1. Blueprint Training Presentation: Maintenance Work Orders October 3, 2006

2. Project Goals  Implement SAP Plant Maintenance system Provide integration with Finance, HR, and Materials Allow enhanced scheduling and planning for work assignments Provide work scheduling as well as management reporting tools Accommodate the use of mobile technology to reduce paperwork Accommodate the use of GIS with SAP Improve automated updates to customers about the status of work Implement a Preventive Maintenance system for buildings, areas, and equipment Utilize standard SAP functionality to collect utility usage and cost information for recharge calculations

3. The Maintenance Process Identify the Work Plan the WorkDo the Work Record What was DoneHistory/Analysis Preventive Maintenance

4. The Maintenance Process Identify the Work Plan the WorkDo the Work Record What was DoneHistory/Analysis Preventive Maintenance Web Request Phone Call Priority / Dates Labor Required Parts Parts Issued Purchase Reqs Hours Worked Comments Codes Procedures Schedules Technical History Breakdowns Costs

5. The Maintenance Process SAP Notification Identify the Work Plan the WorkDo the Work Record What was DoneHistory/Analysis Preventive Maintenance SAP Work Order SAP Goods Issue SAP Purchase Order SAP Order Confirmation SAP Task List SAP Maintenance Plan UK Business Warehouse

6. What is the SAP Work Order Process?  Work Order This is a financial and work management transaction which is used to plan and charge labor, stock materials, non-stock purchases, and services It is integrated with Financials, Materials Management, and Human Resources It may be created from a Notification or without an existing notification A notification may be automatically created while creating a Work Order

7. Why should a work order be used?  To document the costs of an event  To accumulate charges for work which will be recharged to others  For Preventive Maintenance work

8. What information does a work order capture?  Descriptive information. This includes “long text” which is of unlimited length  A priority for the work  A object to be maintained: A functional location (Building, Room) or piece of Equipment  Contact information for the person reporting the problem or requesting work  The assigned responsible person or work group  Planned labor and materials  Actual labor and materials costs

9. The transaction to create an order is a “Favorite”

10. The order type is the 1 st of the 3 fields required on this screen.

11. Order Types CampusHousingMedicalUtilitiesDescription CPM1HPM1MPM1UPM1Preventive Maintenance CRP1HRP1MRP1URP1Corrective (Repair) CRN1HRN1MRN1URN1Renovation (Charged out) CEV1HEV1MEV1Special Events Setup CST1HST1MST1“Cash” Chargeout Order

14. Priorities DescriptionStartEndArea(s) Emergency10 Min24 HoursMCPPD Emergency30 Min24 HoursPPD, Housing General Maint.7 Days30 DaysMCPPD Scheduleable Maint.7 Days30 DaysPPD, Housing Daily Operations1 Day2 DaysAll Research Fac. Res.1 Hour4 HoursPPD Priority Maintenance1 Hour4 HoursHousing Patient Care1 Hour4 HoursMCPPD Elect. Improv.3 Days10 DaysMCPPD Elect. Improv.PPD, Housing RenovationsPPD, MCPPD Renovations/AptChkHousing

15. Now a Functional Location for this order is entered. Just the Campus and Building may be entered and then it is selected from a list by clicking the

17. The floor may be expanded to show rooms by clicking on the floor. Highlight the room and double- click,

18. Press ENTER or click

19. A description of the work is entered.

20. An estimate of labor time required is entered.

21. The Order is saved.

22.  Other information which could be entered:  - Person Assigned  - Materials  - Special Conditions  Many of these items are added later as additional planning is performed for more complex orders.

23. For More Information: Ben Crutcher: ben@email.uky.eduben@email.uky.edu IRIS Webpage: www.uky.edu/IRIS/