Document Management in SAP PM

Greg Olynyk
Catalyst Paper Corporation Ltd.

© 2009 Eventure Events. All rights reserved.

About Greg Olynyk

• Greg is an SAP PM and PS Trainer for Catalyst Paper. 

• Since 1997 he has acquired valuable experience in the
manufacturing industry both in Maintenance and
Engineering systems in SAP. 
• Greg has been involved in creating training manuals, tip
sheets and Captivate training modules as well as
developing and maintaining the Training Centre web
space. 
• He has over 20 years experience as an applications
trainer with various applications
About CatalystPaper.com

• Catalyst is amongst North America's leading

producers of mechanical printing papers
• With annual capacity of 2.5 million tonnes.
• With approximately 2,700 employees
• Original Go-Live Date: 1997
• Current SAP Release: SAP ECC 5.0
You are here
Mill Locations in Canada
Crofton, BC
Port Alberni, BC
Campbell River (Elk Falls), BC
Powell River, BC
Snowflake, Arizona
Document Management in SAP PM

• Managing documents is difficult and time consuming for the frontline

SAP PM user.  Yet file management is important and, in many cases,
required for maintenance and repair work to be initiated.  Our
planners used to spend hours manually creating document packages
for their work crews.  Now, with the use of task lists, PRTs, and Work
Order attachments, they have automated many repetitive procedures
and provide the crews with better information in an easier method.  In
this presentation, I will describe how we are streamlining processes
for document management.
Lessons:

• Ways to save time and frustration

• Naming conventions are important
• File management skills are important
• Linking is better then embedding
• Document retrieval should be easy
Why Documents?

• “A Picture is worth a thousand words”

• Improves communication
• Provides field technicians with information to do
their jobs
• You can do it all in SAP
• We use a third party Printing Add-on to produce
document packages for work orders
Horror Stories…

• 12 page print out !

• Attachments fill up SAP server, use links only
• Poor File management skills…people make
mistakes, rename, move, no naming
conventions, poor folder structures
• Personal Mapped drive links
• Symbols in Filenames #$%&*
• BMP (huge file size)
What is a Document ?

• Job procedures, lock-outs, sketches, drawings,

pictures, work lists
• Check Lists (Excel can have multiple authors)
• Inventory Pictures
• Manuals
• Videos
Topics

1) Storing Documents
2) Creating SAP Documents (links)
3) Object Links in “Document Settings”
4) BOM Links
5) Task List Operation Links (PRTs)
6) Work Order Operation Links (PRTs)
7) Object Links, esp. PM Work Orders
8) Print Manager from Prometheus within PM
Work Orders
Topics Simplified
Storing Documents on Network

• Network Places - Read / Write

• Directory Protocol (by Planner GRP or FL)
• Naming Conventions (asset #, noun)
• File size (compression , batch resize jpg)
• Linking issues
– Avoid user mapping
– Avoid renaming or moving files
Creating Document Links in SAP (CV01N)

• Access via data carriers for Consistency

• Document Types (Drawings, JSP, ISO)
• Versioning (gotcha)
• Release Strategy
• Auto-numbering Documents
• Naming Conventions (so you can find them)
CV01N (New SAP Document “link”)
CV01N (New SAP Document “link”)
Basic Attributes

• Application associated
• Data Carrier by file type
• Browse to the document
Object Links

• Select the Object Links tab;

• Select the Appropriate Object Tab
• Specify the Object(s)
Object Links

• By associating a document to an object(s)

(example; FL or EQ), the master sheet and any
Notification or Work Order created to that object
will have the link available via the icon
• Note: This does NOT add it to the BOM(s)
Documents in BOMs (IB02, IB12, CS02)
• Technical Objects > Bill of Material > FL BOM > Change
D is for Document
Searching Document
Order of Items
Verify
Documents in Work Orders

• PRT in Task Lists Operations (IA12)

• PRT in Work Order Operations (IW32)
• Object Links (PM Work Order)
PRT in Task Lists Operations (IA12)
PRT in Work Order Operations (IW32)
WO Header Documents

• Supports URL to website(s)

• Do not attach JPG directly
• Paste image into WORD
• Arrows and Call-outs in WORD
• Save file into read/write network directory
• Show path in WORD, Excel, PPT (Web toolbar)
• Rt click > “Open With” >Internet Explorer for PDFs
Attachments copy file to SAP

server !
View / Edit or Delete Links
Printing PM Work Orders

• Work Order Print Manager by Prometheus

• Shop-papers (un-released Work Orders too)
• WO Header Attachments (defaults to Print)
• PRTs (defaults to Print)
• FL / EQ documents
• Can control at operational level with WOPM
Inventory Images (MM)

• Link to re-sized JPG (<50K)

• Image resizer (batch processing)
• Grid background
• Build into receiving / business process
• Images show in Search Materials (ZMSE)
• Images show in Material Masters GuiXT(MM03)
ZMSE (any document type)
MM03 (GuiXT Script supports JPG only)
Conclusions

• Requires good file management skills

• Common server for documents
• Avoid storing on your SAP server
• SAP has various document linking methods
• Printing documents should be easy…
• Gets info out of people’s individual desks out to
all on the floor, easily accessed !
 Questions ?

Greg Olynyk
Catalyst Paper Inc
greg.olynyk@catalystpaper.com

© 2009 Eventure Events. All rights reserved.