Workshop: PM Structure April 26, 2006

Agenda  Introductions  Project Overview  Plant Maintenance Project Timeline  Future Blueprinting Sessions  Discussion of Plants and Functional Locations  Preview of Next Blueprinting Session  Other Discussion

Project Overview  Implement SAP Plant Maintenance system Provide integration with FI, HR, and MM 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 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

Project Timeline

What is the Plant Maintenance structure?  Plants The “Maintenance Plant”  This represents the physical facility.  This is the entire UK campus: buildings and grounds.  It is also represents the place where maintenance materials are kept. The “Planning Plant”  This is organizational in nature.  It provides a way to group the people and tasks into an organizational unit: Main Campus PPD, Medical Center PPD, Utilities, and Housing.  The work groups are grouped by plant.  The task lists (maintenance procedures) are also associated with a Planning Plant.  Certain system security is organized by plant.

What is the Plant Maintenance structure?  The Functional Location Structure A Functional Location represents the next level of detail below the plant in SAP Plant Maintenance Typically models areas and then buildings The highest level would be the “campus” (ex. UK) The next level would be the responsible organization (ex. PPD, MPP, HOU) The third level is the building (ex. 0005) This results in a Functional Location name: UK-PPD-0005 The fourth level is room (ex. 210A) The lowest level Functional Location: UK-PPD A

What is the Plant Maintenance structure?  How is the Functional Location Structure used? Maintenance repairs and work requests are written referencing these functional locations. Work orders may be listed by functional location or rolled up to the organizational area. Accounting information for chargeback is automatically assigned to the work order from the functional location. (This may be overridden if required.) Statistical reporting will provide summary work order counts and costs at the functional location or organizational level(s) above it. Equipment may be assigned to a functional location.

Proposed Plants  Maintenance Plant The University has already established “UK00” as the primary plant for purchasing and storing materials. This will be the “Maintenance Plant” in the Plant Maintenance module.  Planning Plants There is a logical division between the work groups for Main Campus PPD, Medical Center PPD, Utilities, and Housing. The proposal is to establish the planning plants CPPD, MPPD, UTIL, and HOUS (there is a 4 character software limitation). The “Planner Groups” are plant-specific. These are used to group orders and typically relate to a supervisor group or trade.

Proposed Planner Groups Campus Physical Plant (CPPD)  REN – Minor Renovations  PNT – Paint Shop  CRP – Carpentry/Masonry  ENG – Engineering Services  ELE – Electric  ELC – Electronics  HVC – HVAC/Sheet Metal  PLB - Plumbing  TRK – Trucking/Recycling  GND – Grounds  GAR – Garage  CUS – Custodial  OPR – Building Operators  CAB – Cabinet  HTG – Heating/Cooling

Proposed Planner Groups Medical Center Physical Plant (MPPD)  REN – Renovations  CON – Controls  ENG – Engineering  CUS – Custodial  ANX – Annex  HOS – Hospital  PRV – Preventive Maintenance  TRK - Trucking

Proposed Planner Groups Housing (HOUS)  UND – Undergraduate  GRD – Graduate  PNT – Paint  CUS – Custodial  KEY – Key Shop  RES – Resnet  MOV - Movers

Proposed Functional Location Structure  Four primary levels: Campus: UK Organization: PPD, MPP, UTL, HOU Building: Four digit number: 0005, 0293, 0009, etc. Room: 210, 210A, 101, 15, etc.  This results in Functional Locations such as: Main Campus: UK-PPD A Medical Center: UK-MPP Housing: UK-HOU-0009 Utilities: UK-UTL-CHIL

Topics For Next Blueprinting Session  Determine Maintenance Work Requests  Notifications  Types  Priorities  Work Centers (Shops/Groups)  Processing without Orders  Codes for Damages, Causes, and Activities  Communications to Originator and Worker