Presentation on theme: "Document Management in SAP PM"— Presentation transcript:
1Document Management in SAP PM Greg OlynykCatalyst Paper Inc.
2About 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 employeesOriginal Go-Live Date: 1997Current SAP Release: SAP ECC 5.0
3About 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
13Document Management in SAP PM IntermediateManaging 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.
14Lessons: Save time and frustration Naming Conventions are important File Management Skills are importantDocument retrieval
15Why Documents? “A Picture is worth a thousand words” Improve communicationProvide field technicians with information to do their jobsYou can do it all in SAPA third party Printing Add-on is used to produce document packages for work orders
16Horror Stories… 12 page print out ! Attachments fill up SAP server, use links onlyPoor File management skills…people make mistakes, rename, move, naming, folder structuresPersonal Mapped drive linksBMP (huge file size)
17What is a Document ?Job procedures, lock-outs, sketches, drawings, pictures, work listsInventory PicturesCheck Lists (Excel can have multiple authors)ManualsVideos
18Topics Storing Documents Creating SAP Documents (links) Object Links in Document SettingsBOM LinksTask List Operation Links (PRTs)Work Order Operation Links (PRTs)Object Links, esp. PM Work OrdersPrint Manager from Prometheus within PM Work Orders
20Storing Documents Network Places - Read / Write File size (compression , batch resize jpg)Directory Protocol (by Planner GRP or FL)Naming Conventions (asset #, noun)Linking issuesAvoid user mappingAvoid renaming or moving filesApplication (purchase…); MS Picture manager…
21Creating Documents (CV01N) Access via data carriers for ConsistencyDocument Types (Drawings, JSP, ISO)VersioningAuto-numbering DocumentsNaming 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.
22CV01N (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 CV02NIf you wanted to create a new document link, remove the last document details first.
23We 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
24Basic Attributes Application associated Data Carrier by file type Browse to the documentNetwork Directory paths defined for each file typeBrowse to select the document (creates the link)
25Object Links Select the Object Links tab; Select the Appropriate Object TabSpecify the Object(s) (We auto-mated materials)
26Object LinksBy 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 iconNote: This does NOT add it to the BOM(s)Create the object link
27Linking an SAP Document (link) BOM (IB02, IB12, CS02)Task List Operation (IA12)Work Order Operation (IW32) (PRT)
28Documents in BOMsTechnical Objects > Bill of Material > FL BOM > ChangeValid from date makes the change only seen from that date onwards, so older work orders will show the older BOMTIP: use Assembly BOMs (IBAUS) for same documents (and/or materials) in multiple FL or EQ
29D is for DocumentAdd “d” or “D” then [Enter] or Green check
38WO Header Documents Do not attach JPG directly Paste image into WORD Arrows and Call-outs in WORDSave file into read/write network directoryShow path in WORD, Excel, PPT (Web toolbar)Rt click > “Open With” >Internet Explorer for PDFsSome 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.
39Right click toolbars to be able to activate the web toolbar in Word, Excel and PowerPoint
40Attachments 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 !
41View / Edit or Delete Links Right Click to display “action menu”
42Printing Documents in PM Work Orders Work Order Print Manager by PrometheusShop-papers (un-released Work Orders too)WO Header Attachments (defaults to Print)PRTs (defaults to Print)FL / EQ documentsCan control at operational level with WOPM
44Inventory Images (MM) Link to re-sized JPG (<50K) Image resizer (batch processing)Grid backgroundBuild into receiving / business processImages show in Search Materials (ZMSE)Images show in Material Masters GuiXT(MM03)Back pocket slides….
47Conclusions Requires good file management skills Common server for documentsBatch file resize tools are usefulAvoid storing on your SAP serverPrinting documents should be easy…Gets info out of people’s individual desks out to all on the floor, easily accessed !
48Greg Olynyk Catalyst Paper Inc firstname.lastname@example.org Questions ?Greg OlynykCatalyst Paper Inc