BSIP Reporting

A primer on BSIP reporting basics, the keys to success in

reporting, and common reports available

BSIP Reporting Basics

Screen Overview

Menu Bar Transaction

BoxUpper Tool Bar (Always the Same)

Lower Tool Bar (Icons Vary)

Selection ScreenExecute – Starts the search for information based on the criteria in the boxes below

Select Variant Button – This allows you to narrow the selection boxes and format the results based on DPI created reports

Selection Criteria – Narrows Results

Required Entry

Criteria Category Single Entry

or Single Range

Multiple Selection – To Enter Multiple Single Values / Ranges to cover

Match Code Search Icon

Match Code Icon -

“HELP! I don’t know what exactly goes here, what are my choices? Help me find what I need!” Button

Icon will open a search box, or a whole other search screen. Once a selection is found it will pull it back to the original screen

For example: Need SAP equipment number, but all you know is inventory number (County-Bus)

Match Code IconExample

Match Code to Get Search Box/Screen

Enter Inventory Number and then Execute

Needed info returned to the original screen

Select Variant ButtonAll DPI Variants Found with DPI*You must

remove Created By

Execute Button

Double Click or Click and Press Enter to Select the Variant you want.

The Variant EffectThis

The Variant Effect

Becomes This

Multiple Selection

Accept Selections

Delete All Selections

Paste All Data From Clipboard

Upload from Text File

Sample Results Screen (Equipment and Orders)

Export to Excel

Change Displayed Fields (Layout)

Filter By Selected Columns

Sort By Selected Columns

Sample Results Screen (Materials)

Export to Excel

Change Displayed Fields (Layout)

Filter By Selected Columns

Sort By Selected Columns

Sum Selected Column Subtotal the Sum (when selected

column’s value changes)

Change Layout Type 1

Click to Sort Alphabetically

Add Item on Right to Selection on Left

Remove Item On Left From Selection

Reorder List

Save Layout

Change Layout Type 2

Click to Sort Alphabetically

Accept Selections

Add Item on Right to Selection on Left

Remove Item On Left From Selection

Remove All Items

Saving Your Layout

Once you have a layout you like, click

save.

Saving Your Layout

You can also save this as your default

layout for this transaction.

Give it a name and description and click

the check.

Exporting to Excel

There are many different icons for exporting to excel. Generally there will be one available in the lower toolbar (see examples).

There is also usually an export or save to spreadsheet option in the first item in the menu bar

Examples:

Exporting to Excel (Potential Prompts)

Saving from Excel

The Easy Way:1. In excel click in the upper left hand corner of the

sheet ( ) to highlight everything2. Copy (Ctrl-C)3. Open your own copy of Excel (usually will give

you a blank workbook named Book1)4. Paste the data into your own copy of excel

You should never work in an exported “Worksheet in xxxxxxxxxxxxxx” because it will not autosave, will not prompt you to save when you exit/close it, and it will be lost if you are disconnected before saving it

(I’ve lost work to that particular mistake too!)

Saving (The Hard Way)

Sometimes you aren’t able to export the data to excel such that you can copy and paste it to your own copy

When choosing where to save, you must choose to save somewhere resembling C$ (\\Client) (V:)

System C: as well as desktop and documents buttons will save it on the Citrix server where you can’t access it directly

BSIP DOCUMENTS AND STRUCTURE

Common Data Available

Dates of various types User who created the document or

modified the document

Documents and Structure

Generally all documents or structures in SAP point to some related items which can be used to find or aggregate them

Equipment Measuring Points (e.g. Odometer, Hour Meter, Fuel Counter)

Maintenance Plans Measurement documents (e.g. odometer readings)

Orders Time Confirmations

Personnel Numbers Material Documents Invoices and Credits (Direct Charges / Non-Stock Parts / Services)

Functional Location Vehicle Class

Materials Purchase Orders Material Documents

Documents and structures are all inter-related

Document Inter-What?

Everything is associated and linked to other related items in BSIP

For example: A goods issue material document comes out of a plant and storage location and is assigned to a work order. The work order is on a piece of equipment, and that equipment is in a particular functional location in a plant.

With a little bit of layering of transactions or Excel work, all pieces can be brought together starting from anywhere to look at data in any way beneficial to answer a question

Why Do I Need to Know This?

Every reporting transaction is different. It has access to different pieces of information and can display them in different ways

A material document screen like ZMB20 can give you lots of details about the material document that was issued

Who did it, when, type of document, the quantity and value associated with it, etc. It has access to the pieces that it is directly associated with

Material Description, Work Order Number It also has access to SOME information about inter-related items

Manufacturer Part Number, vehicle number, stock level of the material, etc. It does NOT, however, have access to detailed information about every item it

is related to It cannot give you the VIN number of the vehicle, current mileage, the name of the

technician that used the part, model year of the vehicle etc. You can get to similar answers in many different ways You have to get to the right starting place to get the information. Sometimes

you have to construct reports in steps to get to the answer you need Answers are sometimes subtly different from each other depending on how

the data was pulled and the underlying assumptions made

Report Intimidation There are lots of fields on each screen to get you

from EVERY piece of information in BSIP down to just what you need Most fields are useless to you most of the time Learn to ignore all the extra irrelevant stuff and find

the useful items (those you know the meaning of) In most cases, you will need to enter selections in 4 or

less different fields You can always try again if you don’t get what you

think you should be getting Familiarity with the data and reporting comes through

experience and knowledge of data entry practices

Selection Techniques Usually you need one major selection

Plant Equipment / Inventory Number (or range)

Then you often need to address the subcategory of the screen you’re in

Material Number (or range) Work Order Number/Type/Status (or range) Personnel Number

You usually need a date range of some type unless looking for equipment or something very specific (like a particular order number)

Fairly often you’ll need something defining about the items you’re looking for

VMRS code, Vehicle Type/Status, Movement Type, Entered By, etc.

What you need depends on how your data is entered and the thing that makes the data you need special from every other piece of similar data

ZMB20 Example Oil Sample Kits used in Pender in

May 2015 Notice that MOST fields remain

blank

May Posting Dates

Oil Sample Kits

Pender County

Parts Used on or removed from work orders

ZMB20 Example

The resulting report can be used to answer many different questions: Quantity and Value Used Quantity on hand at the start of May, end of

May, and currently. Number of oil samples performed by

technicians Who is entering parts on these work orders Does anything look out of place that would

cause inventory problems (like a work order that got 10 samples instead of the normal, 1)

KEYS TO SUCCESS AND OVERVIEW OF MAJOR REPORTS

What Data Can I Get ?

In short: Anything put in can be seen in a report somewhere

You can only get back out of BSIP what you’re willing to put in

You may need to start using something you aren’t currently to get what you need in the future

Data available depends greatly on data entry Good Data -> Good Reports Incomplete or Incorrect Data -> Incorrect,

Misleading, or Missing Reports

Keys To Success Defining the Question – The single most

important key to success in reporting is to define what you want to know or understand better about your operation

Know your data and how it is entered Know what fields are entered, what they mean, and

how you can use them to differentiate Have defined data entry procedures Assure consistency across personnel and time

Customize layouts, look at all fields available, cut down to useful ones

Your level of comfort and confidence will rise by spending time with the data

IE36 / ZIE36D – Vehicle Data

Contains: All vehicle information VIN , Total Mileage, Description, Model Year,

Acquisition Date, Manufacture, Status, etc. ZIE36D also has odometer readings (can differ

when the odometer/dash was replaced), and the ability to get a total mileage at a date in the past

Uses: Bus Statuses, Size, Age, and Mileage for Bus

Routing TD-10 – Bus Inventory Report Launching point for other reports when the

questions involve specific vehicles

ZIP24 – Outstanding Preventive Maintenance Orders and Monthly

Inspections Contains: Incomplete MIs and PMs

Vehicle, Description, Type of PM/MI, when it’s due, and whether it’s overdue

Uses: Daily for printing of MIs and PMs Daily for scheduling PMs as mileage data is changing Reviewing how much work is outstanding to know

what’s ahead to work on, and how far ahead or behind the operation is

Keep an eye on data entry to assure it is occurring in a timely fashion

If I had to pick one report every director should review it would be this one.

ZPM_COMPLYThe ZIP24 of Completed PM

Orders and MIs

Contains: Complete MIs and PMs Vehicle, Description, Type of PM/MI,

when it was due, when it was done, labor and cost information

Uses: Reviewing how MIs and PMs were

completed during a longer period of time.

Sample Question: How many PMs were more than 500 miles late, and who was responsible for those PMs?

IW33/IW40 – Detailed Work Order Data

Contains: Work Order Information (TD-18, PM, and MI data)Description of work order, date of completion, types

of costs incurred, parts used, labor hours, etc. IW40 is highly customizable and can be used to

review the complete history of the vehicle in any way desired

Uses:Reviewing data entry for consistency and

completeness Sample Question:

Was this work order entered correctly? (Does it match the paperwork?)

IW39 – Work Order List

Contains: Work Order Information (TD-18, PM, and MI data)Description of work order, date of completion,

cost involved, who entered the work order Uses:

Reviewing data entry for consistency and completeness

Looking at the history of a vehicle or set of vehicles for recurring issues

Sample Question: How many work orders are being entered into

the system each month and by whom?

IW49N – Work Order Operations

Contains: Work Order Information and Operation InformationSame as IW39 but line items are per operation

rather than per order and contain additional operation data such as operation description and time for that line item

Uses:Looking at the history of a vehicle or set of vehicles

for recurring issuesSeeing work order operations by VMRS codes

Sample Question: How much work has been done on air conditioning

this school year?

ZMB19 – Current Material Stocks

Contains: Parts Stocked by Storage LocationDescription, Part Number, Quantity on Hand,

Current Value of Stock on Hand, Usage Uses:

Reviewing Stock for Appropriate Quantities and Values

Spot Checking Inventory Sample Questions:

How many months worth of fuel filters do I have on hand? What is low and needs to be ordered?

ZMB20 – Material Transactions

Most useful inventory movement report

Contains: All movement of materials including purchases, use, adjustments, and transfers Description, Part Number, Quantity, Value, Work Order, Vehicle,

Price and Stock on Hand Currently and at Time of Issue / Receipt

Uses: Reviewing receipts for appropriate quantity and value Checking for stock adjustments and looking for erroneous

issues to vehicles Used extensively for the TD-1 Annual Report

Sample Questions: What vehicles received 11R22.5 tires from January 1 to

February 28? How many were recap and how many were new tires? Do any of the quantities not make sense?

Were all parts and fuel received into inventory at correct (or at least reasonable) prices this week?

ZMB36 – Material Transactions

Contains: All material use information for a particular vehicle over a period of time. Stock and Non-Stocked Parts/Services Description, Part Number, Quantity, Value, Work Order Only report with access to individual part pricing of both

stock and non-stock parts simultaneously Uses:

History of parts put onto a single vehicle Good overview of materials usage to check for recurring

issues, and, for problem vehicles, what’s already been tried so far

Sample Questions: How often has the air filter been changed on bus 142? Were

any other filters changed at the time? Were the changes on PMs or TD-18s?

ZMB36B –Invoice Transactions (Non-stock Parts and Outside Services)

Contains: All Non-Stocked Parts/Services issues to work ordersDescription, VMRS, Text, Quantity, Value, Work

Order Uses:

Check how much is being done at local parts stores and what is being ordered one piece at a time

Review whether something needs to be stocked Sample Questions:

Are state contracts being used to the greatest advantage? How much work is being outsourced and what type?

MCIS – Monthly Cost Overview

Contains: Cost, Mileage, and Fuel Data by Vehicle Vehicle, Miles travelled, Fuel used, oil burned Cost of: Fuel, oil, tires, stocked/non-stocked parts,

labor, and services costs. Uses:

High level overview of vehicles Monthly refund report for local vehicles Last opportunity to review data monthly for big errors

(new engine charged to the wrong work order for example)

Sample Questions: Have any vehicle odometers stopped working? What MPG am I getting on various vehicle and route

types?

Here to Help

I want you to use the data in BSIP not just file it away.

Knowledge of the system and of your own practices are needed to create the best reports to answer questions.

Please call or email any timeKevin.Harrison@dpi.nc.gov919-807-3579