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BUSINESS SYSTEMS IMPROVEMENT PROJECT NC Department of Transp

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

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BUSINESS SYSTEMS IMPROVEMENT PROJECT NC Department of Transp

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  1. 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)

  2. 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 Goal of the Project

  3. 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

  4. 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

  5. SAP R/3 What is SAP? • 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. R/3 – Real-time; 3 tier (data base server, application server, user PC)

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

  7. 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

  8. 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, 2003. About 150 users from State Highway Patrol (SHP) About 3800 (!!) Users from NCDOT

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

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

  11. Organization of Elements in SAP Company Code (DPI/LEAs) 7800 60XX (6001 = Alamance 6092 = Wake 6100 = Yancey) Plant (Shop) Storage Location 8001 thru 8900 (LEA specific – parts rooms and service vehicles that stock materials.) Storage Location

  12. 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.

  13. SAP R/3 • 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

  14. 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.

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

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

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

  18. Reporting • 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

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

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