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Proactive or Preventive Maintenance

Proactive or Preventive Maintenance

Process Procedure documents

Proactive or Preventive Maintenance

Preventative maintenance (or PM) is the systematic servicing of equipment to reduce the
possibility of failure and downtime. It improves upon your ROI and helps in maximum
productivity in turn delivering business growth.

Proactive or Preventive Maintenance is required & how is

it helpful?
 To have standard check lists with operations to check the health of the machine
periodically and optimize the maintenance schedules based on the results.
 To plan advanced procurement of components and provision of service for any
technical object in a fixed interval.
 To carry out regular interval based maintenance on the technical object on a fixed
 Budgeting of resources: both material and human.
 To perform tasks to maintain the target condition and to determine the condition of a
technical system.
 Mass planning of Preventative maintenance of all the equipment in a section / area.
 Maintenance activities carried out at a fixed frequency, can be planned and scheduled
using this functionality.
 To identify a need of a corrective maintenance to replace a particular part of Main
machinery in order to avoid any possible breakdown

Master Data required for Proactive or Preventive Maintenance execution in SAP:

 Functional Location
 Equipment
 Work Center
 Catalogs
 Maintenance Task list
 Service master (for external service procurement)

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Proactive or Preventive Maintenance's components:

1) Maintenance Strategy (Transaction - IP11) :

It defines the criteria/rules for the sequence of planned maintenance work. It contains general
scheduling information, and can therefore be assigned to as many maintenance task lists (PM
task lists) and maintenance plans as required. A maintenance strategy contains maintenance
packages in which the following information is defined:

 The cycle in which the individual work should be performed. For instance, every 100
operating hours, every three months, etc.)
 Extra data which could affect scheduling

What are the benefits?

 It reduces the time you need to create a maintenance:

You do not need to create the same scheduling information for each maintenance plan as it
automatically gets fetched when you assign a strategy to a plan during creation.

 Update scheduling information easily and quick

When you make changes in the maintenance strategy (e.g, delete packages, change the
preliminary or follow-up buffer), the changes are also valid for the assigned maintenance
plans (they are referenced). However, the scheduling parameters are copied into the
respective maintenance plan.

2) Maintenance Items (Transaction - IP04) :

A maintenance item describes which tasks should take place regularly at a technical object or
a group of technical objects. Of course, you can assign as many maintenance items as you
want to a maintenance plan. But it will always automatically contains at least one item.
Service procurement's maintenance plans and those plans, which refer to an outline
agreement have only one item.

Key ideas about maintenance items:

 An item can only be assigned to one plan.

 You must have created the maintenance item you want to assign to a single cycle plan
or multiple counter plans without reference to a maintenance strategy.
 The maintenance item you assign to a strategy plan must have the same maintenance
strategy as the maintenance plan.

How can you assign maintenance items to a plan?

 Create a maintenance plan and then create a maintenance item directly in that plan by
entering the required data in the tab strip Item.
 Create additional items in a maintenance plan.
 Create a maintenance item without assignment and subsequently assign it to
a maintenance plan

3) Maintenance Plans (IP01/IP41/IP42):

Maintenance plans describe the dates and scope of the tasks. You can create maintenance
plans for the technical objects in your company, thereby ensuring that your technical objects
function optimally. You will create a maintenance plan for both funcional locations and

Information included in a maintenance plan:

1. Maintenance Item (Functional location/Equipment)

2. Scheduling information
1. maintenance cycle
2. maintenance strategy ( Packages sequence)
3. maintenance cycles sets in case of multiple counter plans
4. Call Horizon, Start of cycle, Shift factors etc.

Types of maintenance plans

Time-Based Maintenance Plan

Maintenance is performed in specific cycles for time-based maintenance planning (every X

months). To represent simple maintenance cycles, you can create a single cycle plan. To
represent complex maintenance cycles, you can create a strategy plan based on a time-based
maintenance strategy.

Performance-Based Maintenance Plan

With performance-based maintenance plans, you can plan regular maintenance based on
counter readings maintained for measuring points at pieces of equipment and functional
locations. To represent simple maintenance cycles, you can create a single cycle plan. To
represent complex maintenance cycles, you can create a strategy plan based on a performance
based maintenance strategy.

Assign a counter to the maintenance plan. Maintenance takes place when the counter for
the technical object has reached a certain reading, for example, every 100 operating hours,
every 100 molding cycles. The calculated planned date depends on the counter reading at the
time of planning, and the estimated annual performance that has been defined for the counter.
Maintenance Plans Classification
 Single Cycle Plans:

A single cycle plan is the simplest form of maintenance plan. You create a single cycle plan
and define exactly a time-based or performance-based maintenance cycle, in which you
specify the interval at which the maintenance plan should be executed. It can be time based &
performance based both.

 Strategy Cycle Plans:

We create a strategy plan and assign a maintenance strategy in which you have defined the
maintenance cycles (in the strategy maintenance packages). A maintenance strategy contains
general scheduling information and can therefore be assigned to as many maintenance plans
and maintenance task lists as required. For Example: A maintenance task is performed on a
reference object after every 1000, 2000 & 5000 operating hours

 Multiple Counter Plans:

Multiple counter plans are used in counter-based (performance-based) maintenance. This

type of maintenance planning is not based on a maintenance strategy. This means that you
create a multiple counter plan without a maintenance strategy.

In the multiple counter plan you create maintenance cycles and allocate counters of
equipment or functional locations with different dimensions to them, for example, flight
hours, number of takeoffs and landings, kilometers traveled. You can also integrate time-
based cycles into the maintenance plan. However, these do not have counters. Alternatively,
you can also create a multiple counter plan with a cycle set as a copy model for maintenance

Maintenance Plans Category

Maintenance plan categories are possible based on call object generated by a maintenance
1) Maintenance Order
2) Maintenance Notification
3) Service Entry sheets

Maintenance Plans scheduling (Transaction - IP10) :

We schedule a maintenance plan with which the system generates maintenance

Notification/Order for the defined cycles. For each scheduling, the system calculates the due
date (planned date) for a maintenance call object based on the scheduling parameters and the
defined frequency like weekly, monthly, quarterly, yearly etc and generates maintenance
calls. These maintenance calls can be fixed or skipped as per requirement. If the call object is
selected as notification, then the maintenance order of required type can be created through
the notification screen.

Deadline Monitoring (Transaction IP30) :

This function will simplify the generation of maintenance call objects for plans. Start the
deadline monitoring at regular intervals using an internally programmed report. The system
then generates the maintenance call objects according to the cycles defined. A start date or an
initial counter reading must have been entered in the scheduling parameters for the
maintenance plan, or you must have already scheduled the maintenance plan once.

When you run the deadline monitoring function, the system converts all the maintenance
calls, for which the call horizon has been reached, into maintenance call objects. The system
also performs a complete rescheduling of the maintenance plan and ensures that maintenance
calls are always available for the period which you have defined as the scheduling period.

Objective :

The main objective of this blog is to explain how scheduling parameters influence on the
calculation of the plan date in Proactive or Preventive maintenance – time based single cycle

Scheduling Parameters:

we maintain the scheduling parameters for the single cycle plan directly in the maintenance plan as
shown below

Scheduling Indicator is the basis for calculating the planned dates:

Time : The calculation basis for the month is always 30 days; all calendar days are counted. Example: Cycle 1
month, start of cycle July 9th results in a plan date of August 8th.

Time Key date:The calculation basis is the effective days of a month.Ex:Cycle 1 month, start of cycle July 9th
results in a plan date of August 9th.

Time-factory calendar is the basis for the month is always 30 days; only the factory calendar days are
counted. Ex: Cycle 1 month, factory calendar Saturday/Sunday/public holiday free,start of cycle July 9th
results in a plan date of August 22nd. Selecting factory calendar as German standard 01.
Call control parameter

Completion requirement: If you select the completion requirement check box then the system will
generate subsequent orders once the previous order has been completed.It will give a pop-up message like
one which is shown below.
Scheduling Period:

It is used to create a preview of the pending maintenance dates. It gives the period of the preview in
days,months, or years.For example if you want to have a preview for the entire 12 months for a maintenance
plan set the scheduling period to 12 months. Below screen shots shows the scheduling period of a
maintenance plan with a monthly cycle, a start date of July 9th and a scheduling period of 12 months.
Maintenance Plan with scheduling period

Call Horizon:

We use the call horizon to specify in percentage when an order should be created for a calculated
maintenance date.The date as of which the order can be created is known as the maintenance call date.
Following screen shots shows the behavior for a cycle plan of one month with 90%, 100% & 0% call horizon
Above is the scheduling period with call horizon 90%

Above is the scheduling period with call horizon 100%

Above is the scheduling period with call horizon 0%

With 90% & 100 % settings, the scheduling list of the maintenance plan has the hold status.

In practice, If you want the call horizon to control the maintenance call directly, than set 0% for cycles which
are shorter than one year and if cycles are longer than one year, set the call horizon to a high percentage value
(>80%) to ensure that orders are not created too early and remain in the system too long.

I hope this blog will help & for any suggestions plz. feel free.

In part-II ,I am going to share on Data determination which includes shift factor, tolerance & cycle modification