1. 3602 - SAP Plant Maintenance Process Performance Metrics
Gene Wakkuri - MeadWestvaco

2. 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

3. 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

4. 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

5. 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

6. Always remember that what gets “measured” gets “done”.
Why Bother With Metrics?
Always remember that what gets “measured” gets “done”.

7. PM Process Performance Metrics
New SAP User Metrics

8. 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

9. 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

10. New SAP User Metrics
What processes do you want to measure?
Work Identification
Validation
Planning
Scheduling
Job Closure
Other Work Processes

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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.)

19. 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

20. 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

21. Mature SAP User Metrics
PM Process Performance Metrics
Mature SAP User Metrics

22. 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

23. 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.

24. 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

25. 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.

26. 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

27. 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

28. Mature SAP User Metrics
What processes do you want to measure?
Work Identification
Validation
Planning
Scheduling
Job Closure
Other Work Processes

29. 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

30. 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

31. 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

32. 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.)

33. 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

34. 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

35. 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

36. 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.)

37. 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

38. 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

39. PM Process Performance Metrics
Compiling Metrics

40. 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)

41. 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

42. 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

43. 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”

44. 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

45. 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)

46. Compiling Metrics
Example of Matching Files In MS Access

47. Compiling Metrics
Example of Matching Files In MS Access

48. 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

49. 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

50. 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

51. 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

52. 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

53. Compiling Metrics
Example of spreadsheet filtered on Planner

54. Compiling Metrics
BOM Quality Checking Database

55. Compiling Metrics
BOM Quality Checking Database

56. Compiling Metrics
BOM Quality Metrics

57. Compiling Metrics
BOM-less Item Metrics

58. Compiling Metrics
Validator Metrics Database

59. Compiling Metrics
Validator Metrics - Divisional Results

60. Compiling Metrics
Validator Metrics - Mill/Operational Results

61. Compiling Metrics
Validator Metrics Database Report Example

62. 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

63. Compiling Metrics
Manual Schedule Compliance Metrics

64. 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)

65. Compiling Metrics
PM Information System Transaction MC18

66. Compiling Metrics
PMIS - Preventive Orders from March 2003

67. Compiling Metrics
PMIS - Preventive Order Drilldown by Type

68. 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

69. Compiling Metrics
SE16 Table Extracts

70. Compiling Metrics
SE16 Table Extracts

71. 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

72. Compiling Metrics
ABAP Report Showing Items Tied to Func Loc

73. Compiling Metrics
ABAP Report Showing Items Tied to Func Loc

74. 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

75. Compiling Metrics
Business Warehouse Maintenance Cockpit

76. Compiling Metrics
Sample Business Warehouse Report

77. PM Process Performance Metrics
Publishing Metrics

78. 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

79. Publishing Metrics
Make Metrics Accessible
Publish on intranet
to distribution list
Post on bulletin boards

80. Publishing Metrics
Instrument Panel on Intranet using MS Excel

81. Publishing Metrics
Instrument Panel Drilled to Papers Group

82. Publishing Metrics
Instrument Panel Graphs

83. Publishing Metrics
Use Common Tools & Consistent Format
MS Excel
MS Access
Charts, line and bar graphs

84. Publishing Metrics
Schedule Compliance Metrics In MS Excel

85. Publishing Metrics
MS Access Database on Validator Effectiveness

86. Publishing Metrics
MS Access Database on Work Order Processes

87. Publishing Metrics
MS Access Database on Work Order Processes

88. 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

89. 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

90. Recognizing Achievements
PM Process Performance Metrics
Recognizing Achievements

91. Recognizing Achievements
What To Recognize
Achievement of metric goals
Dramatic improvement in metric values

92. 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.

93. PM Process Performance Metrics
Conclusion

94. 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?

95. 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

96. 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

97. 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

98. 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

99. Conclusion
Recognizing Achievements
Don’t forget to recognize and reward the behavior that achieves dramatic improvement or total achievement of your metric goals

100. Thank you for attending!
Please remember to complete and return your evaluation form following this session.
Session Code: 3602