BUSINESS

SYSTEMS
IMPROVEMENT
PROJECT

NC Department of Transportation

Early 1980s Legislative Directive to use a

SHARED Fleet Maintenance System

SVFMS
Late 1990s - DOTs 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
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)

What Is SAP
R/3
(cont.)?
Integrated system
Materials
Management

Plant
Maintenance

Information is entered once and stored

in a centralized electronic location

Provides shared and secured access to

the same data from multiple functions
and locations

Security
User profiles based on job roles
Your user ID is your online signature (please dont
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 users 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, 2003.
About 150 users from State Highway Patrol
(SHP)
About 3800 (!!) Users from NCDOT

The Other PM
Plant Maintenance
Overview of SAP Fleet Maintenance

SAP R/3 System Integration

Sales and Distribution

FI-AP

SD

FI

Materials Management
Production
Planning
Quality Management

R/3

QM

PS
WF

PM
HR

IS

Controlling

CO-CCA

AM

PP

Plant Maintenance

CO-IO

CO

MM

Financial Management

Asset Management
Project System and
Investment Mngmt

Workflow

Human Resources
NOTE: Only 2 SAP
Modules Used by LEAs

Organization of Elements in SAP

Company Code
(DPI/LEAs)

Plant
(Shop)

Storage Location
Storage Location

7800

60XX
(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.

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

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

Business Process

Identify
Work

Do Work

Create a
Work Order

Work
Completion

Print a Work
Order (PM)

Complete a
Work Order

TECO

SAP Transaction
Create a
Work Order

Release a
Work Order
Work Order
Completion

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

Equipment Capabilities - Maintain Fuel

Inventory
Track and monitor fuel issues.

Track lubricants.
Record fuel issues and lubricants issued to
equipment history.

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

Equipment Capabilities - Management

Reporting
Exception Reporting
Equipment Down Time
Warranty Repair
Repair history

Labor
Costs
Maintenance
Schedules
Lube sheets