2 Document Management Greg Olynyk How many of you have problems with document management ? Are you still looking through file cabinets, looking through drawing archives, rolling out drawing after out-dated drawing, for each work order ?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.
3 About Greg Olynyk Greg is an SAP PM and PS Trainer Since 1997 he has acquired valuable experience in the manufacturing industry both in Maintenance and Engineering systems in SAP with Catalyst Paper Corporation.Greg has been involved in creating training manuals, tip sheets and SAP Tutor & Captivate training modules as well as developing and maintaining the Training Centre SharePoint site. He has over 20 years experience as a trainer with various applications, such as Microsoft, Honeywell, Capstone, and Maximizer.
4 Why Documents? “A Picture is worth a thousand words” Improves communication, compliance, reduces penaltiesProvides field technicians with information to do their jobsAging workforce – capture knowledgeYou can do it all in SAPThird party Printing Add-on produces document packages for work orders
5 What is a Document ?Job procedures, lock-outs, sketches, drawings, pictures, work listsCheck Lists (Excel can have multiple authors)Inventory PicturesManualsVideosExcel > Tools > Share Workbook (research this capability first, you do lose some Excel abilities, Pros usually out-weigh the cons)
6 Horror Stories… 12 page print out ! Object Services – attachments; fill up SAP serverBMP (huge file size)Poor File management skills…people make mistakes, rename, move, no naming conventions, poor folder structuresPersonal Mapped drive linksSymbols in Filenames #$%&*A person attached a JPG directly to a Work Order (Object) and when someone went to print it, they got a picture made up of 12 pages, a little bit of the picture on each page, since the JPG resolution was very high, its physical print size was 10 foot square.Many people “map” a network path to a drive letter of their choice, the path will have their designated drive letter and not work for anyone else. Mapped drives should only be used if scripted for all users to the same drive letter.Links are severed if a user modifies the filename or path.Old software, like MS Photo Editor, paste images as BMPs instead of compressed JPGs, so avoid old software, we use MS Picture Manager to view images and batch edit, it is safe to copy & paste from there.
7 Topics to Cover Storing Documents Creating SAP Documents (links) Object Links to Masters in “Document Settings”BOM LinksTask List Operation Links (PRTs)Work Order Operation Links (PRTs)Object Services in PM Work OrdersPrint Manager from Prometheus within PM Work Orders
8 Topics SimplifiedEach BOM – procedures/site map/calibrations/sketches that the trades can view from the floor – reference documentation to make their job easier. They can see these docs from the FL Structure with or without a Work OrderPRT – planned documentation that you require to be printed every time the work order is printed and in the case of a task list, all procedures, pictures, site maps, check sheets required each time the job is scheduled.Object – reminders to planners/supervisor of unique procedures, safety issues, regulation requirements (confined space entry, burn permits etc) used in the planning of the object.URL – check sheets, one time picture etc. – “one time” – just for this work order
9 Storing Documents on Network Network Places - Read / WriteDirectory Protocol (by Planner GRP or FL)Naming Conventions (noun-asset number)File size (compression , batch resize jpg)Linking issuesAvoid user mappingAvoid renaming or moving files
10 Creating Document Links in SAP Access via data carriers for ConsistencyDocument Types (Drawings, Documents, JPGs, )Versioning (gotcha)Release StrategyAuto-numbering DocumentsNaming Conventions (so you can find them)
11 Create Document (CV01N, try cv00) Warning: Once SAVED, if you [Enter], it creates a new doc with the same document name and type, so it prompts for a new version.If you wanted to re-enter the one just saved, use the menu path “Document Change” or CV02N
12 Create Document (CV01N, try cv00) If you do not specify a Document name, it will assign an auto-number.Document types can be set to only allow a specific number from a number range, as we use for ISO docsTemplates can be used to create a new document link, saving lots of setup time and encouraging consistency
13 We default most document types to be created as “FR”, i.e. “Released” Some companies may require documents to be approved before being allowed to be link to, “In Work” documents are awaiting approval, and are not available to use.Upon changing tabs, it will prompt you to log a note on status condition
14 Basic 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)
15 Object Links Select the Object Links tab; Select the Appropriate Object TabSpecify the Object(s) such Equipment Masters or Functional Location Masters or Material MastersThere is an opportunity for automation here, we automated material master JPG documents by the material number as the filename… we used a batch resizing application to resize all the jpgs so they show nicely on each Material Master sheet in MM01.
16 Object 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
17 Documents in BOMs (IB02, IB12, CS02) Technical 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
18 D is for DocumentAdd “d” or “D” then [Enter] or Green check
22 Documents in Work Orders PRT in Task Lists Operations (IA12)PRT in Work Order Operations (IW32)Object Services (PM Work Order)
23 PRT in Task Lists Operations (IA12) Search to locate document, the document will fill in the form for you…
24 TIP: You could use General task lists to store not only operations and components, but linked documents (PRTs), that can all be pulled into any work order via menu path; Extras > Task Lists > General (ex. SAF for safety operations that may require sign-off check lists, SRV for Service contracts that may require contracts printed to be signed)
29 Object Services We use this for temporary document to the Work Order Does not copy over from Task ListSupports URL to website(s)Do not attach JPG directly (printing and server issues)Paste image into WORD, compress imagesArrows and Call-outs in WORDSave file into read/write network directoryLink to SAP DocumentationTask list header “attachments” do not copy over to the work order, use PRTs linked to the appropriate operation instead.Capture the link you want to put into an SAP Object “URL” first, WORD, EXCEL, PowerPoint have the handy Web Toolbar…
30 PDF - Right Click > Open With… IE Spot the Danger ?Right click > “Open With” >Internet Explorer for PDFsCopy the Internet Explorer address of the PDF fileWarning; must be stored on network place, not Desktop or C drive or mapped drive…
31 TIP: in Vista+; [Shift] Right click any file > Copy Path TIP: Office 2007; Add command “Document Location” to Quick Access toolbar…TIP: in Vista+; [Shift] Right click any file > Copy PathRight click toolbars to be able to activate the web toolbar in Word, Excel and PowerPoint 2003, = Add command “Document Location” to Quick Access toolbar…
32 Create Attachment’ this copies the file to the server ! TIP: The clipboard icon is better than [Ctrl][v] in SAP in many situations since SAP only pastes into visible cells with [Ctrl][v]Create Attachment’ this copies the file to the server !
33 View / Edit or Delete Object Services Right Click to display “action menu”
34 Printing PM Work Orders Work Order Print Manager by PrometheusShop-papers (un-released Work Orders too)Object Services (default to Print)PRTs (default to Print)FL / EQ documentsCan control at operational level with WOPM
36 BOM – procedures/site map/calibrations/sketches that the trades can view from the floor – reference documentation to make their job easier. They can see these docs from the FL Structure with or without a Work OrderPRT – planned documentation that you require to be printed every time the work order is printed and in the case of a task list, all procedures, pictures, site maps, check sheets required each time the job is scheduled.Object – reminders to planners/supervisor of unique procedures, safety issues, regulation requirements (confined space entry, burn permits etc) used in the planning of the object.URL – check sheets, one time picture etc. – “one time” – just for this work order
37 Inventory 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….
40 Summary What a mess we were in with documents; Situation; Actions; Results;ElectronicSearchableSave time $$Consistency $MaterialsAuto-printSituation - People scrambling in basement file cabinets and drawing folders for required drawings and lay-outs. People photocopying, paper shuffling and stapling work packages, out of order, dis-organized messActions;Documents into SAP, linking to FL/EQ objects, PRTs and WO header documents (Object Services)Results;Documents are searchable, accessible to allauto print with work order shop papers as desiredhuge savings in time and money (fewer errors, less wasted time using wrong or old drawings)
41 Key Points to Take Home Good file management skills Common server for documentsData Carrier for each document typeTemplates for each document typeDocument Manager / Admin (reports, batch processing)Business Process for each document linking methodMake printing documents easyMake information accessible to all