1. Introduction to Oracle eAM (Enterprise Asset Management) and our implementation experiences

2. CMMS - Computerised Maintenance Management System
Point Solution
e.g. Maximo, Mexx or
ERP Integrated Solution
e.g Oracle E-Business Suite, JDE, Peoplesoft
Other
e.g. Excel

3. Agenda Key Configuration Steps Asset Model Maintenance Tasks
Work Management
Preventative Maintenance
Cost Management
Key experiences

4. Key Configuration Steps

5. Configuration Steps – Taxonomy document
As part of solution design create a Taxonomy document, which defines;
eAM organization parameters e.g. default WIP Accounting Class
Key lookups e.g. Areas, Departments, Categories
Define standards and naming conventions for key setup areas
Asset Model e.g. Asset Number/Groups/Hierarchy/Categories
Maintenance Tasks e.g. Activities, Activity Type/Source/Cause
Work Management e.g. Work Order Type/Status/Priority
Preventative Maintenance e.g. Meters, Schedules
Taxonomy must understand system limitations e.g. Asset Number must be unique
Taxonomy is a living document…refine with subsequent implementations
Successful taxonomy makes system intuitive for users

6. Configuration Steps – Solution Design document
Document how Oracle eAM will deliver each business process e.g. Asset Breakdown to Work Order creation
Swim lane the business process across business roles e.g. maintenance, procurement, stores
Detailed application mapping to requirements for each process step
Review regularly and iteratively with key maintenance personnel
Develop Proof of Concepts to assist with design validation and acceptance

7. Asset Model

8. Asset Model - Asset Numbers
Asset Numbers are the key entity in eAM
Mostly represent physical assets
Can be virtual assets in asset hierarchy for roll-up/grouping
Assets are setup either as a;
Capital Asset or
Rebuildable Inventory Components which rotate on/off Capital Assets and are repaired/refurbished in between.
Asset Numbers exist in separate register (using Oracle Install Base) than the Fixed Asset register
Asset Numbers can be linked to a single Fixed Asset Number
TIP: Asset Numbers must be unique through the system
Consider physical asset naming and common sites names

9. Asset Model - Asset Number screen

10. Asset Model - Asset Number screen

11. Asset Model - Asset Groups
Each Asset belongs to an Asset Group
Many key configurations driven by Asset Group
Asset Bills of Materials – Typical materials used for maintenance
Templates – Provides automatic creation of Preventative Maintenance configuration e.g. Activities, Meters, Schedules
Asset Attributes – Storage of additional asset information
Failure Analysis – Failure, Cause and Resolution
Define groups to represent virtually identical assets, in terms of materials and preventative maintenance e.g. Make and Model combination.
TIP: Asset Groups must be unique through the system

12. Asset Model - Asset Groups screen

13. Asset Model - Asset Hierarchy
Assets belong in a hierarchy
Each Asset has a Parent Asset
Establishes a roll-up mechanism for;
Cost reporting
Preventative Maintenance forecasting
Searches
Maintenance and failure history
Virtual assets at top of hierarchy to deliver meaningful rollups;
Production or process affinity
Geographical or physical location

14. Asset Model - Asset Hierarchy screen

15. Asset Model - Summary

16. Maintenance Tasks

17. Maintenance Tasks - Activities
Activities are predefined Maintenance work to be completed
Generally routine work e.g. exchange pump, replace tyres or preventative maintenance work e.g. services / inspections
Activities define the following
Tasks – More detailed tasks of the predefined work
Bills of Materials – Required materials
Routings – Required labour or equipment
File attachments – Such as service sheet, diagrams, safety procedures
Create Activity Association Template to associate to an Asset Group
or associate to an individual Asset

18. Maintenance Tasks – Activity Association screen

19. Work Management

20. Work Management – Work Requests
Simple interface to capture reactive Maintenance work
Can go through approval process, then be assigned to Work Orders

21. Work Management – Work Requests

22. Work Management – Work Orders
Work Orders represent specific instances of Maintenance work for an asset
Created in the following ways;
Manually i.e. unplanned / corrective work
Automatically by Preventative Maintenance forecast
Automatically from Condition Based monitoring (via Oracle Quality)
Work Orders record maintenance history and planned and actual costs
Work Orders must have;
Asset associated
One or more Tasks i.e. Operations
Scheduled Start / End Time
Work Orders can have;
Predefined Work assigned i.e. Activity
Material requirements i.e. Stock, Non Stock, Requisitions
Labour requirements i.e. Trade resource

23. Work Management – Work Orders screen

24. Work Management – Work Orders screen

25. Work Management – Completion
Completion updates Last Service information e.g. 250hr service completed at 12,500 hrs on 01-Feb-2010
Prevents further costs being coded to the Work Order
Captures the following information;
Actual Start and End time
Job Notes
Failure Analysis

26. Work Management –Completion screen

27. Preventative Maintenance

28. Preventative Maintenance - Schedules
Define when activities should occur for an Asset or Asset Group
Defined to occur by;
Date Rules – every 7 days
Meter Rules – every 50 hours, km’s
List Dates – on 01-Jan-2011
Work forecasts from Last Service Information i.e. when activity was last completed for the asset
Date Rules – on 01-Jan-2010
Meter Rules – at 2000 hours
Combinations of the above
Single definition can schedule multiple activities which share a common base interval
Schedules can include suppression e.g. 250hr service suppresses 50hr service if its forecast within 20 hours of it

29. Preventative Maintenance – Schedules screen

30. Preventative Maintenance - Meters
Meters used to schedule activities
Ascending meters e.g. kilometres, hours
Fluctuating meters e.g. temperature, pressure, vibration
Meter hierarchies allowing parent meter to increment children e.g. truck hours increments rim hours

31. Preventative Maintenance – Meters screen

32. Preventative Maintenance - Forecasting
Forecasting generates Work Orders as per schedules
Forecasts for a specified maintenance window e.g. next 14 days
Can perform online or as a concurrent program
Can selectively forecasts groups of assets

33. Preventative Maintenance - Forecasting

34. Preventative Maintenance - Summary

35. Cost Management

36. Cost Management – WIP Accounting Class (WAC)
WIP Accounting Classes (WAC) define accounting rules
Single GL accounts defined for Material and Resource transactions
Limited capability for complex accounting requirements
Default WAC for Organisation
Can be superseded by WAC configured against the at Asset, Activity or Work Order

37. Cost Management – Actual to Planned Costs
Planned Costs built up on Work Order using
Materials – Defaulted from Activity BOM or manually requested
Labour – Defaulted from Activity Routing or manually requested
Actual Costs accumulate on Work Order from
Stores inventory issues to Work Order
Purchase requisition (Direct Item) receipts
Maintenance Resource transactions
Invoice Price Variances (PO Matching)
Cost Analysis can then be performed in multiple ways, such as;
Asset using Hierarchy
Work Order
By Activity

38. Cost Management – Work Order costs

39. Key experiences

40. Key Experiences – What we have achieved
A single maintenance system throughout the organization
Better integration between stores and maintenance
Comprehensive asset and component history
Focus on preventative maintenance, driving better asset reliability
Better management of maintenance workload
Standardised asset information and maintenance procedures
Ability to analyse asset and maintenance department performance

41. Key experiences – Maintenance Staff Involvement
Maintenance staff involvement essential throughout implementation lifecycle
Creates required buy-in for successful business transition and adoption
Select “right” person carefully
Positive / Seeks improvement i.e. this is something new, but we should use
Resilient / Can do attitude i.e. that not ideal but we can make it work
Well Respected i.e. will lead others to accept solution and advocate it
Ensure the maintenance team is well trained and supported once live

42. Key experiences – Data load
Data load is manual, complicated and time consuming
Limited open interfaces
Items (Asset Group, Activities) / Asset Number / Meter Reading
Now several more APIs in R12
Maintenance Object (Asset Number) / Activity / Preventative Maintenance
We have built custom Excel templates and used DataLoad utility
Have final dataset loaded for UAT, you will get many useful “corrections”

43. Key experiences – Reporting
Standard reports are “limited”
Develop a custom Work Order, probably in BI Publisher now
Develop suite of reports to meet user requirements
We developed Discoverer reports, some examples;
Asset Hierarchy / History / Availability
Asset / Work Order costing – by Hierarchy
Asset / Work Order Material Requirements
Asset Failure Analysis
Key Performance e.g. Planned Versus Unplanned, Maintenance backlog
Configuration reports e.g. BOMS, Activities, Schedules
Other off the shelf options worth investigating
Oracle eAM Daily Business Intelligence
Vizaya WorkAlign® Analytics
Signum EAM Analytics™

44. Key experiences – Reporting

45. Key experiences – Subledger Accounting
“Get around” limitation of single material and labour GL accounts
We use Subledger Accounting to re-code;
Expense Account – Based on Item/PO Category
Asset Account – Based on Flexfield held against Asset Number
Not too complicated once you have a working prototype
Use some consulting initially to get initial setup working

46. Key experiences – Usability
Release 12 Self Service is a dramatic improvement
Maintenance Supervisors can work solely in Self Service
Personalisation can de-clutter Self Service
Consider customisation for “pain points”

47. Questions ? Ask now if we have time Come see me afterwards
me after the conference