A key innovation feature of MyPM is configurable Inspections. Inspections as a process have always existed in maintenance operations. Their processing with SAP have generally involved: responses to paper based work order instructions; measurement document creation; and subsequent SAP master date updates. But prior to MyPM there was no fully integrated way to collect these as a single controlled event in SAP.
In simple terms here’s how Inspections in SAP work using MyPM:
- An administrator creates an Inspection in which they create one or more questions. They configure how this inspection is linked to Work Orders and specific Technical Objects
- The user sees the Inspections in their Work Orders and, if configured, directly against technical objects (FL and Equip) in MyPM
- The user initiated the Inspection, answering the questions. This may, based on their response, be prompted to enter additional data or create a Notification on the device
- When finished they mark the Inspection as complete and Sync MyPM with SAP
- SAP then takes the responses and performs the configured action
There are many benefits from using MyPM Inspections. Here’s some key benefits:
- Faster – The end to end MyPM inspection process is far faster than manually capturing results for later update in SAP
- Accurate – The inspection is captured using SAP validated data and then updated directly in SAP using appropriate SAP transactions. There is no middleware or paper based intervention
- Formal Record – the Inspection results are keep as a perminant record in SAP. These can be reviewed at a later date by users, including MyPM users, or analysed in SAP for patterns. Even if you later change a Question in configuration the historic record of what was asked, answered and transactionally processed in SAP is retained
- Tight Integration – paper based inspection have no update integration with SAP. Third party non SAP systems need integration and master data updates between them and SAP. That can lead to poor inspections, high errors and poor data accuracy
- Minimal Training – At no point in the answering of the questions does the inspector need to be overly familiar with the underlying SAP objects that might be updated – like Measurement Points and Documents, Equipment records, Classification records. That makes training and execution far simpler
Inspection Functionality for Servicing
While we’ve used the term ‘Inspection’ we and our customers have come to appreciate that this functionality can be used for more than just condition grading and measurement gathering. You can also use it for crucial steps in servicing using the inspection question responses to ‘mark-off’ completion of core steps. The advantages of this, as opposed to multiple operations or text include:
- Can amend the ‘inspection’ very quickly compared to SAP changes
- Can add multiple objects to an order and track individual progress to completion with minimuml adjustments (Objects and Work). There is no requirements to add operations, PRT Measurement Points, etc
- Have full visibility of the steps (they aren’t buried in text)
- Have a perminant record of the results
- Can trigger SAP updates based on the information gathered; you can
Inspections can be made mandatory, as can individual inspection Questions. This means that users can not complete an Order with mandatory Inspections until they are Complete or they Mark the Inspection as ‘Asset Not Found’; and can’t complete a Inspection until also mandatory questions have been answered.
Detailed information on configuration of inspection is provided in Maintain Inspection Templates, what follows is a summary. See the section below for some Examples!
The inspection responses can:
- Be cumulative based on multiple values, for example the delta of multiple start stop of odometers adding to a single value
- Insist on the creation of an on device full Notification based on entered values (for example, a poor condition grading)
- Insist on the entry of notes at the inspection question for Notification creation using a template in SAP.
The response types presented to the inspector are controlled by MyPM configuration. The question types provides include:
Where lists responses are appropriate the values can come from MyPM answer lists or, for classification related questions, from allowed and even restricted classification value lists.
SAP Processing Types
Based on inspection configuration the inspection can undertake the following actions in SAP:
Under some circumstances you can also trigger the creation of a SAP Notification based on the response value to the question.
Inspection can be initiated from the Work Order – Inspections Tab; Equipment Inspection Tab; Functional Location Inspection Tab; MyWork Inspections Tab. The Work Order option is more appropriate for formal, planned inspections. Inspections initiated directly from a Technical Object are more appropriate for ad hoc updates – for example, a change to an asset identity tag, status or location update or asset condition grading outside of the regular inspection cycle.
As well as being accessible from the associated Work Order or a Technical Object, active inspections (those incomplete or associated with Work Orders still not complete) are accessible from the My Work Inspections tab.
Transfer Between Devices
Partial inspections can be transferred between devices, allowing for shared devices or device swap outs. This means than personnel can start and inspection, sync and stop work and others can come, sync, and continue the inspection.
Structure of Inspections
The following examples depict the relational structure of inspections and example data:
In simple terms:
- The Inspection has been assigned one or more Inspection Groups, these Inspection Groups are assigned one or more Inspection Questions.
- The Inspection Groups and Inspection Questions can be used in multiple Templates – as required
- The Inspection will be available in MyPM for an Order, Functional Location and or Equipment according to the Objects configuration for the Template.
In simple terms and in addition to the previous explanation:
- The responses values to Inspection Questions can optional come from Answer Groups. A single Answer Group can be used by multiple Questions – as required.
- Answers to a Question, controlled by the Question or by an assigned Answer Group, can trigger the requirement to add comments from processing in SAP as a Notification. The details of the Notification is determined by a Notification Template
Inspection Updates In SAP
The results of an inspection are stored in SAP MyPM tables providing a permanent record of an inspection event. These records can be accessed when online through the Inspection Viewer Application. This is a separate application to MyPM delivered as part of the MyPM package. It’s accessible from its own application tile or from the Equipment or Functional Location right hand lower hamburger menu option: View Inspection History.
Other User Cases for Inspections
While we’ve used the term ‘Inspection’ we and our customers have come to appreciate that this functionality can be used for more than just condition grading and measurement gathering. You can also use it for crucial steps in servicing using a blended inspection/ servicing approach. The advantages of this, as opposed to multiple operations or text is that you can amend the ‘inspection’ very quickly compared to SAP changes; you have full visibility of the steps (they aren’t buried in text) and a perminant record of the results; you can trigger SAP updates based on the information gathered.
Inspection Question Examples
Inspection Question Example 1 – Yes/ No
Here’s the configuration for the Inspection Question as maintained in MyPM admin. In this case the user will being asked to confirm that they have undertaken a vital step in the servicing of the unit:
And here’s the inspection questions as presented to the MyPM user:
Inspection Question Example 2 – Condition Grading
Here’s the configuration for the Inspection Question as maintained in MyPM admin. In this case the user will be asked to record their assessment of the condition of the unit.
In this case the Question is referencing an Answer Group to determine the allowed values. The values are 1 through 5:
- If the user selects condition 4 then MyPM will insist that they add some comments to their response and will silently create a Notification SAP on processing
- If the user selects condition 5 then MyPM will insist that they create a full Notification on the device
And here’s the inspection questions as presented to the MyPM user:
Inspection Question Example 3 – Measurement Document Creation
Here’s the configuration for the Inspection Question as maintained in MyPM admin. In this case the user will be asked to record the run hours of the unit. On processing in SAP a Measurement Document will be created for the Equipment:
And here’s the inspection questions as presented to the MyPM user. Note that the previous reading has been taken from the last Measurement Document: