PM Bills of Material Getting the Most Out of BOMs Session 3604 NOTE: If you print this slide show, print the Notes Pages (“Print What” field in Printer dialog box). The notes will give some explanation, especially for those not able to attend the presentation. Barry Brouwer NOVA Chemicals Corporation

Key Learning Points What are BOMs, and what are they used for? Organization options for Bills of Materials Productivity aids for maintaining BOMs There are many options for organizing BOM structures, including sorting of components and creation of component hierarchies (material BOMs).

Nova Chemicals, Joffre Site Planning Plants : ONE Maintenance Plants : SIX Equipment Records : 35,570 Material Records : 42,190 FunctLoc BOMs : 58 Equipment BOMs : 9,860 Material BOMs : 430

What are BOMs? A Bill of Materials is a structured list of the components making up a technical object or assembly. Plant Maintenance BOMs may be created for equipment, materials, or functional locations.

How are BOMs Used? To provide an easy way to select spare parts or other materials for maintenance planning To allocate spare parts to a piece of equipment or assembly To identify material usage for materials management purposes When the Reference Object in a work order or a task list has a BOM, it is an easy matter to click the “Select Structural List” button from the components tab in a work order, or the “Component Selection” button in a task list, and select the desired materials. Material Control groups can use the allocation of materials to BOMs to determine which materials can be changed with the least business impact, and to evaluate spare parts criticality To display another level of detail in the Plant structure hierarchy

What We Do Not Use BOM Groups – in BOM Header CS14 – BOM Comparison BOM Sub-Items BOM Change Documents BOM Variants Effectivity Filter The Purchasing Tab was hidden because the data initially copied there from the material master was not being updated when the material master data was changed. This was causing problems for our Purchasing group, and led to the standard of all Item Category “N” components being identified with SAP material numbers. We have adopted a relatively simple approach. We have chosen not to use this additional functionality because we believe it adds to the administrative effort without providing a proportional benefit. Purchasing Data tab for BOM Components - All components must have a material #

Create BOM When creating an Equipment BOM, it is possible to copy an Equipment BOM or a Material BOM. When creating a FunctLoc BOM, it is possible to copy a FunctLoc BOM or a Material BOM. When creating a Material BOM, it is not possible to copy an equipment BOM or a functloc BOM.

BOM Data Requirements Item Categories used: I = PM Assembly L = Stocked Item R = Repairable Stocked Item N = Non-Stock Material V = Vendor Managed Inventory T = Text Item If the component lists are set up in a spreadsheet (before SAP material numbers are verified), it is a simple matter to copy a range of values to the new BOM (Item Categories, Materials, BOM Quantities). LSMW can also be used if the volume of work is large. Care must be taken to ensure the source data is properly organized, to avoid having to update the newly created BOMs. For example, recent experience at our site has shown the vendor material descriptions seldom match the SAP material descriptions, which can result in BOM sorting discrepancies. When creating a BOM the only information we enter is the Item Category, the Component (SAP Material), and the Quantity. The unit of issue will be populated based on the material master data. The only instance in which the Component field is not populated is for text items, which are used to subdivide BOMs. Watch out for : One maddening feature of the BOM screen is that if you click into a blank field, or paste data, or enter data and then delete it, when the Enter button is pushed, you are forced to enter all the required data for the blank items. Only after the validation is complete are you able to delete the items. It would be much less stressful if SAP did not force entry & validation of data in blank items!

Material Descriptions Many materials have a generic description rather than one specific to a reference object or a grouping of equipment. For example, the same bearing could be in different service, depending on the equipment it is used in. The component Item text fields can be used to display equipment-specific information in the structure. The component Item texts are copied when the BOM is copied. The component Item texts do not change if the material is changed. They are specific to each item. If the component description give a clear description, Item texts are not used.

Component Fields The Structure list display option is set to show the Item text fields in the second line for each component.

Structure List Equipment BOM Structure

Structure List Material BOM Structure

Structure List PM Assembly BOM Structure

What is a PM Assembly? A material record with minimal information entered Material Type = IBAU Used to group other components in a material BOM In our world, as a Plant Maintenance Master Data Administrator, I am able to create PM Assemblies, but once it has been saved, I cannot update the record I created, because I do not have “material change” clearance. The moral is “Double check all fields (there are only four) before saving the new material.

MMP1 Create PM Assembly Minimum Information entered Naming Convention can be very helpful when searching for PM Assemblies We enter information only in the four mandatory fields, on the first view. We do not use classification because the Materials folks didn’t like seeing PM Assemblies included in their Class search results. IBAU materials exist at the client level, but BOMs are created at the Plant level. Thus, one PM Assembly could have several BOMs, depending on which materials have been extended to each plant. A naming convention is necessary if you want to find a particular PM Assembly quickly, or to produce a short list of PM Assemblies for one facility. One method is to use a plant prefix, another option is to use the Manufacturer & Model Number, or a combination of equipment type & Manufacturer data

Find PM Assemblies This matchcode will find all PM Assemblies in the SAP client The description field is obviously very important when searching for a PM Assembly.

Find PM Assemblies This matchcode can be used to find PM Assemblies with BOMs in a specific Plant, based on the assigned number range for PM Assemblies.

IBAU Material List The PM Assemblies shown here illustrate different levels of effort to craft descriptions. Descriptions such as “Safety Supplies” and “Piping Gaskets”, and “Long Blind List” are not likely to mean anything to anyone other than the originator, and give no information as to where they could apply. At a client level, these descriptions are too general.

IBAU Material List The Plant prefix allows a list of applicable PM Assemblies to be viewed.

IBAU Material List An equipment Type prefix can be used to group PM Assemblies based on equipment type. This is helpful when PM Assemblies could be applicable for multiple sites.

IBAU What NOT to Do These examples illustrate the results of not using a plant prefix in the material description, and not including Manufacturer/Model information.

Organizing BOMs Grouping components Material BOMs Text Items Sorting components Sort by Description Sort by Sort String Sort by material number If an equipment component has been assigned a material number in SAP, and in turn, has sub-components of its own, a material BOM will show this relationship in the structural view. The sort string can be used if a BOM sort is required which is not possible using the material description. Some of our technicians prefer to se a BOM sorted by the OEM drawing Item numbers, so this is a way to do that. Sorting by material number (during BOM maintenance) can be helpful in very large BOMs to find particular materials or to identify duplicate entries. Update BOM Item Numbers to save sort order Copy and Paste Range of Numbers Manually renumber BOM Items

Basic Sorting Default sort (for BOM Structure) is by Item Number. Every time the BOM is opened, it sorts by item number. Sorting by material number is useful for locating materials in a large BOM. The sort string field can be used to sort a BOM by the OEM reference drawing Item Numbers. If the sort is to be retained for structure listing, the items will need to be re-numbered. Using Control-Y to copy the default Item Number listing into the clipboard before sorting the BOM will make it quicker to copy the correct item number sequence after the BOM has been sorted. SAP could make this much easier by providing a “Renumber” button to set a default item number list for BOMs.

Dynamic Sorting To sort a BOM by component description, it is necessary to go to this level of the menu structure. I have not encountered a situation where it was necessary to perform any of these multiple, ascending/descending sort functions, but to perform a simple sort by description, it is necessary to navigate three levels below the menu bar. A Sort button on the General Item Overview screen would be most welcome! Select the Component description column and click sort ascending or sort descending. This functionality is available in PM list editing.

BOM Maintenance CS20 – BOM Mass Change ZI50 – Material Usage in BOMs CS15 – Material Usage in BOMs Deleting BOMs – Delete BOM, not the Components ZI50 and CS15 provide identical results, but the ZI50 input screen is simpler.

CS20 Input Screen This part of the CS20 input screen allows the end-user to identify the material to be changed in all the BOMs it is used in.

CS20 Input Screen This part of the CS20 input screen allows the end-user to identify the action to be taken. In most cases, I use this transaction to “search & replace” one material number with another. It is also possible to delete materials, change quantities, or to add item texts.

CS20 Verification Select BOMs to be changed The program will first show all instances where the material is used in BOMs. Unfortunately, it is not possible to view the BOM reference object description until after the changes have been made! Select the BOMs to be changed and execute the transaction. Click button to change or delete View results – there may be errors

CS20 Results View results – there may be errors The messages will indicate a successful change, or will identify any problems or errors. View results – there may be errors

ZI50 Input Screen This transaction displays material usage in all BOM Types This transaction also allows search for materials by description (wildcards). In the resulting list of materials, any line can be double-clicked to show BOM usage for that material number.

CS15 Input Screen This screen in the first one of two. After entering the necessary search criteria on this screen, press F5 to go to the next screen, which allows one to restrict the results list to one Plant.

BOM Usage Results This results display is the same for ZI50 or for CS15

Pitfalls to Avoid Component Item Category in BOMs Material Types : HIBE vs. NLAG Material in Work Orders – Reservation or Purchase Requisition The Item Category for a BOM component should match the stock / non-stock status of the material master record. Our problems originated with a decision by the materials folks to create all our plant mainteance material as HIBE (Operating Supplies) material type. This eliminated the problem of having two material numbers for the same component, which could happen if one warehouse carried the component as a stocked item, and another area of the company used the same material, but as a non-stock item. A decision was made to differentiate between stock & non-stock materials with the Storage Location field (non-stock storage location is 9999). SAP identifies non-stock materials with material type NLAG (Non-stock material). In a work order, the component item category determines whether the material is ordered through a reservation (for stocked materials) or a purchase requisition (for non-stock materials). In a task list, there is no field available to identify the component item category. When the task list is copied to a work order, SAP determines the component item category based on the following : The BOM for the reference object of the task list is checked, and if the component is in the BOM, the BOM item category is copied. If there is no BOM (as will always be the case for a General Task List), or if the component is not in the BOMM, SAP checks the component material type. If it is HIBE, a reservation will be created. If it is NLAG, a requisition will be created. In many cases the item category in the BOM is not representative of the stock / non-stock status of the material. All of our materials are configured s HIBE materials. The result is that without checking the work order components to ensure the item category matches the storage location, reservations are created for non-stock materials, which complicates life for the Buyers and receivers. We are conducting a technology assessment to evaluate alternatives to correct or work around this problem, and eliminate the extra effort to change work order component lists.

Thank you for attending! Please remember to complete and return your evaluation form following this session. Session Code: 3604