PM End User Manual PDF

End User Manual
Title: SAP PM
Module: PLANT MAINTENANCE
Release: ECC 6.0
Created by: RAVINDER KUMAR
Created on: 23 Nov10
Project Sarthak
Table of Content.
Last changed on: Last changed by: Version: Page:
(23/11/2010) RAVINDER KUMAR 1.0 1 of 241

End User Manual
Title: SAP PM
Release: ECC 6.0
S.No. Page No.
1. Introduction ............................................................................................................ 4
2. Getting Started ....................................................................................................... 6
3. Master Data .......................................................................................................... 18
3.1 Functional Location ................................................................................................................... 18
3.2 Equipment .................................................................................................................................. 29
3.3 Equipment Bill of Material ........................................................................................................ 43
3.4 General maintenance Task lists .................................................................................................. 50
3.5 Work Permit ............................................................................................................................... 59
3.6 Characteristic ............................................................................................................................. 67
3.7 Measuring Points ....................................................................................................................... 71
3.8 Work Center ............................................................................................................................... 80
3.9 Maintenance Planning ................................................................................................................ 85
3.10 Maintenance Plan Scheduling .................................................................................................... 92
4. Maintenance Processing .................................................................................... 102
4.1 Measuring documents .............................................................................................................. 102
4.2 Breakdown Maintenance Process: ........................................................................................... 123
4.3 Preventive Maintenance ........................................................................................................... 160
4.4 Regular Maintenance : ............................................................................................................. 203
4.5 Calibration Process: ................................................................................................................. 209
5. Plant Maintenance Information System .......................................................... 217
5.1 Standard Reports ...................................................................................................................... 217

End User Manual
Title: SAP PM
Release: ECC 6.0

End User Manual
Title: SAP PM
Release: ECC 6.0
1. Introduction
SAP R/3 is an integrated and industry-independent standard software which

covers integrates and connects all functional areas in a business. SAP AG defines
integration as "defined communication". Although R/3 is designed for complete
integration, it can also be used for a couple of business areas.
SAP is the abbreviation for Systems Applications and Products in Data

Processing.
The purpose of this document is to provide an overview of SAP PM Functionality and

the details of how the transactions are carried out in SAP R/3.
The document has been organized as follows;
Master data maintenance required for PM module is covered first. Master data
maintenance is the most important aspect as these data affects all the transaction
where that Master data is used. It is very much controlled by authorizations as per
the policy of the company.
As a PM user, you will be using various transactions to replicate day-to-day work
in SAP R/3. So all the transactions, which are relevant to you for carrying out
Plant Maintenance activities, are covered in this.

End User Manual
Title: SAP PM
Release: ECC 6.0
Master data maintenance and transaction processes are explained with the help of
SAP screen Shots. This will help you in executing the same perfectly.

End User Manual
Title: SAP PM
Release: ECC 6.0
2. Getting Started
LOG ON:
Select SAP Log in Icon
On PC Desktop & press enter key or double click,
Or follow the menu path as shown in following screen:

End User Manual
Title: SAP PM
Release: ECC 6.0
The following screen will appear.

End User Manual
Title: SAP PM
Release: ECC 6.0
Select Server and click on Log on icon
Logging onto the SAP R/3 system
Sap R/3 systems are client systems. The client enables you to run
several business operations at the same time in one SAP R/3 system.
Client is, in organizational terms, an independent unit in the system.
Clients have their own data environment and therefore their own user
master and transaction data, assigned user master records and chart
off accounts and specific customizing parameters.
So that you log on to SAP R/3 system, you must have a master record
created for you for corresponding client. For reasons of access

End User Manual
Title: SAP PM
Release: ECC 6.0
protection, you must enter a password when you log onto the sap
system. The system does not display the password you enter.
SAP R/3 system is available in several languages. Use the language
input field to select the logon language for each session.
Elements of the screen layout
Command Field: Use command field (hidden as default) to go to

applications directly by entering the transaction code.
Standard Tool Bar: the push buttons in the standard tool bar are found
on every screen in an SAP R/3 system. Any push buttons that cannot
be used in a particular application are grayed out. If you place your

End User Manual
Title: SAP PM
Release: ECC 6.0
cursor on a push button for a while the system displays a quick info text
that explains the push button function.
The Application Tool bar: shows which functions are available in the
current application.
A Tab page: provides a clearer overview of several information screens
Status bar: the status bar displays information on the current system
status, for example. Warning or error messages
Menu bar: the menus shown here depend on which application you are
working in.
Title bar: the title bar displays the functions that are available for the
user.
Checkboxes: checkboxes enable you to select several options
simultaneously within a group.
Radio Buttons: allow you to choose exactly one item form a selection.

End User Manual
Title: SAP PM
Release: ECC 6.0
The below shown screen gives you a detail explanation.
Menu
bar Standard
toolbar
Title bar
Command
Application
toolbar
Tab Page
Input Fields
Check
boxes,
Radio
Buttons
Status
bar
SAP Easy Access
Sap easy access is the standard entry screen displayed after the logon.
You navigate through the system using the tree structure.

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Title: SAP PM
Release: ECC 6.0
You are greeted by your

logo in the right-hand
part of the window
Selecting Functions
You can call functions in the system as follows
o Menu Option
o Favourites
o Entry in the SAP easy Access menu
/n ends the current session
/i delets the current session
/oCV01N opens a new session and branches out to the transaction
specified (CV01N)

End User Manual
Title: SAP PM
Release: ECC 6.0
By entering search_sap_menu in the command field, you can

display menu paths for the desired SAP transaction.
Command Field
Menu
SAP easy Access and Favorite

List
Field help : F1 and F4
Use F1 to display an explanation of fields, menus, functions and

messages.
F1 Help also provides technical information on the relevant field.

End User Manual
Title: SAP PM
Release: ECC 6.0
F1 Help
Use F4 to display possible inputs . you can also access F4 help for a
selected field using the button immediately to the right of that field.

End User Manual
Title: SAP PM
Release: ECC 6.0
F4 help
User Specific Personalization
The end user has many possibilities for personalizing the system. For
example as shown in the screen below.

End User Manual
Title: SAP PM
Release: ECC 6.0
SAP Symbols or icons
Keyboard Keyboard
Button Description Button Description
Shortcut Shortcut
Ctrl + Page First page

Enter Key Enter/Continue
Up
Save to
Ctrl + S Page Up Previous page
database

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Title: SAP PM
Release: ECC 6.0
Next page
F3 Back Page Down
Exit System Ctrl + Page

Shift + F3 Last page
Task Down
Create New
F12 Cancel None session
Create shortcut
Ctrl + P Print None
on Desktop
F1 Help
Ctrl + F Find F1
Customize Local
Ctrl + G Find next Alt + F12
Layout

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Title: SAP PM
Release: ECC 6.0
3. Master Data
3.1 Functional Location
Functional locations are elements of a technical structure (for example, functional
units within a system). Functional locations can be created according to the
hierarchy, and can be structured based on the following criteria:
Functional
Process-related
Spatial
Each functional location is managed independently in the system, to :
Manage individual data from a maintenance perspective for the object
Perform individual maintenance tasks for the object
Keep a record of the maintenance tasks performed for the object
Collect and evaluate data over a long period of time for the object
Trigger:
Functional locations need to be structured according to functional, process-related or
spatial criteria. Whenever any new location identified we need to create Functional
location.
BUSINESS PROCESS PROCEDURE OVERVIEW

A functional location is an organizational unit to structure the maintenance objects of a
company according to functional, process-related or spatial criteria.

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A functional location represents the place at which equipment(s) can be installed and a
maintenance task is to be performed.
Output Results Comments

Functional location created
Procedural Steps
ID: PM Title: Maintaining of Master data functional

location
Business process: Functional Location
Transaction code: Menu path: Logistics Plant maintenance
IL01, IL02 Management of Technical Objects functional
location Create (IL01)

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Title: SAP PM
Release: ECC 6.0
Description:
Use this transaction for creating structured location
Double CLICK on selected line or press Enter to get following screen

End User Manual
Title: SAP PM
Release: ECC 6.0
Instructions
In the initial screen, enter the values in the following fields:
Field name Required User action and allowed values

/
Optional
Functional location R Functional location code is to be entered as per
the structure
Structure indicator R Structure of func. With hierarchy level
Fuct. loc. cat. R Type of fictional loc.
Press enter key or click on icon

End User Manual
Title: SAP PM
Release: ECC 6.0

/
Optional
Description R Functional Location. Name is to be entered
(40characters). If the name exceeds, use long
text.
Ensure General data screen is open or click on GENERAL TAB

/

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Optional
Weight O Weight of the Functional Location

Size O Size of the Functional Location
Start up date O Actual start date of usage
Acquisition value O Value of the Functional Location at the time of
acquiring
Acquisition date O Date on which the Functional Location was
acquired
Manufacturer O Manufacturer of the Functional Location
Manufacturing O Country, where the Functional Location was
country manufactured
Model number O Model number of the Functional Location
supplied by the manufacturer
Constr. Yr/mth O Year and month of Functional Location
constructed
Manuf Part No. O Part number of the Functional Location as
Manuf Serial No. O Serial number of the Functional Location as
After entering required data click on LOCATION TAB

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/
Optional
Maintenance plant O Maintenance plant, where the Functional
Location is located
Location O Location of the Functional Location, for ex:
Building where it is installed.

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Title: SAP PM
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/
Optional
Plant section O Further low level identification of location.
Work center O Production work center, for blocking from
production during maintenance work.
ABC Indic O As detailed below :
After entering required data click on ORGANISATION TAB
TO GET FOLLOWING SCREEN :

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/
Optional
Company code R R/3 will copy the respective company of the
maintenance plant.
Business area O For viewing profit and loss statement/area wise
costing.
Asset O Appropriate asset number should be assigned
to the Functional Location.
Cost center O All the costs incurred at the Functional Location
level are collected at these cost centers level.
Planning Plant O Maintenance planning plant, defaulted as that of
maintenance plant.
Planner group O Planner groups as per the maintenance
planning activities.
Maintenance work O Maintenance work center, currently represents
center the departments like ME, EE, IE, CE & SE
Catalog profile O For Functional Location history generation all
the codes are maintained in a catalog profile.

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After entering required data click on STRUCTURE TAB

You will reach the following screen

/
Optional
Functional Location O Functional location under which the Functional
Location is functioning.
Superior Functional O Superior Functional Location under which the
Location Functional Location is functioning.
Tech Ident. no O Technical identification number of the
Functional Location.
Const Type O Material of construction.

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Click on to Save and following message will be given by

the system
The Functional Location is saved.
Through transaction code IL02, required functional location can be opened for
editing
If Functional location installation is to be changed, click on icon

on structure tab, to get the following screen

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Title: SAP PM
Release: ECC 6.0
First dismantle the already existing installation and then input / select new
installation location and click on Enter / Continue icon
Click on to Save the changes made and following

message will be given by the system.
3.2 Equipment
A piece of equipment is an individual object that is to be maintained independently.
Each piece of equipment is managed independently in the system, so that you can:
Manage individual data from a maintenance perspective for the object
Perform individual maintenance tasks for the object
Keep a record of the maintenance tasks performed for the object
Collect and evaluate data over a long period of time for the object
Pieces of equipment can be installed and dismantled at functional locations. The

usage times for a piece of equipment at a functional location are documented over
the course of time.
Trigger:
Maintenance history needs to be captured for a physical technical object.Whenever
any new Machine/Computer etc. Purchased we need to create Equipment Master.
Correct Equipment Type has to be choosen always for proper functioning.

End User Manual
Title: SAP PM
Release: ECC 6.0

This document describes how to create Equipment for use in PM functions. Equipment
are master data to manage physical objects in PM and Customer Service. An
Equipment master data object must be created here before it may be associated with a
Functional Location object.
Output - Results Comments

Equipment Master created
ID: PM Title: Maintaining of Master data - Equipment

IE01, IE02, IE03, Management of Technical Objects Equipment
Create (IE01)

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Title: SAP PM
Release: ECC 6.0
Description:
Use this transaction for creating & maintaining Equipment
Double click or press Enter Key to reach the following screen

End User Manual
Title: SAP PM
Release: ECC 6.0
Instructions

End User Manual
Title: SAP PM
Release: ECC 6.0

/
Optional
Equipment No in put is required as system creates an
internal no,
Valid on R By default system proposes current date, one
can change to the appropriate valid from date.
Equipment category R Appropriate equipment category to be selected
from the list
REFERENCE
Equipment O Already existing equipment can be used to copy

the data
Material Not applicable this is required when a
material/equipment link is required

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Press Enter key or click on Enter / Continue icon to reach the following
screen
Enter the parameters as detailed below: in General screen

Screen fields data entry instruction:
/
Optional
Description R Equipment Name is to be entered
(40characters). If the name exceeds, use long
text.
Object type O Type of machine ex: select from list

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/
Optional
Weight O Weight of the equipment

Size O Size of the equipment
Start up date O Actual start date of usage
Acquisition value O Value of the equipment at the time of acquiring
Acquisition date O Date on which the equipment was acquired
Manufacturer O Manufacturer of the equipment
Manufacturing O Country, where the equipment was
country manufactured
Model number O Model number of the equipment supplied by the

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Title: SAP PM
Release: ECC 6.0

/
Optional
manufacturer
Constr. Yr/mth O Year and month of equipment constructed
Manuf Part No. O Part number of the equipment as supplied by
the manufacturer
Manuf Serial No. O Serial number of the equipment as supplied by
the manufacturer
Click on Location Tab to get the following

screen

End User Manual
Title: SAP PM
Release: ECC 6.0

/
Optional
Maintenance plant R Maintenance plant, where the equipment is
located
Location O Location of the equipment, for ex: Building
where it is installed.
Plant section R Further low level identification of location.

Work center O Production work center, for blocking from
production during maintenance work.
ABCD O As detailed below:
Indicator Strategy
A Critical
B Important
C Non-critical
Now Click on Organization tab to get the following

screen

End User Manual
Title: SAP PM
Release: ECC 6.0

/
Optional
Company code R R/3 will copy the respective company of the
maintenance plant.
Business area O For viewing profit and loss statement/area wise
costing.
Asset O Appropriate asset number should be assigned
to the equipment.
Cost center R All the costs incurred at the equipment level are
collected at these cost centers level.
Planning Plant O Maintenance planning plant, defaulted as that of
maintenance plant.

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/
Optional
center the departments like ME, EE, IE, CE & SE
Catalog profile O For equipment history generation all the codes
are maintained in a catalog profile.
Now Click on Structure tab to get the following screen
Click here for

Installation
at functional
location

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Title: SAP PM
Release: ECC 6.0

/
Optional
Functional Location O Functional location under which the equipment
is functioning.
Superior Equipment O Superior equipment under which the equipment
is functioning.
Tech Ident. no O Technical identification number of the
equipment.
Const Type O Material of construction.
The field in the Function location blank, so it is to be selected for the Hierarchy
Icon.
Click on icon on structure tab, to get the following

screen

End User Manual
Title: SAP PM
Release: ECC 6.0
First dismantle the already existing installation and then input / select new
installation location and click on Enter / Continue icon
If you select the Superior Equipment Instead of Functional Location then that
Equipment will be called SubEquipment.

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WARRANTY
END DATE
WARRANTY START DATE
Click on to Save the Equipment and following message

will be given by the system
Warranty is the commitment of the manufacturer, vendor, or retailer to guarantee

services to a customer either free-of-charge or only charged in part, over a certain
period of time.
Warranty details of equipment can be incorporated during equipment creation or can

be done in equipment data change transaction and can be viewed through display
mode
Whenever we try to create a notification or order, SAP system will alert with a
warning message with warranty details if the equipment is still under warranty [period

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To accommodate different warranty conditions against different warranty services, a

separate master warranty is to be created and the same is to be assigned to the
equipment master data

/
Optional
Master Warranty O N.A
Begin guarantee O Start date of warranty
Warranty end O End date of warranty
3.3 Equipment Bill of Material

A Bill Of Material (BOM) is a complete, formally structured list of the components
making up a technical object or an assembly. The list contains the object numbers of
the individual components together with their quantity and unit of measure. The
components can be stock or non-stock spares or assemblies, which in turn can be
described using maintenance BOMs.
BOMs are primarily used for the following purposes:
Structure description
BOM describes the structure of a technical object or material. Using maintenance

BOMs maintenance tasks can be planned
Assignment of spare parts
BOM is used in plant maintenance to assign spares for a technical object or

material. This is shown in the figure below:

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Trigger:
A piece of maintenance equipment requires a bill of material for maintenance
purposes.Whenever any Equipment created we can create its BOM for Structuring.
But Before creating Equipment BOM we need to create Material Master.

Create a bill of material for a piece of maintenance equipment to describe the
equipment components, maintenance requirements or the assignment of spare parts.

Equipment BOM created
ID: PM Title: Maintaining of Master data Equipment

Business process: Bill of Material
Transaction Menu path: Logistics Plant maintenance
code:IB01, IB02 Management of Technical Objects Bill of
materialEquipment BOMIB01 create

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Title: SAP PM
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Description:
Use this transaction for creating & maintaining Equipment bill of material
Press Enter key or use mouse double click to get following screen

End User Manual
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Equipment no
Plant
BOM
USAGE
Press enter key

/
Optional
Equipment R Select Equipment for which BoM is being
created
Plant R Enter plant
BOM usage R Select 4 for Plant Maintenance
Press Enter Key or Click on Enter / Continue icon

To get the following screen

End User Manual
Title: SAP PM
Release: ECC 6.0
Enter the parameters as detailed below : in Material screen

/
Optional
Item category R Select Item Category

End User Manual
Title: SAP PM
Release: ECC 6.0

/
Optional
Component R Select item code

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/
Optional
Component R System defaults description of selected

description component
Quantity R Enter installed quantity
Units R System defaults UOM of selected component
Click on to save the entered data

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Release: ECC 6.0
3.4 General maintenance Task lists

Task Lists.
Task list is defined as the set of work instructions that will help a maintenance
planner schedule his day-to-day job in a predefined manner
Maintenance task lists describe a sequence of individual maintenance activities,

which must be performed repeatedly within a company. Task lists are used to
standardize these recurring work sequences and to plan them more effectively.
Task lists can be grouped, for example in to two groups - "Inspection" and
"Mechanical Repairs".
The individual maintenance task lists within the group "Mechanical Repairs" and are
identified by the task list counter numbers 01 and 02 as shown in following fig.
General Maintenance Task List
This type of task list is generic in nature i.e. the same general task list can be
used both for equipment and functional location and also for more than one
equipment or functional location of the same type or different types.
Similar general task lists can be grouped and several individual general maintenance
task lists can be created.
General task lists can be used to reduce the time spent creating individual functional
location/equipment task lists.
Trigger:
Need to prepare a sequence of activities that must be repeatedly performed within a
company.

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Maintenance task lists describe a sequence of individual maintenance activities which
must be repeatedly performed within a company. They are used to standardize
repetitive work processes, to plan them more effectively, and to save time when
creating maintenance orders and maintenance plans.

General Task List created
For General Task Lists

ID: PM Title: Maintaining of Master data - Functional
location
Business process: General Task List
Transaction code: Menu path: Logistics Plant
IA05 maintenancepreventive maintenance Work
schedulingtask listGeneral maintenance Task
lists Create (IA05)

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Description:
Use this transaction for creating & maintaining General task list
Press Enter Key to get the following screen

End User Manual
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/
Optional
Group R Enter a group name (8 characters only)
Profile R PDIL
Key date R Date from which the task list is to be used

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Enter the field value according to the following table

/
Optional
Group CNTR R System defaults grp cntr is to be entered

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Work Center O Select responsible work center from the list
Usage O Select 4 for plant maintenance
R Select 4 for plant maintenance

Status

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Click on operation tab
Following screen can be viewed

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/
Optional
Work center R Select work center

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Plant code R Define plant code like for Noida Engineering=

1100
Ctrl key R Pm 01 for internal operations & PM 03 for

external operations
Operation O Describe the operation to be carried out
description
Work O System will automatically calculate by
calculation key
UN O Unit of measurement for mh
NO O No of persons required to perform the activity
Duration O Duration of Operation
Unit O Unit of measurement for duration
C O Calculation key 2 ( for calculating duration )
Repeat the same above operation for required no of activities
Select components tab for allotting spares required for that activity.

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Material O Select required item code

Qty O Enter the required qty
Click on to save the task list.
3.5 Work Permit

Permits are to ensure that special approval must be obtained before maintenance
orders are executed.
Permits can be assigned to the following objects:
Technical objects (functional locations and equipments)
Maintenance orders
Different types of work permit are required


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Permits can be grouped into permit categories, like

Work permit General jobs
Hot work permit - Hot job
Confined space work permit - permit to work at confined areas
High reach work permit-Permit to work at elevated places
Trigger:
A regulation or condition needing to be observed when maintenance work is being
performed.

A permit is a regulation or condition that must be observed when maintenance work
is to be performed on a technical object. The creation of the permit master record is
covered in this procedure.
The permit can be attached to a Functional Location, Equipment master, or directly to
a work order.
The requirement can be observed at the release or the completion of a work order.
The permit can only be for reference, provide a warning, or cause an error message
unless issued.

Permit master created Master record can be viewed again by selecting row
and choosing details.

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ID: PM Title: Maintaining of Master data Work Permits

Business process: Work permits
Transaction code: Menu path: Logistics Management of tech.
IPMD objects Environment IPMD permits
Select the transaction as shown in the following screen
Press enter key or double click to reach the following screen

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To view the next screen press Enter key or click on icon
AND THEN ON
to view the following screen :

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Enter the filed values as explained in following table :

/
Optional
Permit R Enter permit name
Text R Enter description of the permit
Category R Select category of permit from the list

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/
Optional
Order release O Select required control on order releasing from

the drop down list
1 while releasing order system will only warn

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/
Optional
about the issue of assigned permit to the order
2 Order release is possible after issuing the

permit only
(Blank) No need for issue of Permit
Order Completn O Select required control on order releasing from

the drop down list
1 while completing order system will only

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/
Optional
warn about the issue of assigned permit to the
order
2 Order completion is possible after issuing

the permit only
(Blank) No need for issue of Permit

Permit class R System defaults Permit class
Print O Select the Print
Not modifiable O N.A
Click on
If you want to write some more thing about the permit. You can use the
Long Text.
Maintain required permit instructions and click on ICON
Click on save button to save the Permit.

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3.6 Characteristic
The pre-requisite for creating a Measuring Point is characteristic.
Creation of a Characteristic:
The Pre-requisite for creating a characteristic is Unit of Measurement, and almost
all standard units of measurement are available in the system. If a standard Unit of
Measurement is not available, contact administrator for creation of the same.
Trigger:
Format need for characteristic values and the need to display characteristics when
classifying master data

List of characteristics Used to classify and identify objects

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/
Optional
Characteristics R Select characteristics & characteristic screen
appear & (If you want to change a Existing
Charecteristic) Select find by group & click. The
next screen appears & select plant maint. From
drop down list. If you want to create a new
characteristic please enter the new
characteristic name and then go to the menu
bar Charecteristic and click on new

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/
Optional

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/
Optional
After selecting the above screen double click

you get the following screen. Then select the
required characteristic & double click
Change no O If require fill

Validity O Select the date of validity from the calendar

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/
Optional
If the values are of standard type , values can be entered e.g., Speed of pumps
1500 RPM, 3000 RPM, 1000 RPM, 750 RPM etc.,
OR
If Make is a characteristic, the values could be Akay, KSB. Maag etc.,
Click on
The Characteristic is saved.
3.7 Measuring Points

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Measuring Points:
Measuring points in MY SAP ERP System describe the physical and/or logical
locations at which a condition is described (for example, the feed water temperature
of a boiler, or the number of run hours of a machine)
In Plant Maintenance, measuring points are located on technical objects, in other

words, on pieces of equipment or functional locations.
Measuring points are classified into:
Measuring points
Normal inspection points like temperature, pressure readings
Counters
Counter is a provision in my SAP ERP to represent the wear and tear of an object,
consumption, or the reduction of an objects useful life
Counters can be used to accumulate the readings like equipment run hours,
Energy
Consumption readings, etc.
Trigger:
A measurement or counter reading for any Equipment/ Functional location to capture
its current condition.
Business Process Procedure Overview

Measurement will be at a measuring point or a counter.

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Measurement Point created
Creation of Measuring Point :

Measuring Points can be created for Functional location and Equipment.
ID: PM Title: Maintaining of Master data - Equipment

Business process: 6.4.1.7 Measuring Points
Transaction Menu path: Logistics Plant maintenance
code:IK01 Management of Technical Objects
EnvironmentMeasuring pointCreate (IK01)

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Case 1 : Normal Measuring Point
As shown in the following screen, Select the transaction
Meas. Point category

/
Optional
Measurement R Select IEQ for equipment /IFL for Functional
Object Location. Now press enter key if corresponding
field is not displayed as per IEQ or IFL

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Optional
Equipment / fuct.loc R Equip/Flo code is to be selected
Meas Pnt Cat R Select required cato. Or use gen cato.
Measuring point O Select if measuring point is counter or leave
counter check box blank
Press Enter Key or click on Details icon to reach the following

screen

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Optional
Measurement O Position of the measuring point on the
Position equipment or functional location.
Characteristic R Characteristic for Unit of Measurement
Name
Description of the R Detailed description of the measuring point
measuring point
Target Value O Normal operating value should be entered:
Example: 10.0kg/cm2
Text O Text can be entered: Example: Pressure under
ambient condition.
If measuring point is normal measuring point and if data like max. and min. range is
to be given then click on Additional data tab. This data will determine for automatic
generation of notification whenever entered reading is beyond extreme limits.

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Additional data TAB
Go to : Additional data for entering Maximum and Minimum Values :

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Optional
Upper Range Limit O The Maximum pressure condition
Lower Range Limit O The Minimum pressure condition
Click on
The Measuring Point is saved.


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Case 2 : Measuring Point as Counter
Check this box if the

measuring point is a
counter

/
Optional
Measurement R Select IEQ for equipment /IFL for Functional
Object Location. Now press enter key if corresponding
field is not displayed as per IEQ or IFL
Equipment / fuct.loc R Equip/Flo code is to be selected
Meas Pnt Cat R Select required cato. Or use gen cato.
Measuring point R Select Check box

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Optional
counter check box
Press Enter Key to view the following screen
Counter over reading /

Reset value
Annual Estimate
Note : This is required for
Counter based planning

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Optional
Measurement O Position of the measuring point on the
Position equipment or functional location.
Characteristic R Characteristic for Unit of Measurement
Name
Description of the O Detailed description of the measuring point
measuring point
Counter Reading O Max displayable reading of the counter
Annual Estimate O Annual Estimate of readings
Click on
The Measuring Point (Counter) is saved.
3.8 Work Center

Trigger:
Need identified for a new Work Center within a plant.
Business Process Description Overview

A work center is an organizational unit that defines where and when an operation
should be carried out within a plant. A work center is unique within a plant. Work
centers can be machines, people or production lines. Operations that need to be
executed are defined on a task list and executed at the corresponding user assigned
work center. This transaction enables the user to create basic data, set defaults,
assignments, and define capacities and scheduling data pertinent to a work center.

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Work centers contain default values that are copied or referenced in operations at the
time of task list creation. They also contain costing, scheduling and capacity data
required for leadtime scheduling and capacity planning.

New work center within a plant

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3.9 Maintenance Planning
Maintenance Plan (Single Cycle):
Single cycle plan allows only one cycle frequency, whereas strategy plan allows
multiple frequencies.
Single cycle maintenance plan adopts exactly one time-based or performance

based maintenance cycle, with interval at which the maintenance plan should be
executed.
Trigger:
To plan maintenance events to occur in a regular, periodic manner, based on one
cycle parameter.

Maintenance plans merge the records of specific strategies, task lists, items and
measuring points (when necessary) to generate a recurring maintenance schedule for
the resultant orders which are copied from the task lists.
In addition, they can be used for condition-based maintenance which can generate
notifications or orders based on pre-established performance parameters.
There can be multiple maintenance items in a maintenance plan. A separate order will
generated from the plan for each item.

Maintenance plan is created. The outputs of all three types of maintenance plans

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are work orders (and notifications) automatically

created based on pre-established work requirements
and planning parameters. In addition, the upcoming
maintenance can be budgeted. You will be able to
look at what orders are coming due in up to the next
several days, months or years (scheduled calls). In
addition, you can use date monitoring to create the
orders as far in advance as necessary.
In this case, all the maintenance events produced
from this type of plan will be due with at the same time
and in the same frequency.
Refer to business process procedure Display
Maintenance Plan to verify results.
ID: PM Title: PREVENTIVE MAINTENANCE SINGLE CYCLE

PLAN
Business process: 6.4.2.2 Single cycle Maintenance Plan
IP41 Preventive maintenance Maintenance Planning
Maintenance Plans Create Single Cycle Plan
(IP41)

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Select the transaction and Double click or press Enter Key to reach the
following screen

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Optional
Maintenance Plan R Choose the Maintenance Plan Category:
Category Maintenance Order
Press Enter to get the following screen
In the screen, enter the values in the following fields:

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Optional
Maintenance plan R Enter appropriate description for the

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Optional
description maintenance plan. Ex: Periodic shutdown plan
for BI/BWM/01 SOP:BI0003
Cycle/unit R The maintenance period and the unit of period
should be entered. Ex: 2 mon, 30 day etc.
Cycle text O Enter proper text to describe the cycle duration.
Offset/unit O The time period by which the first scheduled call
object should be postponed.
Counter O If the maintenance activity is performance
based, counter should be used. Example
Number of operations/hrs a motor is run etc.
Reference object: O/R Reference object on which the maintenance
Functional Location activity should be carried out.
Reference object: O/R Reference object on which the maintenance
Equipment activity should be carried out. After selecting
equip press enter key so that system selects
data from master
Planning plant R Planning plant
Order type R Enter maintenance order type: Ex: PM02 on
which the maintenance call objects will be
created.
Main Work Center R Main Work Center
Business Area R Business Area
Task list O Assign a task list either general, equipment of

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Optional
functional location task list.
Click on icon to reach the following screen

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In the screen, enter the values in the following fields:

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Optional
Call horizon O % of scheduling period that should be
considered in planning. If nothing is mentioned
100% will be considered.
Scheduling period O Planning period during which call objects will be
created as per the cycle duration.
Start of cycle O Enter the date on which the planning cycle
should start.
Scheduling O If a day of a month is critical and cycle period is
indicator in months choose Time-key date other wise
choose Time. If only the working days are to be
considered, choose time-factory calendar.
Equipments O New equipments or functional locations that are
to be added in the same plan should be created
and added in the same plan.
Completion O If the fresh maintenance order to be created by
requirement the system after successful completion of the
previous maintenance order, then check
completion requirement check box.
In item overview all the maintenance items that are considered in the current
plan are displayed.
To add a counter for performance based preventive maintenance:

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Enter required counter no. in Counter Field
(Counter no. can also be searched using icon )
After entering all the planning data click on to save the plan
3.10 Maintenance Plan Scheduling

Maintenance Scheduling:
Scheduling for maintenance jobs as per prepared maintenance plans
During a schedule run, system schedules the planned dates and the call dates
Call date is the advance date of order generation by the system (as defined in
maintenance scheduling parameters) to facilitate maintenance planner to arrange
for execution of maintenance activity on planned date.
The call date is the date on which a maintenance order is created in the system.
This is determined by the call horizon of the maintenance plan.
Trigger:
To schedule the maintenance plan and monitor its progress, including making
scheduling modifications as necessary.

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Maintenance plans in SAP are designed to automatically generate calls for orders,
notifications, or service requests when the parameters attached to the item are met.
When an order is created, a request for the resources outlined in the order is made.
However, they are not reserved until the order is released. Once released an order may
have goods, labor, and services charged to it. Releasing a work order gives the others
the authority to reserve its resources, purchase additional ones, and start charging
costs. If you decide not to do this work you can release and technically complete the
order immediately.
Note:
The plan is constantly adjusting itself to keep consistent with the cycle lengths linked to
the items. Thus, each time a call is closed outside the cycle length and the associated
tolerances, the plan is adjusted accordingly. If this is a recurring practice, future
planned call dates will be fluctuate sporadically and could be difficult to keep track of.

A view of the scheduled calls
for a maintenance plan
ID: PM Title: PREVENTIVE MAINTENANCEMAINTENANCE

PLANNING

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Business process: Maintenance Scheduling

IP10 Preventive maintenance Maintenance Planning
Scheduling for Maintenance Plans Schedule
(IP10)
Select the transaction and Double click or press Enter Key to reach the following
screen

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Optional
Maintenance Plan R Select the Maintenance Plan from the list
Press Enter key or click on Enter / Continue icon to get the following screen
and then Click on the Start or the start in cycle Push button as per Requirement.

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The plan is ready for a schedule run. Press start button to Run Scheduling from the
Start. If you want to Start the Plan from within the Cycle then one needs to use Start
in Cycle.
Use Start when Use Start in Cycle

you need to start when you need to
the Plan from the start the Plan from
Start of the Cycle. with in the cycle.
The Following Screen appears.

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Click on Scheduling
Overview.
The scheduled call object will be displayed as above. If the overview list is to be
analyzed click on
Scheduling overview list. Release the scheduled plan for creating the
maintenance orders. The
Overview will appear as below

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For list displays of schedule plans and call objects:
Use the following transactions for various list displays;
Trigger:
To list the scheduled calls for a maintenance plan or group of plans

To view the scheduled calls for a maintenance plan in a list format

List of scheduled calls for
review

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For viewing plan / execution status select transaction IP24 and press Enter
key to reach the
Following screen

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Select by maint plan category as PM (or use the available fields for
different search criteria)
click on to view the following screen

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Calibration process is as same as Preventive maintenance in PDIL Case.

So Kindly follow the same Process.( Only maintenane Order type, Planner
Group, Work Center will be changed as per the Calibration)

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4. Maintenance Processing
4.1 Measuring documents
Measurement readings are to be taken at measuring points in particular
measurement units at particular intervals. (For example, the feed water temperature
in degrees Celsius of the boiler daily at 6.00 am)
Measurement readings describe a condition at a measuring point at a particular

point in time, and represent the transaction data for measuring points in the MY
SAP ERP System. They are documented in the form of measurement documents.
An optimum value for a particular measuring point to which the device concerned is
calibrated can be maintained as a target value for the measuring point.
Creation of Measuring Document:

Measuring documents can be created for Functional location & equipment measuring
points.
Trigger:
A measurement or counter reading from a measurement point needs to be entered
into the system.

After a measurement has been taken at a measuring point or a counter, the data needs
to be entered into the system. A measurement document comprises the data entered in
the system

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Measurement Document Document may be verified by running transaction IK13

created (display measurement document). Refer to business
process procedure Display Measurement Document
to verify results.
Case 1 : Normal Measuring Point

IK11 Management of Technical Objects functional
location/equipment measuring document create
(IK11).

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Optional
Measurement point R Select the measuring point on which the
measuring point to be entered

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Optional
Measurement time R Enter date & time when measurement is taken

Read by R Enter the name of person who has taken
reading .
Press Enter Key
Case 1- if the measuring point is a counter following screen will appear as

below

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Optional
Counter reading R Either counter or difference reading has to be
entered to calculate the second parameter
Enter the display reading of counter if the
physical counter is maintained press enter to
calculate difference of reading in the system

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Optional
Counter reading R Either counter or difference reading has to be
Enter the display reading of counter if the
physical counter is maintained press enter to
calculate difference of reading in the system
difference R Either counter or difference reading has to be
Enter the difference of reading & press enter
the system will calculate counter reading
Click on to save the readings

Case 2- if the measuring point is not a counter following screen will appear

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Optional
Meas rdg R Enter the reading of measurement
Click on to save the readings

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MEASURING POINT ENTRY LIST

Trigger:
A measurement or counter reading from a measurement point needs to be entered
into the system.

After a measurement has been taken at a measuring point or a counter, the data needs
to be entered into the system. A measurement document comprises the data entered in
the system

Measurement Document Document may be verified by running transaction IK13
created (display measurement document). Refer to business
process procedure Display Measurement Document
to verify results.
Creating Entry List

IK31 Management of Technical Objects Environment
measuring points measuring reading entry list
(IK31).

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Type entry list name
Type entry list name & press Enter key or click on Enter / Continue icon
To reach the following screen

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Optional
MeasPoint/ Counter R Select the measuring point on which the
measuring point to be entered

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Optional
Measu point short R System defaults from master data

text
Meas Position O System defaults from master data
Click on
Following message will appear on the screen
Measurement readings entry through Measurement readings Entry

List

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Transaction code: Menu path: Logistics Plant

IK34 maintenanceMaintenance Processing
completion confirmation measurement
documents collective entry with entry list
(IK34).
Press Enter Key or Double click on selection


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Optional
Entry list R Enter the entry list number or select from the
drop down list
Measurement time R Enter date & time when measurement is taken

Read by R Enter the name of person who has taken
reading.
Press Enter Key or Click on tab


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Reading/Counter Required For measuring point enter read value or

reading / For counter either counter reading or
Optional difference reading has to be entered to
calculate the second parameter by the
system
(Enter the display reading of counter if the

physical counter is maintained press enter
to calculate difference of reading in the
system)
Difference (for R Either counter or difference reading has to
counters) be entered to calculate the second

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Reading/Counter Required For measuring point enter read value or

reading / For counter either counter reading or
Optional difference reading has to be entered to
calculate the second parameter by the
system
(Enter the display reading of counter if the

physical counter is maintained press enter
to calculate difference of reading in the
system)
parameter
Enter the difference of reading & press enter
the system will calculate counter reading
Click on to save the data
Notifications
Notification is a means, by which internal company notifications like equipment

malfunctions; breakdowns, maintenance requests or activity reports etc are entered
and managed in Plant Maintenance.
Notifications can be created on Equipment and Functional locations.
Trigger:
An internal problem or maintenance request needs to be logged for problem
reporting and technical resolution.

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This document describes how to create a PM notification for any notification type. A
notification is used to capture technical information and assign tasks that do not involve
the tracking of costs. The user can create a maintenance order or a quality notification
from the PM notification.
Note: With this transaction, the screen layout will differ based on the notification type as
defined in customizing. Refer to Business Procedure document for Create Maintenance
Request, Create PM Malfunction Report and Create PM Activity Report.

Creation of a notification Refer to Business Process Procedure Display PM
Notification', to verify this result.
ID: PM Title: CREATING NOTIFICATION

Business process: 6.4.3.1 - Maintenance Processing - Notifications
IW21 Maintenance Processing Notification create
(IW21)

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Use this transaction for creating Notifications on Functional Locations and

Equipment.
As technical objects like buildings are installed as Functional locations, all jobs that
are required to be carried for buildings are to be created on Functional Locations.
Maintenance Request (M1)

Maintenance requests are notifications used to request the maintenance department
to perform an activity. Unlike malfunctions reports, maintenance requests are not
used in the event of malfunctions. They are typically used in conjunction with
investments, reconstruction or replacement.
Malfunction Report (M2)

A malfunction report describes a malfunction of an object, which restricts the
performance of that object in some way. A user can use a malfunction report to
inform the maintenance department that a system is not functioning correctly, is not

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working at all, or is producing poor results. Malfunction reports are intended to

prompt the maintenance department to carry out a maintenance task to restore the
target condition of the object.
Activity Report (M3)

An activity report describes a maintenance activity that has already been carried out
and was not necessitated by a malfunction, problem or damage. An activity report is
a technical document and is used to verify which activities were carried out when,
and for what reason, as well as the result of these activities. Typical examples of
activity reports include inspection or maintenance findings. These documents all the
results of an inspection, or the technical values of an object determined during or
after regular preventive maintenance work. Inspection tasks are not requested
explicitly via a malfunction report and are usually based on inspection orders.
Preventive maintenance work is carried out to preserve the target condition of the
object, and is based on preventive maintenance plans.
IT Report (IT)
An IT report describes a malfunction of an object, which restricts the performance of
that object in some way. A user can use a malfunction report to inform the
maintenance department that a system is not functioning correctly, is not working at
all, or is producing poor results. Malfunction reports are intended to prompt the
maintenance department to carry out a maintenance task to restore the target
condition of the object.
After selecting the transaction, press Enter key or double click to reach the following
screen

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In the Initial screen , you can select the type of Notification and press ENTER key or
click on Enter / Continue icon to reach the next screen

Type Of Notification:
Maintenance Orders
To carry out internal maintenance jobs or external services as per the maintenance
requests or according to day to day observations and for preventive maintenance
activities, a maintenance order is to be prepared to plan for material, manpower
and services requirement.
On the basis of maintenance orders only, maintenance jobs costing, reservation for
material and manpower planning can be done.
Maintenance Orders are to be created by Maintenance dept on:


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Functional Locations
Equipments
Maintenance Orders can be created against:

Notifications
Direct/Adhoc
Maintenance plans (thro. maintenance plans and schedules)
Maintenance Orders are to be created on the following conditions:

When a material is to be drawn from the storage location
When External Services are required.
When history of activities are need to be captured.
The different types of Maintenance Orders configured in the system are as follows:
Type Description
PM01 Breakdown/malfunction maintenance order

PM02 Preventive Maintenance order
PM05 Calibration order
PM07 Regular Maintenance
Please use appropriate type of order, for capturing the data under various categories.

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As technical objects like buildings are installed as Functional locations, for jobs that
are required to be carried out, Maintenance orders are to be created on Functional
Locations.
4.2 Breakdown Maintenance Process:
Malfunction Report (M2)

A malfunction report describes a malfunction of an object, which restricts the
performance of that object in some way. A user can use a malfunction report to
inform the maintenance department that a system is not functioning correctly, is not
working at all, or is producing poor results. Malfunction reports are intended to
prompt the maintenance department to carry out a maintenance task to restore the
target condition of the object.
i) Create Notification for reporting Machinery malfunctions/Breakdown

(M2)

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>Fill the Description of the Problem
>Fill/Select Functional location & Equipment
>Fill the Reported BY
>Press ENTER
>WE find this screen which show last 3 activities status on that particular equipment
Notification Header

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Click / Press
ENTER

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Notification Description
>For M2 type Notification

>we have to click in box
of Breakdown
> In this screen we can
correct the date/time of
Malfunctioning start
>Click/Press ENTER

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Here we can see Warranty

Status of Equipment
Long Text Can be Written

at this place

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Optional
Notification R Description of activity to be carried out
Description
Functional location/ O Select from the List of Equipment.
Equipment
Required start O System copies the present date, a different date
and time also can be entered, as required.
Priority O Select the priority as required
Required End O Enter the date and time on which the job to be
completed

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Optional
center the departments
Reported by R Mention the Name of the Person, for
identification Purpose
Malfunction start O Time of Malfunction
Malfunction end O Time of end of malfunction.
Cause text O Give reason for failure
Long text O Mention required details
IMPORTANT : If it is a Breakdown, checkbox Breakdown to be selected.
After entering all the required values, click on to save the

Notification.
ii) Notification Processing

Initially Notification will have the status OSNO when it is created,
Notification is to be released for changing the status as NOPR and after completing
the notification, status will change to NOCO, if any order is assigned to this
notification, status ORAS will be there.
Different Notification Status codes are shown below

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After entering all the required values, click on to save the

Notification. And following message will appear on the screen
If NO cost is involve we can document all work in Notification Only.There is no need

to create Maintenance Order.
Notification Put in process :

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Check for status

change from
OSNO to NOPR
iii) Notification Completion

Notification is to be selected by using transaction codes IW22 / IW28 to reach the
following screen

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Enter the notification number in Notification box or select from the list
Press Enter key or click on Notification to reach the following screen
Click completion flag to get

the completion screen
Enter completion details as explained in following table

/
Optional
Malfunction start R Time of malfunction begin
Malfunction end R Time of end of malfunction
Complete the notification by clicking on Complete Flag.

Observe status change from NOPR to NOCO (Notification completion.)

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The Notification is completed, If the activity is unsatisfactory, the notification can

again be opened and again put into operation.
With reference to this notification, If Maintenance order is to be created for carrying

out the above work,
then click on create Icon.
Click here
Or go to menu path PM Notification -> Order -> Create -> Direct as shown in the
following screen

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You will reach the following screen
Enter / check Order Type, Main work center and click on Enter / Continue
icon

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For planning in terms of manpower and material and for further processing of order,
After entering required details, save the order and following message will
appear on the screen.
iv) Maintenance Order Creation/Change
Trigger:
Internal work hours and costs need to be captured and transferred to other cost
objects for maintenance / service work.

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A detailed work planning document which holds details on resources, components,
costs, and labor required to complete specific maintenance work. Can be created with
or without a notification.
The costs are settled to other cost objects, such as cost center.

Creation of a PM Order Refer to Business Process Procedure Display PM
Order to verify this result
Observe the system status, during creation and order processing :

CRTD - Order created

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MANC - Material availability not checked

NTUP - Dates Not updated
NMAT - No Material components
PRC - Order Precosted
SETC - Settlement Rule created
TECO - Technical Completion
CNF - Complete confirmation
REL - Order released
CLSD - Order Closed
PCNF - Partial confirmation
Enter the field values in different tabs like
as explained in following table

/
Optional
Header data :
Planner Group O Default is copied from the system by Master
data
Maint .work center R Default is copied from the Equipment, but it can
be changed , if required. This is required for
tracking purpose.
Costs O The approx. cost can be given

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Optional
PM Activity type O Activity type can be selected from the drop
down list.
System condition O This activity is to be carried out when the
Equipment/System is in operation or to be
stopped
Basic start O Enter the proposed date of start
Basic Finish O Enter the proposed date of end
Priority O Copied form the system, if already given.
Revision O Revision is to be selected form the drop down
list (Pl see the Notes.#1)
Reference object R The functional location or Equipment is copied
form the initial screen
First Operation
Operation R Name of the operation
Work Center R Work center

Control key R To be mentioned whether PM01 or PM03
PM01 indicates the job to be done internally,

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PM03 - if the job to be carried out externally
Work duration, O Depending on the calculation key, enter any 2

Number, Operation or 3 values, so that the 3rd value will be
duration calculated automatically / manually.
Calculation key O Select from the drop down list
Notes:
If the operations are more than one operation, use the operation tab strip,
and enter as many operations as required.
The work centers for different operations can be different. (If required).
Control Key PM01 Denotes Work done by Own Employee & PM03 denotes
work done by External Vendor. For PM03 Purchase Requisition will be
created automatically. Which will go for Release Process & then Purchase

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Order will be created.This is MM Module Process, can be viewd in MM User

Manual.
Fill the Material Group,Purchasing Group,Requisitioner name,Tracking No.
Then Click on this

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Purchase Requisition Number Genrated.

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/
Optional
Component R Indicate Material code of the component.
Requirement Qty O Indicate the quantity of the components

Description and O Automatically copied from the system.
UM
I Category R Indicate whether it is stockable or Non-
stockable, L or N
S LOC O Stock can be checked thro. this.
Notes :
Item category - significance of L and N .
L Generally stockable item, when a component is selected L - a

reservation is created .
Reservation creation is irrespective of material stock. (Means, even if the

material is not available in the
storage Location, reservation will be created.).

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N means Non-stockable, but coded item. Even if stock is available , N can

be indicated.
The system will create a PR for the Items for which N is indicated.
Reservation Number Generated for Stock Item. Material Issue against Reservation
process can be viewd in MM End User Manual as it is MM Process.
Click on to save the Order
v) PROCESSING THE ORDER

1.RELEASING THE ORDER
ORDER CAN BE RELEASED WHILE CREATING OR AFTER CREATION ALSO.

RELEASING WHILE CREATING

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CLICK ON RELEASE FLAG , THE SYSTEM STATUS WILL CHANGE

FROM CRTD TO REL
RELEASE
FLAG
RELEASING AFTER CREATION and then SAVE the Order.
SELECT THE ORDER WHICH IS TO BE RELEASED BY TRANS CODE IW32

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ENTER THE ORDER NO OR SELECT FROM THE DROP DOWN LIST
Select the Release Button to release the order
The order will be released., Check status as below..

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Check for status

changed to REL
v) COMPLETION CONFIRMATION
A.TIME CONFIRMATION
Trigger:
Actual hours worked and materials used need to be recorded and posted to the PM
order.
The actual hours worked per operation are recorded/posted to the PM/CS order via time
confirmation.
Any materials used may be posted at this time.
Technical reporting to the notification may also be performed at this time.

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Time confirmed to PM order Refer to Business Process Procedure 'Display PM
Order' (and view cost report) or 'Display PM Order
Confirmation' to verify results. The document flow on
the PM order will also show any time confirmations
posted.
Press Enter key or double click (with mouse Left key) to reach the following
screen;

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ENTER ORDER NO OR
SELECT FROM LIST
PRESS ENTER KEY TO REACH THE FOLLOWING SCREEN

SELECT THE OPERATIONS TO BE CONFIRMED
AND FOLLOW THE MENU PATH SHOWN IN THE NEXT SCREEN

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DOUBLE CLICK ON THE ACTUAL DATA

FOLLOWING SCREEN WILL APPEAR

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FOR NEXT
OPERATION
ENTER THE OPERATION

ENTER THE START & END DATE WITH TIME
CONFIRM ACTUAL MAN HOURS
IF WE ARE DOING FINAL CONFIRMATION SELECT THE FINAL CONFIRMATION
BOX
CLICK ON CLEAR OPEN RES. IF NO MORE MATERIALS ARE REQUIRED
AGAINST THE RESERVATION.
IF THERE IS NO REMAINING JOBS TICK THE NO REMAIN WORK BOX
CLICK ON RIGHT ARROW KEY FOR NEXT OPERATION
SAVE THE CONFIRMATION BY CLICKING ON
AND FOLLOWING MESSAGE WILL APPEAR ON THE SCREEN

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vi) SERVICE ENTRY SHEET

SERVICE ENTRY SHEET HAS TO BE FILLED FOR CLEARING THE INVOICE.
Trigger:
Requirement for recording services performed by service provider

This document describes the procedure for creating a service entry sheet. Within
purchasing, this service entry sheet document is designed for the recording of the
services that have been performed by the service provider. The service entry sheet is a
list of all planned services that have actually been performed. It can also be used to
lust and specify unplanned services that have been performed and whose precise
scope and nature were unknown at time of planning phase.

Service Entry Sheet
Menu Path
Via Menus Logistics> Plant Maintenance> Maintenance
Processing> Completion Confirmation> Services
Via Transaction Code ML81n

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or use transaction code ML81N to reach the following screen
Click

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select Purchase order number as shown in next screen
click on the Enter / Continue icon

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Click on This tab create

service entry sheet
Click on the service selection tab
SERVICE
SELECTION
TAB

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Following screen will appear
Following screen will appear

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Click here
then click on Services

Push button
Click to Select
line item
The following screen will appear

ACCEPTING SERVICE ENTRY SHEET

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3. Click on this
flag for accepting
2. Service Entry
sheet Number
2. Confirm the
required quantity
Click on the green flag for accepting the services.

Save the transaction clicking save button
Following message will appear
B.GOODS ISSUE Part will be taken care in MM User manual.
vii) ORDER TECHNICAL COMPLETION
SELECT THE ORDER FROM MENU PATH

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Complete the order by clicking on Complete Flag.

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Created on: 23 Click
Nov10 on Tech.
Completion flag
WHILE COMPLETING TECHNICALLY SYSTEM DEFAULTS CURRENT DATE &

TIME BUT STILL IT CAN BE CHANGED FOR PAST CONFIRMATIONS
Check status TECO
viii) Order Settlement

Order settlement is used to control costs and to identify where maximum costs are
being incurred for maintenance. Costs associated with the maintenance work are
assigned to Cost centres. Costs arising out of executing an order are initially
collected on the order. These costs are then transferred to a receiver, for e.g. Cost
centre. The receiver of costs are specified in the order and settlement carried out at
regular intervals by FI.

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ix) Business Completion

The business completion of an order is usually performed when no further costs are
expected to be posted to the order.
An order can only have business completion when:
It has been technically completed
It has been settled and the order balance is 0
No outstanding purchase orders (commitments) exist for it
All data that refers to the reference object of the maintenance order is available and
correct
All relevant data in the operations and sub-operations is available and correct
The business completion function for an order defines the following information for
the order:
The order obtains the status Completed. It is indicated as fully completed.
The order cannot receive any more postings, even for posting of costs. It is locked for
all collective-processing changes.
Business completion can be performed for
An individual order
Several orders using collective processing
Business completion of the order can also be cancelled.
4.3 Preventive Maintenance
To ensure higher equipment availability and reliability, preventive maintenance plans

are required for critical equipments and systems.
The preventive maintenance plans can generate PM order/Notification /service
Entry Sheet as per the pre-defined schedules, based on time elapsed or any other

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performance criteria.
i) Maintenance task lists
Maintenance task lists describe a sequence of individual maintenance activities,

which must be performed repeatedly within a company. In PDIL we are using only
one maintenance task list: i.e. General Maintenance Task List
Tcode :IA05

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ii) Maintenance Plan

Maintenance plan describes the maintenance and inspection tasks to be performed
at maintenance objects with the dates and scope of the tasks.
Time-Based maintenance Plans

In time-based maintenance planning maintenance is performed in specific cycles, for
example, every two months or every six months.
Maintenance Planning:

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Maintenance planning is done to describe the dates and scope of corrective

maintenance and inspection activities at technical objects. This ensures that the
technical objects are maintained on time and thereby function optimally.
Based on analysis by the maintenance personnel, equipments are identified, where

planned maintenance needs to be carried out. Apart from the experience,
maintenance person may refer manufactures recommendations and the history of
the equipment to define the basis.
The maintenance planner also needs to identify the units for the maintenance plans -
time (weekly, monthly, yearly, etc.) or performance (every 100 running hours, every
10,000 shots etc.). For performance based maintenance plans, relevant measuring
counter needs to be defined for the technical object and measurement readings need
to be updated regularly.
The maintenance planner decides the maintenance call objects for the plan. The call
object can be maintenance order, notification or service entry sheet. Based on the
selection, system generates a call object for a maintenance plan, when a
maintenance call is due. The maintenance planner decides initially which call object
is required.
As mentioned earlier, maintenance plans can be single cycle, strategy based or

multiple counters, as per the requirement of each equipment / functional location.
Maintenance task lists shall be prepared for equipments / functional location, as per
the requirement. The task lists contains detailed sequence of activities to be
performed, spares and estimated time required for completing the job.

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For the activities, which are common amongst group of equipments, a general task
list may be prepared.
A maintenance plan includes the task list, maintenance strategy along with other
scheduling parameters.
Tcode :IP01
Fill here maintenance plan

category- Maintenance Order.

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Fill the maintenance plan cycle with its

unit i.e. when we require the Maintenance
order to be generated.
As we select yearly cycle then the order
will generate every year.
Here fill the detail of maintenance

item on which the Maintenance Order
will generate.

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Here fill the detail of

calibration task list.
As its type & its no.

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Call horizon here fill percentage

when the call to be come for
maintenance. Exp.-
If cycle = 100 days, & call horizon
=90%, means at 90th day we will
receive the order, for planning the
man & material required to complete
the maintenance order.
Scheduling Period Now we fill the
maintenance plan scheduling
parameters i.e. the time for which we
will schedule this plan.
If we take sch. Period 10 year then
total 10 Nos. maintenance orders will
generate with yearly cycle.
& then Save
iii) Maintenance Plan Scheduling

Once the maintenance plans are created, then these plans are scheduled. It is
important to input Start date or Starting counter reading in the individual
maintenance plan. This date or counter reading decides the schedule dates.
Scheduling can be done manually as well as by system. It is recommended to do the

scheduling by system to avoid manual errors.
Whenever a schedule falls due, the system creates a maintenance order, notification

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or service entry sheet depending on definition of the call object of the plan.
The maintenance planner shall schedule the maintenance plan. Before the call
objects are created by the system, maintenance planner may manually call the job or
skip the job, depending on the situation.
If the call object is a maintenance order, then maintenance planner shall release it
manually after checking the order.
There is provision in the system to shift the next scheduled maintenance date of a
maintenance plan, if there is considerable delay in completing the order or the orders
are completed much ahead of the schedule. These tolerance ranges for shifting can
be decided while defining maintenance plan by the maintenance planner depending
on the nature of the job.

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Tcode:IP10

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Tcode : IW39
iv) Maintenance Order Processing
The maintenance order is a detailed planning assistance for maintenance tasks to be

performed. The order is used to:
Add tasks (if required) in Task List attached in Preventive Maintenance Order
with detail regard to type, scope, dates and resources
Monitor the execution of tasks (operations)
Define rules for account assignment, settlement and budgets
Enter, assign and settle the costs which arise from tasks

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The order can be processed internally by own employees, or can be processed

externally, that is, assign it to another company for processing.
An order consists of:
Order header
Object list
Operations
Material list
Settlement rule
Costs
Observe the system status, during creation and order processing :

CRTD - Order created
MANC - Material availability not checked
NTUP - Dates Not updated
NMAT - No Material components
PRC - Order Precosted
SETC - Settlement Rule created
TECO - Technical Completion
CNF - Complete confirmation
REL - Order released
CLSD - Order Closed
PCNF - Partial confirmation
Order Release

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Preventive Maintenance orders will be already released. If order has been released
and subsequently additional operations are entered for it, these are automatically
released.
Following activities can only be performed when order is released:
Printing shop papers
Withdrawing material
Posting goods receipts
Entering time completion confirmations

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Tcode:IW32

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Fill the Material Group,Purchasing Group,Requisitioner name,Tracking No.
Then Click on this

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Fill the various components /spares with

No. (From component list) & quantity
required for completing the work.
Notes :
Item category - significance of L and N .
L Generally stockable item, when a component is selected L - a

reservation is created .
Reservation creation is irrespective of material stock. (Means, even if the

material is not available in the

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storage Location, reservation will be created.).
N means Non-stockable, but coded item. Even if stock is available , N can

be indicated.
The system will create a PR for the Items for which N is indicated.
Reservation Number Generated for Stock Item. Material Issue against Reservation
process can be viewd in MM End User Manual as it is MM Process.

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/
Optional
Component R Indicate Material code of the component.
Requirement Qty O Indicate the quantity of the components

Description and O Automatically copied from the system.
UM
I Category R Indicate whether it is stockable or Non-
stockable, L or N
S LOC O Stock can be checked thro. this.

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Change of Purchase Requisition (Tcode : ME52N)
We Need to fill the

DOP Clause & Pre
Qualification for
each PR.
Creation of PO & Material Issue is covered under MM Module.
v) SERVICE ENTRY SHEET

SERVICE ENTRY SHEET HAS TO BE FILLED FOR CLEARING THE INVOICE.
Trigger:
Requirement for recording services performed by service provider

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This document describes the procedure for creating a service entry sheet. Within
purchasing, this service entry sheet document is designed for the recording of the
services that have been performed by the service provider. The service entry sheet is a
list of all planned services that have actually been performed. It can also be used to
lust and specify unplanned services that have been performed and whose precise
scope and nature were unknown at time of planning phase.

Service Entry Sheet
Menu Path
Via Menus Logistics> Plant Maintenance> Maintenance
Processing> Completion Confirmation> Services
Via Transaction Code ML81n

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or use transaction code ML81N to reach the following screen

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Click
select Purchase order number as shown in next screen

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click on the Enter / Continue icon

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Click on the service selection tab
SERVICE
SELECTION
TAB

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then click on Services

Push button
Click to Select
line item
The following screen will appear

ACCEPTING SERVICE ENTRY SHEET

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1. Service Entry
sheet Number
2. Confirm the
required quantity

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Only Authorized person can release the Service Entry Sheet.

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3. Save
Tcode ML85 or ML81n Can be used to release the Service Entry Sheet with proper
autherization.

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Fill the release

code & release
Group then
Execute

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2. Release
1.Select the Line

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Released Saved
vi) COMPLETION CONFIRMATION
A.TIME CONFIRMATION
Trigger:
Actual hours worked and materials used need to be recorded and posted to the PM
order.

The actual hours worked per operation are recorded/posted to the PM/CS order via time
confirmation.
Any materials used may be posted at this time.
Technical reporting to the notification may also be performed at this time.

End User Manual
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Time confirmed to PM order Refer to Business Process Procedure 'Display PM
Order' (and view cost report) or 'Display PM Order
Confirmation' to verify results. The document flow on
the PM order will also show any time confirmations
posted.
Press Enter key or double click (with mouse Left key) to reach the following
screen;

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ENTER ORDER NO OR
SELECT FROM LIST
PRESS ENTER KEY TO REACH THE FOLLOWING SCREEN
SELECT THE OPERATIONS TO BE CONFIRMED
AND FOLLOW THE MENU PATH SHOWN IN THE NEXT SCREEN

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CLICK ON THE ACTUAL DATA

FOLLOWING SCREEN WILL APPEAR

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FOR NEXT
OPERATION
ENTER THE OPERATION

ENTER THE START & END DATE WITH TIME
CONFIRM ACTUAL MAN HOURS
IF WE ARE DOING FINAL CONFIRMATION SELECT THE FINAL CONFIRMATION
BOX
CLICK ON CLEAR OPEN RES. IF NO MORE MATERIALS ARE REQUIRED
AGAINST THE RESERVATION.
IF THERE IS NO REMAINING JOBS TICK THE NO REMAIN WORK BOX
CLICK ON RIGHT ARROW KEY FOR NEXT OPERATION
SAVE THE CONFIRMATION BY CLICKING ON
AND FOLLOWING MESSAGE WILL APPEAR ON THE SCREEN

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vii) ORDER TECHNICAL COMPLETION
SELECT THE ORDER FROM MENU PATH

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Complete the order by clicking on Complete Flag

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WHILE COMPLETING TECHNICALLY SYSTEM DEFAULTS CURRENT DATE &

TIME BUT STILL IT CAN BE CHANGED FOR PAST CONFIRMATIONS
Check status TECO
viii) Order Settlement

Order settlement is used to control costs and to identify where maximum costs are
being incurred for maintenance. Costs associated with the maintenance work are
assigned to Cost centres. Costs arising out of executing an order are initially
collected on the order. These costs are then transferred to a receiver, for e.g. Cost
centre. The receiver of costs are specified in the order and settlement carried out at
regular intervals by FI.

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ix) Business Completion

The business completion of an order is usually performed when no further costs are
expected to be posted to the order.
An order can only have business completion when:
It has been technically completed
It has been settled and the order balance is 0
No outstanding purchase orders (commitments) exist for it
All data that refers to the reference object of the maintenance order is available and
correct
All relevant data in the operations and sub-operations is available and correct
The business completion function for an order defines the following information for
the order:
The order obtains the status Completed. It is indicated as fully completed.
The order cannot receive any more postings, even for posting of costs. It is locked for
all collective-processing changes.
Business completion can be performed for
An individual order
Several orders using collective processing
Business completion of the order can also be cancelled.
4.4 Regular Maintenance :
i) Notification Creation:
Notification for new Requirement/or any kind of Modification request.

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>Fill the Description of the Request/Modification
>Fill/Select Functional location & Equipment
>Fill the Reported BY
>Press ENTER

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Click / Press
ENTER
>WE find this screen which show last 3 activities status on that particular equipment
& then Save notification.

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Notification number generated.

You can see the list of Notifications through Tcode :IW29

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Select the Desired Notification & create the Regular maintenance Order
(Type:PM07).

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ii) Maintenance Order

Do your Planning in Regular Maintenance Order. Tcode:IW32
After that whole Process is same as Breakdown Maintenance Process. So Kindly

follow the Breakdown process( mentioned Above).
4.5 Calibration Process:
Test equipment is used for performing quality inspections. In order to ensure that the
test equipment used always fulfils the defined performance criteria, we have to
regularly test and calibrate these test equipment.
Using the functions in the component Test Equipment Management, we can manage
equipment data, plan and schedule inspections, and perform calibration inspections
for the equipment.

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i) Task List for Calibration
Calibration task lists describe a sequence of individual calibration activities, which

must be performed repeatedly within a company.
Creation of Task List Transaction code IA05
Fill the External AlphaNumeric

Number for Calibration TaskList &
the in Profile fill -PDIL
And press enter.

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Fill the header data for the Calibration task list.

As
Usage-4, Status-4, System condition-0, Work
Center, planner Goup
And
Now click on operations.
Fill the operations required to

carry out the calibration
process with estimated time
& manpower required.

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Calibration Task list is

saved with number
generated.
ii) Creation of Calibration Plan

Tcode :IP01

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Fill here maintenance plan

category- Maintenance Order.
Fill the maintenance plan cycle with its

unit i.e. when we require the Maintenance
order to be generated.
As we select yearly cycle then the order
will generate every year.

will generate.

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will generate. Order Type of
Calibration Order should be PM05.
Here fill the detail of

calibration task list.
As its type & its no.

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Call horizon here fill percentage

when the call to be come for
maintenance. Exp.-
If cycle = 100 days, & call horizon
=90%, means at 90th day we will
receive the order, for planning the
man & material required to complete
the maintenance order.
Now we fill the maintenance plan
scheduling parameters i.e. the time
for which we will schedule this plan.
If we take sch. Period 10 year then
total 10 Nos. maintenance orders will
generate with yearly cycle.
Now save the maintenance

plan. Number displays here.

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After Wards Calibration Process is same as Prevntive Maintenance. So Kindly Follow

Preventive Maintenance Cycle.

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5. Plant Maintenance Information System

5.1 Standard Reports
There are so many Standard Reports in PM.
Some of the UseFul reports are shown below:
Transaction code : IK17

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Trigger:
Need to display measurement documents with similar characteristics.

Search for measurement documents by various search criteria to compile a list of
measurement documents to display. You may search for a measurement document
whose number is unknown or perform collective processing for measurement
documents that have particular characteristics in common.

One or many measurement
documents selected for display
Input Required Fields Field Value/Comments
Procedural Steps
Via Menus Logistics Plant Maintenance Maintenance
Processing Completion Confirmation
Measurement Document List Editing Display
Via Transaction Code IK17
Select the transaction as shown in following screen

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on double click you will reach the following screen

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Input data for selection , you can get the report based on the input data like
Measuring points
Equipment
Functional location etc.,
After the entry of required data click on

to execute the transaction and you will get the following report

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Spares and consumables consumption Report

Transaction code : MB51
Trigger:
User wishes to search for material movements by material.

This process describes the method to search for and display the material movements
by material.

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Materials with the associated
movement types.
Procedural Steps
Via Menus (a) Logistics > Materials Management > Inventory
Management > Environment > List Displays >
Material Documents
Logistics > Materials Management > Physical
Inventory >Environment > Mat. Doc. For Material
Via Transaction Code MB51
Select the transaction as shown in following screen

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on double click you will reach the following screen

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Enter required data like Plant, Storage Location, Movement type etc., as per your
report requirement
After the entry of required data click on

to execute the transaction and you will get the following report
Report of spares consumption against Maintenance Orders

Transaction code : IW3M
Reach the selection screen with help of following menu

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Selection screen

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Enter required selection filed values like Order no, Material, storage location as
per your requirement
requirement and click on click on to execute the

transaction and you will get the report

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Status Report of Notifications

Transaction codes : IW28 / IW29

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Selection screen
Status check boxes
Enter Plant
Enter the selection screen values like Maint. Plants, Start & end dates,
Notification no., Equipment or Function locations and select required check
boxes according to the status.
Click on to execute the transaction and you will get the

following report

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Status Report of Maintenance Orders

Transaction codes : IW38 / IW39
Trigger:
To review a list of maintenance orders and make any necessary changes

To generate a work list of maintenance orders to modify.

A list of orders. Orders will be displayed based on the selection
criteria.

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Procedural Steps
Via Menus A: Logistics Plant Maintenance Maintenance
Processing Order Order List Change
B: Logistics Plant Maintenance Maintenance
Processing History List of Orders Change
Via Transaction Code IW38
Selection screen

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Status check boxes
Enter the selection screen values like Start & end dates, Notification no.,
Equipment aor Function locations and select required check boxes according to
the status.
Click on to execute the transaction and you will get the

following report

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Display (Multi Level) : List of Orders

Transaction code : IW40
Trigger:
To review a list of PM orders and associated documents and master records
This transaction allows the planner to review a specific order along with several
selected master records and documents associated with the notification.

A list of orders with associated
documents and master records

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Procedural Steps
Via Menus Logistics Plant Maintenance Maintenance
Processing Order List of Orders
Display (Multi-level)
Via Transaction Code IW40
Selection Screen

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Title: SAP PM
Release: ECC 6.0
Select Required Order type, Enter period dates and select different parameters
for the multilevel display
Now click on to execute the transaction and you will get the
following report

End User Manual
Title: SAP PM
Release: ECC 6.0
Functional Location List

Transaction code : IH06
Trigger:
Need to look up Functional Locations.
You wish to search for Functional Locations by various search criteria. You may search
for a location whose label is unknown, compile a list of locations that have particular
characteristics in common.

List of Functional Locations
Procedural Steps

End User Manual
Title: SAP PM
Release: ECC 6.0
Via Menus Logistics Plant Maintenance Technical Objects

Functional location List editing Display
Via Transaction Code IH06
Selection Screen

End User Manual
Title: SAP PM
Release: ECC 6.0
Select Required Planning Plant, Maintenenace Plant, Planner Gorup etc.

different parameters for the display
following report

End User Manual
Title: SAP PM
Release: ECC 6.0
Equipment List
Transaction code : IH08
Trigger:
To display a list of equipment by certain selection criteria.
This report is used to output a list of equipment. Equipment data comprises general
data, serial number data, location data, maintenance data and sales/distribution data.
You can use an equipment list to:
Search for a piece of equipment whose number you do not know
Compile a list of equipment based on particular criteria
Perform collective processing for pieces of equipment with particular
characteristics

End User Manual
Title: SAP PM
Release: ECC 6.0

A list of equipment records
Procedural Steps
Access transaction by:
Via Menus A. Logistics Plant Maintenance Information
System Report Selection Management of
Technical Objects Display Equipment
B. Logistics Plant Maintenance Planned
Maintenance Maintenance Task Lists
Environment Engineering Environment
Technical Objects Equipment List Editing
Display
Via Transaction Code IH08

End User Manual
Title: SAP PM
Release: ECC 6.0
Selection Screen

End User Manual
Title: SAP PM
Release: ECC 6.0
Select Required Planning Plant, Maintenenace Plant, Planner Gorup etc.

different parameters for the display
following report.

PM End User Manual PDF

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S.No. Page No.

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SAP R/3 is an integrated and industry-independent standard software which

SAP is the abbreviation for Systems Applications and Products in Data

The purpose of this document is to provide an overview of SAP PM Functionality and

The document has been organized as follows;

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Select SAP Log in Icon

On PC Desktop & press enter key or double click,

Or follow the menu path as shown in following screen:

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The following screen will appear.

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Select Server and click on Log on icon

Logging onto the SAP R/3 system

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Elements of the screen layout

Command Field: Use command field (hidden as default) to go to

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The below shown screen gives you a detail explanation.

SAP Easy Access

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You are greeted by your

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By entering search_sap_menu in the command field, you can

SAP easy Access and Favorite

Field help : F1 and F4

Use F1 to display an explanation of fields, menus, functions and

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User Specific Personalization

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SAP Symbols or icons

Ctrl + Page First page

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Exit System Ctrl + Page

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Each functional location is managed independently in the system, to :

Manage individual data from a maintenance perspective for the object

Perform individual maintenance tasks for the object

Keep a record of the maintenance tasks performed for the object

BUSINESS PROCESS PROCEDURE OVERVIEW