pm end user manual

End User Manual

Title: SAP PM Module: PLANT MAINTENANCE

Release: ECC 6.0

Created by: RAVINDER KUMAR

Created on: 23 Nov‟10

Last changed on: Last changed by: Version: Page:

(23/11/2010) RAVINDER KUMAR 1.0 1 of 241

Project Sarthak

Table of Content.

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S.No. Page No.

1. Introduction ............................................................................................................ 4

2. Getting Started ....................................................................................................... 6

3. Master Data .......................................................................................................... 18

3.1 Functional Location ................................................................................................................... 18

3.2 Equipment .................................................................................................................................. 29

3.3 Equipment Bill of Material ........................................................................................................ 43

3.4 General maintenance Task lists .................................................................................................. 50

3.5 Work Permit ............................................................................................................................... 59

3.6 Characteristic ............................................................................................................................. 67

3.7 Measuring Points ....................................................................................................................... 71

3.8 Work Center ............................................................................................................................... 80

3.9 Maintenance Planning ................................................................................................................ 85

3.10 Maintenance Plan Scheduling .................................................................................................... 92

4. Maintenance Processing .................................................................................... 102

4.1 Measuring documents .............................................................................................................. 102

4.2 Breakdown Maintenance Process: ........................................................................................... 123

4.3 Preventive Maintenance ........................................................................................................... 160

4.4 Regular Maintenance : ............................................................................................................. 203

4.5 Calibration Process: ................................................................................................................. 209

5. Plant Maintenance Information System .......................................................... 217

5.1 Standard Reports ...................................................................................................................... 217

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1. Introduction

SAP R/3 is an “integrated and industry-independent standard software” which

covers integrates and connects all functional areas in a business. SAP AG defines

integration as "defined communication". Although R/3 is designed for complete

integration, it can also be used for a couple of business areas.

SAP is the abbreviation for “Systems Applications and Products in Data

Processing”.

The purpose of this document is to provide an overview of SAP PM Functionality and

the details of how the transactions are carried out in SAP R/3.

The document has been organized as follows;

Master data maintenance required for PM module is covered first. Master data

maintenance is the most important aspect as these data affects all the transaction

where that Master data is used. It is very much controlled by authorizations as per

the policy of the company.

As a PM user, you will be using various transactions to replicate day-to-day work

in SAP R/3. So all the transactions, which are relevant to you for carrying out

Plant Maintenance activities, are covered in this.

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Master data maintenance and transaction processes are explained with the help of

SAP screen Shots. This will help you in executing the same perfectly.

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2. Getting Started

LOG ON:

Select SAP Log in Icon

On PC Desktop & press enter key or double click,

Or follow the menu path as shown in following screen:

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The following screen will appear.

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Select Server and click on Log on icon

Logging onto the SAP R/3 system

Sap R/3 systems are client systems. The client enables you to run

several business operations at the same time in one SAP R/3 system.

Client is, in organizational terms, an independent unit in the system.

Clients have their own data environment and therefore their own user

master and transaction data, assigned user master records and chart

off accounts and specific customizing parameters.

So that you log on to SAP R/3 system, you must have a master record

created for you for corresponding client. For reasons of access

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protection, you must enter a password when you log onto the sap

system. The system does not display the password you enter.

SAP R/3 system is available in several languages. Use the language

input field to select the logon language for each session.

Elements of the screen layout

Command Field: Use command field (hidden as default) to go to

applications directly by entering the transaction code.

Standard Tool Bar: the push buttons in the standard tool bar are found

on every screen in an SAP R/3 system. Any push buttons that cannot

be used in a particular application are grayed out. If you place your

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cursor on a push button for a while the system displays a quick info text

that explains the push button function.

The Application Tool bar: shows which functions are available in the

current application.

A Tab page: provides a clearer overview of several information screens

Status bar: the status bar displays information on the current system

status, for example. Warning or error messages

Menu bar: the menus shown here depend on which application you are

working in.

Title bar: the title bar displays the functions that are available for the

user.

Checkboxes: checkboxes enable you to select several options

simultaneously within a group.

Radio Buttons: allow you to choose exactly one item form a selection.

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The below shown screen gives you a detail explanation.

SAP Easy Access

Sap easy access is the standard entry screen displayed after the logon.

You navigate through the system using the tree structure.

Menu

bar Standard

toolbar Title bar

Application

toolbar

Tab Page

Command

Input Fields

Check

boxes,

Radio

Buttons

Status

bar

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Selecting Functions

You can call functions in the system as follows

o Menu Option

o Favourites

o Entry in the SAP easy Access menu

“/n” ends the current session

“/i” delets the current session

“/oCV01N” opens a new session and branches out to the transaction

specified (CV01N)

You are greeted by your

logo in the right-hand

part of the window

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By entering “ search_sap_menu” in the command field, you can

display menu paths for the desired SAP transaction.

Field help : F1 and F4

Use F1 to display an explanation of fields, menus, functions and

messages.

F1 Help also provides technical information on the relevant field.

Command Field

SAP easy Access and Favorite

List

Menu

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Use F4 to display possible inputs . you can also access F4 help for a

selected field using the button immediately to the right of that field.

F1 Help

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User – Specific Personalization

The end user has many possibilities for personalizing the system. For

example as shown in the screen below.

F4 help

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SAP – Symbols or icons

Button Keyboard

Shortcut Description Button

Keyboard

Shortcut Description

Enter Key Enter/Continue

Ctrl + Page

Up

First page

Ctrl + S

Save to

database

Page Up Previous page

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F3 Back

Page Down

Next page

Shift + F3

Exit System

Task

Ctrl + Page

Down Last page

F12 Cancel

None

Create New

session

Ctrl + P Print

None

Create shortcut

on Desktop

Ctrl + F Find

F1

F1 Help

Ctrl + G Find next Alt + F12

Customize Local

Layout

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3. Master Data

3.1 Functional Location

Functional locations are elements of a technical structure (for example, functional

units within a system). Functional locations can be created according to the

hierarchy, and can be structured based on the following criteria:

Functional

Process-related

Spatial

Each functional location is managed independently in the system, to :

Manage individual data from a maintenance perspective for the object

Perform individual maintenance tasks for the object

Keep a record of the maintenance tasks performed for the object

Collect and evaluate data over a long period of time for the object

Trigger:

Functional locations need to be structured according to functional, process-related or

spatial criteria. Whenever any new location identified we need to create Functional

location.

BUSINESS PROCESS PROCEDURE OVERVIEW

A functional location is an organizational unit to structure the maintenance objects of a

company according to functional, process-related or spatial criteria.

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A functional location represents the place at which equipment(s) can be installed and a

maintenance task is to be performed.

Output – Results Comments

Functional location created

Procedural Steps

ID: PM Title: Maintaining of Master data – functional

location

Business process: Functional Location

Transaction code:

IL01, IL02

Menu path: Logistics Plant maintenance

Management of Technical Objects functional

location Create (IL01)

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Description:

Use this transaction for creating structured location

Double CLICK on selected line or press Enter to get following screen

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Instructions

In the initial screen, enter the values in the following fields:

Field name Required

/

Optional

User action and allowed values

Functional location R Functional location code is to be entered as per

the structure

Structure indicator R Structure of func. With hierarchy level

Fuct. loc. cat. R Type of fictional loc.

“Press enter key“ or click on icon

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Field name Required

/

Optional


Description R Functional Location. Name is to be entered

(40characters). If the name exceeds, use long

text.

Ensure General data screen is open or click on GENERAL TAB

Field name Required

/


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Optional

Weight O Weight of the Functional Location

Size O Size of the Functional Location

Start up date O Actual start date of usage

Acquisition value O Value of the Functional Location at the time of

acquiring

Acquisition date O Date on which the Functional Location was

acquired

Manufacturer O Manufacturer of the Functional Location

Manufacturing

country

O Country, where the Functional Location was

manufactured

Model number O Model number of the Functional Location

supplied by the manufacturer

Constr. Yr/mth O Year and month of Functional Location

constructed

Manuf Part No. O Part number of the Functional Location as


Manuf Serial No. O Serial number of the Functional Location as


After entering required data click on LOCATION TAB

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Field name Required

/

Optional


Maintenance plant O Maintenance plant, where the Functional

Location is located

Location O Location of the Functional Location, for ex:

Building where it is installed.

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Field name Required

/

Optional


Plant section O Further low level identification of location.

Work center O Production work center, for blocking from

production during maintenance work.

ABC Indic O As detailed below :

After entering required data click on ORGANISATION TAB

TO GET FOLLOWING SCREEN :

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Field name Required

/

Optional


Company code R R/3 will copy the respective company of the

maintenance plant.

Business area O For viewing profit and loss statement/area wise

costing.

Asset O Appropriate asset number should be assigned

to the Functional Location.

Cost center O All the costs incurred at the Functional Location

level are collected at these cost centers level.

Planning Plant O Maintenance planning plant, defaulted as that of

maintenance plant.

Planner group O Planner groups as per the maintenance

planning activities.

Maintenance work

center

O Maintenance work center, currently represents

the departments like ME, EE, IE, CE & SE

Catalog profile O For Functional Location history generation all

the codes are maintained in a catalog profile.

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After entering required data click on STRUCTURE TAB

You will reach the following screen

Field name Required

/

Optional


Functional Location O Functional location under which the Functional

Location is functioning.

Superior Functional

Location

O Superior Functional Location under which the

Functional Location is functioning.

Tech Ident. no O Technical identification number of the

Functional Location.

Const Type O Material of construction.

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Click on to Save and following message will be given by

the system

The Functional Location is saved.

Through transaction code IL02, required functional location can be opened for

editing

If Functional location installation is to be changed, click on icon

on structure tab, to get the following screen

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First dismantle the already existing installation and then input / select new

installation location and click on Enter / Continue icon

Click on to Save the changes made and following

message will be given by the system.

3.2 Equipment

A piece of equipment is an individual object that is to be maintained independently.

Each piece of equipment is managed independently in the system, so that you can:

Manage individual data from a maintenance perspective for the object

Perform individual maintenance tasks for the object

Keep a record of the maintenance tasks performed for the object

Collect and evaluate data over a long period of time for the object

Pieces of equipment can be installed and dismantled at functional locations. The

usage times for a piece of equipment at a functional location are documented over

the course of time.

Trigger:

Maintenance history needs to be captured for a physical technical object.Whenever

any new Machine/Computer etc. Purchased we need to create Equipment Master.

Correct Equipment Type has to be choosen always for proper functioning.


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This document describes how to create Equipment for use in PM functions. Equipment

are master data to manage physical objects in PM and Customer Service. An

Equipment master data object must be created here before it may be associated with a

Functional Location object.

Output - Results Comments

Equipment Master created

ID: PM Title: Maintaining of Master data - Equipment

Transaction code:

IE01, IE02, IE03,


Management of Technical Objects Equipment

Create (IE01)

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Description:

Use this transaction for creating & maintaining Equipment

Double click or press Enter Key to reach the following screen

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Instructions


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Field name Required

/

Optional


Equipment No in put is required as system creates an

internal no,

Valid on R By default system proposes current date, one

can change to the appropriate valid from date.

Equipment category R Appropriate equipment category to be selected

from the list

REFERENCE

Equipment O Already existing equipment can be used to copy

the data

Material Not applicable this is required when a

material/equipment link is required

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Press Enter key or click on Enter / Continue icon to reach the following

screen

Enter the parameters as detailed below: in „General‟ screen

Screen fields data entry instruction:

Field name Required

/

Optional


Description R Equipment Name is to be entered

(40characters). If the name exceeds, use long

text.

Object type O Type of machine ex: “select from list”

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Field name Required

/

Optional


Weight O Weight of the equipment

Size O Size of the equipment

Start up date O Actual start date of usage

Acquisition value O Value of the equipment at the time of acquiring

Acquisition date O Date on which the equipment was acquired

Manufacturer O Manufacturer of the equipment

Manufacturing

country

O Country, where the equipment was

manufactured

Model number O Model number of the equipment supplied by the

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Field name Required

/

Optional


manufacturer

Constr. Yr/mth O Year and month of equipment constructed

Manuf Part No. O Part number of the equipment as supplied by

the manufacturer

Manuf Serial No. O Serial number of the equipment as supplied by

the manufacturer

Click on Location Tab to get the following

screen

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Field name Required

/

Optional


Maintenance plant R Maintenance plant, where the equipment is

located

Location O Location of the equipment, for ex: Building

where it is installed.

Plant section R Further low level identification of location.

Work center O Production work center, for blocking from

production during maintenance work.

ABCD O As detailed below:

Indicator Strategy

A Critical

B Important

C Non-critical

Now Click on Organization tab to get the following

screen

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Field name Required

/

Optional


Company code R R/3 will copy the respective company of the

maintenance plant.

Business area O For viewing profit and loss statement/area wise

costing.

Asset O Appropriate asset number should be assigned

to the equipment.

Cost center R All the costs incurred at the equipment level are

collected at these cost centers level.

Planning Plant O Maintenance planning plant, defaulted as that of

maintenance plant.

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Field name Required

/

Optional




Maintenance work

center


the departments like ME, EE, IE, CE & SE

Catalog profile O For equipment history generation all the codes

are maintained in a catalog profile.

Now Click on Structure tab to get the following screen

Click here for

Installation

at functional

location

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Field name Required

/

Optional


Functional Location O Functional location under which the equipment

is functioning.

Superior Equipment O Superior equipment under which the equipment

is functioning.

Tech Ident. no O Technical identification number of the

equipment.

Const Type O Material of construction.

The field in the Function location blank, so it is to be selected for the Hierarchy

Icon.

Click on icon on structure tab, to get the following

screen

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First dismantle the already existing installation and then input / select new

installation location and click on Enter / Continue icon

If you select the Superior Equipment Instead of Functional Location then that

Equipment will be called SubEquipment.

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Click on to Save the Equipment and following message

will be given by the system

Warranty is the commitment of the manufacturer, vendor, or retailer to guarantee

services to a customer either free-of-charge or only charged in part, over a certain

period of time.

Warranty details of equipment can be incorporated during equipment creation or can

be done in equipment data change transaction and can be viewed through display

mode

Whenever we try to create a notification or order, SAP system will alert with a

warning message with warranty details if the equipment is still under warranty [period

WARRANTY START DATE

WARRANTY

END DATE

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To accommodate different warranty conditions against different warranty services, a

separate master warranty is to be created and the same is to be assigned to the

equipment master data

Field name Required

/

Optional


Master Warranty O N.A

Begin guarantee O Start date of warranty

Warranty end O End date of warranty

3.3 Equipment Bill of Material

A “Bill Of Material” (BOM) is a complete, formally structured list of the components

making up a technical object or an assembly. The list contains the object numbers of

the individual components together with their quantity and unit of measure. The

components can be stock or non-stock spares or assemblies, which in turn can be

described using maintenance BOMs.

BOMs are primarily used for the following purposes:

Structure description

BOM describes the structure of a technical object or material. Using maintenance

BOMs maintenance tasks can be planned

Assignment of spare parts

BOM is used in plant maintenance to assign spares for a technical object or

material. This is shown in the figure below:

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Trigger:

A piece of maintenance equipment requires a bill of material for maintenance

purposes.Whenever any Equipment created we can create its BOM for Structuring.

But Before creating Equipment BOM we need to create Material Master.


Create a bill of material for a piece of maintenance equipment to describe the

equipment components, maintenance requirements or the assignment of spare parts.


Equipment BOM created

ID: PM Title: Maintaining of Master data – Equipment

Business process: Bill of Material

Transaction

code:IB01, IB02


Management of Technical Objects Bill of

materialEquipment BOMIB01 create

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Description:

Use this transaction for creating & maintaining Equipment bill of material

Press Enter key or use mouse double click to get following screen

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Press enter key


Field name Required

/

Optional


Equipment R Select Equipment for which BoM is being

created

Plant R Enter plant

BOM usage R Select – 4 for Plant Maintenance

Press Enter Key or Click on Enter / Continue icon

To get the following screen

Equipment no

Plant

BOM

USAGE

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Enter the parameters as detailed below : in „Material‟ screen


Field name Required

/

Optional


Item category R Select Item Category

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Field name Required

/

Optional


Component R Select item code

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Field name Required

/

Optional


Component

description

R System defaults description of selected

component

Quantity R Enter installed quantity

Units R System defaults UOM of selected component

Click on to save the entered data

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3.4 General maintenance Task lists

Task Lists.

Task list is defined as the set of work instructions that will help a maintenance

planner schedule his day-to-day job in a predefined manner

Maintenance task lists describe a sequence of individual maintenance activities,

which must be performed repeatedly within a company. Task lists are used to

standardize these recurring work sequences and to plan them more effectively.

Task lists can be grouped, for example in to two groups - "Inspection" and

"Mechanical Repairs".

The individual maintenance task lists within the group "Mechanical Repairs" and are

identified by the task list counter numbers 01 and 02 as shown in following fig.

General Maintenance Task List

This type of task list is generic in nature i.e. the same general task list can be

used both for equipment and functional location and also for more than one

equipment or functional location of the same type or different types.

Similar general task lists can be grouped and several individual general maintenance

task lists can be created.

General task lists can be used to reduce the time spent creating individual functional

location/equipment task lists.

Trigger:

Need to prepare a sequence of activities that must be repeatedly performed within a

company.


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Maintenance task lists describe a sequence of individual maintenance activities which

must be repeatedly performed within a company. They are used to standardize

repetitive work processes, to plan them more effectively, and to save time when

creating maintenance orders and maintenance plans.


General Task List created

For General Task Lists

ID: PM Title: Maintaining of Master data - Functional

location

Business process: General Task List

Transaction code:

IA05

Menu path: Logistics Plant

maintenancepreventive maintenance Work

schedulingtask listGeneral maintenance Task

lists Create (IA05)

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Description:

Use this transaction for creating & maintaining General task list

Press Enter Key to get the following screen

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Field name Required

/

Optional


Group R Enter a group name (8 characters only)

Profile R PDIL

Key date R Date from which the task list is to be used

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Enter the field value according to the following table

Field name Required

/

Optional


Group CNTR R System defaults grp cntr is to be entered

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Work Center

O

Select responsible work center from the list

Usage

O Select 4 for plant maintenance

Status

R Select 4 for plant maintenance

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Click on operation tab

Following screen can be viewed

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Field name Required

/

Optional


Work center R Select work center

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Plant code R Define plant code like for Noida Engineering=

1100

Ctrl key R Pm 01 for internal operations & PM 03 for

external operations

Operation

description

O Describe the operation to be carried out

Work O System will automatically calculate by

calculation key

UN O Unit of measurement for mh

NO O No of persons required to perform the activity

Duration O Duration of Operation

Unit O Unit of measurement for duration

C O Calculation key –2 ( for calculating duration )

Repeat the same above operation for required no of activities

Select components tab for allotting spares required for that activity.

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Material O Select required item code

Qty O Enter the required qty

Click on to save the task list.

3.5 Work Permit

Permits are to ensure that special approval must be obtained before maintenance

orders are executed.

Permits can be assigned to the following objects:

Technical objects (functional locations and equipments)

Maintenance orders

Different types of work permit are required

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Permits can be grouped into permit categories, like

Work permit – General jobs

Hot work permit - Hot job

Confined space work permit - permit to work at confined areas

High reach work permit-Permit to work at elevated places

Trigger:

A regulation or condition needing to be observed when maintenance work is being

performed.


A permit is a regulation or condition that must be observed when maintenance work

is to be performed on a technical object. The creation of the permit master record is

covered in this procedure.

The permit can be attached to a Functional Location, Equipment master, or directly to

a work order.

The requirement can be observed at the release or the completion of a work order.

The permit can only be for reference, provide a warning, or cause an error message

unless issued.


Permit master created Master record can be viewed again by selecting row

and choosing details.

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ID: PM Title: Maintaining of Master data – Work Permits

Business process: Work permits

Transaction code:

IPMD

Menu path: Logistics Management of tech.

objects Environment IPMD permits

Select the transaction as shown in the following screen

Press enter key or double click to reach the following screen

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To view the next screen press Enter key or click on icon

AND THEN ON

to view the following screen :

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Enter the filed values as explained in following table :

Field name Required

/

Optional


Permit R Enter permit name

Text R Enter description of the permit

Category R Select category of permit from the list

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Field name Required

/

Optional


Order release O Select required control on order releasing from

the drop down list

1 – while releasing order system will only warn

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Field name Required

/

Optional


about the issue of assigned permit to the order

2 – Order release is possible after issuing the

permit only

(Blank) – No need for issue of Permit

Order Completn O Select required control on order releasing from

the drop down list

1 – while completing order system will only

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Field name Required

/

Optional


warn about the issue of assigned permit to the

order

2 – Order completion is possible after issuing

the permit only

(Blank) – No need for issue of Permit

Permit class R System defaults Permit class

Print O Select the Print

Not modifiable O N.A

Click on

If you want to write some more thing about the permit. You can use the

Long Text.

Maintain required permit instructions and click on ICON

Click on save button to save the Permit.

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3.6 Characteristic

The pre-requisite for creating a Measuring Point is characteristic.

Creation of a Characteristic:

The Pre-requisite for creating a characteristic is “Unit of Measurement”, and almost

all standard “units of measurement” are available in the system. If a standard Unit of

Measurement is not available, contact administrator for creation of the same.

Trigger:

Format need for characteristic values and the need to display characteristics when

classifying master data


List of characteristics Used to classify and identify objects

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Field name Required

/

Optional


Characteristics R Select characteristics & characteristic screen

appear & (If you want to change a Existing

Charecteristic) Select find by group & click. The

next screen appears & select plant maint. From

drop down list. If you want to create a new

characteristic please enter the new

characteristic name and then go to the menu

bar “Charecteristic” and click on “new”

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Field name Required

/

Optional


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Field name Required

/

Optional


After selecting the above screen double click

you get the following screen. Then select the

required characteristic & double click

Change no O If require fill

Validity O Select the date of validity from the calendar

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Field name Required

/

Optional


If the values are of standard type , values can be entered e.g., Speed of pumps

1500 RPM, 3000 RPM, 1000 RPM, 750 RPM etc.,

OR

If Make is a characteristic, the values could be Akay, KSB. Maag etc.,

Click on

The Characteristic is saved.

3.7 Measuring Points

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Measuring Points:

Measuring points in MY SAP ERP System describe the physical and/or logical

locations at which a condition is described (for example, the feed water temperature

of a boiler, or the number of run hours of a machine)

In Plant Maintenance, measuring points are located on technical objects, in other

words, on pieces of equipment or functional locations.

Measuring points are classified into:

Measuring points

Normal inspection points like temperature, pressure readings

Counters

Counter is a provision in my SAP ERP to represent the wear and tear of an object,

consumption, or the reduction of an object‟s useful life

Counters can be used to accumulate the readings like equipment run hours,

Energy

Consumption readings, etc.

Trigger:

A measurement or counter reading for any Equipment/ Functional location to capture

its current condition.

Business Process Procedure Overview

Measurement will be at a measuring point or a counter.

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Measurement Point created

Creation of Measuring Point :

Measuring Points can be created for Functional location and Equipment.

ID: PM Title: Maintaining of Master data - Equipment

Business process: 6.4.1.7 – Measuring Points

Transaction

code:IK01


Management of Technical Objects

EnvironmentMeasuring pointCreate (IK01)

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Case 1 : Normal Measuring Point

As shown in the following screen, Select the transaction



Field name Required

/

Optional


Measurement

Object

R Select IEQ for equipment /IFL for Functional

Location. Now press enter key if corresponding

field is not displayed as per IEQ or IFL

Meas. Point category

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Field name Required

/

Optional


Equipment / fuct.loc R Equip/Flo code is to be selected

Meas Pnt Cat R Select required cato. Or use gen cato.

Measuring point

counter check box

O Select if measuring point is counter or leave

blank

Press Enter Key or click on Details icon to reach the following

screen


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Field name Required

/

Optional


Measurement

Position

O Position of the measuring point on the

equipment or functional location.

Characteristic

Name

R Characteristic for Unit of Measurement

Description of the

measuring point

R Detailed description of the measuring point

Target Value O Normal operating value should be entered:

Example: 10.0kg/cm2

Text O Text can be entered: Example: Pressure under

ambient condition.

If measuring point is normal measuring point and if data like max. and min. range is

to be given then click on Additional data tab. This data will determine for automatic

generation of notification whenever entered reading is beyond extreme limits.

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Go to : Additional data for entering Maximum and Minimum Values :


Field name Required

/

Optional


Upper Range Limit O The Maximum pressure condition

Lower Range Limit O The Minimum pressure condition

Click on

The Measuring Point is saved.

Additional data TAB

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Case 2 : Measuring Point as Counter


Field name Required

/

Optional


Measurement

Object

R Select IEQ for equipment /IFL for Functional

Location. Now press enter key if corresponding

field is not displayed as per IEQ or IFL

Equipment / fuct.loc R Equip/Flo code is to be selected

Meas Pnt Cat R Select required cato. Or use gen cato.

Measuring point R Select Check box

Check this box if the

measuring point is a

counter

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Field name Required

/

Optional


counter check box

Press Enter Key to view the following screen


Counter over reading /

Reset value

Annual Estimate

Note : This is required for

Counter based planning

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Field name Required

/

Optional


Measurement

Position

O Position of the measuring point on the

equipment or functional location.

Characteristic

Name

R Characteristic for Unit of Measurement

Description of the

measuring point

O Detailed description of the measuring point

Counter Reading

O Max displayable reading of the counter

Annual Estimate O Annual Estimate of readings

Click on

The Measuring Point (Counter) is saved.

3.8 Work Center

Trigger:

Need identified for a new Work Center within a plant.

Business Process Description Overview

A work center is an organizational unit that defines where and when an operation

should be carried out within a plant. A work center is unique within a plant. Work

centers can be machines, people or production lines. Operations that need to be

executed are defined on a task list and executed at the corresponding user assigned

work center. This transaction enables the user to create basic data, set defaults,

assignments, and define capacities and scheduling data pertinent to a work center.

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Work centers contain default values that are copied or referenced in operations at the

time of task list creation. They also contain costing, scheduling and capacity data

required for leadtime scheduling and capacity planning.


New work center within a plant

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3.9 Maintenance Planning

Maintenance Plan (Single Cycle):

Single cycle plan allows only one cycle frequency, whereas strategy plan allows

multiple frequencies.

Single cycle maintenance plan adopts exactly one time-based or performance

based maintenance cycle, with interval at which the maintenance plan should be

executed.

Trigger:

To plan maintenance events to occur in a regular, periodic manner, based on one

cycle parameter.


Maintenance plans merge the records of specific strategies, task lists, items and

measuring points (when necessary) to generate a recurring maintenance schedule for

the resultant orders which are copied from the task lists.

In addition, they can be used for condition-based maintenance which can generate

notifications or orders based on pre-established performance parameters.

There can be multiple maintenance items in a maintenance plan. A separate order will

generated from the plan for each item.


Maintenance plan is created. The outputs of all three types of maintenance plans

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are work orders (and notifications) automatically

created based on pre-established work requirements

and planning parameters. In addition, the upcoming

maintenance can be budgeted. You will be able to

look at what orders are coming due in up to the next

several days, months or years (scheduled calls). In

addition, you can use date monitoring to create the

orders as far in advance as necessary.

In this case, all the maintenance events produced

from this type of plan will be due with at the same time

and in the same frequency.

Refer to business process procedure „Display

Maintenance Plan‟ to verify results.

ID: PM Title: PREVENTIVE MAINTENANCE –SINGLE CYCLE

PLAN

Business process: 6.4.2.2 – Single cycle Maintenance Plan

Transaction code:

IP41


Preventive maintenance Maintenance Planning

Maintenance Plans Create Single Cycle Plan

(IP41)

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Select the transaction and Double click or press Enter Key to reach the

following screen


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Field name Required

/

Optional


Maintenance Plan

Category

R Choose the Maintenance Plan Category:

“Maintenance Order”

Press Enter to get the following screen

In the screen, enter the values in the following fields:

Field name Required

/

Optional


Maintenance plan R Enter appropriate description for the

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Field name Required

/

Optional


description maintenance plan. Ex: “Periodic shutdown plan

for BI/BWM/01 SOP:BI0003”

Cycle/unit R The maintenance period and the unit of period

should be entered. Ex: 2 mon, 30 day etc.

Cycle text O Enter proper text to describe the cycle duration.

Offset/unit O The time period by which the first scheduled call

object should be postponed.

Counter O If the maintenance activity is performance

based, counter should be used. Example

“Number of operations/hrs a motor is run” etc.

Reference object:

Functional Location

O/R Reference object on which the maintenance

activity should be carried out.

Reference object:

Equipment

O/R Reference object on which the maintenance

activity should be carried out. After selecting

equip press enter key so that system selects

data from master

Planning plant R Planning plant

Order type R Enter maintenance order type: Ex: PM02 on

which the maintenance call objects will be

created.

Main Work Center R Main Work Center

Business Area R Business Area

Task list O Assign a task list either general, equipment of

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Field name Required

/

Optional


functional location task list.

Click on icon to reach the following screen

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In the screen, enter the values in the following fields:

Field name Required

/

Optional


Call horizon O % of scheduling period that should be

considered in planning. If nothing is mentioned

100% will be considered.

Scheduling period O Planning period during which call objects will be

created as per the cycle duration”.

Start of cycle O Enter the date on which the planning cycle

should start.

Scheduling

indicator

O If a day of a month is critical and cycle period is

in months choose Time-key date other wise

choose Time. If only the working days are to be

considered, choose time-factory calendar.

Equipments O New equipments or functional locations that are

to be added in the same plan should be created

and added in the same plan.

Completion

requirement

O If the fresh maintenance order to be created by

the system after successful completion of the

previous maintenance order, then check

completion requirement check box.

In item overview all the maintenance items that are considered in the current

plan are displayed.

To add a counter for performance based preventive maintenance:

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Enter required counter no. in “Counter” Field

(Counter no. can also be searched using icon )

After entering all the planning data click on to save the plan

3.10 Maintenance Plan Scheduling

Maintenance Scheduling:

Scheduling for maintenance jobs as per prepared maintenance plans

During a schedule run, system schedules the planned dates and the call dates

Call date is the advance date of order generation by the system (as defined in

maintenance scheduling parameters) to facilitate maintenance planner to arrange

for execution of maintenance activity on planned date.

The call date is the date on which a maintenance order is created in the system.

This is determined by the call horizon of the maintenance plan.

Trigger:

To schedule the maintenance plan and monitor its progress, including making

scheduling modifications as necessary.

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Maintenance plans in SAP are designed to automatically generate calls for orders,

notifications, or service requests when the parameters attached to the item are met.

When an order is created, a request for the resources outlined in the order is made.

However, they are not reserved until the order is released. Once released an order may

have goods, labor, and services charged to it. Releasing a work order gives the others

the authority to reserve its resources, purchase additional ones, and start charging

costs. If you decide not to do this work you can release and technically complete the

order immediately.

Note:

The plan is constantly adjusting itself to keep consistent with the cycle lengths linked to

the items. Thus, each time a call is closed outside the cycle length and the associated

tolerances, the plan is adjusted accordingly. If this is a recurring practice, future

planned call dates will be fluctuate sporadically and could be difficult to keep track of.


A view of the scheduled calls

for a maintenance plan

ID: PM Title: PREVENTIVE MAINTENANCE–MAINTENANCE

PLANNING

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Business process: Maintenance Scheduling

Transaction code:

IP10


Preventive maintenance Maintenance Planning

Scheduling for Maintenance Plans Schedule

(IP10)

Select the transaction and Double click or press Enter Key to reach the following

screen

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Field name Required

/

Optional


Maintenance Plan R Select the Maintenance Plan from the list

Press Enter key or click on Enter / Continue icon to get the following screen

and then Click on the “Start” or the “start in cycle” Push button as per Requirement.

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The plan is ready for a schedule run. Press start button to Run Scheduling from the

Start. If you want to Start the Plan from within the Cycle then one needs to use “Start

in Cycle‟.

The Following Screen appears.

Use “Start in Cycle”

when you need to

start the Plan from

with in the cycle.

Use “Start” when

you need to start

the Plan from the

Start of the Cycle.

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The scheduled call object will be displayed as above. If the overview list is to be

analyzed click on

Scheduling overview list. Release the scheduled plan for creating the

maintenance orders. The

Overview will appear as below

Click on “Scheduling

Overview.

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For list displays of schedule plans and call objects:

Use the following transactions for various list displays;

Trigger:

To list the scheduled calls for a maintenance plan or group of plans


To view the scheduled calls for a maintenance plan in a list format


List of scheduled calls for

review

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For viewing plan / execution status select transaction IP24 and press Enter

key to reach the

Following screen

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Select by maint plan category as PM (or use the available fields for

different search criteria)

click on to view the following screen

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Calibration process is as same as Preventive maintenance in PDIL Case.

So Kindly follow the same Process.( Only maintenane Order type, Planner

Group, Work Center will be changed as per the Calibration)

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4. Maintenance Processing

4.1 Measuring documents

Measurement readings are to be taken at measuring points in particular

measurement units at particular intervals. (For example, the feed water temperature

in degrees Celsius of the boiler daily at 6.00 am)

Measurement readings describe a condition at a measuring point at a particular

point in time, and represent the transaction data for measuring points in the MY

SAP ERP System. They are documented in the form of measurement documents.

An optimum value for a particular measuring point to which the device concerned is

calibrated can be maintained as a target value for the measuring point.

Creation of Measuring Document:

Measuring documents can be created for Functional location & equipment measuring

points.

Trigger:

A measurement or counter reading from a measurement point needs to be entered

into the system.


After a measurement has been taken at a measuring point or a counter, the data needs

to be entered into the system. A measurement document comprises the data entered in

the system


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Measurement Document

created

Document may be verified by running transaction IK13

(display measurement document). Refer to business

process procedure „Display Measurement Document‟

to verify results.

Case 1 : Normal Measuring Point

Transaction code:

IK11


Management of Technical Objects functional

location/equipment measuring document create

(IK11).


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Field name Required

/

Optional


Measurement point R Select the measuring point on which the

measuring point to be entered

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Field name Required

/

Optional


Measurement time R Enter date & time when measurement is taken

Read by R Enter the name of person who has taken

reading .

Press Enter Key

Case 1- if the measuring point is a counter following screen will appear as

below

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Field name Required

/

Optional


Counter reading R Either counter or difference reading has to be

entered to calculate the second parameter

Enter the display reading of counter if the

physical counter is maintained press enter to

calculate difference of reading in the system

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Field name Required

/

Optional


Counter reading R Either counter or difference reading has to be


Enter the display reading of counter if the

physical counter is maintained press enter to

calculate difference of reading in the system

difference R Either counter or difference reading has to be


Enter the difference of reading & press enter

the system will calculate counter reading

Click on to save the readings

Case 2- if the measuring point is not a counter following screen will appear

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Field name Required

/

Optional


Meas rdg R Enter the reading of measurement

Click on to save the readings

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MEASURING POINT ENTRY LIST

Trigger:

A measurement or counter reading from a measurement point needs to be entered

into the system.


After a measurement has been taken at a measuring point or a counter, the data needs

to be entered into the system. A measurement document comprises the data entered in

the system


Measurement Document

created

Document may be verified by running transaction IK13

(display measurement document). Refer to business

process procedure „Display Measurement Document‟

to verify results.

Creating Entry List

Transaction code:

IK31


Management of Technical Objects Environment

measuring points measuring reading entry list

(IK31).

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Type entry list name & press Enter key or click on Enter / Continue icon

To reach the following screen

Type entry list name

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Field name Required

/

Optional


MeasPoint/ Counter R Select the measuring point on which the

measuring point to be entered

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Field name Required

/

Optional


Measu point short

text

R System defaults from master data

Meas Position O System defaults from master data

Click on

Following message will appear on the screen

Measurement readings entry through Measurement readings Entry

List

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Transaction code:

IK34

Menu path: Logistics Plant

maintenanceMaintenance Processing

completion confirmation measurement

documents collective entry with entry list

(IK34).

Press Enter Key or Double click on selection


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Field name Required

/

Optional


Entry list R Enter the entry list number or select from the

drop down list

Measurement time R Enter date & time when measurement is taken

Read by R Enter the name of person who has taken

reading.

Press Enter Key or Click on tab


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Reading/Counter

reading

Required

/

Optional

For measuring point enter read value or

For counter either counter reading or

difference reading has to be entered to

calculate the second parameter by the

system

(Enter the display reading of counter if the

physical counter is maintained press enter

to calculate difference of reading in the

system)

Difference (for

counters)

R Either counter or difference reading has to

be entered to calculate the second

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Reading/Counter

reading

Required

/

Optional

For measuring point enter read value or

For counter either counter reading or

difference reading has to be entered to

calculate the second parameter by the

system

(Enter the display reading of counter if the

physical counter is maintained press enter

to calculate difference of reading in the

system)

parameter

Enter the difference of reading & press enter

the system will calculate counter reading

Click on to save the data

Notifications

Notification is a means, by which internal company notifications like equipment

malfunctions; breakdowns, maintenance requests or activity reports etc are entered

and managed in Plant Maintenance.

Notifications can be created on Equipment and Functional locations.

Trigger:

An internal problem or maintenance request needs to be logged for problem

reporting and technical resolution.

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This document describes how to create a PM notification for any notification type. A

notification is used to capture technical information and assign tasks that do not involve

the tracking of costs. The user can create a maintenance order or a quality notification

from the PM notification.

Note: With this transaction, the screen layout will differ based on the notification type as

defined in customizing. Refer to Business Procedure document for Create Maintenance

Request, Create PM Malfunction Report and Create PM Activity Report.


Creation of a notification Refer to Business Process Procedure „Display PM

Notification', to verify this result.

ID: PM Title: CREATING NOTIFICATION

Business process: 6.4.3.1 - Maintenance Processing - Notifications

Transaction code:

IW21


Maintenance Processing Notification create

(IW21)

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Use this transaction for creating Notifications on Functional Locations and

Equipment.

As technical objects like buildings are installed as Functional locations, all jobs that

are required to be carried for buildings are to be created on Functional Locations.

Maintenance Request (M1)

Maintenance requests are notifications used to request the maintenance department

to perform an activity. Unlike malfunctions reports, maintenance requests are not

used in the event of malfunctions. They are typically used in conjunction with

investments, reconstruction or replacement.

Malfunction Report (M2)

A malfunction report describes a malfunction of an object, which restricts the

performance of that object in some way. A user can use a malfunction report to

inform the maintenance department that a system is not functioning correctly, is not

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working at all, or is producing poor results. Malfunction reports are intended to

prompt the maintenance department to carry out a maintenance task to restore the

target condition of the object.

Activity Report (M3)

An activity report describes a maintenance activity that has already been carried out

and was not necessitated by a malfunction, problem or damage. An activity report is

a technical document and is used to verify which activities were carried out when,

and for what reason, as well as the result of these activities. Typical examples of

activity reports include inspection or maintenance findings. These documents all the

results of an inspection, or the technical values of an object determined during or

after regular preventive maintenance work. Inspection tasks are not requested

explicitly via a malfunction report and are usually based on inspection orders.

Preventive maintenance work is carried out to preserve the target condition of the

object, and is based on preventive maintenance plans.

IT Report (IT)

An IT report describes a malfunction of an object, which restricts the performance of

that object in some way. A user can use a malfunction report to inform the

maintenance department that a system is not functioning correctly, is not working at

all, or is producing poor results. Malfunction reports are intended to prompt the

maintenance department to carry out a maintenance task to restore the target

condition of the object.

After selecting the transaction, press Enter key or double click to reach the following

screen

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In the Initial screen , you can select the type of Notification and press ENTER key or

click on Enter / Continue icon to reach the next screen

Type Of Notification:

Maintenance Orders

To carry out internal maintenance jobs or external services as per the maintenance

requests or according to day to day observations and for preventive maintenance

activities, a maintenance order is to be prepared to plan for material, manpower

and services requirement.

On the basis of maintenance orders only, maintenance jobs costing, reservation for

material and manpower planning can be done.

Maintenance Orders are to be created by Maintenance dept on:

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Functional Locations

Equipments

Maintenance Orders can be created against:

Notifications

Direct/Adhoc

Maintenance plans (thro. maintenance plans and schedules)

Maintenance Orders are to be created on the following conditions:

When a material is to be drawn from the storage location

When External Services are required.

When history of activities are need to be captured.

The different types of Maintenance Orders configured in the system are as follows:

Type Description

PM01 Breakdown/malfunction maintenance order

PM02 Preventive Maintenance order

PM05 Calibration order

PM07 Regular Maintenance

Please use appropriate type of order, for capturing the data under various categories.

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As technical objects like buildings are installed as Functional locations, for jobs that

are required to be carried out, Maintenance orders are to be created on Functional

Locations.

4.2 Breakdown Maintenance Process:

Malfunction Report (M2)

A malfunction report describes a malfunction of an object, which restricts the

performance of that object in some way. A user can use a malfunction report to

inform the maintenance department that a system is not functioning correctly, is not

working at all, or is producing poor results. Malfunction reports are intended to

prompt the maintenance department to carry out a maintenance task to restore the

target condition of the object.

i) Create Notification for reporting Machinery malfunctions/Breakdown

(M2)

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>Fill the Description of the Problem

>Fill/Select Functional location & Equipment

>Fill the Reported BY

>Press ENTER

>WE find this screen which show last 3 activities status on that particular equipment

Notification Header

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Click / Press

ENTER

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>For M2 type Notification

>we have to click in box

of Breakdown

> In this screen we can

correct the date/time of

Malfunctioning start

>Click/Press ENTER

Notification Description

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Field name Required

/

Optional


Notification

Description

R Description of activity to be carried out

Functional location/

Equipment

O Select from the List of Equipment.

Required start O System copies the present date, a different date

and time also can be entered, as required.

Priority O Select the priority as required

Required End O Enter the date and time on which the job to be

completed

Here we can see Warranty

Status of Equipment

Long Text Can be Written

at this place

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Field name Required

/

Optional




Maintenance work

center


the departments

Reported by R Mention the Name of the Person, for

identification Purpose

Malfunction start O Time of Malfunction

Malfunction end O Time of end of malfunction.

Cause text O Give reason for failure

Long text O Mention required details

IMPORTANT : If it is a Breakdown, checkbox „Breakdown to be selected.

After entering all the required values, click on to save the

Notification.

ii) Notification Processing

Initially Notification will have the status “OSNO” when it is created,

Notification is to be released for changing the status as “NOPR” and after completing

the notification, status will change to “NOCO”, if any order is assigned to this

notification, status “ORAS” will be there.

Different Notification Status codes are shown below

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After entering all the required values, click on to save the

Notification. And following message will appear on the screen

If NO cost is involve we can document all work in Notification Only.There is no need

to create Maintenance Order.

Notification – Put in process :

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iii) Notification Completion

Notification is to be selected by using transaction codes IW22 / IW28 to reach the

following screen

Check for status

change from

OSNO to NOPR

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Enter the notification number in Notification box or select from the list

Press Enter key or click on “Notification” to reach the following screen

Enter completion details as explained in following table

Field name Required

/

Optional


Malfunction start R Time of malfunction begin

Malfunction end R Time of end of malfunction

Complete the notification by clicking on Complete Flag.

Observe status change from NOPR to NOCO (Notification completion.)

Click completion flag to get

the completion screen

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The Notification is completed, If the activity is unsatisfactory, the notification can

again be opened and again put into operation.

With reference to this notification, If Maintenance order is to be created for carrying

out the above work,

then click on create Icon.

Or go to menu path PM Notification -> Order -> Create -> Direct as shown in the

following screen

Click here

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You will reach the following screen

Enter / check Order Type, Main work center and click on Enter / Continue

icon


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For planning in terms of manpower and material and for further processing of order,

After entering required details, save the order and following message will

appear on the screen.

iv) Maintenance Order Creation/Change

Trigger:

Internal work hours and costs need to be captured and transferred to other cost

objects for maintenance / service work.

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A detailed work planning document which holds details on resources, components,

costs, and labor required to complete specific maintenance work. Can be created with

or without a notification.

The costs are settled to other cost objects, such as cost center.


Creation of a PM Order Refer to Business Process Procedure „Display PM

Order to verify this result

Observe the system status, during creation and order processing :

CRTD - Order created

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MANC - Material availability not checked

NTUP - Dates Not updated

NMAT - No Material components

PRC - Order Precosted

SETC - Settlement Rule created

TECO - Technical Completion

CNF - Complete confirmation

REL - Order released

CLSD - Order Closed

PCNF - Partial confirmation

Enter the field values in different tabs like

as explained in following table

Field name Required

/

Optional


Header data :

Planner Group O Default is copied from the system by Master

data

Maint .work center R Default is copied from the Equipment, but it can

be changed , if required. This is required for

tracking purpose.

Costs O The approx. cost can be given

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Field name Required

/

Optional


PM Activity type O Activity type can be selected from the drop

down list.

System condition O This activity is to be carried out when the

Equipment/System is in operation or to be

stopped

Basic start O Enter the proposed date of start

Basic Finish O Enter the proposed date of end

Priority O Copied form the system, if already given.

Revision O Revision is to be selected form the drop down

list (Pl see the Notes.#1)

Reference object R The functional location or Equipment is copied

form the initial screen

First Operation

Operation R Name of the operation

Work Center R Work center

Control key R To be mentioned whether „PM01‟ or „PM03‟ –

PM01 indicates the job to be done internally,

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Field name Required

/

Optional


PM03 - if the job to be carried out externally

Work duration,

Number, Operation

duration

O Depending on the calculation key, enter any 2

or 3 values, so that the 3rd value will be

calculated automatically / manually.

Calculation key O Select from the drop down list

Notes:

If the operations are more than one operation, use the operation tab strip,

and enter as many operations as required.

The work centers for different operations can be different. (If required).

Control Key PM01 Denotes – Work done by Own Employee & PM03 denotes

work done by External Vendor. For PM03 Purchase Requisition will be

created automatically. Which will go for Release Process & then Purchase

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Order will be created.This is MM Module Process, can be viewd in MM User

Manual.

Fill the Material Group,Purchasing Group,Requisitioner name,Tracking No.

Then Click on this

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Purchase Requisition Number Genrated.

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Field name Required

/

Optional


Component R Indicate Material code of the component.

Requirement Qty O Indicate the quantity of the components

Description and

UM

O Automatically copied from the system.

I Category R Indicate whether it is stockable or Non-

stockable, „L‟ or „N‟

S LOC O Stock can be checked thro. this.

Notes :

Item category - significance of „L‟ and „N‟ .

L – Generally stockable item, when a component is selected „L‟ - a

reservation is created .

Reservation creation is irrespective of material stock. (Means, even if the

material is not available in the

storage Location, reservation will be created.).

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N – means Non-stockable, but coded item. – Even if stock is available , „N‟ can

be indicated.

The system will create a PR for the Items for which „N‟ is indicated.

Reservation Number Generated for Stock Item. Material Issue against Reservation

process can be viewd in MM End User Manual as it is MM Process.

Click on to save the Order

v) PROCESSING THE ORDER

1.RELEASING THE ORDER

ORDER CAN BE RELEASED WHILE CREATING OR AFTER CREATION ALSO.

RELEASING WHILE CREATING

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CLICK ON RELEASE FLAG , THE SYSTEM STATUS WILL CHANGE

FROM “CRTD” TO “REL”

RELEASING AFTER CREATION and then SAVE the Order.

SELECT THE ORDER WHICH IS TO BE RELEASED BY TRANS CODE “IW32”

RELEASE

FLAG

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ENTER THE ORDER NO OR SELECT FROM THE DROP DOWN LIST

Select the Release Button to release the order

The order will be released., Check status as below..

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v) COMPLETION CONFIRMATION

A.TIME CONFIRMATION

Trigger:

Actual hours worked and materials used need to be recorded and posted to the PM

order.


The actual hours worked per operation are recorded/posted to the PM/CS order via time

confirmation.

Any materials used may be posted at this time.

Technical reporting to the notification may also be performed at this time.

Check for status

changed to REL

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Time confirmed to PM order Refer to Business Process Procedure 'Display PM

Order' (and view cost report) or 'Display PM Order

Confirmation' to verify results. The document flow on

the PM order will also show any time confirmations

posted.

Press Enter key or double click (with mouse Left key) to reach the following

screen;

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PRESS ENTER KEY TO REACH THE FOLLOWING SCREEN

SELECT THE OPERATIONS TO BE CONFIRMED

AND FOLLOW THE MENU PATH SHOWN IN THE NEXT SCREEN

ENTER ORDER NO OR

SELECT FROM LIST

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DOUBLE CLICK ON THE ACTUAL DATA

FOLLOWING SCREEN WILL APPEAR

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ENTER THE OPERATION

ENTER THE START & END DATE WITH TIME

CONFIRM ACTUAL MAN HOURS

IF WE ARE DOING FINAL CONFIRMATION SELECT THE FINAL CONFIRMATION

BOX

CLICK ON CLEAR OPEN RES. IF NO MORE MATERIALS ARE REQUIRED

AGAINST THE RESERVATION.

IF THERE IS NO REMAINING JOBS TICK THE NO REMAIN WORK BOX

CLICK ON RIGHT ARROW KEY FOR NEXT OPERATION

SAVE THE CONFIRMATION BY CLICKING ON

AND FOLLOWING MESSAGE WILL APPEAR ON THE SCREEN

FOR NEXT

OPERATION

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vi) SERVICE ENTRY SHEET

SERVICE ENTRY SHEET HAS TO BE FILLED FOR CLEARING THE INVOICE.

Trigger:

Requirement for recording services performed by service provider


This document describes the procedure for creating a service entry sheet. Within

purchasing, this service entry sheet document is designed for the recording of the

services that have been performed by the service provider. The service entry sheet is a

list of all planned services that have actually been performed. It can also be used to

lust and specify unplanned services that have been performed and whose precise

scope and nature were unknown at time of planning phase.


Service Entry Sheet

Menu Path

Via Menus Logistics> Plant Maintenance> Maintenance

Processing> Completion Confirmation> Services

Via Transaction Code ML81n

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or use transaction code “ML81N” to reach the following screen

Click

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select Purchase order number as shown in next screen

click on the Enter / Continue icon

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Click on the service selection tab

Click on This tab create

service entry sheet

SERVICE

SELECTION

TAB

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Following screen will appear

Following screen will appear

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The following screen will appear

ACCEPTING SERVICE ENTRY SHEET

then click on Services

Push button

Click here

Click to Select

line item

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Click on the green flag for accepting the services.

Save the transaction clicking save button

Following message will appear

B.GOODS ISSUE Part will be taken care in MM User manual.

vii) ORDER TECHNICAL COMPLETION

SELECT THE ORDER FROM MENU PATH

3. Click on this

flag for accepting

2. Confirm the

required quantity

2. Service Entry

sheet Number

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Complete the order by clicking on Complete Flag.

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WHILE COMPLETING TECHNICALLY SYSTEM DEFAULTS CURRENT DATE &

TIME BUT STILL IT CAN BE CHANGED FOR PAST CONFIRMATIONS

Check status – TECO

viii) Order Settlement

Order settlement is used to control costs and to identify where maximum costs are

being incurred for maintenance. Costs associated with the maintenance work are

assigned to Cost centres. Costs arising out of executing an order are initially

collected on the order. These costs are then transferred to a receiver, for e.g. Cost

centre. The receiver of costs are specified in the order and settlement carried out at

regular intervals by FI.

Click on Tech.

Completion flag

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ix) Business Completion

The business completion of an order is usually performed when no further costs are

expected to be posted to the order.

An order can only have business completion when:

It has been technically completed

It has been settled and the order balance is 0

No outstanding purchase orders (commitments) exist for it

All data that refers to the reference object of the maintenance order is available and

correct

All relevant data in the operations and sub-operations is available and correct

The business completion function for an order defines the following information for

the order:

The order obtains the status Completed. It is indicated as fully completed.

The order cannot receive any more postings, even for posting of costs. It is locked for

all collective-processing changes.

Business completion can be performed for

An individual order

Several orders using collective processing

Business completion of the order can also be cancelled.

4.3 Preventive Maintenance

To ensure higher equipment availability and reliability, preventive maintenance plans

are required for critical equipments and systems.

The preventive maintenance plans can generate PM order/Notification /service

Entry Sheet as per the pre-defined schedules, based on time elapsed or any other

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performance criteria.

i) Maintenance task lists

Maintenance task lists describe a sequence of individual maintenance activities,

which must be performed repeatedly within a company. In PDIL we are using only

one maintenance task list: i.e. General Maintenance Task List

Tcode :IA05

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ii) Maintenance Plan

Maintenance plan describes the maintenance and inspection tasks to be performed

at maintenance objects with the dates and scope of the tasks.

Time-Based maintenance Plans

In time-based maintenance planning maintenance is performed in specific cycles, for

example, every two months or every six months.

Maintenance Planning:

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Maintenance planning is done to describe the dates and scope of corrective

maintenance and inspection activities at technical objects. This ensures that the

technical objects are maintained on time and thereby function optimally.

Based on analysis by the maintenance personnel, equipments are identified, where

planned maintenance needs to be carried out. Apart from the experience,

maintenance person may refer manufactures‟ recommendations and the history of

the equipment to define the basis.

The maintenance planner also needs to identify the units for the maintenance plans -

time (weekly, monthly, yearly, etc.) or performance (every 100 running hours, every

10,000 shots etc.). For performance based maintenance plans, relevant measuring

counter needs to be defined for the technical object and measurement readings need

to be updated regularly.

The maintenance planner decides the maintenance call objects for the plan. The call

object can be maintenance order, notification or service entry sheet. Based on the

selection, system generates a call object for a maintenance plan, when a

maintenance call is due. The maintenance planner decides initially which call object

is required.

As mentioned earlier, maintenance plans can be single cycle, strategy based or

multiple counters, as per the requirement of each equipment / functional location.

Maintenance task lists shall be prepared for equipments / functional location, as per

the requirement. The task lists contains detailed sequence of activities to be

performed, spares and estimated time required for completing the job.

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For the activities, which are common amongst group of equipments, a general task

list may be prepared.

A maintenance plan includes the task list, maintenance strategy along with other

scheduling parameters.

Tcode :IP01

Fill here maintenance plan

category- Maintenance Order.

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Fill the maintenance plan cycle with its

unit i.e. when we require the Maintenance

order to be generated.

As we select yearly cycle then the order

will generate every year.

Here fill the detail of maintenance

item on which the Maintenance Order

will generate.

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Here fill the detail of

calibration task list.

As its type & its no.

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iii) Maintenance Plan Scheduling

Once the maintenance plans are created, then these plans are scheduled. It is

important to input “Start date” or “Starting counter reading” in the individual

maintenance plan. This date or counter reading decides the schedule dates.

Scheduling can be done manually as well as by system. It is recommended to do the

scheduling by system to avoid manual errors.

Whenever a schedule falls due, the system creates a maintenance order, notification

Call horizon – here fill percentage

when the call to be come for

maintenance. Exp.-

If cycle = 100 days, & call horizon

=90%, means at 90th day we will

receive the order, for planning the

man & material required to complete

the maintenance order.

Scheduling Period Now we fill the

maintenance plan scheduling

parameters i.e. the time for which we

will schedule this plan.

If we take sch. Period 10 year then

total 10 Nos. maintenance orders will

generate with yearly cycle.

& then Save

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or service entry sheet depending on definition of the call object of the plan.

The maintenance planner shall schedule the maintenance plan. Before the call

objects are created by the system, maintenance planner may manually call the job or

skip the job, depending on the situation.

If the call object is a maintenance order, then maintenance planner shall release it

manually after checking the order.

There is provision in the system to shift the next scheduled maintenance date of a

maintenance plan, if there is considerable delay in completing the order or the orders

are completed much ahead of the schedule. These tolerance ranges for shifting can

be decided while defining maintenance plan by the maintenance planner depending

on the nature of the job.

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Tcode:IP10

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Tcode : IW39

iv) Maintenance Order Processing

The maintenance order is a detailed planning assistance for maintenance tasks to be

performed. The order is used to:

Add tasks (if required) in Task List attached in Preventive Maintenance Order

with detail regard to type, scope, dates and resources

Monitor the execution of tasks (operations)

Define rules for account assignment, settlement and budgets

Enter, assign and settle the costs which arise from tasks

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The order can be processed internally by own employees, or can be processed

externally, that is, assign it to another company for processing.

An order consists of:

Order header

Object list

Operations

Material list

Settlement rule

Costs

Observe the system status, during creation and order processing :

CRTD - Order created

MANC - Material availability not checked

NTUP - Dates Not updated

NMAT - No Material components

PRC - Order Precosted

SETC - Settlement Rule created

TECO - Technical Completion

CNF - Complete confirmation

REL - Order released

CLSD - Order Closed

PCNF - Partial confirmation

Order Release

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Preventive Maintenance orders will be already released. If order has been released

and subsequently additional operations are entered for it, these are automatically

released.

Following activities can only be performed when order is released:

Printing shop papers

Withdrawing material

Posting goods receipts

Entering time completion confirmations

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Tcode:IW32

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Fill the Material Group,Purchasing Group,Requisitioner name,Tracking No.

Then Click on this

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Notes :

Item category - significance of „L‟ and „N‟ .

L – Generally stockable item, when a component is selected „L‟ - a

reservation is created .

Reservation creation is irrespective of material stock. (Means, even if the

material is not available in the

Fill the various components /spares with

No. (From component list) & quantity

required for completing the work.

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storage Location, reservation will be created.).

N – means Non-stockable, but coded item. – Even if stock is available , „N‟ can

be indicated.

The system will create a PR for the Items for which „N‟ is indicated.

Reservation Number Generated for Stock Item. Material Issue against Reservation

process can be viewd in MM End User Manual as it is MM Process.

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Field name Required

/

Optional


Component R Indicate Material code of the component.

Requirement Qty O Indicate the quantity of the components

Description and

UM

O Automatically copied from the system.

I Category R Indicate whether it is stockable or Non-

stockable, „L‟ or „N‟

S LOC O Stock can be checked thro. this.

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Change of Purchase Requisition (Tcode : ME52N)

Creation of PO & Material Issue is covered under MM Module.

v) SERVICE ENTRY SHEET

SERVICE ENTRY SHEET HAS TO BE FILLED FOR CLEARING THE INVOICE.

Trigger:

Requirement for recording services performed by service provider

We Need to fill the

DOP Clause & Pre

Qualification for

each PR.

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This document describes the procedure for creating a service entry sheet. Within

purchasing, this service entry sheet document is designed for the recording of the

services that have been performed by the service provider. The service entry sheet is a

list of all planned services that have actually been performed. It can also be used to

lust and specify unplanned services that have been performed and whose precise

scope and nature were unknown at time of planning phase.


Service Entry Sheet

Menu Path

Via Menus Logistics> Plant Maintenance> Maintenance

Processing> Completion Confirmation> Services

Via Transaction Code ML81n

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or use transaction code “ML81N” to reach the following screen

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select Purchase order number as shown in next screen

Click

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click on the Enter / Continue icon

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Click on the service selection tab

SERVICE

SELECTION

TAB

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The following screen will appear

ACCEPTING SERVICE ENTRY SHEET

then click on Services

Push button

Click to Select

line item

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2. Confirm the

required quantity

1. Service Entry

sheet Number

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Only Authorized person can release the Service Entry Sheet.

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Tcode ML85 or ML81n Can be used to release the Service Entry Sheet with proper

autherization.

3. Save

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Fill the release

code & release

Group then

Execute

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1.Select the Line

2. Release

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vi) COMPLETION CONFIRMATION

A.TIME CONFIRMATION

Trigger:

Actual hours worked and materials used need to be recorded and posted to the PM

order.


The actual hours worked per operation are recorded/posted to the PM/CS order via time

confirmation.

Any materials used may be posted at this time.

Technical reporting to the notification may also be performed at this time.

Released Saved

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Time confirmed to PM order Refer to Business Process Procedure 'Display PM

Order' (and view cost report) or 'Display PM Order

Confirmation' to verify results. The document flow on

the PM order will also show any time confirmations

posted.

Press Enter key or double click (with mouse Left key) to reach the following

screen;

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PRESS ENTER KEY TO REACH THE FOLLOWING SCREEN

SELECT THE OPERATIONS TO BE CONFIRMED

AND FOLLOW THE MENU PATH SHOWN IN THE NEXT SCREEN

ENTER ORDER NO OR

SELECT FROM LIST

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CLICK ON THE ACTUAL DATA

FOLLOWING SCREEN WILL APPEAR

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ENTER THE OPERATION

ENTER THE START & END DATE WITH TIME

CONFIRM ACTUAL MAN HOURS

IF WE ARE DOING FINAL CONFIRMATION SELECT THE FINAL CONFIRMATION

BOX

CLICK ON CLEAR OPEN RES. IF NO MORE MATERIALS ARE REQUIRED

AGAINST THE RESERVATION.

IF THERE IS NO REMAINING JOBS TICK THE NO REMAIN WORK BOX

CLICK ON RIGHT ARROW KEY FOR NEXT OPERATION

SAVE THE CONFIRMATION BY CLICKING ON

AND FOLLOWING MESSAGE WILL APPEAR ON THE SCREEN

FOR NEXT

OPERATION

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vii) ORDER TECHNICAL COMPLETION

SELECT THE ORDER FROM MENU PATH

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Complete the order by clicking on Complete Flag

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WHILE COMPLETING TECHNICALLY SYSTEM DEFAULTS CURRENT DATE &

TIME BUT STILL IT CAN BE CHANGED FOR PAST CONFIRMATIONS

Check status – TECO

viii) Order Settlement

Order settlement is used to control costs and to identify where maximum costs are

being incurred for maintenance. Costs associated with the maintenance work are

assigned to Cost centres. Costs arising out of executing an order are initially

collected on the order. These costs are then transferred to a receiver, for e.g. Cost

centre. The receiver of costs are specified in the order and settlement carried out at

regular intervals by FI.

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ix) Business Completion

The business completion of an order is usually performed when no further costs are

expected to be posted to the order.

An order can only have business completion when:

It has been technically completed

It has been settled and the order balance is 0

No outstanding purchase orders (commitments) exist for it

All data that refers to the reference object of the maintenance order is available and

correct

All relevant data in the operations and sub-operations is available and correct

The business completion function for an order defines the following information for

the order:

The order obtains the status Completed. It is indicated as fully completed.

The order cannot receive any more postings, even for posting of costs. It is locked for

all collective-processing changes.

Business completion can be performed for

An individual order

Several orders using collective processing

Business completion of the order can also be cancelled.

4.4 Regular Maintenance :

i) Notification Creation:

Notification for new Requirement/or any kind of Modification request.

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>Fill the Description of the Request/Modification

>Fill/Select Functional location & Equipment

>Fill the Reported BY

>Press ENTER

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>WE find this screen which show last 3 activities status on that particular equipment

& then Save notification.

Click / Press

ENTER

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Notification number generated.

You can see the list of Notifications through Tcode :IW29

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Select the Desired Notification & create the Regular maintenance Order

(Type:PM07).

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ii) Maintenance Order

Do your Planning in Regular Maintenance Order. Tcode:IW32

After that whole Process is same as Breakdown Maintenance Process. So Kindly

follow the Breakdown process( mentioned Above).

4.5 Calibration Process:

Test equipment is used for performing quality inspections. In order to ensure that the

test equipment used always fulfils the defined performance criteria, we have to

regularly test and calibrate these test equipment.

Using the functions in the component Test Equipment Management, we can manage

equipment data, plan and schedule inspections, and perform calibration inspections

for the equipment.

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i) Task List for Calibration

Calibration task lists describe a sequence of individual calibration activities, which

must be performed repeatedly within a company.

Creation of Task List Transaction code – IA05

Fill the External AlphaNumeric

Number for Calibration TaskList &

the in Profile fill -PDIL

And press enter.

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Fill the header data for the Calibration task list.

As

Usage-4, Status-4, System condition-0, Work

Center, planner Goup

And

Now click on operations.

Fill the operations required to

carry out the calibration

process with estimated time

& manpower required.

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ii) Creation of Calibration Plan

Tcode :IP01

Calibration Task list is

saved with number

generated.

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Fill here maintenance plan

category- Maintenance Order.

Fill the maintenance plan cycle with its

unit i.e. when we require the Maintenance

order to be generated.

As we select yearly cycle then the order

will generate every year.



will generate.

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will generate. Order Type of

Calibration Order should be PM05.

Here fill the detail of

calibration task list.

As its type & its no.

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Call horizon – here fill percentage

when the call to be come for

maintenance. Exp.-

If cycle = 100 days, & call horizon

=90%, means at 90th day we will

receive the order, for planning the

man & material required to complete

the maintenance order.

Now we fill the maintenance plan

scheduling parameters i.e. the time

for which we will schedule this plan.

If we take sch. Period 10 year then

total 10 Nos. maintenance orders will

generate with yearly cycle.

Now save the maintenance

plan. Number displays here.

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After Wards Calibration Process is same as Prevntive Maintenance. So Kindly Follow

Preventive Maintenance Cycle.

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5. Plant Maintenance Information System

5.1 Standard Reports

There are so many Standard Reports in PM.

Some of the UseFul reports are shown below:

Transaction code : IK17

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Trigger:

Need to display measurement documents with similar characteristics.


Search for measurement documents by various search criteria to compile a list of

measurement documents to display. You may search for a measurement document

whose number is unknown or perform collective processing for measurement

documents that have particular characteristics in common.


One or many measurement

documents selected for display

Input – Required Fields Field Value/Comments

Procedural Steps

Via Menus Logistics Plant Maintenance Maintenance

Processing Completion Confirmation

Measurement Document List Editing Display

Via Transaction Code IK17

Select the transaction as shown in following screen

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on double click you will reach the following screen

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Input data for selection , you can get the report based on the input data like

Measuring points

Equipment

Functional location etc.,

After the entry of required data click on

to execute the transaction and you will get the following report

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Spares and consumables consumption Report

Transaction code : MB51

Trigger:

User wishes to search for material movements by material.


This process describes the method to search for and display the material movements

by material.

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Materials with the associated

movement types.

Procedural Steps

Via Menus (a) Logistics > Materials Management > Inventory

Management > Environment > List Displays >

Material Documents

Logistics > Materials Management > Physical

Inventory >Environment > Mat. Doc. For Material

Via Transaction Code MB51

Select the transaction as shown in following screen

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on double click you will reach the following screen

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Enter required data like Plant, Storage Location, Movement type etc., as per your

report requirement

After the entry of required data click on

to execute the transaction and you will get the following report

Report of spares consumption against Maintenance Orders

Transaction code : IW3M

Reach the selection screen with help of following menu

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Selection screen

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Enter required selection filed values like Order no, Material, storage location as

per your requirement

requirement and click on click on to execute the

transaction and you will get the report

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Status Report of Notifications

Transaction codes : IW28 / IW29


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Selection screen

Enter the selection screen values like Maint. Plants, Start & end dates,

Notification no., Equipment or Function locations and select required check

boxes according to the status.

Click on to execute the transaction and you will get the

following report

Status check boxes

Enter Plant

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Status Report of Maintenance Orders

Transaction codes : IW38 / IW39

Trigger:

To review a list of maintenance orders and make any necessary changes


To generate a work list of maintenance orders to modify.


A list of orders. Orders will be displayed based on the selection

criteria.

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Procedural Steps

Via Menus A: Logistics Plant Maintenance Maintenance

Processing Order Order List Change

B: Logistics Plant Maintenance Maintenance

Processing History List of Orders Change

Via Transaction Code IW38


Selection screen

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Enter the selection screen values like Start & end dates, Notification no.,

Equipment aor Function locations and select required check boxes according to

the status.

Click on to execute the transaction and you will get the

following report

Status check boxes

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Display (Multi Level) : List of Orders

Transaction code : IW40

Trigger:

To review a list of PM orders and associated documents and master records


This transaction allows the planner to review a specific order along with several

selected master records and documents associated with the notification.


A list of orders with associated

documents and master records

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Procedural Steps

Via Menus Logistics Plant Maintenance Maintenance

Processing Order List of Orders

Display (Multi-level)

Via Transaction Code IW40


Selection Screen

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Select Required Order type, Enter period dates and select different parameters

for the multilevel display

Now click on to execute the transaction and you will get the

following report

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Functional Location List

Transaction code : IH06

Trigger:

Need to look up Functional Locations.


You wish to search for Functional Locations by various search criteria. You may search

for a location whose label is unknown, compile a list of locations that have particular

characteristics in common.


List of Functional Locations

Procedural Steps

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Via Menus Logistics Plant Maintenance Technical Objects

Functional location List editing Display

Via Transaction Code IH06


Selection Screen

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Select Required Planning Plant, Maintenenace Plant, Planner Gorup etc.

different parameters for the display


following report

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Equipment List

Transaction code : IH08

Trigger:

To display a list of equipment by certain selection criteria.


This report is used to output a list of equipment. Equipment data comprises general

data, serial number data, location data, maintenance data and sales/distribution data.

You can use an equipment list to:

Search for a piece of equipment whose number you do not know

Compile a list of equipment based on particular criteria

Perform collective processing for pieces of equipment with particular

characteristics

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A list of equipment records

Procedural Steps

Access transaction by:

Via Menus A. Logistics Plant Maintenance Information

System Report Selection Management of

Technical Objects Display Equipment

B. Logistics Plant Maintenance Planned

Maintenance Maintenance Task Lists

Environment Engineering Environment

Technical Objects Equipment List Editing

Display

Via Transaction Code IH08


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Selection Screen

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Select Required Planning Plant, Maintenenace Plant, Planner Gorup etc.

different parameters for the display


following report.

pm end user manual

Documents

maintenance planning

maintenance processing

preventive maintenance

regular maintenance

plant maintenance release

breakdown maintenance

ravinder kumar

maintenance plan scheduling