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Plant Maintenance Notifications

Information Technology Department


Revised: March 22, 2017
`

Training and Support


You may contact the following offices for assistance with the SAP Plant Maintenance
system:

Information Technology Technical Assistance


helpdesk@sbcusd.com
(909) 888-4357

Training Training Specialists


techtraining@sbcusd.com
(909) 386-2550

Security Logins
securityspecialist@sbcusd.com
(909) 386-2550

Maintenance & Operations Owner of procedures


(909) 388-6100

Fiscal Services Budget Analyst


(909) 381-1154

Updated in this version


03/03/2017 Maintenance and Operations sent out a new procedure for a Custodial Run Change
Request, PM15. Added Lesson 2 to Chapter 2.
SAP Plant Maintenance Notifications

Table of Contents

Introduction ........................................................................................................................5
Chapter 1 The Plant Maintenance Notification System ..........................................................7
Lesson 1 Overview of SAP Plant Maintenance Notifications .....................................8
Lesson 2 Logging In and Out .......................................................................................12
Logging In ..............................................................................................................12
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 ........................................................................................14
Chapter 2 Creating a Plant Maintenance Notification ..........................................................15
Lesson 1 Creating a PM11 Notification (General Maintenance/Repairs) ...............16
Print Notification ...................................................................................................18
Lesson 2 Creating a PM15 Notification (Custodial Run Change) ............................18
Chapter 3 Creating a Plant Maintenance Notification - Special Order (Type 41) .............19
Lesson 1 Overview of a PM Notification Special Order.........................................20
Lesson 2 Create Notification - Special Order (Type 41) ...........................................21
Lesson 3 Creating a PM Notification (Equipment Transfer) ...................................24
Lesson 4 Using SAP Email to route a PM Notification .............................................27
Open PM Notification ............................................................................................27
Send notification through SAP E-Mail ..................................................................27
Check Outgoing SAP E-Mail.................................................................................29
Chapter 4 Managing Plant Maintenance Notifications .........................................................30
Lesson 1 Check, Change, and Cancel a PM Notification ..........................................31

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SAP Plant Maintenance Notifications

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.

Conventions used in the manual

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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Chapter 1 The Plant Maintenance
Notification System

Topics covered in this chapter:

--Overview of the Plant Maintenance Notification System


--Logging In and Out
--Adding the PM Notification transaction to your SAP Favorites List
SAP Plant Maintenance Notifications

Lesson 1 Overview of SAP Plant Maintenance Notifications


A Plant Maintenance Notification is a request to have work done at your site by the Maintenance
and Operations Department.

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 Power Outages
Broken Windows Roof leaks not associated with rain
Sink holes Activated fire alarm
No hot water in kitchen/child care Flooding inside/outside
Signs of smoke or fire Windows or doors that cannot be secured
Excessive water leakage

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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SAP Plant Maintenance Notifications

Benefits of using SAP for Plant Maintenance

Reduced response time for delivery of maintenance services


Reduction /elimination of duplicate data entry
Full integration with other SAP modules (Financial/Controlling for all financial transactions,
Human Resources for employee information)
One-stop time entry, using daily time sheets (very similar to our current process)
Check status of PM Notifications and Work Orders
Better reporting and queries

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SAP Plant Maintenance Notifications

Terms and Concepts

Plant Maintenance Notification


A notification is a request for work. This must be created from each site so that Maintenance &
Operations is aware that work needs to be done.

Work Order
The work order is the document that gives the go-ahead for maintenance work to proceed. It
contains the plan of where, when, how, and by whom the work will be done.

Time Entry
Time entry will be managed by using Daily Time Sheets. These will post time entry against
maintenance orders using the HR (Human Resource) module CATS (Cross-Application Time
Sheet).

Technically Complete (TECO)


This means that the work order has been closed.

Notification Type
A notification type is a key that determines the kind of maintenance and the department
scheduled to do the work. Notifications can be corrective (11) or special order (41). Notification
types PM 11-53 will go to Maintenance & Operations, and PM 71-73 will go to Nutrition
Services (see further explanation on page 9).

Functional Location
A functional location refers to an organization unit that is to be maintained, such as a school or
other building site For example: Belvedere Elementary 01-108.

Equipment
Equipment refers to the physical object that needs to be repaired or maintained as an autonomous
unit.

Work Center (Shops)


A work center is a group of people who perform maintenance responsibilities.
For Example: Plumbers or Electricians.

Status
This lets everyone know what the progress is for any particular work order. There are several
business transactions involved in issuing a work order status: Posting time and other follow-up
costs after the job has been technically completed (TECO).

Create Plant Maintenance Work Order IW21


Change a Plant Maintenance Work Order IW22
Check status of a Plant Maintenance WO IW23

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SAP Plant Maintenance Notifications

Types of Plant Maintenance Notifications

1. Facility Corrective (11) This is maintenance that will fix something that is broken. This
is the type that you will create most often. For Example: fixing an air conditioner problem or
broken window.

2. Custodial Run Change Request (15) This is a non-maintenance upgrade. It is used when
your site needs custodial runs (duties) changed or reviewed.

3. Facility Special Order (41) This is a non-maintenance upgrade that is funded by the site.
For example: a special order could be the installation of a new telephone or building a new
fence.

4. Fleet Corrective (51) This is maintenance that will repair a vehicle. For example: a
radiator leak, flat tire, or tail light out.

5. Fleet Special Order (53) This is a non-maintenance upgrade. For example: installing
additional lights, modifying a trailer, installing a lift gate, or auto body repair due to an
accident.

6. Nutrition Corrective (71) This type is maintenance that will fix something that is broken
in a kitchen. The item being reported is not in the walls, floor, or ceiling. An exception to this
might be an outdoor BBQ at a High School. For example: a walk-in freezer temperature is
too high.

7. Nutrition Special Order (73) This type is a non-maintenance upgrade. This type can be
as simple as an upgrade or complex maintenance activities and large, costly projects that are
processed through the Project Systems module within SAP.

Facility Corrective 11
Custodial Run Change Request 15
Facility Special Order 41
Fleet Corrective 51
Fleet Special Order 53
Nutrition Corrective 71
Nutrition Special Order 73

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SAP Plant Maintenance Notifications

Lesson 2 Logging In and Out


The steps in this lesson will instruct you on how to log in and log out of the SAP system.

To request a login account, have your site administrator send an email to


securityspecialist@sbcusd.com and request access to the SAP Plant Maintenance system.

To request an install of the SAP software program, contact the I.T. Help Desk at
(909) 888-4357 or email helpdesk@sbcusd.com.

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.

4. In the Client field, verify that 300 appears.


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.
8. Press the [Enter] key or click the button (top left corner of screen).

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SAP Plant Maintenance Notifications

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.

Logging Out

1. Exit back to the SAP Easy Access menu by clicking the Exit button.
2. Click the Exit button (Standard toolbar).

Read all system messages to make sure you save any data that you have entered.

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SAP Plant Maintenance Notifications

Lesson 3 Adding the PM Notification to your Favorites List


The steps in this lesson will show you how to add an SAP transaction code to your Favorites
folder on the SAP Easy Access Menu.

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).

4. Click the Continue button.

Display Transaction Codes


If you want transaction codes to display within the Favorites area,
follow the steps below.

1. Click on the Extra menu (Menu bar).


2. Select Settings from the drop-down menu.
3. Click to check the Display Technical Names option.

4. Click the Continue button.

Delete Transaction Code

1. Right click on the transaction code.


2. Click DELETE.

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Chapter 2 Creating a Plant Maintenance
Notification

Topics covered in this chapter:

--Creating a PM Notification, Type 11 (Corrective)


--Creating a PM Notification, Type 15 (Custodial Run Change)
--Print a Notification
SAP Plant Maintenance Notifications

Lesson 1 Creating a PM11 Notification (General Maintenance/Repairs)


This lesson will show you how to create a maintenance notification for routine maintenance
and repairs at your site. For example, leaky faucet, repair broken window, spray for ants.

Step-by-Step
1. In the Command Field, enter IW21 and press the [Enter] key.

11

If the Command Field is missing, click the expand arrow, top left corner of screen,
to unhide it.
2. In the Notification type field, type 11.

3. Press the [Enter] key on your keyboard or click the Notification button (top left corner).

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SAP Plant Maintenance Notifications

4. In the Notification field, 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 D-2 A/C blowing hot air.
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: J-1 no power to electrical outlet
B-3 no power to electrical outlet
B-3 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.

7. In the Reported by field, type the last name and first initial of the person reporting the
problem. You have up to 12 characters to enter a name.
8. Press the [Enter] key to check input.

9. Click the Save button (Standard toolbar) to save the notification.


10. Write down the Notification # (very bottom left corner)
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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SAP Plant Maintenance Notifications

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).
The Notification # is displayed in the field.
2. Click on it and then press the [Enter] key.
3. Click the button (Standard toolbar).

4. Highlight the notification overview line using the icon to the left.

5. Click the button.

If your notification has already been turned into a Work Order, use your Print Screen
(PrtScn) button on your keyboard in order to print.

Lesson 2 Creating a PM15 Notification (Custodial Run Change)


This lesson will show you how to create a custodian run (duty) change. For example, added 2
rooms that need cleaning, putting the flags up and taken down.
Follow Lesson 1 changing the Type to 15.
For step 6 Description field, here are some examples:

We have added two kindergarten rooms B-1 and B-2. Please add this to one of our night runs.
Night Run B does the other three kindergarten rooms C-2, K-1, and K-2. Also, Jane Doe,
who is doing Night Run B, feels her run already has more work than John Does Night Run
A.
Room B-7 is missing from the run sheet and Night Run A cleans this room. Also, trashing of
C-3 through C-6 is not on the run either.
Our day custodian takes the flags down, but it is on the night custodians run. Can you make
this change?
Make sure to print before it becomes a Work Order see printing above.
For assistance, please contact Cheryl Garcia, M & Os Operations Manager
at (909) 388-6100.

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Chapter 3 Creating a Plant Maintenance
Notification - Special Order (Type 41)

Topics covered in this chapter:

--Overview of PM Notification Special Order


--Creating a Special Order PM Notification
--SAP Email Special Order PM Notification
SAP Plant Maintenance Notifications

Lesson 1 Overview of a PM Notification Special Order


Special Order notifications are different than a normal notification in that your department pays
for the maintenance being requested. The flowchart that appears below details the path a special
order notification takes and the approvals needed before the work can begin.

Start

User creates PM Site administrator types, Site administrator SAP


Notification type 41 in Approved, inside the e-mails the notification to
SAP notification and saves Linda Minard in M & O
for estimate

Site administrator types M & O prepares estimate


Approved inside the Yes and SAP e-mails the
Estimate
notification and SAP Approved? notification back to site
e-mails the notification to administrator for 2nd
your budget analyst approval

No

Fiscal approves Site administrator types


notification and SAP Not Approved inside the
e-mails to M & O notification and SAP
e-mails to Linda Minard
in M & O

M & O creates Work M & O cancels


Order notification in SAP

End

District employee names may change. Instructions inside the gray boxes are the
steps site administrators perform.

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SAP Plant Maintenance Notifications

Lesson 2 Create Notification - Special Order (Type 41)


This type of notification incurs charges to your budget. It is used for things like building and
mounting a bookshelf, making extra keys, installing an overhead projector, resurfacing the
parking log, or transferring equipment from site-to-site.

Equipment transfers from site-to-warehouse and vice versa, records storage, shredding, and
recycling, do not require a PM Notification. Contact 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 the [Enter] key.

If the Command Field is missing, click the expand arrow top left corner of
screen to unhide it.

2. In the Notificatin type field, enter 41 and then press the [Enter] key. A new notification form
opens.
3. In the Notification title field, enter a brief title for your notification
(e.g., install projector in classroom B-2).
4. In the Functinal loc. field, enter your sites location code (e.g., 01-###).

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SAP Plant Maintenance Notifications

For non school sites, use these codes. Contact Maintenance & Operations for assistance with
additional codes.
01-714 = BOE 01-898 = Transportation
01-795 = SMART 01-764 = Printing Services
01-900 = WHAA 01-908 = Warehouse
Contact Maintenance and Operations for additional codes.
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 in this chapter for detailed instructions on how to enter a PM
Notification for site-to-site equipment transfers.

6. In the Reported by field, enter the name of the person M & O would contact for any
questions. This field has only 12 characters in which to enter a name.
7. Type in the budget using the formula below.

For assistance with finding these codes, refer


to the summary below, ask your site
administrator, open an existing PM Notification
Type 41, or contact your budget analyst.

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SAP Plant Maintenance Notifications

Funds Center
The first 3 numbers are your School code.
The second 3 numbers are the Management code.
The last 4 numbers are the Goal code, which are usually 0000 for Undistributed or 1110
for Regular General Education.

Fund
The Fund in SAP is the combination of the Fund code, Year and Resource in Financial
2000. Contact your Budget Analyst for assistance with 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.

8. Click the Save button.

9. Write the notification number down (very bottom left corner) on your original paperwork.
This number will disappear when you navigate to another screen.
10. Let your site administrator know that the notification is ready for them to approve. Give them
the notification number you wrote down from the previous step so they can login to SAP and
open the notification in change mode (Transaction Code IW22).

Refer your site administrator to the Electronic Approvals for Administrators


manual for instructions on how to approve and send the notification via SAP email to
Maintenance and Opertions for further processing.
11. 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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SAP Plant Maintenance Notifications

Lesson 3 Creating a PM Notification (Equipment Transfer)


This lesson will show you how to create a notification to transfer equipment from one site to
another. This kind of an equipment transfer is also a PM Notification - Special Order (Type
41), because charges will be incurred. Equipment being picked up for salvage does not
require a PM Notification.

Before you enter a notification into SAP, complete the Equipment Transfer form (BU-
133) 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.

If the Command Field is missing, click the expand arrow top left corner of
screen to unhide it.

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SAP Plant Maintenance Notifications

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.

3. In the Notification field (highlighted in yellow) type, Equipment Transfer.


4. Click in the FunctLocation field and type 01-(your site no.). For example: 01-102.
5. In the Description field, type Equipment Transfer No. ##### (Replace the #s with the
actual number from the BU-133 form). Also enter in this field detail of what is to be picked
up and from where and where the equipment is to be delivered.
6. In the Reported by field, type the name of the person requesting the transfer.
7. Press the [Enter] key to check input.

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SAP Plant Maintenance Notifications

8. In the Funds Center, Fund, and Functional Area fields, enter the appropriate budget
codes. See step 7 in the previous lesson for more information.
9. Click the Save button (Standard toolbar).
10. Write the notification number down (shown on very bottom left corner) on your original
paperwork. 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 wrote down from the previous step so they can login to SAP and
open the notification in change mode (Transaction Code IW22).

Refer your site administrator to the Electronic Approvals for Administrators


manual for instructions.

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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SAP Plant Maintenance Notifications

Lesson 4 Using SAP Email to route a PM Notification


You may be asked to route a PM Notification to Maintenance and Operations or Fiscal Services
via SAP Email for processing. The instructions in this lesson will walk you through the steps for
doing this and for checking your SAP Inbox for incoming email from these district departments.

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.
3. When the notification number appears in the Notification field, press the [Enter] key.
The Change PM Notification: Initial Screen appears.

Send notification through SAP E-Mail

1. Click the right-hand side of the Services for object button.

2. Point to Send and then click on Send object with note.

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SAP Plant Maintenance Notifications

The Create Document and Send window displays.

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. See picture above.
4. Click in the first available Recipient field. See picture above.
5. Click the button to the right of Recipient field. See picture above.
6. Type the last name in the Find field.
This has to be a user that has permission to use SAP.

7. Click the .
If a list appears, click in the box to select the correct name, and then click on
in the top left corner.
8. Click the Express Mail option to place a check mark in the box.
This will alert the recipient on the receiving end that new e-mail has arrived.

9. Click the Send button to send the SAP email to the recipients listed.
10. Click the Back button twice to return to the SAP Easy Access menu or use /n.

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SAP Plant Maintenance Notifications

Check Outgoing SAP E-Mail


Use these steps if you want to check to see if your SAP E-Mail was sent.

1. From the SAP Easy Access menu, click on the SAP Business
Workspace button (Application toolbar).
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.
You should see the email you just sent. If not, repeat the steps.
3. Click the Back button to return to the SAP Easy Access menu or use /n.

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Chapter 4 Managing Plant Maintenance
Notifications

Topics covered in this chapter:

--Check Status of a PM Notification


--Change a PM Notification
--Cancel a PM Notification
SAP Plant Maintenance Notifications

Lesson 1 Check, Change, and Cancel a PM Notification


This lesson will show you how to search for a PM notification, open the notification, and check
the status of it, change it or cancel it.
After your notification has been saved, you can reopen it to check when the notification has been
turned into a work order or if it has been cancelled.

You can also add additional notes into the description box, but you cannot edit a
notification once it has been saved.

Step-by-Step
Checking Status
1. From the SAP Easy Access menu, enter IW23 in the Command Field.
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 (01-###).

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SAP Plant Maintenance Notifications

4. Notification Date (Begin and End) in the field marked and then click the
Execute button.

5. Double-click on the desired notification to place the notification number in the Notification
field.
6. Press the [Enter] key or click the button (top left corner) to open the notification
to view its detail.

Notific. Status: Click the Status Detail button to display the explanation of
NOPR, NOPT, ORAS, TECO etc.
Order: Click the Display button to view Order details
(e.g., date work order was created).
Click the Back button (Standard toolbar) to go back one step.
OR
Type /n in the Command field to return to the Easy Access screen.

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SAP Plant Maintenance Notifications

7. 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.

Secy/Clerk enters notification

Principals approves request for estimate


M&O creates estimate work order
M&O enters cost to do work

Principal approves charges


Budget Analyst approves budget codes

8. Click the Exit button to close the PM Notification Display screen.

Changing a PM Notification

1. Look up the notification number. You will be asked for this number when you request a
change. Refer to Lesson 1, Steps 3, 4, and 5 to find a notification number.
2. Use IW22 for changing or correcting a notification.
3. Click in the Description box and enter additional text below the existing text. You may
have to click on the first empty line in order to type.

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.

4. Click the Save button (Standard toolbar) to save the notification.

Cancelling a PM Notification

1. Look up the notification number. You will be asked for this number when you request a
cancellation.
2. Contact the Maintenance and Operations department at (909) 381-6100 and state that you
need to cancel a notification.
3. Give them the notification number.

Once the notification has been cancelled, you will see NOCO within the Notification
Status field.

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