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Please contact us to for additional information John Hoke – [email protected] – 252-353-4811

Lorri Craig – [email protected] – 252-670-5593 www.rsi4sap.com

Custom SAP Reporting Utilizing Queries

Two significant opportunities with plants that use SAP PM:

Effortlessly getting the business decision making reporting out of SAP PM, and Reliably getting the data input into SAP PM that will allow those reports to generate.

For the past 15 Years, Reliability Solutions, Inc. has focused on supporting an organization’s ability to appreciate the value of correct data input into SAP PM

(the old garbage in / garbage out syndrome), but we have finally arrived at the point that reporting challenges have become the

immediate barrier to our customers. RSI is tackling that opportunity with a renewed focus. Plants that do lack the advanced tools need something more practical and

powerful. A solution that is quick and effective for 90% of your SAP PM reporting is

- SAP Queries.

SAP (PM) Reporting Tools Converting SAP Data to Business Intelligence within SAP is accomplished 1 of 5 ways:

If your company has an installation that has a robust SAP Business Warehouse tool and support, there is no better way to extract effective SAP PM reporting.

If your company has a responsive and talented ABAP team that can develop custom code reporting from your requirements, nearly any report is possible.

There does exist the Standard Analysis tool such as MCI8 for Maintenance Cost Reporting, but these are few and require custom configuration to modify.

Of course, Basic List Reporting is available such as IW39 for Order Lists, IW29 for Notification etc., but these reports often stay limited within their own functionality.

There is a powerful functionality with SAP called Queries that function much like any other relational database, where many of the tables of SAP (the raw data) is made available to create relationships between functionalities that can create effective reporting.



As part of this document, we have included two examples of Queries and Query Development that show the flexibility and power of the tool. While there are the

standards, Schedule Adherence, Overdue PM’s, etc., we feel it is important to expand the horizons of the user’s expectation of what kind of business information is possible.

One of the examples is a Query that…

By Equipment Type and Equipment Number: A Listing of Work Orders with Labor and Material Costs totaled for the current budget year

and The Downtime Cost associated with Orders that created the Production Downtime

And it looks like this…

Now that is the True Cost of Equipment Reliability!

For those of us that were responsible for Equipment Reliability Improvement, we know that improvement is driven by Equipment Type (we want collateral benefit across all equipment of that type) when we implement our improvement strategy. This report shows where the

opportunity resides and needs to be readily available to track improvement.



The Pros and Cons of SAP Queries We do want to be up front with the advantages and disadvantages of what Queries can do, but

in so many cases, it is a great solution.

Pros Cons Queries can utilize data from any available table to link

functionalities Queries have calculation abilities Fields can be labeled as desired With the Transactional Permissions, a Query can be built

without any custom ABAP coding Query Report Design typically takes less than a one week Modifying a Query Report is typically less than a day Query design is Highly Transparent on how the Query is

built and its Functionality. (there are times that equivalent custom ABAP coding can take up to 50-100 pages of code to accomplish the same result)

Queries can be designed, built, and tested in the Production Client. The best way to test a report is with live data

Queries can be easily converted to transaction codes to share with any or all users

Queries function like most list reporting, with Selection and Display Variant to customize for each user’s need

Not every SAP Field is accessible through a Table available to Query, SAP does store some data in Structures (think of it as a three-dimensional table)

Not every field is populated in every table (This is dependent on the customer configuration and application)

Queries do require an extensive knowledge of the SAP table and how data is stored in the tables

Queries do not have graphical display or pivot table capabilities

RSI has invested in developing the skills with SAP Queries to support our customers’ need for more effective reporting. While there are some barriers to a small portion of data accessibility, we have developed a good working knowledge of knowing where to go get the data to see if it is available, and how to use it. We are also well versed in how to easily download Query Reports

into Pivot Tables and Graphs in MS Excel to gain the ultimate flexibility in presentation.

Let RSI make SAP Queries work for you!



Example SAP Reports You May Have Not Seen Before

It is important to identify what business information you want from SAP before you limit

yourself to what you think is possible in SAP Reporting

Here are two Queries that were built and the business case behind them. Query 1 – The Plant Production Team wanted a report that aligned the Maintenance and Production Cost of Downtime in one report. This particular plant did not have access to a Production Downtime Tracking system, so they wanted a way to insert a Production Downtime Cost associated with Equipment Failures, along with the cost to perform the actual repair. They also wanted a report that ratioed Preventive Maintenance Spending to Corrective Maintenance Spending to see if the Preventive Maintenance process was reducing overall Equipment Reliability Impact. The Plant Maintenance Team needed to report the data in such a way to isolate opportunity by Equipment Type, Manufacturer, Criticality and other important Equipment classifications. Query 2 – The Stores Team wanted to be proactive and see how they could support maintaining an effective inventory for Equipment Bills of Materials, especially for Critical Equipment. The Maintenance Team liked this idea, but they were mostly happy because SAP PM does not provide a standard report for Multiple Equipment BOM Materials Listing. There is a Material Where-Used Report, and a Single Equipment BOM Report, but not a collective Equipment BOM Report. The detail on the reports are as follows:



Query Example No. 1 - Equipment Reliability Cost The obvious first step is to decide where the raw data is to reside. In general, we are taking an Order Table VIAUFKS and linking it to:

Equipment Table EQUI – so we can filter and sort by various Equipment Fields (Object Type, Criticality, Manufacturer/Model Number are a few examples)

Order Cost Table COSP – so we can capture the External Costs per Work Order by Period (by Month, Year) for Material Costs and Services

Order Cost Table COSS – so we can capture the Internal Costs per Work Order by Period (by Month, Year) for Labor Costs

Notification Table VIQMEL – so we can capture the Production Downtime and calculate the Production Downtime Cost.



While the Order Data is straightforward, we will clue you in on the approach used for Production Downtime. In the Notification, this particular customer utilizes the Breakdown Duration, as many of our customers do, but we add a small twist to it. Breakdown duration is designed to measure Equipment Downtime for Mean Time to Repair (MMTR) and Mean Time Between Failures (MTBF), classic reliability performance metrics. In this case we are still doing this, but we are utilizing a standard field available in the SAP Notification of (Operational) Effect as shown here:

We had configured in SAP that Effect would measure if the Equipment Downtime caused Production Downtime or Slowback, and if either of those options were selected, we would use the Breakdown Duration from the Malfunction Data.



Once all the data was linked it was up to the Query to present the data and calculations for the report. Here is an example of one of the calculations. We defined an input value for the Query of “LOSS” as the Cost per Hour of Production Downtime enterable on the Selection Screen.

If Effect is “Prod DT” (OP=3), then the Cost is LOSS*PRODDT (Breakdown Duration) If Effect is “Prod SB” (OP=2), the Cost is (LOSS*PRODDT/2) If Effect is “No Impact”, the Cost is Zero.

So, when you run the report, the Selection Screen looks like:



And the Report ends up displaying:

For this report, we did set up a totaled report here, but also set up a Selection Variant that would be easily downloadable to a pivot table to provide the graphics that we all appreciate being able to display as business decision making information.



Query Example No. 2 - Equipment BOM Status The obvious first step is to decide where the raw data is to reside. In general, we are taking an Equipment Table V_EQUI and linking it to:

Equipment to BOM Link Table EQST – this provides the link between the Equipment and Bills of Material. From this table we link

o BOM Item Table STPO – so we can capture all the Equipment BOM Items on that Bills of Material. From that table we link the following tables: General Material Table MARA – so we can capture the Material Fields

needed for Selection Screens filtering criteria. Material Description Table MAKT – every so often, it is necessary to link

tables just to get field description. In Queries this is rare, when running Transaction SQVI, this is often necessary.

Storage Location Data Table MARD – so we can capture inventory status for the BOM Materials.



The Equipment BOM information is relatively straightforward, but we did want to insert a visual cue in the report that would collectively show all the BOM Materials that did not meet the BOM Material required quantity. We entered a calculation that displays a visual cue if this was to happen. (We will let you in on a trick, you will notice that we had to include a caveat that the Material Field needs to not be blank, because not all BOM items have material numbers! These are the little things that make the report run correctly!)

So, when you run the report, the Selection Screen looks like:



And the Report looks ends up displaying:

We also set up a Selection Variant that just showed the BOM materials with lower stock than needed for the Equipment BOM for Critical Equipment:

The really great thing is that the Stores Team has access to this report also! Great Reporting is not only useful to you, but to the people that support your success by seeing opportunity to make you successful before you see it!

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