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MIT Campus Plant Maintenance Project Review. Agenda. Facilities Organization - Bernie History - Mike Overview of Implementations – Bob Project Time Line - Bob System Benefits - Bernie Unique Challenges - Bob Scope – Mike Business Processes Overview - Bernie

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mit campus plant maintenance project review
MIT Campus

Plant Maintenance

Project Review



Facilities Organization - Bernie

History - Mike

Overview of Implementations – Bob

Project Time Line - Bob

System Benefits - Bernie

Unique Challenges - Bob

Scope – Mike

Business Processes Overview - Bernie

System Design - Bob

Master Data - Mike

GuiXT Demo – Mike

Q&A - All

facilities organization1

Facilities Organization

Facilities is the largest administrative department at MIT

Facilities maintains 150 buildings

$120 million operating budget

$200 million space change expenditures

600 Employees

10.7 million square feet of space

From 2002 to 2006 campus will increase in size by 20%

24 X 7 operation

project history

Project History

  • PPL system developed by MIT central IS group in 1980s – 1990’s
  • Maximo implemented as part of Reengineering in late 1990s
  • Enhancements to Maximo including expansion to Housing and CUP over time
  • Discovery Effort to investigate SAP PM with representation from IS&T, Facilities and an outside consultant in 2003
  • SAP PM Phase I implementation in 2004
overview of implementations

Overview of Implementations

Phase IA – 3 months (Oct – Dec 2003)

SAP Alternative Evaluation

Gap Determination and Analysis

System Recommendation (SAP/Maximo)

Phase I – 6 months

Replace Maximo legacy system for Facilities Repair and Maintenance with SAP PM (Jan - July 2004)

Phase II

Facilities Enhancements – Jan 2005

Department of Housing – Feb 2005

Facilities Central Utilities Plant (CUP) – March 2005

Data Warehouse Integration – May 2005

EH&S Integration – Sept 2005

Phase III - Proposed

Facilities Custodial and Grounds - planned

system benefits

System Benefits

Integrates accounting, materials, and labor in real-time

Eliminates 2 stand alone software applications

Provides ability to plan and track labor

Tracks costing data to lower levels of detail

Provides data to perform repair/replace decisions

Lays the foundation for subsequent efforts (EHS)

Eliminates dual entry of 2,400 annual orders

unique challenges

Unique Challenges

First Administrative Computing customer that operates 7 x 24

Reduce system downtime (5 to 2 1/2 days)

Backup system proposed

Implement easy to use screens –

GuiXT solution

Web Front-end integration for Facilities and Housing Organizations





Web Front-end for MIT community

Automatic email notifications on create and close

Building alert messages

Sales orders

Preventive maintenance

Equipment – 25,000

Task List/Maintenance Plans – 10,000

Materials reservations


Labor confirmation – work centers

Barcode on shop papers (Order Number, Material)

Facilitates goods issue process

Sub Orders

scope cont

Scope (cont.)

Housing - 16 Dormitories

Web Front-end for students

Automatic email notification on create and close

Accounting is out of scope

Central Utilities Plant (CUP) – 4 Buildings

Preventative Maintenance 90%

Equipment – 2,040

Unscheduled Repairs – 10%

Accounting – Phase III

system design

System Design

  • GuiXT Solution:
    • Combines multiple SAP screens into a single screen
      • Reduces SAP complexity
    • Non-ABAP scripting language with the ability to enhance interface functionality
    • Implemented for Repair Operation
      • Preventative Maintenance requires a more complex customer interface and has fewer users
    • Customize SAPGui to Facilities processes
      • Able to use enhance SAP’s functionality
system design2

System Design

  • EH&S Integration
    • EHS  PM
      • Corrective Action Creates PM Work Order
      • EHS Reference Number
    • PM  EHS
      • Operations Center Flags EHS Relevant Emergency Work Orders
      • Batch Program Update
master data

Master Data

Master Data

Work Centers

Functional Location – building, floor



Permits - Lockout Tagout

Planner Groups

Activity Types



GuiXT System Demo – Mike Sherman