July 14, 2004M. Damian/R. Romanowicz1 Plant Maintenance SAPbiz Update

July 14, 2004M. Damian/R. Romanowicz2 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

July 14, 2004M. Damian/R. Romanowicz3 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.

July 14, 2004M. Damian/R. Romanowicz4 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.

July 14, 2004M. Damian/R. Romanowicz5 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

July 14, 2004M. Damian/R. Romanowicz6 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 – IS&T Mark Prudden – Admin. Comp. Irina Vainstock – IS&T Kevin Lyons – Admin. Comp. Allan Davidson – Admin. Comp. Esther Yanow – IS&T Nancy Gift – Admin. Comp. Ruth Davis - DoF

July 14, 2004M. Damian/R. Romanowicz7 PM Project Plan Time Line System Deployment 9/03 Discovery Phase 10/03 11/03 12/03 1/04 2/04 3/04 4/04 5/04 6/04 Project Kickoff Identify Business Requirements Today 7/14/04 7/04 Team Organization System Configuration Development - ABAP Program - Web Interface - GUIXT - Load Programs System Test Training Preparation Go Live Support Training Delivery Implementation Phase 8/04

July 14, 2004M. Damian/R. Romanowicz8 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

July 14, 2004M. Damian/R. Romanowicz9 Test Issues Issue Tracking - 45 Issues recorded - 2 Resolutions in process concerning MIT’s 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

July 14, 2004M. Damian/R. Romanowicz10 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.

July 14, 2004M. Damian/R. Romanowicz11 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 ID’s disabled July 20 3:00 PM Maximo extracts July 20 4:45 PM SAP cutover activity July 20 6:00 PM – 12:00 AM Production use July 21 5:00 AM

July 14, 2004M. Damian/R. Romanowicz12 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

July 14, 2004M. Damian/R. Romanowicz13 Contingency Plan Second Attempt Reload open orders and validate 12:00 AM – 5:00 AM Continue with Go Live Schedule Fall Back Plan If unsuccessful, begin enabling Maximo user ID’s. 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.

July 14, 2004M. Damian/R. Romanowicz14 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

July 14, 2004M. Damian/R. Romanowicz15 Training Training Responsibility –Shared responsibility between IS&T and Facilities. –Web Demos to MIT Community – IS&T –SAP Navigation – IS&T –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

July 14, 2004M. Damian/R. Romanowicz16 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 and Accounting Statement Announcements

July 14, 2004M. Damian/R. Romanowicz17 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

July 14, 2004M. Damian/R. Romanowicz18 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 isn’t always the best overall answer. Depending on the issue, we may need to rethink how we implemented solutions.

July 14, 2004M. Damian/R. Romanowicz19 Questions & Answers Contacts: Mark Damian Extension Robert Romanowicz Extension