Department of Finance and AdministrationOffice of the Mississippi Management and Reporting System
WorkshopPresentation PRO30FleetMaintenanceProcessing
11/15/2011
12/13/2011 1
1. Workshop Ground Rules2. Workshop Guiding Principles3. Workshop Objectives4. Workshop Agenda in Detail5. Workshop Roles6. Workshop Content7. Workshop Wrap-up
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AGENDA
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Allparticipantsshouldbefamiliarwiththerequirementsandthetopicstobecovered;
Theworkshopscribeisresponsiblefordocumentingtheparkinglotissuesandfollowupquestions;
Theworkshopfacilitatorsareresponsibleforkeepingthediscussioncenteredonthetopicbeingdiscussed.Ifanissueisdeterminedthatcannotberesolvedduringtheworkshop,thefacilitatorwillnotetheissueforfutureresolutionandenteritintotheworkshopoutputdocument;and
Parkingofdiscussionitemiftherequiredknowledgeisnotintheroom.
Workshop Ground Rules
Workshop Guiding Principles
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Workshop Participant
DemonstratehowrequirementsaremetusingStandardSAPfunctionality
UtilizestandardSAPfunctionality(80/20rule)
Avoidthewhatwontworkmindset
Beattentiveandopenminded
Explorequestionsandanswers
Encourageinputfromotherparticipants
Refrainfromabsolutesandmandates
Focusoncurrentissuebeingdiscussed
Avoidwarstories
Managecellphone,pagers&interruptions
Keeptheconversationstooneatatime
Essentialtodos: ReviewBusinessProcessModel Update/CreateprocessFlowDiagrams
WSOutputDocuments IdentifyRICEFWObjects Documentprocesschanges/implications
SolutionManager:CreateBusinessBlueprintdocuments
IdentifyIssuesandRisks
Workshop Objectives
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DefineFleetMaintenanceBusinessProcessForUnplannedMaintenanceActivities DescribeHowFleetNotificationsRelatesToFleetsUnplannedMaintenanceBusinessProcess IdentifyHowFleetWorkOrdersFunctionWithinTheFleetUnplannedBusinessProcess CollectField/TableMasterDataEntriesForUserMenuDropDownSelectionForFleetNotificationAndFleetWorkOrders AwareOfMasterDatasFunctionOnAFleetNotificationorFleetWorkOrder ProposedSAPFleetWorkOrderProcessFlow
Workshop Agenda
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Date
Topics
Deliverables
Team Logistics FleetManagement
11/15/2011
FleetManagementUnplannedMaintenanceActivities Notifications NotificationMasterData
UserStatus CatalogueCodes
WorkOrders WorkOrderMasterData
UserStatus PMActType SysCond PCard
WorkshopMinutes ParkingLot
Blueprint Workshop - Roles
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SAPFacilitator TerryHeinze
CustomerFacilitator LoganLitchliter
Scribe JonSanford
OCM DorothyPreston
Asuccessfulworkshopistheresultofinteractionandparticipation!
Business Area, Fund, Functional Area
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FundThe Fund has the same meaning as the SAAS Fund
New fund numbers will be assigned by funding sourcesThe field is 10 digits and the appropriation number will be linked
Functional AreaThe Functional Area may be used for program budgeting
The field length is a maximum of 16 digits
Business AreaThe Business Area will be used for the Agency Number
The field is 4 digits and new numbers will be assigned
General Ledger Account, Cost Center
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General Ledger AccountGeneral Ledger (G/L) accounts will include Assets, Liabilities, Fund Balance, Revenue and ExpenditureThe field is 8 digits and the Major Object Code will be built into the number
Cost CenterThe Cost Center represents a division or area within an agency for recording and reporting budgets, revenues and expenditures
The field is 10 digits and may be set up as Agency/Bureau/Location/Agency Discretion
Project & WBS Element, Internal Order
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ProjectsProjects are made up of Work Breakdown Structure (WBS) Elements- 24 digitsFunded Program Could be used to control budget at the project or WBS levelWBS Elements will be used for:
Capital Projects ITS Services MDOT Projects State Aid Road Maintenance
Internal OrderA flexible cost collector that can be defined by the agency to meet a variety of agency needs 10 digitsInternal Orders may be used for:
Internal Services Events Activities Locations
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Grants
Grants
Grant Used to maintain the terms and conditions of the funding and administration of a sponsors award
Sponsored Class Used with grants to summarize expenses based on the sponsors cost categories
Sponsored Program Used with grants to track expenses based on the sponsors programs.
PRO29FleetMasterDataSession11/10/2011 RECAP
AnyMasterDataQuestions?
StatusofMasterDataCollection?
WhatCanWeHelpYouWith?
ANYQUESTIONS????
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State of Mississippi MAGIC Project Fleet Management
[content]
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Fleet Maintenance Notification: StructureDate /time/reportedbyDescriptionMaint.object: Functionallocation
EquipmentAssembly
PriorityCodeLocationdataBreakdown/availability
ActivityExecutionfactors
Activities
DatesTaskdescription
Tasks
DamagelocationDamageCauseofdamage
Notificationitems
Notification
Fleet Maintenance Notification: Structure (cont)
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Thefollowingnotificationtypesarepredefinedinthestandardsystem:
M1:MaintenanceRequest Requestfortaskstobeperformed
M2:MalfunctionReport Notificationofamalfunctionorproblemthathas
occurred M3:ActivityReport
Documentationofactivitiesthathavebeenperformed
Fleet Maintenance Notification Master Data Requirements (cont)
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FleetManagement AgencyorDepartment UserStatusList(Optional) CatalogueCodesList DecisionToUseFunctionality? TasksCodesList DecisionToUseFunctionality? ActivitiesCodesList DecisionToUseFunctionality? AdditionalNotificationTypes Accidents,Transfers,Recall,etc? PriorityCodes DefinesTimePeriodToCompleteARepair
Fleet Maint Work Order Structure
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Forexample:Material,quantity,storagelocation
Forexample: Workcenter,controlkey,descriptionstandardtime,activitytype,salarydetails
Equipment(assembly),functionallocations,maintenancenotifications
Operation
Forexample: Ordertype,dates,plant,mainobject,priority,descriptionOrderheader
Objectlist
Materiallist
Productionresources/tools
Settlementrule
Costs(estimated/planned/actual)
Forexample:Hoist,TorqueWrench
Forexample:CostCenter,G/LElement,Material,Order
Fleet Maintenance Work Order Master Data Requirements (cont)
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ThefollowingWorkOrderTypesarepredefinedinthestandardsystem:
PM01:MaintenanceOrder UnplannedWork
PM02:MaintenanceOrder PlannedWork(PreventiveMaintenance
PM03:MaintenanceOrder/Notification CreateOrder/NotificationSimultaneously
Fleet Maintenance Work Order Master Data Requirements (cont)
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ThefollowingWorkOrderTypesarepredefinedinthestandardsystem:
PM04:RefurbishmentOrder InternalorExternalRefurbishmentOrder
PM05:CalibrationOrder InternalorExternalEquipmentCalibration
PM06:CapitalInvestmentOrder ProjectSystemCapitalOrder
Fleet Maintenance Work Order P-Card Requirements
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PCardMaintenanceTransactions UnderstandCurrentExternalPCardProcessfor
MaintenanceRepairs/Activities,etc.FleetandFI/COTeams
FormulateProcess/ProceduretoStaticallyPostPCardMaintenanceCoststoItsAppropriateWorkOrder
PMOrderProcessModel:
MaintenanceNotification
ManuallyCreateMaint.
Order
PlanMaintenance
Order
ScheduleMaint.Order
ReleaseMaint.Order
CapacityLevelMaint.
Orders
ExecuteWork
MaintainEquip.Hist.inNotif.
ConfirmLaborinOrder
ReturnMat.AgainstOrder
PeopleMaterialsServicesTools
CompleteEstimatedCosts
Facilitatesmaterialcostallocation.Providesactualmatl.costsagainstPMOrder.
FacilitateslaborcostmovementtoUnitProvidesactuallaborcostsagainstPMOrder
PrintMaintenance
Order
TechnicallyCompleteOrder
Prohibitsfurtherlaborand/ormaterialcosts.
SettleOrder
MovesPMOrdercoststoUnit
FinanciallyCloseOrder
Facilitatesmaterialcostallocation.Providesactualmaterial.costsagainstPMOrder.
Forautogeneratedorders,createnotification,ifrequired.
SAPFleetWorkOrderProcessFlow
IssueMat.AgainstOrder
POReqConvertedIntoPO
POMaterialsReceived
Providesactualexternalresourceandmatl.costsagainstPMOrder.
Fleet Maintenance Work Order Data Requirements
FleetManagement AgencyorDepartment UserStatusList(Optional) PMActivityType(PMActType) TypeofMaintenanceBeing
Performed(Repair,Hurricane,Inspection,Warranty,etc.) AdditionalWorkOrderTypes Accidents,Transfers,etc.?
Point of Contact (POC)
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TERRY [email protected]
850-258-9734
LOGAN [email protected]
601-359-6658
SHARETHA [email protected]
601-359-9256
Workshop Objectives
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DefineFleetMaintenanceBusinessProcessForUnplannedMaintenanceActivities DescribeHowFleetNotificationsRelatesToFleetsUnplannedMaintenanceBusinessProcess IdentifyHowFleetWorkOrdersFunctionWithinTheFleetUnplannedBusinessProcess CollectField/TableMasterDataEntriesForUserMenuDropDownSelectionForFleetNotificationAndFleetWorkOrders AwareOfMasterDatasFunctionOnAFleetNotificationorFleetWorkOrder SAPFleetWorkOrderProcessFlow
LetsverifythatweareonthesamepageClarifyanyStrangeJargonValidateParkingLotItemsRecordKeyDecisions
Wrap-up
25
Questions
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12/13/2011 27
+s
Whatworkedwelltoday?
sWhatcanweimproveforfuturemeetingsandprojectactivities?
Plus/Delta
Thank you!
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MAGIC Project WORKSHOP MINUTES/OUTPUT DOCUMENT
PROJECT IDENTIFICATION
Project Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)
MAGIC Implementation
Customer Name Customer Number Planned Start/Finish
State of Mississippi 600260
SAP Customer Partner Project Sponsor Program Manager
SAP Project Director Customer Project Director Partner Project Manager
Bill Bevil Becky Thompson
GENERAL INFORMATION Workshop Title PRO-30 Fleet Management of Technical Objects Workshop Facilitators Terry Heinze, Logan Litchliter, Sharetha Batts Process Owner Scribe Jon Sanford
ATTENDEES Name (including Role/Organization) Agency Jon Sanford SAP Jeff Kurowski SAP Wayne Crawford OPTFM John Earl McGohey, Sr. MDAC Leah Chittom DFA/MMRS Sharetha Batts DFA/MMRS Tammy Waltman DFA/MMRS Dell Lemley DOC Tammy Rankin DFA/MMRS Lena Patterson EMSH Jackie Robinson EMSH Jeanna Stafford SAP Shelley Walker DFA/MMRS Jack Ladhur SAP Julie Ethridge MDOT
Susan Thames MDOT Mark W. Hayden MDOT Kenneth M. Dixon MSH Preston Ware MSA Roger Whitman SAP Carlos Galloway DFA/MMRS Carla Hutson Attorney General Kristi Mullen Attorney General Logan Litchliter DFA/MMRS KEY DECISIONS ANSWERED REFERENCE DOCUMENTS
FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT
Workflow will not be used for Work Orders
ID GAPS IDENTIFIED OWNER DUE DATE 01 Recommend a closeout program be built 02 03 04 05 06 07 08 09 10 ID ACTION/PARKING LOT ITEM OWNER DUE DATE 01 AI Copy of Functional Location Structure & other Master Data
Objects, Repair Codes, etc. Terry Heinze 11/17/2011
02 AI - MDOT to provide example of Job Ticket Julie Ethridge 03 04
2
3
05 06 07 08 09 10 ID ORG CHANGE MANAGEMENT (OCM) IMPACT IDENTIFIED CROSS TEAM IMPACT 01 02 03 04 05 06 07 08 09 10
Workshop Presentation PRO-30 Fleet Maintenance Processing Slide Number 2Slide Number 3Workshop Guiding PrinciplesWorkshop ObjectivesWorkshop Agenda Blueprint Workshop - RolesBusiness Area, Fund, Functional AreaGeneral Ledger Account, Cost CenterProject & WBS Element, Internal OrderGrantsPRO-29 Fleet Master Data Session 11/10/2011 - RECAPState of Mississippi MAGIC Project Fleet ManagementFleet Maintenance Notification: StructureFleet Maintenance Notification: Structure (cont)Fleet Maintenance Notification Master Data Requirements (cont)Fleet Maint Work Order StructureFleet Maintenance Work Order Master Data Requirements (cont)Fleet Maintenance Work Order Master Data Requirements (cont)Fleet Maintenance Work Order P-Card RequirementsSAP Fleet Work Order Process Flow Fleet Maintenance Work Order Data RequirementsPoint of Contact (POC)Workshop ObjectivesSlide Number 25QuestionsPlus/DeltaSlide Number 28