MIT Campus

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• MIT Campus
• Plant Maintenance
• Project Review

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Agenda

• Facilities Organization - Bernie
• History - Mike
• Overview of Implementations Bob
• Project Time Line - Bob
• System Benefits - Bernie
• Unique Challenges - Bob
• Scope Mike
• Business Processes Overview - Bernie
• System Design - Bob
• Master Data - Mike
• GuiXT Demo Mike
• QA - All

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Facilities Organization
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Facilities Organization

• Facilities is the largest administrative
  department at MIT
• Facilities maintains 150 buildings
• 120 million operating budget
• 200 million space change expenditures
• 600 Employees
• 10.7 million square feet of space
• From 2002 to 2006 campus will increase in size by
  20
• 24 X 7 operation

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Project History

• PPL system developed by MIT central IS group in
  1980s 1990s
• Maximo implemented as part of Reengineering in
  late 1990s
• Enhancements to Maximo including expansion to
  Housing and CUP over time
• Discovery Effort to investigate SAP PM with
  representation from IST, Facilities and an
  outside consultant in 2003
• SAP PM Phase I implementation in 2004

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Overview of Implementations

• Phase IA 3 months (Oct Dec 2003)
• SAP Alternative Evaluation
• Gap Determination and Analysis
• System Recommendation (SAP/Maximo)
• Phase I 6 months
• Replace Maximo legacy system for Facilities
  Repair and Maintenance with SAP PM (Jan - July
  2004)
• Phase II
• Facilities Enhancements Jan 2005
• Department of Housing Feb 2005
• Facilities Central Utilities Plant (CUP) March
  2005
• Data Warehouse Integration May 2005
• EHS Integration Sept 2005
• Phase III - Proposed
• Facilities Custodial and Grounds - planned

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System Benefits

• Integrates accounting, materials, and labor in
  real-time
• Eliminates 2 stand alone software applications
• Provides ability to plan and track labor
• Tracks costing data to lower levels of detail
• Provides data to perform repair/replace decisions
• Lays the foundation for subsequent efforts (EHS)
• Eliminates dual entry of 2,400 annual orders

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Unique Challenges

• First Administrative Computing customer that
  operates 7 x 24
• Reduce system downtime (5 to 2 1/2 days)
• Backup system proposed
• Implement easy to use screens
• GuiXT solution
• Web Front-end integration for Facilities and
  Housing Organizations

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Scope

• RM
• Repairs
• Web Front-end for MIT community
• Automatic email notifications on create and close
• Building alert messages
• Sales orders
• Preventive maintenance
• Equipment 25,000
• Task List/Maintenance Plans 10,000
• Materials reservations
• Permits
• Labor confirmation work centers
• Barcode on shop papers (Order Number, Material)
• Facilitates goods issue process
• Sub Orders

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Scope (cont.)

• Housing - 16 Dormitories
• Web Front-end for students
• Automatic email notification on create and close
• Accounting is out of scope
• Central Utilities Plant (CUP) 4 Buildings
• Preventative Maintenance 90
• Equipment 2,040
• Unscheduled Repairs 10
• Accounting Phase III

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Process Overview
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System Design

• GuiXT Solution
• Combines multiple SAP screens into a single
  screen
• Reduces SAP complexity
• Non-ABAP scripting language with the ability to
  enhance interface functionality
• Implemented for Repair Operation
• Preventative Maintenance requires a more complex
  customer interface and has fewer users
• Customize SAPGui to Facilities processes
• Able to use enhance SAPs functionality

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System DesignGuiXT
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System DesignGuiXT
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System DesignGuiXT
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System DesignGuiXT
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System DesignGuiXT
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System DesignGuiXT
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System Design

• Enhancement Tab for additional fields (ZIW38)

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System Design

• EHS Integration
• EHS ? PM
• Corrective Action Creates PM Work Order
• EHS Reference Number
• PM ? EHS
• Operations Center Flags EHS Relevant Emergency
  Work Orders
• Batch Program Update

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Master Data

• Master Data
• Work Centers
• Functional Location building, floor
• Equipment
• Classification
• Permits - Lockout Tagout
• Planner Groups
• Activity Types

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Master DataWork Centers
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Master Data Functional Location
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Master DataPlanner Groups
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Master DataActivity Types
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Master DataEquipment Classification
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Master DataPermits
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Master DataPermits
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Demo

• GuiXT System Demo Mike Sherman