Document Management in SAP PM Greg Olynyk Catalyst Paper Inc.

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

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

Mill Locations in Canada

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.

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

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

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)

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

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

Topics

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…

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.

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.

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

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)

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

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

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

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

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

Searching Document Double click choice

Order of Items

Verify

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

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

Work Order Operation Link (PRT)

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.

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

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 !

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

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

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….

ZMSE (any document type)

MM03 (GuiXT Script supports JPG only)

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 !

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