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Equipment and Tools Management for Construction

SAP Best Practices for Engineering, Construction, and Operations

SAP Best Practices

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Scenario Overview –444 Equipment and Tools Management

Purpose Addresses the unique requirements of self performing construction companies, building

contractors and equipment distributors by handling the industry-specific business processes such as equipment planning, -processing, -settlement and evaluation of resources (equipment and materials) including performance measurement.

Benefits Improve the availability and tracking of equipment Manage the increasing administrative workload Reduce handling and administration cost Introduce most flexible prices and account determination Optimize equipment utilization Improve the visibility of profitability, TCO and return on asset and equipment

Key process flows covered Timebased Equipment Process Timebased Equipment Process including 3rd Party Rental Equipment Performance Based Equipment Process Non-Consumable Material Process Consumable Material Process

Purpose and Benefits:

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Scenario Overview

Required Enhancement Package 4 for SAP ERP 6.0 DIMP-Extension (Switch Framework)

Company roles involved in process flows Equipment Administrator Project Manager

SAP Applications Required:

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Scenario Overview

Time-based Equipment Process This business process describes the planning, dispatching and settlement of time based

equipment. Time based equipment can be single- or multipart equipment, which are shipped via an ETM shipping document and are settled due to time/days they have been on a recipient/location and its quantity. The shipping document allows the tracking of each equipment (single- and multipart). A time based equipment is settled periodically with a fixed price, whereas it is not relevant, how often an equipment has been used (in operation). A typical time based equipment is a crane.

The time based equipment process starts with an equipment request of a project manager or foreman. He needs a crane with a certain specification (e.g. Hook high max. 20 mtr.) for a certain period. The project manager or foreman can either enter an ETM requisition note directly by himself or he calls the equipment manager/administrator (responsible for all equipment) and he than will enter the requirement in the system. After the equipment manager has assigned the request to an equipment, it will be send out to the project. Typically month end the settlement and billing run takes place.

Detailed Process Description:

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Scenario Overview

Performance Based Equipment Process This business process is used to record performed equipment hours, used amount of fuel and oil

(e.g. liter), amount of kilometers etc. for a project and to settle performance based equipment (PBE). PBE’s are settled due to its performed hours respectively its quantity. Performance based equipment - mostly very expensive single equipment – are send out to a construction side via a shipping document (for tracking), but parallel to this a performance based equipment document (PBE document) is entered to control the usage of single equipment. A typical performance based equipment is an excavator.

The performance based equipment process starts analogue to the time based equipment process with an equipment request of a project manager or foreman. He needs an excavator with a certain specification (e.g. Power 50 kW) for a certain period. The project manager can either enter an ETM requisition note directly by himself or he calls the equipment manager/administrator (responsible for all equipment) and he than will enter the requirement in the system. After the equipment manager has assigned the request to an equipment, it will be send to the project.

Daily or weekly – depending on organization rules - the performed equipment hours are entered via a PBE document to the project/recipient. After all PBE documents for the period have been entered, the settlement can run, which will recognize, that beside the shipping document for the same time a PBE document exists and would treat it dependent.

After the settlement list has been created and checked for its correctness through the project manager or foreman the billing run takes place.


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Scenario Overview

Non-Consumable Material ProcessThis business process is used if standard material, called non-consumable material e.g. site

facilities, ladders etc. has to be shipped from a warehouse to a recipient (debtor master with enhanced ETM view) together with equipment in one ETM shipping document or has to be taken out of a magazine

In both ways, non-consumable material is given back to the magazine or the warehouse via ETM shipping document after it has been used. This saves time and costs for transports and administrative effort. Magazines are a kind of “little project warehouses “ on big construction sites/projects.

The process in ETM is called “sales and repurchase of non consumable material” to and from a recipient/project - to and from a warehouse. This means, construction sites “buy” non consumable material for a fixed price and after the non consumable material is given back to either the magazine or the warehouse a reduced value will be credited to the project (automated repurchase process).

When the periodically settlement takes place, projects get debited for the received material and credited for the returned material. So the project pays a kind of provision fee for the usage of the material.

Generally the settlement of non consumable material is based on quantity and not on the time period like time based equipment!

The cost charging and automated repurchase of non-consumable material is fully automated handled via ETM!


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Scenario Overview

Consumable Material ProcessThis business process is used for shipping standard material, called consumable material (e.g.

concrete or nails) together with equipment in one ETM shipping document to reduce transport- and handling costs for projects in construction industry.

The cost charging is done by SAP standard Sales and Distribution (SD) and Material Management (MM). ETM only overtakes - logistically seen - the delivery of consumable material.

No settlement takes place in ETM for consumable materials!


Process Flow Diagram Time-based Equipment Process

Process Flow Diagram Time-based Equipment with Third-Party Equipment Rental Process

Process Flow DiagramPerformance based Equipment Process

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Process Flow Diagram Non-consumable Material Process (internal)

Process Flow Diagram Consumable Material Process (internal)

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Legend

Symbol Description Usage Comments

Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role.

The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario.

Role band contains tasks common to that role.

External Events: Contains events that start or end the scenario, or influence the course of events in the scenario.

Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario.Flow line (dashed): Line indicates flow to infrequently-used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow.

Connects two tasks in a scenario process or a non-step event

Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario

Does not correspond to a task step in the document

Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario

Corresponds to a task step in the document

Process Reference: If the scenario references another scenario in total, put the scenario number and name here.


Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here


Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond.

Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution

Symbol Description Usage Comments

To next / From last Diagram: Leads to the next / previous page of the Diagram

Flow chart continues on the next / previous page

Hardcopy / Document: Identifies a printed document, report, or form

Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines

Financial Actuals: Indicates a financial posting document


Budget Planning: Indicates a budget planning document


Manual Process: Covers a task that is manually done

Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow.

Existing Version / Data: This block covers data that feeds in from an external process

Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines

System Pass / Fail Decision: This block covers an automatic decision made by the software

Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed.

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444 scen overview_en_us