Compliance Reporting

In this section:

Strategies for Compliance Reporting

In a typical maintenance environment, there are a number of schedule related KPIs that are used to track performance need to be reported on. The following table shows a list of the typical ones and the benchmark targets associated with them.

The approach to reporting against these KPIs can vary. In some organisations, the reports are produced directly from SAP. This can sometimes lead to problems. For example, reporting backlog directly in SAP can be difficult as the basic start date of a work order can be changed by editing the order, distorting the backlog hours.

Often a hybrid solution is used where some information is supplied directly from SAP and this is supplemented with information from external reports. Typically, the consolidation is done in Microsoft Excel and is coordinated by a central maintenance management group.

KPI	Description	Benchmark Target
Work orders planned	The weekly planning KPI is the percentage of work orders which have the man-hours planned.	90%
Planning compliance	The weekly planning compliance KPI for each week in the month is calculated as the percent of all planned work orders completed to within 10% of the planned hours/costs during the week, i.e. number of work orders planned and completed to within 10% of the planned hours/cost divided by the total number of all planned work orders which were completed * 100%.	80%
Work orders scheduled	The weekly scheduling KPI is the percentage of work orders which are actively scheduled.	90%
Scheduling compliance	The weekly schedule compliance KPI for each week in the month is calculated as the percent of all scheduled work orders completed during the week, i.e. number of work orders scheduled and completed divided by the total number of all scheduled work orders * 100%.	80%
Emergency work orders	The weekly emergency work orders KPI for each week in the month is calculated as the percent of all emergency (priority 1) work orders completed during the week, i.e. number of emergency work orders completed divided by the total number of all completed work orders * 100%.	10%
Proactive work orders	The weekly proactive work orders KPI for each week in the month is calculated as the percent of all proactive (PM02 & PM03) work orders completed during the week, i.e. number of proactive work orders completed divided by the total number of all completed work orders * 100%.	80%
Reactive work orders	The weekly reactive work orders KPI for each week in the month is calculated as the percent of all reactive (PM01) work orders completed during the week, i.e. number of reactive work orders completed divided by the total number of all completed work orders * 100%.	20%
Backlog weeks	Work which has not been completed by the nominated required by date, usually the work order’s Basic Start Date. The period for which each work order is overdue is defined as the difference between the current date and the required by date. Backlog is generally measured in "crew-weeks", that is, the total number of labour hours represented by the work on the backlog, divided by the number of labour hours available to be worked in an average week by the work crew responsible for completing this work. Normally broken down by work type: reactive and proactive.	2 weeks

Using Weavecentrix Desktop for Tracking Schedule Compliance

When you schedule your work orders in Primavera P3 and then update the schedule dates in the SAP work orders, SAP will mark them with the system status of DSEX. This system status is a very clear indicator that a work order has been scheduled and can be used for reporting within SAP on your schedule compliance.

The process for doing this is covered in the business scenario Weekly Scheduling with Weavecentrix Desktop. However, here is a quick overview of the steps.

1. Set up a filter to extract a week’s worth of work orders.

2. Transfer these work orders into your weekly schedule in P3.

3. Check the resourcing and schedule sufficient work for the week.

4. Update the SAP work order schedule for the work orders using Weavecentrix Desktop

5. At the end of the week, compare those work orders with a system status of DSEX which are complete against the total number of work orders with DSEX scheduled for the week. This is your percentage schedule compliance.

$images\tip.gif$ An alternative KPI for schedule compliance is to use the number of scheduled work orders which started during the week. This method is sometimes used when a program to improve maintenance productivity is introduced. The advantage of using this metric is that it gives credit to the work crew who, through parts shortages or other unplanned problems, were unable to complete a job but had managed to start it on schedule. In this case, the metric will immediately show their increased productivity, giving them a morale boost. Using the completion date will not show their increased productivity until the coordination problems have been sorted out, potentially leading to the work crew’s disillusionment with the productivity improvement program.

Using Weavecentrix Desktop for Tracking Backlog

One of the repeated complaints about SAP’s work order management system is the lack of any locked down date which shows when a work order originally fell due. For example, when a maintenance plan hits a call horizon and spits out a work order, it sets the basic start date of the work order to be the due date of the work order. Unfortunately, this basic start date can and does get overwritten.

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There is a read-only field on the work order header called the reference date. This field will show the original schedule date. However, this field gets updated by two SAP business process: TECO – Technically Complete process date and CLSD - Business Complete process date.

Hence, if you are using the work order basic start date for backlog calculations, it can get distorted as people move work orders around the schedule by manipulating the basic start date. If you use the reference date, when work orders are TECO’d or CLSD’d, your backlog date is lost.

One solution is to use Weavecentrix Desktop to assist you in tracking backlog by loading your work orders into a P3 project and tracking the backlog in there.

This method involves using keeping a list of open work orders but with their original dates.

In this method, transfer the work orders across to P3. You need to make sure that the project start date is sufficiently early that P3 doesn’t change the early start date for the work order. Draw a baseline using the Target functionality in P3. Set this baseline to be Target 1. At the next reporting period, transfer the work orders across again. Set this version to be Target 2.

You are able to do comparisons between the two targets because Weavecentrix Desktop will not update the schedule dates of a work order in P3 if it already exists. It will only set the actual dates on an update.

This feature is useful for tracking backlog against the original schedule dates from SAP.

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