M-Files EAM. Agile Plant Maintenance Solutions

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1 M-Files EAM Agile Plant Maintenance s

2 M-Files Platform Development 2005 M-Files M-Files M-Files M-Files Product development started Windows Explorer integration Metadata-driven approach for data management Version control Indexing, content-based search Workflows Object types Templates 2010 M-Files 7.0 Support for larger vaults Usability improvements Better archiving features M-Files Cloud Vault 2009 M-Files 6.0 Support for MS SQL Server Multi-language metadata structure OCR Event handlers and scripts 2008 M-Files 5.0 Native integration with Office and AutoCAD products Replication 2007 M-Files 4.0 Offline capabilities imports 2011 M-Files M-Files 9.0 Reporting Improved search features Metadata-driven permissions Multiple vault cooperation Co-authoring Dashboards and UI extensions

3 Does supplier data support your operations? MACHINERY & SERVICE SUPPLIERS PLANTS ERP? PDM & Design ERP Service Management & Installed Base Mill EAM MES Process & Automation

4 Connect technical data from plants and suppliers to centralized repository and collaboration platform MACHINERY & SERVICE SUPPLIERS Master Data Management PLANTS Data Mgmt Mobile Access Dashboards Collaboration Platform ERP PDM & Design ERP Service Management & Installed Base Mill EAM MES Process & Automation

5 M-Files Agile EAM Front-end s UI's: Windows : Online / Offline Web Access : Online Mobile : Online Plant SAP PM / Maximo etc.. Production Documents 1. Consolidate data from internal and external stakeholders 2. Manage and lead processes through common and simple UI's Subcontractor Partner 1 Partner 2 Machinery Supplier Partner 3

6 M-Files Agile EAM Key Benefits for End-user Dashboards and KPI's from valid data The same UI for internal and external users Powerful usage of data through familiar Windows Explorer UI Versatile offline features for all data Role-based, dynamics permission settings Automated workflows All processes accesible via Mobile Access without additional UI implementation

7 M-Files Agile EAM Products 1. M-Files Agile MDM 2. M-Files Agile EAM for Plant Maintenance 3. M-Files Agile EAM Reporting 4. Customized s 5. M-Files Document Management for IBM Maximo 6. M-Files Document Management for SAP PM 7. M-Files Partner s for Maintenance consultants and IT providers

8 M-Files Agile MDM s Easy creation of new data objects: Functional locations Equipment Maintenance Plans Spare Part Items Documents Collaboration platform to collect and manage information for existing installed base and in investment projects Maintenance data migrations from existing systems and exports to the new ERP system Agile workflows to consolidate and enrich collected data

9 M-Files Agile MDM 1: Easy Creation of Data Objects Functional location and equipment data missing or inaccurate Importance assesment missing All data objects created through planned process Implementation plan: Organization and rules Processes for data object creation and management Existing systems to more efficient use Higher user adoption BOM's and documents of critical equipment missing Fast to create new objects Processes implemented to M-Files System Better Master Data Quality Duplicates Quicker access to data Proactive maintenance not optimized Ensure data quality More efficient work management

10 M-Files Agile MDM 2: Technical Data Collaboration Platform Many players involved (machinery suppliers, subcontractors) Processes to collect data not defined Common platform for all to insert data according to 's data rules Easy to create a new object Implementation plan: Organization and rules Processes for data object creation and management Up to 10x faster data collection Higher user adoption No tools to collect data Insufficient information delivered in investment projects Technical details delivered in a wrong format Ensure the accuracy of created information Dashboards to monitor MD status Processes implemented to M- Files System Good Master Data Quality from the beginning Leading with information enabled in Maintenance processes

11 M-Files Agile MDM 3: Database migrations Several data sources with inaccurate data Duplicates All records to one DB via controlled process Easy and fast imports Implementation plan: Organization and rules Processes for data object creation and management Existing systems to more efficient use Higher user adoption Documents of critical data objects missing Controlled and efficient data aggregation Processes implemented to M- Files System Better Master Data Quality Quicker access to data No centralized system for MDM Data in centralized repository meets its quality needs More efficient work management

12 M-Files Agile MDM 4: Workflows for Data Enrichment Information in existing systems is inaccurate Maintenance plans, BOM's and documents of the critical equipment missing Processes and tools to enrich data not in place Knowledge of multiple people required to enrich data All changes to data done via controlled process Easy to enrich data as a part of daily routines Data in centralized repository meets its quality needs Implementation plan: Organization and rules Processes for data object creation and management Processes implemented to M- Files System Existing systems to more efficient use Higher user adoption Better Master Data Quality Quicker access to data More efficient work management

13 2. M-Files Agile EAM for Plant Maintenance s Agile Plant Maintenance in Multi-Partner Environment Agile Work Order Management Agile Management Agile Inventory management Agile Work Permit Management

14 M-Files Agile EAM for Plant Maintenance 1: Agile Plant Maintenance in Multi-Partner Environment Maintenance is outsourced to multiple partners All partners follow the same maintenance processes Implementation plan: best practises Only one system for maintenance data entries Partners use their own IT systems: difficult to understand overall maintenance status Maintenance records to centralized frontend system that replciates the data to partners' systems Maintenance Master Data, transactions and reporting managed through one system implemented with M-Files Reporting and monitoring can be filtered by partner Maintenance master data remains in 's system if the maintenance partner is changed

15 M-Files Agile EAM for Plant Maintenance 2: Agile Work Order Management Users are not committed to use systems Accurate, structured information out of every work order Implementation plan: best practises Easier system to manage and report work orders Planning is inefficient and user-specific Leading with information enabled implemented with M-Files Easier to assign work orders Not enough accurate data to make KPI's Leading based on assumptions rather than data analysis Shorter downtimes and maintenance costs More and better data collected

16 M-Files Agile EAM for Plant Maintenance 3: Agile Management Management of temporary HR Monitoring of tasks and assigments documentation management Common front-end solution for project management Possibility to use multiple devices to access the system Secure, yet easy to use environment for all project members Implementation plan: best practises implemented with M-Files s quicker to accomplish Subcontractors tasks vs. invoicing via the same system One system for all Easier collaboration Cost management Real-time reporting Better security Resource management Dynamic permission management documentation collected to s' system

17 M-Files Agile EAM for Plant Maintenance 4: Agile Inventory Management Substitute parts difficult to find Showing stock count of spare parts item for vendor / seeing vendor's stock status Too large inventories Possibility to outsource inventory management to vendors Possibility to see inventory status of other business units Implementation plan: best practises implemented with M-Files Shorter inventory turnover Smaller inventory and warehousing expenses Some spare parts not reported in inventory Easy to search for spare part Better delivery times for critical spare parts Identifying critical spare parts Easy to update spare part transcations Easy user-interface increases end-user commitment

18 M-Files Agile EAM for Plant Maintenance 5: Agile Work Permit Management Difficult to keep permits up-to-date Management of responsibilities and approvals Implementation plan: best practises Safe work orders during shutdown Quarantine instructions and maintenance work staging difficult to manage Control of work permit procedures implemented with M-Files Attaching multiple work permissions to one work order All work orders are accomplished according to regulations and safely Work permit procedures easy to understand

19 3. M-Files Agile EAM Reporting Maintenance KPI's Agile reporting environment for maintenance partners, vendors and subcontractors Dashboards for leading with information Alerts and Notifications

20 M-Files Agile EAM Reporting 1: Maintenance KPI's Maintenance KPI's are often plantspecific Possibility to execute maintenance strategy with the right KPI's Processes to define KPI's Accurate indicators KPI reports difficult and expensive to modify Source data for KPI's is often poor Possibility to implement constant improvement model Versatile reporting for different user groups Needed data fields in the systems defined KPI reports implemented with M- Files Lower maintenance costs and improved production efficiency Reports are based on financial system data Flexible reporting for continuously changing needs Organization commits to constant improvement

21 M-Files Agile EAM Reporting 2: Agile reporting environment for maintenance partners, vendors and subcontractors KPI's do not represent the whole maintenance activity Better understanding of all maintenance activity Processes to define KPI's Accurate indicators Hard to filter KPI's per partner Reports difficult to modify Poor source data for KPI's Reports are based on financial system data Possibility to execute maintenance strategy with the right KPI's Possibility to implement constant improvement model Versatile reporting for different user groups Flexible reporting for continuously changing needs Needed data fields in the systems defined KPI reports implemented with M- Files Lower maintenance costs and improved production efficiency Organization commits to constant improvement

22 M-Files Agile EAM Reporting 3: Dashboards for leading with information Data is scattered into multiple systems Better understanding of all maintenance activity Processes to define dashboards Accurate indicators Single reports are not enough to see the big picture Summaries to the management are difficult to compose Possibility to execute maintenance strategy with the right KPI's Possibility to implement constant improvement model Versatile dashboards for different user groups Needed data fields in the systems defined Dashboards implemented with M- Files Lower maintenance costs and improved production efficiency Organization commits to constant improvement Consolidating production and maintenance data to the same report is difficult Flexible dashboards for continuously changing needs Management has better visibility to maintenance operations

23 M-Files Agile EAM Reporting 4: Alerts and Notifications Too many alerts make it difficult to react to the critical ones From reactive maintenance to proactive maintenance Processes to define alerts Less reactive maintenance No automatic link from alerts to create a new failure notification Better maintenance plans through analyzed alerts Needed data fields in the systems defined Alerts implemented with M-Files Less unnecessary proactive maintenance Lower maintenance costs and improved production efficiency Analyzing the alerts based on type, object, interval, etc. Optimizing the maintenance intervals for equipment Better management of work orders

24 Customized s M-Files platform utilized to impelement agile systems for virtually any plant maintenance process

25 System integrations M-Files Document Management for IBM Maximo M-Files Document Management for SAP PM

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