Planner Work Management Planning User Manual

Planner Work Management Planning User Manual
04/06/2013
1SAP
How to Use This Manual ................................................................................................................. 4

Assessments covered in this manual ........................................................................................... 5
Level 1: 305. Work Management .................................................................................................... 6
Level 2: 305.02. Schedule Management ...................................................................................... 9
Level 3: 305.02.02. Plan Work ............................................................................................... 13
Activities for 305.02.02. Plan Work .................................................................................... 19
Component: Create Planned Work .................................................................................... 20
Component: Update Work Order Resource Requirements ................................................ 22
Component: Pre-Schedule Work Order and Release ........................................................ 43
Level 3: 305.02.03. Schedule Work ....................................................................................... 49
Activities for 305.02.03. Schedule Work ............................................................................ 52
Component: Perform Preliminary Work Order Scheduling Activities .................................. 58
Component: Create Weekly Work Schedule ..................................................................... 65
Level 3: 305.02.04. Execute Work ......................................................................................... 78
Activities for 305.02.04. Execute Work .............................................................................. 79
Component: Prepare for Work Execution .......................................................................... 79
Component: Control Work Execution ................................................................................ 84
Level 3: 305.02.06. Close Out Work ...................................................................................... 89
Activities for 305.02.06. Close Out Work ........................................................................... 90
Component: Review and Process Completed Work .......................................................... 90
Level 2: 305.03. Shutdown Management ................................................................................. 102
Level 3: 305.03.01. Establish Shutdown .............................................................................. 106
Component: Confirm Shutdown Event Timing ................................................................. 107
Component: Establish Shutdown Event........................................................................... 108
Level 3: 305.03.02. Develop Work Scopes .......................................................................... 111
Activities for 305.03.02. Develop Work Scopes ............................................................... 112
Component: Generate Work Scope................................................................................. 112
Component: Plan Work Scope ........................................................................................ 114
Component: Finalise Work Scope ................................................................................... 120
Level 3: 305.03.03. Approve Scope of Work ........................................................................ 123
Activities for 305.03.03. Approve Scope of Work ............................................................. 123
Component: Validate Scope ............................................................................................ 124
Component: Analyse Scope ............................................................................................ 127
Component: Finalise Scope ............................................................................................ 130
Level 3: 305.03.04. Optimise Shutdown ............................................................................... 132
Activities for 305.03.04. Optimise Shutdown ................................................................... 132
Component: Optimise Shutdown Schedule ..................................................................... 133
Component: Finalise Shutdown Schedule ....................................................................... 137
Level 3: 305.03.05. Authorise Scope Amendment ............................................................... 139
Activities for 305.03.05. Authorise Scope Amendment .................................................... 139
Component: Assess Scope Amendment ......................................................................... 140
Component: Integrate Approved Scope Amendment....................................................... 142
Level 3: 305.03.06. Mobilise Shutdown ................................................................................ 148
Activities for 305.03.06. Mobilise Shutdown .................................................................... 148
Component: Monitor Mobilisation .................................................................................... 149
Component: Execution Preparation Activities .................................................................. 157
Level 3: 305.03.07. Execute and Control Shutdown............................................................. 159
Component: Execute and Control Shutdown Work .......................................................... 159
Level 3: 305.03.08. Close Out Shutdown ............................................................................. 164
Component: Complete Outstanding Requirements ......................................................... 164
Component: Review and Finalise Shutdown ................................................................... 168
Level 2: 305.04. Contractor Management................................................................................. 169
Level 3: 305.04.02. Mobilise Contractor ............................................................................... 173
© BHP Billiton Commercial in Confidence Page 2 of 332

Date Generated: 04/06/2013
1SAP
Activities for 305.04.02. Mobilise Contractor .................................................................... 174

Component: Mobilise Contractor ..................................................................................... 174
Level 2: 305.05. Data Management.......................................................................................... 179
Level 3: 305.05.01. Maintain Plans and Measurement Documents ...................................... 183
Activities for 305.05.01. Maintain Plans and Measurement Documents ........................... 186
Component: Maintain Work Plans ................................................................................... 186
Component: Create Measurement Readings .................................................................. 189
Level 3: 305.05.03. Maintain Data Quality ........................................................................... 195
Activities for 305.05.03. Maintain Data Quality ................................................................ 197
Component: Manage Work Plans and Deadline Monitoring ............................................ 197
Component: Rectify Measurement Document Errors....................................................... 198
Component: Locate Object Information ........................................................................... 199
Component: Rectify Time Confirmations ......................................................................... 201
Level 2: 305.06. Work Management Monitoring and Controlling ............................................... 202
Level 3: 305.06.02. Monitor and Control Weekly Work Management Process Discipline ..... 205
Component: Weekly Scheduling Compliance .................................................................. 206
Level 1: 304. Procurement.......................................................................................................... 208
Level 2: 304.03. Transactional Purchasing ............................................................................... 211
Level 3: 304.03.01. Process Purchase Requisition .............................................................. 215
Activities for 304.03.01. Process Purchase Requisition ................................................... 221
Component: Identify Purchase Requisition Requirements ............................................... 221
Component: Create, Approve and Change Purchase Requisitions.................................. 225
Level 1: 402. Business Process Management .......................................................................... 234
Level 2: 402.01. Performance Management ............................................................................. 236
Level 3: 402.01.02. Analyse Underlying Metrics .................................................................. 239
Component: Identify Data Analysis Requirement ............................................................ 240
Component: Analyse Work Management Data ................................................................ 241
Component: Analyse Supply Data ................................................................................... 258
Component: Perform Gap Analysis ................................................................................. 258
Level 1: 405. Master Data Management ..................................................................................... 259
Level 2: 405.01. Manage Work Management Master Data ....................................................... 262
Level 3: 405.01.01. Request and Approve Work Management Master Data ........................ 266
Activities for 405.01.01. Request and Approve Work Management Master Data ............. 270
Component: Originate Master Data Request ................................................................... 271
Component: Duplicate Check .......................................................................................... 278
Component: Compliance Check ...................................................................................... 284
Component: Integration Check ........................................................................................ 285
Component: Validate and Submit Master Data Request.................................................. 294
Level 3: 405.01.03. Process Master Data Work Management Objects................................. 296
Component: Data Requestor UAT ................................................................................... 298
Level 3: 405.01.50. Review Work Management Master Data Quality ................................... 304
Activities for 405.01.50. Review Work Management Master Data Quality........................ 304
Component: Review WM Master Data Quality ................................................................ 305
Glossary of Key Business Terms .............................................................................................. 308
Glossary of Forms ...................................................................................................................... 317
Glossary of Reports.................................................................................................................... 322
Glossary of BW Reports ............................................................................................................. 332

1SAP
How to Use This Manual

This User Manual is designed to enable the sustained and disciplined application of 1SAP processes. This
User Manual can be used to support 1SAP classroom-based or self-paced training activities, and to provide
Performance Support on the job.
This User Manual describes all the roles and processes for a specific Key Position Type.
What the User Manual Contains:
• Inventory of the Mandatory, Required or Elected Training Assessments relevant for this Key Position
Type, together with an index of the processes that relate to each assessment
• Description of the Level 1, 2 and 3 Processes
• Description of the Level 4 Process Steps defining ‘what is to be done’, together with the procedure for
‘how the step is to be done’
• Portal Navigation Path for system-based process steps
• Links to system-based activities
• Process Metrics and descriptions
• Business Warehouse Reports and descriptions
• Glossary of Key Terms
• Glossary of Forms
• Glossary of Reports
Types of Assessments
The types of Training Assessments covered in the User Manual are:
• Mandatory: covers those processes that represent a material risk to BHP Billiton if not performed
appropriately
• Required: covers those processes that are executed as standard by all positions which hold that Key
Position Type
• Elected: covers those processes that are specific to only certain positions or Customer Segment Groups

1SAP
Assessments covered in this manual

The following Roles are covered in this manual:
Training
Level 3 Processes Assessments
Requirement
305.05.01. Maintain Plans and Measurement Plan Starter Mandatory
Documents
305.05.03. Maintain Data Quality
305.02.03. Schedule Work Work Schedule Creator Required
305.06.02. Monitor and Control Weekly Work
Management Process Discipline
305.02.02. Plan Work Work Order Resource Required
305.02.04. Execute Work Organiser
305.02.02. Plan Work Work Order Requirements Required
305.02.03. Schedule Work Organiser
305.04.02. Mobilise Contractor
405.01.01. Request and Approve Work Management Work Management Objects Required
Master Data Data Requestor
405.01.03. Process Master Data Work Management
Objects
305.02.02. Plan Work Schedule Meeting Participant Required
305.02.03. Schedule Work
305.02.02. Plan Work Planned Work Creator Required
402.01.02. Analyse Underlying Metrics Work Management Elected
Performance Metric Reviewer
405.01.50. Review Work Management Master Data Work Management MD Quality Elected
Quality Reviewer
405.01.01. Request and Approve Work Management Work Management Data Elected
Master Data Originator
305.03.04. Optimise Shutdown Shutdown Scheduler Elected
305.03.05. Authorise Scope Amendment
305.03.07. Execute and Control Shutdown
305.03.01. Establish Shutdown Shutdown Planning Coordinator Elected
305.03.02. Develop Work Scopes
305.03.03. Approve Scope of Work
305.03.04. Optimise Shutdown
305.03.08. Close Out Shutdown
305.03.02. Develop Work Scopes Shutdown Planned Work Elected
305.03.05. Authorise Scope Amendment Creator
305.03.01. Establish Shutdown Shutdown Meeting Participant Elected
305.03.06. Mobilise Shutdown
305.03.06. Mobilise Shutdown Shutdown Controller Elected
305.03.08. Close Out Shutdown
304.03.01. Process Purchase Requisition Purchase Requisition Creator Elected
305.02.04. Execute Work Post Work Data Recorder Elected
305.02.06. Close Out Work
305.05.01. Maintain Plans and Measurement
Documents
305.05.03. Maintain Data Quality
305.05.03. Maintain Data Quality Linear Object Quantifier Elected
305.05.03. Maintain Data Quality Defective Material Locator Elected

1SAP
Level 1: 305. Work Management

Level 1 Process Area Description
The Work Management process provides the organisation with the ability to plan and manage many types of
work. This includes the development of repeatable work plans and strategies, reporting and investigating
HSEC and other events, management of work execution, analysing performance and maintaining the integrity
of the system.

1SAP
BHP Billiton Owner: Charles Fazackerley

Engineer: Tugrul Baysal Type: Value-added chain diagram
305. Work Management
305. Work Management
305.01. 305.02. 305.03.
Work Strategy Management Schedule Management Shutdown Management
305.04. 305.05. 305.06.

Work Management
Contractor Management Data Management
Monitoring and Controlling

1SAP
Level 1 Process Area Concepts
Concept Description
Why is the Work Management The Work Management processes enable Operations with the requisite
Process Important to BHP discipline for effective planning, scheduling and execution of Maintenance,
Billiton? Production and Health, Safety, Environment and Community (HSEC) work
activities in accordance with the 1SAP Work Management GLD.
All activities qualifying as being Work Management relevant, no matter how

insignificant, must be executed on a Work Order to ensure that all Work
Management activities are managed in a safe, controlled, consistent and
transparent manner.
HSEC Utilisation of Work The use of the Work Management process to manage and control work
Management associated with HSEC provides a simplified and integrated platform from
which excellence in HSEC performance can be realistically established and
maintained. Ultimately the full deployment and utilisation of the Work
Management process will deliver improved control effectiveness relevant to
HSEC and operational risk issues.
Maintenance Utilisation of The use of the Work Management process to manage and control work
Work Management associated with Maintenance activities provides a simplified and integrated
platform from which excellence in Maintenance performance can be
realistically established and maintained. Ultimately the full deployment and
utilisation of the Work Management process will deliver improved control
effectiveness relevant to Maintenance activities.
Production Utilisation of The use of the Work Management process to manage and control work
Work Management associated with relevant Production activities provides a simplified and
integrated platform from which excellence in relevant Production
performance can be realistically established and maintained. Ultimately the
full deployment and utilisation of the Work Management process will deliver
improved control effectiveness with regard to relevant Production activities.
Work Management - Did You The Work Management Process clearly defines accountability to drive the
Know? discipline of Adherence to Schedule. Focus is maintained on 'planning the
work and working the plan' by:
- Planning what we do.
- Doing what we planned.
- Doing it well and delivering when we said we would, in a safe and effective
manner.
- Measuring, analysing, reviewing and continuously improving.

1SAP
Level 2: 305.02. Schedule Management
Level 2 Main Process Description

Enables Events to be reported and work requirements to be approved, planned, scheduled, executed and
closed out. In addition, capturing appropriate history and providing feedback identifies process discipline and
improvement opportunities. Interdependencies with Inventory, Procurement, Human Resources and
Contractor Management enable resources to be available as planned. Similarly, interdependencies with
Production enable access to plant and equipment.

1SAP

1SAP
Level 2 Main Process Concepts
Concept Description
Why is the Schedule

Management Process The Schedule Management main process is important because it provides a
Important to BHP Billiton? disciplined approach to managing work. The 1SAP design drives front-end
loading, control, and predictability. The Schedule Management Process
promotes the behaviour and process discipline necessary to achieve these,
and is therefore the process all Operations must strive to follow and rely on,
in order to manage most work. The use of the Shutdown Management
process is always by exception.
Available resources are utilised efficiently and effectively to execute work

activities, therefore contributing to reliable and safe production. The main
process also contributes to effective work control by executing well defined
Work Strategies and supporting continuous improvement.
Overview: Report Events and Any Event occurrence which is represented as an Impact Type on the BHP
Work Requirements Billiton Severity Table is reported, and work requirements are identified and
assessed based on Priority.
Notifications are Approved for further processing and Immediate Work

Orders are created for Approved Immediate Notifications.
Overview: Plan Work Work planning is undertaken for approved Notifications or system-generated
Work Orders. All system-generated Work Orders are reviewed for
completeness. Once fully planned, the Work Order is Released, triggering
Inventory, Procurement, and scheduling.
Overview: Schedule Work Work scheduling assigns planned Work Order Operations to a person on the
required day of execution. Prior to schedule commitment, material and
service availability is confirmed. Work is assigned by Priority and balanced
against Work Center labour capacity. The schedule is committed to by the
relevant stakeholders at the Weekly Scheduling Meeting. Once confirmed,
Work Packs (Work Order Form and attachments) and the Work Schedule
are printed in preparation for execution.
Overview: Execute Work Work execution includes all preparation, execution, and post-execution
activities (quality and safety checks prior to handover). Daily Time
Confirmations are completed, handover to the next shift is conducted for
ongoing work, and any goods requiring return to the store are returned.
Overview: Reschedule Work The rescheduling of urgent work, and work not executed due to resource
issues, is a managed process. Alternative resource and work scope options
are considered, in order to balance the business impact. Risks associated
with schedule alterations are controlled and the outcome is communicated.
Overview: Close Out Work Close out takes the Work Order and Notification through to completion,
including the closure of redundant Work Orders. This is achieved by
entering failure history, initiating Subsequent Notifications, and the creation
of Measurement Documents.
Overview: Analyse Feedback Feedback provided during work planning and execution, or improvements
identified during Work Management Metrics analysis, provide triggers for:
- amendments to documents
- Master Data requests for creation or change
- challenging of Work Strategies
- amendments to terms of service provision.
Maintain Schedule Control The following actions must be performed to ensure that the Work Schedule
accomplishes the intended purpose:
- Visible Leadership:

1SAP
Concept Description
- spend time in the field, monitor execution safety and quality, and
progress constraints (remove bottlenecks)
- attend the Weekly Scheduling Meetings
- check the understanding of, and empower the adherence to, the 1SAP
Work Management business process.
- Proactive Engineering:
- support the Repairable Spare process for all components that are
repaired
- utilise the Investigation and Engineering Change processes.
- Rigorous Planning and Scheduling:
- establish a protocol for Weekly Schedule approval and distribution
- audit the time scheduled for tasks to ensure that only realistic durations
are allowed.
- Quality Execution:
- proactively participate in work performance compliance review
- complete tasks to the expected level of performance
- record accurate history.

1SAP
Level 3: 305.02.02. Plan Work
Level 3 Process Description

Work planning is undertaken for approved Planning Notifications or system generated Work Orders. All
system generated Work Orders are reviewed for completeness. A pre-scheduling Priority is assigned to
reflect commitments to a day with service providers and for equipment availability. Work Orders are rough-cut
scheduled and once fully planned the Work Order is Released, triggering Inventory, Procurement and
scheduling.
Level 3 Process Components
Component Description
Create Planned Work The purpose of this component is to describe the steps involved in creating
planned Work Orders.
Update Work Order Resource The purpose of this component is to describe the steps involved in updating
Requirements resource requirements for planned Work Orders.
Pre-Schedule Work Order and The purpose of this component is to describe the steps involved in
Release pre-scheduling planned Work Orders.
Level 3 Process Concepts
Concept Description
Review Work Order Resource A Work Order contains relevant and detailed information at the Header and
Requirements at the Work Order Operation to ensure that the work can be executed as
required. A detailed Work Order will include:
- a complete and precise Work Order Header is mandatory; the final Work
Order long text is to contain the context, purpose and desired quality of the
task to be completed.
- sufficient resources and time within the Work Order Operations to ensure
all ramp down, ramp up, administrative and quality requirements are fulfilled;
this may include planning for hold points.
Note: When all Work Order requirements are satisfied, delete the
Notification scoping template from the Work Order long text to prevent it
from printing out with the Work Order.
Pre-Schedule Future Work The Pre-Scheduling meeting is held to align the Work Management and

1SAP
Concept Description
with Production Production schedules:

- Production: To confirm Production priorities and dates
- Work Management: Allow planning accuracy for future work in advance
- Supply: As required to ensure all delivery schedules can be met
- HSEC: As required to discuss safety requirements to be included in Work
activities.
The following tools are required to conduct a successful meeting:

- published Production Schedule
- Major Events Calendar
- list of upcoming Work Orders.
Why is the Plan Work Process The process is triggered when Priority 3 (Planned) Notifications are
Important to BHP Billiton? Approved, when Work Orders are generated from a Work Plan, or by a
Repairable Work Order created by Supply (PM04). Work Orders are created
from a Work Plan, an approved Notification, or through the Refurbishment
process by Supply. Resources are populated from Task Lists wherever
possible. Work Order costs are collected within each Work Order. Once
planning is completed, the Work Order is Released. This allows for
Reservations and Purchase Requisitions to be processed.
Work Orders All activities relevant to Work Management, no matter how insignificant,
must be executed on a Work Order, primarily to ensure that all Work
Management activities are managed in a safe, controlled, consistent, and
transparent manner.
The execution of ‘work’ extends to all functions and related personnel using
the Work Management process. Although an employee's Position
Description outlines the responsibilities that they are to complete as part of
their employment, where those responsibilities are covered by the Work
Management usage of Work Orders, then Work Orders are used for the
execution of those activities. The same process is used for different
execution reasons; similarly, many personnel use the Supply process to
procure goods for different reasons.
Work Order Considerations As the design for Work Orders is based on expected actions that occur
according to the process, for example Authorisations and Settlements, the
following considerations are applicable:
– Work Order Types are selected at creation and cannot be changed
– if an error is made in the selection of Work Order Type, then the Work
Order is to be Completed (Technically Completed “TECO” or Closed
“CLSD”) and a new Work Order created.
– settlement Rules will not be manually maintained (The only exception to
this is the PM06 Work Order, using the WBS Element field on the Location
tab); this ensures that the predetermined Cost Structure is used. Any
changes to Work Order costing, is to be through the initiation of a Master
Data request to update the Functional Location Cost Element.
– 1SAP does not allow Standing Work Orders, nor does it support the use of
dummy Work Orders; defined Work Order Types, in line with the process,
are to be utilised to ensure that all work is controlled in the correct manner
with accurate task history captured.
– to ensure that Planner Controllers remain focused on the preparation of
the Weekly Work Schedule, Planner Controllers do not have access to
create or change any PM03 Work Order.
– to ensure that Work Managing Global Job Group holders remain focused
on the execution of the Weekly Work Schedule, they do not have access to

1SAP
Concept Description
create PM01 or PM06 Work Orders; however change access is allowed.

– there is no access to any Global Job Group for the manual creation of
PM02 Work Orders.
Work Order Operations Planning and Scheduling primarily occurs at the Work Order Operation level;
each Work Order must be broken down into Work Order Operations that
represent discrete elements of the job. Work Orders with numerous Work
Order Operations will be rare as the granularity of the Work Order will limit
the number of Work Order Operations (e.g. a Work Order which requires an
inspection to be performed daily must be constructed with a Work Order
Operation for each day, rather than one Work Order Operation with
extended duration); on the other hand, Work Orders require sufficient Work
Order Operations to effectively execute the required task.
Each Work Order Operation must have:

– a Work Order Operation Description
– resource Work Center (Tasks requiring execution by different resources
must be identified as separate Work Order Operations)
– Correct Control Key – Internal or External Resources
– planned time for resources (Labour estimates and Duration)
– required Materials and Services
– additional information (in the form of work procedures linked to the Work
Order Operation as a Document Production Resource and Tool when the
Work Order long text is insufficient. The Document Production Resource
and Tool will contain the information that is required to carry out the work
safely and efficiently)
– Work Order Operation relationships to support Work Scheduling, where
relevant.
Immediate & Urgent Task Schedule Interrupt Work is only permitted to be executed on a PM03 or
Consideration PM04 Work Order; on the other hand Planned Work is only permitted to be
executed on a PM01, PM02, PM04 or PM06 Work Order. This separation is
to ensure the correct Global Job Group is accountable for the Work Order
requirements.
In the majority of instances that an Event or Work Request Notification

results in an Urgent or Immediate Priority PM03 Work Order, the Work Order
will be complete within the same Schedule Period. In the instance that a
task on one of these Urgent or Immediate Priority Work Order is required to
extend over a number of Schedule Periods, the following is relevant:
– for an urgent or immediate task that can be made safe and the additional
work can be Planned and Scheduled in a future Schedule Period:
- the equipment is made safe or stable
- a new Notification is created for the additional work
- a PM01 Work Order is created for the new Notification, and it is Planned
and Scheduled into a future Schedule Period.
– for a long duration urgent or immediate task, where the work is to continue
uninterrupted into the next Schedule Period, the Schedule for that Schedule
Period is yet to be finalised and sufficient time is available to thoroughly Plan
the work for Scheduling:
- a new Notification is created for the ongoing additional work
and Scheduled into the next Schedule Period
- the PM03 Work Order is to be used until Sunday and the PM01 Work

1SAP
Concept Description
Order will be used from Monday.

– for an urgent or immediate task, where the work is to continue
uninterrupted into the next Schedule Period, the Schedule for that Schedule
Period has been finalised or insufficient time is available to thoroughly Plan
the work for Scheduling:
- a new Notification is created for the ongoing additional work, if the work will
continue into Schedule Period +2
and Scheduled into the Schedule Period +2, if required
- the PM03 Work Order is to be used until the completion of the urgent or
immediate task or used until the following Sunday where the PM01 Work
Order will be used from the subsequent Monday.
Work Centers: Utilisation Capacity Relevant Resource Work Centers are Work Centers that carry the
required Capacity for Planning and Scheduling. Resources that are
Scheduled to a Capacity Relevant Resource Work Center will confirm their
time to their own Work Center. Capacity Relevant Resource Work Centers
are utilised on Work Orders to fulfil the Work Order’s labour and non-labour
requirements. Accurate Resource Work Center Capacities ensure visibility
of resource availability. A worked example is as follows:
– it is determined that additional resources will be required in a future
Schedule Period to execute the required work due to an outage; the BHP
Billiton Work Center requires 16 resources for that period. It is agreed that
the Long Term Resource Contractor Work Center will ‘loan’ the Internal BHP
Billiton Work Center 6 Resources for the period of the outage.
– 6 of the Long Term Resource Contractor Work Center Resources are
moved to the Internal BHP Billiton Work Center for Planning and
Scheduling. The Capacities of each Work Center are adjusted accordingly.
– the Planner Controller for the area of the outage now Plans and
Schedules work for the future Schedule Period to the Internal BHP Billiton
Work Center, as this is where the Capacity now resides, hence this is the
Capacity Relevant Work Center for Planning and Scheduling work in this
outage.
– for another Planner Controller who is Planning and Scheduling for the
same or another Schedule Period (or the same Planner Controller Planning
and Scheduling for another Schedule Period), the Long Term Resource
Contractor Work Center would still be ‘Capacity Relevant’ as there has been
no move of Capacity to another Work Center and the Long Term Resource
Contractor Work Center is Planned and Scheduled accordingly. Where there
is no move of Capacity the Long Term Resource Contractor Work Center
remains ‘Capacity Relevant’ for Planning and Scheduling.
– therefore, a Work Center is determined to be Capacity Relevant, not by a
Master Data update, but rather by the perception of the user.
– as the each Work Center has its own Cost Center relationship, on Time
Confirmation all resources Time Confirm to their Work Center of origin to
ensure that the costs flow from the appropriate sending Cost Center to the
receiving Technical Object Cost Center.
Resource Work Center Capacity requirements are determined from the

Work Strategies for the Technical Objects; the Work Strategies drive the
Weekly Work Schedule.
Internal resources are represented in 1SAP by Internal Resource Work

Centers; these Resource Work Centers contain Capacities associated with
the group they represent. Each Work Order Operation allows time estimates

1SAP
Concept Description
to be entered against the required Resource Work Center.
Resource Work Center Capacities must be maintained in order to give a true

representation of the available labour resources. Maintaining visibility of the
availability of resources within a Resource Work Center is essential to
Scheduling Work Management relevant tasks. The intent is that all Work
Management tasks are executed using a Work Order where the task is:
– Executed by a Capacity Managed Resource
– Executed by a Non-Capacity Managed Resource, where that task impacts
or requires visibility on the Work Management Weekly Work Schedule, in
support of the Work Management Group Level Document.
Service/ Support (S Type) Work Centers are to be created to represent

Non-Activity Costed Resources, including Labour and non-labour. S Type
Work Centers may be created for BHP Billiton owned equipment that does
not require an Activity Rate for charge out. This may include workshop
machines and lifting equipment.
Work Center Assistants & Work Center Assistants and Apprentices assist other Resource Work Center
Apprentices members with the execution of their tasks and therefore form part of the
Work Center Capacity for the Resource Work Center they assist. With
regards to the application of the design for Resource Work Centers for Work
Center Assistants and Apprentices the following is relevant:
– the Resource Work Centers, for which the Work Center Assistants and
Apprentices support, contain the capacity of the Work Center Assistants and
Apprentices.
Note: Only those Apprentices that are authorised to work independently are
to be assigned to a Resource Work Center for Scheduling. Until an
Apprentice is permitted to work independently, they must not be assigned to
Work Order Operations.
– the Activity Rate for the Resource Work Centers, for which the Work
Center Assistants and Apprentices support, will contain the cost of the Work
Center Assistants and Apprentices.
Activity Costing To ensure that accurate costs accumulate for equipment, Activity Rates are
determined through consultation with Finance. The calculation of the Activity
Rate takes in consideration that the Resource Work Center is a business
and the charge out rate is to cover its operating expenses. The Activity
Types that represent the cost associated with use of the resources is not a
reflection of Salaries/Wages; the Activity Rate is to be regularly reviewed.
Four Resource Work Center Types are available for use in Work
Management:
– M – Maintenance
– P – Production
– X – Long Term Resource Contractor
– S – Support Services.
All resources that are assigned to an ‘M’, ‘P’ or ‘X’ Resource Work Center
will be Activity Costed by the assignment of an Activity Type and Cost
Center. This Activity Type, in relation to the Cost Center, sets the Activity
Rate, which is the hourly cost associated with the use of the Resource Work
Center. When a Resource Work Center has a resource usage estimate

1SAP
Concept Description
placed against it within a Work Order, SAP calculates the cost of using that
volume of hours for the resource. This cost represents the Planned Cost and
is determined from the sum of all resource costs.
The Activity Rate may be determined using the following as a guide:
A / (0.75 –H)
Where:
– A = Total value of Purchase Order for Long Term Resource Contractor or
Direct Labour Cost Center Actual Costs
– H = Total Hours requested in the Purchase Order for the Long Term
Resource Contractor or Planned available hours of BHP Billiton employees
for the Cost Center
– 0.75 = Multiplier to calculate available hours; this is based on the inclusion
of time in the rate for:
- breaks
- unavailable time
- supervisor labour costs.
Minor adjustments to this calculation may be required over time to ensure

the Cost Center is as close to zero as possible at month end; at month end
the difference between budgeted costs on Direct Labour Cost Center and
the Actual Costs is calculated and the over/under-absorbed costs is
redistributed to the Receiving Cost Centers.
Employees with Non-Activity Costed salaries, included in ‘S’ Resource Work

Centers, have no Activity Rate. An employee with a Non-Activity Costed
salary may be required to perform a dependent task, as part of the Weekly
Work Schedule and therefore require a Resource Work Center for visibility
(e.g. inspect weld quality).
Work Order Granularity With the exception of system-generated circuit maintenance (an activity
executed across multiple Maintainable Units or Maintainable Items),
separate Work Orders must be raised for activities to be completed which
are individually identified within the Technical Object Structure. One
work-front may generate different information sets that need to be readily
and separately identifiable in 1SAP. These differences may include:
– Materials
– Costs
– History
– Work Order Type
– Technical Object
– Main Work Center.
Work Orders are required to be neither created for individual tasks in a

sequence dependant activity nor is a Work Order to be created for extended
activities although on a single Technical Object. The required Work Order
granularity can be determined by assessing whether the proposed Work
Order Composition:
– has a predefined start and finish date
– is a defined package of work
– contains work that is required to be entirely completed to finish a task (i.e.
A Work Order Operation could not remain open and the work be deemed a
success or the equipment returned to service)

1SAP
Concept Description
– can be scheduled at the same time, although being scheduled over a

number for Schedule Periods
– can be assigned a Main Work Center solely accountable for the execution
of all tasks within.
Notifications are only approved for Work Order creation where the resultant
Work Order complies with the granularity rules.
Activities for 305.02.02. Plan Work
Activity Description
Create Planned Work Order The objective of this activity is for the learner to:
- create a list of Approved Planning Priority Notifications
- create Planned Work Orders from the Approved Notifications
- create a list of PM01, PM02, PM04 and PM06 Work Orders with the User
Status of IPL (In Planning).
http://usdc2rsapa10.bhpb.internal/gm/folder-1.11.31541?mode=EU
Work Order Resource The objective of this activity is for the learner to:
Planning (Part 1)
- create a Purchase Requisition for a Service on a Work Order Operation for
a defined Scope of Work or Rental of Equipment


- review the fully resourced Work Order to determine that all requirements
have been met.
Planning (Part 2) - assign a relevant Task List to a Work Order where there is a requirement
to change the assigned Task List or add a Task List where no Task list was
referenced in the Notification
- update the Work Order with basic data, including Work Center Resources
- update Work Order Operations with Catalogued Materials if a requirement
has been determined
- update the Work Order Operations with Document PRTs (Production
Resource Tools) to support the work execution.
Planning (Part 3)
- obtain an estimate from the Vendor, if required, for the planning of a Work
Order
- assign Free Text Material requirements to a Work Order that has had
Non-Catalogued requirements determined.

1SAP
Finalise & Release Work The objective of this activity is for the learner to:
Orders - assess available capacity of future Schedule Periods for the assignment of
Work Orders during Rough Cut Scheduling
- assess the predicted Schedule Loading with respect to Work Plans for
future dates to determine the most appropriate Schedule Period for
Rough-Cut Scheduling
- assign a preliminary Weekly Revision in preparation for the Pre-Scheduling
Meeting
- identify work that must be executed during a selected period and initial
Priorities assigned
- finalise Planned (PLN) Work Orders and Release all the Work Orders
based on the outcome of the Pre-Scheduling Meeting.
Component: Create Planned Work

Step: 305.02.02.010. List Planning Notifications
Step Detail
Role Planned Work Creator

What The goal of this process step is to create a list of Approved Planning Priority Notifications. To
undertake effective planning, prior to the creation of Work Orders, each Notification is reviewed
to identify if additional information is required.
Portal My Work > Work Management > Schedule Management > Plan Work > Change Notifications
Navigation (Selection List)
Path
How To create a list of Approved Planning Priority Notifications, use the transaction 'Change
Notifications (Selection list)' and complete only the following fields:
- Outstanding - Select
- In Process - Select
- Notification date – leave blank
- Notification date to – 31.12.9999
- Priority - 3
- Status included – APR
- Status excluded - ORAS
- Planning plant – Enter the Planning Plant
- Revision - Double Mouse click in Revision Field. The 'Maintain Selection Options' pop-up
screen is then displayed. Click on the "Exclude from Selection" button. Double Mouse Click on
the 'Pattern' Symbol. This parameter is then displayed to the left of the 'Revision' field. Enter 'S*'
into Revision Field
- Planner group – Enter the Planner Group
Execute Transaction, this process step is to review the Approved Notifications to validate
information. Check all Notifications for:
- correct Functional Location at the lowest level possible
- correct Main Work Center - Responsible for Work
- concise Short Text/Description
- detailed Long Text explaining the task scope of work

1SAP
Step Detail
- Task List attached should also be reviewed for appropriateness

- any modification or Capital Work has had a second level of approval
- all Work Requests which are an Engineering Change must have originated from a completed
Engineering Change Assessment Work Order
- the Prior Notification field of the Notification must be populated with a Notification from a
completed Engineering Change Assessment
- capital work must have a WBS Element noted in the Notification long text.
Make required adjustments to the Notification as required, however if inadequate Notification

Scope of Work is identified, that cannot be easily rectified:
- replace the 'APR' Notification User Status with the 'INF' User Status
- update Notification Long Text to clarify the information that is required.
Notifications for Engineering Change Assessment must only proceed to Work Order creation
after the 'Engineering Change Coordinator Comments' section of the Engineering Change
Notification Scoping Template has been updated by the Engineering Change Coordinator.
The presence of additional information attached to the Notification GOS, is evident by the
Notification User Status 'DOC'.
Step: 305.02.02.020. Create Work Orders for Planning
Step Detail

What The goal of this process step is to create Planned Work Orders from the Approved Notifications.
Only Work Order Types PM01 for Corrective Work and PM06 for Project Work are created in
this step. 'Priority' and 'Basic Start Date' are populated. If the Work Order is a PM06 Work Order
the WBS Element will be added to the Location Tab.
Portal My Work > Work Management > Schedule Management > Plan Work > Change Notifications
Path
How To create Work Orders for Planning, use the list of Notifications created in the previous step
from transaction 'Change Notifications (Selection list)'. Refresh the list (which will remove any
Notifications updated with User Status INF) and open individual Notifications by selecting the
Notifications and clicking the 'Details' button.
Approved Planning Notifications are converted into Work Orders for Planning; Click the 'Create'
button from within the Notification.
Verify the Work Order Type required (Only PM01 and PM06).
In the Work Order Header Data tab complete the following fields:
- SystCond - Enter the System Condition, used to indicate operating condition of object required
for work execution
- 0 - Not Operating
- 1 - Operating
- 2 - Anytime.
- Priority
- Bsc start - Enter the Basic Start Date
- If PM06 enter the WBS element on the Location Tab in the Account Assignment area. (The
WBS will copy to the Settlement Rule on Work Order Release)

1SAP
Step Detail
- Revision - Enter Preliminary Revision.
Other fields default from the Notification and should be verified:

- Description - Description of the task may be inadequate or incomplete
- Notification Long Text - Additional information regarding the task
- Planner group - Update the Planner Group as required
- Main Workctr - Main Work Center Responsible for the Work
- Operations and Components will default from any assigned Task List.
The Work Order Header /Operations must contain reference to the Plant Tag or Linear Object
on which the work is to be performed, where these objects are not able to be determined from
the Functional Location or description.
Saving the Work Order will create the Work Order for Planning, defaulting the User Status to IPL
(Order In-Planning) and System Status to CRTD (Created).
Component: Update Work Order Resource Requirements

Step: 305.02.02.030. List Work Orders for Planning
Step Detail

What The goal of this process step is to create a list of PM01, PM02, PM04 and PM06 Work Orders
with the User Status of IPL (In Planning).
This list of Work Orders is derived from converted Approved Notifications, Work Orders
generated from Work Plans, Work Orders created for Repairable Spare Refurbishment. These
Work Orders are identified to fully plan the resource requirements.
Portal My Work > Work Management > Schedule Management > Plan Work > Change Work Orders
Path
How To generate the list of PM01, PM02, PM04 and PM06 Orders, use the transaction 'Change Work
Orders (Selection List)' and complete only the following fields:
- Order Type - Click 'Multiple selection' button and populate the single value fields with PM01,
PM02, PM04 and PM06, click 'Copy' button
- Planning plant - Enter the Planning Plant
- Status inclusive - IPL
- Basic Start Date - Leave Blank
- Basic Start Date to - 31.12.9999
- Planner Group for Order - Enter the responsible Planner Group.
Execute Transaction, the resulting list of Work Orders will be used to update the identified Work
Order Operation requirements in the following Work Order management steps.
For Work Orders generated from the system, Work Orders created with a Task List from the
Notification or during the planning process, the following considerations are relevant:
- review Work Orders for completeness, any shortfall in Planning requirements is addressed in
the appropriate Planning step. This would include verification of Labour, Materials, Services and
Documents (PRTs). This may result in deleting or adding resources as required, due to the
unique circumstances with regard to execution of this Work Order. This may include the possible

1SAP
Step Detail
combination or segregation of certain tasks due to equipment access issues, specific equipment
requirements or interaction with other work
- any Task List identified with shortfalls in resources will be accessed for underlying Task List
modification requirements and an update to the Task List will be initiated
- in the instance that a System-Generated Work Order, or a Work Order created from a
Notification with an assigned Task List, contains only predetermined Labour requirements, with
all the relevant information including the correct Work Centers, these Work Orders will require
no further updates if the planned labour hours are confirmed to be correct. This may include the
deleting of specific Work Order Operations, where the included Operation is not required (A
Work Order Operation is never to be deleted from a Scheduled Work Order).
Work Orders with a User Status of 'RFE' are awaiting the return of an estimate from a Vendor.
Missing Work Orders that are required for planning that are yet to be called through Deadline
Monitoring are also identified to be manually released from a Schedule Call.
Step: 305.02.02.040. Determine Estimate Requirements
Step Detail
Role Work Order Resource Organiser

What The goal of this process step is to obtain an estimate from the Vendor, if required, for the
planning of a Work Order. The estimate will drive the Release Workflow of the Purchase
Requisition once created with an accurate Estimated Value.
Portal My Work > Work Management > Schedule Management > Plan Work > Change Work Order
Navigation
Path
How To obtain determine estimate requirements, from a Work Order from the previously obtained list,
select the Work Order line and Click the ‘Details’ button. To review a specific Work Order, enter
the Work Order using transaction 'Change Work Order'. Review the requirements for the
purchase of Services or Materials already on contract or for a Requisition line item less than the
prescribed Group Level Document limit, the following applies:
– where a Purchase is On-Contract, the Vendor can be contacted directly, with the Scope of
Work, to enable the Vendor to reply with a detailed estimate, in line with Outline Agreement
– where a Purchase is not on contract, obtain an estimate from a Vendor.
Whilst in the Work Order that is currently being processed, using transaction 'Change Work
Order'
– phone, email or Fax the Vendor with information containing detailed and relevant
specifications, including required Services/Material delivery timeframe.
– if there will be a delay in receiving the estimate from the Vendor and the Work Order will be
saved and exited prior to being able to add the Service or Non-Catalogued Material
Requirement then:
- set the 'RFE'(user status description) User Status which will prevent the Work Order from
being Released and flag that this Work Order has pending Planning requirements due to waiting
for a Vendor estimate
- once the Vendor Estimate has been obtained and the estimate is acceptable, remove the
'RFE' User Status and proceed with the Planning of the requirements.
Where the estimate obtained does not meet requirements, the Work Order requirements are to
be reviewed and new estimates or alternative arrangements are to be made.
Note: When executing this step, consideration should be given to the 'Remote Working Protocol'

1SAP
Step Detail
to determine the appropriate means of transacting.
Step: 305.02.02.050. Determine Task List Requirements
Step Detail
Role Work Order Requirements Organiser

What The goal of this process step is to assign a relevant Task List to a Work Order where there is a
requirement to change the assigned Task List or add a Task List where no Task List was
referenced in the Notification. Task Lists are assigned to a Notification prior to Approval,
however when a more appropriate Task List, or an alternative Task List is identified due to
scope change, the Task List assignment is updated on the Work Order. This assignment will
add selected Work Order Operations with the Labour, Materials and Documentation required to
carry out the work.
The Task Lists are selected via the Construction Type/ Task List Assembly relationship. It is also
relevant in this process step to assign an available Task List to a PM04 Refurbishment Work
Order.
A Task List is assigned for all Investigations.

Navigation
Path
How To add an alternative Task List to the Work Order, from a Work Order from the previously
obtained list select the Work Order line and click the ‘Details’ button. To review a specific Work
Order, enter the Work Order using transaction 'Change Work Order' and perform the following:
- Click in the Menu path Extras > Task list selection > General task lists
- Decide if original Work Order Operations should be deleted or retained when prompted.
When assigning a Task List to a Work Order, the system will prompt whether overwrite or add to
the existing Work Order Operations, this will not occur for a PM04 Work Order. For a PM04
Work Order the Task List Operations will only add; Operation 10 cannot be deleted (it contains
the Material for repair) and will be required to be updated with planning details to make it
relevant for Scheduling and Confirmation.
Any underlying Task List modifications identified will be sent to Request Work Management
Master Data to ensure that the next application of the Task List will reflect any changes that are
required.
A Task List must be assigned for all Investigations and the Work Order Operations of Plan
Investigation, Execute Investigation and Review Investigation must be executed for all
Investigations. Additional Work Order Operations can be added at this stage or at a later time
where required.
Step: 305.02.02.060. Determine Basic Work Order and Operation Data

Requirements
Step Detail

1SAP
Step Detail
What The goal of this process step is to update the Work Order with basic data, including Work Center
Resources. This requirement can be updated by:
- updating the requirements for a Capacity Relevant Resource Work Center on an Operation
- adding a new Work Order Operation with a different Capacity Relevant Resource Work Center.
Resources are represented by Capacity Relevant Resource Work Centers which have Capacity
and Scheduling information. Different Capacity Relevant Resource Work Centers exist:
- Capacity Relevant Resource Work Centers that represent BHP Billiton Production Personnel
(P)
- Capacity Relevant Resource Work Centers that represent BHP Billiton Maintenance Personnel
(M)
- Capacity Relevant Resource Work Centers that represent Contractors which satisfy the
Permanent Long Term Resource Contractor requirements (M), these Contractors are assigned
to a specific area or crew
- Capacity Relevant Resource Work Centers that represent Contractors which satisfy the
Permanent Long Term Resource Contractor requirements (X) and are considered as shared
resources. These Contractors are available to backfill existing positions or to increase Work
Centre capacity for period less than 3 months. This Work Centre is not planned on Work Orders
but only has Time Confirmations entered against on completion
- Capacity Relevant Resource Work Centers that represent BHP Billiton Support Personnel (S)
- Capacity Relevant Resource Work Centers that represent Contractors which satisfy the Non
Permanent Long Term Resource Contractor requirements (X).
Navigation
Path
How To update Work Order Operation basic data consideration is given that Work Center Resources
on a Work Order Operation are only Resources represented by Capacity Relevant Resource
Work Centers which have Capacity and Scheduling information.
Resource Work Centers that are Non-Capacity Relevant are only used for Time Confirmation
Purposes. A Capacity Relevant Work Center must be visible on the Work Order to enable
mobilisation.
Work Order Requirements are obtained from:

- from the Work Order Long Text (which was copied from the Notification on creation). Any Work
Order Long Text that is redundant after the Planning of the relevant Work Order Operations is to
be deleted from the Work Order Long Text. The final Work Order Long Text is to contain the
Context and Purpose of the task to be completed. Quality, Quantity, Resources and Time
requirements are contained within the individual Work Order Operations
- in consultation with Engineers, Supervisors, Technicians, Subject Matter Experts, Planner
Controllers
- from the Notification Generic Object for Services (GOS) – uncontrolled documents attached to
the Notification to assist in planning activities. Review attached information and update relevant
Work Order Operations with information with regards to personnel and timing requirements.
Planning of a Work Order and Work Order Operation requirements includes any pre-work and
preparation tasks to be performed by any Work Center, resources to execute the desired task
and any post-work and demobilisation tasks to be performed by any Work Center. These
resources are included in consideration of the Fatal Risk Controls Group Level Document. The

1SAP
Step Detail
Work Order is to be resourced to include:

- Production activities including isolation and area/equipment preparation
- the set-up and dismantle of the work area
- placing and removal of local isolations
- set-up and removal of all support equipment and temporary structures, such as scaffolding
- resources to perform the desired task
- resources to ensure the work site is left in a clean and safe condition, which may involve
leaving certain equipment in place, including fire fighting equipment and lighting, until isolations
are removed
- quality evaluation requirements, including hold points. Work requirements are included to
ensure completion to a satisfactory standard based on Operation and technical specifications.
The Supervisor, work crew or relevant inspector may be included in the inspection.
Planning of the de-isolation equipment is to follow the Fatal Risk Controls Group Level
Document and prescribed Asset/Operation requirements. Once the isolations are removed, final
demobilisation may be possible, including:
- fire fighting equipment and lighting left in place to allow safe de-isolation
- include the resources required for handback of equipment to Production. Where applicable, an
allowance for commissioning on start up to ensure equipment is functioning as required
- include the requirement of the cleaning, packaging and meeting of Supply requirements for the
return of Repairable Spares/Service Exchange Items
- Production activities including de-isolation and area/equipment preparation for production
- an allowance of time for the management of the administrative Work Order requirements (Time
Confirmations, Material Return requirements, history recording, etc.)
- non-generic safety requirements. These may include: PPE (acronym), monitors, etc.
To update a Work Order from the previously obtained list select the Work Order line and Click
the ‘Details’ button. To review a specific Work Order, enter the Work Order using transaction
'Change Work Order'.
To update the requirements for a Capacity Relevant Resource Work Center on a Work Order
Operation:
- select Work Order Operation that requires additional Labour
- update the Duration
- update the Number (of resources).
To update the requirements of a new Operation:

- select Capacity Relevant Resource Work Center to be used on the new Work Order Operation
- check Control Key is PMIN (description) and change if necessary
- provide a clear Description of the work required. Long text can be utilised to help clearly
articulate the work description (this will require an update of the default Description in Operation
0010, which is a copy of the Work Order Header)
- update the Duration
- update the Number (of resources).
To update the requirements of a new Operation:

– Select Capacity Relevant Resource Work Center to be used on the new Work Order
Operation.
– if the personnel to execute the work is identified and is assigned to the Work Order Planning
Plant, but the assigned Work Order Operation work center is not known perform the following:
– Clear the ‘Work Center’ field (delete value)
– Highlight the operation and Click on the ‘Internal’ button
– on the Internal Processing screen, delete any value in the ‘Work ctr’ field, and then Click in
the ‘Person. No.’ field, then Click on the possible entries search button when it appears to the
right of the field.

1SAP
Step Detail
– on the pop-up screen, press continue to list the personnel assigned to all work centers in
the same plant
– if further filtering is required Click on the binoculars to search for a specific personnel
number or name
– when the person’s name is located, note their Work Center and cancel the pop-up window.
Ensure that no personnel number is populated in the ‘Person. No’ field.
– Return to the ‘Operation Overview’ screen and enter the previously identified and noted
Work Center value in the ‘Work ctr’ field
– if the personnel to execute the work is identified, but either the Person is assigned to a
different maintenance plant and their Work Order Operation Work Center is not known, or the
Person is assigned to a different Maintenance Plant and their Work Order Operation work center
is known, perform the following:
– Clear the ‘Work Center’ field (delete value)
– Highlight the operation and Click on the ‘Internal’ button
– on the Internal Processing screen, delete any value in the ‘Work ctr’ field.
– in the ‘Plant’ field (directly to the right of the ‘Work ctr’ field) delete any current value, then
perform one of the following:
– Enter the Maintenance Plant identifier of the person if known
– for Maintenance Plants that begin with a letter enter the first letter of the maintenance Plant
followed by wildcard symbol (*)
– for Maintenance Plants that being with numerals enter the first two digits of the
Maintenance Plant followed by wildcard symbol (*)
– Click in the ‘Person. No.’ field, then Click on the possible entries search button when it
appears to the right of the field.
– on the pop-up screen, press Continue to list the personnel assigned to the Plants which
were searched for.
– if further filtering is required Click on the binoculars to search for a specific personnel
number or name.
– when the person’s name is located note their Work Center and Maintenance Plant then
cancel the pop-up window. Ensure that no personnel number is populated in the ‘Person. No’
field.
– on the ‘Internal Processing’ screen enter the person’s previously identified Work Center in
the ‘work ctr’ field and their Maintenance Plant in the Maintenance Plant field. Then select the
‘Enter’ key.
– Return to the ‘Operation Overview’ screen where the ‘Work Ctr’ field has been populated.
– Check Control Key is PMIN and change if necessary
– in the Operation short text field provide a clear description of the work required. The
Notification Long Text will assist in this activity
– long text can be utilised to help clearly articulate the work description (this will require an
update of the default Description in Operation 0010, which is a copy of the Work Order Header)
– Update the Duration
– Update the Number (of resources).
The system compares the Capacity requirement for the Work Order Operation against the
Capacity defined for the Resource Work Center and will give a warning if the Capacity is
exceeded.
Work Order Operation relationships are used with the following considerations:
- where a task is a precursor or successor to an activity, Work Order Operation Relationships
are to be maintained between the impacted Operations. The inclusion of hold points is to be also
addressed during the Work Order Operation planning
- review and set Work Order Operation relationships to ensure that when Material requirements
are linked to the Work Order Operations their requirement dates will be set based on the correct
relationships between the Work Order Operations.

1SAP
Step Detail
To set Work Order Operation relationships the following is relevant.

To create inter-Work Order Operation relationships:
- from the Operations tab select the Work Order Operations that require a relationship set
- Click 'General' button and then select the 'Relationships' tab, complete the following fields:
- OpAc - (Operation Activity), Enter the Work Order Operation to which this Work Order
Operation has a relationship
- Offset to finish - Enter the duration between relationships if applicable
- Un. - Enter the unit of measure (hrs or days)
- Ty. - Enter the Relationship type (e.g. Setting a Finish-Start 'FS' relationship will indicate
that the Work Order Operation currently being processed is a successor to the Work Order
Operation entered into the Relationships tab), Start-Start 'SS' may also be set
- Order - Enter the Work Order that contains the Operation to which this Work Order
Operation has a relationship
- use the 'General' tab to confirm the Work Center, Control Key and Status of the selected
Work Order Operation while setting Work Order Relationships. The 'Dates' tab will show the
Earliest Start and Earliest Finish dates and times and Latest Start and Latest Finish dates and
times, this is used when setting relationships as it shows the start and end dates and times and
also the lag time. The Actual Start and Actual Finish dates and times show if a Work Order
Operation has been started (has a PCNF status)(partial confirmation) or is completed (has a
CNF status)(final confirmation). If a Work Order Operation has been started, the Earliest Start
date cannot be moved. To schedule these Work Order Operations in MRS, the whole Work
Order Operation duration is scheduled. In the case when part of the work in the Work Order
Operation has been completed, a new Work Order Operation is to be created with the remaining
work outlined and the original Work Order Operation will need to be Finally Confirmed (CNF).
To create intra-Work Order Operation relationships:
- from the menu path select Goto > Graphic > Network structure. From within this view,
inter-Work Order and intra-Work Order relationships are visible and able to be manipulated
- Click the 'Connect' button to enable the relationship drawing tool
- Move the Work Order Operations into a logical grouping representing the required
relationships and draw the required connectors (e.g. SS, FS, SF)
- on completion of relationship setting, Click the 'Schedule' button, this will outline any
Schedule conflicts or Work Center deficiency that may have been introduced when setting
relationships in the Schedule log, this log is refreshed when the Work Order is saved, so the log
must be viewed prior to saving
- Click 'Back' button to return the Work Order processing view (Save Node Item if prompted
to do so). The 'Schedule' button will update the information within the Graphic Network Structure
and highlight any schedule conflicts or loops.
If additional Capacity is required to be added to the Resource Work Center to enable this
increase in Resource, the Capacity should be increased on the Resource Work Center, this is
covered in the Scheduling process.
Work Order Operation User Status is automatically assigned from the associated Task List/CMO
and cannot be changed. The usage is as follows:
- Where a Work Order Operation is generated from a Strategy Task List
- CCE (Critical Control Execution) user status is set on work order operations for an
operation that is identified as a Critical Control Execution Task.
- CCV (Critical Control Verification) user status is set on work order operations for an
operation that is identified as a Critical Control Verification Task.
- No Criticality indicator is set nor is criticality applicable to all other work order operations.
- Where a Work Order Operation is generated from the creation of a PM03 Work Order
referencing a Controlled Maintainable Object (CMO):
- CCE (Critical Control Execution) user status is set on all PM03 work order operations
- No Criticality indicator is set nor is criticality applicable to work order operations where the

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Step Detail
PM03 does not reference a CMO in the work order header functional location field
- Where a Work Order Operation is generated from the creation of a PM01 Work Order
referencing a Controlled Maintainable Object (CMO):
- If a task list containing an operation with an object dependency of PM_CCE or PM_CCV
is assigned to the PM01, then those operations shall contain the user status CCE or CCV as
applicable
- If no task list is assigned to the PM01, No Criticality indicator is set nor is criticality
applicable to work order operations for the PM01 regardless if the PM01 references a CMO in
the work order header functional location field (It will not be possible to manually update a work
order operation user status)
The installation or removal of a Linear Object within a Functional Location will require the
initiation of an MDM Request to change the Functional Location Characteristics.
Mobilisation of Non Permanent Long Term Resource Contractor

To mobilise Non-Permanent Long Term Resource Contractor, a process will need to be in place
at individual Customer Service Groups, to ensure the Vendor is aware of the requirements to
engage their Resources, as they will not receive a Purchase Order detailing the individual tasks
to be performed for each service.
The work to be performed by these Long Term Resource Contractors will be on the Work Orders
and identified during the Scheduling process, an electronic or hard copy of the Work Orders
would be sufficient for the mobilisation of this Contractor Group, although an initial phone call
may be required.
A Contract and Purchase Order will be in place with Vendor, indicating the BHP Billiton
Commercial Requirements, the work quality specifications and Site access procedures.
Resourcing Investigations
All Investigations must be assigned a Task List which is resourced in line with the following
requirements:
- Plan Investigation - Assigned to the Resource Work Center of the Risk Owner (person) for the
Event or Issue (consult the Investigation Protocol for guidance on identification of the Risk
Owner)
- Execute Investigation - Assigned to the Resource Work Center of the Risk Owner (person) for
the Event or Issue (consult the Investigation Protocol for guidance on identification of the Risk
Owner). The Risk Owner may request reassignment of this Work Order Operation at a later
stage
- Review Investigation - Assigned to the Resource Work Center of the Risk Owner's Manager
(person), (consult the Investigation Protocol for guidance on identification of the Investigation
Reviewer).
Additional Work Order Operations may be assigned at this stage or later in the Investigation
process. The Work Order Operations of Plan Investigation, Execute Investigation and Review
Investigation must be executed for all Investigations.
Responsible Cost Center

Main Work Centers will be defaulted from the Reference Technical Object onto the Notification
on creation. When a Work Order is created for a Notification the Responsible Cost Center is
defaulted from the Main Work Center to the Responsible Cost Center field in the Additional Data
Tab on the Work Order. It is this Responsible Cost Center that is used to set the Workflow logic
for approval of Purchase Requisitions and Service Entry Sheets on the Work Order.
The defaulting of the Responsible Cost Center from the Main Work Center on the Work Order

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Step Detail
Header is only carried out at creation of the Order; subsequent changing of the Main Work
Center on the Work Order will not update the Responsible Cost Center; to manually update the
Responsible Cost Center, enter the correct Cost Center into the 'Responsible CCtr' field on the
Additional Data tab of the Work Order.
Step: 305.02.02.070. Determine Catalogued Material Requirements
Step Detail

What The goal of this process step is to update Work Order Operations with Catalogued Materials if a
requirement has been determined. This includes the automatic creation of a Negative
Reservation for the return of Repairable Spares and Service Exchange Items to ensure the
damaged Material is returned to Supply for repair.
Navigation
Path
How To update Catalogued Materials on a Work Order from the previously obtained list select the
Work Order line and Click the ‘Details’ button. To review a specific Work Order, enter the Work
Order using transaction 'Change Work Order'. Materials are Reserved on either on the
Components Tab of the Work Order or alternatively on the Components Tab of each individual
Operation
Work Order initiated Reservations are created for Plant Spares and consumables which
reasonably be entirely consumed in the execution of the Work Order, on the task for which the
Work Order was created.
Catalogued Materials may be added to a Work Order by:

- selecting from a Material search (TREX is available for advanced searching (e.g.
Manufacturer's Part Number). In the ‘Component‘ field Click the ‘Possible Entries Search‘
button, make sure the ‘Advanced Search for Material Using Search Engine‘ screen displays,
perform the search)
- selecting from the Structure List (Clicking ‘List‘ button)
- selecting from an alternate Assembly (Clicking the ‘Assem.‘ button)
- manual entry of Catalogue number.
Steps for entering Catalogued Material:

- Component - Enter Catalogued Material Number
- Reqmt Qty - Enter Quantity
- SLoc – Enter the Storage Location
- Recipient - Enter the Recipient (Free Text line)
- Unloading Point – Enter the Unloading Point (Free Text line)
- Manual Requirement Date – When selecting this option the 'Reqmt Date' field will be locked
and Rescheduling the Operation will not affect the Date
This option is selected when the component requirements are required on site prior to or after
the Operation Start Date.
Consideration is to be given to the lead time of the materials and the delivery requirements.
Early delivery of Materials may cause storage issues to develop.

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Step Detail
Repairable Spares and Service Exchange Items are identified by a Batch field of 'CAPITAL',
'NEW' or 'REPAIRED' on the Component line. When saving a Work Order with a Repairable
Spare or Service Exchange Item, the system will automatically assign an additional negative
Reservation (in the same quantity of that reserved) for the future return of the Damaged
Repairable Spare or Service Exchange Item once it has been removed. The Batch Field shall
also be auto updated with 'DAMAGED' and the SLoc updated to ‘0099’.
For Capital Materials that are not repairable the values in the batch Field will be 'CAPITAL' or
'SCRAP', when a non-Repairable Capital Material is issued to a Work Order a return line will not
be added automatically. This return line must be entered manually and the Batch Field set as
‘SCRAP’ and SLoc 0099. The returning of the Scrapped Capital Material will initiate the
Scrapping Process in Supply and Finance.
If Item Category 'N' is defaulted from the User Exit determination on Material MRP settings or
BOM then the following Purchase Requisition Details may also need to be entered, if not
defaulted from the Material Master and/or Item Number of Outline Agreement (If entered
Manually)
- Goods Recipient
- Unloading Point
- Vendor (if known).
Purchase Requisition data defaulted from Material Master and System Configuration:
- Price
- Material Group Purchasing Group and Purchasing Organisation
- Planned Delivery Time.
With regard to Catalogued Materials, the following considerations are relevant:

- catalogued materials with the MRP type of V1 or PD are Inventory managed and the default
tem category will be set as 'L', this will create a Reservation and MRP will create the Purchase
Requisition if the Material is not kept in stock. In the instance of a Repairable material with the
MRP type of PD being Reserved, a negative Reservation will also be required (User Exit will
bring the Negative line item default upon Save of Work Order for Repairable) to return the
damaged item removed from the plant for repair, before the fulfilling of Reservation once the
sub-contract repair is complete
- for Catalogued Materials with the MRP type of ZD or ND, the item category will be
automatically set to 'N', this will create a Direct Purchase Requisition. These Catalogued
Materials will generally be on a source list and as such will be linked to an Outline agreement
and a Vendor; the Purchasing Data will be defaulted into the Purchase Requisition if we
maintain the Outline Agreement & Item Number manually in purchasing data tab for component.
Materials that are linked to Source lists are automatically purchased. These Materials are
consumable items only and as such do not represent operating spares.
Perform a Material Availability check to ensure the Requirements Date can be met. Should the
Material requirements not be able to be satisfied on the date required, adjust the Requirement
Dates, and negotiate with other person who has reservation for same Material to enable the
issue of Material for this requirement or contact Supply to resolve availability issue.
When Work Order Planning has been completed and Work Order Operations Requirements
have been met, Reservations and Purchase Requisitions will be created for those Work Orders
that have already been Released. To allow initiation of the procurement of materials that are
either long-lead to procure or long-lead to replenish, it may be required to activate a Reservation
prior to Work Order Release; this is done by setting the “Res./Purc. req.” to Immediately.

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Step: 305.02.02.080. Determine Non-Catalogued Material Requirements
Step Detail

What The goal of this process step is to assign Free Text Material requirements to a Work Order that
has had Non-Catalogued requirements determined. Free Text requirements will create a
Purchase Requisition when the Work Order is Released or if already Released when saved.
Navigation
Path
How To update a current Purchase Requisition for a Non-Catalogued Material or to create a new
Purchase Requisition for a Non-Catalogued Material, determine the material requirements. A
Free text Material Purchase Requisition is used to create a Purchase Requisition for:
– Non-Catalogued items for consumption on the task for which the Work Order was created
– the offsite, non-supervised/managed repair and return of a non-Catalogued piece of plant, for
which the dismantle and installation has a requirement to be Planned and Scheduled, or has a
requirement for the costs of such to settle to the Cost Center of the Technical Object
– a requirement from Supply to update a Purchase Requisition on a Work Order due to:
- Purchase Requisition being outside of tolerances as specified in the Supply Group Level
Document and therefore a Purchase Order cannot be created
- Purchase Requisition having its Workflow Approval rejected.
To assign or update a Free Text Material to a Work Order Operation, change the Work Order
currently being processed or use transaction 'Change Work Order' and enter the Work Order
number, select the Operation, Click 'General' button and in the 'Components' tab complete the
following fields:
– Description - Enter the Free Text line in the Component description, long text will appear as
long text on the Purchase Order
– Reqmt Qty - Enter the Quantity
– Un - Enter the Unit of Measure.
– Sloc - Enter the Storage Location.
In the Component Detail Purchasing screen:

– Price - Enter the estimated price
– Purch group - Enter the Purchasing Group
– Vendor - Enter the Vendor (if known)
– Goods Recipient - Enter the Goods Recipient (Free Text line)
– Unloading Point – Enter the Unloading Point (Free Text line)
– Pl. Deliv. Time – Enter the Planned Delivery Time (days), the delivery time noted by the
Vendor is entered into this field. This value, combined with the Supply default Purchase
Requisition Processing time sets the Purchase Requisition Release Date to ensure the delivery
date can be met. The Purchase Requisition Release Date is the date when the buyer will see
the Purchase Requisition in their Purchase Requisition queue.
In the Component Detail General Data screen:

– Manual Requirement Date – When selecting this option the 'Reqmt Date' field will be locked
and Rescheduling the Operation will not affect the Date. This option is selected when the
component requirements are required on site prior to or after the Work Order Operation Start
Date.
Particular attention must be paid to the Operation dates as this is what is set as the
Requirement date for the Material in the Purchase Requisition and as this Material will need to
be sourced and supplied additional time needs to be taken into account to ensure that the
Material can be sourced prior to the Work Order being executed.

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Step Detail
Early delivery of Materials may cause storage issues to develop. To allow initiation of the
procurement of materials that are either long-lead to procure or long-lead to replenish, it may be
required to activate a Purchase Requisition prior to Work Order Release; this is done by setting
the “Res./Purc. req.” to Immediately.
To support the estimated price, include all information regarding the acquisition of the price
estimate and relevant information regarding the Vendor source in the Text area of the Purchase
Requisition, as well as attach any supporting documentation to the Generic Object for Services
of the Purchase Requisition. This can only be done after the Work Order has been Released
and saved the steps are:
– from the Work Order being processed
– Open the Purchase Requisition from the Purchasing Data tab and switch from Display to
Change mode
– any information relevant to the Purchasing Officer, enter this text into Item Note (This text will
not be printed on the RFQ or the Purchase Order or the Vendor)
– any information relevant to the Vendor, enter this text into the Item Text (This text will be
printed on the RFQ or Purchase Order for the Vendor)
– Attach any supporting documentation, obtained from the Vendor or relevant to the Purchase,
to the Generic Object for Services.
Step: 305.02.02.090. Determine eCatalogued Material Requirements
Step Detail

What The goal of this process step is to update Work Order Operations with eCatalogued Materials if
a requirement has been determined. eCatalogues exist for Specific Vendors to allow the
selection of a Material directly from the Vendor’s Catalogue, which will create a Free Text
Purchase Requisition in the Work Order Component Screen with all the appropriate Purchasing
Data defaulted from the Vendor eCatalogue and the assigned Source list.
Navigation
Path
How To update eCatalogued Materials on a Work Order that is currently being processed or access
new Work Order, use transaction ‘Change Work Order’:
– from the Component tab select the 'Catalog' Button
– Select the Catalogue that you would like to use to select the Material
– Select the Material and transfer to the Work Order Component screen
The following Purchase data needs to be added or reviewed and updated as required:
– Recipient - Enter the Recipient (free text field)

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Step Detail
– Unloading Point - Enter the Unloading Point (free text field)
– GR Processing Time - Goods Reception Processing Time, Standard time set for the Work
Order Operation by Supply
– Purch. group - Enter the Purchasing Group
– Manual Requirement Date - When selecting this option the 'Reqmt Date' field will be locked
and Rescheduling the Work Order Operation will not affect the date. This option is selected
when the component requirements are required on site prior to or after the Work Order
Operation
Start Date.
All other Purchase Requisition data will be defaulted from eCatalogue and Configuration data.
Early delivery of Materials may cause storage issues to develop.
When Work Order Planning has been completed and Work Order Operations Requirements
have been met, Purchase Requisitions will be created for those Work Orders that have already
been Released.
Step: 305.02.02.100. Determine Document PRT Requirements
Step Detail

What The goal of this process step is to update the Work Order Operations with Document PRTs
(Production Resource Tools) to support the work execution. Information can be added to a Work
Order Operation in the form of:
- technical information
- reports
- procedures
- commissioning requirements.
This information, if added as a Document PRT (Production Resources Tool) to the Operation,
will print automatically with the Work Order.
Navigation
Path
How To update Document PRTs on a Work Order that is currently being processed or to access a
new Work Order, use transaction ‘Change Work Order’:
- select the Work Order Operation, Click ‘Prod. resources/tools' button.

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Step Detail
In the screen ‘Change Maintenance Order: PRT (Production Resource Tools) New Entries‘ Click
the ‘Document‘ button and complete the following field:
- Document – Enter the DIR number.
If unknown perform the following:

- in the ‘Document‘ field Click the ‘Possible Entries Search‘ button, the search functionality box is
displayed
- from the popup box select 'Find document via class'
- in the 'Find Objects in Classes' screen complete the following fields:
- Class - DM_PMAC_COMM (Document Info record Common)
- Class Type – 017 (Document management)
- Click 'Continue (Enter)' button, in the search screen enter the relevant DIR Characteristic
values (e.g. Maintenance Planning Plant, Main Work Center, etc)
- Click 'Find in initial class' button, a list of objects (Document Number) is generated
- Click 'Change Layout' button (button to the right of the green tick) to bring other Characteristic
values into the list if necessary (e.g. Description)
- if further detail is required on the DIR, highlight the line item and Click the 'Display Document
Info Record' button (arrow button next to the Clock button) and choose 'Display document' to
display the DIR Master Data. To return to the list Click the 'Back' button
- in the 'Find Objects in Classes' screen highlight the desired line item (Object) and Click the
'Copy' button, the document number is copied.
- Quantity – Enter Quantity UOM (Unit Of Measure)
- Control key – Enter Control Key
- Click 'Copy' button to add to the Work Order Operation.
Other changes can be made to Document PRTs (Production Resource Tools) such as:
- increase the number of copies
- suppress the print by changing the Control Key.
Step: 305.02.02.110. Determine Direct Purchase Requisition

Requirements
Step Detail

What The goal of this process step is to determine which items are required to be resourced using a
Purchase Requisition from within the Supply processes.
How To create a Direct Purchase Requisition, the Supply processes must be followed.
The following items are to be procured using the relevant Cost Center, initiated within the Supply
process and not on a Work Order:
– Non-Catalogued item, the Settlement of which is to the department’s overhead Cost Center
(e.g. Tools)
– Repair of an item that is deemed to be an overhead cost (e.g. Repair of a tool).
Step: 305.02.02.120. Determine Direct Reservation Requirements

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Step Detail

What The goal of this process step is to determine which items are required to be resourced using a
Reservation from within the Supply processes.
How To create a Direct Reservation, the Supply processes must be followed.
The following items are to be procured using the relevant Cost Center, initiated within the Supply
process and not on a Work Order:
– consumable Items, the Settlement of which is to the department’s overhead Cost Center
– lubricants and oils which are not considered to be entirely consumed in the execution of a
single Work Order.
Step: 305.02.02.130. Determine Mode of Engagement for Listed Work

Order
Step Detail

What The goal of this process step is to determine the Contractor Mode of Engagement for the listed
Work Order.
How To determine the Contractor mode of engagement, review the resource requirements on the
Work Order being planned by Resource Work Centre, then determine the most appropriate way
to engage the Contractor. Identify if the requirement is for an External Service, or the
requirement is for additional Capacity to be assigned the Work Centre.
The selection of the mode of the engagement is based on the type of Work Centre being
planned will be either of the following:
- External Service
- Supplementary
External Service:
External Services are requested on Work Orders by the use of the SVC Work Centre, and is
used when an SVC Work centre is being planned and the Contractor requirements are
determined to be a package of work unique to a single Work Order. Where an External Service
requirement has been determined proceed to initiate the Service Requisition creation from the
Work Order.
Supplementary:
Used when the Work Centre being planned has a requirement to be supplemented with
additional capacity to enable listed Work Orders to be executed.
Where a Supplementary requirement has been determined proceed to determine HR Resource

Plan Applicability.
Step: 305.02.02.132. Determine HR Resource Plan Applicability for

Supplement
Step Detail

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Step Detail

What The goal of this process step is to determine if the supplementary resource is relevant for HR
Resource Planning.
How To determine HR Resource Plan applicability consider the following.
If Resource Work Centre starts with “XN”, the Work Centre will not be subject to HR Resource
Planning and any supplementary labour will be acquired via a Direct Purchase Requisition.
Proceed to Determine Non-HR Resource Plan Hiring Information for details required to acquire
the resource.
If the Resource Work Centre starts with ‘MN’; ‘SN’ or ‘PN’, identify the following:
- Length of time supplemented Capacity will be required
- Can the supplementary Capacity be sourced in house (Shared Resource, etc)
- The urgency of acquiring the supplementary Capacity
The initial review of the Work Centre capacity will assess if all Positions assigned to the Work
Centre have active assignments during the Planned Period.
People assigned to Positions may not be available due to:

- Left employment
- On long service leave
- Injury recovery
- Secondment.
Consideration for supplementing people into these Positions will be based on the duration that
the Person assigned to the Position is deemed to be unavailable:
- If the Position is empty due to termination or if the Person assigned to the Position will be not
be available for a period greater than 3 months then the Initiate Resource Process must be
followed to fill the Position. However if the additional capacity is required immediately then the
capacity can be supplemented either from the Shared Resource Pool (where it exists) or via a
Direct Purchase Requisition for the duration that is required to on board a resource into the
Position
- If the Person assigned to the Position will be available within the next 3 months additional
capacity can be supplemented from the Shared Resource Pool (where it exists) or create a
Direct Purchase Requisition. Where a Direct Purchase Requisition requirement is determined
proceed to determine non-HR Resource Plan hiring information
Another scenario is when the Internal Work Centre is at full Capacity based on all persons
assigned to Positions being available or adequately covered by Supplementary Labour
assignment, and then any additional capacity requirements will be sourced by:
- If the additional Capacity over the current Work Centre set Capacity is required for a period of
greater than 3 Months then the request for an additional Position needs to be initiated via the
Initiate Resource Process. Once the Position is established then the additional Capacity can be
assigned to the new Position. If the additional capacity is required immediately then the capacity
can be supplemented either from the Shared Resource Pool (where it exists) or via a Direct
Purchase Requisition for the duration that is required to create the new Position and on board a
resource into the position. Where a Direct Purchase Requisition requirement is determined
proceed to determine non-HR Resource Plan hiring information
- If the additional Capacity over the current Work Centre set Capacity is required for a period of
less than 3 Months, the Work Centre capacity can be supplemented either from the Shared
Resource Pool (where it exists) or via a Direct Purchase Requisition. Where a Direct Purchase
Requisition requirement is determined proceed to determine non-HR Resource Plan hiring
information.

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Step Detail
Note: In case of using Share Resource Labour to supplement into positions in Internal Work
Centres all confirmations entered by the supplementary labour will be against their own Work
Centre, and not the Work Centre to which they have been supplemented.
Step: 305.02.02.135. Determine Non-HR Resource Plan Hiring Information
Step Detail

What The goal of this process step is to determine the Non-HR Resource Plan Hiring information for
those resources that are not relevant for HR Resource Plan.
How To determine the Non-HR Resource Plan Hiring information, the requirement will due to
establishing a Contractor or for Work Order Planning.
When establishing a contractor (> 3 months) and Planning Work Orders (<3 months) there is a
need to create a Purchase Requisition, update Work Centre Capacities and mobilise the
contractor:
- Information required to Process Purchase Requisition:
- Skill requirements
- Duration of Purchase Order (as this hire includes a base capacity for scheduling); should be
more than 3 months
- Vendor Outline Agreement and Item Number
- Cost Centre from the Work Centre that is being supplemented
- Information required to update Work Centre Capacities:

- Work Centre
- Capacity required
- Shift intervals
- Information required to Mobilise Contractors:

-Supplies information required to be passed onto Contractors for them to be aware of and
comply with BHP Billiton’s requirements for Contractors.
Step: 305.02.02.137. Determine HR Resource Plan Hiring Information
Step Detail

What The goal of this process step is to determine the Resource Plan hiring information.
How To determine the HR Resource Plan Hiring, the requirement will due to establishing a Contractor
or for Work Order Planning.
When establishing a contractor (> 3 months) and Planning Work Orders (>3 months) there is a
need to create a Purchase Requisition, update Work Centre Capacities and mobilise the
contractor:
- Information required to Initiate Resourcing:

- Position IDs if existing or number of Positions required
- Skill requirements into each Position

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Step Detail
- Duration of Purchase Order for Hire requirement (as this hire includes the assignment of
people into Positions)
- Vendor Outline Agreement and Item Number.
- Cost Centre from the Work Centre that is being supplemented.
- Information required to Schedule Work:

- Work Centre
- Position IDs if new ones are created
- Capacity required
- Shift intervals
- Information required to Mobilise Contractors:

- Supplies information required to be passed onto Contractors for them to be aware of and
comply with BHP Billiton’s requirements for Contractors.
Step: 305.02.02.140. Determine Service Requisition Requirements
Step Detail

What The goal of this process step is to create a Purchase Requisition for a Service on a Work Order
Operation for a defined package of Work or Rental of equipment. The Service requirements and
pricing can be derived from Service Masters, Free Text Service or Outline Agreements.
This process step must not be used for labour or equipment hire.
The Mobilisation Tab will be used to request Rental Equipment.

Navigation
Path
How To create a Purchase Requisition for Services, while in Work Order that has been selected from
the list or use Transaction 'Change Work Order' to access a specific Work Order.
A Service on a Work Order is created for:

– the performance of a service on-site where the activity is performed on a Technical Object
– the performance of a service off-site, where there is no requirement for the return of goods
through Supply for Receipting (e.g. emailed report, as in the case of an oil sample)
– the offsite, supervised/managed repair and return of a Non-Catalogued piece of plant.
A Purchase Requisition is created on a Work Order for a defined package of work as a PMSV
Work Order Operation and the actual costs will be visible on the Work Order on SES approval.
External Resource Service Contractor Requirements

For engagement of Contracted resources that do not qualify as a LTRC (Long Term Resource
Contractor), an outline agreement should be established and a contract, if possible, as this will
assist in the enabling the automation of the Purchase Requisition and SES (Service Entry
Sheet) process.
The process for engaging an External Resource Service Contractor is to create a separate
Operation on the Work Order and assigning a PMSV (External Services) Control Key. The
costs for this service will be accumulated on the Work Order and settled to the Cost Center
assigned in the Work Order’s Settlement Rule.

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Step Detail
If the Resource engaged using this process is a crane or equipment required to support the
Work being carried out on the Work Order, the mobilisation details should be set in the Service
line, this will allow the service to be managed as a rental requirement and the item will be
receipted on-site and returned to the vendor via the Supply rental process.
Work Centers for External Resource Service Contractor

All Main Work Centers will have a corresponding External Resource Service Work Center. The
Work Center code for the acquisition of an External Resource Service is made up of two parts,
the Main Work Center and the abbreviation for Service (SVC).
As with all Work Centers, if the Work Center is used on Shutdowns as well as Normal Work
Orders then a mirrored Shutdown Work Center will be created.
The variations for creating a Request for Service based on type of Service:
– Work Orders for Service with Scope of Work
– Work Order Types with Rental Requirements.
It is possible that a Request for Service will have a requirement for Service with Scope of Work
and Rental; this will require two Service items on the one Requisition.
If the Service item is for a Scope of Work, create an Operation to allow the Service to be
Scheduled and to create the Purchase Requisition for Service:
– the Work Order Operation will be created with PMSV (External Resources) Control Key
– External Resource Service Work Center
– this Work Order Operation will have the date and time constraints applied
– this Work Order Operation will be Scheduled for Urgent and Planning Work Orders
– for External Service PMSV (External Resources) Operation, the Number will only be for 1
Service for the Duration, irrespective of the number of people on the task
– Enter the duration for the Service; this is the total duration regardless of number of resources.
– Include Requisition header and Service requirements
– any Scheduled Work Order that contains an External Resource Service Work Center will be
required to have the Priority manually set to– “Sched Day Defined”
– this Work Order Operation will have Time Confirmations entered against it when work is
complete.
Service Header
Steps to create the Purchase Requisition of Service header information:
– Enter the PMSV (External Resources) Control Key
– Enter the External Resource Service Work Center
– Enter the External Service description, long text will appear as long text on the Purchase
Order
– Enter the Purchasing Group
– outline agreement if exists.
Do not enter the Purchasing Organisation; Material Group and the Cost Element these will be
defaulted for all external Services.
Other entries against a Purchase Requisition for Service requirement are:

– Recipient
– Planned delivery Time
– Suggested Vendor
– Material Group (for a Service, starts with a '7') - Use 'Possible Entries Search' button
Service Item

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Step Detail
Steps to create Service item (Planned costs) for External Resource Service Contractor:
– Enter the Service line by Free Text, Service Master or Agreement
– Enter Quantity
– Enter the estimated price or if a Request for Quote (RFQ) is required enter a price that will
initiate the RFQ (Request for Quote) process as per the Group Level Document
– Enter Workflow Unblocker. (The Service Unblocker is the person who receives the Workflow to
Unblock the SES (Service Entry Sheet) post creation and service performance. If no Service
Unblocker is specified at the time of Purchase Requisition creation, it will default to the person
who Releases the Work Order. As the Work Order Releaser may not be the person
Supervising the job, it is appropriate for the Service Unblocker to be changed to the work
Supervisor, as this person will verify the work was completed and check the SES (Service Entry
Sheet) against the Service Validation form prior to Unblocking.)
Limits (Unplanned costs) can be entered to either supplement the Service item or used
independently of a Service item. The intention is to use limits to give a contingency for overrun
of the Service item Planned cost for additional costs such as Accommodation and Hire car
costs.
Two values are entered when creating a limit requirement, ensure that these two values are the
SAME:
– Enter Overall Limit value
– Enter Expected Value.
The Expected value from the Limits and the value from the Service item lines are added
together to give the overall Purchase Requisition value, it is this value that is used in the
Release workflow.
To support the estimated price, include all information regarding the acquisition of the price
estimate and relevant information regarding the Vendor source in the Text area of the Purchase
Requisition, as well as attach any supporting documentation to the Generic Object Services of
the Purchase Requisition. This can only be done after the Work Order has been Released and
saved. From the Work Order being processed:
– Open the Purchase Requisition from the Purchasing Data tab and switch from Display to
Change mode
– any information relevant to the Purchasing Officer, enter this text into Item Note (This text will
not be printed on the RFQ (Request for Quote) or the Purchase Order for the Vendor)
– any information relevant to the Vendor, enter this text into the Item Text (This text will be
printed on the RFQ or Purchase Order for the Vendor)
– Attach any supporting documentation, obtained from the Vendor or relevant to the Purchase,
to the General Object for Services.
All Work Orders with Rental Requirements.

To create a Purchase Requisition for Services item line for Rental Equipment an additional step
is required during the Service item creation. This step is to populate data into the Mobilisation
Tab of the Service Item Line:
– Select Rental Equipment
– Enter Mobilisation Text (utilised for any special requirements in relation to
mobilisation/demobilisation of rental equipment)
– Enter Quantity
– Enter Unit of Measure.
If the Rental Requirement is required to be Scheduled with an existing Operation it will be

necessary to set the Relationship between the two Operations as Start/ Start.
A Return Document must also be created for the return of the Rental Equipment, to create the

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Step Detail
Return Document:
– Save the Work Order after completing the Service requirement
– from the initial Work Order Screen, change to Display mode and open the Work Order
– Navigate to Environment>Create Returns
– Select Doc Type Rental Document
– Select Rental document > Add with Ref > Ref to PM Order
– Add with reference to Work Order
– Select Rental Line to import detail into Return Document
– Select Reference Button
– Enter Description in Header (E.g. Return rented Pump)
– in Recommended Action select "A3 Rtn Rental Equipment"
– Enter and Save
– Back out to Order
Print the Returns Document for return with the item.
Material usage
Materials required to support the Service may be captured in the following ways:
– BHP Billiton provided Materials. These should be issued from the BHP Billiton Store and
charged to the Work Order as per normal Work Management processes.
– materials provided by the contractor will not be included in the price of the service; these will
be a Non-Catalogued Material Purchase Requisition on the related Work Order.
– Plant Items or Components provided by the contractor will be:
- Requested via a free-text Purchase Requisition, will be receipted via the Supply process
and managed through the Supply shipping process for Remote Operations.
– incidental consumables that are used by Contractors to carry out the requested tasks will be
covered by the use of Limits in the Service request.
– incidental Consumables, Tools, etc, required by the Contractor to carry out a task that need to
be managed by Supply delivery process via:
- Outward Delivery Documents for Sites using Remote Logistic Module (RLM)
- Logistic Order for Sites using standard delivery and receipting processes.
Assign the relevant User Status to the Work Order Operations which are deemed to be Critical
Control Execution (CCE) or Critical Control Verification (CCV).
Step: 305.02.02.150. Review Work Order Resource Requirements Met
Step Detail

What The goal of this process step is to review the fully resourced Work Order to determine that all
requirements have been met.
Navigation
Path
How To determine if the Work Order resource requirements have been met, use transaction 'Change
Work Order' and review the requirements which have been added to the Work Order. If the
requirements have not been met, the additional requirements are identified initiate additional
updates.
If requirements have been met for Planned Work for Scheduling, proceed to determine if
consideration to future Work Plans is to be given.

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Component: Pre-Schedule Work Order and Release

Step: 305.02.02.160. Determine Rough Cut Schedule Requirements from
Work Orders
Step Detail

What The goal of this process step is to assess available capacity of future Schedule Periods for the
assignment of Work Orders during Rough Cut Scheduling.
Portal My Work > Work Management > Schedule Management > Plan Work > Capacity Planning
Navigation
Path
How To determine the Rough Cut Schedule requirements, use transaction 'Capacity Planning' and
complete only the following:
- Work Center - Enter the Resource Work Center
- Plant - Enter the Plant for Work Center
Click 'Continue (Enter)' button, the displayed result will show the available Capacity and the
Requirements (Demand) for the Work Center or Work Centers on a weekly basis. Assess the
Capacity to determine if the week in which the Work Order is required to be executed, there is
available Capacity. Double-clicking on the individual Week, will display the Work Orders for that
period. Double-clicking on an individual Work Order will open the Work Order for viewing.
Rough-Cut Scheduling is the process of allocating Planned Work Orders to a future week
(Schedule Period) based on the remaining available Resource Work Center Capacity and Work
Order requirements. Rough-Cut Scheduling ensures that:
- Resource Work Center Capacity requirements for future Schedule periods are regularly
checked
- the procurement of Resources (Materials and Services) is initiated with adequate lead-time
- finite Scheduling can proceed with ease, based on predetermined work requirements.
The following considerations are relevant when Rough-Cut Scheduling:

- Capacity Loading profile for Schedule Periods +1 to +4 must display a Resource Work Center
Capacity Loading approaching required Capacity Loading for Resource Work Center
- with the exception of known peaks with increased Capacity requirements, Schedule Periods +5
to +12 should display a gradually decreasing Resource Work Center Capacity profile (this profile
allows for the inclusion of corrective and system-generated work)
- release of a Work Order after Rough-Cut Scheduling initiates Purchase Requisitions and
Reservations; future updates to Work Order Basic Start Dates may impact on Supply with
regards to Purchase Orders, Goods Receipts and Goods Issues.
Step: 305.02.02.170. Determine Rough Cut Schedule Requirements from

Work Plans
Step Detail

What The goal of this process step is to assess the predicted Schedule Loading with respect to Work
Plans for future dates to determine the most appropriate Schedule Period for Rough-Cut
Scheduling. This is pertinent where Work Plans are not called a long time in advance.

1SAP
Step Detail
Portal My Work > Work Management > Schedule Management > Plan Work > Display Scheduling
Navigation Overview (Selection List)
Path
How To determine Rough Cut Scheduling requirements from Work Plans locate the predicted future
planned work not yet called.
The execution of this search will be most effective by Functional Location (e.g. Maintainable Unit
or responsible area)
To list Scheduling Overview for Rough Cut Scheduling, use transaction ‘List Display Scheduling
Overview’ and complete the following fields:
- Functional location - Enter area to be displayed (e.g. Maintainable Unit or responsible area),
where required. The wild card ‘*’ can be used to include lower levels.
- Scheduled start date - From today’s date to 12 Weeks in the future
- Planner group - Enter the responsible Planner Group.
Execute the transaction, the ‘Maintenance Scheduling Overview List’ will be displayed for
review, perform the following:
- Sort in Ascending Order by ‘Start date’.
Review the future planned work schedule and retain this data for use in the next process step.
Step: 305.02.02.180. Rough Cut Schedule Work
Step Detail

What The goal of this process step is to assign a preliminary Weekly Revision in preparation for the
Pre-Scheduling Meeting.
Path
How To determine Revisions for the Work Order that is currently being processed, an analysis of the
work and constraints must be conducted. Review the Scheduled Start date and time, (the start
of the earliest Work Order Operation) and Scheduled Finish date and time, (The latest Work
Order Operations Scheduled Finish date and time) from the Header Data Tab. Compare to the
'Major Events Calendar', to highlight any known events that may utilise the recourses.
While in the Work Order currently being processed or to access new Work Order from a list use
transaction 'Change Work Orders (Selection List)' and complete only the following fields:
- Functional location - Enter area to be displayed (e.g. Maintainable Unit or responsible area).
The wild card ‘*’ can be used to include lower levels.

1SAP
Step Detail
Execute Transaction, the list of Work Orders will be displayed for review, then perform the
following:
- Sort in Ascending Order by ‘Revision’ and ‘Basic start date’.
Using the Work Order System Condition, it can be determined what operating condition the
object is required to be in to execute the activity.
Determine using the data previously obtained from ‘List Display Scheduling Overview’ when the
Current Work Orders from the ‘Change Work Orders (Selection List)’ can be or should be
scheduled, aligned with a future planned outage.
When the risks of the work and access requirements have been addressed assign the
appropriate preliminary Weekly Revision.
Allocate Schedule Day Defined Work Orders a Weekly Revision equalling the Schedule Period
and a Basic Start Date equalling the day of execution. Allocate all other Work Orders a Weekly
Revision equalling the Schedule Period and a Basic Start Date equalling the Monday of the
Schedule Period.
To update an individual Work Order, select and enter individual Work Order from the list and
enter the following:
- Revision - Enter the target Weekly Revision, click the enter button to ensure the Basic Finish
Date is copied
- Bsc start - Enter the required Basic Start Date.
To assign a Weekly Revision to a list of Work Orders, perform the following:

- Menu path - select Order > Revision > Assign Revision
- Planning Plant - Enter the Plant
- Revision - Enter the target Weekly Revision.
To update the Basic Start Date of the Work Orders from the list, perform the following:
- Menu path - select Order > Carry Out a Mass Change
- from the ‘Mass Maintenance: Field View’ click the ‘Choose Fields’ button
- Select the ‘Basic start date’ field and click the 'Choose’ button to add to the ‘Selection
criteria’
- Click the ‘Continue’ button
- new value - Enter the new Basic Start Date for the selected Work Orders
- Click the ‘Execute’ button.
Once all Work Orders that have their Work Order Operation requirements met and have had the
Revision Requirements determined and assigned then the Work Orders will be Pre-Prioritised.
Step: 305.02.02.190. Pre-Prioritise Work Orders for Pre-Scheduling
Step Detail

What The goal of this process step is to identify work that must be executed during a selected period
and initial Priorities assigned. The Priority assigned to each Work Order is determined by the
specific characteristics of that work, including:
- the interaction of external Services
- the work being a Critical Control Execution Task or Critical Control Verification Task
- the requirement to access equipment.

1SAP
Step Detail
The list of Work Orders will be taken to the Pre-Scheduling Meeting for review, which will lead to
Final Planning.
Navigation
Path
How To Pre-Prioritise a Work Order that is currently being processed or access new Work Order, use
transaction ‘Change Work Order’, the following checks are performed:
The following Work Orders are assigned Priority - Scheduled Day Defined:
- any Work Order with an Operation with a CCE or CCV
- any External Service that has a commitment with a Vendor to Supply Resources on a given
day and time.
- all Work Orders generated from a Work Plan are assigned Priority - Scheduled Day Defined by
default.
Although Pre-Prioritisation of work is a separate step, the Work Orders will have been allocated
a preliminary Priority during the Work Order creation. However the intent here is to check or
amend Priorities and apply constraints as required now further information is known.
The following steps are performed:

- Work Order Operation Start Date and time locked in with a Must Start On constraint
relationship (Dates Tab on the Work Order Operation)
- Work Order Priority - Scheduled Day Defined assigned
Remaining Work Orders are assigned a preliminary Priority
The Pre-Prioritised list of work is printed for distribution and discussion at the Pre-Scheduling
meeting.
As all Planning on the Work Order is now complete, set the User Status to 'PLN'.
Step: 305.02.02.200. Participate in Pre-Scheduling Meeting
Step Detail
Role Schedule Meeting Participant

What The goal of this process step is to continuously refine Work Order Revisions and Basic Start
Dates for Schedule Period +2 to Schedule Period +12 as equipment outages and work
requirements are clarified. This meeting will align all stakeholders, including Production and
external Service providers. A Pre-Scheduling meeting will enable relevant parties to allocate and
confirm nominated Work Order Basic Start Dates. Pre-Scheduling is an iterative process that
considers work requirements on an on-going basis as external and internal factors continue to
influence the opportunities for work Scheduling and execution.
How To allocate dates for future work in advance, liaison with stakeholder and external service
providers is required at an early stage in the Planning process, based on equipment availability
and the Production Schedule/Production Plan.
The intent of the Pre-Scheduling Meeting is that, where appropriate for the Operation, it is
combined as an agenda item in a common Scheduling Meeting, which also encompasses the
Prioritisation Meeting and Work Scheduling Meeting. The Pre-Scheduling Meeting would be
considered second for resolution of Work Order requirements. This enables those

1SAP
Step Detail
Pre-Scheduled Work Orders to be considered for Scheduling into the next Schedule Period, if
required.
Utilising the 'Major Events Calendar', confirmation of Priorities/Dates between parties is required
and may occur at multiple meetings. The 'Major Events Calendar' is updated to reflect any
changes agreed. It will lead to the Final Planning of IPL (Order In Planning) Work Orders at
which time all final agreed dates will be allocated.
Once work has been agreed and the proposed dates for the future work are aligned, then the
Planned Work Order Basic Start Dates will be updated as part of final Planning and Release.
All persons with an interest in Work Schedules of Schedule Period +2 to Schedule Period +12
are required to participate in the Pre-Scheduling Meeting. Participating in the Pre-Scheduling
Meeting provides a context to the work requirements.
Step: 305.02.02.210. Finalise Planning and Release Work Orders
Step Detail

What The goal of this process step is to finalise Planned (PLN) Work Orders and Release all the Work
Orders based on the outcome of the Pre-Scheduling Meeting.
Path
How To list Work Orders that require finalisation and Release, use transaction 'Change Work Orders
(Selection List)' and complete the following fields:
- Status inclusive - PLN
Execute Transaction, select and open Work Orders in the list and update with requirements
utilising the 'Major Events Calendar', as a result of the Pre-Scheduling meeting with Production
and subsequent liaising with Vendors, including:
- Work Order Basic Start Date
- Priority (if required)
- Reassigning Revision (if Required)
- Operation Constraint Dates.
Ensure Work Order Header and Long Text succinctly describes only the Context and Purpose of
the task.
Review the Costs tab to check Planned costs associated with the Work Order initially from the
Valuation Category View, this may identify Planning errors.
Review the Department Budget constraints for the particular Work Order Requirements after all
resources have been added to ensure that the Work Order Planned Costs are within constraints.

1SAP
Step Detail
Click 'Release' when Work Order finalisation is complete. This will lock the User Status to 'PLN'
for the Work Orders and also set System Status of 'REL'.
On Release, the Work Orders are ready for the Scheduling process; Reservations and Purchase
Requisitions are created.

1SAP
Level 3: 305.02.03. Schedule Work

Work scheduling assigns planned Work Order Operations to a person on the required day of execution. Prior
to schedule commitment, material and services availability is confirmed. Work is assigned by Priority and
balanced against labour capacity. The schedule is committed to by the relevant stakeholders at the
Scheduling Meeting. Once confirmed, Work Pack (Work Order Form and attachments) and the Work
Schedule are printed in preparation for execution.
Perform Preliminary Work The purpose of this component is to illustrate the steps involved in preparing
Order Scheduling Activities released Planned Work Orders for finite scheduling.
Create Weekly Work Schedule The purpose of this component is to explain how to create the weekly work
schedule including printing and distribution.
Concept Description
Review Previously Scheduled Released and scheduled Work Orders that are greater than one week old
Work are reviewed to assess whether they are still required and need to be
rescheduled.
When determining the reasons why Work Orders have not been completed,
there may be a requirement to have an informal discussion with the work
Supervisor.
Determine Work Center The individual role requirements depend on the task intended, as listed
Update Requirements below:
- Work Planning and Controlling operates in the future and should ensure all
long term capacities are fulfilled. This will alleviate the peaks and troughs of
heavy and light periods of work.
- Work Managing is required to understand the capacity requirements of the
current period, to ensure any short fall due to sick leave, short term leave,
training, or excessive work load is catered for.

1SAP
Concept Description
Note: At this time, it would be advantageous for the work Planner and work
Supervisor to talk about the Work Order backlog highlighted in the Review
Previously Scheduled Work process step.
List Next and Future The following Periods are considered in Scheduling:
Schedule Period Work Orders - Now: current schedule period
- Next: next week's schedule period
- Future: +1 week schedule period, to infinity.
Scheduling Principles There are options to assist with the Planning and Scheduling of Work
Orders:
– 1SAP is designed to automatically create Pre-Planned and Pre-Scheduled
work (Work Plans)
- the concept is Plan and Schedule once, then execute many times
- this is the optimum way to work, but it is not practicable for all work.
– 1SAP also caters for automatically Pre-Planned and manually Scheduled
work (Manual Work Orders created with Task List)
- this is the second most optimum way of work.
– 1SAP also caters for manually Planned and Scheduled work (Manual
Work Orders with no Task List).
Setting up 1SAP in an optimal manner takes effort and coordination. It also

requires organisational belief that most work can be Pre-Planned and
Pre-Scheduled. Not setting up 1SAP in this optimal manner, but rather
Pre-Scheduling work to land on the same day of the week, results in the
following:
– Planner Controllers will Schedule 3-4 times as much work as they need to,
week in week out
– Planner Controllers busy executing this unnecessary work and not
continually identifying Work Plan improvements for the long-term.
1SAP Task lists and Work Orders default to Finish/Start relationships; 1SAP
Task Lists and Work Orders can be easily set up with many types of
relationships and logic. Not setting up 1SAP in this optimal manner, results
in the following:
– Planner Controllers setting up this logic 3-4 times as often as they need to,
week in week out
– Planner Controllers busy executing this unnecessary work and not
continually identifying Work Plan improvements for the long-term.
Maximising leverage of Work Plans in 1SAP includes the levelling of Work

Plans by Scheduling them to the day, set up of correct logic & dependencies
within Task Lists, ensuring Task List Operations have quality descriptions.
There is a 1SAP continual improvement process to be used for this.
Scheduling Front End At the end of the Scheduling activity, a Work Schedule is produced that
Loading outlines all Work Center Resource requirements to execute the work for the
next Schedule Period.
To enable the effective use of MRS [r1] (Multi Resource Scheduling) as a

Scheduling tool for the Schedule Management Process, there is a
requirement for process discipline to be strictly enforced within all the Work
Management Processes. Multi Resource Scheduling is an effective tool to
schedule Work Order Operations to individuals on the day of execution
provided the right control and a sequence of preliminary steps have been
undertaken within the business to enable the process.

1SAP
Concept Description
Key to the management of Outage Work is the early identification of scope

and stringent scope management. The acceptance of a high level of change
to the Major Events Calendar cannot be tolerated within the business. Early
agreement between Production and those teams utilising the Work
Management Processes must be enforced to ensure that outage work that
was typically managed (scheduled and executed) through the Shutdown
Management Process, is managed using the Schedule Management
Process. Lack of early agreement of outage frequency and duration results
in unnecessary re-work and could potentially result in confusion in how work
is managed.
When there is stability in the Major Events Calendar, work that logically
forms the run-down and ramp-up activities of an outage, including those
activities within the Outage, can be built into Task Lists with dependencies
between Work Order Operations. These dependencies are then utilised
during Planning, prior to entering Multi Resource Scheduling. Additionally,
where necessary, dependencies between Work Order Operations across
different Work Orders are to be created during Planning; to create these
during Scheduling is ineffective as they are Planning activities. All these
built-in dependencies determine the Outage work execution sequence for
Scheduling. For a single Outage, there may be multiple run-down and
ramp-up Task Lists created to enable execution of different work within a
similar Outage.
Stability within the Major Events Calendar will enable effective rough-cut
Scheduling, which is fundamental to achieving Schedule Adherence. With
good rough-cut Scheduling, work can be effectively Planned such that it can
be executed when Scheduled (Plan the Work and Work the Plan).
Stability within the Major Events Calendar will enable Work Plans to be
created and Scheduled such that they call on the day that the Outage is due
to commence. This will minimise the manipulation of Work Order dates
within Multi Resource Scheduling when Scheduling and will allow additional
time to ensure that all possible conflicts in the Work Schedule are
considered prior to publishing.
Schedule Management The Schedule Management Process calls for four meetings to be held each
Meetings week to derive the Weekly Schedule:
– Pre-Scheduling Meeting
– Work Prioritisation Meeting
– Work Scheduling Meeting
– Shared Resource Levelling Meeting.
The intent of the Schedule Management Design is that the meetings are
combined into logical groups and to not hold these meetings separately.
The following meetings are combined into one Weekly Scheduling Meeting,
due to the required attendees being the same; this meeting is to be chaired
by the Area Planner Controller:
– Pre-Scheduling Meeting
– Work Prioritisation Meeting
– Work Scheduling Meeting.

1SAP
Concept Description
The process of compiling the Weekly Work Schedule is designed to be

collaborative, ensuring inputs from all required parties, including:
– Work Planner Controllers
– Work Managing Supervisors
– Department Superintendents
– Engineering
– Production Planners
– Supply
– Contractors
– HSEC.
The Shared Resource Levelling Meeting is a stand-alone Work

Management meeting, attended by all holders of the Work Planning and
Controlling Global Job Group. This meeting is chaired by the Work Planning
and Controlling Superintendent, where available. With the participation of all
Area Planner Controllers utilising pooled resources, the requirements for the
coming two Schedule Periods is assessed to ensure alignment of resource
requirements for each area.
Backlog By the completion of each Schedule Period, all Work Orders for that
Schedule Period are to have been actioned to ensure that:
– all completed or redundant Work Order Operations have been Confirmed
(CNF). This indicates there is no further work to complete
– all Work Orders with External Resource Service Contractor activities have
had the Service Validation Sheet assigned to the Generic Object for
Services (GOS). This enables the ease of future reference for Service Entry
Sheet (SES) unblocking
– all completed or redundant Work Orders are Technically Completed
(TECO), indicating the entire Work Order has no outstanding actions.
At the commencement of a new Schedule Period, all Work Orders from the
previous Schedule Period are to be assessed and actions taken to ensure
that all outstanding work is moved to a future date for Scheduling and
execution. After the assessment and moving of Work Orders in the previous
Schedule Period, the only permissible reason for an open Work Order to
have a Basic Start Date less than the current Schedule Period is if it is has a
DOC User Status, this is due to:
– a Work Order being unable to be Technically Completed ‘TECOd’ without
an Service Entry Sheet being created for an External Resource Service
Contractor activity
– a Service Validation Sheet being the only permissible document to be
attached to the Work Order Generic Object Services
– the business process being followed and all other Work Orders would
having been Technically Completed or moved.
Activities for 305.02.03. Schedule Work
Review Scheduled Work The objective of this activity is for the learner to:
Orders - select Planned and Released Work Orders for scheduling forecast
requirements
- review Scheduled Work Orders that are still open from a previous
Scheduling Period.

1SAP
Finalise Work Orders for The objective of this activity is for the learner to:
Scheduling - update Work Orders where the Priority or Basic Start Date has changed
- determine if the required Materials and Services will be available to enable
Scheduling of the Prioritised Work Orders in the next and future Scheduling
Periods
- review the Capacity of Work Centers in the next and future Scheduling
Periods (1-12 weeks)
- participate in the Shared Resource Scheduling Meeting to balance the
requirement for Capacity Managed Resource Work Centers which are
shared across the Operation
- adjust Work Orders affected by the outcome of the Shared Resource
Levelling Meeting.
Scheduling by Work Order The objective of this activity is for the learner to:
Priority (Part 1) - schedule all Sched Day Defined Priority Work Order Operations to the day
defined, as determined during prioritisation
- include different scenarios, for example;
- scheduling to supervisor of external contractors
- dealing with long spanning orders
- splitting of assignments
- setting constraints on the Operation
- changing Work Order from Multi Resource Scheduling.
- schedule all ‘Sched in Period’ Priority Work Order Operations to a day if
there is sufficient Capacity remaining
- schedule all 'Sched Any Rem Cap' Priority Work Order Operations to a day
if there is sufficient capacity remaining
- determine if other options are available, including the identification of
additional available Capacity.
Priority (Part 2 - schedule all Sched Day Defined Priority Work Order Operations to the day

1SAP

Adjustments and Printing The objective of this activity is for the learner to:
(Part 1) - produce a preliminary Work Schedule for agreement at the Scheduling
Meeting
- finalise the Work Schedule prior to printing and distribution
- remove the Work Order from the Scheduling Period that cannot be
executed as scheduled
- print Work Packs

1SAP
- publish the Work Schedule.
Meeting
- print Work Packs
Meeting
- print Work Packs
Meeting
- print Work Packs
Meeting
- print Work Packs
Better Understanding of Multi The objective of this activity is for the learner to:
Resource Scheduling (MRS) - understanding the Multi Resource Scheduling Planning Board Layout
(Part 1) - user-controlled settings for Multi Resource Scheduling Planning Board
- Colours and Tool tips in Multi Resource Scheduling Planning Board
- additional Functionalities of the Multi Resource Scheduling Planning Board
- Changing Work Center of a Demand (Operation)
- Changing Work Order from the Multi Resource Scheduling Planning
Board
- Behaviour of Scheduling Relationships between Operations in Multi
Resource Scheduling
- Partial vs. Complete Refresh

1SAP
- Characteristic of Required Capacity Display on Capacity Gantt

- Multi Resource Scheduling (MRS) Terms, Buttons and Menu Paths
- searching for Demands/Assignments in Multi Resource Scheduling
- creating User defined Layout.
Board
Resource Scheduling
Board
Resource Scheduling
Board
Resource Scheduling

1SAP
Board
Resource Scheduling
Board
Resource Scheduling
Board
Resource Scheduling

1SAP
Board
Resource Scheduling
Board
Resource Scheduling
Component: Perform Preliminary Work Order Scheduling

Activities
Step: 305.02.03.010. List Work Orders for Scheduling
Step Detail
Role Work Schedule Creator

What The goal of this process step is to select Planned and Released Work Orders for scheduling
forecast requirements. The list of Work Orders will contain Planned Work Orders ready for
Scheduling and those that have been Rescheduled.
Portal My Work > Work Management > Schedule Management > Schedule Work > Change Work
Navigation Orders (Selection List)
Path
How To list Work Orders for Scheduling, use transaction ‘Change Work Orders (Selection List)’ and
complete only the following fields:

1SAP
Step Detail
- In process - Select
- Planning plant - Enter the Planning Plant for the Work Orders to be retrieved
- Priority - Click 'Multiple selection' button and populate the single value fields with 3, 4 and 5,
click 'Copy' button
- Basic Start Date - In the first field leave Blank and in the second field enter 12 weeks from
current date
Execute Transaction, the list of Work Orders will be displayed for review.
Step: 305.02.03.020. Review Previously Scheduled Work
Step Detail

What The goal of this process step is to review Scheduled Work Orders that are still open from a
previous Scheduling Period. This process step also determines whether the work is to be
executed during the next or future schedule or closed without execution.
Path
How To review previously Scheduled Work Orders, list Work Orders for Scheduling, using transaction
‘Change Work Orders (Selection List)’ and complete only the following fields:
click 'Copy' button
- Basic Start Date - In the first field leave Blank and in the second field enter yesterday's date.
- Planner Group for Order- Enter the responsible Planner Group.
Execute Transaction, in the 'Change PM Orders: List of Orders' screen, select ‘Bas. start date'
column and click 'Sort in Ascending Order' button. Select and open (Clicking 'Details' button) an
individual Work Order to review or change. Review all Work Orders with Basic Start Dates prior
to the current week. Assess why the work was flagged for 'Reschedule' or not completed and
consider the action required. Work may have been unable to be executed due to resource or
equipment availability. These issues will have to be resolved before Scheduling can re-occur,
including entering the Final Confirmation for specific Work Order Operations which are Partially
Completed.
All Work Orders on the list from previous Scheduling Periods are to be assessed and one of the
following will occur:
- Identify Redundant Work Orders to be Technically Completed, notify the responsible person to
perform this
- Identify valid Work Orders to be Scheduled again
- final Confirmations will have been performed for Finished Work Order Operations. For those
Work Order Operations that were Partially Finished within a Schedule Period and now require
Rescheduling, a note will have been included within the Work Order long text to indicate which
Work Order Operations require Rescheduling due to non-completion and why.
- Create new Work Order Operations as replacements for those Work Order Operations that
were Partially Finished, but are now Finally Confirmed. The description of the Work Order
Operation should indicate that it is a continuation of the original Work Order Operation. An
assessment of remaining duration and Material requirements is also to be performed.

1SAP
Step Detail
- Assign Work Orders new Revisions and Basic Start dates to align with future proposed
Schedule dates
- Remove the Reschedule (RSH) User Status.
- for Work Orders to be executed over numerous Scheduling Periods, assign the Revision for
the next Scheduling Period
- Create Work Order Operation relationships as per noted comments in the Work Order long
text
- Remove all irrelevant text from the Work Order long text which was added as a result of the
Rescheduling.
The assigning of new Basic Start Dates will have influence over the Reservations and Purchase
Requisitions on the Work Orders. Review these to ensure no conflicts occur by the new date
assignments. This may include discussion with Supply/Vendors/Contractors. Previously
Scheduled Work Orders may require Priorities updated to reflect the importance of the work
being completed on the next Scheduled date; this will be assessed at the Prioritisation Meeting.
Step: 305.02.03.030. Participate in Work Prioritisation Meeting
Step Detail

What The goal of this process step is to participate in a Prioritisation Meeting with Production to
determine the Work Order Priorities and Basic Start Dates, which will influence the scheduling of
the Work Order Operations. This includes the prioritisation of new Work Orders and rescheduled
Work Orders from Schedule Period -1 (Work Order Priority may change if not executed in the
schedule period originally scheduled).
How To confirm Work Order priorities for future schedule periods, utilising the Major Events Calendar,
consideration must be given to when the work should be done within the schedule period:
- Sched Day Defined – must schedule on a defined day (due to pre-arranged dependencies)
- Sched in Period – schedule to any day within the schedule period depending on available
resources
- Sched Any Rem Cap – schedule to any remaining capacity after other priority tasks have been
assigned.
To determine Priorities and Basic Start Dates, the following are considered:
- agreements with vendors, commitment with Vendors for a defined delivery date
- utilisation of common resources (pool crews), distribution of a common pool of resources
across the Operation depending on work priority
- Critical Control Execution Tasks
- Critical Control Verification Tasks
- interdependent resources – personnel and equipment required at the same time or in parallel
to achieve the main task
- equipment redundancy – relates to the effect on production if the equipment is unavailable for
use
- failure consequences - determining the consequences of a failure/defect, including time to
failure.
Step: 305.02.03.040. Update Work Order Priorities
Step Detail

1SAP
Step Detail

What The goal of this process step is to update Work Orders where the Priority or Basic Start Date
has changed as a result of a Prioritisation Meeting.
Path
How To update Work Order Priorities, use in transaction ‘Change Work Orders (Selection List)’ and
click 'Copy' button
- Basic Start Date - In the first field leave Blank and in the second field Enter 12 weeks from
current date
- Planner Group for Order- Enter the responsible Planner Group code.
Execute Transaction, select and open (Clicking 'Details' button) an individual Work Order to
review or change.
It should be noted that Mass Change can be carried out to multiple Work Orders. To do this,
select the Work Orders requiring a change:
- Navigate to Menu Path > Order > Carry Out a Mass Change
- Click ‘Choose Fields’ button
- Select ‘Priority‘ field from the Pool
- Click ‘Choose‘ button
- Click ‘Continue (Enter)’ button
- Enter Priority in ‘New value’ field
- Click ‘Check’ button.
Execute transaction, a ‘Display logs‘ screen displays showing the changes
Based on the outcome of the Prioritisation Meeting, Work Orders in the next or future Schedule
period may also require updates of Revision and Basic Start Date. In that case repeat the above
steps to update Revision and Basic Start Date.
Note that Date Constraints on the Work Order Operations have been removed before Basic
Start Dates can be changed.
Step: 305.02.03.050. Determine Material and Services Availability
Step Detail

What The goal of this process step is to determine if the required Materials and Services will be
available to enable Scheduling of the Prioritised Work Orders in the next and future Scheduling
Periods.
Portal My Work > Work Management > Schedule Management > Schedule Work > Material Tracking
Navigation from Work Order
Path
How To Determine Material and Services Availability, while displaying list of Work Orders from
previous process step, refresh the display list and refresh the Revision Dates for the Scheduling
Period.

1SAP
Step Detail
Execute the 'Material Tracking from Work Order' to check on the availability of materials and
service requirements for Work Orders, complete only the following fields:
Click 'Copy' button
- Revision - Enter the Weekly Revision of next schedule period
- Planner group (order) - Enter the responsible Planner Group, this field is located in the
'Planning’ tab.
Execute Transaction, from the returned selection list verify if a Purchase Order has been
created
Note: The Work Orders that have the traffic lights against them are the only Work Orders that
have materials and service requirements. Note: Hover the cursor to the header of the traffic light
column to display the long description of the traffic light status.
There are two levels for traffic lights:

- High status traffic light represents the highest level of status of any of the
Services/Components requested on the Work Order/Purchase Requisition
- Low status traffic light represents the lowest status of any of the Services/Components on the
Work Order/Purchase Requisition.
Procurement Process traffic light levels:

- Procńt documents High
- Procńt documents Low.
Procurement traffic lights meaning:

- Green led - Indicates that the component or service has been issued or delivered
- Yellow led - Indicates that the component or service has been ordered
- Red led - Indicates that the component or service has not been ordered.
Requirement traffic light levels:

- Reqńts analysis High
- Reqńts analysis Low.
Requirement traffic lights meaning:

- Green led - Indicates delivery on time
- Yellow led - Indicates critical delivery
- Red led - Indicates late delivery.
To confirm service availability, Purchase Orders can be viewed via the Purchase Requisitions
on the Work Orders. If Purchase Order is awaiting creation, check if the Purchase Requisition
has been Released from the GOS \ Workflow \ Workflow Overview. The Vendor should be
contacted to confirm availability. Confirmation of Service availability may involve Work Order
Basic Start Dates being moved to an alternate Schedule Period.
Step: 305.02.03.060. Determine Work Center Update Requirements
Step Detail

1SAP
Step Detail
What The goal of this process step is to determine which Capacity Relevant Resource Work Center or
resource requires updating due to capacity changes in labour and non-labour requirements and
availability.
How To determine Capacity Relevant Resource Work Centre or resource update requirements, the
future Schedule Periods are to be assessed and changes communicated as to known changes
to resource availability. The updates to Work Centres and resources include labour and
non-labour Resource Work Centres, including internal and contractor labour.
A regular discussion, at a minimum weekly, is to take place between the Work Planner
Controller and Work Managing Global Job Group (GJG) holder to understand
personnel/equipment availability for the future Schedule Periods. Within one week of Schedule
Freeze for the next Schedule Period, any change to Work Centre Capacities must be
communicated to the Planner Controller (e.g. email or verbally) in addition to the system
updates. This will ensure that any required updates to Work Order Operation assignments can
be made due to the Capacity adjustments.
To ensure that accurate Capacities is visible for Scheduling, updates to the Capacity in the
Resource Work Centre Intervals and Shifts is required when there is:
– personnel currently belonging to a Resource Work Centre [via Position assignment]
unavailable for Scheduling due to:
- being on Leave for a minimum of one shift
- swapping to another Resource Work Centre
- ceasing employment with no back-fill/replacement arranged
- replacing a Supervisor for a minimum of one shift
- replacing a Planner Controller for a minimum of one shift.
– addition or removal of Supplementary Labour Hire Capacity
– addition or removal of Long Term Resource Contractor Capacity.
In consideration of the procurement of additional labour and non-labour resources, Capacity

Relevant Resource Work Centre updates will be managed accordingly:
– Resource Work Centre which is not Capacity Relevant:
- this Resource Work Centre is utilised for Time Confirmations only, as all Work is Planned and
Scheduled using a Capacity Relevant Resource Work Centre for the relevant Main Work Centre.
The Capacity increase due to Procurement will occur against the Capacity Relevant Resource
Work Centre for the Main Work Centre which these contractors will join; the Non-Capacity
Relevant Resource Work Centre would require its Capacity reduced in equal measure.
– Long Term Resource Contractor Resource Work Centre are utilised for Planning and
Scheduling and are Capacity Relevant Resource Work Centre:
- Contractor or Supervisor HR Positions added to new LTRC Work Centres.
- Contractor HR Positions added or removed when 2 year Resource Planning completed.
- Resulting from the work Order Planning Process and according to Resource initiation requests
sent to HR, the available Capacity and Positions (if created) for the planned period will be
increase against this Capacity Relevant Resource Work Centre which these contractors will join.
– Internal Work Centre:
- this Resource Work Centre is utilised for Planning and Scheduling as it is a Capacity Relevant
Resource Work Centre. The Capacity increase due to Supplementary Resources will occur
against this Capacity Relevant Resource Work Centre which the contractors will join.
– Major Machinery Hire Work Centres:
- as per all Work Centres, if the major machinery is represented by the Long Term Resource
Contractor Work Centre is to be used to support Shutdowns as well as Schedule Management;
a mirrored Shutdown Work Centre will be created to represent the major machinery in the
Shutdown scheduling process.
– Capacity of the Normal Work Centre will have its capacity reduced for the Shutdown Period by
entering the capacity in the Intervals area of the capacity screen. If the capacity of the Normal

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Step Detail
Work Centres is zero during the Shutdown period, this is what is set in the Interval Screen.
– Capacity settings are not changed on the header when adjusting the period capacity
requirements.
Step: 305.02.03.090. Review Next and Future Schedule Periods Capacity

Loading
Step Detail

What The goal of this process step is to review the Capacity of Work Centers in the next and future
Scheduling Periods (1-12 weeks) to determine if there is a requirement for Capacity Levelling,
balancing areas of overload or under utilisation. This includes labour and pool resources (crane,
scaffold, etc) belonging to a Work Center. The resource level is to be stable, based on the
known availability of resources and the volume of upcoming work. All peaks and troughs in
workload must be due to known resource or work requirements.
Portal My Work > Work Management > Schedule Management > Schedule Work > Capacity Planning
Navigation
Path
How To review Capacity Loading of a Work Center, use transaction 'Capacity Planning' and complete
only the following fields:
- Work Center - Enter the Resource Work Center
- Plant - Enter Plant for Work Center.
The displayed result will show the available Capacity and the Requirements (Demand) for the
Work Center or Work Centers on a weekly basis. Double-clicking on the individual Week, will
display the Work Orders for that period. Double-clicking on an individual Work Order will open
the Work Order in change mode. Update Work Orders (Basic Start Dates or Revisions) as
required and the Work Center’s Requirements vs Available Capacity will be updated.
Future Schedule Periods are assessed to ensure that sufficient Capacity is available to be able
to Schedule the required tasks; it may be identified that either under-utilisation or overload exists
for the Work Center during the Next or Future Schedule Periods. These issues will have to be
resolved.
The assessment of Capacity Loading is a two pronged approach:

- is there a requirement to draw upon shared resources to Schedule the Work Orders in the next
or future Scheduling Periods? Check the capacity of the shared resource Work Center, which
may include the confirmation of such with the Shared Resource Planning Responsible, to
confirm there is no over-commitment and the resources are available as planned
- is there a requirement to draw upon this Work Center from other work groups in the next or
future Scheduling Periods? Ensure that these requirements are understood to ensure there are
no conflicts or over-commitment.
Additionally, to pick up any variances in Work Center capacity for assigned personnel, utilise the
'Consolidated Shutdown Status Update Form'.
Where required, produce a list of shared resource requirements for resolution at the Shared
Resource Levelling Meeting.

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Step: 305.02.03.100. Participate in Shared Resource Levelling Meeting
Step Detail

What The goal of this process step is to participate in the Shared Resource Scheduling Meeting to
balance the requirement for Capacity Managed Resource Work Centers which are shared
across the Operation.
How To level shared resources, all Planner Controllers with Shared Resource requirements are to
participate in the Shared Resource levelling Meeting. This meeting will agree on the distribution
of the shared resources for a minimum of the next two Schedule Periods. Work will be assessed
based on the Priority of the Work Orders.
Resolution of Shared Resources utilisation may require escalation to the relevant party for
arbitration.
Step: 305.02.03.110. Finalise Work Orders for Scheduling
Step Detail

What The goal of this process step is to adjust Work Orders affected by the outcome of the Shared
Resource Levelling Meeting.
Path
How To Finalise Work Orders for Scheduling, the outcome of the Shared Resource Levelling Meeting
is reviewed. Use transaction ‘Change Work Orders (Selection List)’ and complete only the
following fields:
- Planning plant - Enter the Planning Plant code for the Work Orders to be retrieved
click 'Copy' button
- Basic Start Date - In the first field leave Blank and in the second field enter 12 weeks from
current date
Execute Transaction, open the Work Order requiring update; adjust the required utilisation of the
Capacity Relevant Resource Work Center in the Work Order Operations. Alternatively adjust the
Work Order Basic Start Dates by manually adjusting dates within the Schedule period and apply
a new Revision to defer the lower Priority Work Orders.
Component: Create Weekly Work Schedule

Step: 305.02.03.120. Schedule Sched Day Defined Priority Work Order
Operations
Step Detail

What The goal of this process step is to schedule all Sched Day Defined Priority Work Order

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Step Detail
Operations to the day defined, as determined during prioritisation.

Portal My Work > Work Management > Schedule Management > Schedule Work > Multi Resource
Navigation Scheduling
Path
How To select Work Order Operations for Scheduling, use the MRS transaction ‘Multi Resource
Scheduling’, and in the 'Demand' field click the 'Possible Entries Search' button to display the
'Display PM orders: Selection of Orders' screen. If this is not displayed when clicking the '
Possible Entries Search' button, click back and select 'PM orders using order list' to display the
selection. Use the selection ' Display PM orders: Selection of Orders' and complete only the
following fields:
Click 'Copy' button
- Revision - Enter the Weekly Revision for the schedule period being Scheduled
Execute Transaction, when the list of Work Orders is displayed, click 'Select All' and click
'Choose'.
Execute transaction again in the ‘Planning Board for Orders’ screen.
The visual view of the MRS Planning Board comprises 3 Gantt Charts with a shared timeline:
- Demand Gantt - Displays Work Orders and Work Order Operations. Filtering and limited
sorting are possible on this Gantt by clicking on the relevant buttons on the top left portion of the
Gantt.
- Dispatching Gantt - Used to drag and drop Work Order Operations to individual persons,
creating Assignments at the same time. Here the white areas depict the working hours while the
grey areas depict non-working time.
- Capacity Gantt - Displays required and available capacity for each Work Center. Available
capacity refers to capacity maintained in the Intervals and Shifts of the Work Center while
required capacity refers to all capacity requirements which exist in the system and are assigned
to the Work Center at a particular time.
When first entering into MRS, there may be warning/error messages issued in the Alert Monitor
at the bottom of the screen. Review these alerts; if they refer to Demands in the past or against
non-relevant Work Orders, select the relevant lines and click on 'Confirm'. To prevent the same
warning/error messages to be shown again for all users, select the lines and click on 'Confirm
Globally'. Note that for previously Scheduled Work Order Operations with actual Time
Confirmations, there will be warning/error messages expected since the Earliest Start/End would
have moved to match Actual Start/End from the Time Confirmations. These errors should be
dismissed by clicking on 'Confirm Globally'. Once done, minimise the Alert Monitor window, if
required. Low usage users are advised to keep this showing at all times to be aware of all error
or warning messages as they come up.
Where necessary, navigate to Extras, then Settings to make adjustments to the default settings.
Common parameters which are usually adjusted by users include:
- Visual Fit - Depending on the size of the monitor used and user preference, Visible Object \
Timeline Display \ Zoom Factor
- Show Time Confirmation under each Work Order Operation - Visible Object \ Display of
Resources \ Display Time Data (This is usually only selected while Performing the Reschedule
Work process, where time confirmations are relevant).
- Show all Work Order Operations on the Dispatching Gantt - To show all Work Order
Operations on the Dispatching Gantt for each Work Center, regardless of the original Work

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Order selection, as long as they fall within the Planning Period of the MRS Planning Board,
Visible Object \ Dispatch View \ Display All Demands. This option is typically chosen when more
than one Planner Group or Scheduler need to utilise the same Work Centers or resources
because it is useful to see all Work Order Operations assigned to the Work Centers, not just the
Work Order Operations to be scheduled by one Planner Group or Planner Controller
- Save Planning Board - To determine whether saving of the MRS Planning Board is to be done
automatically or manually, Basic Settings \ Save Planning Board.
Once a user makes adjustment to the default settings, the changes are saved for that particular
user. To revert back to the default settings at any time, click 'Default Values' button.
The default Planning Period is determined by the dates of the selected Work Order Operations.
When working within MRS for the next Scheduling Period only, change the Planning Period
accordingly. Click ‘Change Period’ button to do this.
To see all Work Orders Operations click ‘Expand All Rows’ button. This will also expand the
resources under the Work Centers. To switch on dependency visibility, click ‘Display All
Dependencies’ button. This will make inter-Work Order and intra-Work Order relationships
visible on the MRS Planning Board. This is important information for Scheduling consideration.
Note that where Work Order Operation relationships are not maintained at all within a Work
Order, Finish to Start relationships are set between the Work Order Operations by default and
shown in MRS.
Note: Dependent Work Order Operations with an intra-Work Order Scheduling relationship
move automatically with respect to one another in MRS, but dependent Work Order Operations
with an inter-Work Order scheduling relationship do not. Warning messages will be issued in
MRS to alert the users of this when one of the Work Order Operation is moved. The affected
Work Order will only move accordingly after it is opened in change mode and rescheduled (via
the ‘Schedule’ button) or updated. When multiple Work Orders are linked, ‘Change Work Orders
(Selection List)’ transaction can be used to re-schedule multiple Work Orders at once. Select
multiple Work Orders and navigate to Revision > Refresh Dates.
The left section of the Demand Gantt lists Work Order information relevant for Scheduling. Drag
the vertical pane to show or hide this information. Colours and appearances of both Work Order
Header and Work Order Operation level also represent information relevant for Scheduling and
play an important role in projecting an overall picture of Work and Scheduling status:
- Dotted line - Work Order/Operation not released, Scheduling not possible.
- Orange frame - Critical Control Verification Task Work Order Operation. User Status 'CCV' set
on Work Order Operation
- Magenta (Pink) frame - Critical Control Execution Task Work Order Operation. User Status
'CCE' set on Work Order Operation.
- Light Blue - Work Order Operation Dispatched. 'DSP' User Status set on Work Order
Operation.
- Dark Blue - All Work Order Operations of the Work Order Dispatched. 'SCH' User Status set on
Work Order Header
- Hashed Green - Partially Confirmed Work Order Operation. 'PCNF' System Status set on Work
Order Operation.
- Solid Green - Fully confirmed Work Order Operation. 'CNF' System Status set on Work Order
Operation.
- Yellow - Rescheduled Work Order. 'RSH' User Status set on Work Order Header.
- Red Hash - Work Order with Material Shortage. 'MSPT' User Status set on Work Order
Header.
Move the mouse over the MRS Planning Board, the left section of the status bar (strip of
information below the Gantt charts) displays information of the objects when hovering over, be it

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Step Detail
a Work Order, a Work Order Operation, an Assignment, or capacity value. The same information
is shown as a tooltip when hovering over the object for some time. The tooltip of a Work Order
Operation or an Assignment, for instance, contains the Work Order Operation number, Work
Order Operation description, Work Order number, and number of Resources required. The right
section of the status bar displays current location on the timeline.
To start Scheduling Priority 3 Work Order Operations, click ‘Set Filter’ button, specify 3 in the
Priority field, and hit the Execute button. This filters the Work Orders shown on the Demand
Gantt to show only those Work Order Operations with Priority 3.
Expand the Work Center rows of the Dispatching Gantt by clicking ‘Expand Rows’ button. This is
so overlapping Work Order Operations assigned to the Work Center are shown on separate
lines.
Work Order Operations’ Start and Finish dates can be manipulated in MRS by dragging and
dropping. Depending on which part of the Demand object is dragged and dropped (on either the
Demand Gantt or the Dispatching Gantt), constraints are set on the Work Order Operation.
Dragging the left end of the Demand sets a ‘Must Start On’ constraint, dragging the right end of
the Demand sets a ‘Must Finish On’ constraint, and dragging the middle part of the Demand
sets both. Schedulers working on the MRS Planning Board need to be mindful of these
constraints as they determine how interdependent Demands / Work Order Operations move with
respect to one another. A Demand with constraints no longer moves automatically to maintain
relationships set between it and other Work Order Operations.
Alternatively, these constraints can be populated in the Work Orders on the Dates screen of
each Work Order Operation. To go into the Change Order screen from MRS, right-click on the
Work Order and click ‘Change Document’ from the context menu path. If the Work Order is
currently being changed in MRS, it will open in display mode instead. In this case, save the
changes in MRS to release the Work Order beforehand.
To reflect changes to Work Orders made outside of MRS, refresh the MRS Planning Board. The
‘Refresh’ button on the MRS Planning Board screen performs a partial refresh. Partial refresh
only updates information currently displayed on the MRS Planning Board screen, such as Work
Order/Operation timing (Work Order/Operation will move to the updated date and time as long
as the new date and time are within the horizon of the Planning Board) and Work
Order/Operation status (Work Order/Operation will also change appearance/colour according to
their updated status). Partial refresh does not refresh information not currently displayed on the
MRS Planning Board, such as additional Work Order Operation created or additional Resource
Work Center added in the Work Order. Performing a complete refresh is necessary in this case.
Complete refresh effectively re-launches the Planning Board. Access this function via menu path
Edit > Complete Refresh.
Select a relevant Priority 3 Work Order Operation and create an assignment to a Person. An
Assignment is created when a Work Order Operation is dragged from a Work Center’s timeline
onto a Resource’s timeline. This should be done with due consideration of the available working
hours of the Work Center (as defined in the Work Center’s Intervals and Shifts) and Personnel
(as defined in the HR record). Note that work can still be allocated to non-working hours should
that be necessary. Mass dispatching of Work Order Operations to a resource is possible by
pressing the Ctrl key to select multiple Work Order Operations and dragging and dropping them
to a Resource’s row. This will create multiple Assignments with the same start and end times as
the Demands’.
Another way to create an Assignment is using the ‘Assignment’ button. Highlight both Resource
and Work Order Operation in the dispatching Gantt by holding down the Ctrl key and then click
on the ‘Assignment’ button. The details for the Assignment will appear. The Assignment’s start

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Step Detail
and end times are defaulted to the Work Order Operation’s start and end times. The Assignment
to the Resource is then created when ‘Create’ button is clicked. Mass dispatching of Work Order
Operations cannot be performed with ‘Assignment’ button.
When the entire work duration of the Work Order Operation is dispatched, the colour of that
Work Order Operation changes to light blue. This is an indicator that User Status DSP is set on
the Work Order Operation.
The Alert Monitor shown below the three Gantt charts will display an error message when the
total work duration of the Assignments exceed the planned work duration of the Work Order
Operation. Work duration refers to the number of hours a job requires. It considers both the
duration of the job and the number of people required to do the job. If a job requires 2 people for
2 hours, MRS allows a decision to be made to assign it to 1 person for 4 hours or 4 people for 1
hour each instead. Plan data in the Work Order will not get affected by these Scheduling
decisions. Warning messages will be displayed when there is misalignment between a Work
Order Operation and its Assignments or total work duration of the Assignments is smaller than
the planned work duration of the Work Order Operation.
Error messages (indicated by red traffic lights) prevent the saving of the MRS Planning Board
while warning messages (indicated by yellow triangles) serve to warn users without preventing
further actions.
Because all Assignments made to any resource under the Work Centers shown in the MRS
Planning Board screen within the planning horizon are visible even though they are related to
other Work Orders (not the Work Orders listed to execute the MRS Planning Board), the Alert
Monitor may flash messages related to these other Work Orders. This is for noting only.
Upon saving the MRS Planning Board, all dispatched Demands / Work Order Operations will
align themselves to follow their respective Assignments’ timings. When multiple Assignments
exist for a Work Order Operation, saving the Planning Board will cause the Work Order
Operation to automatically stretch to align to the start time of its earliest Assignment and end
time of its latest Assignment. Must Start and Must Finish restrictions are set accordingly on the
Work Order Operations. Be mindful of dependent Demands / Work Order Operations without
restrictions as they will get affected.
When all of the Work Order Operations for a Work Order have been dispatched and saved, the
colours of the Work Order, Work Order Operations and Assignments change to dark blue. This
is an indicator that User Status 'SCH' is set on the Work Order.
Schedule resources to 100% of available capacity after taking into consideration any allowance
for Schedule-interrupt work and unavailable time.
When Scheduling Work Order Operations to S type Work Centers, the following is relevant:
- where the time period available to do the work far exceeds the actual work duration, break
down the Assignments evenly throughout the time period, following the best estimate of when
actual work is expected to be carried out by the assigned Resource. Pay close attention to work
dispatched to the beginning and to the end of the time period as they mark the milestones of
work start and work completion and are used in the tracking of Schedule Adherence.
- due to non-availability of personnel information for these resources, direct contact is to be
made with these personnel to determine the most appropriate scheduling times.
Sched Day Defined Priority Work Order Operations which are unassigned, due to insufficient
Capacity, are identified.
In the case of a position that has expired and assigned person has been dispatched to a current

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Step Detail
work order, the person will not be visible on the resource screen. Therefore in order to de-assign
the person from the operation, the process will be:
- Highlight the operation in the Demand or Dispatching Gantt to which the person is assigned
- Goto menu Demands --> Assignments --> Display Assignments
- A new window will open with the list of existing assignments for the operation
- Highlight the assignment to be deleted and click on <Delete> button.
- Reassign the Operation to a resource from the resource screen and save MRS
From the change in colour of the Operation on the Demand or Dispatching Gantt and the
removal of DSP status, you can tell that the assignment has been removed.(This will be the
case if only one person was assigned to the Operation)
Step: 305.02.03.130. Schedule Sched in Period Priority Work Order

Operations
Step Detail

What The goal of this process step is to Schedule all Sched in Period Priority Work Order Operations
to a day if there is sufficient Capacity remaining after dispatching Sched Day Defined Priority
How To continue from previous step and start Scheduling Priority 4 Work Order Operations, click ‘Set
Filter’ button, specify 4 in the Priority field and hit the 'Execute' button. This filters the Work
Orders shown on the Demand Gantt to show only those with Priority 4.
In the same way, dispatch the Priority 4 Work Order Operations to the Resources available.
for Schedule-interrupt work and unavailable time.
Sched In Period Priority Work Order Operations which are unassigned, due to insufficient
Capacity, are identified.
Step: 305.02.03.140. Schedule Sched Any Rem Cap Priority Work Order
Operations
Step Detail

What The goal of this process step is to Schedule all 'Sched Any Rem Cap' Priority Work Order
Operations to a day if there is sufficient capacity remaining, after dispatching 'Sched in Period'
Priority Work Order Operations.
How Continue from the previous step and start scheduling Priority 5 Work Order Operations, click the
‘Set Filter’ button, specify 5 in the Priority field, and hit the 'Execute' button. This filters the Work
Orders shown on the demand Gantt to show only those with Priority 5.
In the same way, dispatch the Priority 5 Work Order Operations to the Resources available.

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Step Detail
The actions of dispatching Work Order Operations of Priority 3, 4 and 5 in discrete steps is the
recommended, systematic way of working within ‘Multi Resource Scheduling’ (MRS). This must
be balanced with the need to fully optimise all available hours within the day. In some situations,
users may need to adjust Work Order Operations of different priorities at the same time.
for schedule-interrupt work and unavailable time.
Ensure all 'Sched Any Rem Cap' priority Work Order Operations which are unassigned (due to
insufficient capacity), are identified for deferral.
Step: 305.02.03.150. Determine if Additional Capacity Available
Step Detail

What The goal of this process step is to determine if other options are available, including the
identification of additional available Capacity. This will enable the scheduling of Sched Day
Defined and Sched in Period Priority Work Order Operations for the Schedule Period.
Path
How To determine if additional Capacity is available, the following tasks may be performed:
- using list of Orders previously displayed in transaction ‘Multi Resource Scheduling’, manually
add the Planning Nodes for alternative Work Centers and check on their load/capacity. To add a
Planning Node right click on the 'Planning Node' header and click ‘Add Planning Node’. Input the
Work Center and Plant to be added and click Execute.
- other Planner Controllers can be contacted to determine if they have any spare Capacity
- an external Vendor can be to be contacted for Labour Hire
- a package of work can be outsourced to a contractor as a Service.
Step: 305.02.03.160. Produce Preliminary Work Schedule
Step Detail

What The goal of this process step is to produce a preliminary Work Schedule for agreement at the
Scheduling Meeting.
Path
How To produce a preliminary Schedule, use the MRS transaction ‘Multi Resource Scheduling’ and in
the ' Demand' field click the ' Possible Entries Search' button to display the 'Display PM orders:
Selection of Orders' screen. If this is not displayed when clicking the ' Possible Entries Search'
button, click back and select 'PM orders using order list' to display the selection. Use the
selection 'Display PM orders: Selection of Orders' and complete only the following fields:
- Planning Plant - Enter the Planning Plant for the Work Orders to be retrieved
Click 'Copy' button

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Step Detail
- Revision - Enter The Weekly Revision to be Scheduled

'Choose' buttons.
Click 'Change Period' to limit the period of planning board to only the Schedule period to be
printed. Input the dates in 'Period for Resource' and 'Period for Demands'. Click 'OK'.
Switch to Table-Based Planning View by clicking the ‘Table-Based Planning’ button. The default
layout in the Table-Based Planning View is the standard, globally designed 1SAP layout for
Schedule printing. Users must not change this default global layout or create new global layouts
to suit their preferences. A user creates user-specific layouts. Table-Based Planning View
displays all Demands assigned to all the Work Centers and resources shown on the Gantt View.
Perform adjustments to the columns as desired. Excel functionalities can be used in the Excel
Inplace view. To enable Excel Inplace, the following Excel settings are required:
- if user uses Excel 2007, navigate to Excel Options > Trust Center > Trust Center Settings >
Macro Settings and ensure ‘Trust access to the VBA project object model’ checkbox is checked.
- if user uses Excel 2003, navigate to Tools > Options > Security > Macro Security > Trusted
Publishers and ensure ‘Trust access to Visual Basic Project’ checkbox is checked.
Once the tabled list is ready, print it out or create a PDF copy. Distribute the preliminary
Schedule as an input to the Work Scheduling Meeting.
Step: 305.02.03.170. Identify HSEC / Legislative Requirements
Step Detail

What The goal of this process step is to focus on any circumstances that involve HSEC or Legislative
considerations. Discussions will be held to review these and ensure compliance.
How To facilitate the focus on Work Order Operations with HSEC and Legislative considerations, the
printed Schedule is prepared for review. Conditions identified may include:
- Work Order Operations that may have common isolation requirements
- Work Order Operations that may have specific requirements to be performed by others ( e.g.
radiation source isolation)
- Work Order Operations that may only progress after certain HSEC or Legislative requirements
have been complied with (e.g. gas detection, working temperature measurements)
- Stakeholders to be made aware of Work Order Operations for the period that are Critical
Control Execution Task (User Status CCE) and therefore have been Scheduled with a high
Priority
- Stakeholders to be made aware of Work Order Operations for the period that are Critical
Control Verification Task (User Status CCV) and therefore have been Scheduled with a High
Priority.
Step: 305.02.03.180. Participate in Work Scheduling Meeting

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Step Detail

What The goal of this process step is to participate in a Scheduling Meeting with all the key
stakeholders to ensure alignment of the Work Management and Production Schedules, agreeing
and freezing the Weekly Schedule for Schedule Period +1.
How To participate in a Scheduling Meeting, resulting in agreement on the detail of the Work
Schedule, the following are considered between Key Stakeholders (Work Management
Supervisors, Planner Controllers, Reliability, Contractors, Vendors, Production, Supply, etc):
– HSEC/Legislative work Scheduled
– Production Critical work Scheduled
– alignment of the proposed Work Management and Production Schedule
The intent of the Work Scheduling Meeting is that, where appropriate for the Operation, it is
combined as an agenda item in a common Scheduling Meeting, which also encompasses the
Prioritisation Meeting and Pre-Scheduling Meeting. The Work Scheduling Meeting would be
considered last for resolution of Work Order requirements. The Work Orders considered at this
meeting will have been considered previously, potentially many times, at the Prioritisation and
Pre-Scheduling Meeting. This meeting enables Prioritised and Pre-Scheduled Work Orders to
be easily agreed upon for execution in the next Schedule Period. This meeting is a validation of
previously agreed work requirements.
This process helps capture and address the risk of schedule conflicts. The meeting will result in:
– the key stakeholders receiving the final Work Schedule
– all stakeholders share accountability for adherence to the Work Schedule
– align the Production Schedule with the Work Schedule. Changes to the Production Schedule,
as a result of alignment during the Work Scheduling Meeting, are initiated.
- resolution of all Work Order Process Order Schedule Conflicts.
Minutes of the meeting are taken, including actions agreed and attendees.
All persons with an interest in the Work Schedule of Schedule Period +1 are required to
participate in the Work Scheduling Meeting. Participating in the Work Scheduling Meeting allows
validation of the work requirements for the next Schedule Period.
Step: 305.02.03.190. Change Work Order Basic Start Date to Future

Schedule Period
Step Detail

What The goal of this process step is to remove the Work Order from the Scheduling Period that
cannot be executed as scheduled. This could be due to a lack of available Capacity, unavailable
Materials as notified by Supply or as a result of an agreement in the Scheduling meeting.
Path
How To update Work Orders to a future Schedule Period, use the MRS transaction ‘Multi Resource
Scheduling’ and in the 'Demand' field click the 'Possible Entries Search' button to display the
'Display PM orders: Selection of Orders' screen. If this is not displayed when clicking the
'Possible Entries Search' button, click back and select 'PM orders using order list' to display the

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Step Detail
selection. Use the selection' Display PM orders: Selection of Orders' and complete only the
following fields:
Click 'Copy' button
- Revision - Enter The Weekly Revision being Scheduled
'Choose' buttons.
For the Work Order to be moved to a future Schedule Period, remove all Assignments if they
have been made previously. To do this, select the Assignments and click 'Delete'. After all
Assignments have been deleted, right click on the Order in Demand Gantt and choose 'Remove
All Restrictions'. This will remove all Must Start and Must Finish constraints set on the
Operations during scheduling. Once these are done, click ‘Save’ to save the MRS Planning
Board.
Right click on the Work Order again and click 'Change Document'. This will open the Work Order
in change mode. Update the 'Basic Start Date' and 'Revision' accordingly. Save the changes.
Step: 305.02.03.200. Finalise Next Schedule Period Work Schedule
Step Detail

What The goal of this process step is to finalise the Work Schedule prior to printing and distribution.
Update Work Order Operations identified at the Scheduling Meeting that have moved within the
next Schedule Period.
Path
How To update Work Order Operations within the next Schedule Period, use the MRS transaction
‘Multi Resource Scheduling’, and in the 'Demand' field click the 'Possible Entries Search' button
to bring up 'Display PM orders: Selection of Orders' screen. If this is not displayed when clicking
the 'Possible Entries Search' button, click back and select 'PM orders using order list' to bring up
the selection. Use the selection' Display PM orders: Selection of Orders' and complete only the
following fields:
click 'Copy' button
'Choose' buttons.

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Step Detail
Select and adjust the Assignments where necessary by dragging and dropping them to different
timeslots within the week or to different resources. As always, consider the Work Order
Operations which are dependent to the ones being moved, if any.
The Next Schedule Period Work Schedule must be finalised before the Weekly Schedule
Freeze, which is 24:00 Thursday. The Work Managing GJG controls the Weekly Work Schedule
from the moment of Schedule Freeze.
Step: 305.02.03.210. Print Required Next Schedule Period Work Packs
Step Detail

What The goal of this process step is to print Work Packs, where required, by incorporating the Work
Order Header, Work Order Operation data, attachments and supporting documentation from
Production Resources and Tools (PRTs), for issue to Main Work Center Supervisors.
Work Packs are to be printed in hard copy where there is a requirement to do so to satisfy a
Statutory requirement. Whether a Work Pack is required to be printed in hard copy will depend
on the type of work and the requirement to record history during work execution. Where a
worker is located remotely with no access to a printer or an activity does not reasonably require
a hard copy Work Pack, the executor of the activity will access the Work Order and attachments
online or via the PDF printing solution.
Path
How To list Work Orders, use transaction ‘Change Work Orders (Selection List)’ and complete only
the following fields:
- In process – Select
- Main work center – Enter the Main Work Center
- Priority – Click 'Multiple selection' button and populate the single value fields with 3, 4 and 5,
click 'Copy' button
- Status inclusive - SCH
- Revision – Enter The Weekly Revision to be printed
Execute transaction, select and open an individual Work Order to print or Bulk Print from this
transaction.
For printing of individual Work Packs (Work Order Form including attachments), select the Work
Order number and click the 'Details' button then select via Menu Path > Order > Print > Order.
Individual Work Order Operation printing is available from within the Work Order, navigate to
Menu Path > Order > Print > Operation Selection.
For printing of Bulk Work Packs, from the list select the Work Order numbers and navigate to
Menu Path > Order > Print Order in 'Change PM Orders: List of Orders' screen.
Printed Work Packs are handed over to Main Work Center Supervisors. Additionally, ensure that
printed Work Packs for Non-Permanent Long Term Resource Contractors are distributed in the
agreed manner.

1SAP
Step Detail
To convert the Work Order Print to PDF format and subsequent email distribution of the Work
Order header, Work Order Operations and any PRTs perform the following:
- Select Order > Print > (either order or Operation Selection). The Select Shop Paper screen is
then displayed
- Click in the output device column. The possible entries lookup screen is then displayed.
- In the output device field enter WMTPDF. Then select ‘Enter’. The output device is then
updated.
- Select ‘Print/Fax’ to initiate PDF output and email functionality.
Note the following functionality with regards to PDF format printing:

- The email will be sent to the User ID of the person executing this process step.
- If any individual attachment is a greater size than the system limit, then an error message will
be emailed to the User ID of the person executing this process step.
The Work Order Header page is for the use of the Work Managing Global Job Group holder and
the Work Order Operation pages are for the use by the persons to which the Work Order
Operation is assigned.
Step: 305.02.03.220. Publish Next Schedule Period Work Schedule and

Distribute
Step Detail

What The goal of this process step is to publish the Work Schedule. The Work Schedule provides
information about the tasks, equipment requirements, expected duration and HSEC
Requirements for the next Scheduling Period.
Path
How To produce Next Schedule Period Work Schedule, use the MRS transaction ‘Multi Resource
Scheduling’, and in the ‘Demand‘ field click the ‘Possible Entries Search‘ button to display
'Display PM orders: Selection of Orders' screen. If this is not displayed when clicking the
‘Possible Entries Search‘ button, click back and select 'PM orders using order list' to display the
selection. Use the selection' Display PM orders: Selection of Orders' and complete only the
following fields:
click 'Copy' button- Status inclusive - SCH
'Choose' buttons.
Click 'Change Period' to limit the period of planning board to only the Schedule period to print.
Input the dates in 'Period for Resource' and 'Period for Demands' - Click 'OK'.

1SAP
Step Detail
Switch to Table-Based Planning View by clicking the ‘Table-Based Planning’ button. The default
layout in the Table-Based Planning View is the standard, globally designed 1SAP layout for
Schedule printing. Users must not change this default global layout or create new global layouts
to suit their preferences. Users create user-specific layouts. Table-Based Planning View
displays all Demands assigned to all the Work Centers and resources shown on the Gantt View.
Perform adjustments to the columns as desired. Excel functionalities can be used in the Excel
Inplace view. To enable Excel Inplace, ensure that the 'Trust access to Visual Basis Project'
checkbox is checked. For assistance on how to perform this, use the excel help functionality.
To distribute the final Work Schedule to all Scheduling Meeting Stakeholders, the following
methods can be used:
- Manually - print-outs of the tabled list are taken and distributed
- Electronically - as PDF format of the tabled list where PDF creation is available locally.
Depending on the location of the work teams and appropriate method of publishing is to be
determined for the different teams within the Operation. The selected method of publishing is to
be known to all who are impacted or have interest in the Work Schedule.

1SAP
Level 3: 305.02.04. Execute Work

Work execution includes all preparation, activity execution and post-activities (quality and safety checks
before handover). Ensures daily Time Confirmations are completed, handover to the next shift is conducted
for on-going work and return of goods to Store.
Prepare for Work Execution The purpose of this component is to describe the steps involved to complete
preparation activities for work execution.
Work Execution The purpose of this component is to describe the physical execution of work.
Control Work Execution The purpose of this component is to describe the steps involved in
controlling work execution, activities such as shift handover, hand back to
production, conducting work quality inspections and ensuring the required
catalogued/non-catalogued materials have been returned to the store.
Additionally, Time Confirmations are entered.
Concept Description
Conduct Required Work Quality work is essential to execution success. Quality may include:
Quality Inspections - checking correct specifications
- checking sufficient commissioning
- peer reviews
- Supervisor reviews.
Record Time Confirmations Time must be confirmed anytime you are engaged in a specific work activity
related to a unique Work Order Operation. Any delay incurred during the
execution of the work activity, where the resource is not deployed to another
task, is Time Confirmed as part of this activity.
Do not confirm time when:

- having crib breaks

1SAP
Concept Description
- when involved in toolbox talks.
A Final Confirmation must only be entered for the last resource on a

Finished Work Order Operation. When all Work Order Operations have
been Finally Confirmed the Work Order may progress to a completion.
For persons without 1SAP access, their manager will co-ordinate Time
Confirmations; an upload sheet is available.
Ensure that your Resource Work Center is used in the Time Confirmation.
Why is the Execute Work A scheduled week starts on Monday and ends on the following Sunday. This
Process Important to BHP process is triggered by publishing the agreed schedule (including associated
Billiton? work packs), which allocates individuals to daily tasks. This is the physical
execution of the work, which includes ensuring preparation, isolations, and
other HSEC requirements are satisfied. Any additional resources are
secured to complete the work if necessary. BHP Billiton has an overriding
commitment to achieve Zero Harm. The work needs to be continually
monitored to ensure that the schedule is followed to optimise efficiency. The
Execute Work process manages ongoing work and ensures a concise
handover to the oncoming shift, if required, and ensures that daily Time
Confirmations are completed.
Activities for 305.02.04. Execute Work
Prepare for Work Execution The objective of this activity is for the learner to:
- produce a list of Work Order Operations for execution
- establish the HSEC Requirements in accordance with the Operation
standards and the Fatal Risk Controls Group Level Document
- confirm the availability of resources required to execute the work.
Perform a Single Time The objective of this activity is for the learner to perform a single Time
Confirmation Confirmation.
Production Handback & The objective of this activity is for the Learner to return catalogued materials.
Catalogued Material Returns
Component: Prepare for Work Execution

Step: 305.02.04.005. Determine Work Order Operations Review
Methodology
Step Detail

1SAP
Step Detail

What
How To determine the Work Order Operations Review Methodology consider the most effective
system from which to obtain the information based on factors such as:
- Nature of Work
- Organisational Level
- Volume of Work to be executed.
Step: 305.02.04.010. List Work Order Operations for Execution
Step Detail

What The goal of this process step is to produce a list of Work Order Operations for execution. Where
printed Work Packs (Work Order Form including attachments) have been compiled and issued
to the Supervisor for distribution to individuals, or teams who will execute the work, these are
used for an understanding of all work requirements. The listed Work Order Operations will be for
a combination of the following work:
- work scheduled to commence
- work that is to be continued by the same shift
- work that has been handed over to this shift for continuation
- work that is for urgent execution
- work that has been rescheduled in current period
- work that had resource issues which have been resolved.
Portal My Work > Work Management > Schedule Management > Execute Work > Change Work
Navigation Orders and Operations (Selection List)
Path
How To display a list of Work Order Operations for execution use the transaction 'Change Work
Orders and Operations (Selection List)', with the following criteria:
- by Main Work Center. In the 'Order Header' Tab:
- Main work Center - Enter relevant Main Work Center
- Plant work Center - Enter Plant.
- by Main Work Center. In the ‘Dates’ Tab:
- earliest start date - Leave Blank
- earliest start date to - Enter end of Schedule Period.
Execute the transaction.
- by specific Resource Work Centers. In the 'Order Header' Tab:
- in process - Select
- main work Center - Enter relevant Main Work Center
- plant work Center - Enter Plant.
- by specific Resource Work Centers. In the 'Operation' Tab:
- operation Work Center - Enter the Resource Work Center.
- by specific Resource Work Centers. In the ‘Dates’ Tab:
- earliest start date - Leave Blank
- earliest start date to - Enter end of Schedule Period.
- by a specific person. In the 'Order Header' Tab:
- main work Center - Enter relevant Main Work Center (where required)
- plant work Center - enter Plant (where required).
- by specific person. In the 'Operation' Tab:
- operation Work Center - Enter the Resource Work Center (where required)

1SAP
Step Detail
- personnel Number for Split - Enter Personnel number or Personnel numbers to locate work for
specific individuals.
- by specific person. In the ‘Dates’ Tab:
- earliest start date – Leave Blank
- earliest start date to – Enter end of Schedule Period.
The executed search will then display a list of Work Order Operations that meet the search
criteria.
If additional information is required perform the following:

- to obtain further information on the Notification double mouse Click on the Notification Number
- to obtain further information on the Work Order Operation (e.g. Work Order Operation Long
Text, Production Resource /Tools) perform the following:
- double mouse Click on the Work Order Number. The Work Order will then be displayed. Click
on the ‘Operations’ tab to display all of the Work Order Operations
- the Production Resource / Tool check box will be ticked if a Production Resource / Tool is
attached to the Work Order Operation.
To return to the list of Work Order Operations Click the ‘Exit’ button (yellow arrow at top). Click
‘No’ when the prompt appears to save any changes. The Revision is not used in the selection
list because PM03 Work Orders do not have a Revision assigned and would therefore not be
displayed in the results.
HSEC requirements are also identified, these may include: Safety Permit requirements, Toolbox
delivery, Additional PPE requirements, Gas/Safety Monitors.
To determine correct sequence of Work Order Operation execution, the Work Packs (Work
Order Form including attachments) and the published Work Schedule are referred to. If
executing the Work Order without a hard copy Work Pack, refer to the PDF copy of the Work
Pack or from within the Work Order select Menu path > Order > Print > Order. Select the Job
Ticket and Click 'Print Preview'. The Work Order and attachments can be viewed electronically.
To view attachments on the Work Order, from the Operations tab perform the following:
- in the Operations Tab, Select the Work Order Operation, Click 'Prod. Resources/tools' button
- from Production Resource /Tool list Select Document Information Record, Select Menu Path >
Environment > Display Production Resource/ Tool, Select Document and Click 'Display Original'
button.
Step: 305.02.04.015. Identify Work Order Operations for Execution
Step Detail

What The goal of this process step is to identify Work Order Operations for Execution via the
Personalised Object Work List (POWL).
Portal My Work > Work Management > Schedule Management > Execute Work > My Work Centre
Navigation
Path
How To identify Work Order Operations for Execution via the POWL in the "My Work Centre" select

1SAP
Step Detail
"Work Management Activities" to return a list of current Work Management Work Order
Operations.
Review the Work Order Operations. If further information is required perform one of the
following:
- To review a specific Work Order Operation select the specific line (highlight the line in yellow)
- To review a list of Work Order Operations select multiple lines (highlight multiple lines in
yellow).
Once the required Work Order Operations have been highlighted select the ‘Display details in
ECC’ button. The Work Order Operation ECC details will then be displayed.
If only one Work Order / Work Order Operation is selected then the details will be displayed
directly in the Work Order. If more than one Work Order / Work Order Operation is selected
then a list view will be returned. To obtain detailed information select the Work Order Operation
from the List View.
Obtain additional detail by reviewing the Work Order as appropriate.
Step: 305.02.04.020. Establish HSEC Requirements
Step Detail

What The goal of this process step is to establish the HSEC Requirements in accordance with the
Operation standards and the Fatal Risk Controls Group Level Document.
How To establish the HSEC Requirements, refer to the Fatal Risk Controls Group Level Document
and the applicable Operation standards.
Step: 305.02.04.030. Confirm Resource Availability
Step Detail

What The goal of this process step is to confirm the availability of resources required to execute the
work. It is undertaken prior to work commencement. This includes confirming the materials,
labour, services, and equipment availability. To confirm resource availability may require
communication with multiple departments.
Portal My Work > Work Management > Schedule Management > Execute Work > Change Work
Navigation Orders and Operations (Selection List)
Path
How To confirm resource availability, use the Work Order Operation list produced in the previous
process step and the Work Packs (Work Order Form including attachments).
Although work lists are produced daily, confirmation of resources may need to be undertaken in
advance of the scheduled day (e.g. confirm all Materials at beginning of Schedule Period and
only confirm exceptions thereafter).

1SAP
Step Detail
Check, that for each Work Order Operation, the detailed resources are available:
– the crew attendance is known, and any absences that will impact on the execution of work as
Scheduled are identified using the published Weekly Work Schedule
– where pool labour or labour hire are required to support the work execution, they are
contacted to confirm availability as planned
– for work requiring the use of services, Vendors are contacted to confirm availability as
planned. Where advanced set up is required, it is confirmed that this has occurred
– confirming of simultaneous activities is confirmed including co-ordination with Production, and
other work execution in the vicinity.
To confirm Materials and external Service availability

– select and open the relevant Work Order
– access the Materials Tracking from the menu path > Environment > Material Tracking.
Note: Hover the cursor to the header of the traffic light column to display the long description of
the traffic light status.

– high status traffic light represents the highest level of status of any of the
Services/Components requested on the Work Order/Purchase Requisition
– low status traffic light represents the lowest status of any of the Services/Components on the
Work Order/Purchase Requisition

– Procńt documents High
– Procńt documents Low

– Green led – Indicates that the component or service has been issued or delivered
– Yellow led – Indicates that the component or service has been ordered
– Red led – Indicates that the component or service has not been ordered

– Reqńts analysis High
– Reqńts analysis Low

– Green led – Indicates delivery on time
– Yellow led – Indicates critical delivery
– Red led – Indicates late delivery
Any issues that have arisen and that will affect execution as planned are identified for resolution.
Step: 305.02.04.060. Identify Production Handover Requirements
Step Detail

What The goal of this process step is to determine what Production related equipment handover

1SAP
Step Detail
requirements are necessary prior to work commencement.

How To execute the work, the Work Order and any attachments are referred to, to determine the
relevant Handover requirements. Some activities may not require the equipment to be handed
over from Production (e.g. Non-Process area work activities).
Step: 305.02.04.070. Conduct Handover from Production
Step Detail

What The goal of this process step is to confirm that equipment handover from Production is
conducted as per Operation requirements and Fatal Risk Controls Group Level Document.
How To conduct equipment handover from Production, Fatal Risk Controls Group Level Document
and Operation requirements must be complied with, including:
– completing handover checklists
– obtaining appropriate permits.
Step: 305.02.04.080. Implement HSEC Requirements
Step Detail

What The goal of this process step is to assign individual work responsibilities ensuring required work
permits are obtained. For any simultaneous work requirements, a final check of the integration
between tasks is to be undertaken. Ensure equipment is isolated as per Fatal Risk Controls
GLD and Operation requirements. Perform site preparation as per the Health, Safety,
Environment and Community (HSEC) requirements. Effective preparation will assist in the
smooth execution of the work in a safe manner. Any HSEC requirements identified previously
shall be implemented in this process step. This can include the issue of:
- permits to work
- Personal Protective Equipment (PPE).
How To Implement HSEC Requirements, Operation procedures are to be referred to and appropriate
measures identified implemented. To ensure work can commence, the following need to be
ensured:
- approvals for required permits and certificates are prepared and reviewed. All Operation HSEC
requirement are satisfied (e.g. signage, barricading, PPE, and fire fighting equipment)
- all internal labour (work crew, pool labour, labour hire) are assembled and briefed on the work
to be executed - prepare site for work (e.g. working in confined space requirements)
- contractors performing services are available and prepared
- preparation for Equipment Isolations is completed
- production resources have been coordinated/made available, if required, for equipment
handover
- any concurrent or simultaneous Work Order Operations have been coordinated, or considered
- execute pre-work tasks to minimise equipment downtime (e.g. partial erection of scaffold,
positioning of mobile cranes, testing overhead cranes). To isolate equipment, all the necessary
permits must have been issued before beginning the isolations.
Component: Control Work Execution

1SAP
Step: 305.02.04.100. Conduct Handback to Production
Step Detail

What The goal of this process step is to handback equipment to Production after the work is complete.
This handback should be in accordance with the Operation requirements. If the work has
resulted in changed equipment conditions, this is to be communicated to all stakeholders.
How To conduct the handback of equipment to Production, the work site needs to be safe and all
work completed. Any special conditions applicable to the equipment need to be communicated
to Production. Where applicable, commissioning is performed upon start up to ensure
equipment is functioning as required. Follow specific Operation procedures for handback of
equipment.
Step: 305.02.04.110. Update Shift Log
Step Detail

What The goal of this process step is to record any relevant information that can be useful for the
oncoming shift and shall be documented and used in the shift handover process.
How To update the Shift Log, access the relevant log as determined by the Operation, this document
preferably should be electronic format, stored for easy retrieval.
Step: 305.02.04.120. Update All Stakeholders on Schedule Progress
Step Detail

What The goal of this process step is to update Production and other stakeholders on the work
progress at a daily meeting. Any delays, additions to scope or difficulties with the task must be
communicated to Production to keep them informed.
How To ensure all relevant parties are aware of Schedule Execution progress, Production and other
stakeholders are advised of the work progress to date, including any work that is running over
schedule, potential delays, and the possible downstream effects. The condition of any
equipment that is out of service at shift end is to be communicated to all stakeholders; this will
ensure that all working in the vicinity of the equipment understand any restrictions.
This daily meeting is to ensure that correct decisions can be made on Schedule Adherence,
utilising the knowledge of Production, Work Management and Technical personnel.
Step: 305.02.04.140. Action Catalogued Materials Return Requirements
Step Detail

What The goal of this process step is to determine what Catalogued Materials returns are required
due to work undertaken, including the return of unused Materials, Repairable Spares and
Service Exchange Items. Return requirements are to be met to ensure that the Materials will be
accepted at the store.

1SAP
Step Detail
Portal My Work > Work Management > Schedule Management > Execute Work > Change Work Order
Navigation
Path
How To obtain information with respect to materials, open the Work Order on which the Materials
were withdrawn or purchased using transaction ‘Change Work Order’. The Work Order
Operation in the Work Pack also contains information in regards to the Materials that are
required to return to the store.
The material return requirements may be due to the return of Damaged Repairable Spares,
Service Exchange Items, Repairable Spares which have gone through the internal repair
process or unused Catalogued Materials.
To facilitate the return of Materials to the store, the following is required:

– for unused Catalogued Materials with an Item Category of 'L', a negative Reservation is
required to be created on the original Work Order on which the material was originally issued. If
an unused material has the Batch field populated in the original Reservation, the Batch field on
the negative Reservation for return is required to match that Batch field.
– for Damaged Repairable Spares and Service Exchange Items, a negative Reservation will
have been automatically created by the system for the return when the component was
reserved. This will be visible on the Work Order Operation from the Work Pack. If the Repairable
Spare or Service Exchange Item is recommended to be scrapped, or no Repairable Spare or
Service Exchange Item is available for return to Store (e.g. totally destroyed in failure), any
pieces available are still required to be returned to the Store for acquittal of the Repairable
Spares process and to instigate the purchase of a new Material into inventory, ensure the 'Batch'
field is left set to DAMAGED. Where there is no item to return, direct contact with Supply is
required to ensure the acquittal process in initiated.
– Repairable Spares which have gone through the internal repair process (either determined as
having been repaired or determined to be requiring scrapping), the following is required:
- completion of the 'Repaired Material Report', this report may be a hard copy report template
printed or obtained on repair/certification, or may form part of the Work Pack and printed as a
Production Resource / Tool
- a technical inspection, prior to return to the Store, is initiated.
- after successful inspection, the Material is to be returned to the Store for Supply to execute
the relevant transaction for its processing. (If the Repairable Spare should be scrapped it must
still be returned to the store for acquittal of the Repairable Spares process)
- an unsuccessful repair will need to be assessed on its merits and action taken accordingly.
In addition to the system requirement for the return of materials, a physical return of the
material, in accordance with Supply requirements, is also required. Material return
requirements will be Operation and Material dependant and may consist of the following:
– Item preparation
– Packaging
– Tagging.
Step: 305.02.04.160. Record Single Time Confirmation
Step Detail
Role Post Work Data Recorder

1SAP
Step Detail
What The goal of this process step is to perform single Time Confirmations for all completed or
partially completed Work Order Operations with the Actual Hours spent on the activity by each
resource, each shift.
Portal My Work > Work Management > Schedule Management > Execute Work > Individual Time
Navigation Confirmation
Path
How To record time spent executing activities, use transaction 'Individual Time Confirmation'. On the
‘Enter PM Order Confirmation: Initial Screen’ enter the following:
– Order - Enter the Work Order Number
– Oper./Act. – Enter the Work Order Operation Number.
Select the ‘Enter’ button. The ‘Enter PM Order Confirmation: Actual Data’ screen is then
displayed.
Within this screen consider the following:

– Time Confirmations can either be Partial Confirmations or Final Confirmations for the Actual
Hours associated with the work.
– all productive time will be Time Confirmed to the Work Order. Any delay incurred, which is
related to a specific Work Order Operation, will be Time Confirmed as part of that Work Order
Operation where the resource was not redeployed to another activity during the delay.
– in the event that a Work Order Operation is never to be executed, a zero hour Confirmation is
made for that Work Order Operation with the Final Confirmation tick box selected. The
Notification Long text is to be populated with the reason for the zero hour Confirmation. All zero
hour Confirmations will be monitored.
The following fields are required to be populated:

– Work Center (Enter the Work Center that actually performed the work)
– Personnel Number
– Actual Work
– Final Confirmation tick (Select if Work Order Operation is Complete).
Time Confirmations for internal BHP Billiton Work Centers and Long Term Resource Contractor
Work Centers are to be entered for each resource, each shift and are performed in the same
manner with the following considerations:
– where required, the Resource Work Center must be changed to that of the Work Center that
actually performed the work. (Work Centers that are not Capacity Relevant are not used in the
Planning and Scheduling process and must therefore be selected during Time Confirmation).
– for Time Confirmations on Work Order Operations that have been Scheduled to be performed
by an Internal Work Center but the work was actually performed by a Contractor from an
existing Long Term Resource Contractor Work Center, the Contractor's Long Term Resource
Contractor Work Center will be entered into the Time Confirmation to ensure that the costs are
sent from the correct Labour Cost Center.
– where more than one resource works on a Work Order Operation, although there is a
requirement for individual Confirmations to be entered for each resource each shift, the
resources need to collaborate and decide who shall enter the Final Confirmation for a completed
task.
– into the 'Actual Work' field, enter the Actual Hours spent on task.
Time Confirmations are required for External Resource Service Work Centers (work performed
on PMSV (External Services) Work Order Operations), with the following considerations:
– in the 'Actual Work' field, enter the duration the task, irrespective of the number of resources
– One Time Confirmation is required per shift; the last Time Confirmation is to include the Final
Confirmation tick.

1SAP
Step Detail
In the case that a Work Order Operation is Partially Finished prior to the Work Order being
flagged for Reschedule, the Work Order Operation is required to be Finally Confirmed.

1SAP
Level 3: 305.02.06. Close Out Work

Close Out takes the Work Order and Notification to completion, this includes closing redundant Work Orders.
This is achieved by entering failure history, initiating Subsequent work and initiating Measurement Documents.
Review and Process The purpose of this component is to assess Work Orders required for close
Completed Work out and to ensure all necessary activities are completed. These
requirements differ for system generated and non-system generated Work
Orders.
Close Work The purpose of this component is to action Work Order close out
requirements and Technically Complete the Work Order.
Concept Description
Review Completed Corrective The following requirements are determined when work is finished:
Work - Measurement Document creation required
- Counter replacement required
- Work Plan restart required
- identification and closure of Redundant Work Orders.
Technically Complete Work In order to Technically Complete Work Orders the following checks are
Order required:
- correct any costing errors (CSER)
- ensure all goods have been receipted
- all required Service Entry Sheets have been created
- ensure all Purchase Orders are Receipted
- Purchase Requisitions without Purchase Orders are closed
- Time Confirmations, including Final Confirmations are completed
- all Repairable Spares and Service Exchange items have been returned to
the store.
Note: No more Planned Costs can be added once the Work Order is

1SAP
Concept Description
Technically Completed.
Why is the Close Out Work This process is triggered when the work activity is completed. For corrective
Process Important to BHP work, impact data is captured to assist in continuous improvement.
Billiton? Subsequent Notifications are initiated for work identified during an
inspection. If readings have been taken during a preventive activity, these
will be initiated as Measurement Documents. Completed corrective work, is
to be reviewed to determine if existing Work Orders are now redundant. If
so, the Work Orders will need to be closed with the reason noted on the
Notification. The work order is then completed and the work execution
history captured during close out is analysed.
Activities for 305.02.06. Close Out Work
Assess Close Out The objective of this activity is for the learner to:
Requirements - assess the Work Orders requiring close out
- create a Subsequent Notification from the originating Notification.
Update Event Notification The objective of this activity is for the learner to update Event Notifications
History with additional information.
Update Investigation The objective of this activity is for the learner to update Investigation
Notification History Notifications with additional information.
Update Maintenance The objective of this activity is for the learner to update Maintenance
Engineering Change Engineering Change Notifications with additional information.
Notification History
Component: Review and Process Completed Work

Step: 305.02.06.010. Assess Close Out Requirements
Step Detail

What The goal of this process step is to assess the Work Orders requiring close out and ensure all
necessary activities are completed. The required actions for system generated and non-system
generated Work Orders may differ.
Portal My Work > Work Management > Schedule Management > Close Out Work > Change Work
Path
How To assess close out requirements, use transaction ‘Change Work Orders (Selection List)’ and
– In Process - Select

1SAP
Step Detail
– Main work center – Enter the Main Work Center

– Planning Plant – Enter the Planning Plant
– Basic Start Date to – Enter the end of current Schedule Period.
Execute Transaction, select and open individual Work Order to assess (Click 'Details' button).
Use of written comments on the Work Packs (Work Order Form including attachments) may also
be utilised.
Initiate the following where relevant:

– Creation of a Subsequent Notification for an activity identified from a post work evaluation
activity or for work on the same Technical Object (excluding from PM04 Work Orders).
– where the Work Order was for the execution of an Investigation, review the originating
Investigation Notification and raise a Subsequent Notification for each corrective action
described in the Notification Long Text.
– Creation of Master Data Management (MDM) Request for the change of the Functional
Location Characteristics due to the installation or removal of a Linear Object within a Functional
Location.
– Inform the responsible Planner Controller of the requirement to initiate a restarting of a Work
Plan due to the replacement or overhaul of equipment or components occurring out of cycle with
the associated Work Strategies
– where the Work Order was for the execution of an Investigation determine External
Investigation Reporting requirements. All Events that have previously been reported to External
Stakeholders will most likely require external reporting of the Investigation outcomes.
– to identify if the originating Event has been previously reported to external stakeholders
perform the following:
- Access the Event Notification (prior Notification to the Investigation Notification) by
accessing the 'Event / Work Details' tab, then double mouse Clicking on the Notification number
listed in the 'Prior Notification' field
- the prior Event Notification is then displayed in display mode
- Access the 'Documents & Investigation Findings' tab to review the Controlled documents
attached to the Notification. If External Event Reporting has been previously performed evidence
of this reporting will be attached in the 'Linked Documents' sub screen.
- to return to the Investigation Notification Click on the 'back' button.
– consult the External Reporting Protocol and any relevant business stakeholders for guidance.
Where external investigation reporting is required communicate to the person responsible for
External Reporting that the Investigation information is ready for External Reporting.
– review all Work Order Operations to confirm work has been executed as required and identify
execution History Requirements, including:
- Work Order Execution History comments has been captured in the Notification Long Text
where required
- supporting documentation has been attached via the General Object for Services or as a
Document Information Record where required
– where the Work Order was triggered by an Event Notification, review the Event Notification
and ensure all requirements have been met.
Investigation Execution Work

Where the Work Order was for the execution of an Investigation, confirm the following on the
originating Investigation Notification:
– a Timeline Chart and 5 Why Analysis and has been attached as either a controlled or
uncontrolled document
– investigation Findings have been entered into the Notification Findings tab. This includes
categorisation of findings into root cause categories with supporting Short Text / Long Text
descriptions
– for all investigated Events where external reporting was performed, that evidence of all
communications is attached as a Document Information Record

1SAP
Step Detail
– the Investigation Evaluator has provided an update in the Notification Long Text that they have
reviewed and approved the Investigation.
Engineering Change Assessment Work

Where the Work Order was for the execution of an Engineering Change Assessment, confirm
the following on the originating Engineering Change Notification:
– an Approved Engineering Change Risk Assessment has been attached to the Notification as
either a Controlled or Uncontrolled Document
- Review the Risk Assessment and conform the risks associated with the Engineering
Change have been adequately identified, assessed and controlled
- based on level of the risk assessment (low, moderate, high, extreme), the approval may be
escalated to higher level management. Team decision meeting could be arranged by including
all stakeholders.
– any additional Assessments have been attached as either a Controlled or Uncontrolled
Document and any additional work from these assessments defined in the Notification Long
Text
– all Corrective / Preventive Actions (Risk Mitigation Plan) identified in the Risk Assessment
have been adequately defined in the Notification Long Text including: Name of Person to
perform the work, Start Date / Finish Date, Estimated Work Effort Duration (in hours) and
specific description of the work required
– all Work required to implement the Engineering Change has been adequately described in the
Notification Long Text.
If the Engineering Change Assessment has met all of the above requirements, evaluate the
completed Engineering Change Notification and perform one of the following:
– if the Engineering change proposal is not approved, record the reasons for rejection in the
Notification Long Text and proceed to close out of the Notification and Work Order
– if the Engineering change proposal is approved, this fact is to be recorded in the Notification
Long Text:
- proceed to create a Subsequent Work Request Notification for each Corrective / Preventive
Action and identified work requirement to implement the Engineering Change described in the
Long Text.
Work on a Technical Object with a Legal or Statutory Recertification Requirement

When replacing a Certified Material, physically installed in the Plant identifiable by Characteristic
PM_PTAG, the following actions are relevant:
– A Master Data Request must be initiated to update the Measuring Point ‘Recertification Date’
to that of the required future Recertification Date
– the responsible Planner Controller is to be informed of the requirement to initiate the restart of
the Recertification Plan to reflect the Recertification Date stipulated by an inspector and align
with the Operation Production Plan.
– where history is required to be recorded for work performed on a system-generated Work
Order, a Notification will be required to be created 1:1 with the Controlled Maintainable Object;
this may require multiple Notifications to be created where there are multiple Controlled
Maintainable Objects in the Object List.
If a recertification measuring point also has a material risk in GRC and uses the component
change out process, then a single G type measuring point shall be created comprising all
required meta data within the measuring point that complies with both certification and
component change out. Proceed to the creation of the Measuring Point
Work on a Material with a Component Change Out and Recertification Measuring Point:
When replacing a Certified Material that also has a Component Change Out requirement,
proceed to the creation of a Component Change Out Measurement Document.

1SAP
Step Detail
When there is a requirement to create a Notification for an Object in the Work Order Object List,
consider the following:
- any work executed within a Work Order, as outlined on a Work Instruction or Work Order
Operation, will be recorded in a Notification assigned to that Work Order, which may also require
the creation of additional Notifications against the Object List. The Notifications for this history
will be 'Work Request' Notifications as the work executed is as a result of work that was
requested to be executed in the Work Instruction or Work Order Operation
- any work that was not to accomplish the intent of the Work Order will have been created as
a Subsequent Notification or new Notification, which will then go through the normal approvals
process.
To create a Work Request Notification for an Object in the Object List perform the following:
– in the line in which the Object is listed, select the “Create Notif.” button (white paper button,
which is located in the Navigation column). The Notification Type pop-up screen will then be
displayed with Notification type already defaulted.
– Click the ‘Continue (Enter)' button. A New Notification will then be created
– enter required initial information on Notification and ensure the following:
- Coding - PM00022, Work Request
- Priority – 3 P: Planning
– to record History on the Notification, proceed to the Update History process step.
Refurbishment Work
The history for a Refurbishment Work Order is recorded in a Document Information Record
referencing the Material number and serial number in the Characteristics, therefore history is not
recorded on a Notification.
Non-System Generated Work

As a result of the work performed, the responsible Planner Controller is to be informed of the
requirement to perform the following:
– replacement of a Counter - Where a physical Counter has been replaced, a Measurement
Document is required to be created to ensure that the Work Orders call in line with the Work
Strategy.
System Generated Work

Proceed to update the Notification to capture History on a system-generated Work Order
(Where a system-generated Work Order has been completed with no additional activities
completed and no requirement to log history, there is no requirement to update the Notification).
Step: 305.02.06.020. Initiate Subsequent Notification
Step Detail

What The goal of this process step is to create a Subsequent Notification from the originating
Notification. Subsequent Notifications must comply with granularity rules.
Portal My Work > Work Management > Schedule Management > Close Out Work > Change Work
Navigation Order
Path
How To create a Subsequent Notification perform the following:

1SAP
Step Detail
– continue within the current transaction

– access the originating Notification by Clicking the 'Change' button (pencil button located to the
right of the Notification number)
– within the originating Notification Click the 'Subsequent Notification' button located on the
'Impact Data' tab. Upon selection a new Notification will be created and the 'Prior Notification'
field on the 'Event/Work Details' tab will be populated with the originating Notification.
When creating Subsequent Work Requests ensure the following requirements are met:
– if creating Subsequent Work Requests for Corrective Actions defined in the Long Text of
Notifications each Corrective Action must be created as one independent Work Request
– the Work Request complies with granularity rules (Referenced in the Schedule Management
Design Intent).
Step: 305.02.06.050. Update General Notification History
Step Detail

What The goal of this process step is to update Notifications with additional information. Within this
process step the following is updated on the Notification:
– Controlled and Uncontrolled Documents, where required
– Executed Work Order Operation History, where required.
Portal My Work > Work Management > Schedule Management > Close Out Work > Change
Navigation Notification
Path
How To update Notification history perform the following:
– locate the Notification by performing one of the following:
- if currently within a Work Order Click the 'Change' button (pencil button located to the right
of the Notification number) or by selecting the appropriate Notification from the Object list
- if accessing a Notification with a known number, use transaction ‘Change Notification’, enter
the Notification number in the Notification field and execute the transaction
- if accessing a Notification with a known Work Order number, use transaction 'Change
Notification', Click the 'Notification' field, the 'Possible Entries Search' button will be displayed,
Click the button to bring up the 'Display Notifications: Selection of Notifications' screen, if this is
not displayed, Click back and select 'PM notifications by notification list' to bring up the selection.
Use the selection 'Display Notifications: Selection of Notifications' and in the 'Order' field enter
the Work Order number, Click 'Execute' button, the Notification number is populated in the
'Notification' field.
For history to be recorded for work performed on items in the Work Order Object List, follow the
same steps as above.
If the Notification has been assigned a System Status of ’Completed’ (NOCO), put the
Notification ‘In Process’ (NOPR) by performing the following only:
– Click ‘In process again’ button
– Click 'Continue’ when status check warning dialog box appears. Notification is then saved
with the 'In Process' (NOPR) System Status.
– the 'Change Notifications' screen is again displayed with the Notification number already
pre-populated in the Notification field, Click 'Enter'.

1SAP
Step Detail
Update the following information on the Notification where required:
Record Work Order Operation History

Where executed Work Order Operation History Capture is required perform the following:
– enter history information into the Notification Long Text which provides a detailed description
on the work activities performed
– where required, attach evidence of work execution to the Notification as either a Controlled
Document or Uncontrolled document using the process outlined below.
Uncontrolled Document
Should any uncontrolled document be available to support the Notification (e.g. photo, sketch,
report), this may be attached to the General Object for Services on the Notification as a PDF
document using the function 'Store Business Document'.
To attach the uncontrolled document into the Notification perform the following:
– Click the 'Services for Object' arrow button
– Navigate to Create… > Store business document, the 'Archive from FrontEnd' screen displays
– Double Click '1SAP: Plant Maintenance Notification' and browse the file from local drive
– Select the file and Click 'Open' button, then Click 'Continue' button
– Enter a note in the Notification Long Text regarding the relevance of the attachment.
Controlled Document
Should any Controlled Document be available to support the Notification perform the following:
– for Controlled Documents that have been created as a 1SAP Document Information Record.
Select the 'Documents & Investigation Findings' Tab, scroll down to the Linked Documents sub
screen and perform the following:
- Ty. – PMA
- Document – Enter the Document Information Record number, if unknown perform the
following:
- in the ‘Document ‘ field Click the ‘Possible Entries Search ‘ button, the search
functionality box is displayed
- from the popup box select 'Find document via class'
- Class Type – 017 (Document management)
- Click 'Continue (Enter)' button, in the search screen enter the relevant Document
Information Record Characteristic values (e.g. Maintenance Planning Plant, Main Work Center)
- Click 'Find in initial class' button, a list of Object (Document Number) is generated
- Click 'Change Layout' button (button to the right of green tick) to bring other Characteristic
value into the list if necessary (e.g. Description)
- if further detail is required on the Document Information Record, highlight the line item
and Click 'Display Document Info Record' button (arrow button next to Clock button) and choose
'Display document' to display the Document Information Record Master Data. To return to the
list Click 'Back' button
- in the 'Find Objects in Classes' screen highlight the desired line item (Object) and Click
'Copy' button, the document number is copied over to “Linked Documents” sub screen. Click the
Enter button to allow details to be updated.
For Controlled Documents that have not been created as a 1SAP Document Information
Record, proceed to the creation of the Document Information Record.

1SAP
Step: 305.02.06.051. Update Event Notification History
Step Detail

What The goal of this process step is to update the Event Notifications with additional information.
Within this process step the following is updated on the Notification:
– Originating Event information, where required
– Impact Data (e.g. Failure data) where required
How To update the Event Notification with additional information update the following areas of the
Notification where required:
Event / Work Details Tab:

Notification Date / Time - For Events only update if the investigation identified a different Event
occurred date and time than is currently recorded on the Notification
Impact Data Tab:

An Item is required to be created for each Impact associated with an Event (e.g. Safety Impact,
Financial Impact). Review the Risk Management Group Level Document Severity Table to
determine the Impact Type and the total number of Impacts for the Event. For each Impact
– on the Item sub screen Click in the 'Impact Type' blank field, the 'Possible Entries Search'
button will then be displayed, Click the button and on the pop-up menu the list of Impact Types
will be displayed. Select the relevant Impact type and Click 'Choose' button.
– Damage:
- damage information must only be completed for Events where Impact Type = Financial and
damage to property or equipment has also resulted
- from the catalogue select the category which best represents the damage to the object and
Click 'Choose' button.
– Item Text:
- Item Text must be completed in line with the following requirements:
- for Events where Impact Type = Financial and damage to equipment has also been a
result, enter a description of the specific object Impacted or Damaged
- for Events where Impact Type = Safety, enter additional information on the Injury (e.g.
Injury Classification).
- Long Text may be added to compliment Short Text where required.
– Cause Code:
- Cause Code information must only be completed for Events where Impact Type = Financial
and damage to property or equipment has resulted
- from the catalogue select the category which best represents the cause of damage to the
object.
– Cause Text:
- Cause Text must only be completed for Events where Impact Type = Financial and damage
to property / equipment has also been a result
- provide supporting free text information on the cause of the damage. The short text field has
a 40 character limit so the long text field may also be used.
– Item Details:
- additional details are required for each defined Impact (Notification Item). To enter Item
details perform the following:
- Select Item Details (middle button of the 3 vertical buttons in the right hand side of the
Item area)
- on the ‘Item Details’ popup screen select the ‘Class: PM_NOTI_E' button. The Item
Classification screen will then be displayed.
– Item Classification:
- on the Item ‘Classification’ screen all of the following must be completed:

1SAP
Step Detail
- Severity Level Actual – Consult the Risk Management Group Level Document Severity
Table to determine the Actual Severity rating of the Event. Click in the ‘Severity Level Actual‘
blank field, the 'Possible Entries Search' button will then be displayed, Click the button and on
the pop-up menu the list of Severity Level Actual will be displayed, select the Actual Severity
Level of the Impact Type and Click ‘Continue‘ button.
- where the Impact Type = Safety and the Actual Severity Rating = 2 or 3 (to represent a
Medical Treatment Injury, Restricted Work Injury, Lost Time Injury) a completed Recordable
Injury Classification form must be attached to the Notification either as a Controlled or
Uncontrolled Document.
- Severity Level Potential – Consult the Risk Management Group Level Document Severity
Table to determine the Potential Severity rating of the Event. Click in the ‘Severity Level
Potential‘ blank field, the 'Possible Entries Search' button will then be displayed, Click the button
and on the pop-up menu the list of Severity Level Potential will be displayed, select the Potential
Severity Level of the Impact Type and Click ‘Continue‘ button.
- Control Level – From the catalogue select the HSEC Control level of the Event.
- Vendor – Where an employee of a Vendor (contracted organisation) is either the main
person involved in the Event or the person injured or suffering an illness the Vendor must be
selected against all Event Safety and Health Impacts (Notification Items). To select a Vendor
- Click in the 'Vendor' blank field, the ‘Possible Entries Search‘ button will then be
displayed, Click the button and on the pop-up menu the Vendor Search fields will be displayed.
- within the pop-up screen, Click on the 'Input Help Selection List' button (located near the
top right hand corner, situated to the right of the right arrow button.
- from the drop down list select 'Vendors: Purchasing'.
- on the updated pop-up screen enter one of the following:
- Name - Name of the Vendor if known. Consider the use of the wildcard assist search
- Vendor - Enter Vendor number if known
- Purch Organization - Click the 'Possible Entries Search' button, and from the list select
the relevant Purchasing Organisation.
- Click the 'Start Search' button (green tick at bottom right)
- From the returned list of results, Click the relevant Vendor (if there is more than one of
the same Vendor ensure it is assigned to the correct Purchasing Group to select the appropriate
Vendor) and then Click the 'Copy' button (green tick at top left), then Vendor details are recorded
into the 'Vendor' field. Click the 'Enter' button to complete.
- to return to the Impact Data Tab, Click the 'back' button (green arrow button at top of
screen) on the popup screen Click 'Close' button (green tick).
If there is a requirement to review the change history of the Notification the perform the
following:
- To review change history on Event / Work Details, Task List and Documents & Investigation
Findings, Impacts Select Extras > Notification Documents > Action Log. The Action log is then
displayed.
- To review change history on Severity Levels, Control Level and Vendor, perform the following:
- Access the Impact Data tab on the Notification
- Select Item Details (middle button of the 3 vertical buttons in the right hand side of
the Item area)
- on the ‘Item Details’ popup screen select the ‘Class: PM_NOTI_E' button. The Item
Classification screen will then be displayed.
- Select Environment > Change Documents. The Action log is then displayed.
Where an additional item is required to be created due to the Event resulting in multiple impacts,
create a new item by performing the following:
– Click the ‘Create Item’ button (top button of the 3 vertical icons in the right hand side of the
Item area)
– Repeat the process for item data entry as described above

1SAP
Step Detail
For existing Items review and update the following where required:
– Impact Type
– Damage
–Text
– Cause Code
– Cause Text
– Item Characteristics:
- for existing Item Characteristics review and update the following where required:
- Actual Severity Rating
- Potential Severity Rating
- Control Level
- Vendor.
Where Impact Data on a non-investigated Event has been updated from that originally entered
during Notification population, proceed to reassess Investigation requirements.
Controlled Document
The following documentation must be attached to the Event Notification as a Document
Information Record (Controlled Document):
– all External Stakeholder Event Reports
– all evidence of External Stakeholder Event Reporting
– all documentation that according to business requirements must remain private and
confidential
– for a Notification where Impact Type = Safety, and Actual Severity = 3, attach the Recordable
Injury Classification Form.
To Complete Notification History Update, perform one of the following:

– for Notifications which were reopened for update, complete the Notification by Clicking the
‘Complete’ button (finish flag)
– for Notifications which were accessed from a Work Order, return to the Work Order by Clicking
the 'Change' button (pencil button located to the right of the Work Order Number)
– for all other Notifications, save and exit the Notification.
Step: 305.02.06.052. Update Work Request Notification History
Step Detail

What The goal of this process step is to update the Work Request Notification with additional
information.
How To update the Work Request Notification with additional information enter the additional
information into the required Notification fields and tabs.


1SAP
Step Detail
Step: 305.02.06.053. Update Investigation Notification History
Step Detail

What The goal of this process step is to update the Investigation Notification with additional
information. Within this process step the following is updated on the Notification:
– Investigation Findings
– Corrective and Preventive actions
– Investigation Documentation
How To update the Investigation Notification update the following information on the Notification
where required.
Event / Work Details Tab:
– Long Text
- if updating Notification History with corrective and preventative actions perform the
following:
- if the investigation actions are not described in a document that can be attached to the
Notification, the long text must be updated with a description of all corrective actions identified
by the investigation including:
- a description of the specific action
- Name of Person the action is to be assigned to
- Start date, Finish date, and approximate Work Effort (in hours) of the action
- where required, a description of any further information / documentation that can be used
to support the execution of the action once it has been translated into a Work Order Operation
- if the investigation actions are described (in detail that meets the above requirements) in
a document that can be attached to the Notification, attach the document to the Notification (in
line with controlled document requirements) and reference the document attachment within the
Notification Long Text.
- if updating Investigation Notification following Investigation Evaluation indicate in the Long
Text with a comment that the Investigation was successfully evaluated.
Documents & Investigation Findings Tab:

Investigation Findings must be recorded for all Investigation Notifications in the Documents &
Investigation Findings tab. To record an Investigation Finding scroll down to the Activities sub
screen and perform all of the following:
– Click in the 'Code group' blank field, the 'Possible Entries Search' button will become visible
– Click the 'Possible Entries Search' button from the displayed menu select a category that best
represents the Investigation Finding root cause category. To obtain additional information on the
categorisation Click the 'Display Long Text' icon to the right of category name.
– Select the relevant Category from the list and then Click the 'Choose' button at bottom, the
'Code group' and 'Activity code text' fields will be populated.
Enter Activity Text by performing the following:

– Enter a short description of the Investigation finding that supports the Code Group selected.

1SAP
Step Detail
Where required enter Long Text by performing the following:

– once Activity text has been entered, hit Enter
– Click 'Create text' icon (to the right of Activity text field)
– on the Long Text screen enter a long text description of the Investigation Finding that supports
the Short Text and Code Group selected.
Repeat the process until all Investigation Findings have been entered.
Investigation Documentation:
Attach all relevant Investigation documentation as either a Controlled or Uncontrolled Document.
The Timeline Chart and 5 Why Analysis must be attached to the Notification.
Controlled Document
The following documentation must be attached to the Notification as a Document Information
Record (Controlled Document):
– all documentation for an Investigation that is under Legal Professional Privilege
– all evidence of External Stakeholder Investigation Reporting
– all documentation that according to business requirements must remain private and
confidential.

Step: 305.02.06.054. Update Engineering Change History
Step Detail

What The goal of this process step is to update the Engineering Change Notification with additional
information. Within this process step the following is updated on the Notification:
– Engineering Change Risk Assessment
– Corrective and Preventive actions
– Additional Assessments (where required).
How To Update the Engineering Change Notification with additional information the following
information is required:
– Approved Engineering Change Risk Assessment attached to the Notification as either a
Controlled or Uncontrolled Document.
– Corrective / Preventive Actions (Engineering Risk Mitigation Activities) listed in the Notification
Long Text with the following detail for each action:
- name of person to execute the Work, if known
- Start Date and Finish Date for the Work, if known
- Estimated Work Effort Duration (in hours)
- clear Detail on the Work that is required.
– where required additional Assessments attached as either Controlled or Uncontrolled

1SAP
Step Detail
Documents, and associated follow up actions clearly defined in the Notification Long Text in
accordance with requirements listed above
– description of all additional work required to implement the Engineering Change clearly
defined in the Notification Long Text in accordance with the requirements listed above.

‘Complete’ button (finish flag).

1SAP
Level 2: 305.03. Shutdown Management

Utilised to apply a higher level of control over the increased risk introduced in the form of safety, including
opportunity to comply with low frequency statutory obligations, condensed volume of work, higher complexity
and interaction of work, compressed timeframe and increased cost commitment. The establishment of the
Shutdown sets the framework for scope of work development, optimisation of resources, duration and cost
and mobilisation activities. Interdependencies with Inventory, Procurement and Contractor Management
enable resources to be available as scheduled. Execution of Shutdown work is controlled to identify and act
on deviations to schedule or cost.

1SAP

1SAP
Concept Description
Why is the Shutdown The Shutdown Management main process is important because it;
Management Process - controls the higher level of risk introduced in the form of safety, including
Important to BHP Billiton? the opportunity to comply with low frequency statutory obligations
- enables the execution of a successful shutdown by monitoring the
completion of planning and optimising activities as part of shutdown
mobilisation
- optimises resources, costs, and the duration of the shutdown
- enables the approval of any alterations to the shutdown scope
- controls the execution of the shutdown allowing corrective action to be
taken for unforeseen events.
Overview: Establish The framework under which the preparation for the Shutdown will occur.
Shutdown Confirms that the long term Shutdown forecasts are valid and Revision
numbers exist. Resources are allocated to the Shutdown to enable planning,
optimisation, mobilisation and execution.
Overview: Develop Work Scope of work is determined based on work priority, critical path and
Scopes allocated budget. Pre-work is identified for execution. Task Lists are
identified for creation and assigned to Work Orders, building a repository for
repeatable tasks.
Overview: Approve Scope of A scope of work is determined based on work priority, critical path
Work contribution and allocated budget. Scope is approved and the work is
validated as fully understood. Work Orders are released triggering inventory,
procurement and optimisation.
Overview: Optimise Takes the detailed Scope of Work and optimises the cost, duration and
Shutdown resources required to execute the shutdown. A fully resourced schedule
(with baseline) is validated prior to handover for execution.
Overview: Authorise Scope Business impact, duration of shutdown, cost and resource availability is
Amendment considered prior to approving a Scope of Work alteration. Project status
provides visibility for the inclusion and removal of work, providing the basis
for reporting and auditing shutdown activities.
Overview: Mobilise Shutdown Effective mobilisation ensures the organisation is prepared for the shutdown
and includes:
- pre-start meetings
- implementing Risk Assessment controls
- mobilisation of people and services
- verification of material and consumable availability.
Overview: Execute and Execution commences when peak production has stopped and execution
Control Shutdown concludes when commissioning is completed. Execution is controlled by the
shutdown schedule. Control over the execution includes monitoring of
(including acting on) deviations from schedule or cost.
Overview: Close Out The Close Out Shutdown process commences with a close out meeting that
Shutdown analyses the performance of the shutdown and relevant historical
information relating to the shutdown is captured in a report. Work history is
captured in Notifications for future analysis.
Shutdown Management: The default process followed is the Schedule Management Process to
Objective implement process discipline ensuring operational strength that will lead to
improved reliability. The management of work through the Shutdown
Management Process is the exception to this rule, when the criteria for such
are met.
An Outage will be considered as a Shutdown, when the budget for the

activities is a minimum of US$500,000 and when a combination of the

1SAP
Concept Description
following conditions exist:

– production stoppage is scheduled/forecast ahead of time
– the total stoppage time is a significant contributor to the Production Plan
– a separate monetary budget exists for the Outage
– the budgeted / planned cost is a significant portion of the department
budget
– permanent or temporary dedicated roles exist within the organisation for
the Outage
– additional resources are required, e.g. labour, infrastructure, cranes
– is required to be managed outside of the Schedule Management & Project
Management processes due to:
- a requirement for scheduling and management of high volume and
complex mobilisation and de-mobilisation tasks
- a requirement for single point real-time management/communication of
variations on multiple integrated tasks
- a requirement for the identification of deviation from critical path and the
need to initiate mitigation strategies to meet milestones.
The criterion that an event must at least be $500,000 in value to be classed

as a Shutdown is not to be used as the sole criteria for the management of
work using the Shutdown Management Process. Work that exceeds the
$500,000 limit must still and always be executed using the Schedule
Management Process, unless the additional criterion is also met.
Shutdown Cost Management Non-Work Order cost management:
– <$500k per annum, Purchase Requisitions Account Assignment to
department overhead Cost Center
– >$500k per annum, able to create a dedicated Shutdown overhead Cost
Center and used as the Account Assignment on Purchase Requisitions.
Direct (Work Order) costs will settle to the Equipment Cost Center and be
collected against a Statistical WBS (Work Breakdown Structure) for
Shutdown cost control.
Master Data Considerations - Revisions are MDO (Master Data Object)

Controlled:
– Type 01 – One Holding Revision per Planning Plant
– Type 02 – Shutdown Event.

1SAP
Level 3: 305.03.01. Establish Shutdown

The framework under which the preparation for the Shutdown will occur. Confirms that the long term
Shutdown forecasts are valid and Revision numbers exist. Resources are allocated to the Shutdown to enable
planning, optimisation, mobilisation and execution. All stakeholders involved in the Shutdown participate in a
Pre-Shutdown meeting to ensure their individual requirements are identified.
Authorise Shutdown Event The purpose of this component is to describe the steps involved to obtain
management approval for the Shutdown event and Resourcing
requirements, and to ensure the proposed Shutdown event meets the
criteria for Shutdowns.
Confirm Shutdown Event The purpose of this component is to explain there should be a confirmation
Timing of the timing at the initial setup stage to ensure there are appropriate
resources to handle the influx of Work.
Establish Shutdown Event The purpose of this component is to explain the initial establishment
activities for the intended Shutdown event. This includes determining the
financial requirements for the Shutdown event and also understanding
preparation and risks.
Concept Description
Why is the Establish The Establish Shutdown process is triggered with sufficient lead time from
Shutdown Process Important the commencement date of the shutdown as nominated in the integrated
to BHP Billiton? schedule. Shutdown personnel are assigned with a list published to
establish points of contact. Confirmation against long term schedules,
forecasts (budgets) and business plans are made and lead-in milestones for
Shutdown preparation activities finalised.
Request Master Data Master Data requests include Shutdown Event Revision and Shutdown
Statistical Project WBS (Work Breakdown Structure). All Work Orders to be
executed in the Shutdown process must have a Shutdown Event Revision
and Shutdown Statistical Project WBS (Work Breakdown Structure)

1SAP
Concept Description
referenced on the Work Order; a Shutdown Event Revision can only be

created with a Shutdown Statistical Project WBS (Work Breakdown
Structure) referenced within.
Component: Confirm Shutdown Event Timing

Step: 305.03.01.030. Review Shutdown Revisions
Step Detail
Role Shutdown Planning Coordinator

What The goal of this process step is to have a Revision in 1SAP to represent the shutdown event.
Revisions are used to allocate work orders to a specific shutdown event.

Portal My Work > Work Management > Shutdown Management > Establish Shutdown > Display
Navigation Revision
Path
How To validate if an existing Revision exists, use the transaction ‘Display Revision’.
Select the Menu Path > Goto > Position or select the ‘Position‘ button and complete only the
following fields:
- Revision - Enter the Revision number
- Select ‘Continue (Enter)‘ button.
If a required Revision does not exist, a Work Management Master Data request will be required.
The following information will be required to complete the request:
- Planning plant
- Revision - as per Revision Master Data standard to represent the current shutdown event
- Description - colloquial local description
- Revision Start - Shutdown commencement date
- WBS Element - For the Shutdown Event.
Step: 305.03.01.040. Confirm Shutdown Timing
Step Detail

What The goal of this process step is to confirm the timing (and duration) of the shutdown against the
Production Plan Summary and other major events to minimise impact from scheduling clashes,
for example, other shutdowns or critical resources committed elsewhere.
Portal My Work > Work Management > Shutdown Management > Establish Shutdown > Display Work
Path
How To confirm that the Shutdown does not have a scheduling clash, refer to the Production Plan
summary and Major Events Calendar. If not included in the Major Events Calendar, consider
other events for the Operation, relevant industry and geographical location which may compete
for required resources; monitor potential work for the Shutdown event to determine possible
discrepancies with the budget duration.

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Step Detail
To review possible work allocation to the Shutdown event, use the transaction ‘Display Work
Orders (Selection List) ‘ and complete the following fields:
- Revision - include both Shutdown Holding Revision and Shutdown Event Revision.
To identify further potential work, communicate with stakeholders, such as Maintenance,

Reliability and Engineering Superintendents.
If there is a discrepancy in the business plan (e.g. additional production down time required) this
conflict needs to be communicated back to the business planning process for resolution. Any
residual risk is to be noted during the risk assessment with appropriate mitigating actions
assigned.
Component: Establish Shutdown Event

Step: 305.03.01.070. Determine Shutdown Preparation Milestones
Step Detail

What The goal of this process step is to establish high level milestones which enable tracking of
shutdown execution preparedness. The Mobilise Shutdown process will monitor preparedness
progress against these milestones and invoke necessary actions to maintain compliance.
Following communication of the shutdown preparedness milestones, each stakeholder is to
organise the resources required to obtain them.
How To determine shutdown event preparation milestones, start with a template if available or
reference a previous shutdown event recently executed. Where no templates exist, use the
outcome of this step to start a template library.
Determine appropriate milestones for scale of shutdown and preparation timeframe including as
a minimum:
- Scope of Work freezing date
- Approved Scope of Work Issued
- Fully Resourced Schedule Issued
- Shutdown Commencement Date.
Milestones are to be set on a delta weeks to the shutdown commencement date basis (e.g.
approved Scope of Work issued is to be obtained minimum 6 weeks prior to shutdown
commencement).
Refer to previous Shutdown Close Out Reports to validate adequacy of previous preparation
timeframes. In addition refer to the major events calendar to identify any periods where
resources may have reduced capacity. Make any adjustments required to the milestones to
ensure they are obtainable and in sufficient time to allow subsequent activities to be completed
prior to shutdown execution.
Communicate the shutdown preparation milestones with all stakeholders involved in the
shutdown.

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Step: 305.03.01.080. Collect Work Order Data for Initial Shutdown

Meeting
Step Detail

What The goal of this process step is to gather relevant Work Orders for assessment at the Initial
Shutdown Meeting.
Portal My Work > Work Management > Shutdown Management > Establish Shutdown > Change Work
Path
How To review significant work, use the transaction ‘Change Work Orders (Selection List)‘ and
- Revision - Click 'Multiple selection' button and populate the single value fields with Shutdown
Holding Revision and Shutdown Event Revision, Click 'Copy' button
- Planning Plant - Enter the Planning Plant.
Execute Transaction.
Step: 305.03.01.090. Collect Notification Data for Initial Shutdown

Meeting
Step Detail

What The goal of this process step is to gather relevant Notifications for assessment at the Initial
Shutdown Meeting.
Portal My Work > Work Management > Shutdown Management > Establish Shutdown > Change
Navigation Notifications (Selection List)
Path
How To review potential work requirements, use the transaction ‘Change Notifications (Selection
List)‘ and complete only the following fields:
- Outstanding / Select
- Revision - Enter the Shutdown Holding Revision
Step: 305.03.01.100. Participate in Initial Shutdown Meeting
Step Detail
Role Shutdown Meeting Participant

What The goal of this process step is to ensure the stakeholders of the shutdown event, e.g.
Production, Project Engineering, Supply, Contractors, and HSEC, are aware of the preparation
framework and to identify any potential scope requirements.
In addition, the attendees are briefed on significant work to be undertaken, the budget and
timing of the shutdown for the purpose of obtaining unity in understanding and identifying any

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Step Detail
high level risks.

How To ensure appropriate and complete attendance, invitations to the initial shutdown meeting are
to be sent from a current shutdown stakeholders list. Consider the timing, period of notice, and
communication method used to allow stakeholders to plan attendance (e.g. calendar meeting
request, reminders at regular meetings and direct communication).
An initial shutdown meeting is conducted to signify that the shutdown event preparation has
commenced. This meeting is the opportunity to communicate the preparation framework to all
stakeholders and to initiate alignment of their scope requirements or potential resource
constraints. The agenda must include:
– confirmation of start date and duration
– commitment to shutdown preparation milestones
– review significant work and potential work requirements
– highlight issues for inclusion in the risk assessment.
Conclude the meeting by ensuring there is unity in understanding of the shutdown event
requirements and boundaries. Note any high level risks in preparation for undertaking a risk
assessment.
Step: 305.03.01.110. Conduct Shutdown Risk Assessment
Step Detail

What The goal of this process step is to conduct a shutdown risk assessment, identify the risks
associated with the shutdown, and to derive mitigating actions or contingency planning. The
status of action items and review for additional risks is undertaken at shutdown milestones and
during the Mobilise Shutdown process.
How To complete the identification of risk, utilise asset enterprise and HSEC risk assessment tools. A
Shutdown risk assessment is conducted to identify risks associated with the shutdown
preparation or execution. Mitigating action or contingency planning is initiated to manage
identified risks.
Assess the overall risk of the Shutdown event and determine if any auditing activities (which
eventually could become a preparation milestone), relative to the scale of the shutdown, are
required as mitigation to late or low quality preparation. Consider risks at the shutdown event
level and those associated with interaction of work.
Any hazard identification for a specific Work Order is to be managed by the Develop Work
Scopes process.
Use any historical information by referring to lessons learnt and opportunities for improvement
identified in previous Shutdown Close Out Reports.
All risks with unacceptable consequences require preventive and mitigating controls. Actions are
to be assigned to an individual on the shutdown organisational chart with a due date.
If the Risk Assessment identifies either a new Material Risk or change to a Material Risk, then
the relevant Risk Management processes must be triggered.

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Level 3: 305.03.02. Develop Work Scopes

To perform the Develop Work Scopes process the scope of work is determined based on work priority, critical
path and allocated budget. Long lead items are processed on an exception basis. Task Lists are identified for
creation and assigned to Work Orders, building a repository for repeatable tasks.
Generate Work Scope The purpose of this component is to describe the process of work scope
generation for a Shutdown event.
Plan Work Scope The purpose of this component is to describe the steps involved to plan the
work scope intended to be completed as part of a Shutdown event.
Finalise Work Scope The purpose of this component is to describe the finalisation of the work
scope for the Shutdown event.
Concept Description
Why is the Develop Work The Develop Work Scopes process is triggered following the establishment
Scopes Process Important to of the shutdown, including the validation of Shutdown Event Revisions and
BHP Billiton? WBS Element. Following this, an initial work list of potential work for the
shutdown is prepared. This may include PM01, PM02 and PM06 Work
Order types. Planning details are confirmed for system generated work or
added to the Work Orders by Task Lists. Once planned, high priority work is
committed to the shutdown Scope of Work and Released prior to the
Approved Scope of Work milestone due date. A final review of work to be
committed is undertaken, making reference to the priority and the shutdown
budget as a determinant of acceptance. Only work that is fully planned is
accepted.
Once the Scope of Work is developed, this triggers:

- approval of the Scope of Work
- release of all remaining Work Orders
- Reservations and Purchase Requisitions.

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Activities for 305.03.02. Develop Work Scopes
Manually Call Repetitive The objective of this activity is for the learner to manually create a Work
Shutdown Tasks Order for a repetitive Shutdown task.
Create Sub Order for The objective of this activity is for the learner to utilise Work Management
Pre-Works resources to assist in the completion of pre-work requirements.
Assign & Remove Shutdown The objective of this activity is for the learner to:
Work Orders - manage Sub Orders to ensure accurate Shutdown reporting
- review the planned costs against the Shutdown budget
- remove line items from the schedule
- reset Shutdown Holding Revision on a Work Order
- remove PS reference from Removed Scope Work Order.
Component: Generate Work Scope

Step: 305.03.02.010. Monitor Shutdown Notifications
Step Detail

What The goal of this process step is to validate if the Notifications tagged with the Shutdown Holding
Revision are for valid Shutdown work and determine if sufficient information for planning has
been provided on the Notification.
Creation of a Work Order from the Notification signifies the commitment to execute the task in a
future Shutdown.
Portal My Work > Work Management > Shutdown Management > Develop Work Scopes > Change
Navigation Notifications (Selection List)
Path
How To list approved Shutdown Notifications, use the transaction ‘Change Notifications (Selection
List)‘ and complete only the following fields:
- Status included - APR
- Planning Plant - Enter the Planning Plant
- Revision - Enter the Shutdown Holding Revision for Plant
- Priority - 3.
From the transaction ‘Change Notifications (Selection List) ‘ select and open a Notification, if the
work requirement is not valid Shutdown work correct the following field:
- Revision - Remove Shutdown Holding Revision
- Click the ‘Save‘ button.

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Step Detail
From the transaction ‘Change Notifications (Selection List) ‘ select and open a Notification.
Review and amend as necessary:
- Correct Functional Location
- Correct Planner group (Note: Shutdown Planner groups will not necessarily default from the
Functional Location selected)
- Correct Coding - Event / Work Request
- Concise Short Text
- Detailed Long Text
- Appropriateness of attached Task List
- Attachment of additional documentation (PDF format only).
For capital / project work, ensure the capital / project WBS is noted in the Notification long text.
Liaise with the Finance department if further information or clarification is required.
If the Notification contains insufficient information for planning, modify the following fields:
- Status included - INF
- Notification Long Text - Comments to clarify information required
- Revision - Remove Shutdown Holding Revision.
Click ‘Save‘ button.
If Notification is valid and complete:

- Click the ‘Create‘ Button.
From the pop up screen complete the following field:

- Order Type - PM06 for Project/ Capital Work Order, otherwise accept the PM01 default.
Click the ‘Continue (Enter)‘ button.
From the Work Order complete the following fields:

- Priority - Sched Any Rem Cap
- SystCond. - 0 (Not Operating).
Click the ‘Save‘ button.
For Created PM06 Work Orders perform the following:

- Enter the provided WBS element on the Location Tab in the Account Assignment area. (The
WBS will copy to the Settlement Rule on Work Order Release).
Step: 305.03.02.020. Create Work Orders for Repetitive Shutdown Tasks
Step Detail
Role Shutdown Planned Work Creator

What The goal of this process step is to manually generate Work Orders for repetitive Shutdown tasks
upon the commencement of the work scope development.
Repetitive Work Orders called will typically cover plant or equipment preparation and associated
demobilisation and close out activities.
The Maintenance Items will be contained within unscheduled Work Plans (with a sort field of
‘Manual‘ and a Shutdown Planner Group).

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Step Detail
Portal My Work > Work Management > Shutdown Management > Develop Work Scopes > Schedule
Navigation Work Plan
Path
How To manually call Shutdown Maintenance Items, use the transaction ‘Schedule Work Plan‘, enter
the following information in the selection list:
- Maintenance Plan - Enter the Work Plan if known.
Alternatively in the 'MaintenancePlan' field Click ‘Possible Entries Search‘ button for help,
complete the following fields:
- MaintPlan sort field - ****-140 (Manual Call), where **** is the Plant Code
- AuthorizGroup - Enter the AuthorizGroup
- Status excluded - INAC (Object Deactivated).
From the transaction ‘Schedule Work Plan‘: complete the following:

- Select the required Work Plans
- Click the ‘Manual Call‘ button.
From the pop up, complete the following:

- Manual Call - Shutdown start date
- Strategy Package Selection - required package.
Component: Plan Work Scope

Step: 305.03.02.030. Determine Work Order Planning Requirements
Step Detail

What The goal of this process step is to continually review unplanned Shutdown Work Orders and to
determine requirements to complete their planning.
Navigation Work Orders (Selection List)
Path
How To list unplanned Shutdown corrective Work Orders, use the transaction ‘Change Work Orders
(Selection List)‘ and complete only the following fields:
- Order Type - Click 'Multiple selection' button and populate the single value fields with PM01
and PM06, click 'Copy' button
- Revision - S*.
Execute Transaction, list of Shutdown unplanned Work Orders will be displayed.
Display the Group and GrC (Group Counter) fields in the returned list. This indicates which Work
Orders have been generated from a Notification with a Task List assigned.
To list unplanned Shutdown repetitive Work Orders or system generated Work Orders, use the
transaction ‘Change Work Orders (Selection List)‘ and complete the following fields:

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Step Detail
- Order Type - PM02

- Planner Group - Enter the Shutdown Planner Group.
Execute Transaction. If required, to view details of an individual Work Order:

- Select the Work Order
- Click the ‘Details‘ button.
To return to the selection list from an individual Work Order:

- Select the ‘Back‘ button and Save.
To search for a suitable Task List for Work Orders with no detail, from within the Work Order:
- Select Menu Path > Extras > Task list selection > General task lists, if there are already Work
Order Operations a screen displays 'Should operations be deleted? ' Click 'Yes' or 'No' button.
In the 'Display Task Lists: Task List Selection' screen complete the following fields:
- Assembly - Enter the Construction Type.
Execute Transaction, the list of Task Lists for the Maintainable Unit will be displayed, double
Click in the selected Task List:
- the 'Operation selecting using work center/replace work center' screen displays, Click 'Copy all'
button
- the 'Operation select' screen displays, click 'Copy all' button, a message displays in the status
bar: 'General maint'. task list [number] is included', at this stage the Task list Operations have
been copied into the Work Order.
Work Orders with Operations populated (from a Task List) require validation of planning
completeness.
If sufficient information for planning exists, update Work Order Operations. Where sufficient lead
time exists, develop planning information in a Task List Master Data request in lieu of planning
directly into the Work Order. Import Operations into the Work Order once the Task List is
created.
If required utilise the experience of Technicians, Subject Matter Experts and support services to
assist in obtaining further planning information (scoping).
Identify if pre-work opportunities exists, thereby minimising the workload during Shutdown
execution.
Identify required materials that are either long-lead to procure or long-lead to replenish, utilise
the standard Work Order planning processes for procuring long-lead Materials.
- Procurement - Within the Work Order the required Purchase Requisition is created with the
applicable Requirement Date and the Work Order is Released. The Item will be delivered to the
specified Unloading Point
- Replenishment - Within the Work Order, the required Reservation is created with the
applicable Requirement Date and the Work Order is Released. MRP (Materials Requirement
Planning) will initiate the replenishment of the item to ensure that the required inventory levels
are maintained. The Item will be delivered to the specified Unloading Point on the Requirement
Date.
When determining the Work Center Resources to be added to a Work Order in the subsequent
steps, consider the following:
- Shutdown Work Center - Representing Contractor Labour includes resource capacity:

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Step Detail
- Capacity requirements managed by BHP Billiton, demand filled by Contractor, requires

scheduling and full supervision.
- Shutdown Work Center - Representing Internal Resources includes resource capacity:
- Used when internal labour is allocated under a labour/ equipment hire arrangement
- Demand optimised by Shutdown Work Center
- Allocation to shutdown task under the direction of Shutdown Management
- Continuous (finite) time period, for significant portion of Shutdown duration
- Resource Work Center capacity decreased to reflect reduced capacity.
- Internal Resource Work Center - Representing Internal Resource includes resource capacity:
- Used when internal resources are allocated to specific Shutdown tasks
- Demand balanced against internal resource Work Center
- Only a portion of the Work Center capacity allocated to Shutdown Work Orders
- Internal Work Center assigned as a prior commitment (i.e. at Scope of Work approval)
- Discrete effort for time period less than duration of the Shutdown.
Step: 305.03.02.040. Obtain Further Planning Information
Step Detail

What The goal of this process step is to enable other resources, where required, to assist in finalising
planning requirements by completing a scoping template.
How To obtain further planning information, coordinate requirements with the relevant supervisor.
Depending on the technician effort required to complete scoping activities, a Notification may be
required to minimise impact to weekly work schedules.
The details to be considered to finalise Work Order planning requirements may include:
- HSEC Requirements
- Isolations
- Permits
- Work Instructions
- Materials
- Tooling
- Resource estimates.
The use of a scoping template will aid in obtaining complete details.
Consider the involvement of the following personnel:

- Technicians
- Supervisors
- Contractors
- Reliability
- Engineering
- Production.
When details are compiled, initiate a Work Management Master Data request for a Task List to
capture scoped information for future reference.
Step: 305.03.02.050. Create Sub-Order for Pre Works

1SAP
Step Detail

What The goal of this process step is to utilise, where required, Work Management resources to assist
in the completion of pre work requirements.
Sub-orders that are fully detailed and make reference to the correct Weekly Revision will trigger
the Schedule Work process on release. Sub-orders are omitted from the scheduling download /
upload to MS Project.
Navigation Work Order
Path
How To select a Work Order for which pre works have been identified, from the selection lists of the
prior transaction ‘Change Work Orders (Selection List)‘, identify which Work Order is to be
created a Sub-order.
Use the transaction ‘Change Work Order‘:

- Select the Work Order, then Enter
- Select Menu Path > Order > Create (special) > Sub-order.
On the ‘Create Sub-order Initial Screen‘ screen complete the following fields:
- Order Type - PM01
- Priority - Sched Day Defined, where there is interaction of third parties to complete or Sched in
Period, for inclusion in nominated schedule week
- Planning plant - Enter the Planning Plant.
Click ‘Enter‘ button, complete the following fields:

- Header Data - Enter the description of the pre work
- Func. Loc - Enter the Functional Location
- PlannerGrp - Enter the Shutdown Planner Group
- Mn.wk.ctr - Enter the Main Work Center
- Revision - Enter the week the work is to commence
- System Condition - Enter the System condition.
Complete Work Order Operation level planning for required resources.
Remove any redundant Operations from the Superior Work Order.
To review Sub-orders associated with a Work Order use Menu Path > Extras > Suborders >
Overview.
Step: 305.03.02.060. Assign PS Reference to Sub Order
Step Detail

What The goal of this process step is to manage Sub Orders to ensure accurate Shutdown reporting
by assigning a Statistical WBS and a Project System activity / network where a granular budget
has been created.
Portal My Work > Work Management > Shutdown Management > Develop Work Scopes > PM/PS
Navigation Integration
Path
How To assign the PS reference, use the transaction ‘PM/PS Integration‘ in the ‘Order selection‘
screen complete the following fields:

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Step Detail
- Order Type - PM01
- Revision - Enter the Revision of the week the work is to commence
- Planning Plant - Enter the Planning plant.
Execute Transaction, in the 'Enter profile' screen Click the 'Possible Entries Search' button and
select ZPM000000001 (Work Management Shutdown), Click 'Continue (Enter)' button.
In the 'Project selection' screen complete the following field:

- Project - Enter the Project for the Shutdown, this is a unique ID that identifies a capital
investment project.
Perform the following:

- Execute Transaction, the Sub Orders assigned to the project are displayed
- Expand the WBS Structure until the appropriate Network Activities are revealed, select the Sub
Orders required and transfer them (drag and drop) to the respective Network Activity
- Click 'Save' button, in the 'Copy WBS Elements to Orders' screen Click 'Yes' to copy the WBS
elements to the selected Sub Orders
- Click 'Back' to go back to the Home page. If 'Order Assignment to Project' appears, click 'Yes'
to save the changes made.
The Shutdown budget costs are represented in the Network activities, which contain the Work
Orders and Sub Orders.
Step: 305.03.02.070. Validate Planning Completeness
Step Detail

What The goal of this process step is to indicate via the Planned (PLN) User Status, that Work Order
planning is validated as complete.
Navigation Work Order
Path
How To select a Work Order for planning validation, from the selection lists of the prior transaction
‘Change Work Orders (Selection List)‘ identify the Work Order for planning completeness, to
view details:
Review Work Order Operations and validate the following:

- all required resources, including production support and services, are complete and the Work
Center and quantities correct (Note: capacity relevant Work Centers are only to be used where
resources are deployed intermittently to Shutdown jobs)
- material quantities are correct and Materials have the Unloading Point (Consolidation area)
referenced
- requirements date for materials are set prior to Shutdown commencement (via an offset) to
allow adequate time to physically inspect and mobilise to the Shutdown site prior to execution
- inspection tasks have an associated Work Order as based on historical estimates, corrective
actions are likely required during the Shutdown event
- mobilisation and demobilisation tasks completed outside of the Shutdown execution period are

1SAP
Step Detail
removed from individual Work Orders and contained in dedicated Work Order for these phases
- the correct person responsible for unblocking services has been nominated on PMSV
Operations
- PM06 Work Orders have a Project/ Capital WBS assigned in the settlement rule.
If required, complete Operation level planning for required resources. If the planning details
derived from a Task List are incorrect, initiate a Task List Master Data Request.
Once planning completeness is validated, from the Work Order:

- Click ‘Status‘ button and select the radio button for PLN
- Click the ‘Back‘ button and Save.
Step: 305.03.02.110. Add Additional Document PRT
Step Detail

What The goal of this process step is to provide additional information (typically Work Instructions and
HSEC requirements) to assist in executing the work safely, efficiently and to a high quality.
It is not practical, in all instances, to have all Work Instructions and other supporting
documentation, completed at the time of Scope of Work approval. As additional information is
completed prior to Shutdown commencement, it is to be attached to the appropriate Work Order
as a PRT.
Path
How To attach additional information to a Work Order, via a document PRT, use the transaction
‘Change Work Orders (Selection List)‘ and complete the following fields:
PM02 and PM06, Click 'Copy' button
- Status inclusive - REL
- Revision - Enter the Shutdown Event Revision.
Execute Transaction, Select the desired Work Order:

From the 'Operations Tab':

- Select Operation
- Click the 'Prod. resource/tools' button.
In the 'Change Maintenance Order: PRT List for Operation' screen select Menu Path > Edit >
New entries > Document.
In the 'Change Maintenance Order: PRT New Entries' screen complete the following fields:
- Document - document (DIR) number if known (Alternatively select the search help)
- Class Type - 017 (Document management)
- Click 'Continue (Enter)' button, in the search screen enter the relevant DIR Characteristic
values (e.g. Maintenance Planning Plant, Main Work Center, etc)

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Step Detail
- Click 'Find in initial class' button, a list of Object (Document Number) is generated
- Click 'Change Layout' button (button to the right of green tick) to bring other Characteristic
value into the list if necessary (e.g. Description)
- if further detail is required on the DIR, highlight the line item and click 'Display Document
Info Record' button (arrow button next to Clock button) and choose 'Display document' to display
the DIR Master Data. To return to the list click 'Back' button.
In the 'Find Objects in Classes' screen highlight the desired line item (Object) and click 'Copy'
button, the document number is copied. Update the following:
- Quantity - Enter Quantity UOM
- Control key - Enter Control Key
- Click 'Copy' button to add to the Work Order Operation.
Where the Document Information Record does not exist, initiate its creation as per the Manage
Controlled Document process.
Component: Finalise Work Scope

Step: 305.03.02.080. Review Planned Costs Against Shutdown Budget
Step Detail

What The goal of this process step is to, prior to committing high Priority work, review the planned
costs against the Shutdown budget. Budget control is essential in all phases of the Shutdown, a
review of the budget will ensure timely escalation of potential issues.
Portal My Work > Work Management > Shutdown Management > Develop Work Scopes > Project
Navigation Structure Overview
Path
How To review the planned costs against the Shutdown budget prior to commitment (Release) of
high priority Work Orders, use transaction ‘Project Structure Overview‘:
- PS Info Profile - ZPM000000001 (Work Management Shutdown).
Click ‘Continue (Enter)‘ button, in the ‘Project Info System: Structure Initial Screen‘ screen
complete the following fields:
- Project - Enter a unique ID that identifies a capital investment project (e.g. A700.O.09906)
- Layout - /1SAP_SHUT.
Execute transaction, display the OrdCostPlan (Order Cost Plan) field in the returned list, this
indicates the planned cost of the Work Order (Note: Work Order assignment to PS is set in the
Approve Scope of Work process).
Review Work Order planned costs against WBS planned costs and network text if used for more
granular budget reference.
If there are indications the budget is at risk of overrun, release of high priority Work Orders
needs to be confirmed. The Mobilise Shutdown process will monitor the overall budget position,
review Work Order priorities or escalate discrepancies.
Step: 305.03.02.090. Review High Priority Work

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Step Detail

What The goal of this process step is to enable initiation of mobilisation activities by committing high
priority Shutdown Work Orders prior to the Approved Scope of Work milestone. This minimises
the peak in mobilisation effort prior to execution and therefore allows execution teams and
support services to be better prepared.
Path
How To review high priority Work Orders for a Shutdown event, use the transaction ‘Change Work
Orders (Selection List)‘ and complete only the following fields:
PM02 and PM06, click 'Copy' button
- Revision - Enter the Shutdown Event Revision
- Priority - Click 'Multiple selection' button and populate the single value fields with 3 (Sched Day
Defined) and 4 (Sched in Period),Click 'Copy' button.
Execute transaction (Note: the Shutdown Event Revision is set in the Approve Scope of Work
process).
Step: 305.03.02.100. Release Shutdown Work Orders
Step Detail

What The goal of this process step is to indicate via the Release (REL) System Status the
commitment of the Work Orders to the Shutdown Event Scope of Work.
Releasing Work Orders locks the planned costs on which the Work Order was approved and
triggers Scheduling, Procurement and Inventory Management processes.
Path
How To release high priority Work Orders for a Shutdown event, from the prior transaction ‘Change
Work Orders (Selection List)‘:
- Select the Work Orders
- Select the 'Release Order' button.
To Release Work Orders approved at realisation of the Scope of Work Approved milestone, use
the transaction ‘Change Work Orders (Selection List‘ and complete only the following fields:
- Revision - Shutdown Event Revision.
Execute transaction, from the returned selection list:

- Select the Work Orders and open using 'Details' button
- Validate the Work Order completeness

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Step Detail
- Click the ‘Release Order‘ button.
Work Order Release cannot be reversed.
Step: 305.03.02.120. Print Shutdown Work Packs
Step Detail

What The goal of this process step is to finalise the planning by printing the Work Packs (Work Order
Form including attachments), in preparation for work execution.
Path
How To list Work Orders for execution for a Shutdown event, use the transaction ‘Change Work
To print the Work Packs from the returned list:

- Select the 'Details' button to process the individual Work orders
- Select Menu Path > Order > Print > Order.
Work Order Individual Operation printing is available from within the individual Work Order via
Select Menu Path > Order > Print > Operation Selection.
Forward printed the Work Packs (Work Order Form including attachments) to those responsible
for collation and distribution in accordance with the Mobilise Shutdown process.
then displayed
updated.


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Level 3: 305.03.03. Approve Scope of Work

A scope of work will be determined based on work priority, critical path contribution and allocated budget.
Scope is approved and the work is validated as fully understood scheduling and execution. Work Orders are
Released triggering Inventory, Procurement and optimisation.
Validate Scope The purpose of this component is to explain the validation of Work Orders
within the Shutdown work scope.
Analyse Scope The purpose of this component is to explain the process to follow when
validating and analysing the Shutdown event work scope.
Approve Scope The purpose of this component is to explain the process to follow when
approving a Shutdown event.
Finalise Scope The purpose of this component is to explain how to finalise the Shutdown
event work scope.
Concept Description
Why is the Approve Scope of The Approve Scope of work process is triggered following work scope
Work Process Important to development. The process activities include Monitor Work Orders with
BHP Billiton? Shutdown Event Revisions and determine their relevance to the shutdown
event. From the drafted Scope of Work the planned costs and critical path
are assessed. A risk assessment is performed on the Shutdown event and
the mode of execution of the shutdown is determined. At this point, the
approved Scope of Work is published. Once the Scope of Work is approved
the Optimise Shutdown process is triggered.
Activities for 305.03.03. Approve Scope of Work
Manage Shutdown Work The objective of this activity is for the learner to:
Orders - manage the shutdown work lists

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- manage the shutdown Work Orders to ensure accurate shutdown

reporting.
Publish Approved Scope of The objective of this activity is for the learner to:
Work - publish the Scope of Work
- assign a forward date to all Work Orders allocated in the Shutdown
Holding Revision.
Component: Validate Scope

Step: 305.03.03.010. Monitor Shutdown Work Orders
Step Detail

What The goal of this process step is to review Work Orders assigned to the Shutdown Holding
Revision and determine to which Shutdown Event Revision they are to be executed in. In
addition called Work Orders for routine work will need to be assigned to the Shutdown Event
Revision which best aligns with the call date.
Portal My Work > Work Management > Shutdown Management > Approve Scope of Work > Change
Path
How To list unassigned routine work, use the transaction ‘Change Work Orders (Selection List)‘ and
- Order Type - PM02
- Revision - exclude S* (Double Mouse click in Revision Field. The 'Maintain Selection Options'
pop-up screen is then displayed. Click on the "Exclude from Selection" button. Double Mouse
Click on the 'Pattern' Symbol. This parameter is then displayed to the left of the 'Revision' field.
Enter 'S*' into the 'Revision' Field
- Planner group - Enter the Shutdown Planner Group.
Note: The Shutdown Planner may also need to review Work Orders in a different Planner group.
In this case complete the following:
- Functional Location - Enter the Functional Location or Maintainable unit (MU) affected by the
Shutdown in the Functional Location field use the wild card (*) to include all affected
Maintainable Items
- Planner group - Remove the Shutdown Planner Group.
To list unassigned corrective or Project/ Capital work, use the transaction ‘Change Work Orders
(Selection List)‘ and complete the following fields:
- Order Type - PM01 or PM06
- Planning Plant - Enter the Planning Plant code

1SAP
Step Detail
- Revision - Enter the Shutdown Holding Revision.
Execute Transaction, Click ‘Select All‘ button and Select Menu Path > Order > Revision >
Refresh Dates.
If required, to view details of an individual Work Order:

Determine which future Shutdown Event Revision is most appropriate for execution of the job.
Where practical, align Work Orders to Shutdown events to minimise the overhead associated
with gaining safe access to the work area.
To review Work Orders assigned to a specific Shutdown Event Revision, use the transaction
‘Change Work Orders (Selection List)‘ and complete the following fields:
Also determine if Work Orders listed are redundant (i.e. duplicates or work requirement obsolete
due to correction of unexpected failure, job previously executed or redundant equipment).
Step: 305.03.03.020. Assign Shutdown Work Order Control Information
Step Detail

What The goal of this process step is to manage the Shutdown work lists and obtain accurate
Shutdown reporting by assigning a Shutdown Event or Holding Revision and associated priority
and Shutdown Planner Group.
Path
How To assign a Work Order to a Shutdown Event Revision, from the prior transaction ‘Change Work
Orders (Selection List)':
- Select Menu Path > Order > Revision > Assign Revision
- Planning Plant - Enter the Plant
- Revision - Enter the target Shutdown Event Revision.
- Click the ‘Continue’ button.
To assign the Work Order Priority to a Shutdown Event Work Order, determine priority of the
Shutdown Work Orders:
- Sched Day Defined - Critical (or near critical) Path Activity or a Specific Date arrangement with
service provider
- Sched in Period - To be completed this Shutdown, i.e. addressing HSEC issue, maintaining
equipment reliability
- Sched Any Rem Cap - All other work.

1SAP
Step Detail
From the prior transaction ‘Change Work Orders (Selection List)‘ :

- Select the Work Orders associated with one determined priority
- Select Menu Path > Order > Carry out a Mass Change:
- From the ‘Mass Maintenance: Field View‘ screen Click the ‘Choose Fields‘ button
- From the ‘Select fields‘ screen double click ‘Priority‘ from the pool list
- Click the ‘Continue (Enter)‘ button, in the ‘Mass Maintenance: Field View‘ screen complete
the following field:
- New value - Enter the Priority.
Execute Transaction, a ‘Display logs‘ screen will inform about the changes, Click ‘Continue
(Enter) ‘ button.
To assign the Shutdown Planner Group to a Shutdown Event Work Order, determine
appropriate Shutdown Planner Group.
From the prior transaction ‘Change Work Orders (Selection List)‘:

- Select the Work Orders associated with one Shutdown Planner Group
- Select Menu Path > Order > Carry out a Mass Change:
- from the ‘Mass Maintenance: Field View‘ screen Click the ‘Choose Fields‘ button,
- from the ‘Select fields‘ screen double click ‘Planner group‘ from the pool list
- Click the ‘Continue (Enter)‘ button, in the ‘Mass Maintenance: Field View‘ screen complete
the following field:
- New value - Enter the Planner group.
(Enter) ‘ button.
To assign a Work Order the Shutdown Holding Revision, use the Transaction ‘Change Work
Order‘ and complete the following fields:
- Order - Enter the Work Order number, then Enter
- Priority - Sched Any Rem Cap.
Click the ‘Save‘ button.
Step: 305.03.03.030. Assign PS Reference to Shutdown Work Order
Step Detail

What The goal of this process step is to manage the Shutdown Work Orders to ensure accurate
Shutdown reporting by assigning a Statistical WBS and a PS activity / network where a granular
budget has been created.
Portal My Work > Work Management > Shutdown Management > Approve Scope of Work > PM/PS
Navigation Integration
Path
How To assign the PS reference, use the transaction ‘PM/PS Integration‘ in the ‘Order selection‘
screen complete only the following fields:

1SAP
Step Detail


investment project.

- Execute Transaction, the Work Orders assigned to the project are displayed
- Expand the WBS Structure until the appropriate Network Activities are revealed, select the
Work Orders required and transfer them (drag and drop) to the respective Network Activity
- Click 'Save' button, in the 'Copy WBS Elements to Orders' screen Click 'Yes' to copy the WBS
elements to the selected Work Orders
- Click 'Back' to go back to the Home page. If 'Order Assignment to Project' appears, click 'Yes'
to save the changes made.
Orders.
Component: Analyse Scope

Step: 305.03.03.050. Draft Shutdown Scope of Work
Step Detail

What The goal of this process step is to update the Shutdown work list in preparation for the
compilation of the pre-Shutdown report.
At this point no further Work Orders are to have the Shutdown Event Revision assigned, thereby
effectively freezing the Scope of Work.
Work Orders that are not fully planned are not to be committed into the Scope of Work must be
removed from the Shutdown Event Revision. If these jobs are critical they can be added to the
Scope of Work by the Authorise Scope Amendment Process once approval is finalised.
Path
How To determine those Work Orders which are not fully planned, use the transaction ‘Change Work
- Status inclusive - IPL.
Execute Transaction, for Work Orders which planning has not been completed, initiate the

1SAP
Step Detail
assignment of the Shutdown Holding Revision, effectively removing the Work Orders from the
draft Scope of Work.
To view the draft Scope of Work for the Shutdown Event, use the transaction ‘Change Work
Orders (Selection List)‘ and complete the following fields:
- Status inclusive - PLN.
Execute transaction. To align the basic start date of all Shutdown Work Orders with the Revision
start date, from the transaction ‘Change Work Orders (Selection List)‘ :
- Click 'Select All' button
- Select Menu Path > Order > Revision > Refresh Dates.
Step: 305.03.03.060. Update Shutdown Risk Assessment
Step Detail

What The goal of this process step is to identify risks associated with the shutdown and derive
preventive and mitigating controls or contingency planning.
The status of action items and review for additional risks will be undertaken at Shutdown
milestones and as part of the mobilisation process.
How To update the Risk Assessment completed during Shutdown establishment, utilise asset
enterprise or HSEC risk assessment tools.
Consider risks at the Shutdown event level and those associated with interaction of work.
Any hazard identification for a specific Work Order is to be managed by the Develop Work
Scopes process.
All risks with unacceptable consequences require preventive and mitigating controls. Actions are
to be assigned to an individual on the Shutdown organisational chart with a due date.
Step: 305.03.03.080. Confirm Critical Path
Step Detail

What The goal of this process step is to review and compare the estimated critical path to the
Shutdown duration allocated in the Production Plan Summary.
Rationalisation of work, modification of scope or additional downtime may be required if there is

a risk of duration overrun.
How To confirm the current critical path, refer to the scheduling work completed on committed high

1SAP
Step Detail
priority work and confirm that no additional jobs in the draft Scope of Work will impact the overall
duration.
Validate that sufficient duration has been allowed for production run down and ramp up
activities.
Compare the schedule duration to the Shutdown duration allocated in the Production Plan
Summary, note any discrepancies.
If work is to be rationalised, this is to be on the basis of priority and committed costs. Review the
scope of critical path tasks and identify if any part of the job can be done as pre-work and the
execution method reduces the job to the minimum duration. If work cannot be modified or
deferred, additional downtime approval will need to be obtained.
Step: 305.03.03.090. Finalise Execution Philosophy
Step Detail

What The goal of this process step is to assess what portions of the Shutdown draft Scope of Work
and remaining preparation processes will be outsourced.
A Shutdown contractor may also be given responsibility for portions of remaining optimisation,
mobilisation, execution and close out processes.
How To assess the execution philosophy, review the draft Scope of Work to understand the
execution requirements. In addition, understand internal resources capability and availability to
mobilise, execute and manage the Shutdown.
Outsourcing work can be beneficial to manage peak workloads or if specialist skills are required.
A number of specialist services will already be committed to individual Work Orders as services.
Determine whether the remaining work will be outsourced completely or in portions and if the
contracting companies will provide labour only or take responsibility for managing or supervising
scope. Estimate peak work force requirements and assess if there is a capable labour pool and
sufficient infrastructure, e.g. accommodation, to support. Consider if the duration of the
Shutdown needs to be lengthened to manage a resource cap. Raise any risks identified in the
Shutdown risk assessment.
If the intention is to appoint a primary Shutdown contractor, consider which parts of the
optimisation, mobilisation, execution and close out processes will be outsourced. Where an
existing long term contract is in place, validate the draft Scope of Work is executable under the
agreed terms and conditions or if variations are required.
Step: 305.03.03.100. Prepare Pre-Shutdown Report
Step Detail

What The goal of this process step is to align the Shutdown draft Scope of Work, associated
requirements and business impact with the business plan.

1SAP
Step Detail
A pre-Shutdown report is prepared to demonstrate that the business impact of the Shutdown
has been considered and any discrepancies with the business plan justified. Key information
includes timing and duration, cost, execution philosophy and identified risks.
Business losses incurred by addressing failures on an immediate or urgent basis are usually
greater than the gain of omitting a preventative Work Order from the Shutdown.
How To prepare the Pre-Shutdown report compile the outcomes of the previous steps relating to risk,
cost, critical path and execution philosophy. Where a discrepancy has been noted support the
amendment with a business justification and any prior escalation approvals obtained.
In addition:
- from the draft Scope of Work, summarise significant works
-from the preparation milestones, demonstrate level of compliance against the Approved Scope
of Work Milestone
-from the mobilisation matrix, summarise status of mobilisation and significant remaining
activities.
The finalisation of the Pre-Shutdown report and approval of the Scope of Work is an iterative
process to balance the work to be undertaken to maintain equipment reliability against business
impact of risk, duration, cost and resource constraints.
Component: Finalise Scope

Step: 305.03.03.120. Publish Approved Scope of Work
Step Detail

What The goal of this process step is to publish the Scope of Work, so as to create a sole point of
reference for work to be undertaken. A snapshot of all work referenced to the Shutdown Event
Revision is taken and this forms the basis of scope compliance and emergent work performance
review.
The Approved Scope of Work milestone has been achieved and authorisation to amend the
Scope of Work is now required.
Portal My Work > Work Management > Shutdown Management > Approve Scope of Work > Project
Navigation Structure Overview
Path
How To lock the approved Scope of Work, use the transaction 'Project Structure Overview‘, and
complete the following field:
Execute Transaction, from the menu path Evaluation > Save Project Version to save the version
of the project, in the ‘Save Project Version‘ screen complete the following fields:
- Vers. Key - Enter the Project code (e.g. A700.O.09906)
- Description - Approved Scope

1SAP
Step Detail
- Version group - APR.

- Click ‘Continue (Enter)‘ button, from the menu path Evaluation > Export to > MS Excel (xls),
select ‘Table‘ option and Click ‘Continue (Enter) ‘ button, to process the XXL list object in a table
- Click ‘Continue (Enter)‘ button, to export to Microsoft Excel format
- if ‘Information‘ screen displays Click ‘Continue (Enter)‘ button.
Review the MS Excel spreadsheet that displays on another window, the file can be saved to the
desired location on a local machine.
If required, publish the report in a document format that cannot be edited (.pdf). Include a date
stamp for reference. Subsequent versions of the Shutdown report will indicate which Work
Orders have been added or removed from the Approved Scope of Work.
Step: 305.03.03.130. Update Start Date on Work Orders with Shutdown

Holding Revision
Step Detail

What The goal of this process step is to assign a forward date to all Work Orders allocated in the
Shutdown Holding Revision.
The update of the Work Orders dates ensures that those Work Orders will be available for future
planning.
Work Order start dates are to reflect the next Shutdown Event start date.
Path
How To update Work Orders assigned the Shutdown Holding Revision, use the transaction ‘Change
Work Orders (Selection List) ‘ and complete only the following fields:
- Revision - Enter the Shutdown Holding Revision.
Select the Work Orders requiring a change:

- Select Menu Path > Order > Carry Out a Mass Change
- Click on 'Choose Fields' button
- Select the Basic Start Date and Basic Finish Date
- Click on the 'Choose' button
- Select the 'Continue (Enter) ' button and complete the following field:
- New Value - Enter new date, which should reflect the next Shutdown Event start date and
Enter blank to basic finish date
- Click 'Check Entries (Enter) ' button.
(Enter)‘ button.

1SAP
Level 3: 305.03.04. Optimise Shutdown

Takes the detailed Scope of Work and optimises the cost, duration and resources required to execute the
Shutdown. A fully resourced schedule (with baseline) is validated prior to handover for execution.
Optimise Shutdown Schedule The purpose of this component is to explain the process to optimise the
work scope committed to the Shutdown event.
Finalise Shutdown Schedule The purpose of this component is to explain how to validate and publish the
optimised schedule.
Concept Description
Why is the Optimise The Optimise Shutdown Process is performed when the shutdown Scope of
Shutdown Process Important Work is approved or the shutdown schedule tasks are updated. The
to BHP Billiton? approved Scope of Work is downloaded to Microsoft Project and the work
schedule is compiled. The critical path is optimised and any Work Order
Operations influencing Schedule Management resources are uploaded into
1SAP. Following this, the schedule is validated. This triggers:
- Scope amendment requirements
- Shutdown mobilisation.
Activities for 305.03.04. Optimise Shutdown
Optimise Shutdown The objective of this activity is for the learner to:
- transfer planned Work Order Operations from Work Orders committed to
the Scope of Work into MS Project for scheduling
- reflect the new Work Order Operations start and finish dates and times into

1SAP
1SAP for tasks that have been constrained or managed to level resources.
Component: Optimise Shutdown Schedule

Step: 305.03.04.010. Download Committed Work to Schedule
Step Detail
Role Shutdown Scheduler

What The goal of this process step is to transfer planned Work Order Operations from Work Orders
committed to the Scope of Work into MS Project for scheduling.
Only Work Orders that have been committed (Released) to the Scope of Work are to be
scheduled.
Portal My Work > Work Management > Shutdown Management > Optimise Shutdown >
Navigation Download/Upload MSP
Path
How To download Work Order Operations from released Work Orders, use the transaction
‘Download/Upload MSP‘ and click the 'Download to MS-Project' button.
Complete only the following fields:

- Order Type - click the 'Multiple selection' button and populate the single value fields with PM01,
PM02 and PM06, click the 'Copy' button
- Default Filename - enter the name and location the file is to be saved (note: the MS Project
download macro has the same default location setting).
In the 'General/Administration' tab complete the following fields:

- Revision - enter the Shutdown Event Revision.
Execute the transaction, this will assign the User Status 'DSEX' to the Work Order Operations,
DSEX does not lock the Work Order Operation within 1SAP.
Open the MS Project template.
From the pop up screen, select Allow Macros.
From the MS Project file:

- Select menu path Tools > macro > macros (alternatively select the macros button)
- Select oneSAP_readCSV macro
- Click the 'Run' button.
Set any high level project information to update the template for the specific Shutdown event.
Assign schedule tasks to any headers included in the template.
Where a number of tasks are triggered simultaneously, e.g. upon process area isolation,
consider the use of milestones and headers to minimise the number of Gantt chart links. This
approach also promotes more efficient schedule updating during execution.

1SAP
Step Detail
Where resources work simultaneously on a task, consider the opportunity to minimise tasks by
consolidating multiple resources (Work Centers) into a single schedule task. Some opportunity
may also exist to reconstruct tasks to assist in accurately reflecting the method of execution
outside of the limitation of the Work Order and Operations. Maintain the integrity between
Resource Work and Work Order planned hours.
Note: once the Work Order and Operation references are removed from schedule tasks, they
will be omitted from any subsequent uploads to 1SAP.
To transfer supplementary Work Order Operations into an existing schedule, download into a
new MS Project template then copy across. Doing a complete file transfer will lose all grouping
and relationships established in the existing schedule.
Step: 305.03.04.020. Constrain Schedule on Day Tasks
Step Detail

What The goal of this process step is to sequence critical path activities and establish 'must start on'
constraints for schedule day defined Work Orders.
This establishes the framework for the Shutdown around which lower priority tasks can be
scheduled.
This process step is the initiation point for each optimisation loop of the schedule. This may be
required when alternative methods of work or interactions are derived, or Work Orders are
added to, or removed from the Shutdown.
How To establish the critical path relationships, from the Gantt chart view:
- Drag and Drop a link from the predecessor to the successor task.
To change the relationship between the task, from the Gantt chart view:
- Double Click on the link
- Select dependency type / Finish-Start (default), Start-Start, Start-Finish or Finish-Finish
- Enter any lag required.
To establish a must start on date for standalone tasks, from the Gantt chart view:
- Select the task
- Select menu path Project > task information.
Alternatively double click on the task row

- Select the advanced tab
- Constraint Type - Must Start On
- Constraint Date - the schedule day defined.
Ensure any windows where the Shutdown work cannot be executed, (e.g. known time delay
between events), is reflected in the schedule by use of milestones, links and offsets.
Step: 305.03.04.030. Determine Activity Relationships
Step Detail

1SAP
Step Detail

What The goal of this process step is to assign relationships to remaining activities to validate critical
path assumptions and determine near critical sequences of work (e.g. those with minimal float)
and possible dependencies with critical path activities.
How To establish activity relationships, liaise with the execution team to accurately reflect their
preferred execution methodology. From the Gantt chart view:
- Drag and Drop a link from the predecessor to successor task.
To change the relationship between the task, from the Gantt chart view:
- Double click on the link
- Select dependency type / Finish-Start (default), Start-Start, Start-Finish or Finish-Finish
- Enter any lag required.
Relationships may be established to reflect:

- Technical constraints, logical access sequence to equipment
- Physical constraints, avoid working above
- Resource constraints, specialist skills working on several tasks.
Step: 305.03.04.040. Adjust Scheduling Parameters
Step Detail

What The goal of this process step is to reflect the scheduling parameters committed to (at Scope of
Work approval) in the Shutdown schedule.
The two principal parameters are number of resources available for each Work Center and the
Shutdown completion date, being derived from Shutdown commencement date and duration.
Reflect any constraints to allow alerts for conflicts and promote a more efficient Schedule
optimisation.
How To set a deadline for Shutdown completion, from the Gantt chart view:
- Select the Shutdown execution header
- Select menu path Project > task information.
Alternatively double click on the task row, and:

- Select the advanced tab
- Deadline / Shutdown completion date.
To set resource capacity limits, select menu path View > resource sheet. After that, for each
resource:
- Max. Units - resource capacity
- Base Calendar - select the calendar that reflects the working hours, the default selection is 24
Hours.
To create a new calendar:

- Select menu path Tools > change working time
- Select New
- Name - describe the calendar
- Select new base calendar
- Adjust the working time for the calendar.

1SAP
Step: 305.03.04.050. Identify Opportunities to Optimise Critical Path
Step Detail

What The goal of this process step is to re-examine the relationships between tasks from a global
perspective with the intent of identifying any optimal methods of working, focusing on reduction
of critical path sequence.
How To further optimise the critical path consider alternative methods of working:
- reduce duration by increasing resources
- complete tasks in parallel rather than in sequence, focus on preparation tasks and deferral to
demobilisation phase
- identify parts of the task that can be completed as pre work
- replacement of repairable units rather than in-situ repair.
In doing so, consider the additional cost of resources, materials, preparation activities and
associated logistics (e.g. transport). Generally these costs will be significantly less than the
increased production revenue obtained by decreasing the Shutdown duration.
Reflect any new or altered planning requirements in the Work Order Operations.
Also consider any risk to completion of the critical path, (e.g. overhead crane breakdown), and
note in the Shutdown risk assessment.
Step: 305.03.04.060. Capacity Level Resources Within Duration
Step Detail

What The goal of this process step is to minimise the resources required to execute the Shutdown
Scope of Work within the committed duration.
Tasks are managed within the Shutdown duration to minimize the peaks and troughs of
resource commitment, thereby reducing overheads and aiding in efficient overall management
of the Shutdown Schedule.
How To capacity level resources, from the Gantt chart view:
- Select Menu Path > window > split
- Select the bottom window
- Select Menu Path > view > resource graph.
To complete more accurate resource levelling:

- Right click in the resource graph panel
- Select Work.
To adjust the scale of the timeline, from the Gantt chart view:
- Select Menu Path > format > timescale.
Whilst maintaining completion within Shutdown deadline and not exceeding resource capacity,
move tasks to level the work effort per Work Center. Drag and drop of an individual task within
the Gantt view will automatically set a must start on constraint.
If established task dependencies need to be broken during resource levelling, re-evaluate the
critical path for optimisation opportunities.

1SAP
Step Detail
This is an iterative approach to obtain the best optimisation between tasks with multiple
resources.
Step: 305.03.04.070. Upload Scheduled Resource Capacity to 1SAP
Step Detail

What The goal of this process step is to reflect the new Work Order Operations start and finish dates
and times into 1SAP for tasks that have been constrained or managed to level resources, to
allow accurate Scheduling of Work Centers Capacity.
Portal My Work > Work Management > Shutdown Management > Optimise Shutdown >
Path
How To upload Work Order Operations changes, open the MS Project template.

- Select Menu Path > tools > macro > macros (Alternatively click the ‘macros‘ button)
- Select oneSAP_writeCSV macro
- Click the ‘Run‘ button.
Note: only schedule tasks with a unique Work Order and Operation reference will be included.
To upload, use the transaction ‘Download/Upload MSP‘ and click the ‘Upload from MS-Project‘
button. Enter the following information:
- Filename - locate the file exported from MS Project.
After that, select the Menu Path > Program > Execute. Alternatively, click the ‘Execute‘ button.
Step: 305.03.04.080. Verify Required Resource Availability
Step Detail

What The goal of this process step is to evaluate if the resources required to execute the Shutdown,
as determined by the Shutdown Schedule, are able to be deployed.
How To verify resources availability, based on the resource graph, liaise directly with Contractors and
support services and validate allocation of activates is amenable, particularly if there is an
interim period of peak commitment.
If deploying a labour hire model determine if the service providers is capable of mobilising
required resources. Securing resources can be an iterative process requiring mediation between
parties with conflicting requirements.
If scope amendment is required due to lack of resource availability, than a Scope Amendment
Form will need to be raised and approved.
Component: Finalise Shutdown Schedule

1SAP
Step: 305.03.04.100. Publish Fully Resourced Schedule
Step Detail

What The goal of this process step is to publish the Shutdown Schedule, so as to create a sole point
of reference for timing of work to be undertaken. It also signifies the Fully Resourced Schedule
milestone has been achieved and the planned duration of the Shutdown will be captured for
comparison of duration.
How To publish the Fully Resourced Schedule, from the Gantt chart view perform either of the
following:
- Select Menu Path > file > print
- Click the ‘Print‘ button.
If required, distribute or publish the report in a document format that cannot be edited (.pdf).
Include a version reference. Ensure that all supervisors and parties involved in the Shutdown
obtain a copy of the Shutdown Schedule, this may require the issue of separate filtered versions
per key vendor or Work Center Supervisors.
To baseline the Shutdown Schedule, from the Gantt chart view:

- Select Menu Path > tools > tracking > baseline.
From the pop up screen:

- Save baseline - Select
- Entire project - Select
- Click the ‘OK‘ button.
To set the planned S-curve, from the resource usage view:

- Extract work by day to form the basis of planned accumulative completion.

1SAP
Level 3: 305.03.05. Authorise Scope Amendment

Business impact, duration of Shutdown, cost and resource availability is considered prior to approving a
Scope of Work alteration. Project status provides visibility for the inclusion and removal of Work Order
Shutdown work.
Initiate Scope Amendment The purpose of this component is to explain how to initiate amendments to
the approved work scope.
Assess Scope Amendment The purpose of this component is to explain the process of assessing
amendments to the scope.
Approve Scope Amendment The purpose of this component is to explain the process for approving
amendments to the scope.
Integrate Approved Scope The purpose of this component is to explain how to integrate approved
Amendment scope amendment.
Concept Description
Why is the Authorise Scope The authorise scope amendment process deals with the business impact of
Amendment Process an identified requirement for the alteration of the approved Scope of Work,
Important to BHP Billiton? and is assessed based on schedule (Critical Path), budget, HSEC and
Equipment integrity. The alteration to the approved Scope of Work is
approved or rejected and the schedule is updated, where appropriate. This
is followed by the continuation of shutdown activities. Any change after
scope approval requires the Scope Amendment process to be followed.
Activities for 305.03.05. Authorise Scope Amendment
Assign & Remove Shutdown The objective of this activity is for the learner to:
Work Orders - manage Sub Orders to ensure accurate Shutdown reporting
- review the planned costs against the Shutdown budget

1SAP
- remove line items from the schedule

- reset Shutdown Holding Revision on a Work Order
- remove PS reference from Removed Scope Work Order.
Assess Resourcing Impacts The objective of this activity is for the learner to estimate task resources,
duration and cost.
Assess Budget Impacts The objective of this activity is for the learner to assess estimate against
remaining budget.
Component: Assess Scope Amendment

Step: 305.03.05.030. Estimate Task Resources, Duration and Cost
Step Detail

What The goal of this process step is to estimate the resource, duration and cost impact of the
Shutdown Scope Amendment Request form to assist in identifying potential impact on the
critical path or Shutdown budget.
Once the estimation is done, record it in the Shutdown Scope Amendment Request form.
Where available, utilise General Task Lists to assist in the estimation.

Portal My Work > Work Management > Shutdown Management > Authorise Scope Amendment >
Navigation Display Task Lists (Selection List)
Path
How To estimate the task resources, duration and costs from a standard job, use the transaction
‘Display Task Lists (Selection List)’, and complete only the following fields:
- Gen. Task List - Select
- Assembly - Enter the Construction Type for Maintainable Unit.
Execute Transaction, the List of Task Lists is displayed, select the appropriate task and Click
‘Details‘ button and complete the following field:
- Profile - 1SAP_01
- Click ‘Operation overview‘ button, select the Operation to review the details
- Click ‘Component Overview‘ button to review Materials
- Click ‘Production Res/Tool Overview‘ button to review the resources for the selected
Operation.
Otherwise, scope the Task List directly onto the Shutdown Scope Amendment Request form.
Step: 305.03.05.040. Assess Resource Availability
Step Detail

1SAP
Step Detail

What The goal of this process step is to confirm the availability of resources or conceive a resource
strategy to execute the emergent work requirement.
How To determine Resource Availability, consider excess capacity in resources committed to the
Shutdown (e.g. estimated hours of work remaining against capacity to complete).
If capacity is not available, then determine if additional resources can be mobilized. This may be
necessary if a specialist skill is required. In addition to labour and services, ensure materials,
equipment and specialist tools are also considered.
Confirm with the Contractor or supplier the required resources are available and the mobilisation
lead time. If a firm commitment on availability cannot be made, work on contingency options.
If capacity requirements cannot be met, determine which of the following methods of creating
resource capacity has the least business impact:
- Removing lower Priority work, tasks that have a HSEC or equipment integrity impact will not be
Approved for removal
- Extending the duration of the Shutdown
Update any estimates of resources, duration and cost if inconsistent with original estimates.
Step: 305.03.05.050. Assess Critical Path Impact
Step Detail

What The goal of this process step is to confirm the impact the emergent work will have on the
Shutdown completion date.
How To assess the impact on the Shutdown Critical Path, use the resource and duration estimates
on the Shutdown Scope Amendment Request form. If a detailed analysis is required, take a
copy of the Shutdown Schedule and make amendments offline.
Analyse the following impacts on the completion date:

- Duration of task, including mobilisation lead time
- Any successor or predecessor relationships with other Approved Work Orders, particular those
on or near to the critical path, i.e. minimal float
- Overall resource capacity, i.e. levelling the resources to known capacity may result in
additional duration.
If the total duration exceeds Approved Shutdown downtime than obtain approval for additional
time.
On completion of the assessment, note any critical path impacts on the Shutdown Scope
Request Amendment form.
Step: 305.03.05.060. Assess Estimate against Remaining Budget
Step Detail

1SAP
Step Detail
What The goal of this process step is to confirm the impact the emergent work will have on the
Shutdown forecasted total cost as compared to Approved budget and determine if funds are
available to complete the emergent work.
Navigation Project Structure Overview
Path
How To assess the impact, determine if the impact the Estimated cost noted on the Scope
Amendment has on forecast actual to Approved budget. Having an Approved contingency
budget for emergent work will minimise the evaluation effort and negate the requirement for
subsequent escalation.
If the budget is fully committed, consider the removal of lower Priority work, tasks that have a
HSEC or equipment integrity impact will not be Approved for removal.
If further information on the cost position is required, use the transaction ‘Project Structure
Overview’, and complete the following fields:
Execute Transaction, display the OrdCostPlan (Order Cost Plan) field in the returned list, this
indicates the planned cost of the Work Order.
The planned costs will be summarised up to the Network Activity to which the Work Orders are
assigned.
Review Work Order planned costs against WBS planned costs and Network text if used for
more granular budget reference.
Component: Integrate Approved Scope Amendment

Step: 305.03.05.100. Create Emergent Work Order
Step Detail

What The goal of this process step is to create an emergent Work Order containing necessary
Shutdown control information and an appropriate level of detail in the Notification.
Work Orders for Shutdown emergent work are created to allow planning, release, procurement
and replenishment to be initiated.
Navigation Change Notifications (Selection List)
Path
How To review the Notification noted on the Shutdown Scope Amendment Request form, use the
transaction ‘Change Notification’:
- Enter the Notification number
- alternatively, Select the Notification from a prior transaction ‘Change Notifications (Selection

1SAP
Step Detail
List)’.
Review the Notification and amend as necessary:

- correct Functional Location
- correct Planner Group (Note: Shutdown Planner groups will not necessarily default from the
Functional Location selected)
- correct Coding - Event/Work Request
- concise Short Text
- detailed Long Text
- appropriateness of attach Task List
- attachment of additional documentation (PDF format only).
For Project/Capital work, ensure the Project WBS is noted in the Notification Long Text. Liaise
with the Finance department if further information or clarification is required.
If the Notification contains insufficient information for planning, refer to the Shutdown Scope
Amendment Request form for further details. Transfer relevant information onto the Notification.
If Notification is valid and complete:

- Click the ‘Create‘ Button.
From the pop up screen complete the following field:

- Order Type - Select PM06 for capital Work Order, otherwise accept the PM01 default.
Click the ‘Continue (Enter)‘ button.
To assign Shutdown control information to the Work Order to a Shutdown Event Revision, from
within the created Work Oder, complete the following fields:
- Priority - Sched Day Defined, Critical (or near critical) Path Activity or a Specific Date
arrangement with service provider, Sched in Period, all other Work Orders
- Planner Group - Enter the responsible Shutdown Planner Group.
For created PM06 Work Orders perform the following:

- Enter the provided WBS element on the Location Tab in the Account Assignment area (The
WBS will copy to the Settlement Rule on Work Order Release).
Step: 305.03.05.110. Assign PS Reference to Emergent Work Order
Step Detail

What The goal of this process step is to manage the emergent work to ensure accurate Shutdown
reporting by assigning a Statistical WBS and a PS activity / network where a granular budget
has been created.
Navigation PM/PS Integration
Path
How To assign the PS reference, use the transaction ‘PM/ PS Integration’, in the ‘Order selection‘
screen complete only the following fields:

1SAP
Step Detail

investment project.
Execute Transaction, the Work Orders assigned to the project are displayed.
Expand the WBS Structure until the appropriate Network Activities are revealed, select the
emergent Work Orders required and transfer them (drag and drop) to the respective Network
Activity.
Click 'Save' button, in the 'Copy WBS Elements to Orders' screen Click 'Yes' to copy the WBS
elements to the selected emergent Work Orders.
Click 'Back' to go back to the Home page. If 'Order Assignment to Project' appears, click 'Yes' to
save the changes made.
Orders.
Step: 305.03.05.120. Release Amendment Work Order and Print Work

Pack
Step Detail

What The goal of this process step is to finalise the commitment of the emergent Work Order to the
Shutdown event Scope of Work and issue the Work Packs (Work Order Form including
attachments). Releasing Work Orders locks the planned costs on which the Work Order was
Approved and commences Procurement and Inventory Management processes.
Navigation Change Work Order
Path
How To Release the Work Order on completion of planning, use the transaction ‘Change Work
Order’:
- Select Menu Path > Order > Functions > Release
- Alternatively select the 'Release' button.
Once a Work Order is released, it cannot be reversed.
If Work Packs (Work Order Form including attachments) have not been printed in preparation for
Shutdown execution, the Revision assignment will ensure the Work Packs will be printed in this
batch.
To print a Work Order, when in the execution phase:

1SAP
Step Detail
- Select Menu Path > Order > Print > Order.
Individual Work Order Operation printing is available via Select Menu Path > Order > Print >
Operation Selection.
Forward to the Shutdown control room for collation and distribution in accordance with the
Shutdown Schedule.
then displayed
updated.

Step: 305.03.05.130. Add Line Items to Schedule
Step Detail

What The goal of this process step is to update the Shutdown Schedule to include the Approved
emergent Work Orders and conditional scheduling parameters (e.g. new completion date if
extension to duration was also Approved).
Path
How To add tasks to the Shutdown Schedule, use the transaction ‘Download/ Upload MSP’:
- Click the ‘Download to MS-Project‘ button.
Complete only the following fields:

- Default Filename - Enter the name and location the file is to be saved (Note: Open a new MS
Project template, since doing a complete Shutdown file transfer to the current Gantt chart view
will lose all grouping and relationships established in the existing Schedule).
In the 'General/Administration' tab complete the following fields:


1SAP
Step Detail
Execute Transaction, this will assign the System Status 'DESX' to the Work Order Operations,
DSEX does not lock the operation within 1SAP
Open the MS Project template (current Gantt chart view), from the pop up, select Allow Macros.
- Select Menu Path > Tools > Macro > Macros (Alternatively select the “Macros” button)
- Select oneSAP_readCSV macro
- Click the 'Run' button.
From the new MS Project file, once loaded:

- Select tasks lines
- Select Menu Path > Edit > Copy task (Alternatively select CTRL-C).
From the MS Project template (current Gantt chart view):

- Select the task line where the new tasks are required to be inserted
- Select Menu Path > Edit > Paste (Alternatively select CTRL-V).
Set any constraints and dependencies to other Shutdown activities.
Step: 305.03.05.140. Remove Line Items from Schedule
Step Detail

What The goal of this process step is to update the Shutdown Schedule to remove tasks associated
with Work Orders Approved for removal from the Shutdown scope.
How To remove tasks from the Shutdown Schedule:
From the Gantt chart view:

- Establish links between predecessor and successor tasks or constrain successor task if timing
is not altered by task removal
- Select the tasks for deletion within the Gantt chart
- Select menu > edit > delete task.
Step: 305.03.05.150. Reset Shutdown Holding Revision on Work Order
Step Detail

What The goal of this process step is to disassociate the Work Order Approved for removal from the
Shutdown by removal of the Shutdown Event Revision.
Navigation Change Work Order
Path
How To remove the Work Order from the Shutdown and to assign a Work Order the Shutdown
Holding Revision, use the transaction ‘Change Work Order’ and enter the following information:
- Order - Enter the relevant Work Order Number
- Click 'Enter' button.

1SAP
Step Detail
From within the Work Order, select the Header Data tab and modify the following fields:
- Priority - Sched Any Rem Cap.
Click 'Save' button, the Work Order has been assigned to the Shutdown Holding Revision.
Step: 305.03.05.160. Remove PS Reference from Removed Scope Work

Order
Step Detail

What The goal of this process step is to disassociate the Work Order Approved for removal from the
Shutdown by removal of the Statistical WBS and PS activity / network where a granular budget
has been created.
Navigation PM/PS Integration
Path
How To remove the PS reference, use the transaction ‘PM/PS Integration‘ in the ‘Order selection‘
screen complete the following fields:
- Order - Enter the Work Order numbers. Click 'Multiple selection' button and populate the single
value fields with the individual Work Order numbers, Click 'Copy' button.
select ZPM000000001 (Work Management Shutdown), click 'Continue (Enter)' button.

investment project.

- Execute Transaction, the Work Orders assigned to the project are displayed
- Expand the WBS Structure until the appropriate Network Activities are revealed, select the
Work Orders required (highlighted) and transfer them (drag and drop) from WBS Structure to the
empty row/space on the Work Order list
- Click 'Save' button, the Statistical WBS and PS activity / network are removed from the
selected Work Orders.

1SAP
Level 3: 305.03.06. Mobilise Shutdown

Effective mobilisation ensures the organisation is prepared for the Shutdown and includes, pre-start meetings,
actioning Risk Assessment controls, mobilisation of people and other services, material and consumables. A
mobilisation matrix tracks progress and quality of scope development, optimisation, HSEC requirements,
internal organisational readiness, materials, contractors, pre-work, site preparation. Variations to planned cost
against budget and business plan amendments are also monitored.
Monitor Mobilisation The purpose of this component is to explain the monitoring activities as a
part of Shutdown Mobilisation. This ensures all pre-execution requirements
are completed.
Execution Preparation The purpose of this component is to explain the finalisation of Shutdown
Activities event mobilisation.
Conduct Readiness Review The purpose of this component is to explain the process to conduct an
execution tollgate meeting.
Concept Description
Why is the Mobilise The mobilisation of a shutdown is initiated once the shutdown Scope of
Shutdown Process Important Work is completed and approved with all optimisation activities completed.
to BHP Billiton? Mobilisation activities are monitored to completion, including job
familiarisation and awareness sessions to ensure a safe and efficient
execution of the shutdown. Materials and services availability are confirmed
in preparation. An Execution Toll-gate meeting is conducted for confirmation
that the execution of the shutdown is to commence.
After Mobilisation Shutdown is complete Execution and control of shutdown
activities are commenced.
Activities for 305.03.06. Mobilise Shutdown

1SAP
Mobilise Shutdown The objective of this activity is for the learner to:
- refresh Work Order dates for resource checking
- monitor material readiness from Direct Purchase Requisitions
- monitor services readiness from Direct Purchase Requisitions
- monitor material readiness from Work Orders
- monitor services readiness from Work Orders
- monitor internal resource readiness
- monitor scope and schedule preparation
- audit scope amendment authorisations.
Component: Monitor Mobilisation

Step: 305.03.06.015. Refresh Work Order Dates for Resource Checking
Step Detail
Role Shutdown Controller

What The goal of this process step is to refresh the Work Order dates to ensure that the resource
requirement dates and availability are correct for mobilisation.
Portal My Work > Work Management > Shutdown Management > Mobilise Shutdown > Change Work
Path
How To monitor material readiness for procurement initiated from Work Orders, use the transaction
‘Change Work Orders (Selection List)’ and complete only the following fields:
Execute Transaction, select the Work Orders and from the Menu Path > Order > Revision >
Refresh Dates.
Step: 305.03.06.020. Monitor Material Readiness from Direct Purchase

Requisitions
Step Detail

What The goal of this process step is to ensure that all materials, procured by direct Purchase
Requisitions, required to complete the Shutdown Scope of Work are available at the
commencement of the Shutdown which may require triggering alternative options when
exceptions are identified.
Portal My Work > Work Management > Shutdown Management > Mobilise Shutdown > Material
Navigation Tracking from Purchase Requisitions
Path

1SAP
Step Detail
How To monitor material readiness for procurement initiated from a direct Purchase Requisition, use
the transaction ‘Material Tracking from Purchase Requisition' and complete only the following
fields:
- Purchase Requisition - Enter the Purchase Requisition number if known or alternative search
by Fixed Vendor, Purchase Requisition Release Date or Delivery Date Range, or
- Purchasing Group - Enter the buyer or group of buyers responsible for purchasing activities
(e.g. S05)
- Plant - Enter the physical location from which the product will be moved from or to (e.g. S501).
Execute Transaction, review the displayed Material Tracking details, there are two levels for
traffic lights:
- High status traffic light represents the highest level of status of any of the Components
requested on the Purchase Requisition
- Low status traffic light represents the lowest status of any of the Components on the Purchase
Requisition.
Procurement Process traffic lights levels:


This means that if there is a Purchase Order and if any of the components have been issued or
received the High traffic light would be Green, but until all components have been issued or
received the Low traffic light will remain yellow.
Drilling down into the report will indicate which Purchase Requisitions have Purchase Order.
Dispatch Process (RLM) traffic light levels:

- Dispatch documents High
- Dispatch documents Low.
Dispatch traffic lights meaning:

- Green led - Indicates shipped, received at destination or fully delivered
- Yellow led - Indicates shipment loading in progress.
If no Purchase Order exists, remedy the situation by:

- Selecting the Requisition line item and view Purchase Requisition details
- Selecting services for objects/ workflow/ workflow overview
- Following up outstanding approvals
- If approvals are in place, contact a Purchasing Officer to have the Purchase Order Created.
If material is delivered prior to the Shutdown, physically check the item, and store in a dedicated
Shutdown Unloading Point (e.g. quarantine area, container or secure lay down yard). Organise
the Unloading Point to promote staging of materials by Work Order (e.g. sectioned, bins,
pellets).
Note any Shutdown specific logistical requirements or intervention activities in the Mobilisation
Matrix to enable tracking of progress.

1SAP
Step: 305.03.06.025. Monitor Material Readiness from Work Orders
Step Detail

What The goal of this process step is to ensure that all materials, procured against Work Orders,
required to complete the Shutdown Scope of Work are available at the commencement of the
Shutdown which may require triggering alternative options when exceptions are identified.
Navigation Tracking from Work Order
Path
How To monitor material readiness use the transaction ‘Material Tracking from Work Order’ and
created.
have materials and service requirements. Hover the cursor over the header of the traffic light

- High status traffic light represents the highest level of status of any of the Components
requested on the Work Order/Purchase Requisition
- Low status traffic light represents the lowest status of any of the Components on the Work
Order/Purchase Requisition.


Dispatch Process (RLM) traffic light levels:

- Dispatch documents High
- Dispatch documents Low.
Dispatch traffic lights meaning:

- Green led - Indicates shipped, received at destination or fully delivered
- Yellow led - Indicates shipment loading in progress.



1SAP
Step Detail

- Following up outstanding approvals
- If approvals are in place, contact a Purchasing Officer to have the Purchase Order Created.
If material is delivered prior to the Shutdown, physically check the item, and store in a dedicated
Shutdown Unloading Point (i.e. quarantine area, container or secure lay down yard). Organise
the Unloading Point to promote staging of materials by Work Order (e.g. sectioned, bins,
pellets).
Step: 305.03.06.030. Monitor Services Readiness from Direct Purchase

Requisitions
Step Detail

What The goal of this process step is to mobilise Contractors and equipment, procured by direct
Purchase Requisition, that are fit for work to execute assigned Shutdown tasks.
Path
How To monitor Contractor and other services initiated from a direct Purchase Requisition, use the
transaction ‘Material Tracking from Purchase Requisitions’ and complete only the following
fields:
by Fixed Vendor, Purchase Requisition Release Date or Delivery Date Range, or
- Purchasing Group - Enter the buyer or group of buyers responsible for purchasing activities
- Plant - Enter the physical location from which the product will be moved from or to.
traffic lights:
- High status traffic light represents the highest level of status of any of the Services requested
on the Purchase Requisition
- Low status traffic light represents the lowest status of anyone of the Services on the Purchase
Requisition.



1SAP
Step Detail
This means that if there is a Purchase Order and if any of the services have been received the
High traffic light would be Green, but until all services are received the Low traffic light will
remain yellow.
Drilling down into the report will indicate which Purchase Requisitions have Purchase Order.

- following up outstanding approvals
- if approvals are in place, contact a Purchasing Officer to have the Purchase Order Created.
Maintain regular communication with the Contractors, particularly to confirm competency,

training records, qualifications and availability once start dates are firmed in the schedule or are
changed. For specialist services with Sched on Day priority, coordinate with the responsible
person to maintain consistency between availability and schedule constraints.
Assist in the coordination of equipment and tools inspections, Hazardous Chemical Checks,
travel, accommodation and HSEC Checks and induction logistics as required by the Mobilise
Contractor process.
Step: 305.03.06.035. Monitor Services Readiness from Work Orders
Step Detail

What The goal of this process step is to mobilise Contractors and equipment, procured against Work
Orders that are fit for work to execute assigned Shutdown tasks.
Path
How To monitor Contractor and other services, including rental equipment, initiated from Work
Orders, use the transaction ‘Material Tracking from Work Order’ and complete only the following
fields:
created.
have materials and service requirements. Hover the cursor to the header of the traffic light

on the Work Order/Purchase Requisition

1SAP
Step Detail
- Low status traffic light represents the lowest status of any of the Services on the Work
Order/Purchase Requisition.


- Green led - Indicates that the service has been issued or delivered
- Yellow led - Indicates that the service has been ordered
- Red led - Indicates that the service has not been ordered.



- following up outstanding approvals
- if approvals are in place, contact a Purchasing Officer to have the Purchase Order Created.
Maintain regular communication with the Contractors, particularly to confirm competency,

training records, qualifications and availability once start dates are firmed in the schedule or are
changed. For specialist services with Sched on Day priority, coordinate with the responsible
person to maintain consistency between availability and schedule constraints.
Assist in the coordination of equipment and tools inspections, Hazardous Chemical Checks,
travel, accommodation and HSEC Checks and induction logistics as required by the Mobilise
Contractor process.
Step: 305.03.06.040. Monitor Internal Resource Readiness
Step Detail

What The goal of this process step is to internally prepare Operation resources for the shutdown
event. Operation resources include personnel, in particular those assigned alternative
responsibilities during the shutdown event, supporting services, those departments undertaking
pre-work and site infrastructure, equipment or tooling.
Path
How To monitor internal resources competencies, refer to Operation qualifications registers. Where a

1SAP
Step Detail
deficit in qualifications exists, including expiry, arrange appropriate training to reinstate.
To monitor the capacity for those internal resources being transferred to the Shutdown labour
pool, refer to the execution philosophy in the pre-Shutdown Report and verify that the
appropriate amendments have been made.
If additional working hours or alternate rosters are required for the Shutdown duration, initiate
the HR requirements.
Coordinate with other internal departments that are providing supporting services to the
Shutdown event (e.g. Radiation Officers, Emergency Services, Laundry, Catering,
Transportation, Communications, Medical Services).
To monitor the readiness of pre-work, use the transaction ‘Change Work Orders (Selection List)’
and complete only the following fields:
- In Process / Select
- Revision - Exclude the Shutdown Event Revision, to do this Double click in Revision Field. The
'Maintain Selection Options' screen displays, Double Click on the 'Not Equal to' Symbol. This
parameter is then displayed to the left of the 'Revision' field. Enter the Shutdown Event Revision
into Revision Field
- WBS Element Order Header - WBS for Shutdown event
Execute Transaction, from returned selection list, review Work Order User Status and System
Status and assigned Weekly Revision to understand status of the work. Expedite any work
requirements that are at risk of not being completed prior to the Shutdown commencement.
Initiate the closure of system generated Work Orders made redundant by the Shutdown (or
deactivate Work Plan calls).
Identify any Operation equipment resources being transferred to support Shutdown execution
(e.g. department elevated work platforms, mobile cranes, welding equipments, mobile fans,
workshop bays or overhead cranes). Validate that the department owner is aware of the
commitment and that the equipment has been serviced and any outstanding faults have been
addressed.
Step: 305.03.06.050. Monitor Scope and Schedule Preparation
Step Detail

What The goal of this process step is to deliver an Approved Scope of Work, supported by quality
Work Instructions and fully resourced schedule, to the execution team within the timeframe set
by the preparation milestones.
Path
How To review the completeness and quality of Work Order development prior to Scope of Work
approval milestone, use the transaction ‘Change Work Orders (Selection List)’ and complete
only the following fields:

1SAP
Step Detail
- Status inclusive - Click 'Multiple selection' button and populate the single value fields with IPL
and PLN, click 'Copy' button.
Execute Transaction, from the selection list, review the ratio of assigned Work Orders planned
to those still in planning. Determine if there is sufficient time prior to the Approved Scope of
Work milestone to complete necessary planning. Also review the planned Work Orders and
determine if Sched Day Defined or Sched in Period priority work has been released. Note any
intervention activities in the Mobilisation Matrix to enable tracking of progress.
To review the quality of the Work Instructions of an individual Work Order, from the prior
transaction ‘Change Work Orders (Selection List)’:
- Click 'Details' button
- In the Operations Tab, Select the Operation, click 'Prod. Resources/tools' button
- From PRT list Select Document Information Record, Select Menu Path > Environment >
Display PRT, Select Document and click 'Display Original' button.
To review the completeness and quality of the schedule, audit the tasks included in the Gantt
chart against the Work Orders contained in the prior selection list from the transaction ‘Change
Work Orders (Selection List)’ (e.g. by Shutdown Event Revision). Unauthorised work is to be
removed from the schedule.
Determine if there is sufficient detail (or time to develop) to support determination of the critical
path prior to the approve Scope of Work milestone. Further, for the Fully Resourced Schedule
milestone, determine if the critical path has been optimised, resources have been levelled and
that overall duration is within the scheduling parameters. Note any intervention activities in the
Mobilisation Matrix to enable tracking of progress.
Step: 305.03.06.060. Audit Scope Amendment Authorisations
Step Detail

What The goal of this process step is to maintain the integrity of the Approved Shutdown Scope of
Work against the current Shutdown Scope of Work, validating that all changes are supported by
an approved Shutdown Scope Amendment Request Form.
Portal My Work > Work Management > Shutdown Management > Mobilise Shutdown > Progress
Navigation Analysis
Path
How To audit compliance against the Authorise Scope Amendment process, use the transaction
‘Progress Analysis’ and complete only the following fields:
- Controlling Area - BM01, alternatively select the 'Possible Entries Search' button and select
BM01 for BHP Billiton CO Area, Click 'Continue (Enter)' button
- PS Info Profile - ZPM000000001, Click 'Continue (Enter)' button
- Project - Enter the Statistical WBS Element number for the Shutdown, this is a unique ID that
identifies a capital investment project (e.g. A700.O.09906)
- Version Data - Select
- Project version - Enter the Statistical WBS Element number for the Shutdown.

1SAP
Step Detail
Execute Transaction, the returned project information shows the orders in the Current Version,
scroll down to view the orders in the Approved Version:
- Review the current Work Order data, (current Shutdown Scope of Work) highlighted items in
red colour represent work added to the Shutdown Scope
- Review the Approved Version data, (Approved Shutdown Scope of Work) highlighted items in
red colour represent work removed from the Shutdown Scope.
Compare the Work Orders added and removed against the Approved Shutdown Scope
Amendment Request forms. Reconcile any differences by assignment of the correct Shutdown
control information.
Note any intervention activities in the Mobilisation Matrix to enable tracking of progress.
Step: 305.03.06.120. Conduct Mobilisation Meeting
Step Detail

What The goal of this process step is to align the Shutdown stakeholders on preparation progress and
take corrective actions if required. This outcome can only be obtained when the execution team
and those who manage mobilisation resources are in attendance.
In addition the Mobilisation Meeting initiates, where appropriate, the Scope Amendment
Request, final mobilisation activities and the Execution Tollgate Meeting.
How To assess the progress of mobilisation refer to the nominated activities on the Mobilisation
Matrix and their level of completeness. If progress is slipping, reassess the outstanding
requirements and assign appropriate level of resources to complete on time. Adjust the
Mobilisation Matrix to reflect the new commitment to promote tracking of progress against the
new baseline.
To address discrepancy with the business plan (duration) and budget (costs), initiate the
appropriate Shutdown Scope Amendment Requests
At an appropriate time out from the Shutdown commencement date, (as nominated in the
Mobilisation Matrix), initiate the final mobilisation activities prior to execution.
Once satisfied mobilisation is complete, initiate the execution tollgate meeting to obtain the final
approval for Shutdown execution.
Component: Execution Preparation Activities

Step: 305.03.06.130. Finalise Shutdown Project Plan
Step Detail

What The goal of this process step is to promote safety and efficiency in Shutdown execution by
providing a controlled medium for the safety, logistical and project management information
related to the execution of the Shutdown event.

1SAP
Step Detail
The Shutdown project plan is used as the basis for the awareness session and on-going
reference during Shutdown execution.
How To finalise the Shutdown Project plan, transfer any specific Shutdown event logistics into the
base Shutdown Project plan.
In particular, cover any required amendments to:

- HSEC plan, ensuring any recent changes to Operation standards or interpretations are
included
- Communications plan, ensuring contact numbers are current
- Shutdown organisation chart, ensuring all personnel involved in the Shutdown are listed with
current qualifications, contact number and roll on/roll off dates
- Material management, including any expedited materials arriving after Shutdown
commencement
- Appendices, referenced documents and attachments, ensuring they are current.
Shutdown commissioning and demobilisation plans are to be appended to the Shutdown Project
plan.
Step: 305.03.06.170. Distribute Schedule and Work Packs
Step Detail

What The goal of this process step is to promote safety and efficiency in Shutdown execution by
distributing job information and sequence to execute for familiarisation and understanding by
supervisors. This also allows a final review of Work Instructions to identify any deficiencies.
How To collate the Work Packs (Work Order Form including attachments) into work folder, categorise
by responsible supervisor, work area and chronological order. Transfer the Work Packs to the
assigned staging area in the Shutdown control room.
To distribute the Shutdown Schedule, print the fully resourced schedule and hand over the
Shutdown supervisors. If required, prepare individual filtered views for each supervisor and
Contractor. Print a wall chart master copy and locate in the Shutdown control room.

1SAP
Level 3: 305.03.07. Execute and Control Shutdown

Execution commences when peak production stops and execution concludes when commissioning is
completed. Execution is controlled by the Shutdown schedule. Control over the execution provides monitoring
for and acts on deviations from schedule or cost.
Prepare for Shutdown The purpose of this component is to describe the steps involved to complete
Execution preparation activities for shutdown execution.
Execute and Control The purpose of this component is to explain the controls and measures in
Shutdown Work place for shutdown execution.
Concept Description
Why is the Execute and The process Execute and Control Shutdown is started once the shutdown
Control Shutdown Process event has been mobilised. Work requirements are communicated and task
Important to BHP Billiton? preparation activities are completed. Work is executed as per the Shutdown
Schedule. Shutdown progress is monitored and status updated. On
completion, equipment is handed back to Production. Once the shutdown
execution is complete, demobilise the site and analyse the event.
Component: Execute and Control Shutdown Work

Step: 305.03.07.120. Estimate Progress and Completion Date
Step Detail

What The goal of this process step is to qualitatively assess the Shutdown progress.

1SAP
Step Detail
This enables the Shutdown management team to assess progress to determine if any action or
communication is required with respect to changes in task commencement or the overall
Shutdown completion date.
How To update progress of tasks make a qualitative estimate of the per cent complete, considering
the effort required for activities to leave the work area in a safe and commissionable condition.
Also estimate the completion time of on-going tasks. Identify due tasks not yet started and any
tasks started earlier than scheduled.
Mark up changes on the Shutdown Schedule and communicate to the Shutdown control room
as defined in the Shutdown project plan.
Step: 305.03.07.130. Consolidate Progress and Man-hours
Step Detail

What The goal of this process step is to validate the qualitative progress assessment of the tasks
against Actual Hours recorded, thereby providing a more accurate assessment of Shutdown
progress.
Portal My Work > Work Management > Shutdown Management > Execute and Control Shutdown >
Navigation Work Orders
Path
How To consolidate Shutdown progress, use the Planned vs Actual Work Order Hours Details
Managed Bookmark to compare the qualitative assessment percentage against Actual Hours
over total work (Actual Hours plus remaining work).
On the parameter screen enter the following:

- CSG - Mandatory
- Planning Plant - Optional
- Operation Actual Finish Date - Mandatory.
Where a discrepancy exists, confirm the remaining work estimate is accurate and any
differences between planned work and total work are justified.
Validate the remaining duration of the tasks, based on the remaining work and number or
assigned resources.
Base the reported progress of tasks on percentage of work effort completed.
Step: 305.03.07.140. Update Schedule and S-Curve
Step Detail

What The goal of this process step is to update the Shutdown progress in the scheduling and
reporting tools, thereby providing visibility to the execution team and management respectively.
Subsequent to the progress update, achievement of the completion date is confirmed by

reviewing the remaining work and duration of critical path or constrained tasks.
How To update the Schedule execute the following from the Gantt chart view:

1SAP
Step Detail
- Adjust start date of early start tasks to reflect actual start

- Adjust work effort to reflect total estimated effort
- Adjust the duration to reflect estimated completion time
- Update the percentage work completed
- Update due tasks not started with a future start date
- Level resources within scheduling parameters.
Where the remaining work cannot be completed within scheduling parameters, review
alternative scenarios for consideration at the Shutdown control meeting.
To update the S-Curve, record the % work complete summary for the Shutdown into S-Curve
data and refresh the associated graph.
Step: 305.03.07.150. Update Execution Support Action Items
Step Detail

What The goal of this process step is to maintain visibility and provide assurance that actions required
to support the Shutdown execution are completed to maintain continuity of Shutdown progress.
Required actions to support the Shutdown execution are logged and tracked through to
completion.
How To update execution support actions for existing items, review the progress of each item and
update the status for those that are Work In Progress or Completed.
To update execution support actions for new items, define the action in a way that it can be
assessed for completion (e.g. avoid generalisations or continuous requirements). Assign a
responsible person and a due date.
Maintain a current list in a visible location within the Shutdown control room.
Step: 305.03.07.160. Conduct Shutdown Control Meeting
Step Detail

What The goal of this process step is to assess the progress of the Shutdown and determine if any
actions, contingency plans or Shutdown Scope Amendment Requests are required to maintain
HSEC performance, equipment integrity, Shutdown duration and costs.
The control meeting, and its subsequent actions, are established to maintain one source of the
truth with respect to the Shutdown status and is therefore the key link between the Shutdown
execution team and the Operation management.
How To conduct a Shutdown control meeting, refer to the Shutdown project plan to determine the
timing, chairman and required attendees. Run the meeting to a set agenda, reviewing the as a
minimum:
– events in period from last control meeting and status of any on-going investigations
– shutdown progress against plan
– estimated completion date & required resource capacity

1SAP
Step Detail
– current Scope of Work, focusing on Approved Scope Amendments

– work integration requirements, including supporting services
– material requirements
– action Items overdue or due for completion prior to the next control meeting.
Periodically the following would also be reviewed during the Shutdown control meeting:
– shutdown budget status
– shutdown risk assessment.
The Shutdown control meeting will, by its conclusion:

– endorse the current schedule and progress report for distribution
– initiate, where required, ‘bulletin’ communications for significant events, Shutdown wide
actions, milestone achievements or key decisions made (e.g. Initiate personnel demobilisation,
once their respective tasks are executed)
– log new execution support action items
– initiate scope amendment requests where required
– initiate contingency planning where required.
Step: 305.03.07.170. Re-Distribute Shutdown Schedule
Step Detail

What The goal of this process step is to keep Supervisors and support services updated on the
current execution requirements, thereby allowing integrated coordination of required resources.
Old versions of the Shutdown Schedule are replaced with the current Shutdown Schedule,
including updating the master copy in the Shutdown control room and via redistribution to
Shutdown Supervisors.
How To distribute the Shutdown Schedule, print the current Schedule and hand over the Shutdown
Supervisors, retrieving any old copies. If required, prepare individual filtered views for each
Supervisor and Contractor. Ensure there are sufficient copies for any oncoming shifts prior to
the next Shutdown control meeting.
Update the wall chart master copy located in the Shutdown control room.
To print a Shutdown Schedule, from the Gantt chart view:

- Select Menu Path > File > Print.
In conjunction with the Schedule distribution, collate and distribute new Work Packs (Work
Order Form including attachments), from the Shutdown control room staging area, to support
forthcoming task allocations.
Step: 305.03.07.180. Upload Resource Capacity Requirements to 1SAP
Step Detail

What The goal of this process step is to allow Schedule management processes to be completed in
1SAP with visibility of current Shutdown task execution timing.

1SAP
Step Detail
Portal My Work > Work Management > Shutdown Management > Execute and Control Shutdown >
Path
How To Upload Capacity relevant Work Centers, open the MS Project template.

- Select Menu Path > tools > macro > macros (Alternatively Click the ‘macros‘ button)
- Select oneSAP_writeCSV macro
- Click the ‘Run‘ button.
Note: only schedule tasks with a unique Work Order and Operation reference will be included.
To upload, use the transaction ‘Download/Upload MSP‘ and Click the ‘Upload from MS-Project‘
button, complete the following field:
- File name - Locate the file exported from MS Project.
Execute Transaction, select Menu Path > Program > Execute. Alternatively click the ‘Execute‘
button.

1SAP
Level 3: 305.03.08. Close Out Shutdown

A close out meeting analyses the performance of the Shutdown and identifies corrective actions for follow
through. Relevant historical information relating to the Shutdown is captured in a report. Work history is
captured in Notifications.
Complete Outstanding The purpose of this component is to explain the process to close out a
Requirements Shutdown event.
Review and Finalise The purpose of this component is to explain the process to finalise Master
Shutdown Data changes as an outcome of Shutdown execution and to review the
event for future Shutdown event improvements.
Component: Complete Outstanding Requirements

Step: 305.03.08.020. Address Outstanding Work Close Out Requirements
Step Detail

What The goal of this process step is to have the actual Shutdown performance and outcomes
captured in 1SAP. This allows accurate reporting on completed work, complete and consistent
history capture to support reliability analysis and ensures future scheduling of work not
completed.
Portal My Work > Work Management > Shutdown Management > Close Out Shutdown > Change
Path
How To review the status of Shutdown event Work Orders, use the transaction ‘Change Work Orders
(Selection List)‘ and complete only the following fields:

1SAP
Step Detail

- Status exclusive - Click 'Multiple selection' button and populate the single value fields with
CNF, click 'Copy' button.
Execute Transaction, to Review Scope Amendment Requests Forms that authorise the removal
of work, refer to the Authorise Scope Amendment process for assignment of the Shutdown
Holding Revision.
Also determine if Work Orders listed are redundant (e.g. duplicates or work requirement
obsolete due to correction of unexpected failure, job previously executed or redundant
equipment). Refer to Close Out Work process for closure requirements.
To allow TECO of Work Order, refer to Execute & Control Shutdown for final confirmation of
To determine if there are any history capture or subsequent work requirements (e.g. requiring a
Notification to be raised) review:
- Scope Amendment Requests Forms that were not approved for execution in the completed
Shutdown event
- Returned inspections and completed service reports
- Feedback on Work Packs (Work Order Form including attachments).
To determine if there are any outstanding Measurement Document requirements as a result of

the work performed, consider the following:
- Entering readings taken during routine inspection activities, condition or counter reading
- Restarting a Work Plan or creating Change-Out Measurement Documents when replacement
or overhaul of equipment has occurred, particularly when out of cycle with the associated Work
Strategies
- Recording component change out history.
Step: 305.03.08.030. Address Outs Contractor Requirements from Work

Orders
Step Detail

What The goal of this process step is to ensure that all documentation and other administrative
requirements between the contractor and principal are finalised, where the contactor service
was procured through a Work Order. This allows for fulfilment of contractual requirements and
avoids payment delays.
Portal My Work > Work Management > Shutdown Management > Close Out Shutdown > Material
Path
How To review service Purchase Orders for the Shutdown and monitor contractor and other services,
including rental equipment, initiated from Work Orders, use the transaction ‘Material Tracking
from Work Order‘ and complete the following fields:

1SAP
Step Detail
have materials and service requirements. Hover the cursor to the header of the traffic light

- High status traffic light represents the highest level of status of anyone of the Services
requested on the Work Order/Purchase Requisition
- Low status traffic light represents the lowest status of anyone of the Services on the Work
Order/Purchase Requisition
- Procurement Process traffic light levels:

- Green led - Indicates that the service has been issued or delivered
- Yellow led - Indicates that the service has been ordered
- Red led - Indicates that the service has not been ordered.


This means that if there is a Purchase Order and if anyone of the services have been received
the High traffic light would be Green, but until all services have been received the Low traffic
light will remain yellow.
Drilling down into the report will indicate which Purchase Requisitions have Purchase Order. If
no Purchase Order exists, remedy the situation by:
- Selecting the requisition line item and view Purchase Requisition details
- Selecting services for objects \ workflow \ workflow overview
- Following up on outstanding approvals
- If approvals are in place, contact a Purchasing Officer to have the Purchase Order created.
If approvals are in place, contact a Purchasing Officer to have the Purchase Order Created.
Compare signed services validation forms against the listed Purchase Orders to identify if there
are any outstanding validations, consider complete or partial gaps. Further, review the approved
service validation forms and determine if there is sufficient value on the Purchase Order to allow
creation of Service Entry Sheets. Refer any discrepancies to the Finalise Contractor Services
process for resolution.
To finalise demobilisation of contractors, consider the following:

- Return of loaned equipment and tooling
- Return of specific common use PPE
- Return of access keys and passes
- Site exit requirements for Contractor owned tools or equipment.
Follow up any outstanding service reports and once obtained, refer to Close Out Work process
to complete attachment against the relevant Notification.

1SAP
Step: 305.03.08.035. Address Outs Contractor Requirements from Direct

Purch Reqs
Step Detail

What The goal of this process step is to ensure that all documentation and other administrative
requirements between the contractor and principal are finalised, where the contactor service
was procured through a Direct Purchase Requisition. This allows for fulfilment of contractual
requirements and avoids payment delays.
Portal My Work > Work Management > Shutdown Management > Close Out Shutdown > Material
Path
How To monitor location of resources, including hire equipment, initiated from a Direct Purchase
Requisition, use the transaction ‘Material Tracking from Purchase Requisitions’ and enter the
following information:
by Fixed Vendor, Purchase Requisition Release Date or Delivery Date Range
traffic lights:
on the Purchase Requisition
- Low status traffic light represents the lowest status of any of the Components on the Purchase
Requisition.


This means that if there is a Purchase Order and if any of the services have been received the
High status traffic light would be Green, but until all services have been received the Low status
traffic light will remain yellow.
Drilling down into the report will indicate which Purchase Requisitions have Purchase Order. If
no Purchase Order exists, remedy the situation by:
- Selecting the requisition line item and view purchase requisition details
- Selecting services for objects \ workflow \ workflow overview
- Following up on outstanding approvals.
If approvals are in place, contact a Purchasing Officer to have the Purchase Order Created.
Compare signed services validation forms against the listed Purchase Orders to identify if there
are any outstanding validations, consider complete or partial gaps. Further, review the approved
service validation forms and determine if there is sufficient value on the Purchase Order to allow
creation of Service Entry Sheets. Refer any discrepancies to the Finalise Contractor Services

1SAP
Step Detail
process for resolution.
To finalise demobilisation of contractors, consider the following:

- Return of loaned equipment and tooling
- Return of specific common use PPE
- Return of access keys and passes
- Site exit requirements for Contractor owned tools or equipment.
Follow up any outstanding service reports and once obtained, refer to Close Out Work process
to complete attachment against the relevant Notification.
Component: Review and Finalise Shutdown

Step: 305.03.08.050. Prepare Shutdown Close Out Report
Step Detail

What The goal of this process step is to retain information relating to the overall performance and
execution peculiarities of the Shutdown to improve future Shutdown performances via lessons
learnt.
How To prepare a Shutdown Close Out Report, start with a template (or the previous Shutdown
report) and update with relevant details for the current Shutdown event, including a copy of the
Shutdown key figures and outcomes of the post Shutdown reviews.
The Shutdown Close Out Report is not the repository for Work Order history or related
information. Such information is to be recorded against the Work Order Notification.
Once completed, initiate the creation of a DIR for the Shutdown Close Out Report. On creation
of the DIR create and Object link to the WBS Element.
Step: 305.03.08.060. Finalise Shutdown Master Data
Step Detail

What The goal of this process step is to maintain the integrity of the Master Data created to support
the Shutdown event by initiating their closure. The closure of the PS Project and Shutdown
Event Revision is initiated via Master Data Request Forms.
How To initiate the finalisation of the PS Project and the Shutdown Event Revision, the following
information will be required to complete the Finance Master Data request and the Work
Management Master Data Request:
- Finance Master Data Request:
- Project / Shutdown event project
- System Status / TECO (Technical Completion).
- Work Management Master Data Request:
- Revision / Shutdown Event Revision
- System Status / CLSD (Closed).

1SAP
Level 2: 305.04. Contractor Management

Support process that links the work initiated requirements for contractors to Supply, Human Resources and
Health Safety Environment Community. All contractors are managed to the same requirements irrespective of
the nature of their work.

1SAP

1SAP
Concept Description
Why is the Contractor The Contractor Management main process is important because it provides
Management Process transparency and consistent management of the safe execution of
Important to BHP Billiton? contractor activities.
Contractor Management - Did A Contractor must not engage in work activities without a Purchase Order.
You Know?
A Purchase Requisition alone is not acceptable.
Overview: Establish The Establish Contractor process outlines requirements enabling successful
Contractor interfaces with Supply and Human Resources to establish a contract for
qualifying Contractors. This identifies the requirement for a Long Term
Resource Contractor.
Overview: Mobilise The Mobilise Contractor process prepares contractor personnel and
Contractor equipment for the execution of a service.
Overview: Finalise Contractor The finalisation of Contractor services requires validation of the services
Services performed prior to de-mobilisation from site. This includes verification of
ongoing or partial services performed and the agreement of services
completed.
Work Management Contractor Three options exist for the management of Work Management Contractors.
Types
Long Term Resource Contractors (LTRC)
Long Term Resource Contractors are elected to be utilised if the criteria for
engagement of the resource is satisfied. This will lead to a reduction in
Purchase Requisitions raised on Work Orders for the engagement of
resources and greater control over contracted resource costs, budgeting
and the Work Management process. These requirements will support the
engagement and management of Labour and Non-Labour Resources
acquired from an external source to perform Work:
- LTRC Labour Activity Type – 954111
- LTRC Non-Labour Activity Type – 954112
- engagement of the Contractor on an hourly basis using a Contractor
Resource Work Center; the Activity Cost for hours performed by the
Contractor on Work Management tasks is captured via Time Confirmations
and settled (via the Work Order) to appropriate receiving Cost Centers. The
actual cost for the hire of the contractor will settle against the LTRC Cost
Center via Service Entry Sheets. The LTRC Cost Center is created when
there is a minimum annual expense of US$500k
- Hired specifically using a Direct Purchase Requisition with the cost object
being the LTRC Cost Center.
Supplementary Labour Contractors

Supplementary Labour Contractors may be used to temporarily boost
Internal Resource Work Centers for the execution of tasks that are normally
executed by BHP Billiton employees, included are the following
considerations:
- used to replace personnel on long service leave; injury recovery;
secondment or peak workloads (back-fill)
- used to meet increased workload requirements associated with Shutdowns
- engagement of the Contractor on an hourly basis using BHP Billiton
Resource Work Centers; the Activity Cost for hours performed by the
Contractor on Work Management tasks is captured via Time Confirmations
and settled (via the Work Order) to the appropriate receiving Cost Centers.
The actual cost for the hire of the contractor will settle against the Internal

1SAP
Concept Description
Labour Cost Center via Service Entry Sheets. The Internal Labour Cost
Center is derived from the Internal Resource Work Center they will be
supplementing
- hired specifically using a Direct Purchase Requisition with the cost object
being the Internal Labour Cost Center that they will be supplementing.
External Resource Service Contractors

External Resource Service Contractors execute packages of work, from a
Service on a Work Order using a External Service Resource Work Center
and Service Control Key (enables creating of Purchase Requisition). The
cost for this service will be accumulated on the Work Order and settled as
per the Work Order’s Settlement Rule. A contract and an outline agreement
(where applicable) should be established as this will assist in the enabling
the automation of the Purchase Requisition and SES process.

1SAP
Level 3: 305.04.02. Mobilise Contractor

Prepares contractor personnel and equipment for the execution of service. Mobilisation of contractors is
interdependent with Schedule Management and Shutdown Management which provide the initial triggers and
require contractors to be made available for work.
Mobilise Contractor The purpose of this component is to explain how to prepare contractor
personnel and equipment for the execution of Work.
Concept Description
Determine Contractor Checks to complete for Pre-Mobilisation:

Pre-Mobilisation - inductions (ensuring Contractors are able to manage Operation and
Requirements specific task hazards)
- contractor competency (to ensure specialised work is done safely and to
an acceptable quality)
- operation vehicle/ equipment certifications, e.g. welders, crane inspections
etc
- HSEC compliance for equipment.
Note: Where practical, complete the pre-mobilisation requirements before

people or equipment mobilise to the Operation, to pre-empt any potential
issues.
Final gate checks may include:

- industry, Operation and area specific inductions passes/cards are valid
- outstanding equipment/vehicle checks
- outstanding competency requirements completed.
Why is the Mobilise During the Mobilise Contractor process the need for contractors is identified,
Contractor Process Important and Contractor and equipment pre-mobilisation requirements are
to BHP Billiton? determined. This includes contractor competency, training records, induction

1SAP
Concept Description
requirements and equipment checks are determined. It is important to

remember to ensure HSEC checks and inductions are performed prior to
work commencement.
Activities for 305.04.02. Mobilise Contractor
Mobilise Contractor The objective of this activity is for the learner to:
- ensure that the Purchase Requisition has been approved and a valid
Purchase Order exists prior to the commencement of work
- determine the requirements prior to mobilising people or equipment to the
Operation.
Component: Mobilise Contractor

Step: 305.04.02.010. Confirm Valid Purchase Order Exists
Step Detail

What The goal of this process step is to ensure that the Purchase Requisition has been approved and
a valid Purchase Order exists prior to the commencement of work.
Portal My Work > Work Management > Contractor Management > Mobilise Contractor > Purchase
Navigation Requisitions: List Display
Path
How To confirm Purchase Order, run transaction ‘Purchase Requisitions: List Display‘ and complete
one of the following fields:
– Purchase requisition – Enter the purchase requisition number
– Fixed Vendor – Enter the fixed vendor information
– Release Date – Enter the Purchase Requisition Release Date or Delivery Date range
– Order – Enter the Work Order number.
Execute Transaction, once the Purchase Requisition is selected, verify if a Purchase Order has
been created. If no Purchase Order exists, two remedies are possible:
– refer to the Purchase Requisition and follow up Outstanding approvals
– if all approvals are in place, contact a Purchasing Officer to have the Purchase Order created.
Step: 305.04.02.020. Determine Contractor Pre-Mobilisation

Requirements
Step Detail

What The goal of this process step is to determine the requirements prior to mobilising people or

1SAP
Step Detail
equipment to the Operation. These requirements must be coordinated with the contractor and
typically include:
- inductions (ensuring contractors are able to manage Operation and specific task hazards)
- competency (to ensure specialised work is done safely and to an acceptable quality)
- contractor local personnel portfolio (e.g. Health documentation, social security numbers, legal
requirements)
- HSEC compliance for equipment.
Where practical, complete the mobilisation requirements before people or equipment mobilise to
the Operation to pre-empt any potential issues.
Portal My Work > Work Management > Contractor Management > Mobilise Contractor > Display Work
Navigation Order
Path
How To obtain further information for specialist services, where the scope of the task is not fully
understood, refer to the Work Order using transaction ‘Display Work Order‘. Enter the Work
Order number and view details of the Technical Object to be worked on (area of the Operation)
and the specific scope of the task (Work Instruction and Purchase Requisition).
Mobilisation of labour will require reference to the Supervisor who has requested the resources.
Proceed to verify competency and training requirements.
Once the activity being undertaken is understood, the Pre-mobilisation requirements can be
identified.
Step: 305.04.02.030. Perform Equipment Pre-Mobilisation Checks
Step Detail

What The goal of this process step is to ensure that equipment to be utilised by the Contractor is
verified as being fit for purpose prior to mobilisation.
How To perform equipment Pre-mobilisation checks, where possible, send a checklist to the
Contractor to pre-empt potential compliance issues. Pre-mobilisation checks of major equipment
can initially be completed external to the Operation, for example, mobile equipment, light
vehicles, and cranes. Further verification may be required upon arrival at the Operation.
The reason for this is to verify compliance with company standards, including Fatal Risk
Controls Group Level Document (GLD), prior to commitment of the cost of mobilisation. The
record of completion will be in accordance with the Contractor Equipment Checklist.
Step: 305.04.02.040. Verify Contractor Competency and Training Records
Step Detail

What The goal of this process step is to verify that Contractor records are current with all necessary
induction, training, qualifications, and certifications to undertake assigned work.
How To Verify Contractor Competency and Training Records, consider the following:
– where the Contractor does not have an existing record, a request to have one created will be

1SAP
Step Detail
required
– if the Contractor has evidence of the appropriate requirement, prepare a request to have their
records brought up to date
– where no evidence is available, the Contractor will need to undertake the necessary training or
competency test prior to the submission of the request. Where possible these are to be
undertaken prior to mobilisation to the Operation, however some requirements, for example,
induction, may only be able to be performed as part of mobilisation.
Step: 305.04.02.050. Determine Induction / Equipment Checks Required
Step Detail

What The goal of this process step is to determine the final induction and equipment check
requirements. This includes any Operation and specific area inductions, outstanding equipment
checks and Operation competency sign-offs. This activity builds on the pre-mobilisation activities
undertaken and focuses on those requirements that need to be completed at the Operation.
How To refresh details job specific requirements refer to previous gather data on job details.
Mobilisation of labour will require reference to the Supervisor who has requested the additional
capacity. Once the activity being undertaken is understood the final requirements can be
identified.
Step: 305.04.02.060. Conduct Equipment Checks
Step Detail

What The goal of this process step is to ensure the Contractor equipment brought into a BHP Billiton
Operation complies with Fatal Risk Controls Group Level Document (GLD) and specific HSEC
requirements.
How To finalise any outstanding pre-mobilisation checks, physical verification may be required for
equipment upon arrival at the Operation.
The record of completion will be in accordance with the Contractor Equipment Checklist form.
Multiple checklists may be required and typically will be available for tools, light vehicles, cranes,
and elevated work platforms. In addition to the checklists, ensure that all log entries are current.
The 'Contractor Equipment Checklist' supports this process step.
The BHP Billiton person responsible for the management of the Contractors shall ensure that all
equipment and tools are compliant.
In addition to checklist requirements, conduct a physical inspection to confirm the equipment is

fit for the intended purpose and that all inspection tags for electrical and lifting equipment are
current, including associated registers.
Where required to satisfy quality standards, ensure that any applicable equipment or tool has
valid calibration certificates.

1SAP
Step: 305.04.02.070. Conduct Hazardous Chemical Checks
Step Detail

What The goal of this process step is to conduct hazardous chemical checks to prevent any
unauthorised hazardous chemicals being bought to the Operation.
How To verify if the proposed chemical is approved for use at the Operation, make reference to the
Operation Hazardous Chemical Register. If the hazardous chemical is not approved, seek out
an alternative approved product before making application to have the new substance approved
by the Safety Department.
For approved hazardous chemicals, ensure that a hard copy Material Safety Data Sheet
(MSDS) is available. In particular, pay attention to the personal protective equipment and
storage requirements.
Step: 305.04.02.080. Compile Induction / Area Requirements
Step Detail

What The goal of this process step is to register the Contractor for any inductions (or competency
requirements).
How To comply with Operation requirements, ensure the Contractor is registered to attend all
relevant:
– inductions/area requirements
– medicals
– specific hazard awareness courses (e.g. confined space, radioactive sources, presence of
carbon monoxide)
– competency tests.
For groups (e.g. Shutdown Mobilisation), this may require organisation of dedicated sessions
with qualified personnel.
Step: 305.04.02.090. Ensure HSEC Checks and Inductions Performed
Step Detail

What The goal of this process step is to ensure that personnel have had HSEC checks performed and
attended inductions as arranged.
How To ensure that HSEC checks and inductions have occurred, contact the relevant HSEC
representative and verify personnel status.
Step: 305.04.02.100. Confirm Contractor Pre-Start Requirements
Step Detail

1SAP
Step Detail
What The goal of this process step is to verify that all pre-start requirements are confirmed and the
appropriate paperwork is available prior to the commencement of work.
How To finalise the mobilisation of Contractors, the Contractor Inspector is required to collate and
keep a record of all mobilisation checks or verifications completed in accordance with Operation
requirements.
These records are to be readily available for reference if required, for example, change of work
scope, incident investigation, or audit.

1SAP
Level 2: 305.05. Data Management

The purpose of the Data Management process is the collection of processes to manage Batch Jobs,
housekeep Transactional Data and verify underlying Master Data is correct.

1SAP

1SAP
Concept Description
Why is the Data Management The Data Management process is important because it encompasses the
Process Important to BHP following activities:
Billiton? - Maintaining Work Plans and Measurement Documents
- Monitoring of batch jobs
- Cost Settlement and Business Completion of Work Orders
- the review and rectification of errors in Work Orders
- the review and rectification of errors in Time Confirmations.
Overview: Maintain Plans & The Maintain Work Plans and Measurement Documents process includes
Measurement Documents the following activities:
- creation of Measurement Documents from readings taken automatically,
during an inspection or routine counter collection
- execution of the Deadline Monitoring batch job
- scheduling of new and modified Work Plans.
Overview: Maintain Data The Maintain Data Quality process includes the following activities:
Quality - reviewing Work Plan Deadline Monitoring errors
- reviewing annual counter estimates
- reviewing planned Activity Rates on Work Centers
- rectifying Work Order closure issues
- inspecting Material repairs
- locating defective materials
- reprocessing and cancelling Time Confirmations
- rectifying Measurement Documents
- uploading Activity spreadsheets for Finance.
Overview: Settle & Complete The Settle and Complete Work Orders process settles Work Orders and
Work Orders identifies Work Orders with settlement errors. The errors are an output after
the batch job run. The Work Order settlement batch job is run daily and
Work Orders with settlement errors are output to the settlement error log.
User Defaults To enable the ease of downstream transactional processing, the following
parameter defaults are to be set up for all Work Management Global Job
Groups.
Parameter IDs
Listed below are the minimum Parameter IDs (PIDs) that are required to be
set up for Work Management Global Job Group Holders:
– BUK (Company Code) - User Specific
– CAC (Controlling Area) - User Specific
– SWK (Maintenance Plant) - User Specific
– WRK (Work Center Plant) - User Specific
– PIN (Task List Profile) - 1SAP_01.
User Default Values

Listed below are the minimum Work Order User Default Values that are
required to be set up for Work Management Global Job Group Holders.
External Processing tab:

– Goods Recipient - User Specific User ID
– Unloading Point - User Specific Location
– Purchasing Group - User Specific.
External Procurement tab:

– Recipient - User Specific User ID
– Unloading Point - User Specific Location

1SAP
Concept Description
– Purchasing Group - User Specific.

1SAP
Level 3: 305.05.01. Maintain Plans and Measurement

Documents

Includes the creation of Measurement Documents triggered from readings taken during an inspection or
routine counter collection and execution of the Deadline Monitoring Batch Job. New and modified Work Plans
will require scheduling. The outcome is the creation of Notifications and Work Orders to support the underlying
Work Strategy.
Maintain Work Plans The purpose of this component is to provide an overview of maintaining
Work Plans and reviewing the Deadline Monitoring batch job.
Create Measurement The purpose of this component is to provide an overview for the creation of
Readings the various measurement readings.
Concept Description
Start/Restart Work Plan When restarting Work Plans, the start date of the cycle must be back-dated
to reflect either the actual or theoretical date of last completion.
Create Measurement In line with the defined Work Strategy, there is a requirement to enter a
Document Measurement Document against a Measuring Point to enter the required
readings. These readings influence Work Plan call schedules and the
generation of Condition Based Notifications.
Create Measurement Doc Measurement Documents are recorded against a Measuring Point to record
(Component Change) component change out. This will enable future locating of a component for
replacement.
Create Measurement Doc This ensures that the Work Plan will call at the correct intervals when a
(Counter Replacement) Counter Replacement occurs.
Why is the Maintain Plans & A Work Order activity resulting in the requirement to record either qualitative
Measurement Documents or quantitative measurement readings. By direct entry or system enabled
Process Important to BHP entry of measurement readings as Measurement Documents. The outcome
Billiton? is the automatic creation of Notifications and Work Orders to support the

1SAP
Concept Description
underlying Work Strategy.

Linear Objects The creation of Functional Locations for linear assets ensures that locations
will never be moved (unless re-routed or decommissioned). The individual
objects (e.g. welds) contained within each linear asset are recorded within
the Characteristics of the Functional Location as Linear Objects, in a similar
manner to Plant Tags. The installation or removal of a Linear Object will
require the creation of a Master Data Request to update the Functional
Location Characteristics. The number of Linear Objects within a Functional
Location and the identification of the Functional Location in which a Linear
Object is installed, is enabled by within the design.
Component Tracking The management of Component Tracking requires that the following:
– components are only tracked for a reason attributable to a Material Risk
Issue
– components used on equipment are managed by Supply
– the majority of Components are to be repaired in a Planned manner.
Component Tracking is enabled by the creation of Measuring Points for

each of the tracked locations into which a Material is installed; the
Measuring Point contains the Material Number of the installed component in
the Assembly field. On the replacement of a tracked component:
– a Component Change-Out Measurement Document is created against the
applicable Measuring Point
– the Measurement Document will contain the serial number of the installed
component in the 'Text' field
– future requirements to identify the installed location of a Component being
tracked are obtained by a list of Measurement Documents by Functional
Location.
Component tracking requires all components to be managed through the

Work Management and Supply Processes; no Materials are managed in
systems outside of 1SAP, including the repairs to such. Following 1SAP
Processes means:
– the use of uncontrolled stores is not permitted
– 'Blanket’ Work Orders (Work Orders created at a high level Technical
Object to capture a wide range of activities executed beneath, over a long
period of time) are not permitted for the overhaul of components
– components for the repair of equipment are obtained from inventory
– component repairs are not charged to the Fleet or Process area of
removal, the repair costs are settled to the Material, using PM04 Work
Orders or Sub-Contract Purchase Orders
– Work Orders are created for the repair of components, then planned and
scheduled based on known quantities of components being removed from
service. A single PM04 Work Order may be used for the repair of multiple
Repairable Spares where the Work Order is for the same Material number
– components are returned to inventory after repair, awaiting fitment to
future Fleet or equipment
– where a record of repair history is required to be kept, the history is
recorded in a Document Information Record. Analytical data is not stored in
1SAP, but kept in a Reliability database
– determination of the level at which work will be performed on equipment
will aid the structuring of Task Lists and Preventive Work Plans for the
execution of work on fleet and equipment
– all repaired components are to be managed through the Repairable Spare/
Service Exchange process; as such all internal repairs are to utilise PM04

1SAP
Concept Description
Work Orders and external repairs are to use Sub-Contract Purchase Orders.
To effectively enable Component Tracking, the following is relevant:

– management of open-access storage areas for Catalogued Materials
– management of a Damaged Storage Location for Repairable Spares
Service Exchange Items
– consideration of float numbers and instigation of PM04 Work Orders from
MRP
– set up of Materials with regards to grouping components into single
Repairable Spare Materials
– creation of Task Lists for the internal refurbishment of Repairable Spares
– creation of Task Lists for the replacement of Materials on Fleet and
equipment
– awareness of requirement to return damaged/repaired inventory promptly
to ensure required Materials are available for issue
– identification of opportunities to use Production Systems to automatically
create Measurement Documents which drive Work Management Work
Strategies.
Automatically Generated For Condition-Based Work, the option for a Work Order to be generated
Work Order or Notification from a Work Plan or a Notification to be generated from a Measuring Point
exists. When selecting which method of automatic generation is required,
the following considerations are relevant:
– Work Order from Work Plan
- preset counter limit reached due to equipment usage
- pre-determined Task List assigned to Maintenance Item/Work Plan
- Work Order is created with required tasks as per Work Strategy,
without. initial investigation of validity.
– Notification from Measuring Point
- pre-set Tolerance Limits breached at an instant in time (For example
cumulative deterioration, temperature, usage)
- Notification Long Text contains the Measuring Point, Measuring Point
Description, Measurement Document Reading, Measuring Point
Upper/Lower Limit and the Measurement Document Text
- no pre-determined Task List assigned to Notification, selection made
from available list (This is a prerequisite for setting up a Measuring Point to
trigger automatic Notification creation)
- Notification can be initially scoped for validity and detail of corrective
action required prior to Work Order creation.
Measuring Documents Measurement Documents are created against Measuring Points in two
ways:
– Manual creation against the Measuring Point which includes the creation
of Measurement Documents against Event Notifications. to capture Event
related data (e.g. Lost Days, Volume of Substance Released)
– Automatic creation against the Measuring Point through an interface from
interfacing measurement systems.
1SAP allows for the creation of Measuring Points to support a Work Strategy
where Measurement Documents:
– Trigger Work Order creation from a Counter Based Work Plan
– Record a Component Change Out for a Critical Control for HSEC Material
Risk or for Material Legal Risk and the Critical Controls has a recertification
requirement.
– Trigger the automatic creation of a Notification when preset tolerances are

1SAP
Concept Description
breached
– Recording HSEC data to support group Reporting and HSEC Metrics.
Production and Reliability data, that does not drive one of the above Work
Management Work Strategy relevant situations, is not recorded using the
1SAP Work Management Design; non-Work Management relevant data is
recorded using non-1SAP Asset/Operation systems.
The structuring of Work Plans to run off the upper-most Counter will simplify
the Work Strategies by ensuring that the minimum number of M Type
(Quantitative) Measuring Points are created. G Type (Qualitative) Measuring
Points are to be created where there is a requirement to track the installation
of components for a Critical Control for HSEC Material Risk or for Material
Legal Risk where the Critical Controls has a recertification requirement.
Activities for 305.05.01. Maintain Plans and Measurement

Documents
Schedule Work Plans and Call The objective of this activity is for the learner to:
Work Orders - identify all Called Work Orders for future dates for closure before restarting
a Work Plan
- ensure that the Work Plan is scheduled correctly to ensure Work Orders
are called as required by the Work Strategy
- release the Scheduled Call of the Work Plan to facilitate the early creation
of a Work Order prior to the Deadline Monitoring constraints.
Create Simple Measurement The objective of this activity is for the learner to create a Measurement
Document Document against Measuring Points to record instantaneous, accumulative,
or quality values against Technical Objects.
Create Event Measurement The objective of this activity is for the learner to create a Measurement
Document Document against Measuring Points associated with a Notification to record
instantaneous or accumulative values against the Notification.
Create Component Change The objective of this activity is for the learner to enter a Measurement
Out Measurement Document Document to record component life where there is a Measuring Point on a
Functional Location.
Create Counter Replacement The objective of this activity is for the learner to enter a Measurement
Measurement Document Document to record the replacement of a Counter.
Component: Maintain Work Plans

1SAP
Step: 305.05.01.010. Identify Existing Called Work Orders for Closure
Step Detail
Role Plan Starter

What The goal of this process step is to identify all Called Work Orders for future dates for closure
before restarting a Work Plan.
Portal My Work > Work Management > Data Management > Maintain Plans and Measurement
Navigation Documents > Change Work Orders (Selection List)
Path
How To identify existing Called Work Orders requiring closure, use transaction ‘Change Work Orders
(Selection List)’, with the following selection criteria only:
- Order Type - Enter PM02
- Planning Plant - Enter the Plant where the work will be executed
- Maintenance Plan - Enter the Work Plan number to be re-started or replaced.
Step: 305.05.01.020. Start / Restart Work Plan
Step Detail
Role Plan Starter

What The goal of this process step is to ensure that the Work Plan is scheduled correctly to ensure
Work Orders are called as required by the Work Strategy.
Navigation Documents > Schedule Work Plan
Path
How To start or restart a Work Plan, use the transaction ‘Schedule Work Plan’. Prior to starting a
Work Plan, the following should be ensured:
- the Task List is complete and all DIR records (work instructions) are attached
- materials required to implement the Work Plan are available (This is particularly relevant if new
strategies have been developed)
While starting or restarting a Work Plan, ensure the following fields are completed only:
- Maintenance Plan - Enter the Work Plan Number to be scheduled
- Start of Cycle - Click 'Start' or 'Restart' button then enter the theoretical Date or Counter
reading on which the last activity would have been completed.
To Start in cycle, the cycle offset must be understood. For example, a Work Plan has three
Maintenance Items for 3 monthly, 6 monthly and 12 monthly servicing. It is the 1st May, 2009
and the schedule needs to be restarted, with the 12 monthly service due on the 1st December,
2009. This outcome can also be achieved by utilising the Select Package functionality. For the
example above, a Completion Date of 01.03.2009 is entered and the first 3 month Package
would be selected to Set Start Offset as this was the last service completed.
To restart a Work Plan, after 'Restart' button has been clicked, a new screen appears with text:
’What do you want to do with calls with status 'waiting'?, select:
- Delete - is the standard processing option, Click 'Delete' button or
- Skip - if you need the history, Click 'Skip' button.
Due to a change in operating strategy, Work Plans may need to be deactivated or, activated to
suit the business needs:
- to activate a Work Plan, from the menu path, select Maintenance

1SAP
Step Detail
Plan>Functions>Active<->Inactive>Activate
- to deactivate a Work Plan, from the menu path, select Maintenance
Plan>Functions>Active<->Inactive>Deactivate.
Changes can only be executed by a Master Data Request if an error is noticed during
scheduling in any of the following Master Data objects:
- Task List
- Maintenance Item
- Work Plan
- Package
- Strategy.
To display the scheduling overview for multiple work plans/items and obtain the projected
workload arising from the task lists of these objects, perform the following:
- Select ‘Goto’ > ‘Scheduling Overview and Simulation’
- on the selection screen, perform the following:
- Enter a projection period using the ‘From Date’ and ‘To Date’ fields
- Select the check boxes for ‘With Functional Locations’, ‘With Equipment’, “With task lists”,
‘With Further Dates’
- Set ‘Start mode of Maint. Scheduling Overview’ to ‘Maintenance Item Overview’
- Set ‘Display of Maint. Scheduling Overview’ to ‘Tabular’
- Select ‘Only active maintenance plans’ to filter-out the work plans which were previously
deactivated
- Set ‘Settlement rule’ to ‘with or without’
- the maintenance plan number which defaulted from the previous screen should be
blanked-off or replaced with a specific list of plans in order to display the capacity load projection
of multiple work plans:
- if no Work plan numbers can be specified leave ‘Maintenance plan’ field blank.
- if ‘maintenance plan’ field is blank at least one filtering criteria must be entered to reduce
response time and to prevent time-out. Suggested filters are one or more of the following:
Functional Location(s), Maintenance Item(s), Work Plan/Items, Main Work Center, Planning
Plant, Planner Group).
- where Functional Location or Equipment is entered in the filter section select ‘With Object
List’ to ‘with or without’
- Execute the Search
- On the returned search screen perform the following:
- Ensure the following fields are visible in the screen layout: ‘Planned Date’, ‘Work Center’,
‘Work/Work Unit’, ‘Normal Duration’, Call Status’
- Filter out skipped calls using the ‘Call Status’ column
- Filter or sort by the required ‘Work Center’ to see the capacity load for a specific work
center
- to identify the capacity requirements on the work centers for a given time range due to
the work plans highlight the ‘Work’ column, set the totals on Work Column and subtotals on
planned Date column if it is not already set. To set the totals, select the ‘Work’ column and click
the ‘Total’ icon (located to the right of the Filter icon). The total work (projected workload) will
then be displayed. Select the ‘PlanDate’ column and click on ‘Subtotals’ icon (located to the right
of Total icon).
Step: 305.05.01.030. Manually Release Scheduled Call
Step Detail
Role Plan Starter

1SAP
Step Detail
What The goal of this process step is to Release the Scheduled Call of the Work Plan to facilitate the
early creation of a Work Order prior to the Deadline Monitoring constraints.
Navigation Documents > Schedule Work Plan
Path
How To manually generate Work Orders required immediately, on the restart of a Work Plan or when
there is a requirement to generate Work Orders prior to the Call date to facilitate the early
planning of the Work Orders, use transaction 'Schedule Work Plan' and complete the following
only:
- Maintenance Plan - Enter the Work Plan Number
- Select the relevant call number from the scheduling list
- Click the ‘Release call‘ button.
Step: 305.05.01.080. Create Counter Replacement Measurement

Document
Step Detail
Role Plan Starter

What The goal of this process step is to enter a Measurement Document to record the replacement of
a Counter (e.g. replacing an odometer on a haul truck, this requires the counter to be replaced
via a Measurement Document which will capture the new starting value for the replacement
counter).
Navigation Documents > Create Measurement Document
Path
How To record the replacement of a Counter using a Measurement Document, use the transaction
‘Create Measurement Document’, ensure the following fields are completed:
- Measuring Point - Enter the Measuring Point or search by Functional Location
- MeasurementTime - Enter the date and time the reading was taken.
Menu Path Select Edit > Replace Counter

- Select 'Counter Replacement' radio button in the pop up box
- Counter Reading -The initial counter reading of the installed unit (e.g. for a new unit this will be
0).
All future Measurement Documents can now be entered as normal.

For an ascending Counter, Work Orders will be called for outstanding occurrences up to the
Measuring Point overflow value during the next Deadline Monitoring Batch Job if:
- the error messages are entered through
- a Counter reading lower than the total counter reading is entered.
Component: Create Measurement Readings

Step: 305.05.01.050. Create Simple Measurement Document
Step Detail

1SAP
Step Detail
What The goal of this process step is to create Measurement Documents against Measuring Points to
record instantaneous, accumulative, or quality values against Technical Objects.
Navigation Documents > Create Measurement Document (Collective Entry)
Path
How To create a simple measurement Document, use the transaction ‘Create Simple Measurement
Document’, to select the Functional Location against which the Measurement Documents are to
be created perform the following:
- MeasPointObjec – IFL, Click 'Enter' button, the 'FunctLocation' field is then displayed
- FunctLocation – Enter the Functional Location identifier and Click the 'Enter' button, the
'Collective Entry of Measurement Documents: Overview' screen is then displayed. If the
functional Location is unknown perform the following:
- in the 'FunctLocation' field Click the 'Possible Entries Search’ button, the 'Functional
Location Structure: Selection' screen is then displayed. If this is not displayed when Clicking the
'Possible Entries Search' button, click Back and select 'Structural display' to bring up the
selection
- navigate to the required Functional Location and double mouse Click on the Technical
Object. The Functional Location is then populated into the 'FunctLocation' field
- click the 'Enter' button. The 'Collective Entry of Measurement Documents: Overview' screen
is then displayed.
Measurement Time - Date and Time measurement reading is taken:

- if creating a Measurement Document for a date/time prior to current date/time, in the ‘Meas
Time’ first field enter the previous date, then select the ‘Enter’ button, in the second field, enter
the previous time, then select the ‘Enter’ button
- if creating Measurement Documents to report monthly or quarterly data (e.g. HSEC data for
Group), in the first field enter the date equal to the last day of the month for the reporting period.
In the second field the time equals time of Measurement Document creation
- if creating a Measurement Document for a date/time equal to current date/time, no action is
required as the fields will default with current date/time.
To create multiple Measurement Documents (Collective Entry) against the Technical Object
(e.g. End of Month HSEC Reporting), select the 'All Measuring Points on Object' button at the
top of the screen. All of the Measuring Points for the Technical Object will then be populated into
the Measurement Documents list, ready for data entry. Proceed to create the Measurement
Document as defined below:
- if creating Measurement Documents via Collective Entry ensure that only the applicable
Measuring Points defined within relevant business documentation is selected for Measurement
Document Creation.
- if creating Measurement Documents for Measuring Points of Category M – Counter, complete
the following fields:
- Rdg/CtrRdg – Enter the value of the current counter reading and then Click 'Enter' button.
The value has been created.
- if creating Measurement Documents for Measuring Points of Category C - Conditioning
Monitoring, note following fields:
- Rdg/CtrRdg- Enter the measurement or reading recorded and then select 'Enter' button.
The value has been created.
When creating a Measurement Document for equipment that has multiple counters with the
same Characteristic the Measurement Document must only be created against the highest level
Measuring Point. An example of this is a Haul Truck with run hour Measuring Points at
Maintainable Unit and Maintainable Item levels. In this case, the Measurement Documents are
only created at the Maintainable Unit level.
If creating multiple Measurement Documents repeat the process for all Measuring Points. If

1SAP
Step Detail
performing HSEC Reporting ensure the following Measuring Points, related to Event
Notifications, are not populated:
- Quantity of liquid released
- Quantity of gas emitted
- Lost days (Contractors)
- Last days (Employees)
- Restricted work days (Contractors)
- Restricted work days (Employees)
- if performing HSEC Reporting ensure that a value equal to '0' is entered against all Measuring
Points where there is no value, or the measuring point is not relevant.
- Measurement Documents reported at each level of the Functional Location Structure must
never be cumulative where Measuring Points for the same data exist below that level. The
rolling up of data will be completed by the system.
If creating Measurement Documents for Measuring Points of Category G - General as part of

HSEC Reporting in the 'Val' field, select the 'possible entries search button' and from the list
displayed double Mouse Click on the correct qualitative value. The 'Val' field is then populated
with the Value.
Once all Measurement Documents have been created, Click the 'Save' button (button at top of
screen). Upon saving Measurement Documents should the Allowed Counter Reading Difference
be breached a warning message will be displayed. This is based on the following calculation:
- Allowed Counter Reading Difference = 2 x (Annual Counter Estimate/365) x Days since last
reading
Upon saving Measurement Documents for condition monitoring Measuring Points (Category C),
if measurements or readings entered are outside the tolerance limit, a Notification is created
automatically by the system. The Notification number appears in a pop up box. If multiple
readings are outside the tolerance limit, multiple Notifications will be triggered automatically,
however only the Notification number for the first reading tolerance limit breach will be
displayed.
To verify Measurement Document data (e.g. Date) access the ‘General Data’ screen by
performing the following:
- highlight any field within the Measurement Document field (e.g. 'Rdg/CtrRdg' field')
- select 'Measurement Document' button (top left corner - located to the left of the 'trash bin'
button). The 'General Data' screen will then be displayed
- review the relevant Measurement Document Information.
Step: 305.05.01.060. Create Event Measurement Document
Step Detail

What The goal of this process step is to create a Measurement Document against Measuring Points
associated with a Notification to record instantaneous or accumulative values against the
Notification.

1SAP
Step Detail
Navigation Documents > Change Notification
Path
How To create an Event Measurement Document continue within the current transaction, or use
transaction ‘Change Notifications' and enter the Notification number.
If the Notification has been assigned a System Status of ’Completed’ (NOCO), put the
Notification ‘In Process’ (NOPR) by performing the following only:
– Click ‘In process again’ button
– Click 'Continue’ when status check warning dialog box appears. Notification is then saved with
the different System Status
– the 'Change Notifications' screen is again displayed with the Notification number already
pre-populated in the Notification field, Click 'Enter'.
From within the Notification perform either of the following:

– select Extras > Meas Documents. The’ Collective Entry of Measurement Documents:
Overview’ screen is then displayed.
– Measurement Time - To enter Measurement Time and date perform the following:
- if creating Measurement Documents to record Lost Days or Restricted Work Days enter
the date equal to the last day of the month for the reporting period and press ‘Enter’ after
entering a value (A future date cannot be selected). The time equals time of Measurement
Document creation
- for all other Event Measurement Documents, leave unchanged from default current date
and time.
- to create a Measurement Document on a Notification where a Measurement Document has

previously been created, select the 'New Entries' button (top right), this will create a new blank
field for Measurement Document creation. Proceed to locate the Measuring Point
- to create a Measurement Document on a Notification where no previous Measurement
Documents have been created, proceed to locate the Measuring Point.
– to locate a Measuring Point against which a Measurement Document is required to be
created, perform the following:
- in the first blank line, in the 'MeasPoint' field select the ‘Possible Entries Search’ button, one
of the following will occur:
- The 'Display Measuring Point: Meas Point Selection' screen will then be displayed
- The Functional Location screen is displayed. Select the 'New Search' button (button to
the left of the red cross). From the 'Selection of Input Help' menu, select 'Measuring Point List'.
- in the 'Functional Location' field, enter or select the Functional Location that represents the
'Operation, Asset, or Customer Sector Group' level of the business. These are the only
Functional Locations where Event Measurement Documents are to be created
- Execute the search
- from the list of Measuring Points, select the required Measuring Point by highlighting the line
on one of the following:
- Quantity of liquid released
- Quantity of gas emitted
- Lost days (Contractors) - selected only when performing Work Plan generated HSEC
reporting activities
- Lost days (Employees) - selected only when performing Work Plan generated HSEC
reporting activities
- Restricted work days (Contractors) - selected only when performing Work Plan
generated HSEC reporting activities
- Restricted work days (Employees) - selected only when performing Work Plan generated
HSEC reporting activities.
- Select 'Choose' button (Green Tick). The Measurement Document is then created for the

1SAP
Step Detail
Measuring Point.
– in the 'Rdg/CtrRdg' field enter the quantitative value for the Measurement Document. Then
Click 'Enter' button. The Measurement Document has been created.
– additional Free Text Description - If an additional free text description is required to enable
unique cross-reference identification between the Measurement Document and Notification or
provide further information on the Measurement Document (e.g. there may be more than one
injury with lost / restricted days associated with a single Event or there may be a specific type of
substance that has been released into the receiving environment), this is to be recorded in the
Notification Long Text by performing the following:
- obtain the Measurement Document Number by performing the following:
- Highlight any field within the Measurement Document field (e.g. 'Rdg/CtrRdg' field')
- Select 'Measurement Document' button (top left corner - located to the left of the 'trash
bin' button). The 'General Data' screen will then be displayed'
- Click the Execute Transaction Button located top left of screen
- Copy or note the Measurement Document number listed in the 'MeasDocument' field.
- Return to the Notification Header Long Text by selecting the 'back' button (green button with
white left arrow at top) four times. The Notification header screen will then be displayed
- in the Notification Long Text enter the Measurement Document number (identified
previously) and any additional free text information (e.g. Notification Item number if there is more
than one injury involved lost or restricted days; specific substance released).
If a Measurement Document is being created to record lost days or restricted days ensure the
180 calendar day limit of lost days or restricted days per injury per injury / illness / fatality has
not been exceeded by performing the following:
– to calculate the total restricted or lost calendar days review the previously entered
Measurement Documents and sum the previously entered Measurement Document readings.
- if there is more than one Item of Impact Type = Safety or Health and Actual Severity = 3 or
4, review the Notification Long Text to identify which Injury (Notification Item) the Measurement
Document is associated with.
– if the Measurement Document was to be created for an injury / illness / fatality that already has
180 days assigned, then Measurement Document Creation is not required
– if the Measurement Document was to be created for an injury / illness / fatality that is
approaching the 180 day limit, and the intended Measurement Document figure will breach the
180 day limit, then only enter a value for the Measurement Document that will ensure the total
lost or restricted days will equal 180 days.
To verify Measurement Document data (e.g. Date) access the ‘General Data’ screen and review
the information.
If an additional Event Measurement Document is required, repeat the process above.
Where all Measurement Documents have been created, return to the Notification screen by
selecting the 'back' button (green button with white left arrow at top).
To finalise the Notification perform one of the following:

– if the Notification was opened for Measurement Document creation and the status was
changed from Notification Complete (NOCO) in order to create the Measurement Document,
then complete the Notification by selecting the 'Complete' button
– if the Notification was opened for Measurement Document creation and status has unchanged
to create the Measurement Document, save and Exit the Notification
– if the Measurement Document was created as part of Notification Evaluation activities then
continue in the current transaction.

1SAP
Step: 305.05.01.070. Create Component Change Out Measurement

Document
Step Detail

What The goal of this process step is to enter a Measurement Document to record component life
where there is a Measuring Point on a Functional Location. A Measurement Document must be
created to record the component life (e.g. The life of the component needs to be recorded).
Navigation Documents > Create Measurement Document
Path
How To create a Measurement Document, use the transaction ‘Create Measurement Document’,
ensure the following fields are completed:
– Measuring Point - Enter the Measuring Point or search by Functional Location.
Component Change Out Measuring Points are of Category G, complete the following fields:
– MeasurementTime - Enter the date and time the reading was taken
– Text - Enter the Serial Number of the installed Material (Where no serial number exists a local
plant identifier may be entered in lieu)
– Valuation Code - Component Changeout.

1SAP
Level 3: 305.05.03. Maintain Data Quality

The Maintain Data Quality process includes the review and rectification of errors in the Error Logs and Time
Confirmations. A review is conducted for Annual Measuring Point Estimates, Work Center Activity Rates.
Damaged Repairable Spares/Service Exchange Items are managed and repaired spares are inspected.
Manage Work Plans and The purpose of this component is to review Deadline Monitoring errors when
Deadline Monitoring managing Work Plans.
Rectify Measurement The purpose of this component is to explain how to rectify Measurement
Document Errors Document errors.
Review Work Center The purpose of this component is to explain how to review Work Center
Plan/Actual Rates plan/actual rates.
Locate Object Information The purpose of this component is to explain the process of identifying the
location of Technical Objects and Material history.
Rectify Time Confirmations The purpose of this component is to explain how to rectify Time
Confirmation errors.
Manage Repairable Spares The purpose of this component is to explain how to manage the return of
overdue damaged Repairable Spares back to Store for refurbishment.
Reprint Shop Papers The purpose of this component is to explain the process of re-printing Shop
Papers when executing work.
Manage Certified Material The purpose of this component is to explain the management of technical
and quality inspections relevant to certified material.
Upload Activity Spreadsheet The purpose of this component is to explain how to populate the monthly

1SAP
for Finance Activity Upload Spreadsheet with residual hours from Work Order
Operations.
Batch Transfer Work Center The purpose of this component is to explain two batch jobs that
and HR Data to MRS automatically transfer data to MRS (Multi Resource Scheduling).
Concept Description
Review Annual Counter Key reasons to Review the Annual Counter Estimate:
Estimates - increased or reduced usage of equipment
- changed operating conditions e.g. Dump Truck move from Mining
Department to Pre-striping Department
- altered Production plan e.g. ramped up Production
- age of equipment or plant e.g. changed usage to control equipment
lifespan.
Managing Unreturned Unreturned Repairable Materials affect future work execution and part
Damaged Repairable Spares availability by limiting the turn around time of repaired spares and sourcing
of new materials. In addition, this may impact Schedule Adherence Metrics.
Perform Technical Inspection The result of performing quality and technical inspections of internally and
externally repaired Repairable Spares are:
- commonality of repair standard
- validation of Spare certification
- history entered for Material.
Why is the Maintain Data Maintaining data quality is managed on daily, weekly, monthly and yearly
Quality Process important to basis. The Maintain Data Quality process includes the following activities:
BHP Billiton? - Reviewing Work Plan Deadline Monitoring errors
- Reviewing annual counter estimates
- Reviewing planned Activity Rates on Work Centers
- Rectifying Work Order closure issues
- Inspecting Material repairs
- Locating defective materials
- Reprocessing and cancelling Time Confirmations
- Rectifying Measurement Documents
- Uploading Activity spreadsheets for Finance.
Master Data and Transactional Data is reviewed in 1SAP and acted on

accordingly. Data errors are corrected and where applicable, Master Data
Management requests are submitted to the Master Data Organisation for
data creation and change consideration.
Certification and Quality All Repairable Spares are required to be inspected prior to being made
Inspection available in Inventory. The Material Masters for these items are set to
Quality Inspection (QI) such that they are held in Quality Store until they
have passed inspection.
Each Operation is to have an appointed person to perform the role of Spare

Part Inspector (Work Strategy Global Job Group). The Spare Part Inspector
is to inspect the quality of the repair on both internally and externally
repaired spares to ensure they are fit for service. Additionally, the Spare
Part Inspector will assess the Inspection Certificates for Certified Material to
ensure that they have been correctly certified.

1SAP
Concept Description
The report of the Material Repair or Certification Documentation is linked to

an SAP Document Information Record. For ease of retrieval, the Document
Information Record will contain the Material Number and Manufacturer’s
Serial Number of the repaired or certified Material in the Characteristic
Values.
Activities for 305.05.03. Maintain Data Quality
Review Deadline Monitoring The objective of this activity is for the learner to:
Log - access the Deadline Monitoring Log to view any errors that have occurred
- ensure Work Strategies are executed as developed and investigate plan
deadline monitoring errors.
Cancel Time Confirmation The objective of this activity is for the learner to cancel an incorrectly
entered Time Confirmation, due to a Time Confirmation being entered with
incorrect data.
Identify Linear Objects The objective of this activity is for the learner to produce a list of installed
linear objects within Functional Locations for further analysis.
Identify Tracked Components The objective of this activity is for the learner to:
- locate an installed Catalogued Material within the Technical Object
Structure
- locate the Material history from a repairer or re-certifier of a Catalogued
Material.
Component: Manage Work Plans and Deadline Monitoring

Step: 305.05.03.010. Review Plan Deadline Monitoring Log
Step Detail
Role Plan Starter

What The goal of this process step is to access the Deadline Monitoring Log to view any errors that
have occurred.
Portal My Work > Work Management > Data Management > Maintain Data Quality > Simple Job
Navigation Selection
Path
How To review the Deadline Monitoring Log, use the transaction ‘Simple Job Selection’ and enter the
following only:
- Enter the Job Name of your plant specific batch job for Deadline Monitoring. This will be in the
format ZD_WM_DL_MONITOR_XXY_ZZZZ_UPD where:

1SAP
Step Detail
- XX - Frequency/Interval Call Object; Y - Unit of Measurement; ZZZZ - Planning Plant

- User Name - *
- Select Status - Finished.
To further limit your search to relevant Batch Jobs, enter a date range in the Job Start Condition
“From” and “To” fields.
Select Spool button next to completed Job entry in the returned list and Display Contents.
Step: 305.05.03.020. Investigate Plan Deadline Monitoring Errors
Step Detail
Role Plan Starter

What The goal of this process step is to ensure Work Strategies are executed as developed. Errors
that are identified in the Deadline Monitoring Log may result in the update of Work Management
Master Data Objects.
Portal My Work > Work Management > Data Management > Maintain Data Quality > Schedule Work
Navigation Plan
Path
How To investigate Plan Deadline Monitoring Errors, use transaction 'Schedule Work Plan'. From the
Deadline Monitoring Log identify Work Plans with any errors requiring investigation.
Click the 'Update Scheduling' button to refresh any scheduling errors. Should errors remain,
investigate the Work Plan, Maintenance Items and associated Task Lists.
If the error is associated with the Work Plan, Maintenance Item or Task List, a Master Data
Request is required to be initiated.
Component: Rectify Measurement Document Errors

Step: 305.05.03.115. Check Incorrect Measurement Document Impacts
Step Detail
Role Plan Starter

What The goal of this process step is to check that Work Plans have not inadvertently called Work
Orders or Out of Tolerance Notifications have not been created.
Portal My Work > Work Management > Data Management > Maintain Data Quality > Display
Navigation Measuring Points (Selection List)
Path
How To check for incorrect Measurement Document impacts use transaction 'Display Measuring
Points (Selection List)' and complete only the following:
- Measuring point - Enter the relevant Measuring Points
Execute the Transaction.

1SAP
Step Detail
From within the returned results (if there’s only one record found it will be shown directly) check
the following:
- Double click on the Measuring Point number to access the screen “Display Measuring Point:
General Data” and from the menu choose “Environment à Usage in Maintenance Plans”. If the
Measuring Point is used in any Work Plan they will be listed, then proceed to review the Work
Plan by double clicking on the Work Plan number. Then proceed to view the associated Work
Orders related to Work Plan call dates by opening the tab “Maintenance plan schedule calls”
and selecting the specific call and displaying the Work Order by clicking on “Display call object”
button. Then proceed to arrange for closure or correction of the dates on the associated Work
Orders via the Work Order change process.
Also, to display incorrectly generated Notifications by accessing from the Measuring Point, copy
the Measuring Point number and launch the Notification list edit transaction and enter the
selection criteria in the description field as “Measuring Point [Measuring Point number] is out of
range” (e.g. Measuring Point 50011999 is out of range) and User Status inclusive of “MPT”.
Then proceed to review the created Notifications and arrange for their closure.
Component: Locate Object Information

Step: 305.05.03.130. Obtain List of Linear Objects Within Functional
Locations
Step Detail
Role Linear Object Quantifier

What The goal of this process step is to produce a list of installed linear objects within Functional
Locations for further analysis. Linear objects are installed as Characteristics within the
PM_FLOC_COMM Class when there is a legal or statutory requirement to identify items within a
Functional Location.
Portal My Work > Work Management > Data Management > Maintain Data Quality > Find Objects in
Navigation Classes
Path
How To produce a list of installed linear objects, use transaction 'Find Objects in Classes', . With the
following field entries only:
- Class - PM_FLOC_COMM
- Class Type - 003
- Select - 'Continue (Enter)' button.
Upon entering the screen, search for linear object values by entering required linear object
values (may be wildcard search) in the value section of the screen, then:
- Select the 'Find in initial class' button
- Select the 'Select All' button and then the 'Expand Multiple Values' button to view the results
- a list of linear objects will be returned with the associated Functional Locations displayed
- Select the 'Export' button to export to a spreadsheet for further analysis.
Step: 305.05.03.140. Locate Installed Material Within Technical Object

Structure

1SAP
Step Detail
Role Defective Material Locator

What The goal of this process step is to locate an installed Catalogued Material within the Technical
Object Structure. This is possible due to Measuring Points having been created for Catalogued
Materials that require tracking, with the Assembly field containing the installed Material number.
Navigation Measurement Documents (Selection List)
Path
How To locate an installed item within the Technical Object Structure, use transaction 'Display
Measurement Documents (Selection List)' and enter the following only:
- Select the Measuring Point 'Multiple selection' button
- within the 'Multiple Selection for Measuring point' screen, select the 'Multiple selection' button
- if the screen does not show 'Display Measuring Point: MeasPoint Selection' click Back or New
Search depending on what button is available. Proceed with selecting the button for Measuring
Point List
- within the 'Display Measuring Points:MeasPoint Selection' screen, enter in the 'Assembly' field
the Material Number to be located
- Execute the transaction, the list of Measuring Points will be displayed
- Click the 'Select All' button and select the 'Choose' button, the results will be copied into the
'Multiple Selection for Measuring point' screen
- select the 'Copy' button.
Within the 'Display Measurement Documents' screen, enter the following:

- No of MeasDocs by MeasPoint - 999
- Text - Enter the Serial number, range or use a wildcard search to select all affected serial
numbers, 'Execute' the screen
- to locate the Measuring Points where the serial numbers are currently installed, locate from the
list the latest Measurement Document created for the serial number and copy the Measuring
Points where these serial numbers have been installed
- Select the 'Back' button to return to the initial screen 'Display Measurement Documents
(Selection List)'
- Select the Measuring Point 'Multiple Selection' button and remove the Measuring Point values
from the 'Measuring Point' fields by selecting the 'Delete entire selection line' button
- Paste the copied Measuring Point values into the 'Measuring Point' fields
- Select the 'Copy' button
- Select the 'Text' field 'Multiple selection' button and remove the serial number values from the
'Text' fields by selecting the 'Delete entire selection line' button
- Select the "Copy" button
- Click 'Execute'.
From the list of displayed Measurement Documents for the Measuring Points, the most recent
serial number installed in that location can be determined by sorting the list by Measurement
Document and then subsequently by Measuring Point. For each Measuring Point, compare the
serial number of the most recent Measurement Document against that Measuring Point to the
recalled serial numbers to confirm that it is a match. If there is a more recent serial number
installed in that location, then the recalled serial number has been removed and may be in repair
or inventory.
Where the recalled serial number is installed into fleet or plant, proceed to initiate the creation of
a Notification for the removal/replacement of the recalled Material and locate previous repair
history reports for the Material, where available.
Step: 305.05.03.150. Locate Material History

1SAP
Step Detail
Role Defective Material Locator

What The goal of this process step is to locate the Material history from a repairer or recertifier of a
Catalogued Material. Material history, is stored within Document Information Records (DIRs)
with a Material Number and Serial Number reference.
Portal My Work > Work Management > Data Management > Maintain Data Quality > Find Documents
Path
How To locate the history of a Catalogued Material, use transaction 'Find Documents (Selection List)',
complete the following only on the Classification tab:
- Class - DM_PMAC_COMM
- Class Type - 017
- Hit Enter
- Serial # - Enter Serial Number or wildcard search
- Material # - Enter Material Number
- 'Execute' the screen.
A list of Document Information Records containing the history is obtained, this history may be
used to detail the requirements for removal of the Material in the Notification that will be created.
Component: Rectify Time Confirmations

Step: 305.05.03.070. Cancel Time Confirmation
Step Detail

What The goal of this process step is to cancel an incorrectly entered Time Confirmation, due to a
Time Confirmation being entered with incorrect data, including:
- confirmation against wrong Personnel
- confirmation against wrong Work Order Operation
- confirmation entered with incorrect Final Confirmation indication set
- confirmation with incorrect hours.
Navigation Confirmations (Selection List)
Path
How To Cancel an incorrectly entered Time Confirmation, use transaction 'Display Confirmations
(Selection List)' and perform the following only:
- Plant (Planned). Enter the Planned Plant
- Personnel number. Enter number if known
- Work Center (Plan). Enter the Planned Resource Work Center
- Entered on. Enter date range to narrow the search
- Execute Transaction.
Select the Time Confirmation to be cancelled and from the menu path select Completion
confirmation>Cancel
- Click the 'Save' button
- Click back.

1SAP
Level 2: 305.06. Work Management Monitoring and Controlling

Monitoring and Controlling work performance and process discipline on a regular basis ensures that short and
medium term problems do not result in long term issues affecting the controlled and transparent execution of
the Work Management Processes. Short term monitoring and controlling also ensures that the suite of Metrics
are recording accurately the true performance of the functions using the Work Management process.

1SAP

1SAP
Concept Description
Why is the Work Management The Work Management Monitoring & Controlling process is important
Monitoring & Controlling because it ensures that short and medium term problems do not result in
Process Important to BHP long term issues affecting the controlled and transparent execution of the
Billiton? Work Management Processes.
Business Warehouse (BW) Reports and SAP are utilised to monitor and
control Work Management execution. The execution of simple monitoring
and controlling processes will ensure that the Functions utilising the Work
Management process are doing so with consistency and transparency,
therefore mitigating exposure to Material Risk Issues.
Overview: Monitor & Control The Monitor & Control Weekly Transactional Data process incorporates a
Weekly Transactional Data weekly review of Notification and Work Order information for data validity
thus enabling analysis of business process compliance.
Additionally, a gap analysis between the desired performance results and
the actual results of the evaluated process is conducted.
Overview: Monitor & Control The Monitor & Control Weekly Work Management Process Discipline review
Weekly Work Management incorporates a weekly evaluation of Process Metrics.
Process Discipline Additionally, a gap analysis between the desired performance results and
Overview: Monitor & Control The Monitor & Control Quarterly Work Management Process Discipline
Quarterly Work Management review incorporates a quarterly evaluation of Process Metrics.
Process Discipline Additionally, a gap analysis between the desired performance results and
Overview: Monitor & Control The Monitor & Control Critical Work process ensures that metrics are
Critical Work accurately recording performance, and that legal and statutory obligations
are complied with.
Additionally, a gap analysis between the desired performance results and

1SAP
Level 3: 305.06.02. Monitor and Control Weekly Work

Management Process Discipline

Monitor and Control Weekly Work Management process discipline to ensure that Metrics are accurately
recording performance and to uncover short term process discipline issues.
Weekly Reporting The purpose of this component is to analyse weekly reporting compliance to
Compliance uncover short term issues.
Weekly Strategy Compliance The purpose of this component is to analyse weekly strategy compliance to
uncover short term issues.
Weekly Scheduling The purpose of this component is to analyse weekly scheduling compliance
Compliance to uncover short term issues.
Weekly Execution The purpose of this component is to analyse weekly execution compliance
Compliance to uncover short term issues.
Weekly Process Discipline The purpose of this component is to determine the gaps between the
Gap Analysis desired performance results and the actual results of the evaluated process.
Concept Description
Compliance Reporting for A weekly analysis of business process compliance.

Monitor & Controlling Weekly There are four key areas of compliance analysis:
Work Management Process - reporting compliance
Discipline - strategy compliance
- scheduling compliance
- execution compliance.

1SAP
Concept Description
This activity is conducted by various Global Job Groups, depending on the

Metric being reviewed.
Why is the Monitor and Monitor and Control Weekly Work Management Process Discipline identifies
Control Weekly Work issues in process discipline compliance. Resolution of compliance issues
Management Process identified from a detailed analysis of the metrics will enable accurate
Discipline Process Important reporting of business performance.
to BHP Billiton?
Component: Weekly Scheduling Compliance

Step: 305.06.02.070. Weekly Review Schedule Loading
Step Detail

What The goal of this process step is to review Work Center Capacity Scheduled to mitigate the effect
on Adherence to Schedule Done on the Day and Planned & Scheduled Work.
Portal My Work > Work Management > Work Management Monitoring and Controlling > Monitor and
Navigation Control Weekly Work Management Process Discipline > Work Order Scheduling
Path
How To monitor Work Center Capacity Scheduled, use Managed Bookmark ‘Schedule Loading
Details’ and review the data of the week.
On the Parameter screen enter the following:

- CSG - mandatory
- Asset - mandatory
- Scheduling Week - mandatory.
By choosing a week, the Capacities can be viewed on the Work Center Capacity vs Load graph
and the Work Orders can be accessed.
If Schedule Loading is trending upward (increasing) then the following should be considered:
- allowance for interrupt work is decreasing, allowing more work to be Planned and Scheduled
into the Weekly Work Schedule
- capacities of Work Centers are being adjusted downwards, making entire work crews or
certain capacities of work crews invisible to available capacities.
If Schedule Loading is trending downward (decreasing) then the following should be considered
- interrupt work is increasing and allowances are being made in the Weekly Work Schedule to
accommodate these regular interruptions
- Work Centers are being adjusted to accurately represent to available capacity of all Capacity
Managed Resources at the Operations.
Step: 305.06.02.080. Weekly Review Outstanding Work Orders
Step Detail

What The goal of this process step is to review Outstanding Work Orders with an attempt to mitigate
the effect on Adherence to Schedule Done on the Day.

1SAP
Step Detail
Portal My Work > Work Management > Work Management Monitoring and Controlling > Monitor and
Navigation Control Weekly Work Management Process Discipline > Work Orders
Path
How To monitor the Outstanding Work Orders on a weekly basis, use Managed Bookmark,
'Outstanding Work Orders Details', and review the data for the week.

- CSG - mandatory
- Planning Plant - optional
- Snapshot Week - mandatory
If Outstanding Work Orders is trending upward (increasing), then the following should be
considered:
- Outstanding Work Orders prevent the previously Scheduled or arranged Work Orders from
being executed as desired.
If Outstanding Work Orders is trending downward (decreasing), then the following should be
considered:
- Scheduling process is in control and Work is being consistently completed or moved to allow
for completion
To have control of Outstanding Work Orders will enable work to be completed and prevent
failures from occurring due work being executed with sufficient lead time and result in a stable
Work Schedule due to reduced Schedule-interrupt work.
Any Outstanding Work Orders are to be arranged to be TECOd or Rescheduled to a future date.

1SAP
Level 1: 304. Procurement

Procurement manages strategic sourcing plans, full contract lifecycle, transactional procurement activities and
the full supplier lifecycle. Data is gathered and markets are analysed to enable the development of a sourcing
strategy and sourcing plan. The sourcing plan is used to initiate sourcing for non-traded contracts. Adhoc
requests may also arise requesting the creation and change of non-traded contracts. Non-traded sourcing
contracts are finalised and facilitate effective purchasing of goods and services to meet delivery dates for
customer needs and facilitate invoicing to ensure suppliers are paid on time. The management of suppliers
ensures mutually beneficial business arrangements as well as performance measurement, reward and
development of suppliers.
Procurement manages tenement contract management to facilitate the lifecycle activities associated with
rights management from application/negotiation through to rights finalisation, rights management and includes
provision for conversion. It ensures all collections of rights, in the form of titles, agreements, leases, licences
and permits to hold resources. The rights to the property within a defined area are managed with facilitation
for the associated payments.

1SAP
BHP Billiton Owner: Steve Clifford

Type: Value-added chain diagram
Engineer: Alok Sharma
304. Procurement
304. Procurement
304.01. 304.02. 304.03.

Sourcing Strategy and Non-traded Contract
Transactional Purchasing
Planning Management
304.04. 304.05. 304.06.

Procurement Monitoring and Tenement Contract
Supplier Management
Controlling Management

1SAP
Concept Description
Why is the Procurement The design intent of the Procurement Process is to optimally manage the
Process Important to BHP inbound supply chain and support the Supply function in mitigating supply
Billiton? risks to the business. Ensuring goods or services are contracted or
procured at the optimal rates, delivered and received on-time, and suppliers
are paid accordingly on-time based on standard payment terms.
Procurement: Did you Know? Plan to Pay (P2P) refers to the Supply Plan to Pay (P2P) Group Level
Document. This standard describes the minimum performance requirements
to support effective execution of Plan to Pay processes for non-traded
goods and services.
The Plan to Pay (P2P) Group Level Document defines the application,
performance requirements, process automation, creation and approval
business rules for purchase requisitions, purchase orders, service entry
sheets and invoices. Invoice processing and reconciliation, management of
non-order invoices, payment terms, purchasing cards and segregation of
duties requirements are also defined.
What are the Key Measures of The key measures of success are:
Success for Procurement? - appropriate Spend on System Contract
- optimised Purchase Order (PO) line item automation
- optimised Invoice Automation
- reduced Non-Order Invoice (NOI) spend
- improved Delivery-In-Full-On-Time (DIFOT)
- improved Payment-In-Full-On-Time (PIFOT).
Did You Know TCM is Part of Procurement manages tenement contract management to facilitate the
Procurement? lifecycle activities associated with rights management from
application/negotiation through to rights finalisation, rights management and
includes provision for conversion. It ensures all collections of rights, in the
form of titles, agreements, leases, licences and permits to hold resources.
The rights to the property within a defined area are managed with facilitation
for the associated payments.
Financial Services Kuala The Accounts Payable processes are part of the 304. Procurement area and
Lumpur (FSKL): Did You are processed by the Financial Services KL team which includes the
Know? Payment Services KL team.

1SAP
Level 2: 304.03. Transactional Purchasing

Manages requests for goods and services with effective purchasing and invoicing to meet delivery dates for
customer needs and suppliers are paid on time to meet agreed terms and conditions. Approval or release of
purchase requisitions, automatic or manual creation and approval of purchase orders. Purchasing documents
are exchanged electronically with Suppliers via the eMarketplace or manually by fax and email. Goods and
services delivered are validated and entered along with the invoice.

1SAP

1SAP
Concept Description
Why is the Transactional The importance of the Transactional Purchasing Process is to optimise
Purchasing Process effective automation of procure to pay processes while ensuring goods and
Important to BHP Billiton? services are procured in time to support the operations and meet customer
requirements. The e-market place is used for high volume end to end
document exchange.
Transactional Purchasing: BHP Billiton generated over 1 million Purchase Requisitions in the financial
Did You Know? year ending June 2010 for direct purchases of non-traded goods and
services.
What are the Key Measures of The key measures of success are:
Success for Transactional - quality requisitions entered and approved
Purchasing? - automation levels optimised
- invoice rejections minimized
- suppliers paid within agreed terms
- GR/IR account reconciled.
Non-Traded Goods and Non-Traded goods and services are all goods and services that are not part
Services of BHP Billiton’s finished product portfolio, such as raw materials and
associated supporting services such as export shipment.
Typical examples of non-traded goods and services include office supplies,

repair parts, repairable components, fixed and mobile plant equipment,
consumables, consulting, project management, and cleaning, and repair and
installation services.
Supply Workflow Approval The Supply workflow approval bands provide for system approval in addition
Bands to the CSG/TMU approval matrix and BHP Billiton’s group approval
framework. For example, CSG/Asset approval frameworks may require
additional checks prior to and outside the workflow approval.
A Workflow Approval Band is assigned to each position at the local level.

This permits the CSG/TMU to determine which positions require specific
approval bands in order to appropriately distribute workflows based on
accountability, considering volume and value, in addition to supporting the
CSG/TMU’s local approval matrix.
Supply workflow approval bands enable the delegate to approve Purchase

Requisitions, Logistics Invoice Verification (LIV) Invoices and Blanket Order
Invoices within the limits of their approval band.
Purchase Order Release Following the financial approval by the cost centre owner, all high value
Purchase Orders as per GLD.027 Supply 'Plan to Pay' must be released by
the Supply Management global job group to ensure the Supply process has
been followed.
These types of release will only be performed using the Purchase Order
POWL (Personal Object Work List). It is very important that Supply
Managers check their POWL screen regularly to release these types of
PO's.
This POWL will also be available to the Purchasing Officer, but for
Procurement global job group, it would only allow monitoring of blocked
PO's rather than giving them access to perform the release.
Tolerance (Procurement) Tolerance is defined as the maximum allowable deviation from a standard,
or a percentage by which the stipulated quantity or value may be exceeded.

1SAP
Concept Description
In terms of purchasing documents, tolerance can relate to:

- supply contingencies; these can be included in purchase orders for
services
- contingencies that comprise the overall limit at item level and/or the
over-fulfilment tolerance at service line item level.
All contingencies will require approval through workflow. A contingency can

also be set by invoking an overall limit to any potential value increase on the
“Limits” tab of the purchase requisition.
For Invoice Processing, the tolerance for price variance is up to US$100 or

10 per cent (whichever is lower), and for Invoice processing quantity
variance tolerance is zero between invoice and goods receipt.
e-Enablement e-Enablement is an indication of supplier readiness to participate as a
member of the e-marketplace or online portal. If a Supplier is fully
established in the automated processes of the e-marketplace, the Supplier
is considered electronically enabled.
The standard eBusiness connection with Suppliers via the eMarketplace, is

in alignment with the 1SAP principles and supports the standard 1SAP
process.
The 1SAP design and Supply function three year business plan includes
optimal use of the eMarketplace to support end-to-end P2P document
exchange and collaboration with Suppliers. BHP Billiton utilises the
Quadrem eMarketplace.
Quadrem provides a secure electronic document exchange link with

suppliers with guaranteed message delivery and full traceability. This
method provides efficient, two-way, electronic communication between BHP
Billiton and Suppliers in the regions that BHP Billiton operates. In addition,
Quadrem provides online catalogue capability via a hosted solution or
through a punch-out connection. This connection provides BHP Billiton with
a single point of connection to a variety of catalogues for both goods and
services.
The use of Quadrem is in alignment with STA.022 Supply ‘Plan-to-Pay’

Management Standard. The range of documents utilised by BHP Billiton
includes:
- Purchase Order
- Purchase Order response
- Change Order
- Change Order response
- Advance Shipping Notification
- Service Entry Sheet
- Service Entry Sheet response
- Invoice
- Remittance advice.
Transmission of documents to and from suppliers is via an electronic data

interface (EDI).

1SAP
Level 3: 304.03.01. Process Purchase Requisition

Requests goods and services for external purchasing and goods for intra-company and inter-company stock
transfers. Requisitions for external purchasing are created either manually or automatically with or without
referencing a contract. Each requisition needs to be approved in accordance with the approval framework.
Stock transport requisitions are used to request stock movements from one location to another. Requisitions
created will be processed into either purchase orders or stock transport orders.
Identify Purchase Requisition This component involves identifying the need for requisitions to be raised for
Requirements either goods or services. This component also covers searching for existing
requisitions, and for goods and services in the 1SAP system to determine
the most appropriate requisition creation method and type.
Create, Approve and Change This component involves the creation, approval, and change of PRs.
Purchase Requisitions
Determine Purchase This component involves the Procurement GJG determining the required
Requisitions Follow-on follow on processing of PRs based on value and sourcing approach.
Processing
Process Material This component involves the automated creation of PRs as a result of the
Requirements Planning (MRP) MRP run and the review and release either automatically based on system
Requisitions settings, or manually by the Inventory Planning GJG.
Concept Description
Use of Purchasing Cards Use of Purchasing Cards is encouraged in the appropriate circumstances.

1SAP
Concept Description
These are typically low value purchases for one-off or minor goods and
services.
The Plan to Pay GLD clearly sets out the situations in which Purchasing
Cards shall and shall not be used. When determining whether the
requirement can be fulfilled via use of a Purchasing Card, refer to the GLD.
Use of Non-Order Invoice Use of Non-order invoice is allowed on an "exception" basis. These
exceptions are based on supplier type, upload type entries, or for credits
and advances.
The Plan to Pay GLD clearly sets out the situations in which Non-order
Invoices (and one time vendors) shall be used. When determining whether
the requirement can be fulfilled via use of a Non-order invoice, refer to the
GLD.
Use of Reservations Reservations are used to plan and request stocked materials from the store.
Where a material is stocked, always use a reservation rather than a
requisition.
Purchase Requisitions – The Plan to Pay GLD clearly sets out the required segregation of duties for
Segregation of Duties PRs.
A purchase order creator cannot create or approve PRs. For this reason, the
Procurement GJG does not have the PR creation or approval roles as part
of their GJG, whilst all other GJGs do.
Using Service Contracts with Setting up service contracts in the 1SAP system help to control and
Purchase Requisitions automate purchasing.
Using existing service contracts as the source of supply as often as possible

(and always in the GLD mandated circumstances) with your purchase
requisitions has several advantages to you and BHP Billiton.
The advantages are:

- process automation; anytime you assign your requisition's source of supply
to a service contract (referred to as an outline agreement or central
contract), the requisition will automatically convert to a purchase order and
transmit to the supplier upon approval
- faster turnaround; your requisition doesn't sit in the system queue waiting
to be processed by Supply, your supplier receives the purchase order much
faster and can provide the required services much more quickly
- integration of Contract information; contract rates are referenced in the PR,
and the overall spend is limited by the contract value.
Where a service contract is not required, ensure compliance with the

minimum quotation requirements specified in the Plan to Pay GLD.
Purchase Requisition The Purchase Requisition (PR) workflow follows the path outlined in the PR
Workflow Workflow Diagram.
How is my PR Workflow 1SAP PR Workflow is based on all of the following:
Directed to me? - Global Job Groups (GJG) - a GJG must have the PR Approver role to be
able to approve PR Workflow
- Supply Workflow Approval Band - a band assigning the appropriate,
delegated level of authority must be assigned to the position
- Cost Centre Assignment - the appropriate cost centre must be linked to the
position.
Note that with 1SAP Workflow, there is only one approval. So if an item

1SAP
Concept Description
costs $500,000, it will immediately be directed to the approver with this

approval band.
PR Workflow Escalations Any PR items in your workflow that are not actioned will escalate after three
days to the 1-up Manager. Whilst an email will be sent to you notifying you
that you have workflow (one email on each day you receiver one or more
new items), it's important to check "My Work Centre" regularly.
If you have people reporting to you, you may also receive escalation items if
they have not actioned their workflow. Items that have escalated are clearly
marked as such.
Escalations are generated once only and do not keep escalating if items are
not actioned.
PR Workflow Substitutions It is possible to substitute your workflow items to another person, if you will
be away on leave, for example. It's important to do this ahead of time and to
discuss the detail of the substitution with your substitute.
Using the Outstanding The Outstanding Workflows BW Report provides a list of outstanding
Workflows Report workflows by ageing. Supply Management shall use this report on a weekly
basis to ensure that workflows are being actioned in a timely manner.
Make sure you action your workflow promptly so you do not need to be
chased up on workflow items.
When to Use a Blanket Blanket order usage is controlled by the Plan to Pay GLD. This specifies that
Requisition/Order Blanket Orders may be used for utilities only and that usage of blanket
orders requires prior approval from the Supply Manager.
What are Framework Framework Requisitions/Orders are used to procure external services
Requisition/Orders requiring a fixed invoicing plan to manage recurring payments. The invoicing
plans lists the dates on which the invoices are to be created and paid. If an
invoicing plan exists, there is no need for a goods receipt or service entry
sheet, and invoices are created automatically.
Periodic invoice plans facilitate the automatic creation and payment of

invoices using evaluated receipt settlement (ERS) functionality. The vendor
master record must be set up to reflect this. With periodic invoice plans, the
total value of the PO item is invoiced on each due date.
Any additional service costs require a variation on the contract.
The framework PO has a fixed end date and must be raised for each
financial year.
Note: Do not use framework orders to replace an outline agreement.
Framework requisition/orders are used to procure external services requiring

a fixed invoicing plan to manage recurring payments over a period of time.
They should be used only for cases where it is certain that the amount and
frequency of the payment will not change; for example, a yearly rental
contract.
Setting up a Framework A framework requisition is a different kind of PR document type. It is
Requisition important to remember to select this different type at the top of the PR
creation screen; choose 'Framework requisn.'.
It is also important that you give the PO Creator the detail of the instalment
payment amounts and dates. You can do this via the Item Note or via the
'Services for Objects' button, adding an attachment.

1SAP
Concept Description
Setting up a Blanket Blanket requisitions are set up as service PRs with item category B. The
Requisition limit is maintained on the limits tab of the requisition.
Processing Invoices for Provided the value limit is not exceeded, invoices for Blanket Orders are
Blanket Orders able to be entered directly without a goods receipt or service entry sheet
being processed.
When a blanket order invoice is processed, it is automatically blocked for

payment by the 1SAP system and a workflow for approval of the invoice is
triggered to the cost centre manager for the cost centre specified on the
order.
When to Use a Sub-contract Sub-Contract requisitions are specialised and are used for:
Requisition - management of repairable spares for the Maintenance, Repair, and
Overhaul (MRO) of catalogued items where goods are issued to the vendor
for repair
- assemblies
- rework of one material that has returned as another material, e.g. dross.
A Subcontract PR must:
- be for a catalogued item, i.e. it has a material master record
- not be created via Materials Requirements Planning (MRP).
Setting up a Sub-contract To specify the PR as subcontract, choose item category L. Once the PO is
Requisition created, the goods are issued via the sub-contract PO to the vendor and
later receipted back.
When to Use a Rental Rental Equipment Requisitions will be used in the case of high value, onsite
Equipment Requisition rental equipment. The advantage of using the Rental Equipment req/order
process is that it allows you to not only manage the payment of the vendor,
but also to track the movement of the equipment on and offsite, providing
greater control.
Setting up a Rental A rental requisition is set up as a service requisition with an additional
Equipment Requisition non-valuated item to represent the rental equipment.
Contingency on Services With services, it can be difficult to know exactly how much of a service
(hours, days, etc.) it will take to get the job done.
For this reason it is possible to set up some contingency on the requisition.

There are two options:
- 1) Limits; a limit can be added to provide a buffer to the agreed quantity of
services or to provide for an associated cost such as travel. Maintain limits
in the Overall limit and Expected value fields on the Limits tab of the
requisition.
- 2) Overfulfilment tolerance; an overfulfilment tolerance allows the specified
quantity of services to be exceeded by the specified percentage, the
maximum allowed being 5%. Maintain the overfulfilment tolerance on the
service line item.
Both limits and the overfulfilment tolerance are considered in the requisition
amount approved.
When to Use a Service Master Wherever possible, and always when mandated in the Plan to Pay GLD, you
and/or a Service Contract should use a service contract and a service master for your purchase.
Remember that you can search for a service contract using your Purchasing
POWL or ME3L.
You can search for a Service master from within the Requisition Create

1SAP
Concept Description
screen or using AC03.

When to Use a Services Commonly used vendors may be set up as eCatalogues. This simplifies the
eCatalogue purchase of their services by allowing access directly from the 1SAP system
to the vendor catalogue.
This is faster for you as the requisitioner, but also good for BHP Billiton as
we do not have to maintain all those items in our catalogue; the vendor does
this instead and the detail is copied directly into your requisition.
An example of a service set up via eCatalogue is rental equipment, where a

supplier has a contract in place to supply rental equipment on site. The
catalogue is maintained with contract rates for the rental.
When to Use a Free Text Free text requisitions should only be used when there is no service master
Service Requisition set up and it does not make sense to set one up as the purchase is of a
one-off nature and does not meet any GLD requirements for cataloguing.
When creating a free text requisition, you must still comply with the minimum
quotation requirements set out in the Plan to Pay GLD.
Service Entry Sheet Workflow The default Service Entry Sheet Unblocker is the person who created the
Unblocker related requisition. However, it is possible to change this person, if more
appropriate. To change this, put the login name of the appropriate person in
the Workflow Unblocker field on the Service line of the requisition. The
Service Entry Sheet unblock workflow will be directed to this person.
Working with your Supply The Supply Team manage purchase orders and are responsible for sourcing
Team the most appropriate supplier for your purchase.
As per the Plan to Pay GLD they are able to make purchase order item
additions and changes that are not more than 20% of the planned value and
less than a maximum of US$5,000. Any changes beyond this level, must be
reflected in the PR, and approved via workflow.
When to Use a Catalogued A purchase requisition for catalogued materials is a purchase requisition that
Material PR references a material master number from within the requisition.
Referencing the material master has benefits in that it:

- is easier and faster for you as the requisitioner, linking you to price and
supplier information directly
- is better from a reporting perspective, enabling analysis of purchasing
patterns.
A catalogued material requisition should be used for non-stocked items

whenever there is a material master available. When one is not available but
you know there should be (because you will be making repeated purchases
of the same item), request a material master be created.
Advantages of Using a When you use a catalogued material in your PRs the requisitioning process
Catalogued Material is more automated.
Based on the material number selected and your location (Plant), vendor
and pricing information from the information records and contracts is
populated in the PR. Where a contract exists, the PR is automatically
converted into a PO.
When to Use a Goods Commonly used vendors may be set up as eCatalogues. This simplifies the
eCatalogue purchase of these services by allowing access directly from the 1SAP
system to the vendor catalogue.

1SAP
Concept Description
This is faster for you as the Requisitioner, but also good for BHP Billiton as
we do not have to maintain all those items in our catalogue, the vendor does
this instead. Examples of eCatalogues are Blackwoods and Corporate
Express.
When to Use a Free Text Free text requisitions should only be used when there is no material master
Goods Requisition set up and it does not make sense to set one up, as the purchase is of a
one-off nature and does not meet any GLD requirements for cataloguing.
When creating a free text requisition, you must still comply with the minimum
quotation requirements set out in the Plan to Pay GLD.
Using the Purchasing POWL The Purchasing POWL is the fastest and most effective way to manage your
Purchasing work. The Purchasing POWL allows you to quickly display:
- Purchase Requisitions
- Purchase Orders.
These can all be searched according to various standard criteria, or your

own personal criteria.
The first step in using your POWL is to set up "Quick Criteria" for each
standard query. This is common criteria such as Plant code or time period,
that control which items display in the POWL. Once Quick Criteria are
established, relevant purchasing information displays each time you access
the POWL.
To set up your own personal criteria, refer to the 1SAP Basics: Set-up
module.
Searching for PRs in the Whilst POWL is the best way to search for PRs, sometimes it makes sense
1SAP GUI to search for PRs in the 1SAP GUI.
A number of methods are available:

- search for an individual requisition from the PR Create, Change or Display
transactions (ME51/2/3N)
- from the Document Overview area within the PR Create, Change or
Display transactions (ME51/2/3N)
- use List Display of Purchase Requisitions (ME5A), based on specified
selection criteria.
1SAP Advanced Search The 1SAP Advanced Search Engine covers all search requirements for
Engine material, service and vendor. It is accessed via search help from material,
service or vendor fields in 1SAP.
1SAP Advanced Search Engine provides two options:

- a simple search, giving the user a Google™-style search field with an
option to activate a 'fuzzy' mode which returns hits even if the spelling is not
correct
- an advanced search which provides the Google™-style search in
combination with specific fields; this is the recommended default search.
1SAP Advanced Search Engine provides a Google-style search for Material

Masters, Vendor Masters and Service Masters. The 1SAP Advanced Search
is carried out on search indexes maintained on a dedicated server resulting
in faster search results. The 1SAP Advanced Search Engine indexes are
updated daily.
The Google™-style, single search field “Full Text Search” will search across

1SAP
Concept Description
all client-level data on the object. The advanced 1SAP Advanced Search
Engine allows this search field to be used in conjunction with other specific
data fields e.g. to restrict a material search to be only for material type HIBE
and non-deleted materials.
1SAP Advanced Search The 1SAP Advanced Search Engine for materials includes:
Engine for Material Masters - classification data
- plant level data
- storage location data
- vendor part numbers from associated purchasing information records
- additional fields such as MRP type and unrestricted use stock.
1SAP Advanced Search The 1SAP Advanced Search Engine for service master includes all Service
Engine for Services Master Data including long text.
1SAP Advanced Search The 1SAP Advanced Search Engine for vendors includes:
Engine for Vendors - classification data, allowing search on DUNS number
- vendors email address
- partner data
- vendor account group.
Activities for 304.03.01. Process Purchase Requisition
Create Purchase Requisition The objective of this Activity is to:

- perform searches for existing Purchase Requisitions
- display Requisitions including checking various aspects of the requisition
such as workflow status
- link from a Requisition to related Purchase Order(s)
- determine if a catalogued material exists for a goods requirement
- determine if a service master and/or service contract exists for a service
requirement.
Component: Identify Purchase Requisition Requirements

Step: 304.03.01.005. Determine Search Method for Existing PRs
Step Detail
Role Purchase Requisition Creator

What The search methods for existing Purchase Requisitions(PRs) can be:
- the POWL, which allows the search of Goods or Services PRs using different search
parameters, such as Requisitioner, Delivery Date, Purchasing Group, Processing Status, among
many others
- “Service List for Requisitions“ link that allows the search for Service PRs using a Service
Number
- "Purchase Requisitions: List Display" link that allows the search for requisitions from a vast list
of options and selection criteria, e.g. Purchase requisition, Purchasing group, Material, Item
Category, Requirement tracking number, Requisitioner, Short Text, etc.
How To determine whether to use the POWL or the “List of Services PRs¨, depending on the data

1SAP
Step Detail
available for the search. The POWL is the recommended search method, unless the unique
data available for the search is a Service Number. In this case, the search option will have to be
the ¨List of Services PRs¨ link.
To determine the search method for existing PR's, use the information on hand (e.g. Material
Master number, Service Master Number, Short Text, etc.) and select the most suitable search
method from the following:
- Purchase Requisition POWL. The POWL is the recommended search method
- select the ¨List of Services PRs¨ link, that allows the search for Service PRs using a Service
Number
- "Purchase Requisitions: List Display", that allows the search for requisitions from a vast list of
options and selection criteria, e.g. Purchase requisition, Purchasing group, Material, Item
Category, Requirement tracking number, Requisitioner, Short Text, etc.
Step: 304.03.01.010. Search for Existing Goods PRs
Step Detail

What Review existing PRs to ensure the material has not already been requested in the system.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Purchase
Navigation Requisitions: List Display
Path
How To search for existing goods PRs:
- select the link "Purchase Requisitions: List Display"
- fill the search parameters as required e.g. Material Master Code, a Material Text, etc.
Step: 304.03.01.015. Search for Existing Service PRs
Step Detail

What Review existing PRs from a Service to ensure the service has not already been requested in the
system.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Service List
Navigation for Requisition
Path
How To search for existing Service Requisitions using the Purchase Requisition POWL, follow the
next steps:
- select the link ¨Display List of Service PRs¨
- fill the search parameters as required e.g. Service Master Code or a Service Description Text.
Step: 304.03.01.020. Search Material Master for PR Creation
Step Detail

What Searching for Material Master is done to check if the material is available for use in the plant

1SAP
Step Detail
before creating a PR for non-stocked items or a reservation for stocked items. This is carried out
to minimise the use of Free-Text materials and maximise the use of materials catalogued in the
system and managed on system contracts.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Requisition
Navigation POWL
Path
How To search for Material Master for PR Creation:
- select the query Äll Materials¨ within the Materials section of the Purchase Requisition POWL.
It will enable the search of Material Master records depending on the parameters specified in the
query, e.g. material number, material description text.
Step: 304.03.01.025. Search for Valid Goods Source of Supply
Step Detail

What Search for a valid Source of Supply to identify if there is an existing contract in place for the
particular material required. When a valid Source of Supply exists, the Source of Supply must be
assigned in the PR, and the system will automatically convert the PR into a Purchase Order
(PO), once the PR is approved.
Navigation POWL
Path
How To search for Valid Goods Source of Supply:
- select the query Äll Materials¨ within the Materials section of the Purchase Requisition POWL.
It will enable the search of Material Master records depending on the parameters specified in the
query. Once the Material Master record is found:
- select the Material and go to More Actions
- within More Actions, select ¨Valid Source of Supply¨
- the Portal will display the Sources of Supply valid for that Material Master Record.
Step: 304.03.01.030. Search eCatalogue via PR Creation for Goods
Step Detail

What Searching in an eCatalogue when the Material is not found in the Material Master, to check if the
material can be requested from the eCatalogue. This is carried out to maximise the use of
materials catalogued in the eMarketplace and managed on system contracts.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Create
Navigation Purchase Requisition
Path
How To search for eCatalogue items:
- select the link ¨Create Purchase Requisition¨
- select the Catalogue button
- complete the ¨Plant¨
- click Save.

1SAP
Step Detail
The eCatalogues available for that plant will be displayed:

- select the eCatalogue required to display the items within the eCatalogue.
Step: 304.03.01.050. Search Service Master for PR Creation
Step Detail

What Searching for Service Masters is done to check if the service is available for use before creating
a purchase requisition. This is carried out to minimise the use of Free Text services and
maximise the use of service masters for repetitive services catalogued in the system and
managed on system contracts.
For PRs that falls in the contractor definition (GLD.054), a service master under contractor
category is mandatory. If there is no service master available for the Key Position Type (KPT)
required, a request must be raised to create the appropriate service master.
Navigation POWL
Path
How To search for Service Master for PR Creation:
- select the query Äll Services¨ within the Services section of the Purchase Requisition POWL.
It will enable the search of Service Master records depending on the parameters specified in the
query e.g. service master code, service description text.
For the contractor management services, the KPT description can be use in the short text to find
the appropriate service master record.
Step: 304.03.01.055. Search for Valid Service Source of Supply
Step Detail

What Search for a valid Source of Supply to identify if there is an existing contract in place for the
particular Service required. When a valid Source of Supply exists, the Source of Supply must be
assigned in the PR, and the system will automatically convert the PR into a PO, once the PR is
approved.
Navigation POWL
Path
How To search for Valid Service Source of Supply:
- select the query Äll Services¨ within the Service section of the Purchase Requisition POWL.
It will enable the search of Service Master records depending on the parameters specified in the
query. Once the Service Master record is found:
- select the Service and go to More Actions
- select ¨Valid Source of Supply¨ and the Portal will display the Sources of Supply valid for that
Service Master Record.
Step: 304.03.01.060. Search eCatalogue via PR Creation for Services

1SAP
Step Detail

What Searching in an eCatalogue when the Service is not found in the Service Master, to check if the
Service can be requested from the eCatalogue. This is carried out to maximise the use of
materials catalogued in the eMarketplace and managed on system contracts.
Path
How To search for eCatalogue Items:
- select the Catalogue icon at the bottom of the page
- fill the 'Plant'
- click 'Save'.
The eCatalogues available for that plant will be displayed:

- select the eCatalogue required to display the items within the eCatalogue.
Step: 304.03.01.075. Search for Valid Contract
Step Detail

What When the Service required is not in the Service Master and it is not available in an eCatalogue,
a Free-text Service PR will have to be created. Before creating the Free-Text Service it is
required to search for a valid contract.
If a valid contract is found for the Service required, the valid contract must be assigned in the PR
and the system. Once the PR is approved, it will automatically convert the PR into a PO.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Display
Navigation Contract
Path
How To search for Valid Contracts:
- select the link ¨Display Contract¨
- the Display Contract : Initial Screen page will display in a new page
- from the Agreement box, select the "Advanced Search Help for Central Contracts" entry.
- enter the information in hand, such as Central Contract Number, Contract Name, Short Text,
Vendor, etc.
- click on Continue (Enter).
A list of contracts will display depending on the parameters specified in the search query:
- select the identified contract and click on Continue (Enter)
- click on Execute to display the selected contract details (Header and Item Overview and
Details).
Component: Create, Approve and Change Purchase

Requisitions
Step: 304.03.01.035. Create PR with Material Master

1SAP
Step Detail

What Creating a direct Charge PR with reference to a Material Master Record when a catalogued item
needs to be purchased against a specific Account Assignment.
All the Direct Charge PRs with reference to a Material Master Record must be Standard type of
PR (NB), and the only 2 Item Categories that should be used for this type of PRs are:
- L - Subcontract for repairable
- (Blank) - Standard.
Path
How To create PR with Material Master:
- fill the mandatory fields (Plant, Purchasing Organization, Purchasing Group, Delivery Date,
etc.)
- assign the corresponding Material Number in the ¨Material¨ Field and an allowed Account
Assignment value.
When a valid Source of Supply exists for the material, the Source of Supply must be assigned in
the Purchase Requisition in the Source of Supply tab within the Item Detail section of the PR.
If the Purchase Requisition is for the purchase of a new Material, a Standard Purchase
Requisition must be created, and the following fields must be filled with the indicated values:
- Item Category: Leave Blank
- Material Number: Relevant Material Number
- Account Assignment: K (Cost Center), P (Project) or F (Order).
If the Purchase Requisition is to repair a Material (Free-Text Repair), a Subcontract Purchase

Requisition must be created, and the following fields must be filled with the indicated values:
- Item Category: ¨L¨
- Material Number: ¨Generic Material Number for Free-Text Repair¨
- Account Assignment: K (Cost Center), P (Project) or F (Order).
For Free-Text Repair, the damage spare must be returned to the warehouse through a Goods
Return Document.
Requisition Templates can be created and used for frequently procured items.
With a Template process the request for material replenishment can be triggered by copying
details from template PR and then updated as required.
The following naming convention must be followed when creating requisition templates:
Plant_UserID_Short Description.
Requisition templates can be created as Local or Public Templates:

- a Local Template can be created for individual usage. This template is specific to the user and
can be maintained locally. When creating a new Local Template, the “Public Template” tick box
should not be checked.
- a Public Template is one that will be available for use globally. When creating a new Public
Template, the “Public Template” tick box must be ticked. In the event that a Public Template
needs to be modified, or deleted, a service request needs to be raised.
Step: 304.03.01.040. Create PR with eCatalogue

1SAP
Step Detail

What Creating a Direct Charge PR referencing an eCatalogue when the goods required are
catalogued in an existing eCatalogue.
All the Goods PRs referencing eCatalogue must be Standard type of PR (NB), with Standard
Item category (leaving the Item Category in Blank).
Path
How To Create PR with eCatalogue:
- select the Catalogue button at the bottom of the page
- select the ¨Plant¨ and save.
The eCatalogues available for that plant will be displayed.

- select the eCatalogue required to display the items within the e-Catalogue
- select the items to be included in the Purchase Requisition
- complete the mandatory fields of the PR (Plant, Purchasing Organization, Purchasing Group,
Delivery Date, etc.)
- assign an allowed Account Assignment value.
Step: 304.03.01.045. Create Goods PR for Free Text
Step Detail

What Free-Text Goods PR should only be created when the required material does not have a
material master record and it is not available in an eCatalogue.
All the Free-Text Goods PRs must be Standard type of PR (NB), with Standard Item category
(leaving the Item Category in Blank).
Path
How To Create Goods PR for Free text:
- complete all the mandatory fields of the PR (Plant, Purchasing Organization, Purchasing
Group, Delivery Date, etc.)
- assign an Account Assignment value
- fill the short text field with the description of the goods required.
Step: 304.03.01.065. Create PR with Service Master
Step Detail

What Creating a Direct Charge PR with reference to a Service number, when the Service required is
in the Service Master.
All the Direct Charge PRs with reference to a Service number must be Standard type of PR

1SAP
Step Detail
(NB), and the Item Category must be D (Service).

Path
How To Create PR with Service Master:
- complete the mandatory fields (Plant, Purchasing Organization, Purchasing Group, Delivery
Date, etc.)
- assign the corresponding Service Number in the ¨Service Field¨ within the Services Tab at the
item level
- enter the country where the service is to be performed in the "Requirement Tracking number”
field with the respective 2 digit Country Code (Country Codes can be seen from the drop down
list available under the tab ‘delivery address’)
- if the field is not populated a workflow is triggered to the PR creator to complete the details
before sending it for approval, with a message and details “Location Of Service Missing”. The
PR creator will be prompted to complete the "Requisition Tracking Number Field" prior to PR
approval
- this is required to ensure adherence to anti-corruption requirements.
When a Valid Source of Supply exists for the material, the Source of Supply must be assigned in
the Purchase Requisition in the Source of Supply tab within the Item Detail section of the PR.
Step: 304.03.01.067. Create PR for Contractor
Step Detail

What Creating a Contractor Purchase Requisition (PR) using a contractor management service
number
All the Contractor PRs must reference a Contractor service number from the Contractor
Management Category (Z001), use standard document type (NB) and service category (D)
Navigation Purchase Requisition for Contractor
Path
How To Create PR for contractor
- select the link Create PR for Contractor
- complete the mandatory fields (Plant, Purchasing Organization, Purchasing Group, Delivery
Date, etc.)
- assign the corresponding contractor Service Number (from the contractor service category) in
the ¨Service Field¨ within the Services Tab at the item level
When a Valid Source of Supply exists, the Source of Supply must be assigned in the Purchase
Requisition in the Source of Supply tab within the Item Detail section of the PR.
Step: 304.03.01.070. Create Service PR with eCatalogue

1SAP
Step Detail

What Creating a Direct Charge Service PR referencing an eCatalogue when the Service required is
catalogued in an existing eCatalogue.
All the Service PRs referencing an eCatalogue must be Standard type of PR (NB), and the Item
Category must be D (Service).
Path
How To Create Service PR with eCatalogue:

- select the Catalogue icon located at the bottom of the page
- select the ¨Plant¨
- click Save.
The eCatalogues available for that plant will be displayed.
- select the eCatalogue required to display the items within the eCatalogue
- select the items to be included in the Purchase Requisition
- complete the mandatory fields of the PR (Plant, Purchasing Organization, Purchasing Group,
Delivery Date, etc.)
- assign an allowed Account Assignment value
field with the respective 2 digit Country Code (Country Codes can be seen from drop down list
available under tab ‘delivery address’)
approval
Step: 304.03.01.080. Create Service PR for Free Text
Step Detail

What Free-Text Service PRs should only be created when the required Service does not have a
Service master record and it is not available in an eCatalogue.
The Free-Text Service PRs could be any of the following document types:
- NB - Standard
- FO - Framework (Fixed Invoicing Plan).
The Item Category must be D (Service).

Path
How To Create Service PR for Free text:
- complete all the mandatory fields of the PR (Plant, Purchasing Organization, Purchasing
Group, Delivery Date, etc.)

1SAP
Step Detail
- assign an Account Assignment value

- complete the short text field with the description of the Services required
approval
Step: 304.03.01.105. Review and Process Rejected PR
Step Detail

What Reviewing notes sent with the rejected workflow item is carried out to determine if the purchase
requisition needs to be changed or deleted.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > My Work
Navigation Centre
Path
How To Review a Rejected PR:
- select the ¨Requisition (PR Number/Item) has Been Rejected¨ Work Item
- select the work item to open the Change Purchase Requisition Window to make the changes
required or to delete the PR.
The changes have to be saved, and a new window will be opened for the completion of the work
item. If the PR was changed and work item completed, the system will reactivate the Workflow
to the Cost Center Manager for approval.
If the PR was deleted, no follow on processes will take place.
Step: 304.03.01.110. Review PR
Step Detail

What Reviewing PRs is carried out to check if all information has been entered into the correct fields
and any texts or attachments are completed correctly. This will ensure the request is processed
in a timely manner and the materials or services are delivered to meet requirements date. As
required, relevant material tracking reports will be used to investigate the status of requisitions
including if there are returned items.
Navigation POWL
Path
How To Review PR:
- select any of the queries within the Purchase Requisition POWL
- complete the Purchase Requisition number in the ¨Purchase Requisition¨ field in the query
selected
- select the PR and the system will display the Display PR screen.

1SAP
Step: 304.03.01.120. Change PR
Step Detail

What Changes are made to Direct Charge PRs when there is a requirement to change value, quantity,
description, costing or source of supply. Changes to value are requested from purchasing to
ensure the correct value is approved before the Change Order is sent to the supplier. Changes
to requisitions created from Work Orders will be changed from within the Work Order and
changes to purchase requisitions may require further approval via workflow if the value is above
agreed tolerance limits.
If a change to the PR results in a change to the financial implication e.g. total value, account
assignment, price unit, currency, the PR will go through the approval process again. If the PR
has already been released, the PR will be workflowed for release again.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Change
Path
How To Change a PR:
- select the link ¨Change Purchase Requisition¨
- specify the purchase requisition to be changed and execute the changes required.
Step: 304.03.01.130. Contact Purchasing to Reject PR Change
Step Detail

What PR changes may be rejected if there is a valid reason not to accept the change proposed by
Purchasing or the Supplier. Purchasing is contacted to follow up and resolve issues with the
Supplier.
How In this step the PR creator contacts Purchasing to Reject a request for a PR Change via email
and discusses the reason for rejection of the request to change the PR.
The Rejection to change a PR change could imply any of the following activities:
- reject an received Invoice
- reject a received SES Claim
- reject a Quotation for PO processing.
Step: 304.03.01.210. Review Material Tracking From Purchase

Requisition
Step Detail

What Reviewing the delivery status of goods is carried out to retrieve the list of deliveries or shipments
that are linked or assigned to a particular Purchase Requisition.
Portal My Work > Supply > Transactional Purchasing > Process Purchase Requisition > Material
Path
How To Review Material Tracking Report:

1SAP
Step Detail
- click on the link “Material Tracking Report from Purchase Requisitions” in order to run the
Material Tracking from Purchase Requisitions.
Step: 304.03.01.220. Review Material Tracking From Transport

Requisition
Step Detail

that are linked or assigned to a particular Transport Requisition.
Navigation Tracking from Transport Requisition
Path
- click on the link “Material Tracking from Transport Requisitions” in order to run the Material
Tracking from Transport Requisitions.
Step: 304.03.01.250. Review Material Tracking From Purchase Orders
Step Detail

that are linked or assigned to a particular Purchase Order.
Navigation Tracking from Purchase Orders
Path
- click on the link “Material Tracking from Purchase Orders” in order to run the Material Tracking
from Purchase Orders.
Step: 304.03.01.260. Review Material Tracking From Transport Orders
Step Detail

that are linked or assigned to a particular Transport Order.
Navigation Tracking from Transport Order
Path
- click on the “Material Tracking from Transport Orders” URL in order to run the Material
Tracking from Transport Orders.
Step: 304.03.01.270. Review Material Tracking From PM Order

1SAP
Step Detail

What Generating and reviewing the delivery status of goods is carried out to enquire on the list of
deliveries or shipments that are linked or assigned to a particular PM Order.
Path
- click on the link “Material Tracking from Work Order” in order to run the Material Tracking from
Work Order Report.

1SAP
Level 1: 402. Business Process Management

Business Process Management (BPM) is the process to manage, govern and continuously improve
standardised 1SAP Business Processes. The output is that all 1SAP Business Processes are well defined,
measured, continuously improved, and embedded within the business in a sustainable way.

1SAP
BHP Billiton Type: Value-added chain diagram

Engineer: Christian Schelling
402. Business Process Management
402.01.
Performance Management

1SAP
Level 2: 402.01. Performance Management

The Performance Management process is part of a continuous improvement process based on the PDCA
(Plan-Do-Check-Act) management methodology. The processes include executing in depth performance
analysis using a set of key management reports and supporting metrics. Findings of the analysis and inputs
from the stream specific monitor and control process are used to develop and implement performance related
actions and initiatives that link back into functional processes as well as the Corporate Alignment Planning
CAP process.

1SAP

1SAP
Concept Description
Why is the Performance Performance Management is important to BHP Billiton because it delivers a
Management Process detailed understanding of the business process performance, and is the
Important to BHP Billiton? precursor to the definition of actions and initiatives to ensure the
achievement of the required outcomes.
Performance Management: All functional areas within BHP Billiton are consistently measured and
Did you know? analysed for business process compliance. These are:
- Marketing
- Supply Chain Management
- Work Management
- Inventory
- Master Data Management
- Production Integration
- Financials
- Procurement.
Overview: Performance The Performance Management process ensures that metrics are accurately
Management Reports recording performance, and that legal and statutory obligations are complied
with. Additionally, a gap analysis between the desired performance results
and the actual results of the evaluated process is conducted. This process is
initiated on an as-required basis. The data for review is extracted via a
standard, SAP list edit transaction launched from the BHP Billiton portal, and
via Managed Bookmarks available on the portal. After analysis has been
carried out, the Develop and Implement Performance Actions and Initiatives
process is triggered.

1SAP
Level 3: 402.01.02. Analyse Underlying Metrics

The Analyse Performance Metrics process is used to carry out in depth performance analysis of all 1SAP
business processes.
It enables quarterly, monthly and ad-hoc reviews using the management reporting suite and is underpinned by
a host of supporting reports and metrics to allow detailed analysis of the underlying data.
The result of this process is a detailed understanding of the business process performance and is a precursor
to the definition of actions and initiatives to ensure the achievement of the required outcomes.

1SAP
Determine Access to Risk This component details the process to determine the Risk Management data
Management Reports analyis and the access to the reports.
Identify Data Analysis The purpose of this component is to identify and manage report data.
Requirement
Analyse Work Management The purpose of this component is to analyse a collection of Work
Data Management reports evaluating the data and trends.
Analyse Production The purpose of this component is to analyse a collection of Production
Integration Data Integration reports evaluating the data and trends.
Analyse Human Resources The purpose of this component is to analyse a collection of Human
Data Resouces reports evaluating the data and trends.
Analyse Marketing Data The purpose of this component is to analyse a collection of Marketing
reports evaluating the data and trends.
Analyse Supply Data The purpose of this component is to analyse a collection of Supply reports
evaluating the data and trends.
Perform Gap Analysis The purpose of this component is to determine the gaps between the
desired performance results and the actual results of the evaluated process.
Analyse Financial Data The purpose of this component is to analyse a collection of Financial reports
evaluating the data and trends.
Concept Description
Master Data Compliance The business has the task of extracting the Master Data Compliance report
Review Responsibility and the responsibility, as the data owner, to manage and rectify any issues
with the data. The business has the accountability of data uniqueness,
completeness, accuracy, relevance, and integration; it therefore needs to
thoroughly understand the Master Data Design (MDD) documents.
Component: Identify Data Analysis Requirement

Step: 402.01.02.001. Determine Analysis Requirement for Marketing and
Integrated Supply Chain Metrics
Step Detail
Role Work Management Performance Metric Reviewer

What The analysis approach follows a value driver tree approach reviewing integrated Supply Chain
Management and Marketing Metrics first, and subsequently works its way through Financial,
Work Management, HR and Supply Metrics as required.
How This steps identifies the metrics out of the integrated supply chain management and marketing
area for further analysis.
Step: 402.01.02.345. Identify underlying Work Management data analysis

requirements

1SAP
Step Detail

What Analysing Work Management underlying data involves evaluating of the results and trends from
a suite of report.
How To perform this step, the user will review the information displayed from a suite of reports, with
the outcome being an understanding of the areas of the process that have deviated from the
expected outcome.
This knowledge will then be used to define the required remedial actions / initiatives that will be
developed at the Monthly performance Management meeting to bring the processes under
control.
Component: Analyse Work Management Data

Step: 402.01.02.340. Determine further Analysis Requirements
Step Detail

What A decision is made what further metrics analysis is required.
How This step identifies the metrics out of Work Management, integrated supply chain management
and HR process for further analysis.
Step: 402.01.02.350. Analyse Planned & Scheduled Work
Step Detail

What The goal of this process step is to view the proportion of all expended effort that can qualify as
Planned & Scheduled Work (Work Scheduled with greater than seven days Planning Lead
Time). This Metric allows the opportunity balance the results of the Schedule Adherence Done
on the Day Metric.
The intent of this metric is to measure the proportion of total work-power utilised in the execution
of planned and scheduled work.
Portal My Work > Business Process Management > Performance Management > Analyse Underlying
Navigation Metrics > Work Orders
Path
How To analyse the Metric, use Managed Bookmark 'Planned & Scheduled Work Details' and the
following steps apply:
- Scrutinise the data, particularly looking for unusual patterns or sustained trends that might help
to explain the observed results
- Ensure conflicting factors are not cancelling each other out
- Formulate hypothesis about potential causes for the observed variance.
Depending of the observed results, there can be numerous scenarios possible.
Step: 402.01.02.355. Analyse Adherence to Schedule Done on the Day

1SAP
Step Detail

What The goal of this process step is to analyse the Adherence to Schedule Done on the Day to
understand if the Work Management process is in control, which implies that the Scheduled
work is carried out as per the Work Schedule for the day.
A fundamental principle of improvement is to get the process under control, then improve it. If
the compliance to the daily schedule is low, then irrespective of the reason, the Work
Management process is out of control; consequently the associated risks are not being
managed.
The intent of this metric is to Measure the schedule compliance on the day.
Navigation Metrics > Work Order Scheduling
Path
How To analyse the Metric, use Managed Bookmark 'Adherence to Schedule Done on the Day
Details' and the following steps apply:
Step: 402.01.02.360. Analyse Schedule Loading
Step Detail

What The goal of this process step is to view the percentage of available personnel capacity
scheduled. This Metric gives visibility of the volume of work that is known prior to the start of the
Schedule Period.
The intent of this metric is to ensure that the majority of the foreseen effort for Capacity
Managed resources is scheduled for execution in the week prior to execution.
Path
How To analyse the Metric, use Managed Bookmark 'Schedule Loading Details'.

- CSG (Customer Sector Group) - mandatory
- Plant - optional
When viewing the report the following steps apply:


1SAP
Step: 402.01.02.365. Analyse Cancelled System Generated Work Orders
Step Detail

What The goal of this process step is to view the volume of system generated Work Order that are be
cancelled without completion. Cancelling work from a determined Work Strategy may have
undesirable consequences with regards to Critical Controls.
The intent of this metric is to make visible the system generated Work Orders that are being
cancelled without execution. Work Plans are created for the deployment of Work Strategies and
are required to be executed as such until a Work Strategy change is implemented. When used
in conjunction with the Overdue System Generated Work Orders and Compliance to Work Plan
metrics a full picture of the state of Work Plan completion can be drawn.
Path
How To analyse the Metric, use Managed Bookmark 'Cancelled System Generated Work Orders
Details'.

- Work Order Completion Date (TECO) - mandatory.

- Formulate hypothesis about potential causes for the observed variance
Step: 402.01.02.370. Analyse Outstanding Work Orders
Step Detail

What The goal of this process step is to view of how well Work Orders are being processed in the
Work Management process. Work Orders in the past, with tasks that require completion, are to
be Rescheduled.
The intent of this metric is to foster the discipline around work management, better control on
outstanding work. This metric gives an indication of the age of outstanding Work Orders and
provides an overview of the health of the Work Management process. An Operation that is in
control of their Work Management processes would be approaching 0%.
Path
How To analyse the Metric, use Managed Bookmark 'Outstanding Work Order Details' On the
parameter screen enter the following:

1SAP
Step Detail
- Snapshot Week - mandatory.

– Scrutinise the data, particularly looking for unusual patterns or sustained trends that might
help to explain the observed results
– Ensure conflicting factors are not cancelling each other out
– Formulate hypothesis about potential causes for the observed variance.
Step: 402.01.02.375. Analyse Outstanding Notifications
Step Detail

What The goal of this process step is to view how well Notifications are being entered in the Work
Management process. Work Orders are to be promptly created from Approved Notifications, this
ensures that pending work enters the Planning process and is prioritised accordingly.
The intent of this metric is to foster the discipline around Work Management, better control on
outstanding work. This metric gives an indication of the age of outstanding Notifications and
provides an overview of the health of the Work Management process. An Operation that is in
control of their processes would be approaching 0%.
Navigation Metrics > Notifications
Path
How To analyse the Metric, use Managed Bookmark 'Outstanding Notifications Details'.


Step: 402.01.02.380. Analyse Compliance to Work Plan
Step Detail

What The goal of this process step is to view the compliance to Work Plans. The execution of system
generated work late or early may result in unreliable equipment and a decrease in Schedule
Adherence.
The intent of this metric is to promote the efficiency and effectiveness by doing the right work at

1SAP
Step Detail
the right time. When used in conjunction with the Cancelled System Generated Work Orders
and Overdue System Generated Work metrics a full picture of the state of Work Plan completion
can be drawn.
Path
How To analyse the Metric, use Managed Bookmark 'Compliance to Work Plan Details'. On the
parameter screen enter the following:
- Actual End Date - mandatory.

Step: 402.01.02.385. Analyse Finished Work Orders not Completed
Step Detail

What The goal of this process step is to view Work Orders not Completed, this will give an insight into
whether work is being processed through to completion, including the follow up on the return of
damaged Repairable Spares or Service Exchange Items, Service validation and SES Creation.
The intent of this metric is to monitor the effectiveness of the Work Management Close Out
process to ensure Work Orders are closed out in a timely manner.
Path
How To analyse the Metric, use Managed Bookmark 'Finished Work Orders not Completed Details'.

Step: 402.01.02.390. Analyse Adherence to Schedule Finished within the

Week

1SAP
Step Detail

What The goal of this process step is to view the schedule compliance on a per week basis. It allows
gaining an appreciation of the magnitude of low daily Adherence to Schedule. Determine if the
scheduled tasks are being completed within the Schedule Period, although not completed on the
day.
The intent of this metric is to improve efficiency in the utilisation of resources in a safe manner.
An activity executed as planned is a safer activity.
Path
How To analyse the Metric, use Managed Bookmark 'Adherence to Schedule Finished within the
Week Details'. On the parameter screen enter the following:
- Plant - mandatory

Step: 402.01.02.395. Analyse Work Orders with Task List
Step Detail

What The goal of this process step is to view the percentage of Work Orders completed which had a
Task List attached. A large percentage of Work Orders with Task Lists indicates that Work
Management is capable of producing quality Work Orders with predetermined resources.
The intent of this metric is to measure the utilisation Task Lists, reducing work in the planning
and scheduling process, as well as ensuring that work activities are carried out effectively to a
pre-defined specification promoting safe work execution.
Path
How To analyse the Metric, use Managed Bookmark 'Work Orders with Task List Details' and the
following steps apply:
Step: 402.01.02.400. Analyse Urgent/Immediate Work with Impact Data

Entered

1SAP
Step Detail

What The goal of this process step is to view the percentage of Notifications for Corrective Work with
impact data recorded. This information, when gathered in a timely, consistent and accurate
manner will enable the review of the Work Strategies to ensure that work being executed is
mitigating risk.
The intent of this metric is to capture accurate impact data assisting in analysis.
Path
How To analyse the Metric, use Managed Bookmark 'Urgent/Immediate Work with Impact Data
Entered Details'.

- Notification Completed Date
- mandatory.

Step: 402.01.02.405. Analyse Overdue System Generated Work Orders
Step Detail

What The goal of this process step is to view the overdue system generated work. The
non-performance of system generated work may result in unreliable equipment and a decrease
in Schedule Adherence.
The intent of this metric is to identify system generated work, created as a result of the
deployment of a Work Strategy that is overdue for completion. When used in conjunction with
the Cancelled System Generated Work Orders and Compliance to Work Plan metrics a full
picture of the state of Work Plan completion can be drawn.
Path
How To analyse the Metric, use Managed Bookmark 'Overdue System Generated Work Orders
Details'.

- Called Planned Date - mandatory.

1SAP
Step Detail
Step: 402.01.02.410. Analyse Recordable Injuries
Step Detail

What The goal of this process step is to view the number of Recordable Injuries that have occurred
within a defined period for Controlled Activities to determine performance trends. A sustained
increasing or stagnant trend generally indicates a deficiency in the work strategies and initiatives
associated with managing safety risks.
Path
How To analyse Recordable Injuries, use Managed Bookmark 'Recordable Injuries Details'. On the
Parameter Screen enter the following:
– CSG (Customer Sector Group) - mandatory
– Asset - mandatory
– Operation - mandatory
– Notification Date - mandatory.
Execute the search.
Scrutinise the data returned from the search, identifying unusual patterns or sustained trends
that explain the observed metric result. Formulate hypothesis about potential causes for the
observed trends.
Recordable Injuries are an indicator of safety risk control effectiveness. Recordable Injuries
must be appropriately investigated and mitigating measures implemented to prevent recurrence.
The count of Recordable Injuries has a direct impact on the Total Recordable Injury Frequency
metric. Identification of specific injury trends can provide an indication of what safety risk
controls need adjustment.
If Recordable Injuries and injury severity are trending up (increasing) the following should be
considered:
– reduction in the effectiveness of safety risk controls
– increase in the volume of workers exposed to, or the frequency of exposure to, safety risks
without a commensurate improvement in safety risk control effectiveness
– reduction in the effectiveness of the Injury Management process, leading to injuries becoming
more serve due to inadequate or untimely treatment
– improved accuracy of Injury Classifications compared to previous reporting periods
– improved reporting by personnel, with personnel demonstrating improved discipline to report
all injury events.
If Recordable Injuries and injury severity are trending down (decreasing) the following should be
considered:
– improvement in the effectiveness of safety risk controls

1SAP
Step Detail
– decrease in the volume of workers exposed to, or the frequency of exposure to, safety risks
without a change to the effectiveness of safety risk controls
– improvement in the effectiveness of the Injury Management process, resulting in improved
injury recovery due to adequate and timely treatment
– reduction in the accuracy of Injury Classifications compared to previous reporting periods
– suppression of reporting by personnel, with some injury events not being reported as required.
If a requirement to review Exposure Hours is identified this data can be obtained by reviewing
the HSEC Data for Group Reporting bookmark as part of the Monitor and Control Critical Work
process.
Step: 402.01.02.415. Analyse Fatalities
Step Detail

What The goal of this process step is to view the number of Fatalities within a defined period for
Controlled Activities. Any fatality is unacceptable and demonstrates a serious failure of controls
associated with safety risks.
Path
How To analyse Fatalities use Managed Bookmark 'Fatalities Details'. On the Parameter Screen
enter the following:
Execute the search.
Scrutinise the data returned from the search, identifying patterns or trends that explain the
observed metric result. Formulate hypothesis about potential causes for the observed trends.
Step: 402.01.02.420. Analyse Occupational Illnesses
Step Detail

What The goal of this process step is to view the number of Occupational Illnesses within a defined
period for Controlled Activities. A sustained increasing or stagnant trend in the number of
Occupational Illnesses generally indicates a deficiency in the work strategies and initiatives
associated with managing health risks.
Navigation Metrics > Measurement Readings
Path
How To analyse Occupational Illnesses, use Managed Bookmark 'Occupational Illnesses Details'. On
the Parameter Screen enter the following:

1SAP
Step Detail
– Measurement Date - mandatory.
Execute the search.
Step: 402.01.02.425. Analyse HSEC Significant Events
Step Detail

What The goal of this process step is to view the number of HSEC Significant Events within a defined
period. HSEC Significant Events are to be appropriately reported and investigated to prevent
recurrence. A sustained increasing or stagnant trend in the number of Significant Events
generally indicates a deficiency in the work strategies and initiatives associated with managing
HSEC risks.
Path
How To analyse HSEC Significant Events, use Managed Bookmark 'HSEC Significant Events
Details'. On the Parameter Screen enter the following:
Execute the search.
Step: 402.01.02.430. Analyse Volume of Type 1 Water Input
Step Detail

What The goal of this process step is to view the total volume of Type 1 Water Input used within a
defined period. A sustained increasing or stagnant trend in the volume of Type 1 Water Input
generally indicates a deficiency in the work strategies and initiatives associated with controlling
the total volume of Type 1 Water Input.
Path
How To analyse the total volume of Type 1 Water Input use Managed Bookmark 'Type 1 Water Input

1SAP
Step Detail
Execute the search.
Step: 402.01.02.435. Analyse Greenhouse Gas Emissions
Step Detail

What The goal of this process step is to view the total Greenhouse Gas Emissions (Carbon Dioxide
equivalent) within a defined period. A sustained increasing or stagnant volume of emissions
generally indicates a deficiency in the work strategies and initiatives associated with controlling
greenhouse gas emissions.
Path
How To analyse Greenhouse Gas Emissions use Managed Bookmark 'Greenhouse Gas Emissions
Execute the search.
Step: 402.01.02.645. Analyse Work Management Master Data

Completeness Metrics
Step Detail

What Analyse the history and current number of Errors per Object for Completeness.
The Master Data Compliance Report will provide a detailed listing of the Objects that have failed
the Rules related to the specific Metric. The Master Data Compliance Report has two tabs; the
Current, which shows the objects and rule failures as of the last refresh, and the Historical Tab
which shows the End of Month Errors for the last 24 months; this is useful to track the progress
of issue resolution.
Navigation Metrics > Master Data Compliance Report
Path
How The Master Data Compliance report is a BI report accessed through the portal, for which every
business will need to determine locally the level of responsibility for objects and responsible

1SAP
Step Detail
personal. Those personnel can use the details below to produce the results for the object(s) they
need to report.
Once the report has been selected and the Variable Screen is visible, the following fields should
be completed:
- Customer Sector Group; the relevant Customer Sector Group for the person running the report
should be selected
- Process Area; the relevant Process Area should be Marketing
- Calender Year/Month; this is to be completed but this is more relevant in determining the span
of data in the Historical Tab.
In addition to these Mandatory Fields, other optional fields may help narrow down the results of
the report:
- Asset; this returns results in the Customer Sector Group for Company code(s) relevant to a
particular area as defined in GLD.001
- Operation; this returns results in the Customer Sector Group for Operation(s) as defined in
GLD.001
- Master Data Object; this returns results for particular object(s) as selected, based on any other
filtering criteria.
Once the required selection criteria have been entered into the Variables screen, the report can
be executed.
The report is presented in a default view after execution and the Current tab opens. The Current
tab is the correct tab for the review of objects with errors. There is also a History tab that stores
24 months of results to the rule level, not the object level. It is used to analyse the progress of
error resolution, but as it does not identify specific objects, it is not useful in error analysis. From
the current tab certain Characteristics can be added to help further identify the objects that are
in error:
- Reporting Unit Characteristics; these are characteristics that enable the reporting units to be
determined the Reporting unit for each object that has been reported:
- CSG; as per standard BI mapping
- Asset; as per standard BI mapping
- Operation; as per standard BI mapping
- Company Code; where applicable, this is based on 1SAP Source System
- TMU; as per standard BI mapping
- Compliance Report Characteristics; these are the characteristics that enable identification of
the actual object and the nature of the error. They may also help to identify related objects for
certain tests:
- Process Area; Functional Stream of the object as defined in BI mapping Table, e.g. Vendor
is Supply
- Object Type; description of the object that has failed the test e.g. “Task List”
- Rule Code; reference to the Rule number for the Object in the MDD
- Rule Description; description of the Rule from the MDD
- Error Description; a brief message to indicate the nature of the error
- Object ID; unique identifier of the Object that has failed the rule
- Original Object ID; used in uniqueness test to show the Object that the failed object is
supposedly a duplicate of
- Reference Name; name of a further object type that is included in a test of an object. This is
usually used in some tests to identify objects that are in error and cause the tested object to fail
- Reference Value; the unique identifier of the Reference object type above
- Rule Type; refers to the Metric for which the rule is used; completeness, uniqueness,
integration, or relevance
- Functional Characteristics; these are the characteristics that are defined for each object that
further enable navigation to the object or additional filtering:

1SAP
Step Detail
- any characteristics beginning “Nav. (FIN)” are Finance Characteristics for the Object
given after the “(FIN)” abbreviation
- any characteristics beginning “Nav. (SUP)” are Supply Characteristics for the Object
given after the “(SUP)” abbreviation
- any characteristics beginning “Nav. (HR)” are Human Resources Characteristics for the
Object given after the “(HR)” abbreviation
- any characteristics beginning “Nav. (WMT)” are Work Management Characteristics for
the Object given after the “(WMT)” abbreviation
- any characteristics beginning “Nav. (MKT)” are Marketing Characteristics for the Object
given after the “(MKT)” abbreviation.
After the appropriate characteristics have been added to identify the object with the error, the
count of exceptions for each line should be 1. Once the objects that are not compliant with the
Master Data Design Rules have been identified, action should commence to resolve the error.
Step: 402.01.02.650. Analyse Work Management Master Data Integration

Metrics
Step Detail

What Analyse the history and current number of Errors per Object for Integration.
Path
need to report.
be completed:
should be selected
the report:
GLD.001
filtering criteria.

1SAP
Step Detail
be executed.
in error:
certain tests:
is Supply
Step: 402.01.02.655. Analyse Work Management Master Data Relevance

Metrics

1SAP
Step Detail

What Analyse the history and current number of Errors per Object for Relevance.
Path
need to report.
be completed:
should be selected
the report:
GLD.001
filtering criteria.
be executed.
in error:
certain tests:
is Supply

1SAP
Step Detail
Step: 402.01.02.660. Analyse Work Management Master Data Uniqueness

Metrics
Step Detail

What Analyse the history and current number of Errors per Object for Uniqueness.
Path
need to report.
be completed:

1SAP
Step Detail
should be selected
the report:
GLD.001
filtering criteria.
be executed.
in error:
certain tests:
is Supply

1SAP
Step Detail

Component: Analyse Supply Data

Step: 402.01.02.485. Determine further Supply metrics Analysis
Requirements
Step Detail

What Determine what further metrics are required for more detailed analysis.
How This step identifies the metrics out of the integrated supply chain management area for further
analysis.
Component: Perform Gap Analysis

Step: 402.01.02.605. Perform Metric Gap Analysis
Step Detail

What The goal of this process step is to determine the gaps between the desired performance results
and the actual results of the evaluated process.
How To perform a gap analysis, determine those Metrics that deserve priority attention to correct
underlying Performance issues. Formulate any required gap analysis brief for presentation at
the monthly Performance Management Meeting.

1SAP
Level 1: 405. Master Data Management

Master Data Management describes the Master Data request driven main process for the following process
areas:
- Manage Work Management Master Data
- Manage Supply Master Data
- Manage Finance Master Data
- Manage Marketing Master Data (includes Production Integration)
- Manage Human Resources Master Data
- Master Data Management Monitoring and Controlling
- Master Data Process and Quality Management
- Escalate Master Data Request
The first five are stream specific and governed by a specific Master Data Organisation ensuring compliance
with the Master Data Designs. All these process areas are based on the common template that prescribes 4
steps: Data Request; Business Approval; Governance Approval; Data Processing.

1SAP
BHP Billiton Owner: Steve Clifford

Type: Value-added chain diagram
Engineer: Miguel Barbosa
405. Master Data Management
405. Master Data Management
405.01. 405.02. 405.03.

Manage Work Management
Manage Supply Master Data Manage Finance Master Data
Master Data
405.04. 405.05. 405.07.

Manage Marketing Master Manage Human Resource Manage Production
Data Master Data Integration Master Data
405.06. 405.08.
Master Data Management Escalate Master Data
Monitoring and Controlling Request

1SAP
Concept Description
Why is the Master Data 1SAP is based on two pillars, common data and common processes. The
Management Process design intent of the Master Data Management main process is to:
important to BHP Billiton? - archive common data
- ensure compliance with the Master Data Designs
- provide business ready Master Data that supports common processes.
Master Data Management As part of the Master Data Management process, Assets and Customer
(MDM) Process Service Groups play a key part in adhering to the 1SAP Master Data
Design. When a change to centrally governed Master Data is required, the
business will start, submit, and complete the business approval on a 1SAP
Master Data Request before it routes to the 1SAP Master Data Organisation
(MDO) for processing. All submitted requests must be in compliance with
the 1SAP Master Data Design documents.
Data Originator The Data Originator initiates the 1SAP Master Data Request Form,
providing all the details and supporting documentation.
The request is then emailed to a Data Requestor within their business unit.
This role is assigned to all Global Job Groups.
Data Requestor The Data Requestor submits the 1SAP Master Data Request Form via the
BHP Portal, providing all required detail and necessary supporting
documentation in compliance with the Master Data Design documents. The
necessary system checks are performed in 1SAP such as duplication,
integration, and transactional data checks prior to submitting the request to
a Business Approver within their business unit for approval.
Business Approver The Business Approver ensures the request is correct from a business
requirement perspective by reviewing the request and supporting
documents. The requests are approved or rejected via "My Work Centre" on
the portal.
Data Steward The Data Steward provides governance review and approves or rejects
Master Data requests submitted by the business. This comprises data
duplication, Master Data Design compliance, and data integration checks for
all Master Data requests. They are also the escalation point for any data
processing issues. The Data Steward can add information, accept or reject a
request but they cannot change the request.
Data Processor The Data Processor processes approved requests in compliance with the
Master Data Design documents. Any process issues are escalated to the
Data Steward.

1SAP
Level 2: 405.01. Manage Work Management Master Data

Manage Work Management Master Data process describes the day-to-day operations for the centrally
maintained master data.
Business Process Objectives and Purpose
- Submit, approve and execute requests for centrally-maintained Master Data
- Maintain CSG/Asset specific Master Data
Involved Central Work Management Business Objects
- Functional Location
- Assembly
- Bill Of Material
- Measuring Point
- Task List
- Work Plan (Maintenance Plan)
- Maintenance Item
- Work Center
- Shutdown Revision
- Marketing/Production Integration Work Center
- Marketing/Production Integration/Supply BOM

1SAP

1SAP
Concept Description
Why is the Master Data and The intent of the Master Data Process and Quality Management process is
Quality Management Process to ensure that the Master Data Management common processes are
Important to BHP Billiton? properly tracked, and that the Accuracy, Uniqueness, Completeness,
Relevance, and Data Integration in 1SAP metrics are reviewed on a regular
basis.
The definitions of each metric are:

- Completeness; to ensure existing Master Data contains all the required
information and is compliant with the design standards
- Accuracy; to ensure existing Master Data reflects current reality (for
example, that supplier details are up to date)
- Uniqueness; to ensure that no two or more records represent the same
object or entity
- Integration; to ensure important relationship linkages between two data
objects are valid
- Relevance; to ensure transactional usage of the object, and to keep the
dataset to manageable volume.
The tracking of these metrics ensures the long term integrity of the Master
Data (the core Master Data for BHP Billiton) within 1SAP.
Why is Managing Work The Manage Work Management Master Data Process is important to BHP
Management Master Data Billiton because it provides guidance on how to submit, approve, and
Process important to BHP execute requests for centrally-maintained Master Data and maintain
Billiton? Customer Sector Group/Asset specific Master Data.
Overview: Request and The business performs this procedure whenever new Work Management
Approve Work Management Master Data is required (i.e. create) or whenever existing Work
Master Data Management Master Data needs to be updated (i.e. change or delete).
Business approved Work Management Master Data Requests are
monitored by Work Management Data Stewards in the central Master Data
Organisation (MDO) for governance approval.
Overview: Govern Work This is the process for the governance, monitoring and approval of Work
Management Master Data Management Master Data Requests. It provides a process for checking:
Request - duplicate data
- cross stream data integration
- object dependencies
- Master Data Standards compliance checks.
Overview: Process Master This process details how to execute centrally maintained Work Management
Data Work Management Master Data Requests that have achieved governance approval.
Objects
Overview: Process Master This process details the data execution of centrally maintained Work
Data Marketing/Production Management Master Data requests that have achieved governance
Integration Work Center approval. The Work Management Data Processor in the central Master Data
Organisation (MDO) completes the data execution for the governance
approved Work Management Master Data request.
Overview: Process Master This process details how to conduct data execution of centrally maintained
Data Marketing/Production Work Management Master Data Requests. The requests will have
Integration/Supply Bill of previously been approved by governance. The Work Management Data
Materials (BOM) Processor in the central Master Data Organisation (MDO) completes the
data execution for the governance approved Work Management Master
Data request.
Overview: Review Work This process describes how the Work Management Data Steward reviews

1SAP
Concept Description
Management Master Data the Master Data quality by generating the required BW report and identifying
Quality data problems.

1SAP
Level 3: 405.01.01. Request and Approve Work Management

Master Data

The business performs this procedure whenever new Work Management Master Data is required (i.e. create)
or whenever existing Work Management Master Data needs to be updated (i.e. change or delete). Business
approved Work Management Master Data Requests will be monitored by Work Management Data Stewards
in the central Master Data Organization (MDO) for governance approval. Work Management Master Data
Request Forms:
- Work Management Objects
- Marketing / Production Integration Work Center
- Marketing / Production Integration / Supply BOM.
Originate Master Data The purpose of this component is to outline originating a Master Data
Request request. The business performs this process whenever new centralised
Master Data is required or existing centralised Master Data needs to be
updated. Based on the business object update required, the business
selects the applicable Work Management Master Data request
form/template for completion.
To complete the form the business completes the mandatory and
non-mandatory fields for the Master Data request scenario selected on the
Work Management Objects Form. The Data Requestor will upload the form
online and validate the business scenario. The status of the Master Data
request can be tracked at any time via the BI Notifications Report.
Duplicate Check The purpose of this component is to show how the Work Management Data
Requestor performs data duplicate checks on the Work Management
Objects Form using data verification tools, such as standard SAP
transactions.

1SAP
Compliance Check The purpose of this component is to outline when the Data Requestor
validates the request against the Master Data Design documents to ensure
that the request can be executed such that the standards are adhered to. If
it is found that the request would result in non-compliant 1SAP data, the
request will be either amended or shall not progress to the Business
Approver.
Integration Check The purpose of this component is for the Data Requestor to verify the
integration of the requested data on the Master data Request Form with the
1SAP data set. The Data Requestor identifies any additional objects that are
impacted by the Master Data request.
Validate and Submit Master The purpose of this component is to outline how the authorized requestor
Data Request validates the information on the Master Data Request form via on-line
(system) validation. The authorized requestor gathers the pre-approvals and
supporting documentation required for the business object request and
attaches them to the Master Data Request.
The authorized requestor submits the online Form via the 1SAP Portal after
validation. Notification and workflow are triggered upon the form submission.
Approve Master Data Request The purpose of this component is to outline how the workflow automates
delivery of the approval request to the authorized business approver
assigned for the form type. The business approver reviews the Master
Data request and the attached documentation via the 1SAP workflow. The
business approver will not add or change anything in the request form. The
business approver will approve or reject the Master Data request based on
the business validity of the request.
Concept Description
Functional Location A Functional Location is a multi-level, hierarchical structure organised

according to functional, process-related, or spatial criteria. Functional
Locations may represent a position within a business where:
- a piece of plant (e.g. Mobile or Fixed) is located or a major production fleet
unit operates
- Measuring Points are located to support recording data for Management
Reporting
- Event Investigations are performed.
A Functional Location is created for the purpose of:
- structuring of Plant maintainable assets
- identifying the location of Events
- execution of tasks
- recording of tasks
- data collection over long periods of time
- cost monitoring including budgeting by area.
Within an existing Plant, new Functional Locations may be created for:
- new maintainable assets purchased
- replacement of an existing maintainable asset
- new Projects identified where personnel are physically located.
Two Categories of Maintenance Assemblies are Materials of SAP Material Type “IBAU”
Maintenance Assembly (Maintenance Assembly), utilising Basic Data 1 and Basic Data 2 and
Maintenance in 1SAP Design Classification Material Master Screens.

1SAP
Concept Description
SAP definitions include:

- a Maintenance Assembly is not an object. It is a material type of SAP
object Material Master
- Maintenance Assemblies are used in Work Management Technical Object
Construction Types, Bills of Material, and Task Lists.
Within the 1SAP design, Maintenance Assemblies include:

- a Construction Assembly is a non-plant specific Material Master object
which is created using material type “IBAU” (Maintenance Assembly), that
represents similar pieces of Plant with the same construction and
Maintenance Strategy
- a Sub-Assembly is a non-plant specific Material Master object which is
created using material type “IBAU” (Maintenance Assembly), that represents
a logical grouping of Bill of Material Components. Sub-Assemblies may also
form a Bill of Material structure.
Notifications and work orders are never created with reference to a

Sub-Assembly within the plant structure; they are only used for Bill of
Material structuring. Sub-Assemblies are non-plant specific and shall always
contain a generic and non-plant or object-specific description.
Integration with Assembly A maintenance object is described by the construction type assembly, which
can only contain sub-assemblies and no direct inclusion of Bill of Materials is
allowed for construction type assembly. The sub-assemblies can contain
additional sub-assemblies or Bill of Materials.
Work Strategy/Work Plan The Work Plan is a routine of tasks allowing the creation of Work Orders. It
also provides a start date for the Cycle(s) contained within the Maintenance
Item assigned in addition to other default settings.
Several Maintenance Items may be assigned to the same Work Plan within
the same Planning Plant.
How and Why
Planned dates are determined from the following elements:
- Maintenance Strategy, which sets the rule for the sequence of planned
work e.g. by month, kilometres or operating hours
- Performance-Based Strategy plan calls are influenced by the last
Measurement Document and the Annual Estimate on the Measuring Point
referenced in the Work Plan
- the start date of the schedule
- the last Completion Confirmation
- scheduling parameters, such as Shift Factor, Scheduling Indicator, and
Cycle Modification Factor
Call dates are determined from the following elements:
- planned dates
- Call Horizon
- Sort Field
Work Plans combine information from Task Lists and Maintenance Items,
and trigger regular creation of Work Orders based on assigned Strategies
via a Deadline Monitoring batch job. A Work Plan may be used to schedule
work for one or more Maintenance Items. A Work Order is created for each
Maintenance Item assigned to the Work Plan.
Deadline Monitoring variants have been created as part of the 1SAP design.
The variants call Work Orders based on the Work Plan Sort Field value. The
Sort Field value should allow enough lead time to fully plan and schedule
the called Work Order prior to the planned date of execution.
Types of Work Plan The Work Plan is a routine of tasks allowing the creation of Work Orders. It

1SAP
Concept Description
also provides a start date for the Cycle(s) contained within the Maintenance
Item assigned in addition to other default settings.
Several Maintenance Items may be assigned to the same Work Plan within
the same Planning Plant.
How and Why
Planned dates are determined from the following elements:
- Maintenance Strategy, which sets the rule for the sequence of planned
work e.g. by month, kilometres or operating hours
- Performance-Based Strategy plan calls are influenced by the last
Measurement Document and the Annual Estimate on the Measuring Point
referenced in the Work Plan
- the start date of the schedule
- the last Completion Confirmation
- scheduling parameters, such as Shift Factor, Scheduling Indicator, and
Cycle Modification Factor
Call dates are determined from the following elements:
- planned dates
- Call Horizon
- Sort Field
Work Plans combine information from Task Lists and Maintenance Items,
and trigger regular creation of Work Orders based on assigned Strategies
via a Deadline Monitoring batch job. A Work Plan may be used to schedule
work for one or more Maintenance Items. A Work Order is created for each
Maintenance Item assigned to the Work Plan.
Deadline Monitoring variants have been created as part of the 1SAP design.
The variants call Work Orders based on the Work Plan Sort Field value. The
Sort Field value should allow enough lead time to fully plan and schedule
the called Work Order prior to the planned date of execution.
Holding Plan Holding Plans are created for the purpose of attaching maintenance Items
that are no longer required, since Maintenance Items can never be marked
for deletion.
Inactive and Deleted Work Work Plans that are inactive and not flagged for deletion shall only apply to
Plan Holding Plans. All other Work Plans that are inactive shall also be flagged
for deletion.
What is a Work Center? A Resource Work Center is an Organisational Unit that defines who or what
performs a task on a Work Order Operation.
The Resource Work Center has an available capacity. The activities
performed at or by the Work Center may be evaluated by Charge Rates
which are determined by Cost Centers, Activity Types and Activity Price
adjustment.
Within Work Management, Work Centers can represent:

- non human resource e.g. Crane; Workshop Machinery
- groups of people responsible for Work Management Tasks
- supervisors of resources within Marketing and Production Integration,
Work Centers are used for various functions:
- representing scheduling equipment in the planning board
- representing the storage resources, Production units or Processing units
- used within outbound logistics blending operations
- integration of vessel sailing time for ECC (ERP Central Component) to
APO (Advanced Planning and Optimization).
What is a Task List? Task Lists are used as work templates, they allow repeatable Work
Management tasks to be defined and then reused as required. The key
features of task lists are:

1SAP
Concept Description
- internal and Long Term Resource Contractor (LTRC) labour requirements:

- labour hours
- duration
- external labour requirements
- outline agreement
- service master
- work procedures.
General Task Lists will be used as:

- generic task lists
- object specific task lists.
Generic Task Lists allows for:

- strategy based – always assigned to a Maintenance Item which is
assigned to a Work Plan
- non-strategy based – never assigned to a Maintenance item and used as a
standard job for assignment to Notifications and/or Work Orders directly.
Object specific task lists only allows for:
- non-strategy based – Never assigned to a Maintenance Item and used as
a standard job for assignment to Notifications and/or Work Orders directly.
Work Management Task Lists describe a sequence of individual resourced

activities which are performed repeatedly within an Operation. Task Lists are
used to standardise recurring work sequences allowing consistent, effective
and efficient resource planning. Key features for the use of Task Lists are:
- internal and Long Term Resource Contractor (LTRC) labour requirements
- external labour requirements
- materials
- production, resources and tools
- operation relationships
- critical control indicators
Task Lists will be created to support routine activities such as the following:
- inspections
- services
- testing/calibrations
- work management tasks
- maintenance repairs
- shutdown planning - component change outs
- HSEC reporting tasks.
Task Lists are used in the Budgeting process and can be pre-costed
individually or via a Work Plan.
What is a Shutdown A Shutdown Revision is used for identifying work which has requirements to
Revision? be planned, scheduled and/or costed together.
There are three types of Revisions are in Scope:
- weekly
- shutdown holding
- shutdown event
Shutdown Revisions are utilised to group Work Orders for:

- a particular planned and scheduled shutdown event
- costing, reporting and analysis.
Activities for 405.01.01. Request and Approve Work

Management Master Data

1SAP
Originate Master Data The objective of this activity is for the learner to:
Request - select the Work Management Objects Form
- choose the Work Management Objects Form Processing Model
- complete the Work Management Objects Form Details.
Manage Master Data Request The objective of this activity is for the learner to:
- validate the Work Management Objects Form
- attach the Work Management Objects Form Bulk Template
- attach the Work Management Objects Form Supporting Documentation
- submit the Work Management Objects Form.
Bulk Task List Create Risk The objective of this activity is for the learner to populate the Task List
Management Create Bulk Upload Template for a Material Risk Management based
scenario.
Bulk Task List Create Work The objective of this activity is for the learner to populate the Task List
Management Create Bulk Upload Template for a routine work/strategy based Work
Management scenario.
Component: Originate Master Data Request

Step: 405.01.01.010. Select Work Management Objects Form
Step Detail
Role Work Management Data Originator

What The business performs this process whenever new centralized Master Data is required or
existing centralized Master Data needs to be updated. Based on the business object update
required, the business selects the applicable Work Management Master Data request
form/template for completion. All centrally maintained Master Data requests are submitted using
Master Data request forms and templates within the 1SAP Portal. A form can have two states:
on-line and offline. The authorized requestor maintains a connection to the 1SAP application
through the 1SAP Portal with the on-line Master Data request form.
Portal My Work > Master Data > Manage Work Management Master Data > Request and Approve
Navigation Work Management Master Data > Work Management Objects Form
Path
How To perform this process step the Data Originator is responsible for the following;
- Initiate the Master Data request
- Complete general information.
The below form workflows to the Work Management Master Data Organisation (MDO) for
Governance and Processing;
- Work Management Objects Form – this comprises of 9 Work Management objects (only one
object may be selected at a time via the radio buttons);
- Functional Location
- Assembly
- Bill of Material
- Measuring Point
- Task List

1SAP
Step Detail
- Work Plan (Maintenance Plan)

- Maintenance Item
- WorkCenter
- Shutdown Revision
Note: Work Management also utilise a series of bulk load templates for the objects listed above.
The templates are split by object (Bill of Material, Task List) and action (create, change and
delete). The templates are attached to the Form which in turn is attached to a Service
Notification in SAP.
Step: 405.01.01.020. Choose Work Management Objects Form

Processing Mode
Step Detail

What The business initiates the Master Data request for the centrally maintained business object by
completing the Form Scenario information such as the Action (Create, Change or Delete) and
whether the scenario is for a Bulk Upload or singular Form request. This can be selected under
the Form Scenario section of the guided procedure step.
Path
How To generate the Master Data request the Data Originator must identify whether the request is a
Create, Change or Delete activity.
Type: Select from the drop down list the Function that is accountable for approving the Master
Data Request.
When selecting the Function note the following:

- The Master Data request will workflow to a holder of the Work Strategy Global Job Group
within the Function.
- Not all Work Management Master Data Objects are relevant for each Function. For example,
Revision is only relevant to the Maintenance Function and Assembly is only relevant to the
Production and Maintenance Functions.
- When creating Bulk Master Data requests ensure that all the Master Data Objects are grouped
according to the Function accountable for approval.
- Whenever a Master Data Request has workflowed to a Function that is not accountable for the
approval of the Master Data Object, it will require a manual reassignment to ensure the
appropriate person approves the Master Data Request.
- Master Data Objects that needs to be approved by different Work Strategy GJG holders of
separate Functions should not be combined into 1 request.
The Data Originator must now select the processing mode that is relevant for the request. This
can be either;
- a singular form request. This form has all the relevant Master Data fields in a list scrolling down
the document and is manually loaded into SAP. This format will be used for a singular Master
Data object request with no integration requirements
- a bulk template request which captures the data requirements within a spreadsheet that is
loaded into SAP. This format will be used for any Master Data request that requires more than
one object to be processed, whether the same object or additional objects due to integration
requirements.

1SAP
Step Detail
Note: The Form will route to a pre-defined Business Approver role upon submission of the Form.
Workflow logic based on the combination of Form ID and Form Type will determine the Business
Approver role to direct the workflow to.
It is possible for the Data Originator to upload an offline PDF Form at this point. An example
where this would be valid is where;
- the Data Originator has recently been working on a request that they have saved locally as
they have not completed the request details and now wish to add details prior to e-mailing to a
Data Requestor
- the Data Originator has been e-mailed an incomplete request for them to add details to prior to
e-mailing to a Data Requestor.
Note: the version of the Form submitted must at all times be the latest available version on the
Portal. If the version of the Form submitted is not the latest available version it will fail the auto
validation checks that the Data Requestor initiates online.
Step: 405.01.01.030. Complete Work Management Objects Form Details
Step Detail

What The business completes the mandatory and non-mandatory fields for the Master Data request
scenario selected on the Work Management Objects Form.
Note: the Data Originator and Data Requestor can be the same person.
In this case the form is not e-mailed but fully completed and then submitted to the Business
Approver.
The Data Originator can forward the Master Data Form to another Data Originator. The form
caters for this by allowing the form to be e-mailed. An online copy of the form is not saved during
this process, the original form resides as an e-mail attachment that a second Data Originator
may update and submit to the Data Requestor for further detailed completion.
In the instance that the Master Data Form is an offline form that has been emailed to the Data
Requestor by the Data Originator, the Data Requestor will upload the form online and validate
the business scenario.
Path
How To perform this process step the Data Originator must ensure that all fields (both mandatory and
non-mandatory where possible) are completed.
Mandatory fields have a red border. The ‘Description / Comments’ field is where the Data
Originator / Data Requestor provide additional information relevant to the Master Data request to
aide in review, approval and processing such as:
- intent of the Master Data request
- configuration requirements
- testing requirements
- reference to specific supporting documentation.

1SAP
Step Detail
The forms possess SAP look-up functionality (search help) via the ‘?’ button alongside certain
fields. Additionally some fields have dropdown values to assist in form completion.
Once the Data Originator has populated the form to the best of their ability the form can be sent
to the Data Requestor via e-mail for detailed completion.
Step: 405.01.01.335. Analyse Work Management Master Data Request

Status
Step Detail

What Analyse Master Data Request Status to track the Master Data requests submitted by the Data
Requestor.
The BI Notifications Report is refreshed every 8 hours, for a real time status report the user is
able to jump to SAP transaction code IW53 (Display Service Notification) from within the BI
Notifications Report.
Navigation Work Management Master Data > Notifications
Path
How To analyse a Master Data Request status, execute the BI Notifications Report for Notification
status.
Step: 405.01.01.340. Select Marketing / Production Integration Work

Center Form
Step Detail

Navigation Work Management Master Data > Marketing / Production Integration Work Centre Form
Path
- initiate the Master Data request
- complete general information.
Governance and Processing;
- Marketing/Production Integration Work Center Form – This comprises of the WorkCenter

object as utilised by Marketing and Production Integration (differs from how Work Management
utilise this object).

1SAP
Step: 405.01.01.350. Choose Marketing / PI Work Center Processing

Mode
Step Detail

the Type (Marketing or Production Integration). This can be selected under the Form Scenario
section of the Originate guided procedure step.
Path
How To generate the Master Data request the Data Originator must select the processing modes in
the Form Scenario section of the Form. Action and Type fields are mandatory;
- Action – nominates if the request is a Create, Change or Delete activity
- Type – nominates if the Form is for Marketing or Production Integration.
Note: The Form will route to a pre-defined Business Approver role upon submission of the Form.
Workflow logic based on the combination of Form ID and Form Type will determine the Business
Approver role to direct the workflow to.
It is possible for the Data Originator to upload an offline pdf Form at this point. An example
Data Requestor
Step: 405.01.01.360. Complete Marketing / Production Integration Work

Center Form Details
Step Detail

scenario selected on the Marketing/Production Integration Work Center Form.
Note: the Data Originator and Data Requestor can be the same person. In this case the form is
not e-mailed but fully completed and then submitted to the Business Approver.

1SAP
Step Detail

Path
non-mandatory where possible) are completed. Mandatory fields have a red border.
The ‘Description / Comments’ field is where the Data Originator / Data Requestor provide
additional information relevant to the Master Data request to aide in review, approval and
processing such as:
Step: 405.01.01.450. Select Marketing / Production Integration / Supply

BOM Form
Step Detail

Navigation Work Management Master Data > Marketing / Production Integration / Supply BOM Form
Path
- initiate the Master Data request
- complete general information.
Governance and Processing:
- Marketing/Production Integration/Supply Bill of Material Form – This comprises of the Bill of
Material object as utilised by Marketing, Production Integration and Supply (differs from how
Work Management utilise this object).
Step: 405.01.01.460. Choose Mkt / Prod Integration / Supply BOM Form

Processing Mode

1SAP
Step Detail

the Type (Marketing, Production Integration or Supply). This can be selected under the Form
Scenario section of the Originate guided procedure step.
Path
How To generate the Master Data request the Data Originator must select the processing modes in
the Form Scenario section of the Form. Action and Type fields are mandatory;
- Action – nominates if the request is a Create, Change or Delete activity
- Type – nominates if the Form is for Marketing, Production Integration or Supply.
Note: The Form will route to a pre-defined Business Approver role upon submission of the
Form. Workflow logic based on the combination of Form ID and Form Type will determine the
Business Approver role to direct the workflow to.
It is possible for the Data Originator to upload an offline PDF Form at this point. An example
Data Requestor
Step: 405.01.01.470. Complete Marketing / Production Integration /

Supply BOM Form Details
Step Detail

scenario selected on the Marketing/Production Integration/Supply Bill of Material Form.
Note: The Data Originator and Data Requestor can be the same person. In this case the form is
not e-mailed but fully completed and then submitted to the Business Approver.

1SAP
Step Detail
Path
non-mandatory where possible) are completed. Mandatory fields have a red border.
The ‘Description / Comments’ field is where the Data Originator / Data Requestor provide
additional information relevant to the Master Data request to aide in review, approval and
processing such as:
Component: Duplicate Check

Step: 405.01.01.040. Duplicate Check Assembly
Step Detail
Role Work Management Objects Data Requestor

What The Work Management Data Requestor performs data duplicate checks for the Assembly
requested on the Work Management Objects Form using data verification tools, such as
standard SAP transactions.
Navigation Work Management Master Data > Display Material (Selection List)
Path
How The Data Requestor is responsible for the following:
- Initiate and/or complete the MD request detail
- Data Duplicate check
- Master Data Design (MDD) document compliance check
- Data Integration check
- Submit request to Business Approver.
The Data Requestor performs the duplicate check via a standard SAP transaction. The SAP
transaction required to carry out this step is:
- IH09 - Display Material: Material Selection.
Additionally the following can be accessed by the Data Requestor:

- Display Material.
The Work Management Data Requestor will also use their knowledge of the 1SAP data set and
experience in validating requests to make a determination concerning duplicates. If it is found
that the request would result in duplicate data being created in 1SAP, the request should be
rejected.
Step: 405.01.01.050. Duplicate Check using Work Center List

1SAP
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Work Center
Navigation Work Management Master Data > Work Centre List
Path
- CR05 - Work Center List.

- Display Work Center.
rejected.
Step: 405.01.01.055. Duplicate Check using Cost Center Assignment
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Work Center
Navigation Work Management Master Data > Assignment of Work Centres to Cost Centres
Path
- CR06 - Assignment of Work Centers to Cost Centers.
rejected.

1SAP
Step: 405.01.01.060. Duplicate Check Functional Location
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Functional
Location requested on the Work Management Objects Form using data verification tools, such
as standard SAP transactions.
Navigation Work Management Master Data > Display Functional Locations (Selection List)
Path
- IH06 - Display Functional Location: Functional Location Selection.

- Display Functional Location.
rejected.
Step: 405.01.01.080. Duplicate Check using BOM List
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Bill of Material
Navigation Work Management Master Data > Material Where-Used List
Path
- CS15 - Where-Used List: Material

1SAP
Step Detail
rejected.
Step: 405.01.01.085. Duplicate Check Displaying Material BOM
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Bill of Material
Navigation Work Management Master Data > Display Material BOM
Path
- CS03 - Display Material BOM.
rejected.
Step: 405.01.01.090. Duplicate Check Measuring Point
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Measuring Point
Navigation Work Management Master Data > Display Measuring Points (Selection List)
Path

1SAP
Step Detail
- IK07 - Display Measuring Points: MeasPoint Selection.

- Display Measuring Point.
rejected.
Step: 405.01.01.100. Duplicate Check Task List
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Task List
Navigation Work Management Master Data > Display Task Lists (Selection List)
Path
- IA09 - Display Task Lists: Task List Selection.

- Display General Task List: Initial Screen.
rejected.
Step: 405.01.01.110. Duplicate Check Work Plan
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Work Plan

1SAP
Step Detail
Navigation Work Management Master Data > Display Work Plan (Selection List)
Path
- IP16 - Display Maintenance Plan: Selection Criteria.

- Display Maintenance Plan: Initial.
rejected.
Step: 405.01.01.120. Duplicate Check Maintenance Item
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Maintenance
Item requested on the Work Management Objects Form using data verification tools, such as
Navigation Work Management Master Data > Display Maintenance Items (Selection List)
Path
How The Data Requestor is responsible for the following;
- IP18 Display Maintenance Item: Selection Criteria.

- Display Maintenance Item: Initial.

1SAP
Step Detail
rejected.
Step: 405.01.01.130. Duplicate Check Shutdown Revision
Step Detail

What The Work Management Data Requestor performs data duplicate checks for the Shutdown
Revision requested on the Work Management Objects Form using data verification tools, such
as standard SAP transactions.
Navigation Work Management Master Data > Display Revision
Path
- IWR2 - Display Revision.
rejected.
Component: Compliance Check

Step: 405.01.01.140. Check WM MDD Compliance for WM Objects Form
Step Detail

What Part of the 1SAP design, the Master Data Design documents (MDD) are key inputs to the
management and administration of 1SAP Master Data. These standards provide the:
- Rules concerning the creation and update of each data object
- Inter-dependencies of each data object
- Data standards by attribute
- Data validation rules by attribute.
In this step, the Work Management Objects Data Requestor validates the Work Management
request against the MDD documents to ensure that the request can be executed such that the
standards are adhered to. If it is found that the request would result in non-compliant 1SAP data,
the request will be either amended or shall not progress to the Business Approver.
How To perform a comprehensive validation of the request against the relevant Master Data Design
document(s) the Data Requestor is a subject matter expert on the detail contained within each
document.

1SAP
Step Detail
The goal of this process step is to ensure that the request complies with the relevant Master
Data Design document(s) listed below:
- DD-PRO-070 Master Data Design - Bill of Material
- DD-PRO-070 Master Data Design - Classification
- DD-PRO-070 Master Data Design - Document Information Record
- DD-PRO-070 Master Data Design - Functional Location
- DD-PRO-070 Master Data Design - Maintenance Item
- DD-PRO-070 Master Data Design - Work Plan
- DD-PRO-070 Master Data Design - Maintenance Strategy
- DD-PRO-070 Master Data Design - Measuring Point
- DD-PRO-070 Master Data Design - Permit
- DD-PRO-070 Master Data Design - Maintenance Assembly
- DD-PRO-070 Master Data Design - Reference Functional Location
- DD-PRO-070 Master Data Design - Revisions
- DD-PRO-070 Master Data Design - Task List
- DD-PRO-070 Master Data Design – WorkCenter.
Component: Integration Check

Step: 405.01.01.150. Impacted Integration Check Assembly
Step Detail

What In this process step, the Work Management Data Requestor verifies the integration of the
requested data on the Work Management Objects Form with the 1SAP data set. The Work
Management Data Requestor identifies any additional objects within Work Management that are
impacted by the MD request.
Path
How The Data Requestor has already performed the MDD compliance check in the previous step.
The MDD documents identify integrated objects which the Data Requestor will take into
consideration during the data integration check.
The Data Requestor performs the integration check via a standard SAP transaction. The SAP
- CS15 - Where-Used List: Material
Additionally, the Data Requestor also uses their knowledge of the 1SAP data set and
experience in validating requests to make a determination concerning data integration.
If it is found that the execution of the request will disrupt or hinder the use of the existing 1SAP
data set, the request should be rejected.
Step: 405.01.01.155. Impacted Integration Check Assembly by Displaying

BOM

1SAP
Step Detail

What In this process step, the Work Management Data Requestor Display the BOM. The Work
Path
The Data Requestor performs the integration check Displaying Bill Of Materials. The SAP
- CS03 - Display material BOM: Initial Screen.
Execute transaction CS03 to check for impacted integration to Assembly where Material BOM of
Assembly to be changed. Enter the Assembly and display BOM information.
experience in validating requests to make a determination concerning data integration.
If it is found that the execution of the request will disrupt or hinder the use of the existing 1SAP
data set, the request should be rejected.
Step: 405.01.01.160. Impacted Integration Check Work Center
Step Detail

Navigation Work Management Master Data > Assignment of Work Centres to Cost Centres
Path
transaction required to carry out this step is;
- CR06 - Assignment of Work Centers to Cost Centers.

- DisplayWorkCenter.
experience in validating requests to make a determination concerning data integration. If it is
found that the execution of the request will disrupt or hinder the use of the existing 1SAP data
set, the request should be rejected.

1SAP
Step: 405.01.01.170. Impacted Integration Check Functional Location
Step Detail

Navigation Work Management Master Data > Display Functional Locations (Selection List)
Path

- Display Functional Location.
Step: 405.01.01.190. Impacted Integration Check using BOM List
Step Detail

Path
- CS15 - Where-Used List: Material.

1SAP
Step Detail

rejected.
Step: 405.01.01.195. Impacted Integration Check Displaying Material BOM
Step Detail

Path
rejected.
Step: 405.01.01.200. Impacted Integration Check Measuring Point
Step Detail

Navigation Work Management Master Data > Display Measuring Points (Selection List)
Path

1SAP
Step Detail
- IK07 - Display Measuring Points: MeasPoint Selection
Additionally the following can be accessed by the Data Requestor;

- Display Measuring Point.
Step: 405.01.01.210. Impacted Integration Check Task List
Step Detail

Navigation Work Management Master Data > Display Task Lists (Selection List)
Path

- Display General Task List: Initial Screen.
Step: 405.01.01.220. Impacted Integration Check Work Plan
Step Detail

Navigation Work Management Master Data > Display Work Plan (Selection List)
Path

1SAP
Step Detail
consideration during the data integration check. The Data Requestor performs the integration
check via a standard SAP transaction. The SAP transaction required to carry out this step is:
- IP16 - Display Maintenance Plan: List Edit.

- Display Maintenance Plan: Initial.
Step: 405.01.01.230. Impacted Integration Check Maintenance Item
Step Detail

Navigation Work Management Master Data > Display Maintenance Items (Selection List)
Path
- IP18 - Display Maintenance Item: Selection Criteria.

- Display Maintenance Item: Initial.
Step: 405.01.01.240. Impacted Integration Check Shutdown Revision
Step Detail


1SAP
Step Detail

Navigation Work Management Master Data > Display Revision
Path
- IWR2 - Display Revision: Overview
Step: 405.01.01.245. Impacted Integration Check Shutdown WBS
Step Detail

What In this process step, the Work Management Data Requestor verifies the integration by checking
the information of the relevant Projects. The Work Management Data Requestor identifies any
additional objects within Work Management that are impacted by the Master Data request.
Navigation Work Management Master Data > Display Work Breakdown Structure
Path
How The Data Requestor has already performed the MDD compliance check in the previous steps.
- CJ03 - Display Project : Initial Screen.
Step: 405.01.01.250. Impacted Integration Check Reference Functional

Location
Step Detail

Navigation Work Management Master Data > Display Reference Functional Location (Selection List)
Path

1SAP
Step Detail
- IH07 - Display Reference Location: Reference Location Selection.

- Display Reference Location: Initial Screen.
Step: 405.01.01.260. Impacted Integration Check Work Order
Step Detail

Navigation Work Management Master Data > Display Work Orders (Selection List)
Path
- IW39 - Display PM Orders: Selection of Orders

- Display Order: Initial Screen.
Note: At this point the Data Requestor will capture a list of Work Management Work Order
numbers for processing after the MD request has been executed. E.g. if the request is for a
Work Center relabel any open Work Orders in SAP will require update after the Work Center
relabel has been executed.
Step: 405.01.01.270. Impacted Integration Check Notification

1SAP
Step Detail

Navigation Work Management Master Data > Display Notifications (Selection List)
Path
- IW29 - Display Notifications: Selection of Notifications.

- Display PM Notification: Initial Screen.
Note: At this point the Data Requestor will capture a list of Work Management Notification
numbers for processing after the MD request has been executed. E.g. if the request is for a
Work Center relabel any open Notifications in SAP will require update after the Work Center
relabel has been executed.
Step: 405.01.01.280. Impacted Integration Check Classification
Step Detail

Navigation Work Management Master Data > Characteristics List
Path
- CT10 - Characteristics List.

1SAP
Step Detail
Component: Validate and Submit Master Data Request

Step: 405.01.01.290. Validate Work Management Objects Form
Step Detail

What The authorized requestor validates the information on the Work Management Objects Form via
on-line (system) validation. If it is found that the request would result in non-compliant 1SAP
data, the request should not proceed to business approval.
Path
How Once all fields have been populated the Validate button at the top of the form can be selected to
perform a check on the data entered. The Validate button on the form invokes specific system
validation.
The following on-line validation will occur when the Data Requestor selects the Validate button
at the top of the Work Management Objects Form:
- Mandatory fields have been populated
- SAP object ID numbers will be validated against the 1SAP data set
- Version of submitted Form matches current version available on the Portal
- additional validations built into the Form (specific per Form).
Note: The additional validations do not mitigate the requirement to manually review the Master
Data request for MDD compliance.
Step: 405.01.01.300. Attach Work Management Objects Form Bulk

Template
Step Detail

What The authorized requestor identifies the relevant bulk upload template on the portal, completes all
details for the bulk Master Data request (ensuring the request has had all relevant quality and
compliance checks) and attaches it to the online Work Management Objects Form. SAP object
ID numbers will be validated against the 1SAP data set when the bulk template is uploaded to
the online form.
Path
How To select the relevant bulk upload template the Data Requestor navigates to the bottom of the
Request Form where there is an area that contains a hyperlink to the bulk templates. More than
one template can be attached to the Master Data request.
Upon selecting 'Save' within the bulk upload template two files are saved:
- the Excel template that the Data Requestor populated with load data; and

1SAP
Step Detail
- a Tab Delimited Text file.
The Excel file is required because it allows the file to be reviewed in an easy to read format and
any updates required during the MD request process are manageable.
The tab delimited file is required by SAP for system validation as part of the data upload to the
Adobe Form. The tab delimited format does not facilitate a simple review due to layout and
introduces complexity when converting to an Excel format.
The Excel formatted file will automatically be populated into the filename field on the ‘Submit for
Approval’ screen.
During upload of the bulk template to the Master Data request targeted validations occur that
check the data on the spreadsheet for completeness.
Step: 405.01.01.310. Attach WM Objects Form Supporting Documentation
Step Detail

What The authorized requestor gathers the pre-approvals and supporting documentation required for
the business object request and attaches them to the Work Management Objects Form.
Path
How To facilitate data processing or support the business requirement for the request, additional
supporting documentation may need to be attached to the Master Data request. The Data
Requestor is able to attach additional files to the request if deemed a requirement. These could
be in the form of e-mails showing management sign-off, controlled documents (pdf) to attach as
a Document Information Record (DIR), for example Material Risk Assessment and Performance
Standard or work instructions for the Data Steward or Data Processor that could aid in the bulk
processing of large and complicated Master Data requests.
Step: 405.01.01.320. Submit Work Management Objects Form
Step Detail

What The authorized requestor submits the online Work Management Objects Form via the 1SAP
Portal after validation. An SAP Notification is generated and workflow is triggered upon the form
submission. Workflow will handle the routing of the Master Data request form to the assigned
business approver for the Work Management Objects Form.
Path
How The Data Requestor submits the form to the Business Approver. The submission of the Form
generates an SAP Services Notification (type D1) which the actual PDF request Form (and any
supporting documentation is attached to. The request shall workflow to the Business Approvers
UWL (Universal Work List) on the portal for approval. The Data Requestor where required shall
notify the Business Approver of Form submission to enable subsequent processing.

1SAP
Level 3: 405.01.03. Process Master Data Work Management

Objects

This model describes the process for data execution of centrally maintained Work Management Master Data
Requests. The Work Management Data Processor in the central Master Data Organisation (MDO) completes
the data execution for the governance approved Work Management Master Data Request. If during execution,
the requested action cannot be completed as system prerequisites are not met, the Work Management Data
Processor escalates the request back to the Work Management Data Steward. The Work Management Data
Processor will initiate User Acceptance Testing in the Staging client with the business. The request may be
loaded into a QA client for business review prior to a production load. An e-mail will be sent automatically to
the Data Requestor upon completion of Master Data Request.

1SAP
Monitor Approved Master This component outlines the system step involved in the monitoring of an
Data Request approved Master Data Request via the 1SAP Portal.
Process Single Master Data The purpose of this component is to allow the Data Processor to access the
Request production client to perform a single Master Data create, change, or delete
activity.

1SAP
Change Single Master Data The purpose of this component is to allow the Data Processor access to the
Object production client to perform a Master Data change activity.
Delete Single Master Data This component outlines how the Data Processor accesses the production
Object client to perform a delete Master Data load activity.
Create Single Master Data The purpose of this component is to allow the Data Processor access to the
Object production client to perform a create Master Data load activity.
Process Bulk Master Data The purpose of this component is to allow the Data Processor access to the
Request production client to perform a create, change, or delete Master Data bulk
load activity.
Data Requestor UAT The purpose of this component is to allow the Data Requestor to access the
UAT client to perform a Master Data load activity.
Data Processor UAT The purpose of this component is to allow the Data Requestor to notify the
Data Processor of the UAT requirement. The UAT result is attached to the
Master Data request.
Close WM Master Data This component details the process and system steps involved in the
Request closure of the notification in 1SAP after the successful execution of the
Master Data request.
Direct Creation of Weekly The purpose of this component is to create Weekly Revisions by
Revision Maintenance Planning Plant on an annual basis.
Concept Description
Process Single Work Once the monitored request has been approved, the processing of single
Management Objects Work Management objects in production can now proceed for creation,
change and deletion.
Process Bulk upload of WM The Data Requestor accesses the UAT client to perform a Master Data bulk
objects load review activity. The Data Requestor notifies the Data Processor via
e-mail that the bulk data load has been reviewed in the UAT client, and has
either been passed or rejected by the business.
The Data Processor attaches the business UAT review e-mail to the D1
Notification in SAP. The Data Processor accesses the production client to
perform a master data bulk load activity.
Component: Data Requestor UAT

Step: 405.01.03.390. Business Access UAT Client for WM Objects
Request
Step Detail

What The Data Requestor accesses the UAT client to perform a Master Data bulk load review activity.
How To enable a business review of the bulk loaded Master Data the Data Requestor logs on to the
UAT client.
Only bulk data requests will be loaded into the UAT client prior to a final production load unless
specifically requested otherwise by the Business Approver and agreed by the MDO. Bulk loads

1SAP
Step Detail
may be progressed directly to the production client without a prior UAT load under the following
conditions:
- Data Requestor and Business Approver request that no UAT load is executed; and
- after a detailed review by the Data Steward the MDO agree to progress directly into the
production client (this may be warranted under bulk loads that are simplistic in nature, e.g. 1
field value change across many objects). The MDO have the right to veto any bulk request for
direct production load and process through the UAT client first. The business would then be
requested to review the bulk load in the UAT client.
Step: 405.01.03.400. UAT Assembly
Step Detail

What The goal of this process step is to review the executed Master Data request for the SAP
Assembly object in the UAT client.
Portal My Work > Master Data > Manage Work Management Master Data > Process Master Data
Navigation Work Management Objects > Display Material Master
Path
How The Data Requestor is now able to access the UAT client and execute a standard SAP
transaction to review that the Master Data request has been actioned accordingly for the
Assembly object.
The Data Requestor performs the review step via a standard SAP transaction. The SAP
- MM03 - Display Material.
Note: At all times the Master Data Design documents are available to the Data Requestor to
reference when performing the review.
Step: 405.01.03.410. UAT Work Center
Step Detail

What The goal of this process step is to review the executed Master Data request for the SAP Work
Center object in the UAT client.
Navigation Work Management Objects > Display Work Centre
Path
transaction to review that the Master Data request has been actioned accordingly for the Work
Center object.
- IR03 - Display Work Center.

1SAP
Step: 405.01.03.420. UAT Functional Location
Step Detail

Functional Location object in the UAT client.
Navigation Work Management Objects > Display Functional Locations (Selection List)
Path
Functional Location object.

- Display Functional Location (single)
- Display Functional Location Structure List
- Display Reference Functional Location
- DisplayCostCenter.
Step: 405.01.03.440. UAT BOM
Step Detail

What The goal of this process step is to review the executed Master Data request for the SAP Bill of
Material object in the UAT client.
Navigation Work Management Objects > Display Material BOM
Path
transaction to review that the Master Data request has been actioned accordingly for the Bill of
Material object.
Step: 405.01.03.450. UAT Measuring Point

1SAP
Step Detail

Measuring Point object in the UAT client.
Navigation Work Management Objects > Display Measuring Points (Selection List)
Path
Measuring Point object.
- IK07 - Display Measuring Points: MeasPoint Selection.

- Display Measuring Point (single).
Step: 405.01.03.460. UAT Task List
Step Detail

What The goal of this process step is to review the executed Master Data request for the SAP Task
List object in the UAT client.
Navigation Work Management Objects > Display Task Lists (Selection List)
Path
transaction to review that the Master Data request has been actioned accordingly for the Task
List object.

- Display General Task List (single).
Step: 405.01.03.470. UAT Work Plan
Step Detail

What The goal of this process step is to review the executed Master Data request for the SAP Work

1SAP
Step Detail
Plan object in the UAT client.

Navigation Work Management Objects > Display Work Plan (Selection List)
Path
transaction to review that the Master Data request has been actioned accordingly for the Work
Plan object.
- IP16 - Display Maintenance Plan: Selection Criteria.

- Display Maintenance Plan (single)
- Display Maintenance Strategies.
Step: 405.01.03.480. UAT Maintenance Item
Step Detail

Maintenance Item object in the UAT client.
Navigation Work Management Objects > Display Maintenance Items (Selection List)
Path
Maintenance Item object.
- IP18 - Display Maintenance Item: Selection Criteria.

- Display Maintenance Item (single).
Step: 405.01.03.490. UAT Shutdown Revision
Step Detail

(Shutdown) Revision object in the UAT client.

1SAP
Step Detail
Navigation Work Management Objects > Display Revision
Path
(Shutdown) Revision object.
- IWR2 - Display Revision
Step: 405.01.03.500. Notify WM Master Data Processor of Result
Step Detail

What The Data Requestor notifies the Data Processor via e-mail that the bulk data load has been
reviewed in the UAT client and has either been passed or rejected by the business.
How To notify the Data Processor of the outcome of the Business review in the UAT client the Data
Requestor e-mails his response. The response can be either:
- Passed UAT – for the UAT review to be considered a pass the e-mail sent to the Data
Processor must contain confirmation from the Data Requestor that the data load has passed
review.
- Failed UAT – for the UAT review to be considered a fail the e-mail sent to the Data Processor
must contain confirmation from the Data Requestor that the data load has failed review.
The outcome from a Pass or Fail business review is the following:

- Pass – the Data Processor may progress the load to the production client.
- Fail – the Data Processor must escalate the matter to the Data Steward for either resolution
and retry of the UAT load or rejection of the MD request.

1SAP
Level 3: 405.01.50. Review Work Management Master Data

Quality

Reviews the quality of Work Management Master Data, identify any issues and rectify where required.
Review WM Master Data The purpose of this component is to explain how to review Master Data
Quality records for compliance to the Master Data rules.
Concept Description
Overview: Work Management This process describes how the data owner reviews the Master Data quality
Data Quality Review by generating the required BW report and identifying data problems.
Master Data Quality Reviews - Once the business reviews the Master Data quality, depending on the
Did you Know? nature of the issue, a Master Data request submission or a reply to the
Master Data Organisation (MDO) is required.
Master Data Compliance The business has the task of extracting the Master Data Compliance report
Review Responsibility and the responsibility, as the data owner, to manage and rectify any issues
with the data. The business has the accountability of data uniqueness,
completeness, accuracy, relevance, and integration; it therefore needs to
thoroughly understand the Master Data Design (MDD) documents.
Activities for 405.01.50. Review Work Management Master Data

Quality
Master Data Compliance The purpose of this activity is to explain how to extract the Master Data
Report Compliance report that provides detailed information about the compliance

1SAP
of uniqueness, completeness, accuracy, relevence, and integration of

objects based on rules identified in the Master Data Design. This is for both
Centrally and Locally created Master Data objects. This activity also
provides instructions on how to access and extract the Functional Metrics
Report (FMR).
Component: Review WM Master Data Quality

Step: 405.01.50.010. Execute Master Data Compliance Report for Work
Management
Step Detail
Role Work Management MD Quality Reviewer

What Run the Master Data Compliance Report to obtain a list of records that do not comply with rules
as described in the Work Management Master Data Designs.
Portal My Work > Master Data > Manage Work Management Master Data > Review Work
Navigation Management Master Data Quality > Master Data Compliance Report
Path
need to report.
be completed:
should be selected
the report:
GLD.001
filtering criteria.
be executed.
in error:

1SAP
Step Detail
certain tests:
is Supply
Step: 405.01.50.020. Analyse Reported WMT Master Data Errors
Step Detail
Role Work Management MD Quality Reviewer

What Define corrective actions for the reported non-compliant records with the Master Data Design
identifying the required Master Data Form to be used.
How Using the output of the Master Data Compliance Report compare the Rule Code, and Rule
Name for the items in error to the Rule Catalogue in the Master Data Design for the Object Type
for the read entries. The Rule Catalogue should provide a detailed description of what is being
checked for this rule, then using their knowledge of the Master Data Design and the Master Data
requirements of the entity, the user should review the errors and decide on the correct resolution

1SAP
Step Detail
activity. This can include, but is not limited to, a change to or blocking/deleting the record in
question.

1SAP
Glossary of Key Business Terms
Name Description
1CMS One Contract Management Solution (1CMS) is the single contract

management and reporting solution for BHP Billiton.
1SAP Master Data Design A Master Data Design Document (MDD) specifies the Master Data standard
Document (MDD) for BHP Billiton's 1SAP global business process. The document outlines the
design and specifies the minimum requirements in relation to the creation
and maintenance of the Master Data object.
1SAP Master Data Master Data Management Process is the common process to follow when
Management Process (MDM) making changes to centrally maintained Master Data in the 1SAP system.
1SAP Master Data 1SAP Master Data Organisation (MDO) is the organisational unit that
Organisation (MDO) provides a single point of accountability and delivers standardisation and
discipline to the Data Management process. The 1SAP Project and the
establishment of the MDO implements and governs common data standards
leading to Master Data that is reliable and meaningful. This ensures a
common framework of reference and consolidates a shared information
base across BHP Billiton.
1SAP Master Data Request The 1SAP Master Data Request is submitted via the 1SAP Master Data
Management process to fulfil the requirement for new or updated Master
Data needed in a business process flow.
Account Assignment The Account Assignment Category determines which account assignment
Category details are required for the item. The following categories are used in 1SAP:
- Blank - Inventory stock only
- K - Cost Centre
- P - Project (uses a work breakdown structure (WBS) element)
- F - Work Order or Internal Order.
Activity Price The Activity Price (or Rate) is the charge levied on the cost centre per unit of
the activity type. For example, Activity Rate charged on the production cost
centre is $5 per machine hour.
Adobe Form Adobe Form is the standard form technology used for 1SAP MDM Process.
It has built-in functionality to validate and retrieve data from the 1SAP
system to support data integrity.
Agency Contractor An Agency Contractor is an individual who is engaged by an external

organisation to perform work on a continual basis and forms part of a work
crew/team executing activities that require interaction within 1SAP. They
form part of the Organisation and should be present and visible within the
BHP Billiton Organisational Structure. They are hired as contractors rather
than employees usually for either strategic reasons or for purposes of
backfilling BHP Billiton employee positions, covering long term periods of
absence, not simply to deal with peak workload periods. They need to
execute core business processes that interact with 1SAP process steps and
are under the overall direction and control of BHP Billiton staff. They are
resources that could be interchanged with BHP Billiton staff, and so will be
managed in the same way as employees.
Assembly An Assembly is an SAP Master Data object. Within 1SAP design, two types
of Assembly are utilised:
- Construction Assembly; a non-plant specific material master object that
represents similar pieces of plant or equipment with the same construction
and maintenance strategy.
- Sub-Assembly; a non-plant specific material master object that represents
a logical grouping of Bill of Material (BOM) components utilised for BOM

1SAP
Name Description
structuring.
Batch Job A Batch Job is a scheduled program that runs in 1SAP without user
intervention.
Bill of Material (BOM) A Bill of Materials is an SAP Master Data object and can be described as a
complete, structured list of components for an object. The list contains the
component description, quantity, and unit of measure. These components
are known as ‘BOM Items’. The primary purpose of Production Integration
BOM is to group and display consumable materials used to produce a
product material.
Blanket Purchase A Blanket Purchase Requisition/Order is an open Purchase Order type
Requisition/Order based on a validity period and value limit. Provided that the value limit is not
exceeded, invoices can be posted directly to the Blanket order and will be
work flowed for financial approval.
Cancelled Work Order A Cancelled Work Order occurs when work has been identified as
redundant. An example of redundant work is a minor component repair that
is no longer required due to existing finished work on the component or the
parent of (encompassing) the component.
A cancelled Work Order (Type PM01, PM02, PM04, PM06) has a System
Status of TECO or CLSD without a User Status of SCH.
Capacity Managed Resource Non-equipment Resource Work Centers with equal to or greater than one
Work Center Full Time Equivalent (FTE) are marked as Capacity Managed and require
resource levelling due to their utilisation in Work Management activities.
Capacity Relevant Resource Used for planning and scheduling. In certain situations a decision may be
Work Center made to plan and schedule to a Work Center different to the Work Center of
execution (e.g. LTRC backfill of BHP Billiton Resource Work Center).
Resources that are scheduled to a Capacity Relevant Resource Work
Center will confirm their time to their own Resource Work Center.
Capital Spare A Capital Spare is a spare or repairable spare item held as inventory,
recorded in the Fixed Asset Register, and classified as property, plant, and
equipment in terms of the Accounting Interpretations GLD.
Catalogued Material A Catalogued Material is one that has a Material Master Data Record in
SAP.
Central Contract - SRM A Central Contract is a legally binding agreement between a purchaser and
a supplier. It defines the purchase and supply of goods or services at agreed
prices and conditions such as rebates and quantities to be ordered.
Completed Notification A Completed Notification occurs when Events or Work Requests are
completed after a full review, ensuring the required detail has been captured
within the Notification and, at the same time that the associated Work Order
is completed.
A completed Notification shall have a System Status of NOCO (including
ORAS).
Completed Work Order A Completed Work Order occurs when work is completed after a full review
to ensure the required detail has been captured within the Work Order, and
that the work is considered finished. An example of this is all Operations
being finally confirmed (System Status CNF at Work Order header).
A completed Work Order shall have a System Status of TECO or CLSD.
Consumable Consumables are products that are consumed or discarded regularly and
bought recurrently, through reorder levels which are normally determined
through relatively consistent usage.
Contractor A Contractor is an employee who is not paid through payroll. Contractors
are generally hired to perform a service.

1SAP
Name Description
Please refer to GLD.054 Human Resources for a complete definition.

Contractor Management Contractor Management Service Category “Z001” includes only the
Service Category Business Service Category of Contractors. These are contractors fulfilling
positions generally for the organisational levels F,G and H. The Z001
Service Master number will be an internally generated number in the
number range: 20000000 – 29999999.
Cost Center A Cost Centre is a unit that represents a defined location of cost incurrence.
The definition can be based on:
- functional requirements
- allocation criteria
- physical location
- responsibility for costs.
Deadline Monitoring Deadline Monitoring is a daily Batch Job that schedules (calls) Work Orders
and Notifications based on a calendar and/or Measurement Document
triggers.
Delivery Date The Delivery Date is the date on which goods are to arrive at the customer's
premises.
Example: The delivery date can be the delivery date requested by the
customer (desired delivery date) or the date confirmed in the vendor's order
acknowledgment or shipping confirmation (confirmed or acknowledged
delivery date).
Desired Vendor A Desired Vendor is a supplier that the requisitioner requests be considered,
for BHP Billiton to source their requirements from.
Direct Requisition Direct Requisition is performed when a purchase requisitioner creates a
purchase requisition directly in the 1SAP system.
eCatalogue The eCatalogue is the online catalogue hosted by vendors that allows users
to create a shopping cart of required materials and copy the information into
a requisition.
Electronic Data Interchange EDI is a cross-company exchange of electronic data between domestic and
(EDI) international business partners who use a variety of hardware, software, and
communication services.
eMarketplace eMarketplace is an internet-based environment that brings together
business-to-business buyers and sellers, who can trade more efficiently
online. At BHP Billiton, this is facilitated via Quadrem.
Evaluated Receipt Settlement The Evaluated Receipt Settlement (ERS) run creates invoices automatically
(ERS) on behalf of the vendor based on goods receipts and approved service entry
sheets. The Tax Invoices are transmitted to the supplier via email and fax.
External Service Resource An External Service Resource Work Center is used when a direct (specific)
Work Center service is required and planned as a Service Purchase Requisition/Service
Purchase Order, within Work Order Operations.
Finished Work Order A Finished Work Order is work considered finished when all Operations
within have been Finally Confirmed. A Finished Work Order shall have a
System Status of CNF.
Finished Work Order Discrete work tasks (Operations) are considered finished when they have
Operation been Finally Confirmed. A Finished Work Order Operation shall have a
System Status of CNF.
Fixed Vendor A Fixed Vendor is a supplier who is directly linked to a source of supply,
such as a system contract for the procurement of goods or services.
Fleet Management System A Fleet Management System (FMS) is an integrated monitoring and control
(FMS) solution, a real-time interaction with mobile field equipment.
Goods Received/Invoice The GR/IR account is the reconciliation account for purchase orders. It is
Received (GR/IR) Account posted to automatically when goods are received (or service entry sheets

1SAP
Name Description
are approved) and when invoices are processed.
Indirect Requisition Indirect Requisitions are a more automated means of procurement in which
requisitions are automatically created in the 1SAP system, e.g. from Material
Requirements Planning (MRP) and work orders.
Invoice An Invoice is a formal request for payment; a written record of a transaction
submitted to a customer or client when requesting payment for services or
goods delivered; includes taxes where applicable. An invoice may also be
called a bill or a statement, although a statement does not include a formal
request for payment.
Invoicing Plan The Invoicing Plan is a listing of dates on which invoices for framework
purchase order items covering services are to be generated and
subsequently paid, on a routine basis.
The invoicing plan facilitates the largely automatic creation and payment of
invoices, for recurring procurement transactions, found in the Supply Plan to
Pay (P2P) Group Level Document (GLD.027).
Item Category Item category indicates the type of order:
- Blank - Standard requisition for goods
- D Services – allows the completion of service item details at the sub-item
level
- B Limit – specifies the limit in a blanket order
- L Sub-contract agreement
- K Consignment
- U Stock Transfer.
Linear Object A Linear Object is an object, identifiable by specific position, which exists
within a Functional Location, represented as a Characteristic within (e.g.
Welds on a rail line).
Logistic Invoice Verification Logistics Invoice Verification (LIV) refers to an invoice that is matched
(LIV) against PO against purchase orders.
Logistic Invoice Verification A Non-Order Invoice (NOI) is a request for payments that are not related to
(LIV) Non-Order Invoice (NOI) a Purchase Order.
Use of a NOI is only allowed in certain circumstances and is governed by
the Plan to Pay GLD.
Main Work Center The Main Work Center represents Team Leaders/Supervisors that are
responsible for Work Management activities, including Workflow approvals.
They are assigned to Technical Objects and by responsibility to groups of
people as Resource Work Centres.
Maintainable Functional The Maintainable Functional Location is the section of the Functional
Location Location structure at which plant, main process, process, and group
hierarchy in the business is represented in 1SAP.
Maintenance Strategy A Maintenance Strategy contains a set of Maintenance Packages that define
the cycle in which the tasks must be performed; for example, every two
months, every 5,000 km, or every 500 operating hours.
Manufacturing Execution A Manufacturing Execution System (MES) is a control system which
System (MES) includes either manual or automatic production reporting, and is linked to
tasks that take place during the execution/process phase.
Master Data Master Data is information that is key to the operation of business, often
used by several functional groups. This key business information may
include data about customers, products, employees, materials, or suppliers,
which often turns out to be non-transactional in nature. Master Data can
support transactional processes and operations, but its use is certainly not
limited to such.

1SAP
Name Description
Material Group Material Group is a code identifying an allocated group of materials which
are generally homogeneous by nature and application, and so constitute a
“commodity group” of items.
Material Master The Material Master contains information on all the materials that BHP
Billiton procures or produces, stores, and sells. It is BHP Billiton's central
source for retrieving material-specific data. This information is stored in
individual material master records.
MD Form Bulk Template MD Form Bulk Templates are Excel spreadsheets with built-in validations to
support multiple line items upload/change required data integrity. The Bulk
Templates are not available for every Master Data object/action. The intent
of the Bulk Templates is to support multiple line item requests.
Measurement Document A Measurement Document is an SAP transactional data object used to
record a reading taken against a Measuring Point at a particular time, or for
component change out. Measurement Documents are the transactional data
associated with Measuring Points.
Measuring Point A Measuring Point is an SAP Master Data object that represents a location
where there is a requirement to record condition (e.g. wear or pressure),
usage (e.g. hours or tonnes), and component tracking data.
Navigational Functional The Navigational Functional Location is the section of the Functional
Location Location structure at which core process, main process, process, and sub
process hierarchy in the business are represented in the 1SAP system.
Non-Traded Commodity Non-Traded Commodity refers to all goods and services that are not part of
BHP Billiton’s finished product portfolio, such as raw materials or associated
supporting services such as export shipment.
Notification An SAP transactional data object used to report Events, Issues, Incidents
and Work Requests, and record history for a Technical Object.
Outline Agreement An Outline Agreement is a system contract for Goods or Services that has
an agreed contract price, lead time and Vendor for a fixed period of supply.
PDCA PDCA (Plan. Do. Check. Act.) is an iterative four-step management method
used in business for the control and continuous improvement of processes
and products.
Performance-Based Strategy A Performance-Based Strategy Plan is a work plan which is assigned a
Plan performance-based maintenance strategy.
Performance Standard Measurable criteria that must be achieved to demonstrate that a critical
control meets its design and operation effectiveness.
Plant Tag Plant Tag is a unique code or name printed on a Maintainable Unit or
Maintainable Item, which comes from the Manufacturer. It is generally used
by maintenance people in the field to identify these objects.
PR Approval PR Approval refers to the manual approval of a single PR by a manager via
My Work Centre.
Process and Instrument A Process and Instrument Diagram is a diagram on which unique codes
Diagram (Plant Tags) assigned to a Maintainable Unit or Maintainable Item are
detailed. It is commonly used by maintenance people in the field to identify
these objects.
Process Metric A Process Metric describes the requirement for quantitative information
about a process, and measures its performance.
Purchase Order A Purchase Order (PO) is a formal request or instruction from a buyer to a
vendor or a plant to provide a certain quantity of goods or services at or by a
certain point in time.
Transactional data is used to purchase goods and services from external

vendors and to move goods intra- and inter-company.

1SAP
Name Description
Purchase Requisition A Purchase Requisition specifies goods or services required that are not
available from the inventory, and acts as due authorisation for the
purchasing staff to commit the company to a purchase.
Purchase Requisition (PR) A PR Item Note is used to give instructions to the buyer (Procurement
Item Note Global Job Group), e.g. contact details. Item notes do not appear on the PO.
Purchase Requisition (PR) PR Item Text is used to give instruction to the supplier, e.g. specific
Item Text requirements for that order. Item Text displays on the PO.
Purchasing Card A purchasing card (also abbreviated as PCard or P-Card) is a form of
corporate credit card that allows goods and services to be procured without
utilising the traditional purchasing process.
Purchasing Group A Purchasing Group is the key for a buyer or group of buyers responsible for
certain purchasing activities. The purchasing group is:
- internally responsible for the procurement of a material or a class of
materials
- the principal channel for a company's dealings with its vendors.
Purchasing Info Record The Purchasing Info Record is a relationship between a vendor and a
material, and also contains purchasing relevant information such as
payment terms, price, delivery terms, and even shipping instructions.
Purchasing Organisation A Purchasing Organisation is an organisational unit in Logistics, subdividing
an enterprise according to the requirements of Purchasing.
A purchasing organisation procures materials and services, negotiates

conditions of purchase with suppliers, and is responsible for such
transactions.
Purchasing Service Category Purchasing Service Category “SERV” includes the Business Service
Categories of Labour, Hire, Task and Cost. The SERV Service Master
number will be an internally generated number in the number range:
10000000 – 19999999.
Quadrem Quadrem is a multi-enterprise integration tool that integrates e-procurement
documents, e.g. purchase orders, service entry sheets, remittance advices
and e-invoicing between buyers and suppliers.
Reference Functional The Reference Functional Location is an SAP Master Data object used as a
Location template to build maintainable Functional Locations for plants that have the
same Object Type. This is to ensure that Technical Objects are structured
consistently. A Reference Functional Location does not represent a physical
Functional Location used in Work Management.
Rental Equipment A Rental Equipment Requisition/Order is a type of service requisition in
Requisition/Order which the mobilisation tab is activated. This creates a second (non-valuated)
line item on the purchase order that tracks the movement of the equipment.
Repairable Spare A Repairable Spare is a spare that is economically restorable to a
serviceable condition. Repairable spares represent spare parts that have
previously been removed from plant and equipment due to deficient
performance and have been repaired or restored to a condition whereby
they are once again suitable for use in that plant and equipment.
Report Reports provide analytical information generated as output either by a
System Functionality (standard SAP Report, custom SAP Report or a BI
Report), or manually.
Requirement Tracking The Requirement Tracking Number is a number that facilitates the
Number monitoring of the procurement of required materials or services. This
number can relate to a requisition note (or requirement notice/slip) that was
not generated in the system.

1SAP
Name Description
The requirement tracking number from the purchase requisition is copied to

the purchasing documents (for example: RFQ or purchase order) created
with reference to a purchase requisition.
The requirement tracking number thus enables you to group together the
purchasing documents that exist for a certain material requirement.
Reservation A Reservation is a request in the 1SAP system, used to secure goods from
the warehouse in advance based on planning.
Resource Work Centre The Resource Work Centre is made up of groups of similar resources for
Planning, Scheduling and Time Confirmation. A Resource Work Centre is an
Organisational Unit that defines who or what performs a task at Work Order
Operation level. Resource Work Centres may be assigned to a Main Work
Centre by naming convention.
Revision Revision is an SAP Master Data object used to group and identify Work
Orders which have requirements to be planned and scheduled together.
Risk Control: Control Risk Control: Control Action(s) is a process within Risk Management for
Action(s) controlling identified risks within approved tolerance criteria.
The following is taken from ‘GLD.003 Glossary of BHP Billiton Terms’;
Process of developing, selecting and implementing controls. Control actions

can include:
- avoiding the risk by deciding not to start or continue with the activity that
gives rise to the risk
- deciding to start or continue with an activity likely to enhance the risk
- remove the source of the risk
- changing the nature and magnitude of likelihood
- changing the consequences
- sharing the risk with another party or parties; and retaining the risk by
choice.
Risk Management Risk Management comprises activities that assess, monitor, and mitigate
the risk exposure of a company.
Service Entry Sheet A Service Entry Sheet is a record of services a vendor has performed on the
basis of a Purchase Order; it contains service descriptions and details of the
quantity of services received.
Service Master The Service Master stores all data that is needed for the on-going
procurement of services. It serves as a source of default data provided by
the system during the subsequent creation of service specifications. Instead
of having to enter large amounts of data each time a set of service
specifications is created, the specifications can be entered once only in a
master record and then re-used again and again as necessary. The Service
Master record contains information that is necessary for procurement
purposes.
Short Text Short Text is text in the software interface of no more than 40 characters in
length. The short text field of a purchase requisition should contain a
concise meaningful description as much as possible.
Shutdown Event Revision A Shutdown Event Revision is used to group and identify Work Orders
which have requirements to be planned and scheduled together in the
Shutdown Management process.
Shutdown Holding Revision A Shutdown Holding Revision is used to assign Shutdown tasks that are yet
to be assigned to an actual Shutdown, or are ‘Held Over’ from a previous
Shutdown but remain outstanding. A Holding Shutdown Revision shall be
created for every Maintenance Plant.
Shutdown Statistical Project A Shutdown Statistical Project WBS is used for the management of
WBS Shutdown work, budget and actual cost reporting.

1SAP
Name Description
Source List The Source List is a record maintained for a material which identifies the
available sources of supply for that material. The source list has a validity
period and is automatically created when the related outline agreement is
created.
Spare Parts Spare Parts are items identified and usually sold by the manufacturer as
being specifically for the maintenance and repair of major items of
equipment manufactured by them.
Stock Material Stock Material is material for which inventory is held within site Warehouses
Strategy Plan A Strategy Plan is a work plan that you can use to represent complex
maintenance cycles using maintenance strategies.
Sub Contract Purchase Sub-Contract Purchase Requisitions/Orders are specialised and are used
Requisition/Order for:
- 1) management of repairable spares for the Maintenance, Repair, and
Overhaul (MRO) of catalogued items where goods are issued to the vendor
for repair
- 2) assemblies where multiple materials (or a BOM) are issued to the
supplier, and returned as one material
- 3) rework or reprocessing of one material that is returned as another
material, e.g. Dross reprocessing.
Superior Functional Location The Superior Functional Location is the direct superior in the functional
location hierarchical structure
System Condition Stipulates when an activity may be performed based on the operating
condition (operating/not operating/anytime) of the plant during work
execution.
Time-based Strategy Plan A Time-based Strategy Plan is a work plan to which is assigned a
time-based maintenance strategy.
Time Confirmation Time Confirmation is an SAP transactional data object used to capture time
taken for a task, to record which Work Center the Work Order Operation
was carried out by, and who performed the task.
Traded Commodity (TC) A Traded Commodity is a good bought or sold by the Marketing organisation
within BHP Billiton. Ocean Freight is also regarded as a Traded Commodity
for the purpose of the contract management processes.
Unit Of Measure (UOM) A Unit of Measure is a standardised quantity of a physical item such as EA,
BX, or a standardised amount of time such as MON, YR. It is used as a
factor to express occurring quantities of that property.
Vendor Master Vendor Master Data refers to Vendor Master records. The Vendor Master
records control how transaction data is posted and processed for a vendor.
The Vendor Master record also contains all the data required to do business
with vendors e.g. name, address and contact details.
WBS Element A WBS Element is a structure element of the Work Breakdown Structure
(WBS). A WBS element describes either a certain task or a partial task that
can be subdivided further.
Weekly Revision Used for identifying work which has requirements to be planned, scheduled
and/or costed together in the Work Management process.
Work Center Work Centre is an SAP Master Data object and can be described as an
organisational unit that defines where a Work Order Operation must be
performed.
Work Center Capacity The capacity of a Work Center in SAP is the total available in the base unit
of measure - for Work Management this is measured in man-hours.
Work Order A Work Order is an SAP transactional data object in Work Management
used to record information, plan, schedule, and communicate the work
requirements as well as collect job costs. Five Work Order Types are used:

1SAP
Name Description
- PM01 - Work Order (Corrective)

- PM02 - Work Order (Preventive)
- PM03 - Work Order (Rush)
- PM04 - Work Order (Refurbishment)
- PM06 - Work Order (Project).
Work Order Priority Work Order Priority is used to convey scheduling requirements of the work.
There are five Work Order Priorities:
- Immediate - Work must commence within 24 hours from Notification
creation.
- Urgent - Work must commence within the currently published Schedule
Period and provides an opportunity to undertake preparation for the activity
- Sched Day Defined - Work must be scheduled on the day as defined
during planning
- Sched in Period - Work must be scheduled within the schedule period
- Sched Any Rem Cap - Work may be scheduled at anytime during the
schedule period, where available capacity exists.
Work Plan & Item A Work Plan is an SAP Master Data object used to manage scheduling of
work defined in a Maintenance Item. Work Plans trigger regular creation of
Work Orders via Deadline Monitoring.

1SAP
Glossary of Forms
Name Description
Activity Upload Spreadsheet This upload sheet is used on a monthly basis to ensure that residual hours
from the Operations Labour Cost Center, after Work Management Time
Confirmations has been performed, are sent to the correct receiving Cost
Centers.
Consolidated Shutdown Details any variances in:
Status Update - Work Center capacity for assigned personnel due to work integration
requirements
- impacts on supporting services
- material requirements
- action Items overdue or due for completion prior to the next Shutdown
Control meeting.
Contractor Equipment Used to confirm compliance with BHP Billiton’s Fatal Risk Controls GLD &
Checklist other Operation specific HSEC requirements for all contractor equipment
brought into the Operation.
The BHP Billiton person responsible for the management of the contractors
must ensure that all equipment is compliant.
Damaged Equipment Tag This tag is filled with required data and attached to the damaged spare that
will be returned to the store for repair.
Deadline Monitoring Log Log of errors as a result of the Deadline Monitoring Batch Job requiring
rectification.
Engineering Change Risk The Engineering Change Risk Assessment is an approved risk assessment
Assessment which describes the following:
- all risks associated with the engineering change
- the risk mitigation strategies required to reduce each risk to a tolerable
level.
The Engineering Change Risk Assessment process and delivered document

must comply with local site requirements (e.g. Risk Assessment template,
peer review process).
Evidence of External This form is the evidence of External Stakeholder Investigation Reporting.
Stakeholder Investigation The following evidence is provided in this document:
Reporting * Date of External Stakeholder Investigation Reporting
* Name of External Stakeholder (e.g. Name of Organisation)
* Name of Person who performed External Stakeholder Investigation
Reporting
Evidence of External This form is the evidence of External Stakeholder Event Reporting. The
Stakeholder Reporting following must be provided in this document:
- date of External Stakeholder Event Reporting
- name of External Stakeholder (e.g. name of organisation)
- name of person who performed External Stakeholder Event Reporting.
External Reporting Protocol Defines the External Stakeholder Event notification and reporting
requirements. The protocol defines the following:
- specific event types that require external notification and reporting. Lists
the specific events that require notification and reporting based on
categorisation which includes:
- Impact Type (where required)
- Actual Severity (where required)
- Potential Severity (where required)

1SAP
Name Description
- local jurisdictional categorisations (where required)

- all External Stakeholders that require notification and reporting
- timeframes for notification and reporting to all External Stakeholders
- information which must be communicated to External Stakeholders
including specific templates where required for notification and reporting
- the Organisational Position accountable for notification and reporting to
external stakeholders
- the review and approval process of information to be communicated to
External Stakeholders.
External Stakeholder Event The External Stakeholder Event Report is an outcome of information
Report gathered from 1SAP regarding the Event. The specific information contained
within the report is determined by the External Reporting Protocol.
External Stakeholder The External Stakeholder Investigation Report is an outcome of information
Investigation Report gathered from 1SAP regarding Investigation outcomes. The specific
information contained within the report is determined by the External
Reporting Protocol.
History Report This report is attached to a Notification as a supplement to the Notification
History. This may be in the form of a checklist, inspection sheet or an
analysis report received from a Vendor.
HSEC Documentation This form highlights:
Requirements - the steps to perform the jobs with consideration of associated hazards and
mitigation to control that risk
- applicable HSEC, Legislative and/or Work Permits associated with tasks
identified in the proposed schedule
- the identification, assessment, drafting and issue of any work and safety
permits applicable to the job site and job task in accordance with BHP
Billiton Fatal Risk Controls GLD and Operation specific HSEC requirements.
Examples of applicable permits may be:
- hot work
- high voltage
- confined space
- permit to dig.
Investigation Protocol Details the requirements for all Investigations (i.e. Event Investigations,
Issue Investigations) that are managed via the 1SAP Work Management
process. The protocol complies with all requirements defined within the
Execute Investigation process and supports the Work Order Operations
defined in the Investigation Task List.
The protocol must define business requirements on all of the following:

- Legal Professional Privilege activities
- Investigation criteria
- Investigation Risk Owner identification criteria
- Investigation Evaluator identification criteria.
Major Events Calendar This is an Operation based Calendar outlining upcoming major planned
events.
Material Return Slip This will be a standard form with relevant information for Materials that are
returned to the Warehouse. It must be attached to the Materials.
Mobilisation Matrix The mechanism used to track completion of mobilisation activities. Tasks
are listed inside a matrix by date and responsible person or department and
marked when complete. Tasks are to be broken down into discrete

1SAP
Name Description
measurable packages of work (e.g. by day to assist in early identification of

lagging mobilisation progress).
Pick List A standard SAP Pick List form to be printed at the Warehouse on PM03
Work Order Print, listing all reservation requirements detailed within Work
Order Operations component screens including:
- Requester
- Good Recipient
- Material
- Material Quantity
- Unloading Point.
Recordable Injury The Recordable Injury Classification Form provides evidence of the
Classification Form approvals for the classification of a Recordable Injury (i.e. Medical
Treatment Case, Restricted Work Case or Lost Time Case).
The form identifies the following:

- organisational positions that have approved the classification
- date of classification
- specific injury classification
- justification for injury classification.
Remote Working Protocol Details the requirements to transact Work Management objects at an
Operation. This includes identification, execution, close-out and data
management activities.
For each location within an Operation, the remote working protocol is to

stipulate whether that location is to be classified as a remote location. For
each of the identified remote locations, the remote working protocol is to
stipulate the method of transacting each applicable 1SAP Work
Management object.
Repaired Material Report On the repair/certification of a Repairable Spare, this report is completed
with the following minimum detail:
- Material Number
- Serial Number
- Repair/Certification Details
- Recertification Date (If required)
Scoping Template The scoping template prompts for the resource requirement to complete
Work Order planning. The use may be extended to include the collection of
information to assist in the development of work instructions.
Services Validation Form The Services Validation Form is presented by each Contractor, either upon
the completion of work or progressively depending upon the Contract terms
and conditions. Each form will require validation by the BHP Billiton person
responsible for the engagement of the Contractor.
Shutdown Close Out Report Summarises the shutdown performance and retains information that will
assist in improving planning, scheduling, mobilisation and execution of
future shutdown events via lessons learnt.
Shutdown Commissioning Lists the tasks required to check equipment, system or process integrity
Plan prior to recommencement of production, inclusive of ability to track
completion.
Shutdown Demobilisation Lists the tasks required to return shutdown site and work areas to
Plan Pre-Shutdown state, inclusive of ability to track completion.
Shutdown Organisational This is an organisation structure that can be published for the Shutdown. To
Chart declare for any shutdown event who is the appropriate person to
communicate with. Supported by a contact list with relevant phone numbers.
Shutdown Preparation Lists the key milestones that define the preparation processes including:

1SAP
Name Description
Milestones - approved scope of work issued

- fully resourced schedule issued
- shutdown commencement date.
Shutdown Project Plan Details the logistical requirements to support the shutdown execution,
including the HSEC management plan, communication plan, commission
plan, demobilisation plan, schedule (progress) updating and control meeting
protocols.
Shutdown Risk Control As part of conducting risk assessments in relation to shutdown execution,
Actions actions controlling the risks are listed. Risks are monitored and actions
tracked through to completion.
Shutdown Schedule Template The Shutdown Schedule template is required to support the download and
upload transfer of information between 1SAP and MS Project.
Shutdown Scope Amendment A form that supports the Authorise Scope Amendment process by:
Request - indicating addition or removal of work
- 1SAP references
- initial rationale validation
- resource requirements estimation
- critical path & budget escalation approval
- nominating final approval signatures required.
Time Confirmation Upload Template used to load Time Confirmations into SAP in bulk.
Template
Work Order Form A4 - 1S This form contains details from the Work Order header and Work Order
Operation data necessary to perform allotted tasks.
The following information is printed on the form:

- task description by Work Order Operation
- Components
- Functional Location and SCE
- Main Work Center/Resource Work Center
- schedule start/Work duration by Work Order Operation
- list of attachments (where applicable)
- Work Order number & Work Order Operation number
- Document Production Resources Tools (PRTs where applicable)
- assigned resource for each Work Order Operation.
In addition, the form contains information for the following service validation
requirements:
- service number and its description
- quantity and its unit
- Purchase Order number and item number
- vendor name and vendor number.
The form would be printed with any attachments.
Work Order Form A4 - EN This form contains details from the Work Order header and Work Order
Operation data necessary to perform allotted tasks.
The following information is printed on the Form:

* Task description by Work Order Operation
* Components
* Functional Location and SCE
* Main Work Center/Resource Work Center
* Schedule start/Work duration by Work Order Operation

1SAP
Name Description
* List of attachments (where applicable)

* Work Order Order number & Work Order Operation number
* Document Production Resources Tools (PRTs where applicable)
* Assigned resource for each Work Order Operation.
In addition, the form contains information for the following Service Validation
requirements:
* Service Number and its description
* Quantity and its unit
* Purchase Order number and item number
* Vendor name and Vendor number.
The Form would be printed with any attachments.

1SAP
Glossary of Reports
Name Description
Accounts Payable Cycle Time At BHP Billiton, many of the 1SAP process steps within Accounts Payable
Report (AP) will be executed by a centralised team from Shared Business Services
(SBS), including the processing of all payments on behalf of the business.
As well, the processing of invoices from Scan-to-Pay will be managed in the
system by SAP business workflows.
As part of 1SAP, it is assumed that all payments must go through SBS and
every payment must be associated with an invoice. Therefore, it will be
valuable to track the duration of individual process steps or transactions
throughout the AP Cycle from a management point of view, and especially
to assign accountability for late payments. The purpose of this Account
Payable (AP) Cycle Time BI report is to provide a means to capture metrics
on how many days are consumed for the processing of all invoices through
each step of the AP Cycle, from Scan-to-Pay.
A single invoice may contain multiple line items for goods or services
procured. While actual goods received are tracked by the creation of Goods
Receipts (GR), the capture of services received is tracked by the creation of
Service Entry Sheets (SES) that must be approved via workflow. The
Creation and Approval Dates of every SES are also required for the AP
Cycle Time report. Complexity is added by this requirement because there
may be multiple SES Numbers included on one invoice document. In order
to report the Creation and Approval Dates per SES, the AP Cycle Time
report must therefore provide data at the line item level of the invoice
document.
It is envisaged that this report will aid in SBS and BHP Billiton management
of the processes and be utilized for preparation of the charge out of SBS
services to the businesses.
Accounts Receivable Ageing This BI report for Accounts Receivable (AR) will support the 1SAP Finance
and Marketing business processes by providing users with the ability to
analyse ageing of both current and outstanding invoices charged out to
customers. From a Financial accounting point of view, this report will allow
the business to analyse accruals of outstanding income for unpaid goods or
services provided to customers.
From a Marketing point of view, this report will be input to customer credit
management, input to determine future discounts or bulk billing
arrangements for individual customers, based on payment performance, as
well as serve as a replacement for current custom reports used for cash
management and forecasting. This report will also include Mark-to-Market
data required for Credit Risk Management and Commodities Trading. From
a Marketing point of view, this would then provide a full view of customer risk
based on total credit limit as well as pre-settlement exposure, which is
related to the Net Present Value of the Sale after delivery of goods but prior
to payment by the customer.
Ageing analysis on customer invoices will be functionally designed as

follows:
- ageing of invoices start on Day 1 and not Day 0
- the following Ageing Categories will be available for reporting: 1 - 7 Days
(in 1 day intervals for cash management reporting), 8 - 14 Days, 15 - 21

1SAP
Name Description
Days, 22 - 30 Days, 31 - 60 Days, 61 - 90 Days

- the Ageing Categories will be able to be grouped
- transactional data for this report will be from Accounts Receivable only,
with traceability back to the data on the original Sales Order documents from
Sales and Distribution
- user must drive the report with a Key Date, which will be the referenced
point-in-time for calculating whether invoices are current or overdue. If the
user runs this report using a historical Key Date, the report should reflect the
ageing of all invoices as of the Key Date entered by the user. For example, if
the current date is August 1st and an invoice was paid on July 15th, this
invoice should be displayed as open if the user runs the Ageing report for
open items as of Key Date = July 14th
- ageing of Overdues = Calculating Payment Due Date / Key Date for open
or closed items where Key Date < Due Date
- ageing of Invoice = Calculating Posting Date / Key Date for open or closed
items
- ageing of “Due in” = Calculating Key Date / Due Date for open or closed
items not yet overdue (where Key Date > Due Date).
Adherence to Schedule Done The purpose of this Bookmark is to provide detailed data for Metric,
on the Day Details Adherence to Schedule Done on the Day, for analysis purposes.
The display consists of Work Order fields and Key Figures together with
jumps into ECC for real time data.
Adherence to Schedule The purpose of this Bookmark is to provide detailed data for PI, Adherence
Finished within the Week to Schedule Finished within the Week, for analysis purposes.
Details
Asset History Sheet with This report supports the analysis of the fixed asset lifecycle, starting with
Activity Details asset acquisition and ending with asset disposal. Based on the user entry
time period, this report provides a summary view of fixed assets, which
includes the opening position, activities, and closing position of the assets.
Avg Daily Overdue Amt as % Report identifies delayed payment behaviour.
of Debtors Metric Formula:
Average daily overdue amounts over the month as a % of the average total
outstanding for that month
Breaches Same Day Contract Report displays number of contracts where entry date is later than the actual
Entry contract date.
Metric Formula:
Count (number of parent contracts where entry date > contract date) / Count
(total parent contracts)
Cancelled System Generated The purpose of this Bookmark is to provide detailed data for Metric,
Work Orders Details Cancelled System Generated Work Orders, for analysis purposes.
Compliance to Work Plan The purpose of this Bookmark is to provide detailed data for Metric,
Details Compliance to Work Plans, for analysis purposes.
Contract Tracking Status Report shows contracts for physical business which has not been signed but
has been released for delivery to be made.

1SAP
Name Description
Metric Formula:
Contract ‘confirmed’ or ‘Counter Signed Contract’ or ‘PASN Fully Signed
Contract’ / All ‘release/exercised’ contracts.
Controllable Spend This report is used to analyse spend that can be controlled through standard
supply processes for contracts and purchasing.
Cost Accountability The intent of this report is to provide a holistic view on all costs by Cost
Centre, Internal Order and Maintenance Order against their relevant Cost
Elements. Query refresh frequency required: 6 Hourly. Work Order
Requirements on drill down from Actual Costs: Functional Location, Main
Work Centre, Work Order Number, Total Actual Costs, Planned Costs,
Committed Costs, partner object. Cost Centre Requirements on drill down
from Actual Costs: Cost Centre, Purchase Order, Reservation, Ref. Doc, CO
Doc, Material Number, Description, Quantity, Amount, Material Groups,
Created By. This report will not be restricted to the levels of the
accountability report and will include all costs associated with the cost
centre/cost centre group. The layout of this report will be similar to report
ZFIGLE04. Initial layout lists the cost elements in the rows and the columns
split the Cost centres, PM Orders and projects against planned data. The
total column represents the total of all charges receipts on the selected cost
object against the planned data. There is a separate column to reflect
committed costs. The line items can drill down to the next level and details,
cost centre, actual costs, committed costs and planned costs. The cost
centre line items then drill down to the cost allocation reference document
numbers; these reference document numbers then drill down to the source
documents, journal entries, purchase orders and WBS elements. This report
must have the ability to split secondary cost element charge-in and
charge-out lines. This functionality should be a selectable option on
reporting, an example of this can be sourced from report S_ALR_87013611.
The purpose of this report is to drive a standard layout that is easy to use for
the normal user.
Cost and Allocation This report will support the integrated analysis of costs to allow meaningful
comparison of costs between BHPB Assets and manage cost accountability.
Initial layout will have cost elements in the rows and the columns will have
the different versions for comparison purposes. Other characteristics are
available for further drill down in order to analyse the details on these costs
CT Contract Performance The purpose of the CT Contract Performance report is to show the CT
deliveries with respect to Sales Orders and Delivery Orders. This report
combines the contract data, with sales order and delivery order to show the
standard SAP document performance with respect to CT.
CT Open Contracts A report to view list of CT open contracts
Customer Complaints Customer Complaint Report
Customers Overdue for Credit Report shows credit assessment not yet submitted for approval of a
Review counterparty with open limit.
Metric Formula:
Credit reviews not yet submitted for approval where next review date was
prior to reporting or measurement date
Daily Trading P&L Daily Trading P&L Report shows the flexible reporting on profitability for all
trade/contracts which are realized or unrealized. This is a contract-based
daily Trading Profit and Loss model with risk calculations and aggregation
with efficient performance in ECC.
Demurrage $ per Tonne Report shows Demurrage rate per tonne per nomination.
End to End e-Business This report is used to analyse the adoption of the end to end document

1SAP
Name Description
Adoption exchange via the e-Market place.

Fatalities Details The purpose of this Bookmark is to provide detailed data for the Fatalities
Metric for analysis purposes.
The display consists of:

- Notification fields
- Count of Fatalities
- Key Figures together with jumps into ECC for real time data.
Finished Work Orders not The purpose of this Bookmark is to provide detailed data for PI, Confirmed
Completed Details Work Orders not Completed, for analysis purposes.
Freight Cost and Revenue The purpose of the Freight Cost and Revenue Report is to show information
Report on all financial and pricing data maintained in the Freight module (laytimes,
sell and buy cockpit contract(s), brokerage and voyage costs, etc.).
The BI report is a valuable tool to allow the Freight business to report both
internally and to the TMUs it serves on the following:
- Quarterly reviews with the TMUs in which Freight's performance over the
previous quarter is evaluated;
- Rating Freight performance against the market to substantiate rates;
- Comparing market v actual demurrage rates.
Freight Voyage and The purpose of the Freight Voyage and Scheduling Report is to show
Scheduling Report information on all contracts and voyages scheduled data maintained in the
Freight Cockpit module (Contract, Contract periods, Cargo Lift, Voyage and
schedules, volumes, operators’ workload, etc.).
This BI report supports the monitoring of Freight process metrics specific/ all
Freight voyages which are active.
This report also gives Freight Traders an overview of COA Cargo line
consumption, open cargo lines, status of notices declared on contracts, and,
open positions of vessels managed on a TC-buy basis.
This BI report has 3 Reporting views/ bookmarks defined:

- COA Open Lift
- Notices
- Long-term TC Open Positions.
General ledger line item This BI report will satisfy month-end General Ledger (GL) reporting
requirements for analysis of Financial Accounting Documents. The
accounting documents record changes in values in a company code arising
from accounting transactions, thereby serving as proof of business
transactions. They consist of one or more line items (postings), each of
which represents an individual transaction posted to an account. When
posting an accounting document, the SAP system updates the transaction
figures in the accounts to which the document is posted. An accounting
document is a representation within the SAP System of the document (for
example, an invoice) that triggered the posting. This will support the
month-end analysis of the General Ledger throughout the close process.
Greenhouse Gas Emissions The purpose of this Bookmark is to provide detailed data for the
Details Greenhouse Gas Emissions Metric, for analysis purposes.

1SAP
Name Description
- Greenhouse Gas Emissions;

- CSG, Asset, Operations, Measuring Position, Measuring Point, Reading;
Headcount Report List of Persons with breakdown available on contractor / employee,
employee full time / part time FTE.
HSEC Significant Event The purpose of this Bookmark is to provide detailed data for the HSEC
Details Significant Events Metric, for analysis purposes.

- Notification fields;
- Notification classification fields:
- Actual Severity;
- Potential Severity;
- Impact Type;
Immediate/Urgent Work The purpose of this Bookmark is to provide detailed data for Metric,
Orders with Impact Data Immediate/Urgent Work with Impact Data Entered, for analysis purposes.
Entered Details
Inventory Days Report displays 3 month forward view of Inventory based on the closing
stock at the beginning of the period and sales for all three upcoming months.
Metric Formula:
Inventory Days 3 months Forecast = ((Closing stock for period) / (Sales for
period n+1, n+2, n+3))* 90
Invoice Accuracy The Invoice Accuracy Report identifies billing documents cancelled.
Metric Formula:
Invoice Accuracy = (1 – (Cancellations / Total Documents))*100
Invoice Automation The purpose of this report is to provide a view of how much automation is
used in the CSG. This report is generated based on how the invoice
document is created – manual verses automatic.
The initial view for the Invoice Automation at value is:
- CSG
- Value of Invoices created automatically
- Value of Invoices created manually
- Total Value of Invoices
- Percentage for automatic invoice values
- Number of Invoices items created automatically
- Number of Invoices items created manually
- Total Number of Invoices items
- Percentage for automatic invoices items.
Invoices prior to PO and PR This report is used to analyse purchase requisitions and purchase orders
that have been created in the system after the invoice create date.
List of Journal Entries This is a list of all consolidated journal entries posted in 1BCS across
posting levels 01, 02, 10, 12, 20, 22 and 30.
List of Performance List of Performance Documents including status, employee and
Documents organisational unit to be used to monitor the progress of the performance
enhancement review process.
List of Required and Held This view displays the Profile Matchup for a given positions, this matchup
Qualifications compares attained qualifications and the required qualifications.
List of Scheduled Courses List of scheduled 1SAP Courses, including course type, start and end dates
and course location.

1SAP
Name Description
Marketing Performance The Marketing Performance Report provides a view of the financial
Report consequences of marketing's decisions and activities that includes actuals
figures, performance metrics, budget and forecast figures, historical figures
and a predefined list of measures. Graphical representation of data and
commentary functionality is also made available to the report.
Master Agreement Overview This view provides an overview of the Master Agreements.
Master Data Compliance
Report
Movements Report This report provides an overview of all movements - new entries,
movements and turnover to facilitate analysis of organisational movements
and trends.
Non Controllable Spend This report is used to analyse spend that cannot be controlled through
standard contracts.
Non Order Invoices This report provides a list of all NOI's processed within a certain time period.
Processed The Report illustrates essential details for control, vendor name and, cost
center and/or WBS number where charges were allocated, project name
and value. Further analysis would be able to look at the supporting
documents to identify the requestor of the NOI's. This report will generate a
list of invoices showing Company Code, Document Type, Posting range,
Vendor name and number, Profit Center, Cost Center, WBS.
Non Order Invoices This report provides a list of all NOI's processed USD within certain time
Processed in USD period. Report illustrates essential details for control, vendor name and, cost
center and/ or WBS number where charges were allocated, project name
and value. Further analysis would be able to look at the supporting
documents to identify the requestor of the NOI's. This report will generate a
list of invoices showing Company Code, Document Type, Posting range,
Vendor name and number, Profit Center, Cost Center, WBS.
Notifications Report The Notifications report provides the detailed information about Work
Management, Master Data and Quality Notifications (non-conformance
events, near misses etc.), inclusive of Key Figures for Metrics analysis
purposes.
Number of Contracts This view provides the overview of Central Contracts that are negotiated
Negotiated Through through e-Sourcing.
e-Sourcing
Occupational Illness Details The purpose of this Bookmark is to provide detailed data for the
Occupational Illnesses Metric, for analysis purposes.

- Occupational Illness count;
- Occupational Illness types (Measuring Point description);
Open Billing Documents Displays list of open billing documents.
Open Supply Chain Display Open Supply Chain Document to view or to perform analysis.
Documents
Organisational Structure and This report provides a list of the organisational units and their associated
Positions positions.
This report provides a view of the organisational structure to allow for

analysis against operational and strategic objectives, such as the position
counts, number of chiefs, distribution of positions.
Outstanding Notifications The purpose of this Bookmark is to provide detailed data for Metric,

1SAP
Name Description
Details Outstanding Work Orders & Notifications, for analysis purposes.
Outstanding Work Orders The purpose of this Bookmark is to provide detailed data for Metric,
Details Outstanding Work Orders & Notifications, for analysis purposes.
Overdue System Generated The purpose of this Bookmark is to provide detailed data for Metric, Overdue
Work Orders Details System Generated Work Orders, for analysis purposes.
Payment in Full on Time Payment in Full on Time provides the percentage of Invoice documents paid
(PIFOT) on time, based on standard payment terms and within the Invoice clearing
date range.
The percentage is calculated based on the total Invoice documents paid in

full on time against the total Invoice documents processed within the invoice
clearing date range specified.
Percentage of Goods Returns Statistic providing the total number of returned materials to the warehouse.
to Warehouse A count of the number reverse items returned to stock after being issued.
(Base on Material Document item) Type: Support
Stock Return Types classified as 'Supply Relevant' (=202, 202K, 222, 222K,
262, 262K)
General exclusion
“Scrapped” or “Damaged” return
Planned & Scheduled Work The purpose of this Bookmark is to provide detailed data for Metric, Planned
Details & Scheduled Work, for analysis purposes.
Planned Reservations This report lists reservations that were not satisfied in full and on time.
Satisfied in Full on Time
Process Lead Time Report displays average number of days between the BOL date (Posting
date of the Material Document) and the date the invoice is created in the
accounting system. Only the first invoice created for a delivery is
considered.
Metric Formula:
Number of days between the BOL date (Posting date of the Material
Document) and the date the invoice is created in the accounting system.
Production Analysis SAP BW report to support analysis of planned and process orders
generated through the standard 1SAP production scheduling and execution
processes.
Production Forecast Report which identifies which materials were not produced in accordance
Accuracy with forecast. It compares the actual receipts from production quantities to
the forecasted figures (from the forecast snapshot made in the preceding
month); which results in a Relative Performance (% difference).
Metric Formula:
PFA (Monthly) = Actual In Goods Receipt / Snapshot of the In Goods
Receipts
Profitability Analysis (PA) This report will be used to analyse profitability information to a detailed level

1SAP
Name Description
according to the value fields assigned. The fields in the report are as follows:
- Company code and description
- Customer (Sold to) and description
- Material and description
- Customer (Shipped to) and description
- Quantity, split according to quantities populated as per value fields
- Revenue, summarised split according to price and premium, populated as
per value fields.
- Rebate/Dilution, populated as per value fields.
- Other Revenue, populated as per value fields.
- Revenue related deductions, populated as per value fields.
- Cost of sales, populated as per value fields.
- Distribution costs, summarised by cost component splits, populated as per
value fields.
- Other Value fields, populated as per value fields.
- Statistical postings, populated as per value fields.
- Drilldown functionality to source documents, as per fields specified in detail
above.
The report would require the following version views: Month/YTD – as a

summary at the totals level with variance as an amount and %. This should
then be able to be expanded to the individual level.
Project Detailed Costs The Project Detailed Costs Report meets the reporting requirements specific
to analysing capital and operational project costs contained within 1SAP
Project Systems. In addition, data from this report is used for upload to
various external Project Management Systems currently in use.
The Project Detailed Costs Report (Totals View) provides project related
data for the Group Accounting Management Reporting requirements as
follows:
- Current project phase per project type (WBS master data objects, project
type and user status);
- Current project phase per project (WBS master data objects, investment
reason and user status);
- Project type per company code or profit centre (WBS master data objects,
project type and profit centre).
Purchase Order Transmission This report shows a summary of the number of purchase orders sent by
each transmission method. Its purpose is to assist supply in measuring their
utilisation of the e-Marketplace.
As an initial view the report is summarised at a CSG level.
Purchase Price Index (PPI) This report is used to analyse spend where the Purchase Price Index
movement for a category or Asset level is outside relevant market indicators.
Purchasing Document This report shows the percentage of purchase orders which are generated
Automation automatically. Its purpose is to provide analysis on the effectiveness of
purchasing strategies to improve automation.
As an initial view the report is summarised at a CSG and Site level.
Recordable Injuries Details The purpose of this Bookmark is to provide detailed data for the Total
Recordable Injury Frequency Metric for analysis purposes.

- Notification Fields;
- Recordable Injury Types - Fatality, Lost Time Case, Restricted Work Case,
Medical Treatment Case;

1SAP
Name Description
Sales & Operations Cockpit This view of the S&OP cockpit is intended to provide the following:
- sales & production forecast accuracy
- operating window for the agreed materials where applicable
- capacity utilisation of transportation, handling and storage of finished
product
- shipping queue
- facility to attach notes and add commentaries.
Sales Forecast Accuracy Report identifies which deliveries are not made in accordance to forecast.
Compare the actual sales/invoiced quantities to the forecasted figures (from
the forecast snapshot made in the preceding month); which results in a
Relative Performance (% difference). SFA is to be calculated under SIT
Scenario in order to look at month of delivery instead of shipment.
Metric Formula:
SFA (Monthly) = Actual Delivery Quantity / (Snapshot of the Actual Delivery
Quantity + Open Sales Order Delivery + BO Additional Forecast)
Schedule Loading Details The purpose of this Bookmark is to provide detailed data for Metric,
Capacity Loading, for analysis purposes.
Service Entry Sheets This report displays all SES's and shows if the SES's are created internally
or externally. Fields shown in the initial view are SES Creation Date,
Purchasing Organisation, SES Number and Reference Document Number.
Spend Analysis Report Timeliness: Weekly
Granularity: Total contract and non-contract spend for at least 2 financial
years.
Drilldowns: Spend and units (volume) broken down by:
1) Product and/or material number
2) Service
3) Sub-category (if applicable)
4) CSG
5) Asset
6) Site
7) Supplier
8) Contract.
Datasource: MM Purchasing.
The purpose of the Spend Analysis Report is to gather sufficient spend

information and capture the spend on a specific category. The types of data
to be gathered in the report include spend value and percentage on:
- PO from System Contract, Schedule agreement, No System Contract,
E-Catalogue
- Non Order Invoice (Credit Card, Consignment items)
- Total Spend (Total value of all invoice postings, minus tax).
Additional functionality to select the top "N" vendors or other navigational

characteristics.
Stock Accuracy This report lists the movements that have been posted to write-up or write-
off stock as a result of the item count in the Physical Inventory document.
Stock Turns The number of times the company's inventory is issued in a year. It's
calculated as the Rolling 12 months Issue Value over 12 month Average

1SAP
Name Description
Inventory Value. Stock Turns is the effectiveness metric as described in the

Global Supply Inventory Management Strategy. Formula:
- Warehouse Inventory turnover (in quantity) = (issues in the month x 12) /
Average stock holdings in the month
- Warehouse Inventory turnover (in $)= value of issues last twelve months to
date / twelve month rolling average of the total warehouse inventory value.
Supplier Spend This report shows the total spend by supplier total spend over the last 12
Concentration months.
Target Contract Values This report is used to analyse contract target values.
Against Contracts Negotiated
Through eSourcing
Totals Records List List of records identified as intercompany mismatches.
Turn Times Report displays average turn time per month, calculated as the difference
between NORA date and BOL date.
Metric Formula:
NORA Date – BOL Date
Type 1 Water Input Details The purpose of this Bookmark is to provide detailed data for Metric, Type 1
Water Input, for analysis purposes.

- Total volume of Type 1 Water Input (actual for period);
Vendor Delivery Performance This report shows vendor "Delivery In Full On Time" (DIFOT) information. Its
purpose is to measure Supply's effectiveness in the area of vendor
management.
As an initial view the report is summarised at a vendor level.
Within Quality Specification Report displays percentage of end customer inspection lots of which
inspection results are within the tolerance limits.
Metric Formula:
Within Quality Specification = (Inspection lots within tolerance/Total
inspection lots) *100
Work Orders with Task List The purpose of this Bookmark is to provide detailed data for Metric, Work
Details Orders with Task List, for analysis purposes.
Workforce Data This report displays a list of Employees with all characteristics available to
facilitate an analytical review with the ability to view data grouped /
manipulated across different attributes.

1SAP
Glossary of BW Reports
Name Description
Master Data Compliance This report has 2 views:

Report View 1 provides a centralised and detailed view of master data quality
compliance exceptions for selected master data quality rules defined in
GLD.046 (Uniqueness, Completeness, Integration and Relevance).
The purpose of this view is to drive transparency and incorporate 1SAP
master data monitoring across the operational areas spanning CSG, Asset,
Operation, Trading & Marketing Unit (TMU) together with functioning as
effective tool to analyse master data compliance.
View 2 provides a monthly summarised overview of master data quality
exceptions across process streams. It provides the ability to identify
functional areas where master data quality is improving, decreasing or not
changing and highlights potential process gaps.
Measurement Readings This report supports analysis on the Measuring Point and Measurement
Document information recorded for a specific Technical Object.
Notifications This report supports analysis of Notifications, which can be used for Work
Management purposes, Quality Management or Master Data requests.
Work Order Scheduling This report monitors Work Order Scheduling and the execution of work in
comparison to the schedule.
Work Orders This report allows to analyse Work Orders through the Planning and
Scheduling cycle, enabling the measurement of the effectiveness and
control of the work.


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