You can use BW-BPS (Business Information Warehouse - Business Planning and Simulation) to plan budgets in Plant Maintenance and Customer Services. A maintenance budget generally refers to the budget for all costs that arise in relation to the inspection, maintenance, and repair of technical assets in a certain time period.
PLM318 Lesson: Budget Planning
I n t e r n a l U s e S A P P a r t n e r O n l y
I n t e r n a l U s e S A P P a r t n e r O n l y
The ERP system transfers the required data to BW, and the Maintenance Cost Budgeting (MCB) application provides an integrated planning environment for the data.
The planning process contains at least the following individual steps:
• The responsible manager/maintenance manager creates one or more planning versions for specifying the budget (for example, minimum version, maximum version). He or she can draw on historic data as the basis for budget planning.
• The manager sends a version of the specified budget to the responsible maintenance planner.
• The maintenance planner uses BW reports to draw up a budget proposal. These reports are created, for example, by extracting maintenance data from ERP EAM (zero-based or history-based). The maintenance planner sends the budget proposal to the manager.
• The manager approves or rejects the proposal (iterative process).
• The result of this approval process can be forwarded to the ERP system using a BAdI. This forms the basis for the actual maintenance planning process.
Hint: Retraction of the planned budget in the ERP system is not automatically carried out in the ERP system. You can use the BADI UPA_MCB_RETRACT to implement it manually (more information is available in transaction SE18).
After retraction, the budget can be assigned in ERP as follows:
• From Project System using WBS elements
• From Investment Management using investment program items It is still not possible to directly assign the budget to the technical object.
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Figure 50: MCB Roles
You must carry out a number of tasks, depending on the role assigned to you in your company's maintenance organization. SAP has identified the following roles for the planning process:
• MCB administrator: Responsible for MCB Customizing, and defining the budget planning process
• Maintenance manager: Responsible for defining, triggering, monitoring, and completing the budget planning process
• Maintenance budget planner: Responsible for planning the budget for his/her own area of responsibility
• Maintenance engineer: Responsible for ensuring that operational maintenance master data is complete and correct (not an MCB user)
• BW operator: Responsible for BW-BPS data (not an MCB user)
PLM318 Lesson: Budget Planning
I n t e r n a l U s e S A P P a r t n e r O n l y
I n t e r n a l U s e S A P P a r t n e r O n l y
Figure 51: Planning scenarios
The planning scenarios outlined in the graphic above are available for the
history-based and zero-based budgeting methods. You can use budget categories to classify a budget in relation to the planning of a maintenance measure (for example, preventive, planned, or unplanned).
• Preventive ($M): Costs from routine maintenance work that is planned using maintenance plans
• Planned ($P): Costs from sporadic maintenance work, that is planned using task lists or individually using orders.
• Unplanned ($U): Costs that arise from an unplanned maintenance measure, such as repair of a machine breakdown caused by damage
The individual budget categories are linked to the specified planning scenarios by the zero- or history-based budgeting method. In the standard configuration, the costs for the budget category proposal can be broken down as follows:
For the zero-based budgeting method, the values are determined using the maintenance plan scenario.
For the history-based budgeting method, the values are determined using the historic or ad-hoc scenario.
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Figure 52: History-Based Planning Scenario
For the history-based budgeting method, you create your maintenance budget using historic data, in particular historic actual costs from maintenance and service orders.
You upload historic data for actual costs from maintenance orders or settlements from your ERP system into InfoCube 0PM_C01 in BW.
Data from InfoCube 0PM_C01 must be copied into the BPS Planning Cube 0PM_C06 using the Cube Copy function. This is how you aggregate your data for your MCB planning application.
This data serves as the planning basis for your maintenance budget.
The following planning scenarios exist for the history-based budgeting method:
• History-based scenario: This planning scenario is based on historic data, for example, the equipment history, or maintenance orders for your vehicles, equipment, and pumps.
• Ad-hoc scenario: This planning scenario is based on ad hoc or customized data entry. That is, when you create budget proposals using this budgeting method, you do not have to base them on historic data.
PLM318 Lesson: Budget Planning
I n t e r n a l U s e S A P P a r t n e r O n l y
I n t e r n a l U s e S A P P a r t n e r O n l y
Figure 53: Zero-Based Planning Scenario
When using the zero-based budgeting method, you create a budget based on planned data, in particular simulated planned costs.
Rather than being determined using actual data, the budget is drawn up based on planned tasks.
Task lists and maintenance plans are used as planning aids. The planned value of the services in the budget (work, external services, material) is determined automatically and are used as simulated costs to form the basis of budget planning.
You upload the planned data from existing task lists or maintenance plans in your ERP system into InfoCube 0PM_C05 in BW. Data from InfoCube 0PM_C05 must be copied into the BPS Planning Cube 0PM_C06 using the Cube Copy function. This is how you aggregate your data for your MCB planning application.
The following planning scenarios exist for the zero-based budgeting method:
• Task list scenario: Planning based on the cost simulation of task lists
• Maintenance plan scenario: Planning based on the cost simulation of maintenance plans
• Ad-hoc scenario: Planning scenario based on ad-hoc or customized data entry.
That is, when you create budget proposals for this budgeting method, you do not have to base them on historic data.
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Figure 54: Budget Distribution
The maintenance planner can use history-based or zero-based budgeting methods to create budget proposals. The planner can distribute the data to the defined periods manually or using planning functions.
You can use the following planning functions to distribute the budget:
History-based budgeting method: For the history-based scenario you can leave period distribution the same as the way in which costs were incurred for past orders.
Alternatively, you can use the ad-hoc scenario to distribute the budget proposal evenly across the periods.
Zero-based budgeting method: For the task list scenario, the budget proposal is distributed evenly across the periods based on task lists.
For the maintenance plan scenario, the budget proposal is divided across the periods in the same way that the costs are incurred in the maintenance plan schedule.
For the ad-hoc scenario, the budget proposal is distributed evenly across the periods.
PLM318 Lesson: Budget Planning
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I n t e r n a l U s e S A P P a r t n e r O n l y
Figure 55: Data Model
The budget data cube (0PM_C06) provides the content displayed in the Web interface.
The Web interface is a single point of access to all planning scenarios for planners and managers.
Customizing functions are available in three different areas in MCB:
• Centralized Customizing settings (IMG)
• BPS (transaction BPSO)
• BW for hierarchy information
You can use the status and tracking system in budgeting for Plant Maintenance and Customer Service, to monitor the automated progress of different tasks in the budgeting cycle and set up automatic e-mail dispatch.
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Figure 56: Status and Tracking System
PLM318 Lesson: Budget Planning
I n t e r n a l U s e S A P P a r t n e r O n l y
I n t e r n a l U s e S A P P a r t n e r O n l y
Lesson Summary
You should now be able to:
• Use the planning function BW-BPS to plan maintenance budgets
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Unit Summary
You should now be able to:
• Use the planning function BW-BPS to plan maintenance budgets
PLM318 Course Summary
I n t e r n a l U s e S A P P a r t n e r O n l y
I n t e r n a l U s e S A P P a r t n e r O n l y
Course Summary
You should now be able to:
• Run maintenance-specific reports in the ERP system
• Explain basic principles of data update in Enterprise Asset Management
• Describe data modeling in BW
• Explain and use business content for Enterprise Asset Management in BW
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I n t e r n a l U s e S A P P a r t n e r O n l y
I n t e r n a l U s e S A P P a r t n e r O n l y
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