PMATS Project Overview
Product Management and Tracking System-Phase 1
SAPbiz Presentation
December 10, 2003
Charter
 The PMATS Team was chartered to determine the feasibility, required
effort and resources, benefits and costs of using SAP to manage and
track hardware and software resources for various Information Systems
teams.
 The IS teams involved currently use a variety of software packages,
including ServiceWorks, Filemaker, and Excel, to manage their product
inventories.
 A primary focus of this project was the Hardware Services and PC
Services business processes. However, the team collected data from
various other teams in IS, including Software Libraries and Software
Distribution, to determine whether similar solutions might scale to their
business process.
Phase 1 Project Goals
 Consolidate the current product management and tracking software
systems. This includes the decommission of Service Works, which is
nearing obsolescence.
 Disseminate the options for improving business processes related to
product management and tracking.
 Ensure the scalability of the implementation to other groups, internal and
external to IS .
 Ensure the solution we recommend for equipment tracking will be flexible
enough to dovetail with a future Property solution.
Current Implementation Overview
 Current Equipment Master implementation includes computers:
 In the Athena Environment
 In the Mobile Computing Initiative
 On IS administered Hardware Maintenance Contracts
 On IS administered Software Maintenance Contract
 On MITcare Hardware Maintenance Contracts
 Current implementation also includes services and loaner programs
provided by the following groups:
 Academic Computing
 Mobile Computing Initiative
 Hardware Maintenance Services
 Software Libraries
 PC Service
 Facilities
Potential Future Implementation Overview
 Computers serviced by DITR
 Equipment in Audio Visual
 Software Licenses
 Fleet management
 Lab Instrumentation
 Buildings
 and so on….
PMATS’ Firsts
 Successful collaboration with the dfka IS as our client
 Comprehensive use of the dfka IS project methodology process
 Prototype business process implemented in Plant Maintenance
 Extensive use of the Classification system for computer-related
services
 Use of CAT scripts to load computer equipment data into
production
 “Go live” during a major reorganization of the dfka FSS and IS
 MIT Property requesting computer information which was easily
generated from a PMATS pilot in SF5
Equipment Master Record
SAP functionality for maintaining the Equipment Master Record, a
technical object in Plant Maintenance. The Equipment Master Record
enables you to manage an object individually.
The current PMATS configuration:
 Tracks non-depreciable computer equipment by MIT Tag Number and
Manufacturer’s Serial Number.
 Provides an interface for recording IS services on this equipment,
including customer information, service level, and financial data. This is
achieved through the SAP classification system.
Reporting and Billing
A custom user interface for MIT internal billing, Reporting, and
Equipment Master Record maintenance.
 Facilitates MIT internal billing through the existing SAP journal voucher
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functionality based on the financial data provided in the Equipment
Master Record.
Provides reporting capability through the existing SAP ABAP List
Viewer (ALV) based on data in Equipment Master Record and the
related service data.
Provides drilldown capability to the Equipment Master Record for data
display and maintenance.
Provides drilldown capability to the Journal Voucher document.
Facilitates renewal process through email notification.
Potentially centralizes the process for sending annual renewal requests
to customers.
Loaner Tracking
A custom user interface for managing MIT Community based loan
programs. The loaned objects can be , but are not limited to, the data in
the Equipment Master Records.
 Facilitates MIT internal loan programs by assigning objects to people in
the MIT community (faculty, students, staff) for a specific period of time.
 Automatically sends an email “receipt of loan” to loaner and loanee
 Provides reporting capability through the existing SAP ABAP List Viewer
(ALV) based on data in the Loaner Program Records.
 Provides drilldown capability to the Equipment Master Record and the
Loaner Program Records for data display and maintenance.
PC Service Work Order Solution
A custom user interface for reporting and MIT internal billing on computer
repair work performed by PC Service. The repaired computers can be, but
are not limited to, the data in the Equipment Master Records.
 Tracks repairs performed on Institute and personal computers.
 Facilitates MIT internal billing through the existing SAP journal voucher
functionality based on the financial data provided in the Work Order.
 Provides reporting capability through the existing SAP ABAP List Viewer
(ALV) based on data in the Work Order.
 Provides drilldown capability to the Equipment Master Record for data
display and maintenance.
 Provides drilldown capability to the Journal Voucher document.
PMATS Accomplishments
 The PMATS Phase 1 team determined and implemented a management
and tracking system for selected Information System computer hardware
and its related services. The team consolidated the computer equipment
and services into SAP, eliminating three peripheral equipment-tracking
databases: Serviceworks (computer repairs, hardware and software
maintenance contracts), Filemaker (Athena), and Excel (MCI). The result
is a real time, central location for accurate, consistent computer data.
Reporting and administrative efficiencies are also realized through ease
of use, automation of processes, and consolidation of efforts.
 The PMATS solution can be applied to many other business areas in the
Institute with cost saving results. The potential benefits include
consolidation of efforts, reduction in legacy systems, and a common and
consistent process for tracking equipment and its related services. The
PMATS team has been approached by other organizations, including IS
DOST, IS DITR, and the Department of Facilities.
Before-Staffing & Systems:
Information Systems
Service Process
Support Process
Academic Computing
Athena Services Contracts
Hardware Maintenance Contracts
MITcare Contracts &
PC Service Comuter Repairs
Software Maintenance Contracts
Moble Computing Initiative
Contract Administrator
Contract Administrator
Contract/Financial Administrator
Contract Administrator
Technical Personnel
Financial Administrator
Financial Administrator
4D
ServiceWorks
Filemaker
Excel
Excel
SAP
Financial Administrator
Excel
Proposed-PMATS Staffing & Systems:
Inf orma tion Se rvice s and Te chno lo gy
Support Proc es s
PM ATS A dmi nis tra tor
Ac adem ic Com puti ng
Fin anci al Admi ni s trato r
Mobl e C omputi ng In i ti ati v e
Athena Serv i ces Contrac ts
Hardware Main tenance C ontracts
MITcare Contra cts &
PC S ervi c e ComuterRepai rs
SAP
Softw are Mai ntenance Contra cts
Tec hnic al Pers onnel
Recommendations
 PMATS Phase 1 “Expanded” Discovery Project
The scope of this initiative would be to 1) identify other potential areas for
implementation, 2) assess resources and effort required to implement,
and 3) determine cost savings and the extent of the reduction in current
resources that may be realized through an expanded implementation of
PMATS. In addition to the current functionality, a bar code scanning
system consistent with the MIT Property solution needs to be implemented
to ensure data accuracy. Other considerations should include an
investigation and possible implementation of receiving electronic feeds
from equipment vendors and/or conversion of data via hand held devices
or scanners. The Property Office would be a major win!
 PMATS Phase 2 Implementation:
Implement Notifications and Work Orders in the SAP Plant Maintenance
module to capture service requests, labor, materials, and overhead costs.
This should be done in collaboration with the current Plant Maintenance
Discovery Project already underway for Facilities to ensure a scalable
solution not only in Facilities and IS, but across the Institute.
Team
Sponsors: Phil Long and Roger Roach/Greg Anderson
Core team: Lorraine Rappaport, Steve Roach, John-Marc Quilter
QA Analyst: Sharron Sawyer
IS Stakeholders: Glorisel Carabella, Mary Files, Cynthia Finney, JJ
Hewitt-Morey, Robert Lang, Juan Vargas
Project Leaders : Brian Murphy and Debra Sears