erp plant maintenance doubt clearing drive report

ERP Plant Maintenance Doubt Clearing Drive From 4th May 2012 to 16th June 2012

Vishal J. Waghchaure, Deputy Executive Engineer

ERP PM Core Team— Corporate Office

T: 0 810 810 6238 E: [email protected]

A Comprehensive Analysis of the Necessity & Effect of

ERP Plant Maintenance Doubt Clearing Drive | 2

Executive Summary As a part of ERP implementation, Plant Maintenance notifications have been released since 1

st July 2011. Punching these

notifications in the ERP system is an imperative task as the System Availability Report is based on these notifications.

Also, correct data in respect of all the system elements form a crucial part of ERP. Keeping this in view, Zonal Plant Maintenance Champions are given with the authorization to update the Equipment Master Data. As certified by these Zonal PM Champions, the Master Data has been updated in the system till 31

th March 2012 and any changes thereafter are being

effected in the system immediately in coordination with ERP PM Core Team.

It is observed that PM End Users at various levels are not creating / monitoring correct IR and BD notifications in the system leading to generation of incorrect System Availability Report and defeating the very purpose of ERP PM implementation.

Keeping this in view, a special drive has been taken by Mr. Vishal Waghchaure, Dy.E.E. for clearing all the doubts / issues faced by the PM End Users across all the zones up to Division level. During this drive, personal interaction has been carried out with by him with every individual PM End User i.e. Division Head, all substation in-charges & engineers working in Line Maintenance, O&M Division and Circle Office.

TABLE OF CONTENTS

Executive Summery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Factors behind carrying out this drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Methodology & Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Salient features of the drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Outcome – The Effect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Introspection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Statistical facts

Issues faced by End-users

Responsibilities & Limitations of PM Core Team

Responsibilities & Limitations of PM Zonal Champions

Countermeasures & Suggestions from field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

The way ahead . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

ERP PM END USER QUESTIONNAIRE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ANNEXURE - I


Factors behind carrying out this drive

Vast Information Gap between Corporate Office & End-users

Sluggishness in response on the part of end-users

Ignorance about the basic concepts in ERP & Legacy System too

Ambiguity regarding individual roles to be played

Entry of new engineers in O&M wing by virtue of transfers, promotions & new recruitments

Significant intensification in individual responsibilities

Major threat to the investment on the project in case of poor performance by end-users

Elucidating the basic methodology

Visit to EVERY EHV O&M and RS Division through all the Zones

PERSONAL INTERACTION WITH EACH & EVERY PARTICIPANT

Clearing all the Technical / Non-technical doubts

Giving a comprehensive outlook of ERP in general and Plant Maintenance module in specific

Distribution of Soft Copies of Important Manuals, Presentations & Circulars

Getting a Questionnaire filled up from every participant

Exhaustive analysis of the filled Questionnaires at Corporate Office

Formulation of strategic training plan based on this analysis


Schedule for the drive

Date Zone Offices Covered No. of Participants

4-May-12 Nagpur

EHV O&M Division Ballarsha / Vardha HVDC TL O&M Division Chandrapur HVDC Indoor Division Chandrapur 400KV RS Division Chandrapur

50

5-May-12 Nagpur EHV O&M Division Nagpur / Bhandara RS Urban Division Nagpur 400KV RS Division Koradi / Khaparkheda

43

8-May-12 Aurangabad EHV O&M Division Parbhani 16

9-May-12 Aurangabad EHV O&M Division Nanded 15

10-May-12 Aurangabad EHV O&M Division Latur 400KV RS Division Girwali

23

11-May-12 Aurangabad EHV O&M Division Beed 17

15-May-12 Aurangabad EHV O&M Division Aurangabad 400KV RS Division Waluj

29

16-May-12 Pune EHV O&M Division Pune 400KV RS Division Lonikand -II RS Division Pune

28

17-May-12 Pune EHV O&M Division Solapur 400KV RS Division Lamboti

29

18-May-12 Pune EHV O&M Division Baramati 14

19-May-12 Pune 400KV RS Division Lonikand -I / Jejuri / Chakan 31

21-May-12 Nasik EHV O&M Division Babhleshwar 400KV RS Division Babhleshwar

20

22-May-12 Nasik EHV O&M Division Nasik 28

23-May-12 Nasik EHV O&M Division Dhule 400KV RS Division Dhule

28

24-May-12 Nasik EHV O&M Division Jalgaon 400KV RS Division Khadka

30

28-May-12 Amravati EHV O&M Division Amravati 29

29-May-12 Amravati EHV O&M Division Akola 400KV RS Division Akola

34

4-Jun-12 Vashi EHV O&M Division Kalwa / Bhandup 23


5-Jun-12 Vashi EHV O&M Division Boisar 400KV RS Division Kalwa / Padghe

12

6-Jun-12 Vashi EHV O&M Division Panvel 400KV RS Division Kharghar

17

7-Jun-12 Vashi EHV O&M Division Dombiwali / Mahad 400KV RS Division Nagothane

18

14-Jun-12 Karad EHV O&M Division Kolhapur 400KV RS Division Telandge

39

15-Jun-12 Karad EHV O&M Division Ratnagiri 15

13-Jun-12 Karad EHV O&M Division Karad 400KV RS Division Karad / New Koyna

22

16-Jun-12 Karad EHV O&M Division Sangli 19

Total Participants 629

Salient features of the drive

Time Span: 4th May 2012 to 16th June 2012

Total Sessions Held: 25

Total Number of Offices Covered: 53

Total Number of Individual Interactions: 629

Approximate amount saved: Rs. 9, 50,000 /- ( Expenditure of Rs.1500/- per participant had they been

called at Mumbai like for all other drives )

Average increase in notification creation: 176%


Outcome – The Effect % Increase in Notification Creation after the drive :

Parameter

Before

After

Amravati Aurangabad Karad Nagpur Nasik Pune Vashi

Awareness about Availability Calculations < 2% < 2% < 2% < 2% < 2% < 2% < 2% 100%

Awareness about Availability Circular

58% 49% 62% 66% 78% 48% 67% 100%

Awareness about PM End User Document

44% 48% 43% 44% 57% 66% 64% 100%

Awareness about Zonal IT Engineer

91% 53% 73% 52% 46% 73% 53% 100%

Knowledge of checking Equipment & Line Details in SAP

71% 68% 65% 61% 75% 76% 69% 100%

Awareness about BASIS Reference Manual

< 5% < 5% < 5% < 5% < 5% < 5% < 5% 100%


Introspection

Statistical Facts

Although 75% Users have checked data in the system, only 31% users have updated the data till date.

Rest 44% Users are still lagging.


Although 65% Users have already created notifications in the system, only 23% users have created 100% notifications.

Rest 42% Users are still lagging.

33% Users have not obtained any ERP Training till date.

Reasons for the same are:

1. Recruitment of new engineers

2. Migration to O&M wing by virtue of Transfers

3. Migration to O&M wing by virtue of Promotions


Issues faced by End Users

Responsibilities & Limitations of Core Team

Responsibilities:

Co-ordination with Process owner & IBM consultants

Co-ordination with all the zonal champions & imparting training to them

System Configuration & New developments

Technical support to more than 600 PM end users

Equipment Master Data Update

Functional Location Master Data Update

Work Center Master Data Update

Task List master Data Update

Authorization Group Master Data Update

Planner Group Master Data Update

Following are the prominent issues faced by

End-Users while operating the system:

1. Slow speed of connectivity especially

at V-SAT Locations

2. Unstable link

3. Authorization Issues

4. Unavailability of Connectivity & PC at

new substations

5. Inadequate training

6. Antivirus Issue

7. Dearth of monitoring from higher offices

8. Motivation & Moral Support


Limitations:

Lack of Certification Training leading to incomprehensive approach to work and complete

dependency on the consultants

Insufficient members in PM Core Team

Difficulty in carrying out daily works due to impermanent sitting arrangement

Responsibilities & Limitations of Zonal Champion Team

Responsibilities:

Co-ordination with PM Core Team

Providing support to all the zonal End-Users

Imparting training to End-Users

Collecting data from the field & cleaning it as per system requirements

Overall monitoring of PM module activities across the respective zone

Limitations:

In wake of their engrossment in routine duties Zonal Champions are not able to dedicate

themselves fully to ERP work leading to added response time

Difficulty in carrying out the assigned tasks due to lacking support from administrative offices

Lethargic response from end users due to absence of administrative enforcement

Deprivation of incentives of any kind to carry out such exasperating efforts


Countermeasures & Suggestions from field

All the substation in-charges should keep their data updated in the system at any given time

Creation of Notifications by concerned substation in-charge for each & every interruption on substation

equipment / line

Enforcement by administrative offices for creating notifications

Strict monitoring of Master Data & Notification Creation at all levels to ensure their correctness

Zonal PM Champions should be relieved if engaged in other duties & should be mobilized up to Division

Level

Periodic training programs for end-users by Zonal champions

In addition to Zonal PM Champion, assigning Champions at Circle and Division level also

Allowing alternate means of connectivity where Tulip link is not provided or very slow

Enforcing exclusive usage of Mahatransco E-mail IDs for all official communications

Increasing mail box capacity to widen its usage

Getting the actual speed of connectivity checked where Tulip link is UP but very slow


The way ahead


ANNEXURE - I

erp plant maintenance doubt clearing drive report

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