90% Reduction in Work Order Creation Time with our CMMS Integration (SAP)

A prominent company in the food & beverage industry approached us for a solution to improve their maintenance strategy and optimize their manpower time.

As part of the solution, we implemented the SAP Connector, which streamlined the work order creation process by reducing manual data entry. This freed maintenance teams to focus on essential operations instead of administrative tasks.

The results were impressive: in the first year, a 90% reduction in work order creation time, a total savings of 311 hours, and significantly faster response times to equipment issues and closure time.

This business case will explore how our SAP integration has made a measurable impact, helping our client streamline their work management workflow and close alerts quicker.

What is our SAP Integration?

It bridges our Spartakus Asset Performance Management (APM) and SAP’s CMMS, enabling seamless data exchange between these platforms. This ensures that maintenance teams can act quickly on critical asset health information.

With this integration, you can:

• Directly create work order requests in CMMS from Spartakus.
• Facilitate the management and monitoring of corrective actions.
• Use it with any version of SAP, with no installation or modification required to the SAP system.

The connector is installed on your servers and securely communicates with Spartakus to exchange notification numbers, work order numbers, and system statuses.

For further details on SAP Integration functionalities, refer to this article.

Key Pain Points

Before implementing the SAP Connector, the company faced several industry-wide challenges that affected maintenance efficiency:

1. Siloed Data

Maintenance teams had to switch between multiple platforms to access preventive and predictive maintenance data, analyze asset health, and manually input work orders into SAP. This fragmented process created inefficiencies and increased the risk of errors.

2. Time-Consuming Processes

Condition-based maintenance (CBM) relies on data from multiple sources, such as oil analysis, vibration monitoring, and thermography. However, manually analyzing this data and creating corresponding work orders in SAP was a labor-intensive process. This inefficiency often resulted in delayed corrective actions, increasing equipment downtime and operational risks.

The Solution: How the SAP Connector Saves Time

The SAP Connector streamlines maintenance workflows by ensuring that once a work order is created in Spartakus APM, it is automatically added to SAP. Plus, any modifications or updates made afterward are synchronized across both platforms. This seamless integration also facilitates the management and monitoring of corrective actions, ensuring that issues are tracked, addressed, and resolved efficiently without manual follow-ups.

Here’s how it works:

1. Anomaly Detection through Preventive or Predictive Maintenance tasks.
2. Once the anomaly has been detected and corrective actions need to be taken, a work order is be created in Spartakus.
3. The work order is automatically pushed in SAP, the corrective action is ready to be executed.
4. Once the work order is completed by the maintenance team, it can be closed in either platform, and all changes will be synchronized.

This automation streamlines the entire process, from anomaly detection to resolution, minimizing manual effort and ensuring that the creation of Work Order is executed efficiently.

Results & Impact

Following the implementation of the SAP Connector, the company achieved measurable improvements in maintenance efficiency:

90% Reduction in Work Order Creation Time

In the first year following the integration of the SAP Connector with Spartakus APM, a total of 650 work orders were created. On average, each work order saved 6.5 minutes, adding up to an impressive 71 hours of time savings.

Additionally, by automating the entry of corrective actions, approximately 240 hours were saved. These time savings result from the SAP connector, which automatically updates Work Orders. This means that whenever someone performs a corrective action linked to a Work Order, they only need to record it once in Spartakus APM, the information is then automatically pushed to SAP, eliminating the need for duplicate data entry.

89% Faster Alert Closure

By streamlining the work order creation process, maintenance teams can now focus on executing tasks rather than spending time on manual creation and corrections of work orders This has resulted in a significant improvement in the time required to close alerts related to CBM tasks.

Facilitating the Management and Monitoring of Corrective Actions

The SAP Connector ensures that every corrective action recorded in Spartakus APM is integrated into SAP, allowing for structured follow-up and accountability.

With this integration, organizations can:

• Ensure full traceability of corrective actions from detection to resolution.
• Eliminate manual tracking by automating updates and status changes.
• Improve collaboration between maintenance and reliability teams by providing real-time visibility into actions.

By centralizing corrective action management, the SAP Connector helps maintenance teams work smarter, respond faster, and maintain operational excellence.

Streamlining Work Management Workflow

The implementation of the SAP Connector has streamlined the creation and monitoring of work orders by automating the integration between Spartakus APM and SAP.

This synchronization eliminated the need for manual input, allowing maintenance teams to focus on executing tasks rather than managing administrative work.

As a result, there was a 90%-time reduction in work order creation, with 311 hours saved overall in one year. This streamlined process has allowed for quicker closure of work order and more effective handling of work management.

Raphael Tremblay,
Spartakus Technologies
[email protected]