Table of Contents
Introduction ........................................................................................................................5
Chapter 1 The Plant Maintenance Notification System ..........................................................6
Lesson 1 Overview of SAP Plant Maintenance Notifications .....................................7
Lesson 2 Logging In and Out .......................................................................................11
Logging In ..............................................................................................................11
Logging Out ...........................................................................................................13
Lesson 3 Adding the PM Notification to your Favorites List ...................................14
Add Transaction Code ...........................................................................................14
Display Transaction Codes ....................................................................................14
Delete Transaction Code ........................................................................................15
Chapter 2 Creating a Plant Maintenance Notification - Corrective (Type 11) ...................16
Lesson 1 Creating a PM Notification (general maintenance/repairs) ......................17
Print Notification ...................................................................................................20
Chapter 3 Managing Plant Maintenance Notifications .........................................................23
Lesson 1 Open and check the status of a PM Notification - Corrective...................24
Open exiting notification .......................................................................................24
Checking notification status ...................................................................................26
Changing a PM Notification - Corrective ..............................................................27
Cancelling a PM Notification ................................................................................28
Chapter 4 Creating a Plant Maintenance Notification - Special Order (Type 41) .............29
Lesson 1 Overview of a PM Notification Special Order.........................................30
Lesson 2 Create Notification - Special Order (Type 41) ...........................................31
Lesson 2 Creating a PM Notification (Equipment Transfer) ...................................35
Lesson 3 Using SAP Email to route a PM Notification .............................................38
Open PM Notification ............................................................................................38
Send notification through SAP E-Mail ..................................................................38
Check Outgoing SAP E-Mail.................................................................................40
Lesson 4 Check the status of a PM Notification Special Order .............................41
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Introduction
All rights reserved. No part of this publication may be reproduced or used in any form or by any
meansgraphic, electronic, or mechanical, including photocopying, recording, taping, or in
information storage and retrieval systemswithout written permission from San Bernardino City
Unified School District Research, Instructional Support, and Technology.
This manual is for internal distribution only.
This user guide is intended to teach you how to navigate within the Intouch Web Portal System,
show you how to create various notifications, and how to view and print reports about the results
of your notifications.
Course prerequisite
A basic understanding of the Windows environment is a prerequisite for this manual. It is
assumed that you can use a mouse, are familiar with basic Windows elements such as the title
bar, menu bar, and scroll bars, and can select menu options and applications.
You will see this symbol when additional information is provided about the current topic.
It will also appear when a tip, trick, or shortcut is available.
You will see this symbol when you need to be aware of a potential problem.
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If there is a facility crisis, first call Maintenance & Operations at (909) 388-6100.
Then, create a follow up notification in SAP, so that the emergency is documented.
*Crisis Items:
Gas smells
Broken Windows
Sink holes
No hot water in kitchen/child care
Signs of smoke or fire
Excessive water leakage
Power Outages
Roof leaks not associated with rain
Activated fire alarm
Flooding inside/outside
Windows or doors that cannot be secured
Overview
Principals, Secretaries, Building Administrators, and Service Center personnel will initiate
Maintenance Notifications for Maintenance & Operations.
Notifications are not an authorization to perform maintenance work activities but a request for
services. A Maintenance Order represents the authorization to perform maintenance work
activities.
Factors such as problem/resolution determination, required resources and availability, required
parts/materials and availability, financial resources required, and funding availability all affect
the response to the notification. Proper classification of a Maintenance Notification is also an
essential part of this process.
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To request an install of the SAP software program, contact the I.T. Help Desk at
(909) 888-4357.
Step-by-Step
Logging In
1. Double-click the SAP Logon icon on your desktop. This will open the SAP
Logon 740 window.
2. Select the Connections folder (left side) and the SAP System (right side). If these items are
missing, contact the I.T. Help Desk at (909) 888-4357.
3. Click the Log On button. This will open the SAP login screen.
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5. In the User field, enter the user name given to you by the I.T. Security Specialist.
6. In the Password field, enter the default password given to you by the I.T. Security Specialist.
7. In the Language field, verify that EN appears.
SAP will force you to change your password when logging in for the first time. Enter a
New password and Confirm password (make sure it is identical to the new password).
The next time you log in, you will have to use your new password.
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Logging Out
1. Exit back to the SAP Easy Access menu by clicking the Exit
2. Click the Exit
button.
Read all system messages to make sure you save any data that you have entered.
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Step-by-Step
Add Transaction Code
1. Click on the Favorites menu (Menu bar).
2. Select Insert Transaction from the drop-down menu.
3. In the Transaction Code field, enter the desired transaction code (e.g., IW21, IW22, or
IW23).
button.
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Step-by-Step
1. In the Command Field, enter IW21 and press [Enter]. If you have a favorite created for this
transaction, double-click the IW21 Create PM Notification from within the Favorites
folder.
The Create PM Notification: Initial screen appears.
11
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4. In the Notification field (highlighted in yellow) enter the short text description for the
notification.
THIS AREA MUST HAVE A ROOM LOCATION (site location is unnecessary) AND A
BRIEF DESCRIPTION OF WHAT THE PROBLEM IS.
For example: ROOM D2 A/C blowing hot air.
Writing A/C is not sufficient.
If there is a toilet leaking writing toilet is not sufficient. Please write A-wing girls
restroom toilet leaking.
Graffiti may be listed as throughout site here. A vandalism report will be created for each
graffiti notification.
Air Conditioning must be separated by wings. Do not put separate wings on the same work
order. Do not state that an entire wing is without air conditioning unless every room is
verified.
All other problems must be separated by classroom. Each job must have its own separate
work order. Do not combine jobs on one work order even if all jobs are the same type of
problem.
For example:
J1 no power to electrical outlet
B3 no power to electrical outlet
B3 Lights are not turning on
Each of these must have their own notification made.
5. Click in the FunctLocation field and type 01-### (where ### equals your 3-digit site
number). For example: 01-108.
6. In the Description field, type a more detailed description and location of the problem. Use
the large text box below the Description field name.
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7. In the Reported by field, type the last name and first initial of the person reporting the
problem. Yu have up to 12 characters to enter a name.
8. Press [Enter] to check input.
9. Click the Save
10. Jot down the Notification # (currently showing on the Status Bar) so that you can refer to it
whenever you call Maintenance and Operations. Once you exit this screen, the notification
number disappears.
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Print Notification
Print your Notification immediately. Once it becomes a Work Order, you cannot print it, you
would have to do a print preview screen shot.
1. Open the notification that you just saved in display (IW23) or change mode (IW22). Refer to
Chapter 2, Lesson 1 Open and check status of a PM Notification on how to search for a
notification if you dont have the number.
2. Click the Print button (Standard toolbar).
3. Select the desired print options.
4. Click the Print button.
If your notification has already been turned into a Work Order, use your Print Screen
(PrtScn) button on your keyboard and send it to the printer.
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You can also add additional notes into the description box, but you cannot edit a
notification once it has been saved.
Step-by-Step
Open exiting notification
1. From the SAP Easy Access menu, enter IW23 in the Command Field. If you have this
transaction listed in your Favorites folder, double-click IW23 to start the transaction.
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2. In the Notification field, enter the PM Notification number and then press the [Enter] key.
Skip Steps 3, 4, and 5 if you know the notification number.
If you dont know the number, click the Possible Entries button to the right of the field and
complete Step 3, 4, and 5 below.
3. Enter your Functional Location number, Notification Date (Begin and End) in the field
marked and then click the Execute
button.
4. Double-click on the desired notification to place the notification number in the Notification
field.
5. Press the [Enter] key or click the Notification
the notification to view its detail.
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Notific. Status:
Order:
You can also type /n in the Command field to return to the SAP Easy Access menu.
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You cannot change the original text once it has been saved. You can however add
more text to explain your notification further to the Maintenance and Operations staff.
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Cancelling a PM Notification
4. Look up the notification number. You will be asked for this number when you request a
cancellation.
5. Contact the Maintenance and Operations department at (909) 381-6100 and state that you
need to cancel a notification.
6. Give them the notification number.
Once the notification has been cancelled, you will see NOCO within the Notification
Status field.
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Start
User creates PM
Notification type 41 in
SAP
Yes
Estimate
Approved?
No
Fiscal approves
notification and SAP
e-mails to M & O
M & O cancels
notification in SAP
End
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Equipment transfers from site-to-warehouse and vice versa, records storage, shredding, and
recycling, do not require a PM Notification. Contact Bill Hanes or Rob Stevenson in the
Warehouse Department at (909) 388-6137 for more information on these types of transfers.
Step-by-Step
1. From the SAP Easy Access screen, enter transaction code IW21 in the command field and
then press [Enter]. If you have saved this transaction in your Favorites folder, you can click
on PM Notification --> Create to navigation to the same screen.
2. In the Notificatin type field, enter 41 and press [Enter]. A new notification form opens.
3. In the Notification title field, enter a brief title
for your notification (e.g., install projector in
classroom).
4. In the Functinal loc. field, enter your sites
location code (e.g., 01-### where ### equals
your 3-digit site code). For example, 01-108.
For non school sites, use these codes. Contact
Maintenance & Operations for assistance with
additional codes.
01-714 = BOE
01-795 = SMART
01-900 = WHAA
01-898 = Transportation
01-764 = Printing Services
01-908 = Warehouse
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5. In the Description field, describe in detail what action you want to request of Maintenance
and Operations. If this is a site-to-site equipment transfer, enter the BU-133 number in this
field. Refer to Lesson 2 (Page 31) in this chapter for detailed instructions on how to enter a
PM Notification for site-to-site equipment trasnfers.
6. In the Reported by field, enter the name of the person the M & O worker is to report when
they arrive on site. This field has only 12 characters in which to enter a name.
7. In the Funds Center field, enter the 10-digit SAP budget code from the account paying for
this action. The Funds Center code (SAP) is comprised of the School-Mgmt-Goal codes
(SACS). Use the table below to convert the 25-digit SACS code structure into the SAP code
structure.
8. In the Fund field, enter the 7-digit SAP code (refer to chart above).
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9. In the Functional Area field, enter the 4-digit SAP code (refer to the chart above).t
Funds Center
The first 3 numbers is your School. The second 3 numbers is the Management. The last
4 numbers are the Goal which are usually 0000 for Undistributed or 1110 for Regular
General Education.
Fund
The Fund in SAP is the combination of the Fund, Year and Resource in Financial
2000. You can query the Accounts Lookup or EduReports modules in Financial 2000 or
contact your Budget Analyst for this.
Functional Area
The Functional Area in SAP is the same as the Function in Financial 2000. Generally, you
will use 1000 for Instructional or 2700 for School Administration.
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button.
11. Jot the notification number down on your original paperwork that is displayed on the Status
Bar. This number will disappear when you navigate to another screen.
12. Let your site administrator know that the notification is ready for them to approve. Give them
the notification number you jotted down from the previous step so they can log in to SAP and
open the notification in change mode (Transaction Code IW22).
A flow chart of the entire PM Notification Special Order (Type 41) procedure can be
found in Chapter 4, Lesson 1 of this manual.
13. Check the status of the notification once or twice a week to make sure it is moving through
the SAP system. Refer to the steps in the next lesson for instructions on how to monitor PM
Notifications within SAP.
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Before you enter a notification into SAP, complete the Equipment Transfer form (BU133) and make a note of the record number. This number will be entered into the PM
Notifications description box. Send the completed Equipment Transfer form via pony
mail to Inventory Control for processing.
Step-by-Step
1. From the SAP Easy Access menu, enter IW21 in the Command Field (top left corner of the
screen) and then press the [Enter] key. If you have IW21 listed in your Favorites folder,
double-click on the favorite to open the Create PM Notification: Initial screen.
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2. In Notification type field, type 41 and then press the [Enter] key or click the Notification
button (top left corner). The Create PM Notification: Facility Special Order screen
appears.
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8. In the Funds Center, Fund, and Functional Area fields, enter the appropriate budget
codes. Refer to page 29 of this manual for assistance with choosing the correct codes.
9. Click the Save
button (Standard toolbar).
10. Jot the notification number down on your original paperwork that is displayed on the Status
Bar. This number will disappear when you navigate to another screen.
11. Let your site administrator know that the notification is ready for them to approve. Give them
the notification number you jotted down from the previous step so they can log in to SAP and
open the notification in change mode (Transaction Code IW22).
A flow chart of the entire PM Notification Special Order (Type 41) procedure can be
found in Chapter 4, Lesson 1 of this manual.
12. Check the status of the notification once or twice a week to make sure it is moving through
the SAP system. Refer to the steps in the next lesson for instructions on how to monitor PM
Notifications within SAP.
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Step-by-Step
Open PM Notification
1. From the SAP Easy Access menu, enter IW22 in the Command Field. If you have setup a
favorite for this transaction code, double-click on it to open the Change PM Notification:
Initial Screen.
2. In the Notification field, enter the notification number. If you just saved the notification, its
number should already be present in this field. If you dont know the notification number,
click the Possible Entries button and search for it. Refer to page 21 in this manual for
assistance with searching for a PM Notification.
3.
When the notification number appears in the Notification field, press the [Enter] key. The
Change PM Notification: Initial Screen appears.
button.
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If the Create Document and Send window does not appear, click the minimize button
in the upper right corner of the screen SAP window to see if this window has opened
behind the current window.
3. In the Document contents tab, type the reason you are sending the e-mail (e.g., Please
approve or Equipment transfer.
4. Click in the first available Recipient field and type the SAP user who you want to send this
email. Click the Possible Entries button (to right of field) for assistance.
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2. Click on the Outbox icon and then click on the Document item. The SAP Emails that you
have recently sent will appear on the right.
3. Verify that the email you just sent appears in the document list. If it does not, you will have
to repeat the steps to send your notification via SAP Email.
4. Click the Back
button to return to the SAP Easy Access menu.
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Step-by-Step
1. From the SAP Easy Access menu, enter IW23 in the Command Field. If you have this
transaction listed in your Favorites folder, double-click IW23 to start the transaction.
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To search for a notification, enter the data marked by the red arrows and then click Execute.
3. Double-click on the desired notification to place the notification number in the Notification
field.
5. Study the text that is typed in the Description box to determine the status. Contact the
appropriate staff member who is next in line to approve the notification.
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