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3602 - SAP Plant Maintenance Process Performance Metrics
Gene Wakkuri - MeadWestvaco
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Speaker Profile - Gene Wakkuri
MWPG Process Optimization Leader 21 years of I.S. experience, 3 years on SAP MeadWestvaco Papers Group (MWPG) 5 plants making premium paper grades used in books and magazines Source & Support Sub Group Stores / Purchasing / Maintenance / Engineering
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MeadWestvaco Corporation
Formed by merger in January 2002 Mead Corp. merged with Westvaco Corp. Leading producer of Packaging, Coated & Specialty Paper, Consumer & Office Products & Specialty Chemicals $8 Billion in annual sales worldwide Over 30,000 employees in 100 nations
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MeadWestvaco’s SAP Environment
Partnered with Monsanto and IBM Strictly limited SAP customizations & bolt-ons Currently running R/3 Release 4.6c Use MM, PM, CO, FI and AM Modules in the Source & Support Group Use common work processes at all plants
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Why Are You Here? Find out what metrics new SAP users should use Find out what metrics mature SAP users should use Find out how to compile and publish these metrics to get results
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Always remember that what gets “measured” gets “done”.
Why Bother With Metrics? Always remember that what gets “measured” gets “done”.
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PM Process Performance Metrics
New SAP User Metrics
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New SAP User Metrics Charting a Course Communicate importance of new processes Decide what you want to measure Measure consistently, accurately & often Publish metrics to a wide audience in a concise and timely manner Acknowledge and celebrate successes
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New SAP User Metrics Communicate Importance of New Processes You can’t spend enough time teaching why the new processes are needed - explain why metrics are needed too Tie metrics performance into individuals objectives to get people’s attention and understanding of their importance
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New SAP User Metrics What processes do you want to measure? Work Identification Validation Planning Scheduling Job Closure Other Work Processes
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New SAP User Metrics Work Identification Metrics All maintenance work done on work orders - count number of notifications Notifications must be written against tech. objects - count orders without them Make sure notifications are getting closed out - count closed notifications
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New SAP User Metrics Validation Metrics Are notifications being turned into orders? - Count number of them that were validated Are validators keeping up with workload? - counts order created for each area Are validators helping with schedule compliance? - count break-in orders
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New SAP User Metrics Work Order Planning Metrics Are enough jobs getting planned and put into backlog? - count PLND orders Do all PM’s have task lists? - count PM orders with task list group codes Are material and labor estimates being put on jobs? - count order with estimated material and labor costs
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New SAP User Metrics Work Order Scheduling Metrics Are we working on the jobs we planned to? - Count jobs with SCHD Are we getting the important jobs done? - count safety and PM orders completed
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New SAP User Metrics Job Closure Metrics Is each area closing their orders? - count orders closed per area Are we doing the work where labor was planned? - count the orders that had estimated labor costs per area Are we doing the work that had materials planned? - count orders with estimated material costs
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New SAP User Metrics Other Metrics Are all parts being reserved and delivered - count issues picked up at storeroom per area - use special deliver to location (pkup) Is all time getting confirmed? - match confirmed hours against payroll hours
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New SAP User Metrics Accurate & Consistent Metrics Document metrics process step by step and follow that process religiously Spot check results to verify accuracy Have more than one person validate that each metric is a fair and accurate measurement
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New SAP User Metrics Effectively Publish Metrics Make sure metrics go to everyone who can make use of them Be consistent on the date each week and month that you publish them and the way to send them out Be concise and keep it simple (K.I.S.S.)
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New SAP User Metrics Acknowledge Good Metric Performance Recognize the top performers as well as those that made dramatic improvement Use trinkets or food (hats, flashlights, pizza, popcorn, whatever makes sense) Spend way more time recognizing good performers and much less on poor ones
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New SAP User Metrics Summary Focus on measuring if processes are being performed Typically count occurrences Easy to extract via list edits Are simple to obtain and understand
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Mature SAP User Metrics
PM Process Performance Metrics Mature SAP User Metrics
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Mature SAP User Metrics
Charting a Course Choose goals that drive value from SAP Decide how to measure goal progress Communicate the goals and let everyone know what metrics will be used Measure consistently and accurately Publish metrics to a wide audience in a concise and timely manner Acknowledge and celebrate successes
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Mature SAP User Metrics
Choose Your Transformational Goals A goal that makes a step change in the way you do business. If you already know how to achieve the goal, it is an objective rather than a transformation goal. You know that when you achieve it, you will be the benchmark of your industry.
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Mature SAP User Metrics
Transformational Goal Definition Define the terms used in the goal Define the measurements that will be used to verify achievement of the goal Define the sources for the data used in the measurements Define the benefits that will be obtained by reaching this goal
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Mature SAP User Metrics
Sample Transformational Goal By the year 2007, 85% of all work order material requests will be initiated from bill of materials associated with that work order’s technical object.
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Mature SAP User Metrics
Decide How You Will Measure Goals Choose what has to be measured Find a source for getting that data Choose a format that you will present that data Take baseline measurements and save them
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Mature SAP User Metrics
Communicate Importance of New Processes You can’t spend enough time teaching why the new processes are needed - explain why metrics are needed too Tie metrics performance into individual’s objectives to get people’s attention and understanding of their importance
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Mature SAP User Metrics
What processes do you want to measure? Work Identification Validation Planning Scheduling Job Closure Other Work Processes
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Mature SAP User Metrics
Work Identification Metrics Are the proper notifications being created? - % of M1 vs. M2 notifications Notifications must be written to lowest level tech. objects - % of closed orders written to 4th & 5th level functional loc. Make sure M2 notifications have reliability info entered - % of notifications with cause, damage or activity codes
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Mature SAP User Metrics
Validation Metrics Are break-in jobs being flagged? - % of closed orders with priority 1 & 2 Are validators approving their own work? - % of their own jobs validated Are validators helping with schedule compliance? - % of break-in, safety and preventive jobs getting completed
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Mature SAP User Metrics
Work Order Planning Metrics Are we doing only planned work? - % of completed jobs with PLND status Are task lists getting created and used? - % of closed orders with task list group Are accurate material and labor estimates being used? - % of estimated material and labor costs versus actual costs
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Mature SAP User Metrics
Work Order Scheduling Metrics Are we working on only scheduled jobs? - % of hours charged to orders with SCHD user status Are we getting the important jobs done? - % of jobs completed per order activity type (preventive, safety, etc.)
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Mature SAP User Metrics
Job Closure Metrics Is each area closing their orders properly? - % of jobs closed with reliability data Are charges going to the proper orders? - % of closed orders with actual labor and material charges Is each area confirming all their time? - count hours confirmed per foreman
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Mature SAP User Metrics
Other Metrics Are PM’s being completed properly - % of PM’s closed by due date Are bill of materials being used? - % of issued materials pulled from a BOM Are BOM’s being improved? - count items added to BOM’s per month & % of stores items not tied to BOM
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Mature SAP User Metrics
Measure Consistently & Accurately Document how to compute your metrics, so they can be consistently created, even by different people Have multiple people, including those being measured, verify accuracy of your measurements
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Mature SAP User Metrics
Effectively Publish Metrics Make sure metrics go to everyone who can make use of them Be consistent on the date each month that you publish them and the way you send them out Be concise and keep it simple (K.I.S.S.)
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Mature SAP User Metrics
Acknowledge Good Metric Performance Recognize the top performers as well as those that made dramatic improvement Use trinkets or food (hats, flashlights, pizza, popcorn, whatever makes sense to encourage more improvements) Spend way more time recognizing good performers and much less on poor ones
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Mature SAP User Metrics
Summary Focus on measuring “how well” processes are being performed and if goals are being achieved Typically use percentages of total occurrences Many extracts done via list edits, but more processing often needed
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PM Process Performance Metrics
Compiling Metrics
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Compiling Metrics Where Do Metrics Come From? Work order, notification and time confirmation list edits Manual Counts Plant Maintenance Info System SE16 table extracts ABAP reports Business Warehouse (BW)
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Compiling Metrics Downloading Data From SAP List Edits Click the “spreadsheet” button Use List > Save > File menu option for large files if XLS button won’t work Save as .TXT files and import to MS Access if more than 64,000 records Download directly into MS Access Print to spool file instead of printer and then download spool file
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Compiling Metrics How Do You Create Metrics? Analyze the data with Excel for merging data with VLOOKUP and for creating formulas Upload files into MS Access to do comparisons (matched or unmatched queries) or for merging files Use business warehouse queries
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Compiling Metrics VLOOKUP Excel Function To Merge Data Use Insert > Function menu path and select VLOOKUP function Sort file you pull from into key order Key must be in Column A Sometimes key formats don’t match so you need to recreate key in another column using formula like “=left(A1,7)” Copy columns and paste “values only”
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Add Plant Section to Operations With vlookup
Compiling Metrics Add Plant Section to Operations With vlookup Sheet 1 has order number in column A & w.o. description in column B Sheet 2 has order number in column A and needs description in column N Put cursor in cell N2 of sheet 2 (column heading is in cell N1) Click on menu path Insert > Function and select VLOOKUP function Enter A2 in the Lookup_value field Enter a range in the Table_array field (A$2:D$44) Use icon at the end of the field to let you go to sheet1 and highlight the range then click the icon to go back Enter the number “4” in the Col_index_num to say you want the 4th column value brought back into sheet 2 Enter “False” in the Range_lookup field to say you only want exact key matches Click “OK” and then copy and paste N2 value all the way down that column
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Compiling Metrics Match Files In MS Access Download file into Excel (.xls) or Text file (.txt) format Open Access database and use File > Get External Data > Import option Change “Files of type” value to match the type of file you are importing (.xls or .txt)
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Compiling Metrics Example of Matching Files In MS Access
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Compiling Metrics Example of Matching Files In MS Access
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Compiling Metrics Business Warehouse Metrics Build queries Store formatted reports in workbooks Use hierarchies for grouping data Use results lines to see sub totals and for sorting
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Compiling Metrics MeadWestvaco Metrics Examples Documented Metrics Steps List Status option for record counts Spreadsheet with filters for counts Database to improve BOM’s Database to improve validation Manual schedule compliance metric
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Documenting Metrics Steps
Compiling Metrics Documenting Metrics Steps List of Completed Malfunction Notifications (M2) w/Reliability Data Entered 1. Select Notifications/List of Items/Display 2. Choose multiple selection button for "Notification" 3. On the Notification List Editing Screen, Select "Completed" 4. Enter "M2" in "Notification Type" 5. Blank out "Notification Dates" 6. Enter "CANC" in "Status Excluded" 7. Enter desired dates in "Completion by Date" 8. Execute! 9. Select "Settings/List Status" for Total Completed M2 Notifications 10. Click on "Select All" 11. Click on lower green check, then "copy" 12. On the "Notification Items" screen, remove "Notification Dates" 13. Execute! 14. Select "Settings/List Status" for Total Completed M2's w/Reliability Data Entered
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Compiling Metrics List Status Option For Metric Counts Click on menu path Settings > List Status to see count of records after selection has been made on a list edit screen If on release 4.6c, click on menu path System > User Profile > Own Data and set Q_ALV_GRID_INACTIVE flag = X under the Parameters tab
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Compiling Metrics Use Filters and Count Column in Excel Turn on filters by highlighting columns and then using menu path Tools > Filter > Auto Filter Add column with all values of “1” so see count in lower left corner of screen when that column is highlighted Highlight dollars column for same effect
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Compiling Metrics Example of spreadsheet filtered on Planner
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Compiling Metrics BOM Quality Checking Database
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Compiling Metrics BOM Quality Checking Database
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Compiling Metrics BOM Quality Metrics
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Compiling Metrics BOM-less Item Metrics
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Compiling Metrics Validator Metrics Database
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Compiling Metrics Validator Metrics - Divisional Results
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Compiling Metrics Validator Metrics - Mill/Operational Results
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Compiling Metrics Validator Metrics Database Report Example
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Compiling Metrics Manually Calculated Metrics Sometimes metric data isn’t available in SAP Sometimes you need to combine SAP data with non-SAP data to come up with metrics
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Compiling Metrics Manual Schedule Compliance Metrics
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Compiling Metrics Plant Maintenance Information System Summarized data with quick access Drilldown ability to see details Ability to swap characteristics to see data summarized by different fields PMIS tables are available via SE16 for further processing (S### tables)
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Compiling Metrics PM Information System Transaction MC18
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Compiling Metrics PMIS - Preventive Orders from March 2003
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Compiling Metrics PMIS - Preventive Order Drilldown by Type
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Compiling Metrics SE16 Table Extracts Extract data from one table at a time for as many records as you need Avoids time out errors Gets at fields you can’t see in list edits
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Compiling Metrics SE16 Table Extracts
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Compiling Metrics SE16 Table Extracts
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Compiling Metrics ABAP Programs Select all functional location BOM items Select all equipment BOM items Select all material BOM items Select all items not tied to a functional location or an equipment BOM
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Compiling Metrics ABAP Report Showing Items Tied to Func Loc
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Compiling Metrics ABAP Report Showing Items Tied to Func Loc
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Compiling Metrics Business Warehouse For Plant Maintenance Scheduled SAP Data Extracts Summarization to speed up access Build your own or use existing queries Drill into detailed SAP data Ability to set up a “cockpit” with the most important metric queries Ability to download data to Excel or Access for further analysis
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Compiling Metrics Business Warehouse Maintenance Cockpit
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Compiling Metrics Sample Business Warehouse Report
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PM Process Performance Metrics
Publishing Metrics
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Publishing Metrics Key Things To Remember Make metrics readily accessible Publish using tools that are easy to use with consistent formats Make sure upper management receives metrics on goal progress Publish multiple group’s metrics together to promote competition
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Publishing Metrics Make Metrics Accessible Publish on intranet to distribution list Post on bulletin boards
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Publishing Metrics Instrument Panel on Intranet using MS Excel
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Publishing Metrics Instrument Panel Drilled to Papers Group
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Publishing Metrics Instrument Panel Graphs
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Publishing Metrics Use Common Tools & Consistent Format MS Excel MS Access Charts, line and bar graphs
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Publishing Metrics Schedule Compliance Metrics In MS Excel
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Publishing Metrics MS Access Database on Validator Effectiveness
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Publishing Metrics MS Access Database on Work Order Processes
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Publishing Metrics MS Access Database on Work Order Processes
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Publishing Metrics Keep Upper Management Posted Make sure that the managers who are pushing your goals are seeing the metrics Highlight what has changed to make it quicker for managers to review the metrics
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Publishing Metrics Promote Competition Show results for different groups side by side to encourage competition Get the good performers to share their success stories Use anonymous labels to certain metrics to keep them from getting personal
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Recognizing Achievements
PM Process Performance Metrics Recognizing Achievements
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Recognizing Achievements
What To Recognize Achievement of metric goals Dramatic improvement in metric values
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Recognizing Achievements
How To Recognize Metric Achievements Trinkets (hats, pen light, key chain, etc.) Food (popcorn, pizza, donuts, muffins) Privileges Verbal or written acknowledgement at dept. meetings, daily publications, etc.
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PM Process Performance Metrics
Conclusion
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Conclusion RECAP Do you know what type of metrics new SAP users should use? Do you know what type of metrics a mature SAP user should use? Do you know how to compile and publish metrics?
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Conclusion New SAP User Metrics Communicate importance of new processes Decide what you want to measure Measure consistently, accurately & often Publish metrics to a wide audience in a concise and timely manner Acknowledge and celebrate successes
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Conclusion Mature SAP User Metrics Choose goals that drive value from SAP Decide how to measure goal progress Communicate the goals and let everyone know what metrics will be used Measure consistently and accurately Publish metrics to a wide audience in a concise and timely manner Acknowledge and celebrate successes
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Conclusion Compiling Metrics List edits to feed spreadsheets & databases Manual Counts PM information system SE16 Create ABAP reports to give users the data extracts that are missing in SAP Create Business Warehouse Reports
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Conclusion Publishing Metrics Make metrics readily accessible Publish using tools that are easy to use with consistent formats Make sure upper management receives metrics on goal progress Publish multiple group’s metrics together to promote competition
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Conclusion Recognizing Achievements Don’t forget to recognize and reward the behavior that achieves dramatic improvement or total achievement of your metric goals
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Thank you for attending!
Please remember to complete and return your evaluation form following this session. Session Code: 3602
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