BSIP Reporting A primer on BSIP reporting basics, the keys to success in reporting, and common reports available

BSIP Reporting Basics

Screen Overview Menu Bar Transaction Box Upper Tool Bar (Always the Same) Lower Tool Bar (Icons Vary)

Selection Screen Execute – Starts the search for information based on the criteria in the boxes below Select Variant Button – This allows you to narrow the selection boxes and format the results based on DPI created reports Selection Criteria – Narrows Results Required Entry Criteria Category Single Entry or Single Range Multiple Selection – To Enter Multiple Single Values / Ranges to cover Match Code Search Icon

Match Code Icon - “HELP! I don’t know what exactly goes here, what are my choices? Help me find what I need!” Button “HELP! I don’t know what exactly goes here, what are my choices? Help me find what I need!” Button Icon will open a search box, or a whole other search screen. Once a selection is found it will pull it back to the original screen Icon will open a search box, or a whole other search screen. Once a selection is found it will pull it back to the original screen For example: Need SAP equipment number, but all you know is inventory number (County-Bus) For example: Need SAP equipment number, but all you know is inventory number (County-Bus)

Match Code Icon Example Match Code to Get Search Box/Screen Enter Inventory Number and then Execute Needed info returned to the original screen

Select Variant Button All DPI Variants Found with DPI* You must remove Created By Execute Button Double Click or Click and Press Enter to Select the Variant you want.

The Variant Effect This

The Variant Effect Becomes This

Multiple Selection Accept Selections Delete All Selections Paste All Data From Clipboard Upload from Text File

Sample Results Screen (Equipment and Orders) Export to Excel Change Displayed Fields (Layout) Filter By Selected Columns Sort By Selected Columns

Sample Results Screen (Materials) Export to Excel Change Displayed Fields (Layout) Filter By Selected Columns Sort By Selected Columns Sum Selected Column Subtotal the Sum (when selected column’s value changes)

Change Layout Type 1 Click to Sort Alphabetically Add Item on Right to Selection on Left Remove Item On Left From Selection Reorder List Save Layout

Change Layout Type 2 Click to Sort Alphabetically Accept Selections Add Item on Right to Selection on Left Remove Item On Left From Selection Remove All Items

Saving Your Layout Once you have a layout you like, click save.

Saving Your Layout You can also save this as your default layout for this transaction. Give it a name and description and click the check.

Exporting to Excel There are many different icons for exporting to excel. Generally there will be one available in the lower toolbar (see examples). There are many different icons for exporting to excel. Generally there will be one available in the lower toolbar (see examples). There is also usually an export or save to spreadsheet option in the first item in the menu bar There is also usually an export or save to spreadsheet option in the first item in the menu bar Examples: Examples:

Exporting to Excel (Potential Prompts)

Saving from Excel The Easy Way: 1. In excel click in the upper left hand corner of the sheet ( ) to highlight everything 2. Copy (Ctrl-C) 3. Open your own copy of Excel (usually will give you a blank workbook named Book1) 4. Paste the data into your own copy of excel You should never work in an exported “Worksheet in xxxxxxxxxxxxxx” because it will not autosave, will not prompt you to save when you exit/close it, and it will be lost if you are disconnected before saving it (I’ve lost work to that particular mistake too!)

Saving (The Hard Way) Sometimes you aren’t able to export the data to excel such that you can copy and paste it to your own copy When choosing where to save, you must choose to save somewhere resembling C$ (\\Client) (V:) \\Client System C: as well as desktop and documents buttons will save it on the Citrix server where you can’t access it directly

BSIP DOCUMENTS AND STRUCTURE

Common Data Available Dates of various types Dates of various types User who created the document or modified the document User who created the document or modified the document

Documents and Structure Generally all documents or structures in SAP point to some related items which can be used to find or aggregate them Generally all documents or structures in SAP point to some related items which can be used to find or aggregate them Equipment Equipment Measuring Points (e.g. Odometer, Hour Meter, Fuel Counter) Measuring Points (e.g. Odometer, Hour Meter, Fuel Counter) Maintenance Plans Maintenance Plans Measurement documents (e.g. odometer readings) Measurement documents (e.g. odometer readings) Orders Orders Time Confirmations Time Confirmations Personnel Numbers Personnel Numbers Material Documents Material Documents Invoices and Credits (Direct Charges / Non-Stock Parts / Services) Invoices and Credits (Direct Charges / Non-Stock Parts / Services) Functional Location Functional Location Vehicle Class Vehicle Class Materials Materials Purchase Orders Purchase Orders Material Documents Material Documents Documents and structures are all inter-related Documents and structures are all inter-related

Document Inter-What? Everything is associated and linked to other related items in BSIP Everything is associated and linked to other related items in BSIP For example: For example: A goods issue material document comes out of a plant and storage location and is assigned to a work order. The work order is on a piece of equipment, and that equipment is in a particular functional location in a plant. With a little bit of layering of transactions or Excel work, all pieces can be brought together starting from anywhere to look at data in any way beneficial to answer a question With a little bit of layering of transactions or Excel work, all pieces can be brought together starting from anywhere to look at data in any way beneficial to answer a question

Why Do I Need to Know This? Every reporting transaction is different. It has access to different pieces of information and can display them in different ways Every reporting transaction is different. It has access to different pieces of information and can display them in different ways A material document screen like ZMB20 can give you lots of details about the material document that was issued A material document screen like ZMB20 can give you lots of details about the material document that was issued Who did it, when, type of document, the quantity and value associated with it, etc. Who did it, when, type of document, the quantity and value associated with it, etc. It has access to the pieces that it is directly associated with It has access to the pieces that it is directly associated with Material Description, Work Order Number Material Description, Work Order Number It also has access to SOME information about inter-related items It also has access to SOME information about inter-related items Manufacturer Part Number, vehicle number, stock level of the material, etc. Manufacturer Part Number, vehicle number, stock level of the material, etc. It does NOT, however, have access to detailed information about every item it is related to It does NOT, however, have access to detailed information about every item it is related to It cannot give you the VIN number of the vehicle, current mileage, the name of the technician that used the part, model year of the vehicle etc. It cannot give you the VIN number of the vehicle, current mileage, the name of the technician that used the part, model year of the vehicle etc. You can get to similar answers in many different ways You can get to similar answers in many different ways You have to get to the right starting place to get the information. Sometimes you have to construct reports in steps to get to the answer you need You have to get to the right starting place to get the information. Sometimes you have to construct reports in steps to get to the answer you need Answers are sometimes subtly different from each other depending on how the data was pulled and the underlying assumptions made Answers are sometimes subtly different from each other depending on how the data was pulled and the underlying assumptions made

Report Intimidation There are lots of fields on each screen to get you from EVERY piece of information in BSIP down to just what you need There are lots of fields on each screen to get you from EVERY piece of information in BSIP down to just what you need Most fields are useless to you most of the time Most fields are useless to you most of the time Learn to ignore all the extra irrelevant stuff and find the useful items (those you know the meaning of) Learn to ignore all the extra irrelevant stuff and find the useful items (those you know the meaning of) In most cases, you will need to enter selections in 4 or less different fields In most cases, you will need to enter selections in 4 or less different fields You can always try again if you don’t get what you think you should be getting You can always try again if you don’t get what you think you should be getting Familiarity with the data and reporting comes through experience and knowledge of data entry practices Familiarity with the data and reporting comes through experience and knowledge of data entry practices

Selection Techniques Usually you need one major selection Usually you need one major selection Plant Plant Equipment / Inventory Number (or range) Equipment / Inventory Number (or range) Then you often need to address the subcategory of the screen you’re in Then you often need to address the subcategory of the screen you’re in Material Number (or range) Material Number (or range) Work Order Number/Type/Status (or range) Work Order Number/Type/Status (or range) Personnel Number Personnel Number You usually need a date range of some type unless looking for equipment or something very specific (like a particular order number) You usually need a date range of some type unless looking for equipment or something very specific (like a particular order number) Fairly often you’ll need something defining about the items you’re looking for Fairly often you’ll need something defining about the items you’re looking for VMRS code, Vehicle Type/Status, Movement Type, Entered By, etc. VMRS code, Vehicle Type/Status, Movement Type, Entered By, etc. What you need depends on how your data is entered and the thing that makes the data you need special from every other piece of similar data

ZMB20 Example Oil Sample Kits used in Pender in May 2015 Oil Sample Kits used in Pender in May 2015 Notice that MOST fields remain blank Notice that MOST fields remain blank May Posting Dates Oil Sample Kits Pender County Parts Used on or removed from work orders

ZMB20 Example The resulting report can be used to answer many different questions: Quantity and Value Used Quantity and Value Used Quantity on hand at the start of May, end of May, and currently. Quantity on hand at the start of May, end of May, and currently. Number of oil samples performed by technicians Number of oil samples performed by technicians Who is entering parts on these work orders Who is entering parts on these work orders Does anything look out of place that would cause inventory problems (like a work order that got 10 samples instead of the normal, 1) Does anything look out of place that would cause inventory problems (like a work order that got 10 samples instead of the normal, 1)

KEYS TO SUCCESS AND OVERVIEW OF MAJOR REPORTS

What Data Can I Get ? In short: Anything put in can be seen in a report somewhere In short: Anything put in can be seen in a report somewhere You can only get back out of BSIP what you’re willing to put in You can only get back out of BSIP what you’re willing to put in You may need to start using something you aren’t currently to get what you need in the future You may need to start using something you aren’t currently to get what you need in the future Data available depends greatly on data entry Data available depends greatly on data entry Good Data -> Good Reports Good Data -> Good Reports Incomplete or Incorrect Data -> Incorrect, Misleading, or Missing Reports Incomplete or Incorrect Data -> Incorrect, Misleading, or Missing Reports

Keys To Success Defining the Question – The single most important key to success in reporting is to define what you want to know or understand better about your operation Defining the Question – The single most important key to success in reporting is to define what you want to know or understand better about your operation Know your data and how it is entered Know your data and how it is entered Know what fields are entered, what they mean, and how you can use them to differentiate Know what fields are entered, what they mean, and how you can use them to differentiate Have defined data entry procedures Have defined data entry procedures Assure consistency across personnel and time Assure consistency across personnel and time Customize layouts, look at all fields available, cut down to useful ones Customize layouts, look at all fields available, cut down to useful ones Your level of comfort and confidence will rise by spending time with the data Your level of comfort and confidence will rise by spending time with the data

IE36 / ZIE36D – Vehicle Data Contains: All vehicle information Contains: All vehicle information VIN, Total Mileage, Description, Model Year, Acquisition Date, Manufacture, Status, etc. VIN, Total Mileage, Description, Model Year, Acquisition Date, Manufacture, Status, etc. ZIE36D also has odometer readings (can differ when the odometer/dash was replaced), and the ability to get a total mileage at a date in the past ZIE36D also has odometer readings (can differ when the odometer/dash was replaced), and the ability to get a total mileage at a date in the past Uses: Uses: Bus Statuses, Size, Age, and Mileage for Bus Routing Bus Statuses, Size, Age, and Mileage for Bus Routing TD-10 – Bus Inventory Report TD-10 – Bus Inventory Report Launching point for other reports when the questions involve specific vehicles Launching point for other reports when the questions involve specific vehicles

ZIP24 – Outstanding Preventive Maintenance Orders and Monthly Inspections Contains: Incomplete MIs and PMs Contains: Incomplete MIs and PMs Vehicle, Description, Type of PM/MI, when it’s due, and whether it’s overdue Vehicle, Description, Type of PM/MI, when it’s due, and whether it’s overdue Uses: Uses: Daily for printing of MIs and PMs Daily for printing of MIs and PMs Daily for scheduling PMs as mileage data is changing Daily for scheduling PMs as mileage data is changing Reviewing how much work is outstanding to know what’s ahead to work on, and how far ahead or behind the operation is Reviewing how much work is outstanding to know what’s ahead to work on, and how far ahead or behind the operation is Keep an eye on data entry to assure it is occurring in a timely fashion Keep an eye on data entry to assure it is occurring in a timely fashion If I had to pick one report every director should review it would be this one.

ZPM_COMPLY The ZIP24 of Completed PM Orders and MIs Contains: Complete MIs and PMs Contains: Complete MIs and PMs Vehicle, Description, Type of PM/MI, when it was due, when it was done, labor and cost information Vehicle, Description, Type of PM/MI, when it was due, when it was done, labor and cost information Uses: Uses: Reviewing how MIs and PMs were completed during a longer period of time. Reviewing how MIs and PMs were completed during a longer period of time. Sample Question: How many PMs were more than 500 miles late, and who was responsible for those PMs? Sample Question: How many PMs were more than 500 miles late, and who was responsible for those PMs?

IW33/IW40 – Detailed Work Order Data  Contains: Work Order Information (TD-18, PM, and MI data) Description of work order, date of completion, types of costs incurred, parts used, labor hours, etc. Description of work order, date of completion, types of costs incurred, parts used, labor hours, etc. IW40 is highly customizable and can be used to review the complete history of the vehicle in any way desired IW40 is highly customizable and can be used to review the complete history of the vehicle in any way desired  Uses: Reviewing data entry for consistency and completeness Reviewing data entry for consistency and completeness  Sample Question: Was this work order entered correctly? (Does it match the paperwork?) Was this work order entered correctly? (Does it match the paperwork?)

IW39 – Work Order List  Contains: Work Order Information (TD-18, PM, and MI data) Description of work order, date of completion, cost involved, who entered the work order Description of work order, date of completion, cost involved, who entered the work order  Uses: Reviewing data entry for consistency and completeness Reviewing data entry for consistency and completeness Looking at the history of a vehicle or set of vehicles for recurring issues Looking at the history of a vehicle or set of vehicles for recurring issues  Sample Question: How many work orders are being entered into the system each month and by whom? How many work orders are being entered into the system each month and by whom?

IW49N – Work Order Operations  Contains: Work Order Information and Operation Information Same as IW39 but line items are per operation rather than per order and contain additional operation data such as operation description and time for that line item Same as IW39 but line items are per operation rather than per order and contain additional operation data such as operation description and time for that line item  Uses: Looking at the history of a vehicle or set of vehicles for recurring issues Looking at the history of a vehicle or set of vehicles for recurring issues Seeing work order operations by VMRS codes Seeing work order operations by VMRS codes  Sample Question: How much work has been done on air conditioning this school year? How much work has been done on air conditioning this school year?

ZMB19 – Current Material Stocks  Contains: Parts Stocked by Storage Location Description, Part Number, Quantity on Hand, Current Value of Stock on Hand, Usage Description, Part Number, Quantity on Hand, Current Value of Stock on Hand, Usage  Uses: Reviewing Stock for Appropriate Quantities and Values Reviewing Stock for Appropriate Quantities and Values Spot Checking Inventory Spot Checking Inventory  Sample Questions: How many months worth of fuel filters do I have on hand? What is low and needs to be ordered? How many months worth of fuel filters do I have on hand? What is low and needs to be ordered?

ZMB20 – Material Transactions Most useful inventory movement report  Contains: All movement of materials including purchases, use, adjustments, and transfers Description, Part Number, Quantity, Value, Work Order, Vehicle, Price and Stock on Hand Currently and at Time of Issue / Receipt Description, Part Number, Quantity, Value, Work Order, Vehicle, Price and Stock on Hand Currently and at Time of Issue / Receipt  Uses: Reviewing receipts for appropriate quantity and value Reviewing receipts for appropriate quantity and value Checking for stock adjustments and looking for erroneous issues to vehicles Checking for stock adjustments and looking for erroneous issues to vehicles Used extensively for the TD-1 Annual Report Used extensively for the TD-1 Annual Report  Sample Questions: What vehicles received 11R22.5 tires from January 1 to February 28? How many were recap and how many were new tires? Do any of the quantities not make sense? What vehicles received 11R22.5 tires from January 1 to February 28? How many were recap and how many were new tires? Do any of the quantities not make sense? Were all parts and fuel received into inventory at correct (or at least reasonable) prices this week? Were all parts and fuel received into inventory at correct (or at least reasonable) prices this week?

ZMB36 – Material Transactions  Contains: All material use information for a particular vehicle over a period of time. Stock and Non-Stocked Parts/Services Description, Part Number, Quantity, Value, Work Order Description, Part Number, Quantity, Value, Work Order Only report with access to individual part pricing of both stock and non-stock parts simultaneously Only report with access to individual part pricing of both stock and non-stock parts simultaneously  Uses: History of parts put onto a single vehicle History of parts put onto a single vehicle Good overview of materials usage to check for recurring issues, and, for problem vehicles, what’s already been tried so far Good overview of materials usage to check for recurring issues, and, for problem vehicles, what’s already been tried so far  Sample Questions: How often has the air filter been changed on bus 142? Were any other filters changed at the time? Were the changes on PMs or TD- 18s? How often has the air filter been changed on bus 142? Were any other filters changed at the time? Were the changes on PMs or TD- 18s?

ZMB36B –Invoice Transactions (Non-stock Parts and Outside Services)  Contains: All Non-Stocked Parts/Services issues to work orders Description, VMRS, Text, Quantity, Value, Work Order Description, VMRS, Text, Quantity, Value, Work Order  Uses: Check how much is being done at local parts stores and what is being ordered one piece at a time Check how much is being done at local parts stores and what is being ordered one piece at a time Review whether something needs to be stocked Review whether something needs to be stocked  Sample Questions: Are state contracts being used to the greatest advantage? How much work is being outsourced and what type? Are state contracts being used to the greatest advantage? How much work is being outsourced and what type?

MCIS – Monthly Cost Overview  Contains: Cost, Mileage, and Fuel Data by Vehicle Vehicle, Miles travelled, Fuel used, oil burned Vehicle, Miles travelled, Fuel used, oil burned Cost of: Fuel, oil, tires, stocked/non-stocked parts, labor, and services costs. Cost of: Fuel, oil, tires, stocked/non-stocked parts, labor, and services costs.  Uses: High level overview of vehicles High level overview of vehicles Monthly refund report for local vehicles Monthly refund report for local vehicles Last opportunity to review data monthly for big errors (new engine charged to the wrong work order for example) Last opportunity to review data monthly for big errors (new engine charged to the wrong work order for example)  Sample Questions: Have any vehicle odometers stopped working? Have any vehicle odometers stopped working? What MPG am I getting on various vehicle and route types? What MPG am I getting on various vehicle and route types?

Here to Help I want you to use the data in BSIP not just file it away. I want you to use the data in BSIP not just file it away. Knowledge of the system and of your own practices are needed to create the best reports to answer questions. Knowledge of the system and of your own practices are needed to create the best reports to answer questions. Please call or any time Please call or any time