BUSINESS SYSTEMS IMPROVEMENT PROJECT NC Department of Transportation Early 1980’s – Legislative Directive to use a SHARED Fleet Maintenance System SVFMS Late 1990’s - DOT’s BSIP Included Requirements to accommodate LEAs & Highway Patrol Software Selection – SAP (R/3)

Goal of the Project Replace older Warehouse Management, Procurement, and Plant Maintenance systems with a single more efficient, integrated system …  Offering more capabilities  Incorporating business “best practices”  Providing a new material management system

General Benefits of SAP R/3 Improved reporting and inquiry capabilities User friendliness and functionality Flexibility for growth and change Productivity increase Data integrity Integration Best business processes State-of-the-art technology

Other Benefits Greater efficiency –Moving towards reduced paper transactions –Faster processing –Approvals completed online Greater effectiveness –Online prompts and aids –Online status of documents and financial information Improved accountability –Documents created in the system; much less paper –Online account code validation –Complete and accurate audit trail

SAP R/3 Software & Company Name Stands for Systems, Applications and Products in Data Processing Used by over 50% of Fortune 500 companies worldwide The US Army & Navy and many state and federal government agencies. What is SAP? R/3 – R eal-time; 3 tier (data base server, application server, user PC)

What Is SAP R/3 (cont.)? Provides shared and secured access to the same data from multiple functions and locations Materials Management Plant Maintenance Integrated system Information is entered once and stored in a centralized electronic location

Security User profiles based on job roles Your user ID is your online signature (please don’t share your password) Transactions accessed include: –Create (approve) –Change (edit) –Display (inquiry) Wider accessibility to data Tighter control of who can enter and change data All entries and changes are signed and dated with the user’s ID

Who Is Affected? About 250 LEA users will complete training and have individual logon IDs by the time the system is on-line in July, About 150 users from State Highway Patrol (SHP) About 3800 (!!) Users from NCDOT

The “Other” PM – Plant Maintenance Overview of SAP Fleet Maintenance The “Other” PM – Plant Maintenance Overview of SAP Fleet Maintenance

R/3 FI CO AM PS WF IS MM HR SD PP QM PM Project System and Investment Mngmt Human Resources Workflow Plant Maintenance Quality Management Financial Management Controlling Materials Management Sales and Distribution CO-IO CO-CCA FI-AP Production Planning Asset Management SAP R/3 System Integration NOTE: Only 2 SAP Modules Used by LEAs

Organization of Elements in SAP Storage Location Company Code (DPI/LEAs) Plant (Shop) XX (6001 = Alamance 6092 = Wake 6100 = Yancey) 8001 thru 8900 (LEA specific – parts rooms and service vehicles that stock materials.)

What Is the Purpose Of Plant Maintenance? Inspect – To determine the state of a vehicle or piece of equipment. Preventative maintenance – To maintain a target condition for a vehicle or piece of equipment. Repairs - To restore a vehicle or piece of equipment to its target condition.

A Few Key Benefits of R/3 Plant Maintenance Real Time Reporting Drill-down capability Menu tree transaction list Electronic document environment Extensive on-line help SAP R/3

Equipment Capabilities - Establish Schedules Three types of maintenance identified: –Preventive/Planned Maintenance Scheduled PM Safety Inspection –Unplanned/Corrective Maintenance Emergency Recall –New Vehicle Preparation Integrate equipment repair and maintenance schedules to identify parts demand to the Inventory system.

Work Order Cycle Identify Work Do Work Create a Work Order Work Completion Create a Work Order TECO Print a Work Order (PM) Complete a Work Order Release a Work Order Business Process SAP Transaction Work Order Completion

Work Order Do The Work Generate s - Preventative Maintenance Create the Work Order -PM Routine Does This Automatically Put The Work Order In Progress Technical Completion (TECO) Business Completion

Equipment Capabilities - Maintain Fuel Inventory Track and monitor fuel issues. Track lubricants. Record fuel issues and lubricants issued to equipment history.

Screen / Presentation –Easily accessible –Ability to use standard reports and create user defined reports –Ad Hoc reporting Manager / PMIS –Standard Reports/User defined reports –Analysis Reporting

Equipment Capabilities - Management Reporting Exception Reporting –Equipment Down Time –Warranty Repair –Repair history Labor Costs Maintenance –Schedules –Lube sheets