Issue

This Key Decision Document (KDD) outlines critical decisions, considerations and recommendations essential for implementing and managing an EAM Mobility solution to best support business processes and incorporate new functionalities S/4HANA will bring to Syensqo. It aims to clarify the rationale behind exploring and evaluating the existing custom Neptune solution in comparison to a specialized EAM mobile application.

Key areas covered in this document include:

• Benefits and drawbacks of each solution, including factors such as efficiency, accuracy, safety and compliance
• Overview & Background
• Design Options
• Evaluation
• Recommendation
• Business & Project Impacts

This KDD is designed and structured to ensure clarity, transparency and accountability in the current (and future) EAM mobility requirements at Syensqo.

Recommendation

After a thorough evaluation, we recommend implementing a specialized Enterprise Asset Management (EAM) mobile application for Syensqo. This dedicated application will integrate with SAP S/4HANA offering comprehensive functionality tailored for asset and work management processes, and taking into account the process evolutions being implemented by ERP Rebuild (e.g. use of Work Clearance Management, phase-based maintenance processes, etc.). 

Specialized EAM mobile applications on the market typically provide an extensive range of features including:

• A user-friendly interface built on modern Fiori UX principles
• Support for both online and offline modes
• Process-driven and seamless integration
• Inspection and compliance management with dynamic form solutions

These capabilities will significantly enhance the mobile based operations within plant maintenance scenarios at Syensqo.

The final selection of the specific mobile application will be made during the detailed design phase where a meticulous analysis will ensure a well-informed and precise choice that aligns with Syensqo's operational needs and strategic goals.

Background & Context

The Mobility solution plays a crucial role in the Work Management process facilitating the effective and efficient management of maintenance activities including the oversight of material spares. It streamlines work management by providing real-time access to critical data and functionalities, empowering field personnel to efficiently execute maintenance tasks.

Syensqo is currently implementing a custom-built application based on the Neptune development platform. To date, 46 plants worldwide have successfully adopted and are actively utilizing a Neptune-based custom mobile solution on both tablets and phones for their work management processes.

Criteria used to assess the best-fit field mobility solution for all Plants within the Syensqo enterprise include:

• Functional Requirements: Meets all essential and applicable functionalities.
• Technical alignment with S/4HANA for seamless synchronization.
• User Experience (UX): Aligns with Fiori UX and ease of use by field personnel, including the ability to function in an occasionally-offline environment.

This document compares the existing Syensqo-built Neptune PM Apps with a specialized EAM mobile application that meets all of the Project's EAM Field mobile requirements. Generally specialized apps are commercially-available off-the-shelf applications which may also be built on the Neptune framework, or utilise a different mobile development platform such as SAP BTP Mobile Services. 

The below high-level requirements have been collated from current mobility functionality discussion with SyMax team representatives and future requirements based on the ERP Rebuild Conceptual design:

• Synchronization
• Online & Offline Capabilities
• Technical Objects (Functional Location & Equipment)
• Notification
• Work Order & Operation
• Task Lists
• BOM’s
• Inspection Round & Checklist
• Work Clearance Management
• Permit to Work
• Work Execution
• Time Confirmation
• Bar Code Scanning
• Spare Parts
• Asset Performance and Real Time Data  
• User Experience

Assumptions

Business Requirements: The initial business requirements are based on the current state (As-Is discovery) and are expected to be refined further during the detailed design phase. It is assumed that these requirements will not drastically change and that the specialized EAM mobile applications standard functionalities will adequately meet Syensqo's needs with minimal customization.

Fiori Application Availability: It assumes that the required Fiori application will be available on the mobile device while online

Infrastructure: Mobile Devices, Tablets and Essential Network Infrastructure for Data Exchange are in place

Mobile Application: Will be determined during detailed design based on Syensqo's operational needs and strategic goals. This will include evaluating whether a single tool can effectively cover maintenance, work permitting, logistics/material management, and production needs to minimize the number of tools and simplify user training. If multiple tools are necessary, their interconnectivity, such as enabling direct notifications for production tools, will also be considered.

Constraints

Technical Support and Maintenance: Ensuring ongoing technical support and maintenance is critical to address any issues, updates and enhancements. Syensqo will need to establish a support structure that includes external SAP support to maintain system stability and performance.

Customization Requirements: There may still be a need for customization to align the solution with Syensqo's specific business processes and operational requirements. This includes tailoring workflows, forms and reports to meet the unique needs of different plants.

Upgrade Dependencies: Implementing the specialized EAM mobile application may require upgrading certain components of the existing infrastructure to be fully compatible with S/4HANA and the latest application version. This includes ensuring that mobile devices and network infrastructure are compatible.

Operational Disruption: Potential disruption during the transition phase from existing mobility solution to the new EAM Mobility solution requiring careful planning and management.

Impacts

Licensing and Cost Implications: The specialized EAM mobile application comes with its own licensing costs, potentially higher than the current Neptune solution expenses. A thorough cost-benefit analysis is necessary to ensure the long-term benefits justify the initial and recurring costs.

Multilingual Support: Ability of the mobility solution to support multiple languages to accommodate global operations and diverse user bases.

Change Management: Implementation of robust change management strategies to facilitate smooth transition, minimize resistance and maximize adoption of the new mobility solution.

User Training: Requirements for comprehensive user training programs to ensure effective utilization of the mobility solution's functionalities and features.

Technical Support and Maintenance: Provision of ongoing technical support and maintenance services to address issues, updates and enhancements related to the mobility solution.

Business Rules

Defined business rules and further updates will be determined during the detailed design phase.

Options considered

Option A: Existing Syensqo Custom Development (built using Neptune)

Neptune PM Apps software sits on Neptune DX Platform Planet 8 module (formerly known as Neptune UX Platform), which is a SAP-certified application development platform that sits on top of an existing ABAP system. It enables you to design, build, deploy and maintain SAP Fiori apps in a fraction of the time it takes with other platforms-accelerating the delivery of desktop, mobile and offline solutions.

Syensqo's custom-built Neptune PM app currently supports the below applications which are represented as individual “tiles” on the mobile device 

• PM Notification – Create
• PM Notification – List
• PM Work Order - Pending
• PM Work Order – List
• My Operations
• PM Operations – Display
• Operation Scan – Status & Time Confirmation
• PM Operations – Time Confirmations
• Inspection Rounds
• Maintenance Checklist
• Generic Job List
• PM Task List
• Material – Display
• Material Reservation
• Equipment Exchange – Install/Dismantle
• Equipment Status – Update
• Scan – Func loc./Equi

Some plant maintenance applications can be accessed from another application. The following schema shows which application has a remote access point. Some functionalities can only be accessed through those points (ex: creating a Work order is only possible from Notification list).

Option B: Specialized EAM Mobile Application

Overview: This approach focuses on utilizing a specialized EAM mobile solution that aligns closely with Syensqo's specific needs in asset and works management. By selecting a dedicated EAM mobile application, Syensqo can leverage advanced features tailored to their industry and operational requirements, enhancing overall efficiency and effectiveness in plant maintenance and asset management.

Integration and Compatibility are a key advantage of the specialized EAM mobile application is its seamless integration with the existing S/4HANA system. This ensures that data flows smoothly between the mobile application and S/4HANA, facilitating real-time updates and synchronization. This integration enables a unified view of assets, work orders and maintenance schedules, reducing the risk of data discrepancies and enhancing decision-making processes.

Functionality: A specialized EAM mobile application offers a robust set of features designed to support Syensqo's asset and works management business processes:

Asset Tracking and Management:

• • Real-time tracking of asset conditions.
  • Automated updates and alerts for maintenance schedules and asset status.
  • Comprehensive asset history and lifecycle management.

Maintenance Planning and Execution:

• • Streamlined scheduling and assignment of maintenance tasks.
  • Real-Time Progress Tracking provides updates on work progress such as completion status, time spent and any issues encountered.
  • Dynamic Resource Allocation, schedules change updates, real-time updates allow for the prompt reallocation of resources, such as personnel, equipment or materials.
  • Tools for preventive and predictive maintenance.

Inspection and Compliance Management:

• • Dynamic Forms that adapt based on the type of inspection or compliance task. Forms can be customized to include specific fields, questions or validation rules relevant to different asset types or regulatory requirements.
  • Inspection forms and compliance checklists with real-time data capture ensuring that information is accurate and immediately available to S/4HANA.
  • Offline functionality allowing users to complete inspections and submit reports even without an internet connection. Data is synchronized once connectivity is restored.

Integration with Work Clearance Management:

• • Streamlined processes for issuing, tracking and managing Permit to Work and Work Clearances.
  • Ensures safety compliance by verifying that all necessary permissions and safety protocols are in place before work begins.
  • Digital tracking of work clearance status, reducing manual paperwork and minimizing delays.

Performance Monitoring and Analytics:

• • Real-time monitoring of asset performance metrics and key performance indicators (KPIs).
  • Advanced analytics for identifying trends and optimizing maintenance strategies.
  • Reporting capabilities for performance analysis and management decision support.

User Experience and Accessibility: A specialized EAM mobile application is designed with user experience in mind, providing an intuitive and user-friendly interface. This enhances the usability for field technicians enabling them to quickly access necessary information and perform their tasks efficiently. The mobile application supports various devices and platforms ensuring accessibility regardless of the hardware used by the workforce.

Conclusion: Option B presents a comprehensive and tailored solution for Syensqo's asset and works management needs. The specialized EAM mobile application integrated with S/4HANA offers a robust set of features that enhance operational efficiency, compliance and decision-making capabilities. The detailed design phase will involve a thorough analysis to select the most suitable application ensuring a precise and informed decision that aligns with Syensqo's strategic goals.

Comparison Table

Evaluation

The evaluation of EAM mobility solutions includes comparing Option A (Syensqo-custom Neptune PM Apps) and Option B (Specialized EAM Mobile Application). Neptune PM Apps provides strong online and offline support with flexibility for customer-specific requirements making it suitable for current business needs, though it requires significant customization to align with new S/4HANA functionalities and business processes. The specialized EAM mobile application excels in integration with SAP systems, offering comprehensive asset management functionalities and real-time data synchronization making it ideal for organizations seeking a seamless, integrated solution with robust process-driven capabilities.

The specialized EAM mobile application stands out for its seamless integration with S/4HANA, ensuring real-time data synchronization and streamlined workflows. This integration is vital for maintaining data consistency and operational efficiency across Syensqo's various functions. The application’s process-driven design, advanced synchronization features and strong offline capabilities allow field personnel to perform their tasks effectively even in areas with limited connectivity. Additionally, the application offers robust functionalities for asset inspections and WCM - Permit to Work processes, crucial for maintaining safety, compliance and operational integrity in Syensqo's operations. The application’s user-friendly interface, based on the modern Fiori UX design, promotes higher user adoption and productivity.

*The evaluation scoring system ranges from Low to Very High. In this system, a low score indicates a negative attribute, such as high costs.

See also

The following section describes the reference documentation used. Please note that the documentation for the specialized EAM Mobile Applications is provided only as a reference point for conceptual design.

Business Definitions (Glossary)

Change log

Workflow history