Digital Transformation of Maintenance Operations for a Gold Producer Using SAP PM

LeverX streamlined MRO operations for a gold mining enterprise through SAP PM, resulting in minimized downtime and enhanced operational efficiency.

Client

One of the industry's leading full-cycle gold mining enterprises, covering everything from exploration and extraction to ore processing and large-scale infrastructure construction.

Challenge

The client launched a large-scale digital transformation and SAP S/4HANA migration project, which also included the implementation of the SAP PM module for maintenance and repair management.

MRO processes were not yet integrated into the central ERP environment. Maintenance requests were logged in standalone tools, while procurement went through SAP MM. This fragmentation led to:

• Incomplete asset maintenance history
• Challenges in tracing costs back to individual equipment
• Bottlenecks in the approval cycle

As a result, several critical components were missing from the unified accounting system:

• Lack of a centralized database for equipment, maintenance standards, task lists, and MRO schedules
• No centralized tracking of repair activities
• Inhibiting cost control and budget planning
• Fragmented reporting, which made maintenance analysis difficult

To address these bottlenecks and establish a high-performing MRO management system, the LeverX team set out to:

1. Implement SAP PM to optimize asset and maintenance tracking. The system was designed to centralize all repair activities, ensuring full transparency and control for every piece of equipment.
2. Integrate SAP PM with MM and CO modules. This integration enables the automatic generation of material and service requirements, tracks actual costs, and links them directly to specific maintenance objects.
3. Streamline the order approval process. Implementing a clear, step-by-step approval workflow was aimed at accelerating request processing and reducing decision-making time.
4. Develop a user-friendly Fiori-based interface. The goal was to create an intuitive system with a simplified layout, minimizing the number of fields and tabs for the end user.
5. Enable real-time MRO reporting. Ensuring all maintenance data is available instantly to simplify cost analysis and operational oversight.

Solution

To achieve these objectives, the team utilized the ASAP (Accelerated SAP) methodology, which consists of six key phases:

1. Project preparation

We began by forming the project team and aligning on the scope of work. Following a discovery workshop with the client, it became clear that the legacy SAP PM documentation was no longer relevant. As a result, we started by redesigning and visualizing MRO workflows to align them with the company’s modern requirements.

The project team was composed of:

• SAP PM: 4 Functional Consultants, including a Team Lead
• MRO: 1 Business Process Methodologist
• Finance: 1 SAP CO/PS Consultant
• Procurement: 1 SAP MM Consultant
• Development: 2 ABAP Developers
• Project Management: 1 Project Manager

Beyond just setting goals, this stage focused on defining the “to-be” model for MRO management within SAP. Key outcomes included an approved project framework, finalized team roles, and the start of in-depth process analysis.

2. Business blueprint

Before system deployment, we needed to pinpoint high-priority automation areas and design optimal workflows. During this phase, the team conducted a comprehensive analysis of current MRO business processes and defined the key objectives for optimization.

Work started with a discovery phase, followed by a formal assessment report. Using this as a foundation, we designed 11 standardized business process flows to harmonize MRO operations. To validate the proposed design, we prepared a system prototype for a hands-on demonstration.

The phase also involved master data preparation, including the definition of 14 core catalogs and the migration of the updated equipment hierarchy. This ensured data integrity for subsequent planning and tracking activities.

Another critical aspect was integration. Beyond internal automation, the system had to support data exchange with third-party platforms, such as Wencomine. Our team mapped out the system architecture at the analysis stage, ensuring that all technical specifications and data synchronization scenarios were fully addressed.

Working alongside business process owners, the team finalized 11 functional specifications, established maintenance strategies, and standardized task list templates.

Expected project benefits

SAP PM implementation was expected to:

• Drive precision in maintenance scheduling and execution.
• Reduce unexpected outages and technical failures.
• Boost data reliability and real-time reporting.
• Provide granular visibility into maintenance costs by equipment unit.

To achieve these objectives, the following functional capabilities were embedded in the SAP PM system:

• Automated MRO planning based on predefined task lists
• Work execution control during the acceptance phase
• Maintenance scheduling integrated with material and inventory availability
• Failure logging and root cause analysis
• Master data management and production asset structuring
• MRO cost accounting with seamless data transfer to other SAP ERP modules

3. Realization

Following the approval of the business blueprint, we began the technical setup of the system. Beyond basic deployment, our priority was to build a solution tailored to the employees' day-to-day needs. The work was divided into several core areas.

Key process automation

• Maintenance orders are now generated automatically, accelerating execution and reducing the manual workload for staff.
• The approval process is significantly faster. The system sends instant notifications, allowing managers to approve requests with just a couple of clicks.
• Users can now easily switch order types (e.g., from OpEx to CapEx) without lengthy re-approvals or redundant data entry.

Enhanced reporting & UX

To ensure users could access critical data quickly, we enhanced the reporting system. Moving beyond standard tools that didn't fully meet business needs, we developed custom reports for in-depth MRO analysis.

The Fiori interface was also optimized: we streamlined the layout by keeping only the essential fields. This prevents data overload and allows employees to stay focused on their key tasks.

User training

We conducted comprehensive training sessions, developed detailed user manuals, and provided on-the-ground support during the initial rollout. This approach ensured a smooth and comfortable transition to the new platform for all employees.

Data security

Data security was a top priority throughout the implementation. We established a granular permission structure, restricting user access to essential business functions. Additionally, the system meets all industry-specific security requirements, providing end-to-end data integrity and protection.

The system was fully prepared for testing and the transition to pilot operation.

4. Pilot launch

To guarantee a successful rollout, we tested the system in the field. Our experts traveled to the mining site to deliver face-to-face training, empowering users to master the platform through practical, real-time application.

We delivered intensive on-site support during the pilot run at the mining plant. Although the new processes were met with some initial hesitation, the intuitive Fiori interface and our team’s guidance ensured high user adoption. Regular use allowed the staff to master the system rapidly, and their proactive involvement helped us spot minor bugs and optimize the final solution.

Based on user feedback, we implemented several additional features, including:

• Automated creation of top-up orders
• Document visibility within the SAP MM module
• Audit trails, showing detailed information on users who created or modified documents

Our specialists paid particular attention to the order approval workflow. This process involved four different departments, requiring close collaboration, multiple alignment calls, and detailed briefings. Ultimately, we succeeded in creating a system that is intuitive and convenient for every participant involved.

The pilot phase was structured around four core MRO scenarios integrated with SAP MM:

1. In-house maintenance using stocked materials
2. In-house maintenance requiring the procurement of non-stock materials
3. Subcontracted maintenance requiring the procurement of external services
4. Subcontracted maintenance using the client's materials and requiring the procurement of external services
   
   

Upon successful completion of all test scenarios, the system was confirmed to be fully functional and reliable for live production environments.

5. Go-live

Following successful testing, the SAP PM system was officially launched. Today, all MRO processes are managed within SAP, providing employees with a streamlined tool for maintenance order management.

The transition to full production was remarkably smooth, with users experiencing virtually no disruption to their daily routines. Since the processes had been thoroughly refined during the pilot phase, the final go-live felt more like a formality than a major shift.

After the launch, the client requested additional deep-dive training on key system functionalities. Our team also assisted in monitoring budget allocations for MRO orders and provided hands-on support to the accounting department during the period-end closing. Aside from these advisory activities, the system has operated flawlessly, with user inquiries being purely consultative in nature.

6. Performance review

The project spanned 14 months, culminating in the client successfully transitioning 100% of their MRO business processes to SAP.

The system processes dozens of maintenance orders daily, ensuring a seamless end-to-end workflow:

Registration of maintenance needs → Work & material planning → Order approvals → Recording of completed work → Material consumption/issue → Cost posting to Finance → Data analysis in reporting

For several months following the launch, we provided ongoing support to ensure the smoothest possible transition. Today, the staff have fully mastered the system, and MRO processes have become significantly more transparent and manageable.

Today, SAP PM is a cornerstone of the company’s operations, providing a reliable and user-friendly framework for maintenance management.

Technology Stack

The solution is built on the SAP S/4HANA platform and provides end-to-end automation for plant maintenance and repairs. The core modules involved include:

• SAP PM (Plant Maintenance) — maintenance management, failure tracking, and work order generation
• SAP MM (Materials Management) — procurement of MRO materials and services
• SAP CO (Controlling) — maintenance cost tracking and analysis
• SAP FM (Funds Management) — budget management and control

Key technical features

Custom ABAP logic

At the start of the project, we found that standard SAP PM features didn't quite cover the client’s specific operational needs. In particular, the approval workflows were too complex and required simplification, while order creation needed a much higher degree of automation to be effective. To bridge this gap, we developed custom ABAP logic. This allowed the system to generate orders autonomously, automate status transitions, and provide flexible routing for the entire approval process.

Fiori Web Launchpad

We chose the SAP Fiori Web Launchpad to host the solution, making system access far more direct for the end users. The interfaces were stripped of non-essential data, leaving only core fields and logic so that the maintenance team could identify and close orders without getting bogged down in the system.

Results

The SAP PM rollout by LeverX is complete, with the module now functioning as a core part of the client’s IT landscape. By moving all primary workflows to SAP S/4HANA, the business has gained a unified view of its maintenance operations, replacing fragmented data with real-time oversight.

Our work went beyond the backend setup; we focused on making the system practical for the people on the ground. We eliminated redundant manual steps to help the team manage their daily tasks without the usual friction. Following a series of targeted training sessions, the staff adopted the new tools effectively and is now managing SAP operations independently.

From a technical standpoint, the solution has proven its reliability, operating consistently without critical errors or disruptions. The client is now exploring further system enhancements, including the launch of a mobile application to further improve user convenience.

This project transformed the company's approach to MRO management, making it more transparent, flexible, and efficient.