Using Maintenance Strategy Plans
Mark W. Scott
Vesta Partners LLC
[ Learning Points
 Creating maintenance Strategies and Packages
 Using maintenance strategies in Task Lists
 How maintenance strategies are used in Maintenance Plans
Real Experience. Real Advantage.
2
[ Maintenance Strategies
Real Experience. Real Advantage.
[ Maintenance Strategy - Definition
 A maintenance strategy defines the rules for the sequence and
frequency of maintenance activities. The strategy does not provide
any details about the activity, object or date.
 Maintenance strategies are assigned to a task list and also a
maintenance plan. Task lists built with a maintenance strategy can
only be used on maintenance plans utilizing that same strategy –
these are called strategy plans.
 You create a maintenance strategy and strategy plans when you have
to perform maintenance activities that are based on each other or
supersede each other
 Strategies contain maintenance packages which define the duration in
time (e.g. weeks) or level of performance (e.g. operating hours) at
which maintenance work is repeatedly performed. Therefore,
strategies are used in both time-based and performance-based
maintenance and represent the maintenance “cycle”.
Real Experience. Real Advantage.
[ Maintenance Strategy – Definition (continued)
 Each strategy that is created should have a common unit of
measure (e.g. weeks, months, hours, miles) – you should never
mix the units of measure within a given strategy.
 Maintenance packages are assigned to task list operations – and
define the frequency and sequence in which task list operations
will appear as work order operations.
 Maintenance packages are organized into a maintenance
package hierarchy that determines which maintenance
packages are performed if several maintenance packages are
due at one time. The hierarchy can either be:
 Single-level hierarchy
 Multi-level hierarchy
Real Experience. Real Advantage.
[ Maintenance Strategy Terms
 Strategy Code
 Description
 Scheduling Indicator (Type)
 Strategy Unit
 Call Horizon
 Shift Factor for Late Completion
 Tolerance for Late Completion
 Shift Factor for Early Completion
 Tolerance for Early Completion
 Factory Calendar
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[ Maintenance Strategy vs Scheduling Parameters
Scheduling Type
Strategy
Packages
Activity
Type
Activity
Type
Activity
Type
Real Experience. Real Advantage.
Scheduling Parameters
Settings can be established at the strategy
level and they will carry over to each
individual maintenance plan when it is
created.
[ Comparing Maintenance Strategy to Plan
Strategy Field
Changeable or Fixed in Plan
Scheduling Indicator (Type)
Limited (can change between 3 types
of time based) (Cannot change
between time based and performance)
Strategy Unit
Fixed – No changes on Plan
Call Horizon
Changeable on Plan
Shift Factors
Changeable on Plan
Shift Tolerances
Changeable on Plan
Factory Calendar
Changeable on Plan (only on key date
and factory calendar plans)
Real Experience. Real Advantage.
[ Maintenance Strategy - Scheduling Type
Scheduling Type
Strategy
Scheduling Types
•Time-Based
•E.g. – Every 30 calendar days
•Does NOT take into account the factory calendar
•Time-based by key date
•E.g. – Every 30 days do on the 28th of each month
•Time based – factory calendar
•E.g. – Every 30 working days, Option for seasonality
•Performance based
•E.g. – Every 100 Operating hours, 50,000 tons of coal
through, xxxx units made, etc.
Real Experience. Real Advantage.
Packages
Activity Type
Activity Type
Activity Type
Scheduling Parameters
[ Maintenance Strategies & Packages (Cycles)
Scheduling Type
Strategy
Scheduling Parameters
Packages
Activity
Type
Activity
Type
Activity
Type
Strategies & Packages maintained within IP11
Scheduling Type
and Parameters
defined at
Strategy Level
Time Based Strategy Packages
Performance Based Strategy
Packages
Real Experience. Real Advantage.
[ Maintenance Strategy – Unit of Measure
Scheduling Type
Strategy
Packages
Activity
Type
Activity
Type
Activity
Type
Scheduling Parameters
Settings can be established at the strategy
level and they will carry over to each
individual maintenance plan when it is
created.
Unit defines time basis on which scheduling
calculations are made. Use same Unit
within a Strategy.
Once the strategy unit is created it can’t be
changed.
Real Experience. Real Advantage.
[ Maintenance Strategy – Call Horizon
Scheduling Type
Strategy
Packages
Activity
Type
Activity
Type
Activity
Type
Scheduling Parameters
Call Horizon – Percent of the next cycle the
system waits before the next call object is created
Call horizon determines when a maintenance
call object (e.g. Work Order, Notification) should
be generated.
If the duration of the cycle is 360 days and the call
horizon is 0 %, 80%, or 100%, the system creates
the order after the following number of
days:
• 0% -> Immediate call (order created 360 days
BEFORE plan date)
•80% -> Call after 288 days, that is 80% of 360
days or creation of order 72 days before plan date.
•100% -> Call after 360 days, on the planned date
(can work well if coordinated with IP30 Call Interval)
Call horizon is defined in percentage terms
on Strategy or individual Maintenance Plan
Real Experience. Real Advantage.
[ SAP Maintenance Strategy – Call Horizon
Scheduling Type
Strategy
Scheduling Parameters
Call Horizon – Example – Plan with 30 Day Cycle
Packages
Activity
Type
Activity
Type
Activity
Type
100% Horizon
Call & Plan Dates are
same
0% Horizon
Call Date is 30 Days
before Plan
Real Experience. Real Advantage.
50% Horizon
Call Date is 15 Days
before Plan
[ SAP Maintenance Strategy - Shift Factors / Tolerances
Scheduling Type
Strategy
Packages
Activity
Type
Activity
Type
Activity
Type
Scheduling Parameters
Plan
Date
Shift Factors & Tolerance
Cycle
Plan
Date
Cycle
Plan
Date
(- )Tolerance Tolerance (+)
Tolerance defines the period within which late or early completion impacts subsequent scheduling of Plan. (+)
Tolerance is set for late completion and (–) Tolerance for early completion.
If completion is within Tolerance period it is not considered late or early and does not impact schedule.
If completion is out-with Tolerance period it will impact schedule taking account of Shift Factor values
30 Day
30 Day
6 Day
6 Day
(- )Tolerance Tolerance (+)
Tolerance is defined as percentage of
cycle (for Strategy Plans it takes smallest
period).
As shown here a 20% tolerance results in
12 Day Tolerance window (6 Days on
either side of Planned Date).
Real Experience. Real Advantage.
[ SAP Maintenance Strategy/Plan - Shift Factors/Tolerances
Scheduling Type
Strategy
Scheduling Parameters
Plan
Date
Packages
Activity
Type
Activity
Type
Activity
Type
Shift Factors & Tolerance
Plan
Date
Cycle
Early Actual
Completion
Plan
Date
Cycle
Late Actual
Completion
The Shift Factor applies in event of late or early completion of Maintenance Task (Call Object).
It defines how much subsequent schedule dates will be changes as result of later or early completion.
8/1/2007
8/31/2007
9/23/2007 9/30/2007
30 Day Cycle
-7D
-7D
Actual
Completion
8/24/2007
New
Plan
Date
100% Shift Factor, 20%
Tolerance (6 days)
8/1/2007
8/31/2007
30 Day Cycle
Original
Plan
Date
9/30/2007
No Change
To Plan Date
-6 D
Actual
Completion
8/25/2007
0% Shift Factor, 20%
Tolerance (6 days)
Real Experience. Real Advantage.
Original
Plan
Date
[ SAP Maintenance Strategy/Plan - Shift Factors/Tolerances
Strategy
Scheduling Type
Scheduling Parameters
Packages
Activity Type
Activity Type
Activity Type
Shift Factors & Tolerance
8/1/2007
8/31/2007
9/27/2007 9/30/2007
30 Day Cycle
-7D
Actual
Completion
8/24/2007
50% Shift Factor, 20%
Tolerance (6 days)
Real Experience. Real Advantage.
-3D
New
Plan
Date
Original
Plan
Date
[ SAP Maintenance Strategy – Packages
Scheduling Type
Strategy
Scheduling Parameters
Packages
Activity
Type
Activity
Type
Activity
Type
• Cycle length
• Unit of Measure – same as strategy unit
•Cycle abbreviation
Real Experience. Real Advantage.
[ SAP Maintenance Strategy – Package Lead/Follow up Float
Scheduling Type
Strategy
Packages
Activity
Type
Activity
Type
Activity
Type
Scheduling Parameters
Lead and Follow up Float
• Can only set on Strategy and not on individual Plans (not applicable to Single Cycle Plans).
• If change is made to float within Strategy you need to reassign Task List to Plan and Restart
Plan schedule.
• The Initial (Lead) Float, defined in days, adjusts the Basic Start Date on Work Order.
• The Subsequent (Follow up) Float, defined in days, adjusts the Basic End Date on Work Order.
Real Experience. Real Advantage.
[ SAP Maintenance Plan - Package Lead / Follow up Float
Scheduling Type
Strategy
Packages
Activity
Type
Activity
Type
Activity
Type
Scheduling Parameters
Lead and Follow up Float - Example
Basic Start and End Dates on
called Work Order reflect the Float
periods
-10
+1
-10
+2
Real Experience. Real Advantage.
[ SAP Maintenance Plan – Package Hierarchies
Scheduling Type
Strategy
Scheduling Parameters
Multi-Level Hierarchy
Packages
Activity
Type
Activity
Type
Activity
Type
Package Hierarchy value determines
place in hierarchy and is used to control
priority of packages with the same due
(planned) date.
If packages with same due date are to
be called then they must have same
hierarchy number.
If packages have different hierarchy
numbers then only the package with
highest number is called.
Real Experience. Real Advantage.
[ SAP Maintenance Plan - Package Hierarchies
Scheduling Type
Strategy
Scheduling Parameters
Single-Level Hierarchy
Packages
Activity
Type
Activity
Type
Activity
Type
In this case 3M and 1Y are
called with 1M.
Real Experience. Real Advantage.
[ Maintenance Strategy – Time w/Hierarchy Monthly Units
Hierarchies
Advantages: Can coordinate single operation orders simplifying scheduling and time entry
Disadvantages: More text and duplicate text per operation
Real Experience. Real Advantage.
[ Maintenance Strategy – Time w/out /Hierarchy Monthly
Units
Real Experience. Real Advantage.
[ Task List – Strategy Options with Same Results
Strategy w/Hierarchy Packages Only – Single package allocation
Above Model results in duplication of text
Strategy w/Hierarchy Packages Only - >1 package allocation
Strategy w/no hierarchies - >1 Package allocation
Real Experience. Real Advantage.
[ Strategies with and without Package Hierarchies
It is possible to have strategies with packages that contain hierarchies and no
hierarchies – This can be confusing.
Packages without Hierarchy
Packages with Hierarchy
Packages with and without Hierarchy
Real Experience. Real Advantage.
[ SAP Maintenance Plan – Packages – Package Offset
Scheduling Type
Strategy
Scheduling Parameters
Packages
Activity
Type
Activity
Type
Activity
Type
With this Offset both 3 Monthly
and Yearly packages will be
called 1st Cycle (Month)
With this Offset both Yearly
package will be called 3rd Cycle
(Month)
Real Experience. Real Advantage.
[ SAP Maintenance Plan – Package Offset
Scheduling Type
Strategy
Scheduling Parameters
Packages
Activity
Type
Activity
Type
Activity
Type
With this Offset 3Monthly will be
called 2nd Cycle and Yearly will
be called 3rd Cycle (Month)
Real Experience. Real Advantage.
Package Offset
[ Task List – Use in Preventive Maintenance
Real Experience. Real Advantage.
[ Task Lists - Supporting Maintenance Plans
Task Lists applied in same way to Strategy, Single
Cycle or Multiple Counter Plans
Strategy Plans must
have same Strategy
on Task List, Items
and Plans
Strategy plans
MUST have a task
list or will not
schedule plan, will
have “Error”.
Real Experience. Real Advantage.
[ Task List – Assigning Packages
Strategy w/Hierarchy Packages Only – Single package allocation
Strategy w/Hierarchy Packages Only - >1 package allocation
Strategy w/no hierarchies - >1 Package allocation
Real Experience. Real Advantage.
[ Maintenance Strategy w/no Hierarchy

When work orders are then generated from the maintenance plans that use the task lists.
The task list operations then become the work order operations. Because they are organized
in a single-level hierarchy, the operations will not supersede each other. In other words:



Operation 10 (check fluids) will come out every 2000 miles – even when Operation 20 (change oil)
and Operation 30 (rotate tires) are also due
Operation 20 (change oil) will come out every 4000 miles – even when Operation 30 (rotate tires) is
also due
Operation 30 (rotate tires) will come out every 6000 miles – regardless of
other operations that are also due
Real Experience. Real Advantage.
[ Maintenance Strategy – w/Hierarchy

When work orders are then generated from the maintenance plans that use the task lists.
The task list operations then become the work order operations. Because they are organized
in a multi-level hierarchy, the operations with a higher hierarchy number will always
supersede operations with a lower hierarchy number. In other words:



Operation 10 (check fluids) is due every 2000 miles, but it will only come out on the work order
when package 2 is the only one due
Operation 20 (check fluids, change oil) is due every 4000 miles. It will always supersede Operation
10 because it has a higher hierarchy number.
Operation 30 (check fluids, change oil, rotate tires) is due every 6000 miles. It will always supersede
Operation 10 and Operation 20 because it has a higher hierarchy number.
Real Experience. Real Advantage.
[ Maintenance Plan – Types of Plans
Real Experience. Real Advantage.
[ Maintenance Plan – Strategy Plans – Time Based
Real Experience. Real Advantage.
[ Maintenance Plan – Strategy Plans – Time Based
 A time-based strategy plan should be used when:
 Preventive maintenance activities are triggered when a certain time limit
is reached
 Maintenance activities (task list operations) change depending on the
frequency that is due – in other words, the maintenance activities are
based on each other or supersede each other
 The time-based strategy plan consists of:




Maintenance plan
Maintenance items (one or more)
Task list
Maintenance strategy
 Task lists are required for time-based strategy plans
 The strategy referenced on the maintenance plan must match
the strategy used to build the task list attached to the
maintenance items.
Real Experience. Real Advantage.
[ Maintenance Plan – Strategy Plans – Performance Based
Real Experience. Real Advantage.
[ Maintenance Plan – Strategy Plans – Performance Based
 A performance-based strategy plan should be used when:
 Preventive maintenance activities are triggered by a counter reading
 Maintenance activities (task list operations) change depending on the frequency
that is due – in other words, the maintenance activities are based on each other
or supersede each other
 The time-based strategy plan consists of:







Maintenance plan
Maintenance items (one or more)
Task list
Maintenance strategy
Measuring point (counter)
Measurement documents (on-going transactional data)
Task lists are required for performance-based strategy plans
 The strategy referenced on the maintenance plan must match the strategy
used to build the task list attached to the maintenance items.
 Readings must be taken on a consistent basis for the plan to function
correctly.
Real Experience. Real Advantage.
[ Preventive Maintenance – Performance Strategy no Hierarchy
Net operation count result:
Multiple operations per order
for certain cycles.

When work orders are then generated from the maintenance plans that use the task lists.
The task list operations then become the work order operations. Because they are organized
in a single-level hierarchy, the operations will not supersede each other. In other words:



Operation 10 (check fluids) will come out every 2000 miles – even when Operation 20 (change oil)
and Operation 30 (rotate tires) are also due
Operation 20 (change oil) will come out every 4000 miles – even when Operation 30 (rotate tires) is
also due
Operation 30 (rotate tires) will come out every 6000 miles – regardless of
other operations
that are also due
Real Experience. Real Advantage.
[ Preventive Maintenance – Performance Strategy with Hierarchy
Net operation count result:
Always single operation for all
work orders

When work orders are then generated from the maintenance plans that use the task lists. The task list
operations then become the work order operations. Because they are organized in a multi-level
hierarchy, the operations with a higher hierarchy number will always supersede operations with a lower
hierarchy number. In other words:



Operation 10 (check fluids) is due every 2000 miles, but it will only come out on the work order when package 2
is the only one due
Operation 20 (check fluids, change oil) is due every 4000 miles. It will always supersede Operation 10 because it
has a higher hierarchy number.
Operation 30 (check fluids, change oil, rotate tires) is due every 6000 miles. It will always supersede Operation 10
and Operation 20 because it has a higher hierarchy number.
Real Experience. Real Advantage.
[ Key Learnings
 Creating maintenance Strategies and Packages
 Using maintenance strategies in Task Lists
 How maintenance strategies are used in Maintenance Plans
Real Experience. Real Advantage.
40
[
 Thank you for participating.
Please remember to complete and return your
evaluation form following this session.
For ongoing education on this area of focus, visit the
Year-Round Community page at www.asug.com/yrc
Mark W. Scott
mscott @vestapartners.com
[
Real Experience. Real Advantage.
SESSION CODE:
2612
41