Plant Maintenance Processing (IIT)

PROJECT ADVAITA
SAP IMPLEMENTATION
IIT ROORKEE
USER MANUAL
Maintenance Processing
MODULE: PLANT MAINTENANCE
Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 1
Table of Contents
Lesson 1: Overview of SAP Plant Maintenance Notifications ................................................ 3

Lesson 2: Terms and Concepts .............................................................................................. 4
1. Notification Creation ........................................................................................................ 5
2. Order Creation ............................................................................................................... 22
2.1 Order Creation with Notification ................................................................................. 22
2.2 Order Creation without Notification ............................................................................ 27
2.3 Issue of Material Against the order ............................................................................ 37
2.4 Acceptance of External Services ............................................................................... 49
2.5 Order Confirmation ..................................................................................................... 56
2.6 Technical Completion of Maintenance Order ............................................................. 61
2.7 Order Settlement ........................................................................................................ 64
2.8 Business Completion ................................................................................................. 68
3. Preventive Maintenance ................................................................................................ 70
3.1 Maintenance task lists ............................................................................................... 70
3.2 Maintenance Plan ...................................................................................................... 73
3.3 Maintenance Plan Scheduling ................................................................................... 81
3.4 Overview of Maintenance Plan .................................................................................. 86
4. Calibration Maintenance ................................................................................................ 89
4.1 Equipment Task lists .................................................................................................. 89
4.2 Calibration Order Processing ..................................................................................... 99
4.3 Inspection Lot Selection ........................................................................................... 103
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.
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.
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)
Check status of PM Notifications and Work Orders
Better reporting and queries
Lesson 2: 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 and where the cost will be taken care for the materials and services used
against the order.
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 (CM) or
special order (Z1 to Z8, ZS), Vehicle Notification (TR).
Functional Location
A functional location refers to an organization unit that is to be maintained, such as
a department or other building site.
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 is
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).
1. Notification Creation
Creation of Notification.
Trigger:
BUSINESS PROCESS PROCEDURE OVERVIEW

A Notification describes a trouble at an object (Functional Location, Equipment) which
affects its performance in some respect but not immediately needs to be changed. It
may or may not need to be changed as per condition.
Create/Process maintenance notification
Create/Process maintenance order
Material / External service cost capturing in maintenance order
Acceptance of the services (If External Services)
Confirmation of Maintenance Order
Complete maintenance notification
Complete maintenance order
Settle maintenance order costs
Business completion of maintenance Order
Input- Required Fields Field Values/ Comments

Notification Type Z1, Z2, Z3, Z4, Z5, Z6, Z7, Z8, Z9, ZS, IT, TE
Reference Object Functional Location, Equipment
Output Results Comments

The output is a Notification document,
which can contain functional location
or equipment, Date and time,
Reported by, Damage and cause code
(If Needed), Work Center, Plant,
Planner group
A Maintenance Notification is used to describe the condition of technical objects in

the PM System, and request to the operation / maintenance department to perform a
necessary task that needs to be carried out and to document the performed work.
Following notification has been defined for IIT Roorkee.
Notification Type Description

Z1 General Notification
Z2 Breakdown Notification
Z3 Elec. Complaint E&W
Z4 Civil Complaint E&W
Z5 Water(S) Complaint
Z6 Sanitation Comp E&W
Z7 Horti. Complaint E&W
Z8 Consumer Grev- Elec
Z9 Scrap Notification
ZS Shutdown Notification
TE Telephone Exchange
TR Vehicle Requisition
CM Corrective Notification
IT IT and Network Compl
Types of Plant Maintenance Notifications
1. General Notification (Z1) This type of maintenance will be used

where there is general information to be given to the rest of the departments
to and from E&W.
2. Breakdown Notification (Z2) This type is maintenance that will fix

something that is broken and due to which the work will be stopped.
3. Complaint E&W (Z3 to Z7) This is maintenance that will fix something
that is broken. This is the type that you will create most often and will be
department specific in E&W.
4. Consumer Grev- Elec (Z8) This is a non-maintenance upgrade. This

maintenance type will help to the consumer to create and check if they find
any kind of the discrepancy in the electric bill.
5. Shutdown Notification (ZS) This type of maintenance will mainly
use if the department used to make the maintenance for the long period of
time like one month or even more than that where the maximum equipments
maintenance will be done.
6. Telephone Exchange (TE) This type is maintenance that will fix

something that is related to telephone exchange and needs to be fixed.
7. Vehicle Requisition (TR) This is a non-maintenance upgrade.

This type of notification will be used when anybody in IIT Roorkee wants
to raise the request for the vehicle to travel.
8. Corrective Notification (CM) This type of Notification type will be

raised for the calibration type equipments when the calibration range goes
beyond the permissible of the equipment.
9. IT and Network Compl (IT) This type is maintenance that will fix
something that is related to IT and network complaint and needs to be
attended on the priority basis so that the internet will be working and no
problem can occur in future.
Procedural Steps
ID: PM Title: Processing Notification Creation
Business process: Maintenance Notification

Transaction code: Menu path: Logistics Plant maintenance
IW21, IW22, IW23, Maintenance Processing Notification Create
IW28, IW29 (General) (IW21)
Double click and you will get the following screen:
Put the cursor on the Notification Type field and press F4,
Press F4
When you Press F4, the following screen will appear
Select the required Notification Type and Press F4.
The Following Initial Screen of Creating the Notification Type will appear:
Take help at the equipment
Identify the Reference object, which is malfunction (trouble), this can be either a
functional location or equipment. This can be entered by typing directly or taking help
at the field. E.g. take help at the field equipment following. Following Screen will
appear.
Fill technical object, equipment category, Maintenance plant and Plant Section. List
of equipments related to above criteria will appear. Select the required equipment.
Select the required equipment and click on
The data corresponding to the selected equipment will be automatically filled in the
notification screen as shown:
Change the user status from selecting the user status button and select the
SUBMIT TO HOD Status from the list as shown:
After selecting the Status click on .
On Tab Notifications, some of the fields will be filled in with information

from the Equipment Master and in addition to this you have to fill following
field.
Field name Required User action and allowed values

/ Optional
Reported by R Name of the reporting person
(Note: On the above table, in column R/O; R = required, O = Optional)
Now to fill the Object parts, damage and cause, check the following screen:
Take help at the object Parts field. Following window pops up
Select the Part.
Take help at the Defect Field. Following window pops up.
Select the defect. The defect can be further described using text field.
If causes are known, to enter causes takes help at the causes field.
Following window POPS UP-
Select the cause. The cause can be further described using long text field.
On Tab Activities, action taken to rectify the problem can be stored in the
system for future reference.

/ Optional
Code Group O Activity 1 (PM1)
Activity O Activity Description (1)
Activity text O Activity text (Activity)
Activity Long Text O Activity Long text (description in detail)
Once all the data is entered click on save button . Once you click on the save
button, the following screen will come and the notification will be saved.
Now go to the main screen and enter the T-Code IW22 Change Notification
Screen as shown below and press enter:
The following screen will come once you press enter:
Enter the Notification Number and Press Enter.
You will again go the change Notification Screen:
From here the HOD can either APPROVE or REJECT the request and process can
further.
From here you can change the details of the Notification if needed and put in
Process the Notification by clicking on the button after APPROVING the status.
Now save the notification by clicking on save button.
2. Order Creation
2.1 Order Creation with Notification

Creation of Order
Trigger:

A Maintenance Order can be used to plan execution of maintenance task, monitor the
work progress and allocates the costs for maintenance tasks. A maintenance order can
be created with reference to notification or without the reference of the Notification.
Whenever any resources- Material, Labor, Contractor Services- are required to be
consumed to carry out any maintenance task, it is necessary to create a Maintenance
Order.
Input Required Fields Comments

Notification Number (If prepared Notification Number
using Notification or vice versa)

The output is a Maintenance order
document, which can contain
internal costs or PR cost (For
External Service Procurement)
Tips and Tricks
Whenever any resources- Material, Labor, Contractor Services- are required to be

consumed to carry out any maintenance task, it is necessary to create a
Maintenance Order as to carry out Maintenance job with various tasks.
Creation of maintenance order directly without a notification can be possible.
Following Maintenance Order has been finalized for IIT Roorkee.
ZPM1 General Maintenance Order
ZPM2 Breakdown Maintenance Order
ZPM3 Preventive Maintenance Order
ZPM4 Corrective Maintenance Order
ZPM5 E&W Horticulture Maintenance Order
ZPM6 Calibration Maintenance Order
ZPM7 Shutdown Maintenance Order E&W
PMTE Repair and Maintenance Telephone Exchange
General Maintenance Order.

A maintenance task that is not coming under regular maintenance is created
through maintenance Order type ZPM1.
Breakdown Maintenance Order.

Maintenance equipment or functional location which has come under the
breakdown and where the immediate action is required to correct the
equipment for the further functioning, for this type of functions Breakdown
Maintenance Order ZPM2 is required.
Preventive Maintenance Order.

For Preventive Maintenance certain maintenance task is to be carried out
periodically and repeating the same thing after a certain fixed period of time,
those tasks will be defined as individual operations in maintenance order.
Order Type ZPM3 will be used for Preventive Maintenance.
Corrective Maintenance Order.

Regular or some fault finding during inspections which needs maintenance
and for which cost is to be captured is generated through Maintenance Order
Type ZPM4.
E&W Horticulture Maintenance Order.

The maintenance order where the forest department approval is required by
E&W has been taken under the maintenance order type ZPM5 where the
requester can also get to know about the status that whether the forest
department has approved or rejected the request.
Calibration Order
Any regular inspection and for recording inspection result calibration order is
used. Order Type ZPM6 is created for PM-QM Integration.
Shutdown Maintenance Order

Any maintenance activity which requires a long period of time and point to
point maintenance of any machine is taken under this kind of maintenance
order. Order type ZPM7 is created for this kind of maintenance.
Repair and Maintenance Telephone Exchange

Any kind of maintenance related to Telephone Exchange is taken under this
kind of maintenance. Order type defined is PMTE.
Creation of Maintenance Order against Notification
To carry out the necessary work and to capture the cost occurred during taking the
necessary action against the notification we create the maintenance order.
To Create the maintenance order from notification, click on the create order button
as shown below:
Once you click on the button, the following pop up screen appears in which you need
to fill up the Maintenance Order Type,
Place your cursor on Order type and press F4, the following different type of
Maintenance Order type comes.
Select the Order Type as ZPM1 and press Enter
(For further steps, please refer Page No.: 30)
2.2 Order Creation without Notification
Creation of Order
Procedural Steps
ID: PM Title: Processing Order Creation
Business process: Maintenance Order

IW31, IW32, IW33, Maintenance Processing Order Create
IW38, IW39 (General) (IW31)
Double Click to get the following screen:
Instructions
In the initial screen, enter the values in the following fields:

/ Optional
Order Type R Order Type to be entered using F4 Help.
Func. Loc. O Functional Location can be entered where you
want to do maintenance
Equipment O Equipment can be entered on which you want
to do Maintenance.
Plng Plant R Plant which will plan the activities for the
maintenance will be entered.
When you press the F4 on the Order type the following different types of order type
will come:
Select the order type as required and enter the functional location and equipment
and press enter
On screen Create Maintenance Order: Initial Screen, enter information in the
fields as specified in the below table:

/ Optional
Short Text R The Notification short text will get copied into
this field, depending on the origin of the
Maintenance Order can be changed. In the
direct creation of Maintenance Order the short
text will have to be entered.
Long Text O The Notification long text will get copied into
this field, depending on the Origin of the
Maintenance Order and can be changed, In
case of direct creation the Long text , if
required will have to be entered.
Main work R The Maintenance Work Center will get copied
Center from the Maintenance Notification, or Master
data of the Selected technical object and it can
be Changed.
Estimated Cost O If cumulative estimate for all the Resources are
to be entered use this field, otherwise leave this
field blank.
Basic Start R Basic Start Date proposed by the system based
Date on priority and can be changed.
Order Finish R Enter proposed finish Date
Date
Notification O Notification which is to be converted to
Maintenance Order (Automatically taken if
prepared against the notification).
When you press enter following screen occurs for creating the order:
On Tab Operation, some of the fields will be filled in with information from.
The Notification Master and in addition to this you have to fill following field.

/ Optional
Operation R Operation Number of the Maintenance Order
Number
Wok Center R Operation of Maintenance Work Center. Work
Center will be copied From Notification if order
is created through notification.
Control Key R Control Key PM01 (For Internal Maintenance)
or PM03 (For External Maintenance or AMC)
Now go to the GOTO Assignments Funds Management and click on it as
shown below:
After clicking on the Fund management, you will get the following sub-screen:
Enter the commitment item as per the table:

Department Commitment Item Description
For Estate and Works MHR02-42 Estate Maintenance
Department
For Estate and Works MHR02-58 Repair & Maintenance of
furniture repairs Furniture
For All the departments and MHR02-57 Repair & Maintenance of
hostels Equipment
After entering the Commitment item, press Enter
Planning the Maintenance Order
Planning a maintenance Order means identifying Operation and Planning resource
requirement for each operation. Each Maintenance Order must have at least one
operation. Thus system creates one operation by copying the short text of
maintenance order as operation description at the time of the Maintenance Order.
This description can be changed. Ideally there has to be at least one operation for
internal Processing (Job done by Internal Employee) and one operation for external
processing (job done by contractors) for each of the contractors working on that
Maintenance Order.
a) Operation for Internal Processing.

Control Key for Internal Processing is PM01, which will appear by default. Enter /
Modify short text.
After entering the operations, go to the Components Tab and enter the material
required to execute the work for the order and to rectify the problem.
/ Optional
Component R Material Number (Material for Maintenance
Order)
Reqmt Qty R Required Quantity (Quantity of the material
required to execute the work.)
IC R Item Category (Item Category will be L if the
material is already into the stock.)
OpAc R Operation Account defines in which operation
the material is used
Now, save the order. You will get the following message:
Now go to the main screen and enter the T-Code IW32 Change Order Screen as
shown below and press enter:
Now enter the order number and press Enter
Once you press enter, the Change order will come as shown:
Now press the Cost button and the Planned cost will get calculated against the
order. You can see the planned cost in the cost tab as shown:
Now from here, the concern department responsible for carrying out the
maintenance work will put the order in process by changing the user status and then
finally release the order for processing by clicking on button. Once you press
the release the button and save the order, the order will get released for processing
and the costing.
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
2.3 Issue of Material Against the order
Trigger:
Materials require to do maintenance job will be issued to Maintenance Order by

Movement Type 261 and returning Material into store by Movement Type 262.

Issuing spare parts to maintenance order, it may be consumption or returnable spare
parts.

The output is a material
document, which can contain
accounting, profit center, and
other financial postings.
Procedural Steps
ID: MM Title: Inventory Management Goods Movement
Business process: Goods Movement

Transaction code: Menu path: Logistics Material Management
MIGO Inventory Management Goods Movement
Goods Movement (MIGO)
Against this order, now the material will be issued by the store personnel so that the
actual cost will be captured against the order.
Tips and Tricks
When a material used in maintenance from spare stock, it must be reference to a

maintenance order or Cost Center.

/ Optional
OK R/O Material Ok Tick Mark
Material Qty R Material Quantity

Unit of Measurement R Unit of Measurement
Plant R Enter Plant
Storage Location R Location of store
Once you select the goods Issue for the drop down (Shown Highlighted) and enter
the order Number, the following screen will come:
Press Enter
Select the Material Lines and click on OK if the material is correct and is as per the
number. Also, enter the Storage Location also where the material is present in the
stores and whether it belongs to the correct plant or not.
After entering all the details above, click on the save button. You will get the
following message.
Now again go the IW32 T-code and check the actual cost against the order. As the
material is issued against the order, you can now check the actual cost of the order.
b) Operation for External Processing.
Control Key for External Processing is PM03. Select an operation; Change the
Control key to PM03
Once you write PM03 in control key and press enter, a pop up will come for entering
external services parameters.
Note: If any Maintenance Order created by 1st line Maintenance Personnel

(Operation Person), is received at 2nd Line Maintenance Work Center , Main Work
Center of such order has to be changed from Operation Work Center to
Maintenance Work Center.
Selection of services from Agreement.

/ Optional
Material Group R Material Service Group
Purchasing R Purchasing group

Group
Enter the details for the Material Group and Purch. Group directly or using F4
Selection help. After entering the details, press enter.
Now select the particular operation line and click on the External Tab at the bottom.
The following screen will come once you click on External

When a contract (outline Agreement) exits for the contractor and the services to be
selected
Press the Service Select Button. The following screen will pop
up.
In this pop select the From Purch. Document and click on button. Once you
click on the button the following selection screen will come:
In this select the Pur. Order and enter. You will get the following screen:
Here you can select the Purchase Order by giving the selections. You will get the list
of Purchase Orders from where you can select the required purchase order.
Once you select the purchase order, you will see the selected purchase order into
the screen:
Press Enter, you will get the details of the Purchase Order:
Click on the Services Button .
Once you click on the Services Button, the services will automatically come into the
order.
Now, save the order. You will get the following message:
Now go to the main screen and enter the T-Code IW32 Change Order.
Now enter the order number and press Enter
Once you press enter, the Change order will come as shown:
Now press the Cost button and the Planned cost will get calculated against the
order. You can see the planned cost in the cost tab as shown:
Now release the order for processing by clicking on button. Once you press the
release the button and save the order, the order will get released for processing and
the costing.
Now against the order, we will create the Service Entry sheet so as to book the
actual services captured and to book the actual cost against the order.
2.4 Acceptance of External Services

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
Tips and Tricks

All service procured through Service Purchase order will be copied into the Service
Entry Sheet.
Procedural Steps
ID: MM Title: Service Entry Sheet

Business process: Service Entry Sheet
Transaction code: Menu path: Logistics Material Management
ML81N Service Entry Sheet Maintain (ML81N)
Double click to get the following screen:
Click on Button.
The following pop-up will come:
On screen Display Entry Sheet Screen, enter information in the fields as

specified in the table below:

/ Optional
Purchase Order R Purchase Order and Operation
Here in the Purchase Order field enter the Purchase Order number directly if you
know it otherwise you can take the F4 help to enter the Purchase Order Number.
Once you enter the purchase order number, press enter, you will get the following
screen and here then click on the Create Button to create the service entry sheet
against the Purchase Order.
Fill up the following data in Accept Data Tab and press Enter:
1. Short Text
2. Reference
3. Doc. Text
Also in The basic data tab, select the Acct Assgt cat. As F (Order)
Select Serv. Selection The following screen will come.
Press Enter, the following screen will come.
Adopt service after selection by clicking on . Once you select the services,
the services against the purchase will come into the Service Entry Sheet.
From here if you want to consume the quantity than you can change that as
highlighted, else you can take the complete quantity also. Also, give the Order
Number where you want to utilize the services and capture the cost of the order.
Now release the service entry sheet by clicking on button. Once you press the
release button and save the sheet, the service entry sheet will get released and the
actual cost is booked against the order and the service entry sheet will be locked and
un-editable further and will get accepted.
After saving the Service Entry Sheet, go the main screen and go to the T-Code IW32
to check the actual cost against the order in the Costs Tab.
Here we can see that the Actual cost of the work done against the order (through the
external vendor) is captured and will be settled into the cost center of the order. Save
the order.
2.5 Order Confirmation

Time confirmation
Trigger:
Actual hours worked and materials used need to be recorded and posted to
the PM order.
Business Process Procedure Overview
The actual hours worked per operation are recorded/ posted to the PM 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.

Time confirmed to PM order
Procedural Steps
ID: PM Title: Plant Maintenance Order Time Confirmation

Business process: Confirmation of the order
Transaction code: Menu path: Logistics Plant Maintenance
IW41/ IW44 Maintenance Processing Completion
Confirmation Entry Individual Time
Confirmation (IW41)
Press Enter key or double click (with mouse Left key) to reach the following screen;
Press enter key to reach the following screen
Select the operations to be confirmed and follow the menu path shown in the next
screen
Click on the actual data following screen will appear
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 .
2.6 Technical Completion of Maintenance Order
Trigger:

When all the resource consumptions recorded and all the operations finally confirmed
one can Technically Complete the Maintenance Order.
Tips and Tricks
All service procured through Service Purchase order will be copied into the Service
Entry Sheet.
Procedural Steps
Access transaction by:
Input Required Fields Field Values/Comments

Change Maintenance Order Logistics Plant Maintenance Maintenance
Processing Order Change ( IW32)
Path to completion of Order
Click on the technically complete button to complete the order so that the cost
against the order can be settled into the cost center after doing settlement.

/ Optional
Reference R Reference Date (Date of completion of
Date
Maintenance job)
Reference R Reference Time (Time of completion of
Time
Maintenance job)
Click Enter and the order will be technically completed.
While completing technically system defaults current date & time but still it can be
changed for past confirmations.
Check status TECO
Now when you again to the change order screen in the t-code IW32, you will not be
able to edit the Order.
Check the System Status during the various stages of Order Creation and Order
Processing
Status Description
CRTD Created
MANC Material Availability not checked
NTUP Dates Not Updated
NMAT No Material Components
PRC Pre-costed
SETC Settlement Rule Created
REL Released
TECO Technically Completed
PCNF Partial Confirmation
CNF Complete Confirmation
2.7 Order Settlement
Trigger:
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 centers. 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
center. The receiver of costs are specified in the order and settlement carried out
at regular intervals.

Cost settled to the PM Order
Procedural Steps
ID: PM Title: Plant Maintenance Order Settlement

Business process: Settlement of the order
Transaction code: Menu path: Logistics Plant Maintenance
KO88 Maintenance Processing Completion Individual
Processing Settle (KO88)
Press Enter key or double click (with mouse Left key) to reach the following screen;
/ Optional
Order R Order number for which you want to do the

settlement.
Settlement Period R The period for which you want to do the
settlement (this period is as per the financial
year of finance April- March)
Posting Period R The period for which you want to do the
posting (this period is as per the financial year
of finance April- March)
Fiscal Year R The year for which the settlement is
performed.
Check trans. Data R Tick Mark
As the Financial year starts from April and ends in March, so we have to take
Settlement Period and Posting Period accordingly as per the table.
Month Settlement Period Posting Period
April 01 01
May 02 02
June 03 03
July 04 04
August 05 05
September 06 06
October 07 07
November 08 08
December 09 09
January 10 10
February 11 11
March 12 12
For initially checking purpose, execute the settlement including the test run.
You will get the following screen which shows the Processing mode as Test Run as
highlighted in the screenshot:
Now again go back, remove the tick mark from the Test Run and execute the
settlement again.
The following screen will come which shows the Processing Mode as Update Run
as highlighted below which shows that the order is settled:
2.8 Business Completion
The business completion of an order is usually performed when no further costs are
expected to be posted to the order. Click on button do the business

completion of 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.
Once you do business completion, the order cannot be process further and the
System status of the Order will be changed as:
Status Description Change during which process (in reverse Order)

CLSD Closed After doing Business Completion
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
performance criteria.
3.1 Maintenance task lists
Maintenance task lists describe a sequence of individual maintenance activities,

which must be performed repeatedly within a company. In IITR we are using only one
maintenance task list: i.e.
General Maintenance Task List.
ID: PM Title: Maintaining of Master data - General

Maintenance Task List
Business process: General Task List
Transaction code: Menu path: Logistics Plant
IA05 maintenance preventive maintenance Work
scheduling task list General maintenance Task lists
Create (IA05)
Description:
Use this transaction for creating & maintaining General task list Press Enter Key to
get the following screen
The procedure to create the Task List is same as given in PM Master Data Manual.
3.2 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 Month, every two months or every six months.
Maintenance Planning:
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.
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.
Trigger:
Need to prepare a sequence of activities that must be repeatedly performed within a

company.

A Maintenance plan describes the dates and scope of the maintenance and inspection
activities to be performed and can therefore be used to ensure that equipment run
optimally.

Maintenance Plan Created
For Preventive Maintenance Plan

ID: PM Title: Maintenance Processing Maintenance Plan
Business process: Preventive Maintenance Plan
IP41 maintenance Preventive maintenance Maintenance
Planning Maintenance Plan Create Single Cycle
Plan (IP41)
The following screen appears once you enter:

/ Optional
Maintenance Plan R Select the call object to be generated through
Category Maintenance Plan
1. Notification
2. Maintenance Order
From the drop down menu of Maintenance Plan Category, select Maintenance order
as shown:
After selecting Maintenance Order, Press Enter, the following screen for creating the
maintenance plan will occur:
/ Optional
Maintenance Plan Maintenance Plan Description
Description R
Fill the maintenance plan cycle with its unit i.e.
when we require the maintenance order to be
Cycle/Unit R generated.
As we select 2 week cycle then the order will
generate every 2 weeks.
Cycle Text O Text for the maintenance cycle
Functional Location R/O Functional Location Number
Equipment R/O Equipment Master Number
Planning Plant R Plant Number
Maintenance Planner Planner group which is going to take care for

R the maintenance
Group
Order Type R Order Type of the Preventive Maintenance
Main Work Centre Work Center which will carry out the
R maintenance
Now select the Task List which you have created by clicking on Button.
The following screen appears:
Now click on Button, you will find the list of all the task lists as below:
Select the task list as per necessity and press enter or click on button. The last
list will be selected in the Maintenance plan as shown:
Now select the second tab as MAINTENANCE PLAN SCHEDULING PARAMETERS
/ Optional
The shift factor in the event of late completion
of a maintenance task defines the percentage
Shift Factor late of the shift to be applied to the calculation of
Complete the next date.
O
It is only applied when the variance between
target and actual date is outside the tolerance
range.
Tolerance for Interval between two operations
O As % of tolerance
Late completion
Fill percentage when the call to be come for
maintenance. Eg: If cycle = 100days and call
horizon = 90% means at the 90th day we will
Call Horizon O receive the order for planning man and
material required to complete the maintenance
order.
We will fill the maintenance planning
scheduling parameters i.e. the time for which
Scheduled we will schedule this plan. Eg: If cycle set is 1
R
Period Year and scheduling period is 10 Years, then
total 10 maintenance order will be generated
with yearly cycle.
Click on save button.
3.3 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
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.
Trigger:

company.

Scheduling a maintenance plan generates maintenance call object (for example,
maintenance orders or service Entry Sheet) for the defined cycles.
Tips and Tricks
When you schedule a maintenance plan for the first time, the start date entered
triggers the maintenance cycle. The following special features are valid for the start
date:
If you enter the start date in the scheduling parameters, then you can start the
automatic deadline monitoring (parameters to execute the program at the
background) directly for the maintenance plan.
For Maintenance Plan Scheduling
ID: PM Title: Preventive Maintenance Scheduling
Business process: Maintenance Plan Scheduling

IP10/ IP30 maintenance Preventive maintenance Maintenance
Planning Maintenance Plans Schedule (IP10)
Double click and the following screen appears. After entering the maintenance plan
number, press enter
The following screen appears:
Now click on the start button .

/ Optional
Start Cycle Date R Date from which the plan is to be scheduled
The system will ask for the start date of the Maintenance Plan cycle. Enter the date
and press enter.
After pressing enter the scheduling of the maintenance plan orders will occur as per
the parameters.
Once the Plan date comes, the order is automatically created on the planned date
and the user needs to release and execute the order as per the procedures shown
above.
3.4 Overview of Maintenance Plan

Trigger:

To obtain an overview of the maintenance calls and maintenance call objects (for
example, maintenance orders), you can display and edit the scheduling overviews.
Tips and Tricks

The call history provides you with an overview of the calls, which the system has
generated for a maintenance plan using the scheduling function. This overview
displays both scheduled and manual call dates.
For Maintenance Plan Scheduling Overview
ID: PM Title: Preventive Maintenance Scheduling Overview
Business process: Maintenance Plan Scheduling Overview

IP24 maintenance Preventive maintenance Maintenance
Planning Maintenance Plans Notifications Scheduling
Overview Lists (IP24)
/ Optional
Maintenance Plan O Maintenance Plan Number
Following Report will be available.
We can select the order number from this list and can do the further processing on
the order as per the requirement. Also, all the tasks which are assigned in the task
list which is further assigned to the maintenance plan will automatically come into the
maintenance order in the operations tab from where they can be further processed.
4. Calibration Maintenance
Test equipment is used for performing quality inspections. In order to ensure that the
equipment used always fulfils the defined performance criteria, we have to regularly
test and calibrate these equipments.
Using the functions in the component Equipment Management, we can manage

equipment data, plan and schedule inspections, and perform calibration inspections
for the equipment.
4.1 Equipment 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".
Equipment Maintenance Task List
Equipment task lists have a specific link to a piece of equipment. Using equipment
task lists, you can centrally define and manage maintenance tasks for your pieces of
equipment. Equipment task lists can also help you to prepare maintenance plans and
orders.
Trigger:
company.
Equipment 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.

Equipment Task List created
For Equipment Task Lists
ID: PM Title: Maintaining of Master data - Equipment Task

List
Business process: Equipment Task List
IA01 maintenance preventive maintenance Work
scheduling task list For Equipment Create (IA01)
Description:
Use this transaction for creating & maintaining Equipment task list.
Press Enter Key to get the following screen
/ Optional
Key date R Date from which the task list is to be used
Enter the field value according to the following table
/ Optional
Group CNTR R System defaults grp cntr is to be entered
Work Center R Select responsible work center from the list
Usage Select 4 for plant maintenance
Select 2 for Released for Order or 4 for

Released (General)
Status
Inspection Points R/O If the Task list for the inspection purpose, then
we need to assign the inspection point to the
Task list else for the general purpose, the
inspection point is not required.
Click on the button.
Following screen can be viewed
In the initial screen, enter the values in the following fields:
/ Optional
Work center R Select work center
Plant code R Define plant code like for Civil Engineering=

0406
Ctrl key R Pm 01 for internal operations & PM 03 for
external operations
Operation O Describe the operation to be carried out
description
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
For INSPECTION TASK LIST

Select the Operation and then click on tab for assigning the required
for that activity.
The following screen will occur once you click on Insp. Char tab.
/ Optional
Master Insp. Char. R Give the MIC Name
Press Enter, you will get the following screen
/ Optional
Target Value R Target value for the MIC
Lower Specf. Limit R Lower
Upper Specf. Limit R Date from which the task list is to be used
Press Enter after entering all the details as shown above, the following screen will
come:
/ Optional
Sampling Procedure R Give the Procedure Name (here as Test for
PM)
The following screen will come once you press enter:
Click on to save the task list. You will get the message.
Now after this scheduling of the Maintenance Plan will take place as shown earlier.
We can take the order number from IP24 Maintenance Plan List overview or we
can take it from IW32 by searching using F4 Help.
Also, for the calibration type of maintenance plans, the Order Type will be ZPM6.
4.2 Calibration Order Processing
Trigger:

A Maintenance Order can be used to plan execution of maintenance task, monitor the
work progress and allocates the costs for maintenance tasks. Here, a maintenance
order will be created for the calibration purpose either through Maintenance Plan or
through direct assignment of the Task List to the Order.

Order Number if generated through Order Number
the Maintenance Plan

The output is a Maintenance order
document, by which the
acceptance decision on the
equipment based on the
Inspection/ Calibration results.
Procedural Steps
ID: PM Title: Processing Order Creation/ Changing
Business process: Calibration Order

IW31, IW32, IW33, Maintenance Processing Order Change (IW32)
IW38, IW39
Double Click and you will get the following screen for change Order:

/ Optional
Order Number R Order Number for Calibration Maintenance

Press enter and you will get the following screen:
Now put the order in Process by changing the user status from CRTD to INPR. Click
on Release button by clicking on Button and save the order.
Now again to the order by giving Order Number, you will get the following screen
with the Inspection lot button near the Order description.
When you click on the inspection lot generated icon, you will have the following
screen for Display Usage Decision. From here not down the Inspection Lot Number
Now press the back button and save the order.
4.3 Inspection Lot Selection
Trigger:

Inspection lots are documented by an inspection lot record in the SAP
system. Information in the inspection lot record is compared against pre-defined
specifications for the material, which helps the Lab person to take decision whether to
accept or reject or do adjustment in the Equipment. Order for a quality inspection of a
specific quantity of a location product, where the processing of the quality inspection
and inspection lot takes place.

Inspection Lot Number

The inspection test results will be
decided and the usage decision for
the equipment can be taken.
Procedural Steps
ID: PM Title: Inspection Processing Inspection Lot
Business process: Inspection Lot Result Recording and Usage Decision

QA32, QA33 Maintenance Processing Order Inspection
Processing Worklist Change Data (QA32)
Press Enter and you will get the following screen:
/ Optional
Lot Created on R/O Give the date from which you want to check
the number of Inspection Lots generated
Select only inspection R Select the radio button which will give only
lots without usage
those lots for which usage decision is not
decision
done.
Click on execute button, you will get the list of all the inspection lots for which the
usage decision has not been done in the particular interval of date.
Check the inspection lot number what we have taken from the Calibration Order.
Select the line and click on the Results button . You will get the following
screen:
Once you click on the button, the equipment number assigned to the Inspection Lot
will automatically come as shown below:
Now press Enter and you will get the following screen:
/ Optional
Result R The result obtained while doing the reading
check using the TEST equipment.
Attribute O The attribute for the result (Here we will take
Estimated for average of multiple readings).
After entering the values, save the Inspection Lot results.
Now from the below screen, after selecting the Inspection Lot Number Line again,
click on button.
The following screen will come:
Now enter the Usage Decision Details, in the below Usage Decision sub-screen by
pressing F4 on the UD Code and select the Usage Decision for the Equipment from
the list shown below:
Once you click on Accepted and press enter, the following Usage Decision Screen
will come:
Save the Inspection Lot. You will get the following message:
Now when you again go back to the Change Order Screen, and give the Order
Number and click on the inspection lot icon, you will get the details of the results
recorded and the Usage Decision taken as shown below:
Now, you can save do the time confirmation of the order using IW41 and then
Technically Complete (TECO) the order by clicking on button in IW32. And then
settle the order using KO88 and finally do the business completion using IW32.

Plant Maintenance Processing (IIT)

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PROJECT ADVAITA

MODULE: PLANT MAINTENANCE

Lesson 1: Overview of SAP Plant Maintenance Notifications ................................................ 3

Principals, Secretaries, Building Administrators, and Service Center personnel will

Notifications are not an authorization to perform maintenance work activities but

Factors such as problem/resolution determination, required resources and

Benefits of using SAP for Plant Maintenance

Reduced response time for delivery of maintenance services

Technically Complete (TECO)

Work Center (Shops)

BUSINESS PROCESS PROCEDURE OVERVIEW

Input- Required Fields Field Values/ Comments

Output Results Comments

A Maintenance Notification is used to describe the condition of technical objects in

Notification Type Description

Types of Plant Maintenance Notifications

1. General Notification (Z1) This type of maintenance will be used

2. Breakdown Notification (Z2) This type is maintenance that will fix

4. Consumer Grev- Elec (Z8) This is a non-maintenance upgrade. This

6. Telephone Exchange (TE) This type is maintenance that will fix

7. Vehicle Requisition (TR) This is a non-maintenance upgrade.

8. Corrective Notification (CM) This type of Notification type will be

ID: PM Title: Processing Notification Creation

Business process: Maintenance Notification

When you Press F4, the following screen will appear

Select the required Notification Type and Press F4.

On Tab Notifications, some of the fields will be filled in with information

Field name Required User action and allowed values

Take help at the object Parts field. Following window pops up

Select the Part.

Take help at the Defect Field. Following window pops up.

Field name Required User action and allowed values

Enter the Notification Number and Press Enter.

You will again go the change Notification Screen:

2.1 Order Creation with Notification

BUSINESS PROCESS PROCEDURE OVERVIEW

Input Required Fields Comments

Output Results Comments

Tips and Tricks

Whenever any resources- Material, Labor, Contractor Services- are required to be

Creation of maintenance order directly without a notification can be possible.

General Maintenance Order.

Breakdown Maintenance Order.

Preventive Maintenance Order.

Corrective Maintenance Order.

E&W Horticulture Maintenance Order.

Shutdown Maintenance Order

Repair and Maintenance Telephone Exchange

Creation of Maintenance Order against Notification

(For further steps, please refer Page No.: 30)

ID: PM Title: Processing Order Creation

Business process: Maintenance Order

Double Click to get the following screen:

Field name Required User action and allowed values

Field name Required User action and allowed values

Field name Required User action and allowed values

(Note: On the above table, in column R/O; R = required, O = Optional)

Now go to the GOTO Assignments Funds Management and click on it as

Enter the commitment item as per the table:

After entering the Commitment item, press Enter

a) Operation for Internal Processing.

Now enter the order number and press Enter

Following activities can only be performed when order is released: