Change
Valid from date makes the change only seen from that date onwards, so older work orders will show the older BOM
TIP: use Assembly BOMs (IBAUS) for same documents (and/or materials) in multiple FL or EQ

29. D is for Document
Add “d” or “D” then [Enter] or Green check

30. Searching Document
Double click choice

31. Order of Items

32. Verify

33. Documents in Work Orders
PRT in Task Lists Operations
PRT in Work Order Operations
Object Links (PM Work Order) (as a URL )

34. Task List Operation Links (PRT)
Search to locate document, the document will fill in the form for you…

36. Work Order Operation Link (PRT)

38. WO Header Documents Do not attach JPG directly Paste image into WORD
Arrows and Call-outs in WORD
Save file into read/write network directory
Show path in WORD, Excel, PPT (Web toolbar)
Rt click > “Open With” >Internet Explorer for PDFs
Some people paste jpgs of high resolution, so when printed out, it takes perhaps 12 pages for one image.
Task list header “attachments” do not copy over to the work order, use PRTs linked to the appropriate operation instead.

39. Right click toolbars to be able to activate the web toolbar in Word, Excel and PowerPoint

40. Attachments copy file to SAP server !
TIP: The clipboard icon is better than [Ctrl][v] in SAP in many situations… SAP only pastes into visible cells with [Ctrl][v]
Attachments copy file to SAP server !

41. View / Edit or Delete Links
Right Click to display “action menu”

42. Printing Documents in PM Work Orders
Work Order Print Manager by Prometheus
Shop-papers (un-released Work Orders too)
WO Header Attachments (defaults to Print)
PRTs (defaults to Print)
FL / EQ documents
Can control at operational level with WOPM

44. Inventory Images (MM) Link to re-sized JPG (<50K)
Image resizer (batch processing)
Grid background
Build into receiving / business process
Images show in Search Materials (ZMSE)
Images show in Material Masters GuiXT(MM03)
Back pocket slides….

45. ZMSE (any document type)

46. MM03 (GuiXT Script supports JPG only)

47. Conclusions Requires good file management skills
Common server for documents
Batch file resize tools are useful
Avoid storing on your SAP server
Printing documents should be easy…
Gets info out of people’s individual desks out to all on the floor, easily accessed !

48. Greg Olynyk Catalyst Paper Inc greg.olynyk@catalystpaper.com
Questions ?
Greg Olynyk
Catalyst Paper Inc