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Copyright 1998 SAP AG. All rights reserved. No part of this brochure may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. SAP AG further does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within these materials. SAP AG shall not be liable for any special, indirect, incidental, or consequential damages, including without limitation, lost revenues or lost profits, which may result from the use of these materials. The information in this documentation is subject to change without notice and does not represent a commitment on the part of SAP AG for the future. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL and SQL-Server are registered trademarks of Microsoft Corporation. IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation. OSF/Motif is a registered trademark of Open Software Foundation. ORACLE is a registered trademark of ORACLE Corporation, California, USA. INFORMIX-OnLine IRU 6$3 is a registered trademark of Informix Software Incorporated. UNIX and X/Open are registered trademarks of SCO Santa Cruz Operation. ADABAS is a registered trademark of Software AG. SAP, R/2, R/3, RIVA, ABAP/4, SAP ArchiveLink, SAPaccess, SAPmail, SAPoffice, SAP-EDI, R/3 Retail, SAP EarlyWatch, SAP Business Workflow, ALE/WEB, Team SAP, BAPI, Management Cockpit are registered or unregistered trademarks of SAP AG.

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0DLQWHQDQFH 3URFHVVLQJ :LWK WKH 30 &RPSRQHQW  0DLQWHQDQFH 3URFHVVLQJ IRU 8QSODQQHG 7DVNV  0DLQWHQDQFH 1RWLILFDWLRQV   0DLQWHQDQFH 1RWLILFDWLRQ   Malfunction Report ................................................................................................................... 11 Activity Report .......................................................................................................................... 12 Maintenance Request............................................................................................................... 13 User-Specific Maintenance Notification.................................................................................... 14 &UHDWLQJ DQG 3URFHVVLQJ 0DLQWHQDQFH 1RWLILFDWLRQV   'LVSOD\LQJ &KDQJHV LQ 0DLQWHQDQFH 1RWLILFDWLRQV   'LVSOD\LQJ WKH $FWLRQ /RJ IRU D 1RWLILFDWLRQ  6HWWLQJ 8VHU 'HIDXOW 9DOXHV  1RWLILFDWLRQ +HDGHU  Processing Different Notification Data...................................................................................... 21 Entering Breakdown Data and Downtimes .............................................................................. 22 Linking a Document From the DMS ......................................................................................... 23 Entering a Notification Header Text ......................................................................................... 24 Entering Measurement Documents.......................................................................................... 25 Calling up Partner Information.................................................................................................. 26 Specifying a Priority.................................................................................................................. 27 Calling up Administrative Information....................................................................................... 28 ,WHP  Entering Items .......................................................................................................................... 30 7DVN  Entering Tasks.......................................................................................................................... 32 Status Management for Tasks ................................................................................................. 33 Automatic Determination of Tasks ........................................................................................... 35 $FWLYLW\   Entering Activities ..................................................................................................................... 37 &DWDORJ 3URILOH   Copying Another Catalog Profile .............................................................................................. 40 Changing the Catalog Profile.................................................................................................... 41 5HIHUHQFH 2EMHFW   Specifying a Reference Object................................................................................................. 43 Calling up Object Information ................................................................................................... 44 (QWHULQJ 5HVSRQVLELOLWLHV :RUNIORZ &RQQHFWLRQ  6KRS 3DSHUV IRU 0DLQWHQDQFH 1RWLILFDWLRQV   3ULQWLQJ DQG )D[LQJ 6KRS 3DSHUV IRU WKH 0DLQWHQDQFH 1RWLILFDWLRQ  Printing a Maintenance Notification in Full ............................................................................... 49 Printing a Maintenance Notification Item.................................................................................. 50 Printing Shop Papers for Several Notifications ........................................................................ 51 Faxing Shop Papers ................................................................................................................. 52 Viewing the Print Log................................................................................................................ 53

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Archiving Maintenance Notifications and Notification Items in ArchiveLink ............................. 54 Downloading Maintenance Notifications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isplaying the Portfolio............................................................................................................. 80 Calling up Graphics .................................................................................................................. 81 (YDOXDWLRQ RI 0DLQWHQDQFH 1RWLILFDWLRQV   6WDWXV 0DQDJHPHQW  'LVSOD\LQJ 6WDWXV ,QIRUPDWLRQ  $VVLJQLQJ 6\VWHP 6WDWXVHV  $VVLJQLQJ 8VHU 6WDWXVHV   'HOHWLQJ 8VHU 6WDWXVHV 

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Maintenance processing in the 3ODQW 0DLQWHQDQFH 30 component comprises several stages, which however, do not all need to be performed completely in each case. On the one hand, the wide range of functions available enables you to process a large-scale repair involving numerous planning steps such as preliminary costing, work scheduling, staging of materials, resource planning and issuing of permits. On the other hand, in the event of damage leading to a production shutdown, you are able to react immediately and create the necessary orders and shop papers with a minimum number of entries within a short space of time.

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Maintenance processing for unplanned tasks can be divided into the following three major areas: Description of the object condition The main element in this area is the PDLQWHQDQFH QRWLILFDWLRQ. It is used to describe the condition of a technical object or to report a malfunction at a technical object and request the damage to be repaired. Execution of the maintenance tasks The main element in this area is the PDLQWHQDQFH RUGHU. It is used to plan in detail the execution of maintenance tasks, trace the progress of the work carried out, and to settle the costs for the maintenance tasks. Completion of the maintenance tasks The main element in this area is the PDLQWHQDQFH KLVWRU\. It is used to store the most important maintenance data on a long term basis. You can call up this data at any time for evaluation purposes. You can use this instrument to process all tasks that are executed within Plant Maintenance, and also operations that do not belong directly to Plant Maintenance, such as investment, modifications, conversions, and so on.

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The 3ODQW 0DLQWHQDQFH 30 application component supports the planning, processing and settlement of maintenance tasks for the entire maintenance area. It gives you a clear representation of maintenance processes, providing a solid base for rational decision-making as regards cost-intensive installations, replacement investments and changes in maintenance strategies. It distributes up-to-date information on a regular basis to all the departments concerned.

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The processing of unplanned maintenance tasks in the 3ODQW 0DLQWHQDQFH 30 application component can be divided into the following steps: 1. You report a malfunction or a problem at a technical system or part of a technical system, or describe the condition of the technical system, and create a maintenance notification for this. 2. You use the maintenance notification to request a maintenance task. 3. You create a maintenance order and plan the work that is to be performed. 4. You release the maintenance order. 5. You execute the order. 6. You complete the order, and confirm it as being completed. 7. You enter technical information in the order, such as findings, causes, breakdown times and activities. 8. You close the order and the maintenance notification, and the system saves the relevant data for evaluations and for the planning of future maintenance activities. The organization of your company, and in particular of your maintenance department, determines which employees perform these steps in which areas, and the amount of detail in which the data for the individual steps needs to be entered. For example, one company may plan a task in great detail, while another company will only plan a rough outline for the same task. The diagram below provides an overview of the major steps in maintenance processing for unplanned tasks:

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Assignment of Maintenance Notifications to Maintenance Orders [Page 57] PM - Maintenance Orders [Ext.] PM - Maintenance Planning [Ext.]

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You use this Plant Maintenance application component in the event of a malfunction or exceptional situation to: Describe the technical exceptional status at an object Request the maintenance department to perform a necessary task Document work that has been performed

Maintenance notifications document completely maintenance tasks, and make them available for analyzing in the long term. You can use them to perform preliminary planning and execution of tasks. Follow-up tasks can result from maintenance notifications. For example, the printing of a certain paper, or the triggering of a particular R/3 function or workflow.

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When you create a notification for maintenance object, the system copies automatically all relevant data from the object (for example, installation location cost center). You can use maintenance notifications as the basis for creating maintenance orders, in order to: Perform detailed planning of tasks Track work progress Enter and settle costs for the maintenance tasks

When planning concrete tasks in a maintenance order, you can make reference to several maintenance notifications. If one or more notifications already exist for a maintenance order, you can enter retrospectively for these notifications the technical data for the assigned object. When processing or on completion of a maintenance order, you can also create maintenance notifications as completion confirmations in the form of activity reports. When you perform technical completion for a maintenance notification, its data is transferred into the maintenance history.

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Means with which company notifications are created and managed in the Plant Maintenance area. The following notification types are predefined in the standard system: Malfunction report [Page 11] Notification of a malfunction or problem that has occurred Activity report [Page 12] Documentation of activities that have been performed Maintenance request [Page 13] Request for tasks to be performed In addition to the standard notification types, you can also define your own user-specific notification types.

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All mentioned notification types can be created both for functional locations as well as for equipment, both with or without an assembly. The hierarchy of these objects is in the order listed; in other words, if you create a maintenance notification for an assembly of a piece of equipment and the equipment is assigned to a functional location, the system copies all the relevant data pertaining to the equipment and the functional location. However, you can also create maintenance notifications without entering an object number. This is the case, for example, when a malfunction report refers to an object that is not managed under a number in the system, or when a maintenance request refers to an object that is to be set up within the framework of an investment. The data of the maintenance notification is transferred to the history, and is of great importance when performing evaluations and future planning,

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A maintenance notification is divided into the following groups of data: Header data Each maintenance notification has a notification header [Page 20] that contains header data. Header data is information that is used to identify and manage the maintenance notification. It is valid for the whole maintenance notification. Location and account assignment data [Page 21] The location and account assignment data is copied from the master record of the reference object by the system, and is valid for the whole maintenance notification. The location data provides information about the physical location within the company, at which the functional location or the piece of equipment is to be found. The account assignment data provides information as to how the maintenance costs are normally to be debited. Item data [Page 29]

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A maintenance notification contains one or more items. An item describes the symptoms that have occurred, the cause of the problem, the affected object part, the tasks decided upon and the activities performed. Task data [Page 31] The task data describes tasks that should be performed. The planning and organization aspects are of importance here. Activity data [Page 36] Activity data documents the work performed for a notification. They are particularly important for inspections, as they are used as a record that particular jobs were carried out. Catalog profile [Page 38] Combination of code groups that determines according to functional aspects, which code groups can be used for a particular technical object. The catalog profile ensures that only suitable codes can be used for a particular object. Breakdown and system availability [Page 21] This data describes the system breakdown and availability determined before, during and after the malfunction. Scheduling overview [Page 21] The schedule overview displays all dates that have been stored for the maintenance notification.



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A malfunction report describes a malfunction at an object, that affects its performance in some respect. For example, an employee from production would use a malfunction to report that: A production system is not functioning properly Performance has reduced for a production system, or that the system is not functioning at all A production system is producing goods of poor quality

As a rule, a malfunction report requires the maintenance department to arrange for a specific repair task to be performed, for the ideal condition of the object to be restored.

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As a rule, most companies only record the malfunction, damage or problem initially, in other words, the notification is created with just the malfunction data. Data referring to the repair and to technical findings is usually only entered as a second step in the system, that is, as changes to the notification. A special case of malfunction report is when a machine operator determines a malfunction, immediately repairs it and subsequently documents the malfunction that occurred, its effect and the way in which it was rectified. In this case, the maintenance notification is created as a completion confirmation once the maintenance tasks have been completed. When you create a malfunction report, you should provide the maintenance planning department with as much information as possible regarding the malfunction or problem. To do this, make the following entries where possible: Which malfunction or problem has occurred Where the malfunction or problem occurred What effect it has Who reported the malfunction or problem What further damage or problems have been caused

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An activity report describes a maintenance activity that has already been performed, and that was not necessary due to a malfunction or a damage. It simply provides technical documentation that records which activities were performed when, at what time and with what results. For this reason, activity reports are used for the technical confirmation of maintenance activities. A typical activity report is the inspection findings, because it describes the results of an inspection that was performed to test the actual condition of the object. The inspection task was not requested specially using a malfunction report. In most cases, it is based upon an inspection order. Another typical activity report is the maintenance findings. This documents the technical values of the object that are determined during and/or after planned maintenance work. This maintenance work is performed in order to maintain the ideal condition of the object, and always results from maintenance plans. Typical examples of the activities documented in activity reports are "Fill up oil", "Check pressure" or "Tighten screws".

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When you create an activity report, you have already performed an activity. You want to document this activity using an activity report. To do this, make the following entries where possible: Which activity you performed Where you performed the activity What effects it may have (had) What was its scope

The activity report differs from the malfunction notification as no malfunctions or problems need to be described, just the activities that were performed.



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A maintenance request is a targeted instruction to the maintenance department to perform an activity in the manner described. The decisive factor in this case is that there is no malfunction.

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Maintenance requests are typically used for investments, for example if an employee requires a new monitor, or if all the telephones in one part of the building in a company need replacing. All that is initially important in the maintenance request is the maintenance activities. Data relating to the execution of the tasks is only entered in the system in a second step, by changing the maintenance notification. When creating a maintenance request you should provide as much information as possible for maintenance planning, regarding the activities you want the maintenance department to carry out for you. To do this, make the following entries where possible: What is being requested The object or area to which the request refers Who requested the activity

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A user-specific maintenance notification is one that does not belong to one of the a standard notification types predefined in the PM System. This is the case if your company uses individual maintenance notification types, because, for example, certain notifications are to be evaluated separately. A maintenance notification type used only for your company, corresponds to a standard notification type. This means that the screens for your user-specific maintenance notification type correspond to those of the basic standard notification type.



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To call up the individual functions in the table, choose /RJLVWLFV 3ODQW 0DLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ. )XQFWLRQ Creating a malfunction report 0HQX SDWK 1RWLILFDWLRQV &UHDWH VSHFLDO 0DOIXQFWLRQ UHSRUW :KDW \RX VKRXOG NQRZ If you are creating a malfunction report after having rectified a malfunction, create the malfunction report and, at the same time, enter all the activities that were performed to rectify the problem

Creating an activity report Creating a maintenance request Create a user-specific maintenance notification

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Specify the notification type and the notification number in the initial screen. If internal number assignment for maintenance notifications is used at your company, do not enter a number. Creating a maintenance notification with reference 1RWLILFDWLRQV &UHDWH JHQHUDO To reduce the amount of data that needs to be entered, you can use an existing maintenance notification as a copy reference. You can use any notification type as a reference, independent of which notification type the new notification should have. When you save the maintenance notification, the notification that serves as a reference is saved at the same time in the notification. This means that later, you have the

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option of selecting maintenance notifications that were created using certain references. For more information on which data is copied, see Data From the Copy Reference [Ext.]. Changing a maintenance notification Displaying a maintenance notification Defining user default values 1RWLILFDWLRQV &KDQJH 1RWLILFDWLRQV 'LVSOD\ On every screen: ([WUDV 6HWWLQJ 'HIDXOW YDOXHV and then *HQHUDO, 5HIHUHQFH REMHFW or 6DOHV data. Here, you define default values to help you when performing data entry (see Setting User Default Values [Page 19]).



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The system documents automatically changes that are made to the following data for a maintenance notification. Tasks Items Causes Activities Partners

The system only records changes that are made to existing data in change documents. For example, if you enter new tasks in an existing notification, then this is not recorded in the change document. Only when you make changes to the tasks, will this be recorded.

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1. Call up the notification in the display or change mode. 2. In a notification screen, choose Extras Notification documents &hanges. The screen &KDQJH 'RFXPHQWV IRU 2EMHFW &ODVV 127,),&$7,21 is displayed A list of change documents is displayed, created on the basis of changes to the types of notification data mentioned above. 3. To see what was changed and how, position the cursor on the required line and select the pushbutton 'LVSOD\ GRFXPHQWV A screen is displayed, showing the exact changes that were made .

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Changes to the notification are recorded in the action log. This enables you to track who has made which status or data changes to which fields, and when. Changes to tasks, items and activities are also recorded in the action log within the framework of notification processing.

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1. Call up the notification in the display or change mode. 2. Choose ([WUDV 1RWLILFDWLRQ GRFXPHQWV $FWLRQ ORJ The action log for the notification is displayed. 3. To display changes to tasks, items or activities, select the icon 7DVN,WHP$FWLYLW\, and then the icon 'HWDLO DFWLRQ ORJ.



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If you have to create notifications for which particular data is always the same, you can define certain user default values to help you when creating the notifications. The system then transfers these values into the appropriate data screens, You can also overwrite these values.

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You can define default values for the following data: General data (for example, notification type, maintenance planner group) Reference object (equipment, functional location, assembly, material, serial number) Sales data, in the case of service notifications (for example, sales organization)

In addition, you can set the reference object view here, using the screen type. For more information, see Specifying the Reference Object [Page 43].

The default values that are valid for all notifications (for example, reference object, plant) are copied to all notification types. that are valid for specific notifications, are only copied to the appropriate notification types (for example, sales organization only to service notifications).

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The notification header contains the header data for a maintenance notification Header data is information that is used to identify and manage the maintenance notification. It is valid for the whole maintenance notification.

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Essentially, the notification header contains the following data: Number, description and type of notification Reference object: functional location and/or piece of equipment and/or assembly to which the maintenance notification refers Required dates by which the activities requested should be completed, and time at which the malfunction described began Maintenance planner group that is responsible for processing the task Status of the maintenance notification, showing at which stage of processing the notification is



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To call up the individual functions in the list, call up the notification header data screen in the create or change mode. )XQFWLRQ Specify system availability and condition 0HQX SDWK *RWR 6\VWHP DYDLODELOLW\. :KDW \RX VKRXOG NQRZ Here, you can make entries regarding system availability before and after the problem occurred, before and after the activities were performed, and about the system condition. If the problem has an effect on other systems or system parts, enter the affected object and key for the effect. You can also use pushbuttons to expand the structure list and graphic. This information is not useful in the case of maintenance requests. Entering breakdown data and downtimes Calling up location and account assignment data *RWR 0DOIXQFWLRQ EUHDNGRZQ *RWR /RFDWLRQ GDWD See Entering Breakdown Data and Downtimes [Page 22] The location and account assignment data originates from the reference object. This data cannot be changed here. The scheduling overview contains, for example, the required start and end dates for the maintenance notification. These dates can also be calculated automatically on the basis of priorities. Here, you enter the name of the person who reported the problem. Otherwise, the system uses the name of the person who created the notification.

Calling up the scheduling overview

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Changing the reporter of the problem

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If there is a functional breakdown due to a problem or the execution of an activity, you note this breakdown in one of the following places: Header data screen As a rule, when you create a notification, it is sufficient to enter the malfunction start in the header data screen, and flag the field %UHDNGRZQ. This indicates that the system is broken down at the time specified. Breakdown data screen The breakdown data screen is relevant mainly for entering the breakdown end and the downtime.

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1. Call up the notification in the create or change mode and choose *RWR 0DOIXQFWLRQ EUHDNGRZQ in one of the notification screens. The screen for breakdown data is displayed. 2. Enter the start and end dates of the malfunction. Flag the field %UHDNGRZQ to indicate that the malfunction caused a function breakdown. 3. As soon as you press (QWHU , the system automatically calculates and displays the downtime in hours. 4. If you want to use a different unit of time, enter it in the field 8QLW and press (QWHU. The system calculates and displays the duration in the new unit of time. The unit entered when you save the notification is then valid for further processing of the notification. 5. Save the notification.

If the downtime is already displayed and you subsequently change the malfunction start or end, the system recalculates the duration.



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By connecting notification processing with the Document Management System (DMS), it is possible to link one or more documents that you want to manage using the DMS.

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1. Call up the notification header data screen in the create or change mode. 2. Choose (QYLURQPHQW 'RFXPHQWV A dialog box is displayed, in which you can link to one or more documents from the DMS. 3. Enter the required documents. 4. Choose &RQWLQXH and save the data.

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Once you have linked documents to a notification, you can display or print them from the notification.

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1. Call up the notification header data screen in the create or change mode. 2. Enter a notification short text in the field 'HVFULSWLRQ. This text has the following meaning: 1RWLILFDWLRQ W\SH Malfunction report Activity report Maintenance request 0HDQLQJ The problem or malfunction that has occurred The activity performed to solve the problem or rectify the malfunction The activities requested by the maintenance department

3. If the short text line is not of adequate length for the description, select the icon &UHDWH WH[W. An R/3 word processing screen is displayed. 4. Enter a long text, and then return to the header data screen by choosing %DFN, and save the data.

If you have defined for a notification type in Customizing for Plant Maintenance that the long text may not be changed, then you can no longer change a long text entered previously when you change the notification. The text is blocked for entry. However, you can enter the new text in a new block at the end of the existing long text. You can also define in Customizing that changes to a long text are logged by user name and change date for particular notification types.



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In your company, it is possible to define that the current status, usage, wear, or reduction in usage is described at particular physical and/or logical locations (that is, at functional locations and pieces of equipment). The condition of a location (for example, temperature, pressure, number of rotations) is recorded at measuring points in the form of PHDVXUHPHQW UHDGLQJV. Consumption, wear or reduction in utilization (for example, vehicle mileage, electricity consumption) are recorded at counters in the form of FRXQWHU UHDGLQJV. The data that is measured at a measuring point or read at counter, must first be entered in the system in the form of a measurement document. For a more detailed description of measurement and counter readings, see 30  (QWHULQJ 0HDVXUHPHQW DQG &RXQWHU 5HDGLQJV.

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1. Call up the notification in the display or change mode. 2. In one of the notification screens, choose ([WUDV 0HDVXUHPHQW GRFXPHQWV The screen for multiple entry of measurement documents is displayed. 3. Enter the required measuring points, that you want to enter measurement or counter readings for. Also enter the measured or read value and any other necessary data. 4. Choose &RQWLQXH The system completes all other fields with data from the measuring point master record. 5. If required, select individual measuring points for detail processing. To do this, select the measuring point and choose *RWR 0HDV'RFXPHQW. 6. When all necessary entries have been made, return to the notification screen, from which you called up the measurement document entry screen and save the notification.

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A partner is a company or a person with whom you can or must come into contact with when performing a business transaction. Partner data is displayed in a separate screen in the maintenance notification.

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You can only call up this screen if a partner determination procedure has been defined centrally for your company in Customizing.

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1. From the notification screen, choose *RWR 3DUWQHUV The screen &UHDWH&KDQJH'LVSOD\! 1RWLILFDWLRQ 7\SH! 3DUWQHUV is displayed. Below the notification header data is a data block for partner data. If partner data already exists for the notification (because, for example, a partner is assigned to the equipment), the partner function, number and description are displayed here. 2. If you want to see further data for one of the partners displayed, call up the relevant menu option. When changing or creating the notification you can enter the partner(s) that you want to assign to the notification in the partner fields. 3. Save the notification with the new or changed partner data. 6HH DOVR Partners in PM/SM Processing [Ext.]



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By assigning a priority to a notification you can specify the importance and urgency of the notification.

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The priorities must be defined in Customizing for Plant Maintenance. You can define an interval for performing the notification for each priority.

For example, priority 1 can mean: Execution is to start 2 hours after creating the notification and is to be finished within 2 days.

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1. Call up the notification header data screen in the create or change mode. 2. Enter the required key in the field 3ULRULW\ and choose &RQWLQXH. The system calculates the required start and end of the maintenance notification in the background based on the definition of the priority, and enters these dates in the relevant fields. If you want to see the newly-calculated dates, call up the scheduling overview by choosing *RWR 6FKHGXOH RYHUYLHZ. When you release the notification, the system also calculates the dates for the tasks. This is done on the basis of the factory calendar. The dates for the tasks are displayed in the task overview screen. 3. Save the data.

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Administrative information is available for the notification header, and for the individual items, tasks and activities. This provides you with information on who created the maintenance notification, item, task or activity, and who changed it last.

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1. Call up the notification header screen in the create or change mode. 2. Position the cursor somewhere on the notification screen, but QRW on a field for an item, task, or activity, and choose *RWR 1RWLILFDWLRQ $GPLQLVWUDWLYH GDWD. The dialog box 1RWLILFDWLRQ $GPLQLVWUDWLYH 'DWD is displayed. It contains information on who created and last changed the notification . 3. Choose &RQWLQXH to close the dialog box, and save the notification.

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1. Call up the item, task, or activity overview for the notification in the create or change mode. 2. Position the cursor on a field for the required item, task, or activity, and choose *RWR 1RWLILFDWLRQ $GPLQLVWUDWLYH GDWD. The dialog box <,WHP7DVN$FWLYLW\! $GPLQLVWUDWLYH 'DWD is displayed. It contains information on who created and last changed the notification . 3. Choose &RQWLQXH to close the dialog box, and save the notification.



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In the notification item you enter and maintain data describing in greater detail the problem or malfunction that occurred, or the activity that was performed. A notification can have several items. Each item contains the following data: )RU D 0DOIXQFWLRQ 1RWLILFDWLRQ A short description of the malfunction that occurred, at which object part the problem occurred, and what caused it )RU DQ $FWLYLW\ 5HSRUW A short description of the activity that was performed, at which object part, and possibly at which assembly, the activity was performed )RU D 0DLQWHQDQFH 5HTXHVW Short description of the tasks that are to be performed, to which object part the tasks should be performed by the maintenance department, and what possibly prompted the request to be made

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The item data can be displayed in various degrees of detail in the maintenance notification: In the header data screen In the item overview In the item detail screen

In each notification, you should maintain the first item so that the notification: Can be evaluated with reference to object parts, problems and causes Can be classified, if you use the SAP Classification System in your company. You can only classify at the level of notification items.

If the notification has only one item, the classification data is valid for the whole notification, even though you entered it for the item. If the notification has several items, the classification data is valid in each case for the item for which you entered it. You should create several items if: More than one object part is affected, and/or More than one problem or damage has occurred, and/or There is more than one cause, and/or More than one class must be assigned

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To call up the individual functions in the table, call up the notification header data screen in the create or change mode. )XQFWLRQ Entering item data 0HQX SDWK :KDW \RX VKRXOG NQRZ You enter data for a VLQJOH item directly in the header data screen. *RWR ,WHP 2YHUYLHZ For each item there is a block containing the most important data. You can only access the fields for classification and assembly in the item detail screen. If you have selected several items in the item overview, select the icon 1H[W to go to the next item detail screen. To create a new item from the detail screen, choose the pushbutton 1HZ HQWU\.

Entering item data in the item overview Entering item data in the item detail screen

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Activities that describe the planning and organizational aspect within a notification. Using tasks, you can plan the way in which various persons work together to process the notification and perform the activities within a specified period of time. An task can relate both to the header of a notification, as well as to the individual items. They can have different statuses.

An example of a task in a malfunction report might be a follow-up activity, for example, to inform the construction department of a defect. In a service notification - the main area where tasks are used - frequently occurring tasks might be "Call customer back within an hour" and "Technician to be on site within a day". You can enter the following data for each task: Key for the task to be performed, and a brief instruction of how the work is to be performed. Planned start and end of the task Status of the task

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Data regarding tasks in the notification is displayed in varying levels of detail in two different screens: In the task overview In the task detail screen

The task overview and detail screens are the same for all notification types.

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If the appropriate data is maintained in Customizing, the system can trigger certain follow-up actions on the basis of the task code (for example, printing a paper or calling up a certain SAP function). These follow-up actions can be individually determined for each company.

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To call up the individual functions in the table, call up the notification header data screen in the create or change mode. )XQFWLRQ Entering tasks for the notification header Entering tasks for a VLQJOH item in the task overview Entering tasks for one or more items 0HQX SDWK *RWR 7DVN 2YHUYLHZ *RWR ,WHP 7DVN 2YHUYLHZ *RWR ,WHP 2YHUYLHZ, and then after selecting the item(s) *RWR ,WHP 7DVN 2YHUYLHZ :KDW \RX VKRXOG NQRZ Enter the data in the task overview. Enter the data for a single item in the task overview. If you have selected several items in the item overview, select the icon 1H[W to go to the next selected item. To call up the task detail screen, choose *RWR 7DVN 7DVN GHWDLO. Here, you specify the planned start and finish date for the task. The dates entered may be changed, based on the status issued (see Status Management for Tasks [Page 33]). To create a new task from the detail screen, choose the pushbutton 1HZ HQWU\. 6HH DOVR Automatic Determination of Tasks [Page 35]



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Tasks are used to plan and manage the technical side of notifications as a background process. For this reason, it is useful to be able to determine the various processing stages that a task has reached using statuses. There are three statuses relevant to tasks in the system: Released The task can now be executed. Completed The task has been performed. Successful The results of the task were positive; the problem has been solved or the damage repaired.

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The task status is useful solely to provide the maintenance planner with information. There is little interaction between the different statuses; to a large extent they are independent of one another. This means that, for example, a notification can be put in process, even if it contains outstanding tasks that have not yet been released. However, you cannot complete a notification while it contains outstanding tasks. All tasks are the same from a system perspective, in other words, the system does not distinguish between tasks at notification header level and ones at notification item level. Therefore, if the status line indicates that there are tasks outstanding in the notification, these can be both header tasks and item tasks.

So long as a task is not "completed", the notification has the status "outstanding tasks", even if the task has already been released. For more information on general status management, see Status Management [Page 84].

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You must assign a status to each task individually. To do this, you choose the appropriate pushbutton on either the task overview or task detail screen.

If you select several tasks in the overview screen and press a status button, the system only assigns the status to the first selected task. The status of each task is entered in abbreviated form in the task status line, both in the task overview and in the task detail screen. If you want to see the text for the abbreviations, press the 6WDWXV'HWDLO icon. The &KDQJH 6WDWXV screen is displayed.

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When you assign a status to a task, the system automatically changes the relevant dates: 6WDWXV Released 7KH V\VWHP FRPSOHWHV WKHVH ILHOGV 3ODQQHG VWDUW with the current time 3ODQQHG ILQLVK with either the current time or with the required notification end time You can overwrite both fields. Completed 'DWH FDUULHG RXW GDWH! &DUULHG RXW E\ XVHU QDPH! with the current date and the current user name; You FDQQRW overwrite these fields. Successful None

The planned dates for a task must fall within the period of time specified in the notification as the required start and end dates. If you specify other dates for the task, the system issues a message to remind you of this. If no dates are maintained for the maintenance notification, the system takes 0 as a basis, so that it can still issue an information message if the dates are inconsistent.



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The system is able to determine automatically the tasks that belong to a notification, based on the predefined parameters 5HVSRQVH SURILOH and 6HUYLFH ZLQGRZ. The response profile and service window determine the times and the time interval within which your company should respond to a notification in a particular way.

You create a notification at 10:00. The response profile defines a time interval of 2 hours for the task code Call back customer, and a time interval of 4 hours for the code Check whether technician is on site. The times defined in the service window are 08:00 to 12:00 and 14:00 to 18:00. In this case, you have to call back the customer by 12:00 to discuss or clarify the problem; if you need to send a technician to the customer site, he/she must be there by 16:00.

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Automatic determination of tasks is of particular relevance for service and maintenance contracts, if the partners in a contract have agreed specifically that certain responses need to be made within certain time intervals.

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In Customizing for Plant Maintenance, both a response profile and a service window must be assigned to the notification type.

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In the Notification screen, choose *RWR 7DVN 'HWHUPLQH.

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Action that is performed within the framework of a notification. It describes what has already been performed within the framework of solving the problem. You can enter the following data for each individual activity: Key for the activity that was performed, and a short text that can be changed individually Start and end of the activity Quantity factor for the activity

An activity can relate both to the header of a notification, as well as to the individual items.

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Activity data is displayed in various degrees of detail in two places in the maintenance notification: In the activity overview In the activity detail screen

The activity overview and detail screens are the same for all notification types.



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To call up the individual functions in the table, call up the notification header data screen in the create or change mode. )XQFWLRQ Entering activities for the notification header Entering activities for a single item Entering activities for one or more items 0HQX SDWK In the header data screen: *RWR $FWLYLW\ 2YHUYLHZ In the header data screen: *RWR ,WHP $FWLYLW\ 2YHUYLHZ. In the item overview: *RWR ,WHP $FWLYLW\ 2YHUYLHZ If you have selected several items in the activity overview, select the icon 1H[W to go to the next selected item. To call up the activity detail screen, choose *RWR $FWLYLW\ $FWLYLW\ GHWDLO. Here, you specify the dates and times for executing the activity. To create a new activity from the detail screen, choose (GLW 1HZ HQWU\ $FWLYLW\. :KDW \RX VKRXOG NQRZ

If you select the activity code using the possible entries function, you can select several codes at once using the check boxes on the left-hand side of the dialog box (multiple selection). If the system displays a message regarding the catalog profile, see Catalog Profile [Page 38] for further information. Overwrite the activity text, if the text entered by the system based on the activity code does not really apply for this activity. If you have entered your own activity text, this text is displayed in the activity overview and next to it is a pushbutton for toggling to the long text. Both texts are displayed in the activity detail screen. In evaluations, you only see the activity text that is defined in the catalog, not your own text.

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Data on problems, malfunctions, damages, causes and problem solutions or malfunction corrections is recorded in the system or reported to the maintenance planner responsible in the form of technical findings, after the object has been inspected or checked, or the problem has been determined. This data forms part of the maintenance notification and is entered in the maintenance history. The data needs to be formalized, so that it can be used in evaluations.

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Codes are the means with which this data is managed in the PM application component. There is a corresponding code for each set of findings. The codes are grouped together in code groups according to particular characteristics. For example, one code group contains all the codes for problems or damages relating to motors, and another contains all the codes for problems or damages relating to pumps. The PM component has code groups for problems, causes, object parts, tasks and activities.

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Code groups that belong together in terms of FRQWHQW are grouped in catalogs. The catalogs are identified by the catalog type (a number or a letter). For example, you can group all the code groups for problems in one catalog type, all the code groups for causes in another, and all the code groups for activities performed in yet another.

The catalog functionality on which the PM catalogs are based originates from the Quality Management (QM) System. For more information on how codes, code groups, catalogs and catalog profiles are structured, see the Customizing functions concerned.

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Central maintenance planning indicates from a IXQFWLRQDO perspective in catalog profiles, which code groups should be used for a particular reference object or for a particular notification type. In this way it makes available to other maintenance employees a basic number of codes that are relevant to the reference object. If a particular catalog profile is valid for a particular technical object, the system displays the catalog profile name in the maintenance data screen of the corresponding functional location or piece of equipment. The equipment catalog profile is more detailed than that of the functional location.

In the notification, the system determines the catalog profile on the basis of the reference object, in the following sequence: (TXLSPHQW &RQVWUXFWLRQ W\SH RI HTXLSPHQW )XQFWLRQDO ORFDWLRQ &RQVWUXFWLRQ W\SH RI IXQFWLRQDO ORFDWLRQ 1RWLILFDWLRQ W\SH. This means the following:



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The system checks whether a piece of equipment is specified. If so, it checks whether a catalog profile is specified for this piece of equipment. If this is the case, it copies the catalog profile to the notification; if not, it checks whether a construction type with catalog profile exists for the piece of equipment. If so, it copies the catalog profile of the construction type to the notification; otherwise, it checks whether a catalog profile exists for the functional location assigned to the piece of equipment or the functional location specified, and so on.

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In principle, a globally defined catalog profile underlies a maintenance notification on the basis of the notification type. If, for example, you specify a functional location in the notification for which a particular catalog profile has already been defined, or if a functional location with catalog profile has already been specified in the notification, and you now enter a piece of equipment with different catalog profile, you or the system must decide whether the original catalog profile should continue to be valid, or whether the new one should be copied to the notification.

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This decision is made in Customizing by the central maintenance planning department for each catalog profile as follows: 6\VWHP PHVVDJH Information message Warning message Error message (IIHFW The system adapts the new catalog profile. The system adapts the new catalog profile. The system does not adapt the new catalog profile; the original one is retained.

If, for example, a particular catalog profile is valid for certain pieces of equipment, and this catalog profile with its code should be compulsory for the maintenance employee, then it should be specified in Customizing that an error message is issued whenever other catalog profiles are used in the maintenance notification. As a result of this, no other catalog profile can then be copied and only the codes of this catalog profile can be used in the maintenance notification.

If no specifications regarding catalog profiles have been made in Customizing, the system adopts the new catalog profile without issuing a system message.

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To see which catalog profile is valid for a notification, choose ([WUDV &DWDORJ SURILOH 'LVSOD\.



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1. In one of the notification screens, select ([WUDV &DWDORJ SURILOH 6HOHFWLRQ. A dialog box is displayed. The block &XUUHQW FDWDORJ SURILOH contains the current or last copied catalog profile, and the block 'HIDXOW FDWDORJ SURILOH contains the catalog profile that was valid previously. 2. If you want to copy the catalog profile proposed by the system, press 'HIDXOW WUDQVIHU The system displays it in the block &XUUHQW FDWDORJ SURILOH. 3. If you do not want to use either the current nor the proposed catalog profile, you can enter another one. To do this, enter the required catalog profile in the block ,QGLYLGXDO FDWDORJ SURILOH. Choose ,QGLYLGXDO WUDQVIHU. The system displays it in the block &XUUHQW FDWDORJ SURILOH.

The individual catalog profile is no longer overwritten by the catalog profile of the reference object. If it is no longer to be used, you have to change it explicitly. 4. Choose &RQWLQXH to close the dialog box, and save the changes.

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Piece of equipment, functional location, assembly or combination of material and serial number that the notification refers to. 1RWLILFDWLRQ W\SH Malfunction report Activity report Maintenance request 5HIHUHQFH REMHFW Object at which the problem or malfunction occurred Object at which the activity was performed Object at which the activities should performed by the maintenance department

The reference object is displayed in a data block in the header data screen. The reference object view that is displayed, depends on the notification type or which setting is selected.



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To call up the individual functions in the table, call up the notification header data screen in the create or change mode. )XQFWLRQ Entering a reference object directly 0HQX SDWK :KDW \RX VKRXOG NQRZ Enter the number of the reference object directly. After choosing &RQWLQXH, the system displays the text for the reference object. If you have entered a piece of equipment that is assigned to a functional location, the functional location is also displayed Determining a reference object using the structure explosion Changing the reference object ([WUDV 5HIHUHQFH REMHFW 6WUXFWXUH OLVW6WUXFWXUH JUDSKLF! After selecting the reference object, the system automatically copies the upper levels of the structure into the notification. Enter the number of the new reference object directly, or determine it using the structure explosion. The system displays the location and account assignment data of the current reference object in the notification. If you change the reference object, the object-specific data may also change. Not specifying a reference object *RWR /RFDWLRQ GDWD Leave the fields for the reference object empty, and instead, enter the location data as exactly as possible. You can only change the view if a reference object has not been entered. After saving the notification, the selected setting will be retained for this notification.

Changing the reference object view

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In Customizing for Plant Maintenance, an object information key must have been defined under 0DLQWHQDQFH 2UGHU 0DQDJHPHQW 1RWLILFDWLRQV 2EMHFW ,QIRUPDWLRQ, and assigned to the notification type. This information can also be displayed automatically if certain conditions are met. This means, for example, that you can set in Customizing whether object information should always be displayed if a particular number of notifications for this object are still open within a particular period of time, or if the object has particular characteristics.

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1. Call up the notification header. 2. If a reference object has been entered in the notification, select the 2EMHFW LQIRUPDWLRQicon. A dialog box displaying information about the reference object is displayed. 3. In the data block 5HIHUHQFH you can choose whether you want to see information for the object specified in the notification, or for its superior object, or for the entire object structure. The dialog box also contains the following information: The last three notifications that were created for this object, with short text, date, completion and priority Statistics concerning the notifications created for the object Classification data for the object concerning contracts, maintenance items and maintenance dates



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Many areas of a companys organization are often involved in the planning and execution of maintenance tasks. The SAP Business Workflow enables these cross-functional processes to be controlled and processed automatically. Using this tool, you can coordinate the persons involved, the steps necessary and the data to be processed in such a way that lead times and business process costs are optimized, and the quality and the transparency of processing are enhanced. A detailed description of SAP Workflow Management can be found in the SAP document 6$3 %XVLQHVV :RUNIORZ

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Maintenance notifications also play an important part within the framework of this Workflow connection. If SAP Business Workflow Management is active in your company, responsibilities and time frames are defined for particular business processes. When a certain event occurs, for example, a maintenance notification is created, the system automatically informs the responsible company areas or persons and provides ready-defined steps. The 3ODQW 0DLQWHQDQFH 30 application component offers a workflow model, that represents the business process according to the following steps: Processing maintenance notifications Performing tasks Completing maintenance notifications

7KH ZRUNIORZ PRGHO UHSUHVHQWV WKH IROORZLQJ VFHQDULR When a maintenance notification is created and SAP Business Workflow Management is active, the system recognizes the event "created" (= notification created) by means of status management. This event starts the workflow. For the task "Process notification", the system searches for possible responsible areas or persons and sends a work item to their inbox. A processor can display in the notification who received the notification as a work item (menu (QYLURQPHQW 2EMHFW /LQNV ). As soon as one of the responsible persons has started processing the notification, the work items are deleted from the inboxes of the other responsible persons. A workflow is then put in process for the processing of tasks. Once these tasks are completed, the relevant work items are deleted from the inbox. When all tasks are completed, the notification is assigned the status "all tasks completed". The event "all tasks completed" is then created. This event starts the workflow "complete notification". The business object types available in the standard system are described online. Select 7RROV %XVLQHVV :RUNIORZ 'HYHORSPHQW, and then 'HILQLWLRQ WRROV 2EMHFW UHSRVLWRU\ The business objects are under 3ODQW 0DLQWHQDQFH  0DLQWHQDQFH 2UGHU 0DQDJHPHQW  0DLQWHQDQFH 1RWLILFDWLRQV By double-clicking on a object you obtain information about it. BUS2038 refers to notifications and QMSM refers to tasks.

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Documents that are created for the processing of maintenance notifications.

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The standard system provides three different types of shop papers for maintenance notifications: Notification overview The maintenance overview is a complete printout of a maintenance notification, enabling the maintenance planning department to have an overview of the notification. Activity report The activity report serves as the basis for work if a malfunction is to be repaired without a maintenance order. It comprises a list of activities for each maintenance notification item. The person repairing the malfunction simply has to check the activities that they have performed, and can confirm the completion of the work using this list. Breakdown report The breakdown report is a complete printout of information regarding the downtime and system availability. Furthermore, your company can also define user-specific shop papers. The control tables for the print functions are defined centrally within your company in such a way that you can display the relevant shop papers using the online help functions, and select the ones you require.



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In many cases, it is useful not only to display the shop papers for maintenance notifications on screen, but also to process them in the following ways: By printing out a paper version of them By faxing them By storing examples in the optical storage, ArchiveLink By copying them to an Access database

Although a number of different media are involved here, the procedures used are similar.

When printing and faxing, remember that the first printout is always the original; all further pages are treated as copies. For example, if you send the breakdown analysis firstly as a fax and then make a printout, the fax is the original and the paper printout is the copy.

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The following situations are possible: The maintenance planner would like to have an overview of all maintenance notifications that fulfill certain criteria, and wants a printout of the screen display. The maintenance planner would like to use the data of a maintenance notification in printed format as shop papers, in other words, as a basis for carrying out particular activities, because for example Immediate action needs to be taken to deal with a malfunction, without first planning the activity in an order The company does not use maintenance orders and is therefore unable to create shop papers in this way

In principle, the shop papers that are printed on the basis of the maintenance order are more detailed than those printed on the basis of the maintenance notification, because detailed maintenance planning is performed in the maintenance order. For verification reasons, the maintenance planner would like to see a maintenance order exactly as it would appear in print, and saves it in ArchiveLink for this reason. The service technician requires the data on site in his notebook rather than a paper printout, so loads them from the SAP System to an Access data base. The maintenance planner wants to send a maintenance notification to a service technician who is on site and needs to receive the shops papers urgently by fax.

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The following functions are available to you:

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30  0DLQWHQDQFH 1RWLILFDWLRQV 3ULQWLQJ DQG )D[LQJ 6KRS 3DSHUV IRU WKH 0DLQWHQDQFH 1RWLILFDWLRQ Printing a Maintenance Notification in Full [Page 49]

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You use this procedure to print out a maintenance notification with all its items in one go. Printing a Maintenance Notification Item [Page 50] You use this procedure to print out individual items of a maintenance notification. Printing Shop Papers for Several Notifications [Page 51] You use this procedure if you want to print shop papers for several notifications at the same time. View Print Log [Page 53] You use this procedure to determine which parts of the maintenance notification have been printed. Faxing Shop Papers [Page 52] You use this procedure to fax a maintenance notification or particular maintenance items.

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Archiving a Maintenance Notification and Notification Items in the ArchiveLink [Page 54] You use this procedure to store a maintenance notification or particular maintenance items in ArchiveLink, the optical storage medium in the R/3 System. Downloading Maintenance Notifications [Page 55] You use this procedure if you want to view and process a maintenance notification on a PC when you are working in the field.



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1. Call up the notification header in the change mode. The screen &KDQJH 30 1RWLILFDWLRQ 1RWLILFDWLRQ 7\SH! is displayed 2. Choose 30 QRWLILFDWLRQ 3ULQW 1RWLILFDWLRQ The dialog box 6HOHFW 6KRS 3DSHUV is displayed, with a list of all the shop papers that are possible for this notification type, and that you can print out. 3. Select the shop papers that you want to print out. Individual shop papers may already be selected on the basis of particular entries in the corresponding control tables. Check the other entries in the dialog box and change them where necessary. Note the options available in the field $UFK0RG (= Archiving mode). Archiving means "saving in the ArchiveLink", the optical storage medium in the R/3 System. If the notification is to be stored in the ArchiveLink, enter the appropriate indicator (see also Archiving a Maintenance Notification and Notification Items in the ArchiveLink [Page 54]). If you want to fax the shop papers, you must delete the printer destination and enter the receiver number and country (see also Sending Maintenance Notifications and Maintenance Notification Items by Fax [Page 52]). 4. When all the required shop papers have been selected, choose 3ULQWID[ You return to the header data screen for the notification. The notification is now flagged for printing/faxing. As soon as you save it, it will be printed or faxed. 5. Save the notification.

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The notification is now printed out at the printer specified, or sent to the recipient specified. Each item is printed on a separate page, that always contains the notification header data in the first section. The notification is assigned the status SULQWHG

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1. Call up the notification header in the change mode. The screen &KDQJH 30 1RWLILFDWLRQ 1RWLILFDWLRQ 7\SH! is displayed 2. Call up the item overview by choosing *RWR ,WHP 2YHUYLHZ. 3. Choose 30 QRWLILFDWLRQ 3ULQW ,WHP VHOHFWLRQ The dialog box ,WHP 3ULQW 6HOHFWLRQ is displayed. 4. Select the item(s) that you want to print shop papers for, and then choose &RQWLQXH. The dialog box 6HOHFW 6KRS 3DSHUV is displayed, with a list of all the shop papers that are possible for this notification type, and that you can print out. 5. Select the shop papers that you want to print out. Individual shop papers may already be selected on the basis of particular entries in the corresponding control tables. Check the other entries in the dialog box and change them where necessary. Note the options available in the field $UFK0RG (= Archiving mode). Archiving means "saving in the ArchiveLink", the optical storage medium in the R/3 System. If the notification is to be stored in the ArchiveLink, enter the appropriate indicator (see also Archiving a Maintenance Notification and Notification Items in the ArchiveLink [Page 54]). If you want to fax the shop papers, you must delete the printer destination and enter the receiver number and country (see also Sending Maintenance Notifications and Maintenance Notification Items by Fax [Page 52]). 6. When all the required shop papers have been selected, choose 3ULQWID[ You return to the item list screen of the notification. The selected notification items are now flagged for printing/faxing. As soon as you save them they will be printed or faxed. 7. Save the notification.

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Each selected notification item is now printed out at the specified printer or sent to the specified recipient. Each item is printed on a separate page, that always contains the notification header data in the first section. The notification is assigned the status SULQWHG

If particular activities described in the activity report have already been performed and their completion has been entered in the system, the printout will contain a remark to that effect. If an item is printed out again, the system displays a warning message informing you that the item has already been printed. If you then print it out anyway, the title of the shop paper contains the word &RS\. In this way you know that it is not the original shop paper.



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1. Choose /RJLVWLFV 3ODQW PDLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ, and then 1RWLILFDWLRQV /LVW HGLWLQJ &KDQJH. 2. Create a list of all notifications according to the required selection criteria. For more information on creating lists, see Working With Lists [Ext.]. 3. In the list that is generated, select the notifications that you want to print shop papers for, and choose 1RWLILFDWLRQ 3ULQW QRWLILFDWLRQ. The dialog box 6HOHFW 6KRS 3DSHUV is displayed with the shop papers that can be printed and print information. 4. Select the shop papers that you want to print. 5. When doing this, check all information that has been entered by the system on the basis of Customizing settings. Make changes where necessary.

Note that you have an option of saving the shop papers in the ArchiveLink. To do this, call up the detail screen for each shop paper using the icon 6HOHFW, and enter the required indicator in the field $UFKLYLQJ PRGH. Return to the dialog box 6HOHFW 6KRS 3DSHUV. 6. Select 3ULQWID[

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The system prints/faxes/archives the shop papers for the selected objects, based on the entries that you have made. The selected objects are assigned the status printed.

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1. Call up the dialog box for printing shop papers (see also Printing a Maintenance Notification in Full [Page 49] or Printing a Maintenance Notification Item [Page 50]). 2. Select the required shop papers in the dialog box for the shop paper selection. 3. Delete the printer destination, if one has already been entered. 4. For each selected shop paper, enter the fax number and country key of the recipient. 5. Choose 3ULQWID[ As soon as you save the notification, the fax is sent. The notification is assigned the status SULQWHG

You cannot simultaneously print and fax a certain shop paper. However, in the dialog box, you can determine whether each individual shop paper should be printed or faxed (for example, you can print the notification overview and at the same time send the activity report by fax).

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1. Call up the dialog box for printing shop papers (see also Printing a Maintenance Notification in Full [Page 49] or Printing a Maintenance Notification Item [Page 50]). 2. Select the required shop papers in the dialog box for the shop paper selection and choose (QWHU. 3. Select 0XOWLSOH ID[ Another dialog box is displayed. 4. Enter the fax number and country key of the recipient. 5. Choose &RQWLQXH As soon as you save the notification, the fax is sent. The notification is assigned the status SULQWHG



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As soon as a maintenance notification has been printed in full or individual items from it have been printed or faxed, the notification is assigned the status "printed". The parts that have been printed are listed in the print log. Therefore, if you want to print a maintenance notification or individual items from it, and the notification already has the status "printed", you should always check in the print log who has printed what and when. The destination in the print log shows you whether the shop paper was printed internally or sent by fax.

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1. Call up the notification header in the change mode. The screen &KDQJH 30 1RWLILFDWLRQ 1RWLILFDWLRQ 7\SH! is displayed 2. Choose 1RWLILFDWLRQ 3ULQW 'LVSOD\ ORJ. The print log is displayed.

If you delete an item from the maintenance notification, it is automatically deleted from the print log as well. If another printout of the item exists within the company, this can lead to inconsistencies under certain circumstances.

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1. Call up the dialog box for printing shop papers (see also Printing a Maintenance Notification in Full [Page 49] or Printing a Maintenance Notification Item [Page 50]). 2. Enter the appropriate indicator in the field $UFK0RG (= Archiving mode) in the dialog box for printing the shop papers. 3. If you want to display an object stored in ArchiveLink, select (QYLURQPHQW 'LVSOD\ RULJLQDOV in the notification. For more information, see $UFKLYH/LQN



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Service technicians have an alternative to a paper printout of maintenance notifications. If they are working on-site with a PC and want to see and process the maintenance notifications that initiated their site visit, they can download these maintenance notifications from the R/3 System to a Microsoft Access database. A corresponding entry must have been made in Customizing for this to be possible.

For this download, the R/3 System provides the data for the notifications; the customer is responsible for the PC application with which the data is processed at the customer site.

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The following hardware and software prerequisites must be fulfilled in order to facilitate such a download: Presentation server running under Windows 3.1 or Windows NT Microsoft Access, Version 2.0 or higher

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1. Choose /RJLVWLFV 3ODQW PDLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ, and then 1RWLILFDWLRQV /LVW HGLWLQJ &KDQJH. 2. Create a list of all notifications according to the required selection criteria. For more information on creating lists, see Working With Lists [Ext.]. 3. Choose /LVW $FFHVV. The system loads the list into the MS Access database From there, further processing depends on the tools used.

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1. Call up the notification that you want to download. 2. Select 30 QRWLILFDWLRQ 3ULQW 'RZQORDG The system downloads the maintenance notification into the MS Access database. From there, further processing depends on the tools used.

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Within the framework of notification processing, the meaning of the term put in process depends on whether the PM order processing component is active or not. If PM order processing is DFWLYH, the following applies: A maintenance order can be generated for a task that has been requested in a maintenance notification, and assigned to the maintenance notification. You plan the tasks in detail in the maintenance order. The order forms the basis for executing the tasks. A maintenance notification that has been put in process, means that someone has already taken over further processing of the notification. You put the maintenance notification in process manually. However, this is not always necessary A maintenance notification can be created and then assigned to a maintenance order. If a maintenance order is created from a maintenance notification, the status LQ SURFHVV is set automatically. If PM order processing is QRW active, the following applies: A maintenance order FDQQRW be generated for a task that has been requested in a maintenance notification. Since the maintenance order is missing as a means of documenting the work processing, you must document in the notification when the planning stage is finished, and that the tasks are now being or should be performed. You put the maintenance notification in process manually.

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Call up the notification in the Change mode, and choose 30 QRWLILFDWLRQ )XQFWLRQV 3XW LQ SURFHVV The field 6WDWXV now displays the abbreviation for the status "in process".



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If you want to plan in detail and execute requested tasks in a maintenance notification, you need to use a maintenance order that must be assigned to the maintenance notification. Detailled planning means, for example, that the individual work steps are described in detail, the required materials and production resources/tools are specified, the budget and account assignment details have been defined for subsequent cost allocation, and permits are assigned. Once all work steps have been executed, and the order has therefore been completed, the costs that have arisen are billed to the party responsible (for example, the cost center that owns the piece of equipment) and the order is closed. When planning concrete tasks in an order, you can make reference to several maintenance notifications or technical objects. For this purpose you can use object lists, which contain all relevant maintenance notifications and technical objects. On the one hand, you can combine several maintenance notifications that refer to a particular object in a single maintenance order. This could be the case if, for example, several defects are to be repaired at the object on one maintenance date. On the other hand, you can combine several maintenance notifications that refer to different objects in a single maintenance order. This would be advisable if, for example, defects are to be repaired at objects that are connected in series on one maintenance date. However, you can also create a maintenance order directly, without having to create maintenance notification first.

Technical findings, such as data regarding system downtimes, system statuses, and tasks can only be entered in the maintenance notification, not in the order. For more information, see Entering Technical Findings [Page 74].

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If you want to assign a maintenance notification to a maintenance order, that does not exist in the system, you can choose one of the following procedures: Creating an Order from a Notification in the Background [Page 59] You create a maintenance order from the maintenance notification, but do not branch into it. Usually, the maintenance order is created in the background, using the existing maintenance notification data. You access this function with the menu option &UHDWH. Creating an Order from a Notification for Immediate Processing [Page 60] You create a maintenance order from the maintenance notification, and branch to it in order to process it immediately. You access this function with the menu option &UHDWH IRU QRWLILFDWLRQ. If you want to assign a maintenance notification to a maintenance order, that does not exist in the system, you can choose one of the following procedures: Assigning a Notification to an Existing Order [Page 61]

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You can specify the number of an existing maintenance order in the maintenance notification while you are processing it. Assigning a Notification to an Order [Page 62] You can process an existing maintenance order and specify in it the number of the maintenance order that should be assigned to it. Assigning a New Notification to an Existing Order [Page 64]

You are also able to delete the assignment. Deleting the Assignment of a Notification to an Order [Page 66]

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Once you have saved the assignment of the maintenance order to the maintenance notification, the maintenance order object list contains the number of the assigned maintenance notification, and the maintenance notification contains the number of the assigned maintenance order. Whenever the maintenance notification is called up from the maintenance order, the system reads the current maintenance data, but does not copy any notification data to the order. This means that it is possible for you to change the maintenance notification, although it is assigned to a maintenance order. The maintenance order always reads the current status of the maintenance notification.

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PM - Maintenance Orders [Ext.]



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1. Call up the notification header in the create or change mode. The screen < &UHDWH&KDQJH! 30 1RWLILFDWLRQ 1RWLILFDWLRQ 7\SH! is displayed 2. Choose 30 QRWLILFDWLRQ )XQFWLRQV 2UGHU &UHDWH The system displays a dialog box containing fields for the order type and the main work center with the corresponding plant. The order type is proposed as a default value, based on the notification type, and the work center on the basis of the piece of equipment or functional location entered. You can overwrite these default values. If there is no default entry for the work center, you must enter one 3. Choose &RQWLQXH

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The system saves the maintenance notification, creates the maintenance order, and creates an object list where necessary. It then displays a corresponding message. The maintenance notification now has the statuses DVVLJQHG WR DQ RUGHU and LQ SURFHVV. The new maintenance order number is entered by the system in the field 2UGHU in the notification header data screen. The new order contains the start/end dates and the reference object that you specified in the maintenance notification. The maintenance notification number is contained in the order object list.

When you save, the order, notification, and object list are saved simultaneously.

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1. Call up the notification header in the create or change mode. The screen < Create/Change> PM Notification: <Notification Type> is displayed. 2. Choose PM noWLILFDWLRQ )XQFWLRQV 2UGHU &UHDWH IRU QRWLILFDWLRQ a) If the plant was not previously entered, the screen &UHDWH 30 2UGHU IRU 30 1RWLILFDWLRQ ,QLWLDO is displayed. Enter the plant and choose (QWHr. The central header data screen of the order is displayed. b) If the plant was already entered, the screen &UHDWH 30 2UGHU &HQWUDO +HDGHU is displayed. 3. Enter the short text and the main work center, together with any other data you need. The number of the maintenance notification is entered automatically in the object list of the order. For more information on the functions in the object list of the maintenance order, see 30  0DLQWHQDQFH 2UGHUV. 4. Choose 2UGHU 6DYH to save the order.

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The system saves the maintenance notification, the order, and the object list. The maintenance notification, which up until now had the status RXWVWDQGLQJ, is given the statuses DVVLJQHG WR DQ RUGHU and LQ SURFHVV. The new maintenance order number is entered by the system in the field 2UGHU in the notification header data screen.

If you save when in the maintenance notification, the order and object are also saved and vice versa. As soon as the maintenance notification and order have been assigned to one another, you can edit the maintenance order from the notification (pushbutton 2UGHU in the notification screen) and the maintenance notification from the order (pushbutton 1RWLILFDWLRQ in the order screen).



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1. Call up the notification header in the change mode. The screen &KDQJH 0DLQWHQDQFH 1RWLILFDWLRQ 1RWLILFDWLRQ 7\SH! is displayed 2. Choose 30 QRWLILFDWLRQ )XQFWLRQV 2UGHU $VVLJQ The dialog box 1RWLILFDWLRQ IRU 2UGHU is displayed. 3. You now have two options. 2UGHU QXPEHU Known 1RW known 3URFHGXUH Enter the order number in the field 2UGHU Select ) to find the order The screen &KDQJH 30 1RWLILFDWLRQ 30 2UGHU 6HOHFWLRQ with the selection function [Page 76]. Enter the criteria and execute the program. Select the order you require from the list that appears and press &KRRVH The system enters the necessary order data in the dialog box 1RWLILFDWLRQ IRU 2UGHU. 4. Choose &RQWLQXH

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The system informs you that it has saved the maintenance notification and assigned it to the maintenance order. As a result of this, the maintenance notification has been given automatically the status "assigned to order" and "in process".

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1. Call up the maintenance order by choosing /RJLVWLFV 3ODQW PDLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ, and then 2UGHUV &KDQJH. The screen &KDQJH 30 2UGHU ,QLWLDO is displayed. 2. Enter the number of the maintenance order. If you do not know the number of the maintenance order that you want to process, the system provides the same selection function [Page 76] as for maintenance notifications. 3. Select the header data of the maintenance order with *RWR &HQWUDO KHDGHU. The screen &KDQJH 0DLQWHQDQFH 2UGHU &HQWUDO +HDGHU is displayed. 4. Call up the object list of the maintenance order with *RWR 2EMHFW OLVW. The screen 0DLQWDLQ 2EMHFW /LVW is displayed. There, several blocks are displayed. Each block contains fields for the maintenance notification number and the reference object numbers. Create the maintenance notification as described below.

You can also select the object list for the order directly by choosing /RJLVWLFV 3ODQW PDLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ 2UGHUV 2UGHU REMHFW OLVW. Enter the number of the maintenance order. Choose (QWHU The object list is displayed, but not as described above with the order header data screen. 5. You now have two options: 1RWLILFDWLRQ QXPEHU Known 3URFHGXUH Enter the number of the notification in the field 1RWLILFDWLRQ and choose (QWHU. If a reference object is specified in the maintenance notification, the reference object number and short text are now displayed in the object list. 1RW known Select *RWR 6HOHFWLRQ 6HOHFW 1RWLILFDWLRQ This takes you to the selection function [Page 76]. Enter the criteria and execute the program. Select the notifications you require in the list that appears and press &KRRVH 6. You can assign further maintenance notifications to the maintenance order. Enter one notification in each block of the object list as described above. 7. When you have entered all the maintenance notifications in the object list, save the data.

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The system saves the maintenance order, the object list and the maintenance notification(s). The system automatically enters the maintenance order number in the header data screens of the



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maintenance notifications contained in the maintenance order object list. The notification is also given the status $VVLJQHG WR DQ RUGHU.

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If you determine during the processing of a maintenance order that maintenance tasks need to be performed for which no maintenance notification yet exists, you can create a new maintenance notification from the object list of the maintenance order using the function &KDQJH RUGHU. This maintenance notification is automatically assigned to the maintenance order as soon as you save it. For more information on the functions in the object list of the maintenance order, see 30  0DLQWHQDQFH 2UGHUV.

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1. Call up the maintenance order by choosing /RJLVWLFV 3ODQW PDLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ, and then 2UGHUV &KDQJH. The screen &KDQJH 30 2UGHU ,QLWLDO is displayed. 2. Enter the number of the maintenance order. If you do not know the number of the maintenance order that you want to process, the system provides the same selection function as for maintenance notifications (see Selecting Maintenance Notifications [Page 76]. 3. Select the header data of the maintenance order with *RWR &HQWUDO KHDGHU. This takes you to the screen &KDQJH 0DLQWHQDQFH 2UGHU Central Header. 4. Call up the object list of the maintenance order with *RWR 2EMHFW OLVW. The screen 0DLQWDLQ 2EMHFW /LVW is displayed. There, several blocks are displayed. Each block contains fields for the maintenance notification number and the reference object numbers. 5. Position the cursor in one of the blocks of the object list, and choose (GLW 1HZ HQWU\ $FWLYLW\ UHSRUW.

If you want to create the new maintenance notification for a particular reference object, you can enter the number in the appropriate object list fields. It will then automatically be copied to the new notification. You see the VFUHHQ &UHDWH 0DLQWHQDQFH 1RWLILFDWLRQ $FWLYLW\ 5HSRUW. 6. Create the activity report in the usual way. 7. You return to the object list of the maintenance order. If you had entered a reference object in the maintenance notification, this is displayed with its number and short text in the object list. 8. You can now assign further notifications to the order. 9. Save the data.

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The system saves the maintenance order, the object list and the maintenance notification(s). It enters the number of the maintenance order in the maintenance notifications. The notification is also given the status "assigned to an order".

If you used these options to assign the notification and order to one another, you can delete the allocation (see Deleting the Assignment of a Maintenance Notification to a Maintenance Order [Page 66]).

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It is possible that a maintenance notification was inadvertently assigned to a maintenance order. If you do not want a maintenance notification to be assigned to a particular maintenance order any more, you must delete this assignment from the maintenance notification.

You can only delete an assignment if the maintenance order was not created with reference to the maintenance notification, that is, if the order and the notification were created independently of each other and were subsequently assigned to each other. If the order was created with reference to a notification, the system informs you of this. You can no longer delete an assignment once the order is complete.

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1. Call up the header data screen for the maintenance notification in the change mode. The screen &KDQJH 30 1RWLILFDWLRQ 1RWLILFDWLRQ 7\SH! LV GLVSOD\HG 2. Choose 30 QRWLILFDWLRQ )XQFWLRQV 2UGHU 'HOHWH DVVLJQPHQW The systems displays a confirmation prompt. 3. Confirm that you want to delete the assignment. The system deletes the assignment.



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A task that was requested by a notification is to be executed at a future date that has already been defined. For this reason, the notification should be postponed until this date.

A task can only be performed when a technical system has been shut down. A deferred revision of the technical system could be chosen for performing the task.

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If the postponed tasks for this date are to be checked, planned again, and put in process, you as a maintenance planner - can use the notification status and selection functions for maintenance notifications to request and evaluate a list of all relevant maintenance notifications.

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Call up the notification in the Change mode, and choose 30 QRWLILFDWLRQ )XQFWLRQV 3RVWSRQH The field 6WDWXV now displays the abbreviation for the status "postponed".

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Completion means that the maintenance notification is transferred with particular data to the maintenance history. There, the data is available to you for evaluating past tasks and planning future ones. Some companies use the term "archiving" instead of "completion".

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the data that comes from the notifications is copied to the notification history [Page 70].

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You should only complete a notification once it has been processed completely. This means the following: All the data relating to the reference object of the notification has been entered, and is correct. All relevant item data has been entered and is correct. All relevant task data has been entered and is correct. All tasks have been completed or released; there are no more outstanding notifications. All technical data relating to machine breakdown and availability has been entered and is correct.

The history can only be compiled in such a way that it can be used for future evaluations, once the notifications contain this data.

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When you complete a notification, the following occurs: The reference time is determined. The system bases this on the data in the notification but you can overwrite it. The reference time is the date and time at which the notification is listed in the history with the location and account assignment data valid specifically for the reference object. The system enters the notification in the history with the exact location and account assignment data that was valid for the reference object at the reference time. The notification is now blocked for changes, in other words, you can no longer change the notification data.

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There are two ways of completing a maintenance notification: You can complete it directly in the change function (see Completing a Maintenance Notification Directly [Page 71]).



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You can complete it from the order to which it is assigned (see Completing the PM Notification from the Order [Page 72]).

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The notification history contains important object-related technical data, in other words, it contains information for each object regarding the malfunctions that occurred, the causes of these malfunctions, which findings were to be noted and which maintenance activities were performed. The maintenance notifications form the basis of the notification history. Technical maintenance data can only be stored for long periods of time if maintenance notifications are used. The maintenance history, together with the usage history (master data) and the order history (processing data), form the maintenance history. For more information on the maintenance history, see 30  0DLQWHQDQFH +LVWRU\

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The following table illustrates which data is transferred to which part of the maintenance history: 'DWD Master sketches Accessories Functional location Maintenance order Costs Materials Working methods Order history 6HFWLRQ RI WKH PDLQWHQDQFH KLVWRU\ Usage history

Maintenance notification

Notification history



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1. Call up the notification in the change mode. 2. In any of the notification screens, choose 30 QRWLILFDWLRQ )XQFWLRQV &RPSOHWH. The dialog box &RPSOHWH is displayed. 3. Check the information. Change it where necessary. 4. Choose &RPSOHWH The notification now has the status FRPSOHWH. 5. Save the notification using 30 QRWLILFDWLRQV 6DYH

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1. Choose /RJLVWLFV 3ODQW PDLQWHQDQFH 0DLQWHQDQFH SURFHVVLQJ, and then 2UGHUV &KDQJH. 2. Enter the order number and call up the header data screen or the operation overview. For information on how to enter technical findings when completing the order, see Entering Technical Findings [Page 74]. 3. Choose 2UGHU )XQFWLRQV &RPSOHWH &RPSOHWH WHFKQ. The dialog box &RPSOHWH is displayed. 4. Check the information in the dialog box and change it where necessary. If you want to complete the notifications contained in the object list at the same time, choose &RPSOHWH QRWLILFDWLRQV 5. Choose &RPSOHWH The system completes the order technically, assigns the relevant status to it, and saves it. It completes all notifications with the appropriate status. If assigned notifications cannot be completed, a message is displayed by the system informing you of this. 6. Process these notifications accordingly and then complete them. You can do this either directly with the change function for notifications, or from the order. As before, call up the order using the change function, and choose 2UGHU )XQFWLRQV &RPSOHWH &RPSOHWH QRWLILFDWLRQV Once you save the order, the outstanding notifications are also completed.



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If you have completed a notification and then later realize that data still has to be entered or changed for it, you can put the notification in process again.

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1. Call up the notification in the change mode. 2. In any of the notification screens, choose 30 QRWLILFDWLRQ )XQFWLRQV ,Q SURFHVV DJDLQ. The system unlocks all fields, and you can make entries in them again. The notification now has the status ,Q SURFHVV again. 3. Save the notification.

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Technical findings, such as data regarding system downtimes, system statuses, and tasks are stored in the maintenance notification. However, you usually enter this data immediately before completing a maintenance order.

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You have created a maintenance order on the basis of a maintenance notification. When completing the order, perform the following: 1. Call up the order object list for processing from the notification. If a notification has not yet been assigned to the order, you can find and assign the notification by selecting the pushbutton 1RWLI VHOHFWLRQ. You go to the maintenance notification that is assigned to the order. 2. Enter the technical findings in the maintenance notification and save the data. The system saves both the maintenance notification and the maintenance order.

1RWLILFDWLRQ 'RHV 1RW ([LVW <HW

You have created a maintenance order directly, and this means that no maintenance order exists yet. When completing the order, perform the following: 1. From the order object list, choose (GLW &UHDWH QRWLILFDWLRQ. The system creates automatically a maintenance notification for the selected object in the order object list, and copies all relevant data from the maintenance order. 2. Enter the technical findings in the maintenance notification and save the data. The system saves both the maintenance notification and the maintenance order. 6HH DOVR Processing Different Notification Data [Page 21] Entering Tasks [Page 32]



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You may want to delete one or more notifications (for example, because the malfunction reported is covered by another malfunction report, or because an activity report was inadvertently entered twice). However, you cannot delete a notification directly in dialog mode. Usually you set a deletion flag, which informs the system that this notification can be deleted. At certain intervals, an archiving program will be started in your company. This program will check the notifications with deletion flags, convert the deletion flags to deletion indicators, and then finally delete them from the database and copy them to an archive.

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Before you delete a notification, you should make sure that it is no longer needed.

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You can no longer change a notification once it has a deletion flag. It is assigned the statuses 'HOHWLRQ IODJ and &RPSOHWH. You can now only display it. For more information on notification statuses, see Status Management [Page 84]. The individual tasks for the notification are also flagged for deletion when you set the deletion flag in the notification header. The deletion flag can be reset as long as it has not been converted to a deletion indicator.

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To set the deletion flag, call up the header data screen for the notification in change mode, and choose 30 QRWLILFDWLRQ )XQFWLRQV 'HOHWLRQ IODJ 6HW. To reset the deletion flag, choose 30 QRWLILFDWLRQ )XQFWLRQV 'HOHWLRQ IODJ 5HVHW.

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Archiving Maintenance Notifications (PM-WOC) [Ext.] Archiving Service Notifications (PM-SMA-SC) [Ext.]

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There are a number of occasions when you will need system support in selecting maintenance notifications, tasks and items, including the following: You want to change or display a particular maintenance notification but do not know the number. You want to change or display several maintenance notifications with particular characteristics. You want to perform specific functions simultaneously for several maintenance notifications, that have particular characteristics. You want to obtain an overview of all notification tasks that fulfill certain criteria. You want a list of all notification items that fulfill certain criteria.

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As a result of the search you obtain: Either a specific maintenance notification that the system offers directly for editing or displaying, or A list of several maintenance notifications, from which you can select one or more notifications for editing or displaying

You can display the notifications as either a single or a multiple-level list. For more information, see Working With Lists [Ext.].



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In the change mode of the list editing function, you can also select several notifications at once, and immediately perform a particular function for each of the notifications selected, in other words, without having to select each of the individual processing screens of the notifications separately.

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For example, it is possible to perform simultaneously the following functions for several notifications: Print Put in process Complete

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In the list that you generate using the list editing function [Ext.], select the required notifications and call up the functions as follows: )XQFWLRQ Print notifications Put notifications in process Postpone notifications Complete notifications Create an order for several notifications 0HQX SDWK 1RWLILFDWLRQ 3ULQW QRWLILFDWLRQ 1RWLILFDWLRQ 3XW LQ SURFHVV Putting Maintenance Notifications in Process [Page 56] :KDW \RX VKRXOG NQRZ

1RWLILFDWLRQ 3RVWSRQH 1RWLILFDWLRQ &RPSOHWH 1RWLILFDWLRQ &UHDWH RUGHU Completing Notifications [Page 68] The system creates RQH order for DOO selected notifications. Creating an Order for Several Notifications [Page 78]

Download notifications

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1. Call up a list of notifications that have been created using list editing [Ext.]. The notifications have the same reference object 2. Select the notifications that you want to create an order for, and choose 1RWLILFDWLRQ &UHDWH RUGHU. The screen &UHDWH 30 2UGHU ,QLWLDO is displayed. The system proposes the reference object of the maintenance notifications. 3. When you select the header data screen of the order, the system copies further object data to the order. The notifications that you selected in the list for order creation are automatically copied to the order object list. Save the newly-created maintenance order with 2UGHU 6DYH

0DLQWHQDQFH 1RWLILFDWLRQV +DYH 'LIIHUHQW 5HIHUHQFH 2EMHFWV

1. Call up a list of notifications that have been created using list editing [Ext.]. The maintenance notifications have different reference objects 2. Select the notifications that you want to create an order for, and choose 1RWLILFDWLRQ &UHDWH RUGHU. The VFUHHQ &UHDWH 30 2UGHU ,QLWLDO is displayed The system does QRW propose any objects. The maintenance notifications that you selected in the list for order creation are automatically copied with their reference objects to the order object list. 3. Make all the necessary entries in the initial screen and in the header data screen of the maintenance order. If necessary, you can copy one of the reference objects in the object list to the order header, as the main object of the maintenance order. 4. Save the newly-created maintenance order with 2UGHU 6DYH



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1. Choose Logistics Plant maintenance PM processing. The 0DLQWHQDQFH 3URFHVVLQJ screen is displayed. 2. Choose the required function: )XQFWLRQ Select items Select tasks Select activities 0HQX SDWK 1RWLILFDWLRQV /LVW RI LWHPV &KDQJH'LVSOD\! 1RWLILFDWLRQV /LVW RI WDVNV &KDQJH'LVSOD\! 1RWLILFDWLRQV /LVW RI DFWLYLWLHV &KDQJH'LVSOD\!

3. Enter the criteria according to which you want the system to search for the items, tasks or activities in the fields provided. The selection is performed in exactly the same way as described in Working With Lists [Ext.].

You use the selection criteria 5HIHUHQFH ILHOG IRU PRQLWRU to determine which criteria the monitor column refers to in the list that is to be generated. 4. When you have made all the necessary entries, choose 3URJUDP ([HFXWH or, if you want the list printed out, 3URJUDP ([HFXWH DQG SULQW. A list is displayed, that contains all maintenance notifications that meet the specified criteria.

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From here you can do the following: Call up notifications If you want to display or process data of the notifications, items, tasks or activities, call up one of the available menu functions. You call up the notification data screens with the menu *RWR and the functions for processing the notification with the menu 1RWLILFDWLRQ Display portfolio graphics [Page 80] Display graphics [Page 81]

The monitor column shows which notifications, items, tasks or actions are escalating, meaning which notifications, items, tasks or activities should already be in process or completed by now, but are not. The notifications, items, tasks or activities with a red light are critical and should be processed as top priority.

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If you want to see the selection statistics, call /LVW 3RUWIROLR JUDSKLFV.... The system displays a graphic illustrating the relationship between the column selected and the total number of notifications and/or notification items. For more information, see %&  6$3 *UDSKLFV 8VHUV *XLGH.



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If you want to display a frequency distribution graphic for a particular object, select the column and select /LVW *UDSKLF The system displays a graphic of the frequency distribution. For more information, see %&  6$3 *UDSKLFV 8VHUV *XLGH.

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The data of completed maintenance notifications and orders is of great importance for the effective planning of future maintenance activities, and for a meaningful analysis of past problems, malfunctions and activities. This data is stored on a long-term basis in the maintenance history, where it is available for evaluations.

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The following options are available to you in the R/3 System for evaluating maintenance data: You can evaluate maintenance notifications separately (see below, and 30 0DLQWHQDQFH +LVWRU\ for historical notifications). You can evaluate maintenance orders separately (see 30 0DLQWHQDQFH 2UGHUV ). You can perform a comprehensive evaluation of maintenance processes using key figures (see /RJLVWLFV ,QIRUPDWLRQ 6\VWHP).

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The analysis of past maintenance activities, especially those prompted by a malfunction, is of great importance for the smooth processing of the business transaction. Only in this way can weak points be recognized and the appropriate measures taken to avoid the same or similar malfunctions reoccurring. :HDN SRLQW DQDO\VLV If the analysis of malfunction reports reveals that among the same objects, those that were manufactured in a particular year break down the most frequently, then you should consider exchanging those objects specifically. If the analysis of the malfunction reports reveals, for example, that the gaskets always become porous after a particular period of operation, then you should ensure that these gaskets are always replaced shortly before the end of this time period as a preventive measure. You should perform evaluations of this sort using the Plant Maintenance Information System. There, you can obtain meaningful results with little effort, as all the important key figures are already defined. 0DLQWHQDQFH 1RWLILFDWLRQV DV D %DVLV IRU 3ODQQLQJ Historical maintenance notifications can actively support you as a maintenance planner during the processing and planning of new maintenance notifications, as they can help you to answer the following questions: Has a similar malfunction occurred before? Has a similar request been made before? How was the maintenance notification processed in the corresponding order at that time? What maintenance task lists and work centers were used? How long did it take to process? What were the ensuing costs?



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If there has already been a similar malfunction report or maintenance request in the past, then you can use the maintenance notification that was created at that time, as the basis for planning the new maintenance notification.

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1. In the 0DLQWHQDQFH 3URFHVVLQJ screen, you have the following options for analyzing maintenance notifications:   1RWLILFDWLRQV /LVW HGLWLQJ 5HTXLUHG SURFHVVLQJ PRGH! +LVWRU\ 1RWLILFDWLRQ OLVW  5HTXLUHG SURFHVVLQJ PRGH!

2. Select the field FRPSOHWHG in the first line of selection criteria. Enter all further relevant criteria and start the evaluation.

You can perform the evaluation of maintenance data either for a particular technical object, for a number of particular objects, or also evaluate data independently of individual objects. However, when doing this, you should note that evaluations with selection criteria other than technical objects can sometimes have very long runtimes, because the system can no longer directly access the history using the object numbers.

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The individual processing steps during the planning and execution stages for maintenance notifications and orders, represent business transactions in the system that a user performs for the maintenance notification or order. Each of these business transactions is documented in the R/3 System by means of a status. Only a few of the possible statuses need to be set at a particular point in time. If one of these statuses is missing, the system refers you to it before you can perform any further functions. This section describes status management for maintenance notifications. Status management for maintenance orders is described in 30 0DLQWHQDQFH 2UGHUV. A maintenance notification can have two types of status: 6\VWHP VWDWXV System statuses are set when you perform a particular function for the maintenance notification. For example, you perform the system function "Print PM notification", which sets the status SULQWHG for the maintenance notification. 8VHU VWDWXV User statuses enable you to further limit the functions that are permitted for a maintenance notification, due to a system status. You can assign and delete user statuses directly if you have the authorization for doing this.

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System statuses are preset by the R/3 System and cannot be changed. User statuses are defined by the system administrator within a status profile for notifications, in Customizing for Plant Maintenance.



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To execute the individual functions in the table, call up the notification header in the change or display mode. )XQFWLRQ Calling up status information in the notification header 0HQX SDWK :KDW \RX VKRXOG NQRZ The current system status of the notification is displayed in the field 6WDWXV of the notification header. You can see in which processing phase the notification is. If there is also a user status for the notification, the corresponding information is also displayed. The field 6WDWXV also contains the task status [Page 33]. As long as at least one notification task is still RXWVWDQGLQJ or has been UHOHDVHG, the status field contains the status 2XWVWDQGLQJ WDVNV H[LVWV. While this status is set, you cannot complete the notification. Displaying system status and user status with short text ([WUDV 6WDWXV All active statuses of the notification are displayed in the columns 6\VWHP VWDWXV and/or 8VHU VWDWXV If no user statuses were issued for the notification, this column is not displayed. If individual statuses are described by a long text, you can call this up with ([WUDV /RQJ WH[W. Displaying status overview ([WUDV 6WDWXV, and then ([WUDV 2YHUYLHZ You can see which processing steps have already been performed. All active and inactive system and user statuses for the notification are displayed. Displaying statuses that can be assigned ([WUDV 6WDWXV, and then ([WUDV %XVLQHVV WUDQVDFWLRQV You can see which processing steps are currently allowed or not allowed. By selecting 7UDQVDFWLRQ DQDO\VLV, you can find out which business transactions resulted in which statuses.

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The system status of a notification is always assigned automatically when you perform the corresponding functions.

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1. Call up the notification header in the create or change mode. 2. The following table shows a number of statuses and the function that results in the status being set: Status Notification printed Notification in process Order assigned Menu path 30 QRWLILFDWLRQ 3ULQW QQ! 30 QRWLILFDWLRQ )XQFWLRQV 3XW LQ SURFHVV 30 QRWLILFDWLRQ )XQFWLRQV 2UGHU $VVLJQ 30 QRWLILFDWLRQ )XQFWLRQV &RPSOHWH See Shop Papers for Maintenance Notifications [Page 46] Putting Maintenance Notifications in Process [Page 56] Assignment of Maintenance Notifications to Maintenance Orders [Page 57] Completing Maintenance Notifications [Page 68]

Notification completed



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1. Call up the notification in the change mode. 2. Choose Extras Status. The screen &KDQJH 6WDWXV is displayed. 3. Place the cursor on the column 8VHU VWDWXV and choose (GLW 6HW XVHU VWDWXV The dialog box 8VHU 6WDWXVHV $OORZHG is displayed. 4. Select the required user status and press 6HW VWDWXV. You return to the &KDQJH 6WDWXV screen. The new status is set in the column 8VHU VWDWXV. 5. Save the change to the notification.

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1. Call up the notification in the change mode. 2. Choose Extras Status. The screen &KDQJH 6WDWXV is displayed. 3. Place the cursor on the status and choose (GLW 'HOHWH XVHU VWDWXV. The system deletes the user status. 4. Save the change to the notification.



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