Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.

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Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.

Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo.

Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo. Nemo enim ipsam voluptatem quia voluptas sit aspernatur aut odit aut fugit, sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt.

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Neque porro quisquam est, qui dolorem ipsum quia dolor sit amet, consectetur, adipisci velit, sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam aliquam quaerat voluptatem. Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.

Lorem ipsum dolor sit amet, consectetur adipisicing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum. Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium doloremque laudantium, totam rem aperiam, eaque ipsa quae ab illo inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo.

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Step by step calibration process in SAP S/4HANA

1. What is calibration?

Calibration is the process of comparing and adjusting the accuracy of a measuring instrument or system to ensure it provides correct results. It involves testing the device against a known standard or reference to identify and correct any errors in measurement.

Example:
Imagine you have a scale to weigh items. Over time, it might drift and show slightly incorrect weights. To fix this, you compare its readings with a known weight (like a 1 kg standard weight) and adjust the scale so it reads exactly 1 kg when the weight is placed on it.

Why It’s Important:
Calibration ensures that measurements are reliable, consistent, and meet the required accuracy for tasks in science, industry, or everyday use.
Calibration process is often implemented in SAP, especially in industries where accurate measurement and compliance with standards are critical. These processes ensure that instruments and equipment remain accurate, reliable, and compliant with regulatory or operational standards. In coming minutes, you will understand how it works in SAP and what has to be set-up to have Calibration process in S/4HANA in place.

2. Are calibration and inspection process the same?

For SAP folks Calibration and Inspection may sounds the same. At some point, they are similar, but for sure they are not the same. Calibration ensures that measuring devices used during inspections are accurate. For example, a calibrated micrometer might be used to inspect the dimensions of a product. Calibration focuses on the tools used in measurements, while inspection focuses on the objects or systems being measured or evaluated.

3. Calibration process of Torque wrenches – real business case

Before I show you an overview of SAP steps, which are performed for Calibration – let’s understand the Business Case. Texas Workshop, a growing auto-repair shop in Texas specializing in car diagnostics and repairs, uses precision tools and equipment such as for example torque wrenches. They use it for tightening the lug nuts on a tire and want to make sure they are using the right amount of force. A torque wrench helps apply the precise torque (tightening force) to the lug nuts. However, like any tool, the wrench can lose its accuracy over time due to wear, usage, or even a drop. To ensure it’s working correctly, they need to calibrate it regularly.

How is the calibration of torque wrenches being performed?

1. Gather Tools: Get a torque tester or calibration tool, and place the torque wrench on a stable surface.
2. Set Torque: Set the torque wrench to a middle value (e.g., 50 Nm).
3. Attach to Tester: Connect the wrench to the torque tester or calibration tool.
4. Apply Torque: Slowly tighten the wrench until it clicks, and check the tester’s reading.
5. Adjust if Needed: If the tester reading is off, adjust the wrench using the calibration screw or settings.
6. Test Again: Repeat the process at different torque values (e.g., 25 Nm, 75 Nm) to ensure accuracy.
7. Mark Calibration: Once accurate, mark the wrench with a calibration sticker or log the result

4. SAP S/4HANA – Calibration prerequisites

As I stated at the beginning of this article – Calibration processes can be performed in SAP. Planning, execution, reporting – this can be done in SAP S/4HANA. Of course, there are specific prerequisites, which have to be met. First of all – you need SAP PM/EAM and SAP Quality Management modules in place. It means, you need experience in both areas. Don’t worry – in QM you don’t need to be a huge expert, you don’t need to know everything in this area. In a nutshell, this is what you need from SAP Master Data and Configuration perspective to have Calibration processes in place:

1. Equipment category for Measurement Equipment
2. Equipment category for standards (PRT)
3. Catalogs (QS41/QS42)
4. Maintenance Plan Category for Calibration
5. Inspection type 14
6. Setup Results Recording Profiles
7. Master Data: Characteristics
8. Master Data: Equipment (PM)
9. Master Data: Measuring Points / Characteristics for MIC
10. Master Data: Master Inspection Characteristics (QM)
11. Master Data: Task Lists for Calibrations (PM/QM)
12. Master Data: Inspection Methods (QM)
13. Master Data: Sampling Procedure (QM)
14. Master Data: Maintenance Strategies (PM)
15. Master Data: Maintenance Plans (PM)

5. Calibration process of Torque wrenches with SAP S/4HANA EAM and QM

Now we will replicate the above Business Case in SAP. Let’s say, the necessary master data and configuration is there. So what’s the process like?

1. Scheduling of Calibration Maintenance Plan.

The torque wrench is reflected in SAP as an Equipment. Maintenance planner defined, regular, monthly calibration has to be performed. Therefore, a maintenance plan has been created. The step is pretty much the same like for normal, preventive maintenance work. However, for Calibration specific setup of master data has to be done.

Task list, with reference to Equipment, Master Inspection Characteristics (MIC) and inspection point 300 is there. For the calibration, a standard instrument (torque tester) will be used. In SAP this one is reflected as PRT Equipment, which is then assigned to specific operation. The planner defined the scheduling parameters. The maintenance plan will be called by a background program once it’s due.

2. Generation of Calibration Work Order

Work Orders, with specific order type for Calibration are generated by SAP automatically. The main difference between regular maintenance order is so called Inspection Lot. This is a QM object, and it got created because in the task list we defined inspection point 300. Why do we need it? Because this is the place where we will enter calibration results.

3. Calibration execution and results recording

Once the order is released and dispatched to technicians, the calibration is physically done by them. The as found and as left results are then documented in SAP. Another fact – if you plan to use GUI for this part, it will be a cumbersome and irritating work for your technicians. The only proper approach here is, to have a mobile solution, whether it is Fiori application or a custom solution.

4. Usage Decision

If it was regular maintenance, that would be pretty much it. However for Calibration, there is another step required called Usage Decision.
Your technicians captured Calibration results, these are already in SAP. Now it’s time to decide, if the torque wrench can be used, or requires some adjustments. In some companies, the usage decision part is like an approval, 4-eyes principle. Calibration was done by technicians, but this step is done by a Manager or Supervisor.

5. Order review and closure

This part is the same, line in any other PM Work Order. The order gets reviewed by the Planner/Supervisor and can be technically closed. No rocket science here.

6. Summary

Is SAP the right system to plan, perform, and document calibration? If you ask me, I think SAP is definitely not the best system for these activities. There are other solutions like Blue Mountain RAM etc., which are tailored specifically to this part of business. Moreover, if your plan is to implement calibration related processes in SAP – you need a mobile solution here. Capturing results as found as left, scanning QR code of instruments, checking latest calibrations by technicians once they are on field – this is the must.

Key takeaways from this article:

• Calibration aint the same what Inspection
• However Calibration can be done in a form of a round, using Inspection Checklist functionalit
• Calibration involves QM module
• However if your Client needs a light version, they dont have GxP standards etc. its possible to perform Calibration without QM, with PM objects
• you need mobile solution on top, to support your technicians with on-field, user friendly solution for capturing and retrieving calibration data

Hungry for more? If u want to delve into SAP PM/EAM check out my Ultimate Course.
If you want to stick to free content, make sure u also subscribed my YT channel.

Cheers,
Dan

SAP S/4HANA BPML for PM/EAM – everything you gotta know

Business Case

This is already well known and protected tradition on this blog and my YouTube channel. Let’s go.

Texas Workshop, a well-known car repair chain in Texas, is booming. With a reputation for reliable service and expanding locations across the state, they’re busier than ever. But behind the scenes, managing maintenance for hundreds of lifts, diagnostic machines, and tools has become a major challenge. Equipment downtime leads to service delays, unexpected repair costs, and frustrated customers waiting longer than they should.

The leadership at Texas Workshop realized they needed a smarter, more organized approach to maintenance to support their growth. They decided to implement SAP S/4HANA’s Plant Maintenance (PM) module to centralize and streamline maintenance operations. But as the project began, a new question surfaced: How do we capture and align every maintenance process across multiple locations and ensure it fits into SAP’s system?

They knew they’d need a tool to help them map out and standardize every maintenance process—scheduling inspections, handling emergency repairs, tracking spare parts, and more. Without a clear roadmap, implementing SAP S/4HANA would be chaotic, and crucial maintenance tasks could slip through the cracks. That’s when the team started looking into something called the BPML.

What is BPML?

First of all – what does it stand for? By BPML we mean Business Process Master List. It is a critical tool for managing and understanding the end-to-end business processes within an SAP implementation or migration project, especially during the planning, blueprinting, and realization phases. BPML is mostly in a form of a powerful excel sheet, with various information. Have a look at a small snippet of it.

The Business Process Master List serves the following primary functions:

1. Mapping Business Processes: It lists and categorizes all business processes and sub-processes that an organization will implement within SAP S/4HANA. The BPML is essential for both project stakeholders and implementation consultants to understand the full scope of the project.
   
   
2. Guiding Configuration: Each process or sub-process listed in the BPML is linked to specific configurations and modules within SAP S/4HANA. By following the BPML, consultants ensure all processes are correctly configured according to organizational requirements.
   
   
3. Project Management Tool: The BPML provides a structured, checklist-like approach for project teams to manage and track implementation progress. Each process in the list has associated tasks and status markers, allowing project managers to monitor completion and address any issues efficiently.
   
   
4. Testing and Validation: BPML aids in defining the test cases for different business processes, ensuring each mapped process is correctly validated through various phases of testing, such as unit testing, integration testing, and user acceptance testing.
   
   
5. Documentation and Knowledge Base: The BPML acts as a repository of documented business processes, configurations, and customizations, serving as an important resource for training and knowledge transfer.

BPML vs BPMN

It is common to misunderstand BPML (Business Process Master List) and BPMN (Business Process Model and Notation) in SAP S/4HANA projects, as they both relate to documenting business processes but serve distinct roles. BPML is a structured list of business processes that acts as a checklist for tracking configurations, roles, testing requirements, and project progress. This list, usually managed in tools like spreadsheets or SAP Solution Manager, helps project managers and SAP consultants ensure that each required process is addressed, configured, and tested, giving a high-level view of project status.

On the other hand, BPMN is a visual notation that uses flowchart-style diagrams to depict the sequence and interactions within each business process in detail. With symbols for events, tasks, decision points, and process flows, BPMN provides an operational perspective that helps both business and technical teams understand process flows at a granular level. Tools like SAP Signavio or ARIS are commonly used to create BPMN diagrams, which are especially helpful during the Explore and Design phases of SAP projects to clarify workflows, identify any customizations needed, and ensure alignment with business requirements.

In practice, BPML and BPMN complement each other. The BPML outlines the list of processes to configure and test, guiding Fit-to-Standard workshops and tracking configuration progress. Meanwhile, BPMN diagrams offer a deeper, visual view of each process flow, aiding in the detailed analysis, testing, and training stages. Together, BPML and BPMN support a comprehensive approach to SAP S/4HANA implementations, where BPML ensures high-level process tracking and BPMN fosters detailed process understanding and communication.

Advantages of Having a BPML for SAP S/4HANA Plant Maintenance (EAM)

For SAP S/4HANA projects, particularly in modules like Plant Maintenance (PM) or Enterprise Asset Management (EAM), having a Business Process Master List (BPML) offers numerous advantages. Here’s how a well-structured BPML supports effective implementation and maintenance of PM/EAM in SAP S/4HANA.

How to get a BPML from SAP?

If you are looking for a complete list from SAP, for example in a form of an excel – I don’t bring good news. They do not provide such document. However, what they provide is a list of so-called Best Practices. It’s a collection of standard processes, per Line of business (module) with steps, test scripts and configuration details. What you gotta do is launch the Process Navigator website and access processes relevant to your LoB. Since this article and the whole blog is mostly about PM/EAM – below we do it for Asset Management.

What you see above are BPMN steps, and now your task would be to move them into excel.
It is manageable, but of course – it’s tedious work.
If you want to get a ready BPML in few seconds – first try googling it.
Second – scroll down, as I got you covered.

Detailed BPML for SAP S/4HANA PM/EAM

If you follow my Youtube channel, or basically you heard about me in the past – you know I am an SAP PM/EAM freak. During my SAP projects I had to equip myself with various tools, files, frameworks to speed up and organize my work. And yeah, BPML for PM was one of these things. I created it from scratch and listed most of the things from Plant Maintenance/Asset Management area. This way, once I start a S/4HANA project for PM/EAM, I grab the BPML and can easily assess, what processes may be relevant for the project, so what effort will be required, if additional PM Consultant would be needed, if we need S/4HANA or maybe additional products like Asset Performance Management, which is Cloud-based and so on.

What you see above is a snippet of a very detailed BPML for S/4HANA PM/EAM. Just have a look at it.
And again – it covers even more than S/4HANA. You will find there also Intelligent Asset Management (SAP IAM) components.
If you want to jump directly into excel and analyze it in more details – you can download it here.
There are two versions – a light one, to give you the feeling what is inside, and the regular one, with the full capabilities.

Cheers,
Dan

SAP Fleet Management step by step configuration SAP S/4HANA

What is meant by Fleet Management?

Fleet Management is a list of processes and practices, which are used to manage and optimize operations of a fleet of vehicles of an organization. The goal is, to improve efficiency, reduce costs, ensure compliance with regulations and enhance the overall performance and safety of the fleet.

There are many components involved, which form Fleet Management mission and goals. I have depicted the main ones on the above graphic. Let’s grab a few and discuss them in more detail.

Vehicles acquisition and disposal: This involves selecting, purchasing, leasing, or renting vehicles for the fleet, and later disposing of them through sale or scrapping when they reach the end of their useful life. The goal is to ensure cost-effectiveness and optimize the fleet’s operational capacity.

Maintenance and Repairs: This covers regular servicing, inspections, and necessary repairs to keep vehicles in optimal working condition, reduce downtime, and extend vehicle lifespan. It includes preventive maintenance schedules and addressing breakdowns or wear and tear.

Fuel Management: This focuses on monitoring and optimizing fuel consumption, managing fuel costs, and improving fuel efficiency. It involves tracking fuel usage, using fuel cards, and employing strategies to reduce fuel wastage, like route planning and driver training.

How IT systems could support this area?

IT system can have enormous impact on Fleet Management. If they are implemented and maintained properly, they lead to longer lifespan of vehicles and other assets, they enable real control over costs and ensure the best decisions are taken by Managers and Directors. On the other hand, low-quality IT projects can only decrease control and generate frustration and confusion. Have a look at few areas, how IT system support Fleet Management areas:

By integrating IT systems, companies can automate processes, improve decision-making, and optimize overall fleet performance.It’s really promising ‘on the paper’. The question is – Does SAP (and how) support Fleet Management? And is it good enough?

How standard SAP supports Fleet Management?

What we have to know first is, which SAP module includes Fleet Management. As you may suspect, it is Plant Maintenance, also called Asset Management or Enterprise Asset Management these days (SAP PM/EAM). This module aims to increase equipment/asset uptime. The goal is to avoid unplanned downtime and ensures production stays on schedule. It’s also vital, to create a productive working environment, which is safe for workers. If this area of SAP is totally new for you, or you want to know what’s new there starting from SAP S/4HANA 2021+ – check out my ultimate course, which covers it all.

SAP S/4HANA Fleet Management partially meets the current requirements, with a strong focus on Maintenance Management and Fuel Management. However, without strong integration with other SAP/nonSAP solutions, sensors etc. this is more manual and not efficient work, which may not suffice. This is something we are going to check right now. Let’s go.

SAP Fleet Management – Business Processes explained

If you know me from my Youtube channel or you already read some previous articles – we know how I work and present the knowledge. Only via solid, real business cases, with simple but proper explanation, no matter if u r an SAP consultant or a business person. That’s why, for the sake of this blog post, we take the following GMC Ventura van from one of my youtube videos as an example.

Just have a look at the above graphic. We see all the essential information about one of the vehicles, which form the Fleet in our company. In this case in Texas Workshop. Engine type, capacity, type of vehicle – we want to keep this things also in our SAP system. In the next minute, you will find out why.

Reflecting the vehicle in SAP system

As you may already suspect, since we are in SAP Plant Maintenance area – vehicle will be reflected in SAP system as an Equipment. This is one of the technical objects used in SAP PM/EAM. Equipment basically represents a movable object, which is relevant for maintenance, which can be also installed/de-installed from one place to another. These are the biggest differences between Equipment and another object called Functional location. We create the GMC Ventura vehicle via transaction IE01 or Fiori App Create Technical Object with all the information from the previous graphic.

Defining maintenance strategies / repairs / preventive work for our Fleet

The GMC Van and its master data are now ‘live’ in SAP. Texas workshop received clear guidelines from the company who sold them this vehicle what to do, to make the vehicle up and running. Of course, we cannot avoid unexpected situations like flat tyre, broken lights and stuff. However, to keep the van in proper condition – implementation of preventive activities is highly recommended. For this van we have the following two:

• Change the oil every 1 month
• Inspect the brakes every 3 months

These activities are reflected in SAP Plant Maintenance as Tasks/Operations which are an input for so called Maintenance Plan. In simple words we create a Preventive Plan (SAP Maintenance Plan), we define WHAT has to be done (Tasks/Operations) for WHICH Asset (Equipment). In this case we create it for the vehicle, GMC Van.

The next step is to of course define the WHEN. When the maintenance should start on the first and future dates. This is so called scheduling. By the way – if you want to know more, how scheduling parameters work, how to set them up – check out one of my Youtube videos. After this, scheduling can be done automatically, via background program, which can run for instance every morning at 6 am. This process works 100% in the same way like for other assets, equipment, functional location etc. It’s not only for fleet.

Fuel Management with SAP (transaction IFCU, Fiori Apps)

And now it’s finally time for something specific only to Fleet – Fuel Management. This business need is covered by standard SAP PM/EAM module – it applies to SAP ECC and of course S/4HANA. Okay, but what do we actually mean by Fuel Management with SAP? Here is the list of possibilities:

What you see above is the standard SAP GUI transaction IFCU – where you can register fuel consumption for a specific vehicle and date. Of course, this kind of activity requires again – proper configuration and master data preparation. We will talk about it somewhere below. Right now, what you can also notice is the below section, where users can also enter the current mileage of the selected vehicle. This way, in one screen and one go users can book fuel consumption and a measuring reading. The first activity is a pure thing from SAP Materials Management, fuel is considered as a material.

The second one is typical for Plant Maintenance, where we use so-called measuring point to book the readings. Unfortunately, SAP does not support Fuel Management with any Fiori applications. And actually, this applies to the whole Fleet Management. There is no single Fiori app here. It’s like SAP developed something some time ago and left it as it is, without any changes. This way we finished the first section. Now I will show you what to do, to implement SAP Fleet Management in your S/4HANA system. I will show you the configuration steps and master data, which has to be prepared. Let’s do it.

End to end configuration of Fleet Management in SAP S/4HANA

Proper setup of Fleet Management in SAP is a mix of SPRO configuration, PM/EAM and MM master data. Down below I listed down all the configuration steps and master data activities with detailed explanation.

1. Defining View profile for Fleet

What you see below, is the future, which we will achieve together. It’s a screenshot from Equipment Master Data, where you see the many tabs, also these relevant for fleet. To make them available this way, we have to configure so called view profile, and assign these 2 tabs there. As a reference, we use the previous profile, which is used for other assets and then we add the view layouts 130 – Vehicle ID/Measurements and 140 – Vehicle technology. Follow the below graphic to make it done.

2. Defining Equipment Category V for Fleet

Equipment category is an obligatory configuration step in SAP Plant Maintenance, which holds many settings behind it. Default SAP instance provides us with pre-defined/standard categories like for example M-machines. And this one is used in most of the cases. However, to have a clear distinction between vehicles and other assets, we create a new category V for Fleet. We activate the checkboxes, for instance we want to have change documents for this object, object info PM and important thing here – view profile. Here we assign the profile from the previous step.

3. Assigning number range to the the V – Equipment category

I believe, this step is self explanatory. Equipment once created, gets automatically some unique number. This thing is configured in this step and it works the same way like for Order types and other things, not only in Plant Maintenance.

4. Assign Partner determination procedure to the Equipment category V

5. Fleet Object types definition

Equipment in SAP Plant Maintenance can be distinguished at least on two levels. The first, the highest one is of course equipment category. The next one is so called object type. It is a standard field in Equipment Master Data. To properly configure Fleet Management, we have to define relevant Object types. In Texas Workshop they have Vans, Tow Trucks and typical cars. Therefore, we define 3 object types. I also keep some PM related nomenclature as you see below.

6. Define consumable types

In this step we configure/define consumable types – in other words, fluid types. So here we define diesel, petrol, but not only. If you got for instance Teslas in your fleet – you will also define here something like ‘electricity’. Moreover, if in vehicle master data you want to also keep information about oil type – the oil has to be defined here as well.

7. Engine type definition

Fluid and fuel types are one thing. Now it’s time to define engine types of the fleet. Diesel, petrol, LPG, hybrid, electric. Something else? Engine type is part of vehicle master data.

8. Measuring units definition (Fuel & Mileage management)

In this step we define units, which will be used in various calculations related to fuel & mileage. Depending on fuel/mass type, various SI units are applied. This step is a prerequisite for another configuration step, which you will see below.

9. Fuel and mileage measuring point definition (position) (Fuel & Mileage Management)

This step is super crucial, when you want to book fuel consumption and mileage registration of your vehicles in SAP system. The measuring point position is a standard field in each measuring point. What’s even more interesting – it is a free text field, it can be anything you enter there. The intention is to give a hint to the user, from which location/position of the selected asset, the readings should be taken. For example: Oil temperature, position: main screen of the machine. But this is not the case for Fuel Management and Mileage. Here we configure 2 positions: FUEL and DISTANCE. And then, during creation of measuring points for our vehicle, we have to mention it in our measuring point master data. If we do even a small typo like FEUL and so on – the whole logic, configuration won’t work. So have it in mind

10. Define calculation method for Fleet Consumption values (Fuel Management)

In this step calculation methods for Fleet Consumption are maintained. Once this is done, in equipment master data (transaction IE03) you can perform fuel consumption simulation/calculation for selected vehicle. Moreover, there are reports, specific for Fleet Management, which also leverage this calculation.

11. Storage Location definition (for ‘Gas Station’) (Fuel Management)

In the near future, users of your company will be able to post fuel consumption straight in SAP system. This consumption is not any different, than consumption of spare parts for example. It means, there is a specific movement type (261) behind it, there are material documents generated and stock reduction. For this purpose, we need a Storage location, created/assigned to our Plant. Moreover, this storage location should be only for Fuel Management. In the next step we will configure a ‘Gas Station’, from which the fuel will be taken.

12. Define the Gas Station (Fuel Management)

Once we have a separate Storage location for Fuel Management defined – it’s time to create so-called Gas Station. Of course it won’t reflect fully the reality. You may refill your vehicles from different places, so it’s up to you, whether for each of them you define a separate ‘Gas Station’, or you just use the one, generic. Like I did in this case. This step is obligatory, as during the Fuel Consumption procedure (transaction IFCU) you must select a Gas Station (which holds the storage location behind, and that’s the thing there).

13. Master data: Create Material number for each fuel type + pricing (Fuel Management)

We have a storage location, where our fuel will be stored. But hold a sec – to make it happen, we also need the materials itself. That’s why for each fuel type (petrol, diesel etc.) we have to create a separate material number. It’s up to you which material type you choose. What’s important – it has to be stock managed, quantity based, and you should reach out FI/CO team to valuate it (set the price).

14. Link fuel type with material number (Fuel Management)

Thanks to the previous master data step, we can now jump back to SPRO and assign the material numbers for fuel to specific fluid/fuel type.

15. Define cost object for updating material documents (Fuel Management)

We are almost at the end of the necessary configuration. If you checked my SAP EAM ultimate course, you are highly aware of the fact, costing in maintenance is pretty crucial. And this configuration point is purely about it. Your users will book fuel consumption. And in this step you have two define how the cost of fuel/other fluid will be charged. Basically on which plant maintenance object will it land. In most of the cases, the following 2 default keys are enough. You will book it against cost center maintained for the particular vehicle, or you can have a standing order, assigned in master data of the vehicle. There are also other options like for instance WBS element.

16. Master Data: Build initial stock of Fuel for the Gas Station (Fuel Management)

The configuration steps are done. It’s time to do some transactional work. We are almost ready to consume the fuel in our SAP system. We have the storage location, assigned to gas station, we got material number for the fuel. Now it’s time to build a stock. Of course, it won’t reflect the reality. For instance you can book 1 billion liters of petrol. It’s just about having the fuel stock, so we can post consumption in the future. That’s why again – it’s important to align with FI/CO on the price. Cuz if you maintain for instance the real one, you gonna have a really expensive stock in your system. And some people may not like it.

17. Master Data: Create vehicle in SAP (Equipment)

Finally we can create our vehicle in the system. In my case – GMC Van. We run transaction IE01 select the equipment category V and maintain master data. Object type, engine type, fuel type and other data. Vital here is also to maintain the indicator/key for fluid/fuel consumption. In my case I will book the consumption against cost center of the vehicle. So I selected the ‘J’.

18. Master Data: Create fuel measuring point for Equipment (Fuel Management)

This is almost the end. It’s time to create a measuring point for Fuel. Remember to enter the position ‘FUEL’, of course you have to select a characteristic and other stuff. Just have a look at the screenshot.

19. Master Data: Create mileage counter (measuring point) for Equipment

The second measuring point is for mileage. This one will be a counter, for mileage. If you maintain also an estimation of yearly mileage, you can leverage this information for performance-based maintenance (preventive maintenance).

READY to see it in action?

I have recorded the below video, where you can see Fleet Management in SAP in action. I’ve used there the configuration and master data, which we defined in this article.

If you want to deep dive into SAP S/4HANA PM/EAM world – you can have a look at my online, self-paced course, which can help you out.

Cheers,
Dan

How SAP supports Mobile experience – Work Zone, SSAM, MDK explained

Introduction

The era of SAP GUI is already behind us. Unfortunately, many experienced SAP Consultants, with over 25 years of experience are unable to understand this shift. The truth is harsh – either they adapt, or it’s time to stay behind. In this blog we will see how SAP supports mobile experience and why it’s vital to consider it in our project.

What is a mobile app?

Mobile app is a type of application software designed to run on a mobile device, such as smartphone or tablet. The definition seems to be quite obvious, however – there are things which are a bit tricky here. As an example let’s take the below two examples of apps, which were launched on a mobile device (Iphone 15 Pro).

On the left we have Ebay, and on the right Google Maps. Both are launched on a mobile device, both adapted their screen to the resolution of the end device. Does it mean, they are both mobile applications? Of course not. The first one – ebay, as you see, was launched via browser, which was opened on the mobile device. Google maps however is a pure mobile application. That’s why we will correct the general definition of a mobile app, by adding some extra comment. Mobile app is a type of application software, which has to be installed* on a device, which is dedicated for specific platforms, and which can leverage mobile devices capabilities. (*there are also hybrid apps, which do not require installation, however for the sake of this definition, we keep it very simple). These are so called native mobile apps.

Let’s take an example from SAP field – below you see two SAP products. Which one of them is a pure mobile application? Or maybe they both are?

Yes, the one on the left side – Fiori Launchpad is just a web application, opened in a browser. It is not a mobile application. If we switch off the internet, we will lost the app, we won’t be able to process any data, even display it. On the right side we see a mobile application from SAP called Service and Asset Manager. This one was installed by me on my mobile, and now I can use it – even without internet. This is one of the main, crucial differences between mobile and web apps.

Are SAP Fiori Applications mobile friendly?

First let’s all make sure we know what Fiori Applications are. They are web applications, which can be accessed via so called SAP Fiori Launchpad and which are the new way of using SAP. Their goal is to replace SAP GUI transactions, at some point. Cuz honestly, it’s impossible to replace all the GUI transactions with Fiori Apps. Moreover, it does not make sense to apply this change for everything. There are transactions, which are 100% technical, and they will run smoother and better as a GUI app, not a Fiori one. Okay, so we know what a Fiori Apps are – now it’s time to answer the question – are they mobile friendly? I would love to answer – yes, however – everything depends. It depends on the requirements coming from your Client, from the Business.

Fiori Applications, like every modern web-applications, they adapt to the screen of a device, on which they run. Just have a look at the below example. We launch the same fiori App on different mobile devices, the fields, the text, everything adapts automatically. This is so called responsiveness. It aint rocket science, this is the modern web-development. The app can be easily used on both devices. Therefore, if we have a simple case – our users are regular office employees, who always have internet access on their devices and just need to do some work while moving around – the answer is definitely yes.

Fiori Applications are mobile friendly. However, this kind of approach may not be the best for other scenarios. Imagine, you have a group of highly skilled technicians in your company, who are responsible for maintenance of your machines. You want to support them by giving them a digital solution, where they will see a list of work, which has to be performed. You may think – okay, so we just give them an access to the relevant SAP Fiori Application. Not really – this is what you should also consider:
technicians often work in place, where the is no service – there are areas in most of the factories, where either it’s forbidden to use internet access or basically there is no service at all. Web-apps require internet access, mobile apps can work offline. Technicians use camera to document the progress of the work and such.

This is supported by both – web and mobile apps. However, it’s not enough anymore. Modern technicians want to use for instance LIDAR sensor, which is built in most of the new mobile devices. This and other built-in mobile features like Sound Level Meter, thermometer etc. can be leveraged by a mobile application. But not by a web app. With that being said, there is no straight answer if Fiori Applications are mobile friendly. Everything depends how you define the Friendliness, what scenarios you have in your project or company. For some personas, using Fiori Launchpad on a mobile will be more than enough. For others, it will trigger frustration and they won’t use their mobile devices at all, what can affect your business.

How SAP supports mobile experience?

First of all – let`s make it clear from the very beginning. SAP started delivering their mobile experience way too late. While other software companies where already supporting mobile devices, SAP was behind them, sticking to the GUI, WebGUI solutions. Therefore, we should not take them as the great example of mobile experience. But it is getting better. Its also a side effect of the multiple acquisitions of smaller companies, like Syclo, AppGyver and others. Lets have a look at the main SAP products, which support mobile experience as of the year 2024.

We start with a new application called SAP Mobile Start, available for iOS and Android. We could explain it really quick – it is the Fiori Launchpad, but in a native mobile app, not web-browser. However, it is not like this, it is something more. SAP Mobile Start is a part of the new offering from SAP, where so called SAP Build Work Zone kicks in. We wont dive deep into understanding of this one. What we gotta know is, SAP Mobile Start is part of it, it allows mobile users to access various SAP Fiori Applications and third party solutions. Everything depends on the configuration performed during implementation project.

The Fiori apps itself are then opened on a mobile device in a browser. Mobile Start can be integrated with smartwatches, it can send push notifications and more. So, at some point, SAP Mobile Start is the new Fiori Launchpad client for mobile devices, however it is list of capabilities is way broader than it. As we all know, SAP does not provide an iOS/Android FLP Client. So either we develop/use third party entry point or yeah – switch to Mobile Start. Have a look below, how it works:

The next two examples are pretty much the same – MDK Applications and SSAM – SAP Service and Asset Manager. MDK stands for Mobile Development Kit and its a framework, built and developed by SAP, which they use for their mobile applications, like for instance SSAM. We wont focus on technical aspects here, what we gotta know is the fact, we can develop our own, custom MDK-based apps. This can be done by experienced developers, or by normal business users with so called lo-code, no-code approach.

Of course, everything depends on the business scenario. The more complex it gets – the less relevant is the no-code approach. What you see below are two things – the MDK framework itself, which you can check under this link. Then, you see how it works in action. It is possible to leverage the drag and drop method, to build your first MDK application. Personally, I recommend checking out the following training from SAP – I finished it and I must say, I really liked it.

I have already mentioned something about SAP Service and Asset Manager. This is an MDK-based, standard mobile application from SAP. It supports maintenance technicians, service technicians, inventory clerks and other people in their daily work. Of course, it is separately licensed, like everything from SAP. I recommend you two things – if you want to experience it yourself, how the app works, go to the Appstore or Google Play store and download the demo, with dummy data from SAP. It is completely free. If you want to dig deep into functionalities, solution architecture, how the configuration is done – check out my below video on Youtube, which I recorded specifically for SAP Service and Asset Manager. It will give you a nice end to end overview about this application.

Mobile app or web app?

Before we end this post, lets answer the above question – Mobile App or web app? Which one should we consider? Of course, there is no one, straight answer. In many cases, web app would be more than enough. On the other hand, if our Business runs in specific environment, for instance with unstable internet connection – mobile app is the way to go. From technical perspective, mobile app development requires experts with specific skills – so not only JavaScript and such, but also MDK framework. Of course, we dont have to limit ourselves to this technology. We can also build a React Native App etc. Lets have a look at the below table with the key differences and decision factors.

As I already mentioned at the beginning of this post – app development does not have to be painful and complex. The IT sector is now experiencing many changes when it comes to programming. One of these is building so called no-code/low-code solutions. Those can be created by business users, not technical folks, without a single line of code. One of the main companies offering this approach is Neptune Software – leader at low-code, SAP-native, enterprise app development platforms. It doesn’t make sense to be really descriptive here – check out their website or just have a look at some example, available on their Youtube channel.

That was it. Let me know, if you learned something new thanks to this post. Personally, one of my goals is to get really deep into mobile world, which connects old, not user-friendly, often annoying SAP world with the new, simple and easy interfaces, mobile solutions and basically the new way of handling business. Check out my YouTube channel, where I regularly upload various videos from SAP world.  If you are more into text content – I also post some stuff at LinkedIn.

See you,
Dan