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Plant Maintenance Business Blueprint Document
BBP
SAP S/4 HANA 1709

Implementation
Business Blueprint
Document
Plant Maintenance
Business Process
Version 1.0
Date: 12/12/2018
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Document History
Document Sign-Off
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Signature
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Acronyms
Abbreviation Expanded Form

PR Purchase Requisition for Spares or Services
PO Purchase Order for Spares or Services
MTTR Mean Time To Repair
MTBF Mean Time Between Failure
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Contents
Introduction: Plant Maintenance Business Process ....................................................................................... 7
1.0 General Maintenance Process ............................................................................................................. 11
2.0 Breakdown Maintenance Process ........................................................................................................ 23
3.0 Preventive Maintenance Process ........................................................................................................ 35
4.0 Refurbishment Maintenance Process ................................................................................................. 52
5.0 Calibration Process ............................................................................................................................... 59
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Intended Audience:
This document will help:
1. The SI AIR SPRINGS (Operations & Quality team) and IT Team to understand and approve the
requirements and design of the proposed application, as adequate for meeting its stated business
needs.
2. Carbynetech team to design and develop the application using the requirements as the basis, as
well as to plan and manage all project resources thereof.
3. SI AIR SPRINGS team to develop test scenario and test scripts to test the application for
acceptance testing. Carbynetech will define the testing strategy as well as implementation and it
will be addressed in Test Strategy document and in Cut over strategy documents.
4. Carbynetech Team and its maintenance and support team to understand all aspects of the
process, application, and maintain it.
This document states all of the conceptual results of the project Sudarshan defined in their Process
Catalogue. This project results were devised and decided on by the project team and the department
experts from SI AIR SPRINGS during the Business Blueprint project phase.
This is the main concept document of the project. It is supplemented by separate specifications for
custom development.
The content of this document forms the basis and the guidelines for the subsequent Realization phase.
This document aims to describe the future business solution based on SAP S/4 HANA. Both, IT subjects
and organizational issues that are required to understand the situation, are described in it.
Authors and contributors can be referred to in section Document History.
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Introduction: Plant Maintenance Business Process
This document is prepared to define Plant Maintenance, Utility & Calibration Teams regular activities.
Plant Maintenance, Utility, Calibration, planning and scheduling activities requirements as explained in
the following process:
1. General Maintenance Process

2. Breakdown Maintenance Process
3. Preventive Maintenance Process
4. Refurbishment Maintenance Process
5. Calibration Maintenance Process
The scope of this document applies SI AIR SPRINGS
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Scope in Brief
The Business processes related to Plant Maintenance, Utility and Calibration were understood and
redesigned for project ‘SUDARSHAN’ from an end to end perspective cutting across functions and
systems. This approach is key to document, design the system, develop and deploy; And to measure
the process speed, timeliness and accuracy.
The related processes Plant Maintenance is represented below.
The following objectives were adhered in the design
1. A low touch system (less data entry).

2. Master data will be granular to the extent required to achieve less text entries & reports.
3. Adequate controls are built in to ensure that integrity is maintained across the modules.
4. Cycle time of transaction will be minimal by leveraging as much as possible with data automation.
5. All reports will be standard reports as provided by SAP (anything else required subject to formal
approval by steering committee*).
Locations where this Business Process is performed
The processes will be executed in INDUSTRY in Madurai,

And all system users in these plants will be trained.
Business Process Master List Reference

Core Process Process Area Process
Business Process Level-3 Remarks
Level-1 Level-2 Number
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1. General Maintenance Notification

Process
General
Plant 2. General Maintenance Order Process
Maintenance BP/PM/1.0
Maintenance with Internal Operations
Process
3. General Maintenance Order Process
with External Operations
1. Breakdown Maintenance
Notification Process
Breakdown
Plant 2. Breakdown Maintenance Order
Maintenance Process with Internal Operations
Process
3. Breakdown Maintenance Order
Process with External Operations
1. Preventive Maintenance Order
Process with Internal Operations
2. Preventive Maintenance Order
Preventive
Plant Process with External Operations
Maintenance 3. Preventive Maintenance Order
Process
Process with External Operations
under AMC
1. Refurbishment Maintenance Order Prerequisite:

Refurbishment Process with Internal Operations
Plant Material
Maintenance 2. Refurbishment Maintenance Order Valuation &
Process
Process with Internal Operations Costing
1. Calibration Order Process with

Internal Operations (Planned)
Prerequisite:
Master
External Operations (Planned)
Inspection
Calibration
Plant 3. Calibration Notification Process (Un Char.,
Maintenance Planned) Preventive
Process
Maintenance
Plans &
Internal Operations (Un Planned)
Schedule
External Operations (Un Planned)
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Flow Chart Legend:
Symbol Description
Start / End
Process
Decision
Document
Manual Process
Data
External Process
Auto Process
Data Base
Sub Process
Safety Approval
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1.0 General Maintenance Process
BBP Number BBP/BP/PM/1

Process General/Corrective Maintenance Process
Reference As-Is BRD Document
Applicable Companies SI AIR SPRINGS PVT LTD – A100
Applicable Locations SI AIR SPRINGS – Madurai,
Integrating BBPs This BBP is integrated with Material Management BBP/P2P, BBP/Finance
1. Requirements/Expectations
A brief definition of the process and its requirements.
This process covers the requirement for requests from production/ any user departments placed to
maintenance department. Any visible defect in the machines, which is not causing breakdown, but
important to record and report that defect will be covered through the maintenance request (Corrective
Work) process. This would enable to analyze the machine history, cost and performance.
2. General Explanations
Any general explanations on the process that relate to the customers’ business process. This typically does not include
any SAP specific terms, it should relate purely to the business rules.
Process Requirements: (Ref: Discussion Points)
a. General request from Production department/any other user department to the maintenance
department in-charge with all necessary details like equipment details &requirement details.
b. Maintenance in-charge checks the available manpower and allocates Mechanical/Electrical/
Calibration technician to the spot for preliminary inspection of equipment/ facility as per
requirement.
c. After analyzing the issue technician forwards the information to maintenance in-charge regarding
the requirement.
d. Estimation of Spares, consumables, man power & tools required for the particular work and the
same will be arranged.
e. In-case of any external agency requirement for getting the work done, the standard external
service requirement procedure is followed.
f. In-case of spares and consumables requirement, the availability is checked in main stores then
reservation indent is made and required spares are collected from store against reservation.
g. If the spare or consumable is not available, the standard procedure of PRQ and purchase is
followed.
h. Once required spares are received, maintenance in-charge will complete the work.
i. Replenishment of spares should be triggered for any maintenance activity.
j. After completion of work, the production/user department will be requested for trial and other
necessary checks to close/ sign-off the Work Permit.
k. Update log book along with the work request form with the details of work done, modification,
spares consumed, down time hours, why-why analysis columns etc.,
3. Explanations of Functions and Events
If there are any special functions or events. This may include process triggers etc.
Maintenance Request will be created by the user department
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4. Special Organizational Considerations

If there are any special organizational considerations. Where in the organization a particular process exists or if it is
unique to a business division or if there are exceptions made to individual employees.
None
5. Process Diagrams (As-Is)

Provide links to all related process maps or diagrams
None
6. Changes to Existing Organization processes (To-Be)

Change management issues as appropriate.
Instead of “Work Order Form Number”, an SAP notification number will be a communication tool
between the user department and maintenance department regarding the maintenance requirement for
a particular technical object. Based on this maintenance department creates the “General maintenance
order” where the list of operations and cost incurred will be captured.
7. Description of Improvements
It is important to outline where the business will realize benefits of implementation. Both in its use of software, and
streamlined business processes.
Creation of notification will initiate recording the issues that might influence the process flow of
production and maintaining the technical object history simultaneously which can be accessible from any
location. Cost analysis can be carried out from maintenance orders created
8. Solution in SAP.
Describe how this process will be addressed in the product.
In this General maintenance process, user department creates the General/Corrective maintenance
notification and against the maintenance notifications department creates the “General maintenance
order” if any additional cost needs to be captured.
This business process can be used to plan, execute, and document all the general/corrective
maintenance tasks that arise outside of planned maintenance activities. All the resources used, costs,
and technical details of the maintenance task are recorded centrally and can be evaluated.
1.1 General/Corrective Maintenance Notification Process:
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FIG: General Maintenance Process Flow Chart – [Notification Process]
Creation of General Maintenance Notification process covers the requirement

for requests from production/ any user departments placed to maintenance
Process
department. Any visible defect in the machines (technical object), which is not
Objective
causing breakdown, but important to record and report will be covered through
the maintenance request (Corrective Work) process.
Entry Criteria Raise General Maintenance Notification of type ‘ZG’
1. Notification Type
2. Short description of the notification
3. Equipment Number
Inputs
4. Priority
5. Reported By
6. Notification Date & Time
Tasks General Maintenance Activities (no costs captured)
1. Planner Group
Validation
2. Work Center
Exit Criteria General maintenance Notification request gets closed
1. Work Duration
Outputs
2. Catalogues ( Object/ Damage/ Cause/ Activities)
Business Rules End user to raise maintenance notification request
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1. No. of notifications raised

Measurement 2. Average Resolution by Time
3. Recurring cause in the machine (Technical Object)
Process:
1. User/Production department creates notification against technical object (assembly, equipment

or functional location) using “IW21” transaction code of notification type ‘ZG’ and update the
maintenance requirement in notification subject screen.
2. Notification get saved.
3. Maintenance in-charge keeps checking the list of pending notifications in their respective plants,
by selecting the appropriate notification type using “IW28” transaction.
4. Once maintenance notification is identified Maintenance in-charge assigns designated
maintenance technicians to attend the requirement and acknowledge to production request by
setting the notification status to “Released” or by getting into the notification details.
OR
5. Maintenance technician visits the technical object location and analyse the maintenance
requirement.
6. If it’s a minor maintenance requirement, maintenance technician will perform the maintenance
requirement as per user request and update the observations in respective notification along with
analysis information like, Damages, Object Parts& Causes (Why-Why Analysis)etc and Work Start &
End date & time.
7. Maintenance user has to update Activities Performed by the technician against the notification
using the predefine catalogue code groups or by using the additional text field along with the
activity wise Start & End dates with time.
8. Once all the details were entered under the notification, the notification can be set to close using
checked flag once again confirming the start & end date and time.
Incase if any spare components are required against the general/corrective maintenance, then the
designated assigned maintenance person informs Maintenance in-charge or his Supervisor regarding the
requirement which initiates the process of creation of maintenance order. Creation of maintenance
order will ensure that all the maintenance work center hourly costs, spares cost or external service costs
consumed by the maintenance work order are captured for settlement against services against
equipment cost center
1.2 General/Corrective Maintenance Order Internal Service Process (PM01-Control Key):
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FIG: General Maintenance Process Flow Chart – [Internal Process]
Execute maintenance process without shutdown and account components &

Process
labor overheads consumed in the maintenance order to meet the requirement
Objective
of the maintenance requester
Create General Maintenance Order Type ‘ZGEN’ with internal operation;

Entry Criteria
components & permits assigned (if required)
1. Order Type
2. Planning Plant
3. Business Area
Inputs
4. Main Workcenter
5. Activity Type
6. System Condition
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1. Reservation for Stocked Components (L - category)

2. Reservation & PR for Non- Stock Components(N - category) with Material
Tasks Group & Cost Element
3. Work Permits Assignment (optional)
4. Internal Operations against Work Center
1. Planner Group
Validation
2. Work Center
1. Work Permits closure (if assigned)

2. Goods Movement Confirmation
Exit Criteria 3. Work Duration Confirmation
4. Actual vs Planned Costs
5. Settlement Rule
Outputs Completion of Maintenance Order
Business Rules Settlement of cost will be posted against technical object cost center
Measurement Average Work Duration by Type of activity; Maintenance Cost
9. Maintenance Planner creates the maintenance work order by clicking on create order against
notification using IW22, IW28 or IW34 transaction of order type ‘ZGEN’
Note: Activity type will help you in segregating different type of activities performed in addition to the
order type segregation assuming the settlement parameters will remain the same.
10. Maintenance in-charge has to assign the “required spare components along with quantity and
stock item category (L–stock-able material or N– non stock-able material).
Consumption of Stock-able Components (L –Category):

11. Spare components of L – category (stock-able item) availability need to be checked in stores,
where within the order we have a “Material Availability Check” option which check the
availability of the material in the store and through an informative message
12. Release (Green Flag) of work order system will generate reservation number against the spares.
13. Maintenance in-charge disclose the system generated reservation number to assigned
maintenance person for withdraw of spares from respective stores.
Consumption of Non-Stock-able Components (N –Category):

14. If required spares are specific to particular order and management don’t want to update in
inventory (stock) then the material stock item category is assigned as “N”.
15. If the spare component item category is N (non stock-able item) then maintenance in-charge has
to enter the items details, quantity, price, preferred vendor, deliver date, requester details
under Purchase Data tab.
16. Releasing the maintenance order (Green Flag) or by perform “activate reservation/purchase
requisition” option within the maintenance order; will generate reservation no. along with “PR-
number”
 After procuring the requested quantity, stores will be performing Goods receipt, then the
requested quantity will be directly consumed without updating of inventory account to the
requesting work order or cost center
17. Once required materials are received at the stores from vendor; Stores will issue the good
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through ‘MIGO’ operation to the requester.

18. If Safety Permits are required for performing the maintenance activities the maintenance in-
charge assigned safety permits within the maintenance order using ‘permit’ option and
Authorized Safety in-charge will inspect the work location and release the permits assigned
against the maintenance order using IPM2 transaction.
Note: Validation for Order Release Indicator showing whether the permit must have been granted before
the maintenance order is released or before completion of the maintenance order
Incase if any external services are required against the general maintenance, then the assigned person
intimates to respective Maintenance in-charge or Supervisor regarding the requirement. Creation of
maintenance order will ensure that all the maintenance external service and spare components costs
consumed by the maintenance work order are captured for settlement.
1.3 General/Corrective Maintenance Order External Services Process (PM03-Control Key):
FIG: General Maintenance Process Flow Chart – [External Process]
Execute maintenance process without shutdown and account components, &

Process
external services consumed in the maintenance order to meet the requirement
Objective
of the maintenance requester
Create External operation with ‘PM03’ control key against General Maintenance
Entry Criteria
Order Type ‘ZGEN’ with components.
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1. Order Type
2. Planning Plant
3. Business Area
Inputs
4. Main Workcenter
5. Activity Type
6. System Condition
1. External Operations with Service Details, & Cost Element

Tasks 3. PR for Non- Stock Components (N - category) with Material Group & Cost
Element
1. Planner Group
Validation
2. Work center
1. Goods Movement Confirmation (if assigned)

2. External Work Confirmation (Service Entry Sheet)
5. Settlement Rule
1. Average Work Duration by Type;

Measurement
2. Maintenance Cost
19. Maintenance in-charge has to collect & assign required service information under operation tab
by using “PM03” control key against operation line item within the maintenance work order.
20. By entering “PM03” control key, system proposes to enter the external processing information
Entries Required:
- Control Key ‘PM03’
- Service Number
- Text Description
- Quantity with Units
- Gross Price
- Cost Element
- Material Group
- Purchasing Group
- Purchase Organization
Service Masters for the PM Work Orders are maintained in the Material Management BBP/P2P
Proposed service masters are as below
a. Mechanical Services
b. Electrical Services
External processing profile is used in which we can store default values to generate purchase requisitions
from maintenance orders. In each profile, we can store a default value for the following values:
a. Cost Element account
b. Purchasing organization
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c. Purchasing group
d. Material group
21. Purchase department will create service PO against the created service PR and after approval PO
will be forwarded to the vendor for required services.
22. Upon receiving the PO vendor perform external service as required, maintenance in-charge has
to assign the permits if required and should get approval from safety department if required.
23. Once external services were completed maintenance in-charge need to confirm the external
services through “service entry sheet” against the service purchase order, as a confirmation of
work done using ‘ML81N’
24. In ‘ML81N’ PO number will be entered & creating service entry sheet, copying & adopting the
services specified in the PO and add additional line items if any
25. After required work is completed and final inspection is completed against the maintenance
work, maintenance user has to confirm all the internal works performed using ‘IW41’ transaction
26. Under Cost Tab in the maintenance work order Planned cost & Actual cost can be reviewed &
check for any pending reservations, PR or PO’s.
27. Order can be closed by assigning the status of “TECO” against the maintenance work order.
28. Finance team will settle the cost generated by maintenance work order to respective settlement
receiver (Equipment Cost center) through KO88/KO8G.
29. Here Finance team will be able to do the settlement in different ways either in partial or in full
or in percentage, depending on the settlement rule defined.
30. After completion of settlement, Finance team has to close the maintenance work order by
assigning the “Business Completion status”. By executing CO99 or IW32 user can assign this
“Business Completion Status”. When orders have Business completion status, system restricts the
further financial postings.
Following the above procedure would enable to capture the maintenance history, cost and performance
of the machines.
Process Steps:
BBP/PM/1.1: General /Corrective Maintenance Notification Process

SAP
Process Step
S. No. Description Performed by Transaction/ Remarks
Description
Function
Create the If any user required the minor Production IW21
1. General maintenance work on technical Department
/Corrective object, then user has to create End-User /
notification In-charge
general / corrective maintenance
notification of type ‘ZG’
Check the list Maintenance In-charge / team will Maintenance IW28 / IW29
2. of notifications be monitoring the list of In-charge
notifications generated
Assign the Maintenance In-charge assign the Maintenance N/A External
3. resources maintenance resources In-charge Activity
Inspect the Respective Maintenance user has Maintenance N/A External

4. technical to inspect the respective technical Team Activity
object object and analyze the
requirement.
Minor Maintenance will perform required Maintenance N/A External
5. Maintenance maintenance/ activities on Team Activity
Activity requested technical object
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Capturing of After completion of work, Maintenance

work details maintenance user has to update Team IW22
6.
Activity, object , & cause analysis
along with work duration
Notification Notification requester will close Maintenance IW22
7. Completion the notification once requested End-User
maintenance work is completed
BBP/PM/1.2:General Maintenance internal Process (PM01 – Control key)
Major Maintenance activity where spare Maintenance External
8. Maintenance or external services are required In-charge Activity
Activity will be informed to In-charge
Creation of Maintenance In-charge will create Maintenance IW22/IW24
Work Order maintenance work order with In-charge
9.
reference of General / Corrective
maintenance notification
Components Maintenance In-charge will assign Maintenance IW32
the required spares against In-charge
10. /Supervisor
operation with in order & is able
to ‘check material availability’
Stock-able Maintenance In-charge creates the Maintenance IW32
11. Components material indent (reservation) with In-charge
required Quantity
If Components are not available
Non Stock-able In case of requirement of non- Maintenance ME51N BBP/P2P
Components & stock able Components In-charge /
Purchase Maintenance In-charge assign Supervisor
12. Requisition “item category as “N” against
material line item and a purchase
requisition will get generated
upon saving maintenance order
Material Once the generated PR is Purchase ME21N BBP/P2P
Purchase order forwarded along with the relevant Department
13. Quotations; Purchase department
will raise the Purchase Order
against released PR
Purchase Order After approval, purchase order has Purchase ME29N External
14. Department Activity
to Vendor to be sent to service providers.
Issue Of Spares Once the Spares were received Stores Person MIGO BBP/P2P
15. from the Vendor at Stores, goods
will be issues at unloading point
Internal Service (PM01- Control Key) General Maintenance Process
Perform Then the technicians can perform Maintenance External
maintenance the required activities along with Technicians Activity
16.
operations the spares required
(Internal Work)
Work Confirmation against Maintenance Work Order
17. 1
Time Maintenance user has to confirm Maintenance IW41/IW42
8
confirmation the Internally performed work user
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hours by the Internal technicians
Completion of Maintenance Work Order

Complete of After completion of maintenance Maintenance IW32
Notification & requirement on reference object, In-charge/
Work order Maintenance user has to enter Supervisor
18. 2
2 details catalogues for further
analysis & job start & end details
under notification and set work
order status to “TECO”;
Cost FINANCE team has to settle cost Finance KO88/KO8G BBP/FI
19. 2
distribution / incurred on maintenance work Department
3
Settlement order to respective cost receiver
objects (equipment costcenter)
Business After completion of Settlement, Finance IW32/CO99 BBP/FI
completion of FINANCE team has to Close the Department/
20. 2 Maintenance
maintenance
4 maintenance work order to rectify
In-charge
work order the unauthorized financial
/Supervisor
postings against the order.
BBP/PM/1.3: General Maintenance Order External Process (PM03 – Control Key)

SAP
Process Step
Description
Function
External If any external services are Maintenance IW32
services required for any particular In-charge
1. operation Maintenance In-charge
assigns the“PM03” control key
against operations within order
Service Purchase Requisition will be Maintenance IW32/IW33 BBP/P2P
2. Purchase generated upon saving & release In-charge
requisition the Maintenance Order
Service Purchase Dept will Create Service Purchase ME21N & BBP/P2P
3. Purchase Order Purchase Order against released Department ME29N
purchase requisition
PO to External After approval, purchase order has Purchase External
4. Service to be sent to External Service Department Activity
Provider Providers.
Inspect & After completion of external Maintenance ML81N BBP/P2P/
confirm services, maintenance user has to In-charge /
5. Supervisor
External create service entry sheet to
Services confirm the external service
6. 2
2
Work order Maintenance In-charge has to Supervisor
enter details catalogues for
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further analysis & job start & end

details under notification and set
work order status to “TECO”;
7. 2
3
objects (equipment costcenter)
8. 2 Maintenance
maintenance
4 maintenance work order to rectify
In-charge
/Supervisor
09. Integration considerations

Specify what integration you need with other modules / sub modules.
 Procure to Pay [Material Management]- Material purchase and goods issue

 Finance- Work order settlements and Work Center Activities
 Make to Warehouse [Production Planning] – Work Center Availability
10. Reporting Requirements

Document the various reports that you would require.
Transaction Description
IW28 Notification list in change mode
IW29 List of General Maintenance Notification
IW38 Orders list in change mode
IW37N List of Maintenance orders
IW29 Notification list in display mode
IW40 Display multilevel orders.
MCI8 Cost Analysis of maintenance orders
11. Authorization Requirements

Document the level of authorizations that you need for each process in the system.
User Transaction
Production In-charge IW21, IW22, IW23, IW24, IW29, IW37N
IW22, IW23, IW24, IW28, IW29, IW32, IW33, IW34, IW38, IW37N,
Maintenance In-charge
IW40, IW41, IW42, IW43, IW45, ML81N, MCJB, MCI7 & MCI8
Finance In-charge KO88, KO8G & CO99
Maintenance End User IW23, IW29, IW33, IW37N, IW40, IW41, IW42, IW43, IW45, MCJB,
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MCI7 & MCI8
2.0 Breakdown Maintenance Process

Process Breakdown Maintenance Process
Applicable Locations SI AIR SPRINGS – Madurai,
This BBP is integrated with Material Management BBP/P2P, Production
Integrating BBPs
Planning BBP/M2W, BBP/Finance.
The process addresses the Malfunction (breakdown) request from user/production departments. This
Business Process is used to report, perform and document maintenance tasks that arise unplanned and
which affects the production process. All the resources used, costs and technical details of the
maintenance task are recorded centrally and can be evaluated.
Process Requirements:
a. Intimation from operation/ production department when breakdown occurs through mobile.
b. Maintenance in-charge sends technical team to the breakdown spot for preliminary inspection.
c. Inspect the breakdown equipment and inform the maintenance in-charge regarding the same.
d. Estimation of Spares, consumables and man power required for the work were carried out.
e. Check the spares availability in stores department.
f. Checking the required tools and tackles.
g. Intimating the management if any outsourcing required.
h. Intimating the stores to reserve the required spares as per the requirement.
i. If spares are not available, raise the PRQ and inform to purchase and accounts department for
immediate purchase.
j. Intimating safety department for necessary permission / permits.
k. Get the Work Permit released on particular equipment from production and safety department.
l. Collecting all the spares and consumables as required.
m. Completion of breakdown maintenance work.
n. After completion of work, close/ sign-off the Work Permit.
o. Take trial run and hand it over to operations/ production department.
p. Getting the confirmation of work completion from operation and safety department.
q. Updating particular equipment history book for the work done, modification, spares consumed,
breakdown hours, etc. in the Breakdown Maintenance Report.
r. Why-Why analysis of the breakdown and actions taken to avoid/prevent such breakdowns in
future were updated and submission to concerned authorities at the end of the shift.
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s. Cost estimation of Breakdown is carried out further, as production loss.

Maintenance Request will be created by the user department

None

None

Against the breakdown notification created by user department, maintenance department creates the
“Breakdown Maintenance order” to plan and execute the maintenance activities and also tracks the
costs incurred during the maintenance which can be accessible from any location, instead of updating in
excel files.
By following the breakdown process, MTTR and MTBF reports can be generated. Breakdown costs can be
captured; Malfunction analysis can be carried out which can be studied for improvement measures. All
related data can be accessible from any location. Maintenance Work Order itself can be used to raise
reservations, purchase requisitions, permits approvals and cost capturing [Planned vs Actual].
8. Solution in SAP.
In this breakdown maintenance process, initially production department creates the Breakdown
notification and against to breakdown notification maintenance department creates the “Breakdown
maintenance order” if any additional cost incurrence is there.
2.1 Breakdown Notification Process:
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FIG: Breakdown Maintenance Process Flow Chart – [Notification Process]
Creation of Breakdown Maintenance Notification from production/ any user

Process departments placed to maintenance department. Breakdown is important to
Objective record as it hinder the production process in reaching the desired targets. And
to study Damage & Cause Analysis and to generate MTTR & MTBF reports
Entry Criteria Raise Breakdown Maintenance Notification of type ‘ZB’
3. Equipment Number
Inputs
4. Reported By
6. Breakdown Indicator
Tasks Breakdown Maintenance Activities (no costs captured)
1. Planner Group
Validation 2. Work Center
Exit Criteria Breakdown Notification request gets closed
1. Breakdown Duration
Outputs
Business Rules End user to raise maintenance notification request
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Process:
1. User/Production department creates notification against technical object (assembly, equipment

or functional location) using “IW21” transaction code of notification type ‘ZB’ and update the
maintenance requirement in notification subject screen.
2. Maintenance department keep checking the list of notification requested in their respective
plants, by selecting the appropriate notification type using “IW28”.
3. Once maintenance notification is identified Maintenance in-charge assigns designated
maintenance technicians to attend the requirement and acknowledge to production request by
setting the notification status to “Released” as shown below from within the list or by getting
into the notification details.
OR
4. Maintenance technician visits the machine (technical object) location and analyse the
maintenance requirement.
5. If it’s a minor maintenance requirement, maintenance technician will perform the maintenance
requirement as per user request and update the observations in respective notification along
with analysis information like, Damages, Object Parts& Causes (Why-Why Analysis)etc and Work
Start & End date & time.
6. Maintenance user has to update Activities Performed as per predefine catalogue or by using the
additional text field along with the activity wise Start & End dates with time and Close the
Notification clicking on the Checked flag confirming again the Malfunction Start and End date
& times which will reflect in MTTR & MTBF reporting
Incase if any spare components are required against the breakdown maintenance, then the designated
assigned maintenance person informs Maintenance in-charge or his Supervisor regarding the requirement
which initiates the process of creation of maintenance order. Creation of maintenance order will ensure
that all the maintenance work center hourly costs, spares cost or external service costs consumed by the
maintenance work order are captured for settlement against services against equipment cost center
2.2 Breakdown Maintenance Internal Service Process (PM01-Control Key):
___________________________________________________________________________________________
26
FIG: Breakdown Maintenance Process Flow Chart – [Internal Process]
Execute breakdown maintenance process and account components & labor

Process
overheads consumed in the maintenance order to get the machine (technical
Objective
object) back to its original state of operation
Create Breakdown Maintenance Order Type ‘ZBRE’ with internal operation and
Entry Criteria
assign components & permits (if required)
1. Order Type
2. Planning Plant
3. Business Area
Inputs
4. Main Workcenter
5. Activity Type
6. System Condition

2. PR for Non- Stock Components(N - category) with Material Group & Cost
Tasks Element
3. Work Permits Assignment (optional)
1. Planner Group
Validation
2. Work Center
___________________________________________________________________________________________
27

5. Settlement Rule
7. Maintenance Planner creates the maintenance work order by clicking on create order against
notification using IW22, IW28 or IW34 transaction of order type ‘ZBRE’
8. Against created order, Maintenance in-charge has to assign the “required spare components al
ong with quantity and item category (L– stock-able material or N– non stock-able material).
Consumption of Stock-able Components (L –Category):
9. Spare components of L – category (stock-able item) availability need to be checked in stores,
availability of the material in the store and through an informative message.
10. Release (Green Flag) of work order will generate system generated reservation number against
the spare components.
11. Maintenance in-charge disclose the system generated reservation number to assigned
maintenance person for withdraw of spares from respective stores.
Consumption of Non-Stock-able Components (N –Category):
12. If required spares are specific to particular order and management don’t want to update in
13. If the spare component item category is N (non stock-able item) system proposes for “Purchase
Requisition” data, where maintenance in-charge has to enter the items details, quantity, price,
preferred vendor, deliver date, requester details under Purchase Data tab.
14. Releasing the maintenance order (Green Flag) or by perform “activate reservation/purchase
requisition” option within the maintenance order; will generate reservation no. along with “PR-
number”
15. Once required materials are received at stores by vendor; Stores will issue the good through
‘MIGO’ operation to the requester.
16. If required Safety Permits are assigned within the maintenance order itself by the
Maintenance in-charge. And these Permits should be released by Authorized Safety in-charge
against that work order using IPM2 transaction.
17. Once safety permits approval and the required components are received the maintenance team
will perform the required breakdown correction activity.
Incase if any external services are required against the breakdown maintenance, then the assigned
person intimates to respective Maintenance in-charge or Supervisor regarding the requirement. Creation
of maintenance order will ensure that all the maintenance external service and spare components costs
consumed by the maintenance work order are captured for settlement.
2.3 Breakdown Maintenance External Services Process (External Services-PM03):
___________________________________________________________________________________________
28
FIG: Breakdown Maintenance Process Flow Chart – [External Service]
Execute breakdown maintenance process and account components & external

Process
services consumed in the maintenance order to get the machine (technical
Objective
object) back to its original state of operation
Creation of External Service operation with PM03 Control key against Breakdown
Entry Criteria
Order type ‘ZBRE’; components & permits assigned (if required)
1. Order Type
2. Planning Plant
3. Business Area
Inputs
4. Main Workcenter
5. Activity Type
6. System Condition

Tasks 3. PR for Non- Stock Components(N - category) with Material Group & Cost
Element
4. Work Permits Assignment (if required)
1. Planner Group
Validation
2. Work Center
___________________________________________________________________________________________
29

3. Work Duration Confirmation
Exit Criteria
5. Malfunction Start & End Details
6. Settlement Rule
18. In the case of external service requirement, maintenance in-charge has to collect & assign
required service details under maintenance order operation tab by using “PM03” control key
against operation line item.
19. And going to the ‘external’ tab purchase related details like price, preferred vendor, deliver
date, requester details will be updated.
Service Masters for the PM Work Orders are maintained in BBP/P2P/11.1 which include service material
group; value class, work conversions helpful in grouping services and reporting. And the Proposed service
masters are as below
c. Purchasing group
d. Material group
During external processing, a distinction is made between the external procurement of materials and
services, Since both of these procurement processes generally require different data for purchasing like,
purchasing groups, cost elements, material group; So below profiles were proposed for External
Processing of material and services:
20. Purchase department will create service purchase order against the created service purchase
requisition.
21. The Purchase order will be forwarded to the vendor for required services.
22. Upon receiving the PO vendor perform external service as required, maintenance in-charge has
to confirm the external services through “service entry sheet” against the service purchase
order, as a confirmation of work done using ‘ML81N’
23. In ‘ML81N’ relevant PO number will be entered & creating new service entry sheet, copying &
adopting the services specified in the PO and add additional line items if any.
24. After required work is completed and final inspection is completed against the internal
maintenance activities, maintenance in-charge has to update all the internal work confirmation
using ‘IW41’
25. Under Cost Tab in the maintenance work order Planned cost & Actual cost can be reviewed.
26. Order can be closed by assigning the status of “TECO” against the maintenance work order.
Note: When user assigned the “TECO” status, system closes the open reservations and open purchase
requisitions& system restricts the further assignment of spares or services.
Note: System restricts assigning “TECO” if still the Work Permits were not issued or in open condition
27. Later Finance team has to settle the cost generated by maintenance work order to respective
settlement receiver through KO88/KO8G.
28. Here Finance team will be able to do the settlement in different ways either in partial or in full
or in percentage depending on the settlement rule defined.
29. After completion of settlement, Finance team has to close the maintenance work order by
assigning the “Business Completion status”. By executing CO99 or IW32 user can assign this
“Business Completion Status”. When orders have Business completion status, system restricts the
___________________________________________________________________________________________
30
further financial postings.

Following above procedure would enable to capture the breakdown maintenance history, breakdown cost
and MTTR & MTBF reports against technical objects. Breakdown process will also capture the production
loss against the breakdown and also enable to reschedule the production capacity planning.
Process Steps:
BBP/PM/2: Breakdown Maintenance Process

SAP
Process Step
Description
Function
Create the If any user required breakdown Production IW21
1. Breakdown rectification work on technical Department
notification object, then user has to create End-User /
In-charge
breakdown maintenance
notification of type ‘ZB’ with
breakdown indicator
Check the list Maintenance In-charge / team will Maintenance IW28 / IW29
2. of notifications be monitoring the list of In-charge
notifications generated
Assign the Maintenance In-charge assign the Maintenance N/A External
3. resources maintenance resources In-charge Activity
Inspect the Respective Maintenance user has Maintenance N/A External

4. technical to inspect the respective technical Team Activity
object object and analyze requirements.
BBP/PM/2.1: Notification Process (Where no major costs Involved)
5. Capturing of After completion of work, Maintenance
work details maintenance team has to update Team IW22
the Activity, damage & cause
along with work duration
6. Notification Notification requester will close Maintenance IW22
Completion the notification once requested End-User
maintenance work is completed
BBP/PM/2.2: Maintenance Order Internal Process (Where costs Involved)
7. Major Maintenance activity where spare Maintenance External
Maintenance or external services are required In-charge Activity
Activity will be informed to In-charge
8. Creation of Maintenance In-charge will create Maintenance IW22/IW24
Work Order maintenance work order type In-charge
‘ZBRE’ with reference of
Breakdown maintenance
notification
9. Components Maintenance In-charge will assign Maintenance IW32
the required spares against In-charge
activity / operation with in order /Supervisor
and is able to ‘check material
availability’
___________________________________________________________________________________________
31
10. Stock-able Maintenance In-charge creates the Maintenance IW32

Components material indent (reservation) with In-charge /
required Quantity Supervisor
If Components are not available
11. Non Stock-able In case of requirement of non- Maintenance ME51N BBP/P2P
Components & stock able Components In-charge /
Purchase Maintenance In-charge assign Supervisor
Requisition “item category as “N” against
material line item and a purchase
requisition will get generated
upon saving maintenance order
12. Material Once the generated PR is Purchase ME21N BBP/P2P
Purchase order forwarded along with the relevant Department
Quotations; Purchase department
will raise the Purchase Order
against released PR
13. Purchase Order After approval, purchase order has Purchase ME29N External
to Vendor to be sent to service providers. Department Activity
14. Issue Of Spares Once the Spares were received Stores Person MIGO BBP/P2P
from the Vendor at Stores, goods
will be issues at unloading point
BBP/PM/2.3: Maintenance Order External Process (Where costs Involved)
15. External If any external services are Maintenance IW32
services required for any particular In-charge
operation Maintenance In-charge
assigns the“PM03” control key
against operations within order
16. Purchase Purchase Requisition will be Maintenance IW32/IW33 BBP/P2P
Requisition is generated upon saving & release In-charge
generated the Maintenance Order
17. Service Purchase Dept will Create Service Purchase ME21N & BBP/P2P
Purchase Order Purchase Order against released Department ME29N
18. Purchase Order After approval, purchase order has Purchase External
to External to be sent to External Service Department Activity
Service Providers.
Provider
Operations against Maintenance Work Order
19. Perform Once the Permits are assigned and Maintenance External
maintenance approved then the technicians can Technicians activity
operations perform the required activities
(Internal Work)
along with the spares required
20. Activity by Any External Services required will Service External
External be performed by the Vendor Provider activity
Service against issued Service Purchase
Provider Order
___________________________________________________________________________________________
32
21. 1
Time Maintenance user has to confirm Maintenance IW41/IW42
8
confirmation the Internally performed work user
hours by the Internal technicians
22. Inspect & After completion of external Maintenance ML81N BBP/P2P
confirm services, maintenance user has to In-charge
External create service entry sheet to
Services confirm the external service

23. 2
2
Work order Maintenance In-charge has to Supervisor
enter details catalogues for
further analysis & job start & end
details under notification and set
work order status to “TECO”;
24. 2
3
objects (equipment cost center)
25. 2
4
maintenance maintenance work order to rectify Maintenance
In-charge
/Supervisor

 Procure to Pay [Material Management] – material reservation, purchases, external services PO

 Finance – work center activity cost valuations
 Make to Warehouse [Production Planning] – Capacity utilization & Planning

IW28 Notification list in change mode
IW29 List of Maintenance Notification
MCJB MTTR / MTBR report
MCI7 Breakdown Analysis
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33
IW38 Orders list in change mode

IW37N List of Maintenance orders
IW29 Notification list in display mode
IW40 Display multilevel orders.
MCI8 Cost Analysis of Breakdown maintenance orders
User Transaction
Production In-charge IW21, IW22, IW23, IW24, IW29, IW37N
IW22, IW23, IW24, IW28, IW29, IW32, IW33, IW34, IW38, IW37N,
IW40, IW41, IW42, IW43, IW45, ML81N, MCJB, MCI7 & MCI8
Finance In-charge KO88, KO8G CO99
IW23, IW29, IW33, IW37N, IW40, IW41, IW42, IW43, IW45, MCJB,
Maintenance End User
MCI7 & MCI8
___________________________________________________________________________________________
34
3.0 Preventive Maintenance Process

Process Preventive Maintenance Process
Applicable Locations SI AIR SPRINGS – Madurai.
Integrating BBPs This BBP is integrated with Material Management BBP/P2P, BBP/Finance
Preventive maintenance is an important activity in Plant Maintenance business process. Preventive

Maintenance Process refers all the actions taken to maintain the operating condition of the technical
object or asset to its original state. Preventive maintenance is a suitable instrument for avoiding system
breakdowns of any technical objects which is part of production, which in addition to the repair costs,
often creates process loss through the resultant breakdown in production. INDUSTRY requirement is to
have an efficient planning and scheduling process to achieve the business targets.
a. Preparation of preventive maintenance (PM) schedule for Equipment wise/ location wise based on
time or performance.
b. Preparing the equipment wise PM checklist, man power, spares and consumables requirement and
time scale for each PM work.
c. Intimating production department well in advance for releasing the equipment for preventive
maintenance as per schedule for production planning feasibility.
d. Receiving the approval dates of equipment availability from production department.
e. Checking the previous PM work history for a particular equipment to check the problems faced
while performing PM.
f. Check the availability of manpower, spares, consumables, tools and tackles as per PM check list
plan.
g. Sending the request well in advance to stores for reserving the spares and consumable for the PM
of an equipment as per schedule. After that based on requirement of spares and consumables
send the request to stores for issuing the material after approval from head of the department.
h. If the spares or consumables are not available in stores as per plan to carry out the PM of
particular equipment the MRN will be issued by user department with all required data like
specifications, quantity required, delivery requirement etc as per standard procedure of MRN.
i. Then the standard procedure of MRN and purchase will be followed.
j. Requesting the Production department and Safety Department for releasing the Work permit on a
particular equipment to carry out the PM.
k. Getting work permit released from Production department and Safety department for particular
equipment.
l. Noting down the Start and End time of PM work.
m. Completion of all the PM works for equipment as per the PM checklist for particular equipment.
n. After completion of PM work hand over equipment to production department to check the
performance of equipment if required.
o. Closing of Work Permit for normalizing the isolations and as a token of work completion
___________________________________________________________________________________________
35
confirmation from both production and safety department.

p. Updating particular equipment history book for all the required date like spares and consumable
consumed, manpower used, time taken, any special observations etc.
q. Intimating the plant head/Maintenance head for necessary planning’s to be done for future works
if any observations made during PM work of particular equipment.
r. Sending the intimation to production head and maintenance head for any observations made
during maintenance work and precautions to be taken for the particular equipment.
s. Updating the daily log book and PM schedule for the PM work completed.
t. If any consumable or spares are used from the stores / sub stores it will be booked against that
equipment for better cost calculation.

Preventive Plans Schedule by the Maintenance Planner

None

None

Updated maintenance plans of both time based and performance based are configured for Preventive
Maintenance Process and configuring automated communication to the user department along with the
preventive maintenance order generation through background scheduling is implemented.
Effective planning, configuring early order generation and communication trigger will benefit the
production planning and allow the plant maintenance department to meet the process targets
8. Solution in SAP.
Basically Maintenance Plans are used to schedule the maintenance activities as per the predefined cycles
with the required scheduling parameters.
For executing the Preventive Maintenance Process, Maintenance Planner has to define the below master
data elements
1. Characteristics
2. Measuring Points/Counters
3. Maintenance Strategies
___________________________________________________________________________________________
36
4. Maintenance Task list

5. Maintenance Plans
In standard SAP, following types of maintenance plans are available. As per the requirement users can
group or categorize their plans as per below defined standard plan types.
a. Single Cycle Plan

 Time-Based single cycle plan
 Performance-Based single cycle plan
b. Strategy Based plan
 Time-based strategy cycle plans
 Performance-based strategy cycle plans
c. Multiple counter plan
Note: Time- Base where the units of cycle will be days / Hours / Weeks/ Months & Performance-based is
where the units of cycle will be a Measuring Counter with Units like KM, HR, Lit, Kg, No.
Single Cycle Plan:
A single cycle plan is the simplest form of maintenance plan, where a plan is having fixed cycle without
any intervals. A cycle can be either a time-based or performance-based in which plant maintenance
team specify the cycle at which the maintenance plan should be executed.
Example: Change of Transformer oil & inspection annually, where 1 year will be the cycle with unit ‘YR’
Strategy Based Plan:
Plant maintenance team can use strategy cycle plans to show "Complex maintenance plans". Plant
maintenance team can create a strategy plan by assigning a maintenance strategy in which plant
maintenance team have defined the maintenance cycles of same units, intervals and hierarchy which for
a package. A maintenance strategy contains general scheduling information and can therefore be
assigned to as many maintenance plans and maintenance task lists as required.
Example: To use a strategy plan if different maintenance tasks for same machines are due in different
cycles: Oil filter change every 1 month, oil change every 3 months, overhauling every 12 months.
Multiple Counter Plan:
A maintenance plan where maintenance cycles with different units of cycle will be used to trigger the
preventive maintenance. And measuring counters of a technical object will be assigned against these
cycles. Cycle set is created with desired combination of cycles and is assigned against the maintenance
plan.
Example: You can define the interval for an oil change for every 10,000 km or every 6 months
This type of maintenance planning is not based on a maintenance strategy. The cycles for a multiple
counter plan are linked with either an OR operation or an AND operation. For an OR operation, a
maintenance order is generated for the earliest possible planned date.
If maintenance is due, for example, every 100 tons produced or every 50 operating hours or every two
weeks, the decisive factor is which occurs first. For an AND operation, a maintenance order is generated
for the last planned date. If maintenance is due, for example, every 100 tons produced or every 50
operating hours or every two weeks, the decisive factor is which occurs last.
Process:
1. The requirement to create the Preventive Maintenance Plan will make the Maintenance Planner to
identify the recommended frequency at which Preventive Maintenance for a particular technical
___________________________________________________________________________________________
37
object or equipment is suggested by the equipment manufacturer in his maintenance manual

2. Maintenance planner has to identify type of plan proposed by SAP standard system will match.
3. Considering creation of Strategy Based Plan, Maintenance In-charge has to create a new
maintenance strategy using ‘IP11’ transaction and define the packages
Entries Required:
- Strategy Name wit description

- Package with Cycle length & Unit of Cycle
- Cycle Text
- Hierarchy with Hierarchy Text
4. If you consider a Multiple Counter plan; a cycle set is created using ‘IP11Z’ as prerequisite
Entries Required:
- Cycle Set Name & description

- Package
- Cycle length & Unit of Cycle
- Cycle Text
5. Before creating measuring counters to trigger counter based plan, a characteristic will be created
as part of master data.
6. Measuring counters will be create using ‘IK01’ transaction
Entries Required:
- Measuring Point Object

- Technical Object
- Measuring Point Category
- Measuring Position
- Description of measuring Point
- Characteristic
- Decimal places
- Counter type Measuring object Indicator with Annual Estimation*
- Non-Counter type Measuring object with Target Value along with Upper& Lower limits*
7. And for single cycle plan a fixed cycle is enough which can be either a time based cycle or
performance based counter.
8. Now as part of creating a Maintenance plan, Maintenance Planner has to prepare the task lists (set
of operation) as per manufacturer guidelines; Tasklist can be created for three different
purposes.
 IA01- Equipment Tasklist (a group of specific operations applicable for dedicated equipments)
 IA05– General tasklist (a group of common operations applicable for various equipments)
 IA11- Function Location Tasklist (a group of specific operations applicable for dedicated
function locations)
Entries Required at Tasklist Header:

- Group Name of tasklist
- Group Counter of tasklist
- Planning plant responsible
- Workcenter who will be performing the operations
- Usage of the tasklist
- Planner Group
___________________________________________________________________________________________
38
- Status of Order upon generation

- System condition while performing the specified operations
- Strategy if applicable
Entries Required at Tasklist Operations:

- List of operations with duration
- Performing workcenter against operation
- Components if required against operations
- Packages applicable against operations
9. If a Maintenance Strategy is selected at the Tasklist header level this gives an additional option to
select the operations against desired package
10. Required components can also be maintained against the operation line item with quantity; which
will trigger material reservation up on generation of preventive maintenance order.
11. Maintenance plan is created using ‘IP01’ transaction where Maintenance Planner has an option to
select the type of plan he was about to create whether it might be a single cycle plan or strategy
based plan or multiple counter plan; And depending on the requirement suitable plan will be
selected.
12. Maintenance Plan has three section
a. Plan Header: Cycle length with units (time based or counter based), Scheduling parameters-
Call horizon, Schedule duration, OR - AND, Sort field, maintenance plan category
b. Maintenance Item: technical object, order type, planner, priority, activity type, settlement
rule & workcenter
c. Tasklists; list of operations to be performed during preventive maintenance
Note: For INDUSTRY, following Maintenance Plan categories & Number Ranges were proposed
S. No Plan Category Description Of Plan Category

1 PM INDUSTRY: Maintenance Order(Call object is an Order)
INDUSTRY : Calibration Order (Call Object is Calibration Order
2 CO
along with Calibration Inspection Lot)
Maint. Plan Description of Plan Type of Number range

Category Category Number range From To
PM Maintenance Order
Internal 000000000001 599999999999
CO Inspection Lot
Note: Maintenance Item & Number Ranges were proposed
Sl. Maintenance Item Number range

No From To
1 1 9999999999
Note: Order Type and Number Ranges were defined for Preventive Maintenance Order.
Order
Maintenance Plants Description
Type
A100 ZPRE Preventive Maintenance Order
Plant Maintenance Plants Order Type Number Range
___________________________________________________________________________________________
39
From To
10000000 9999999
A100 ZPRE
Note: Following Maintenance Planner Groups are defined for INDUSTRY.
Maint. Planning Plant Description Planner Group Description

PM Plant Engg. Planner
UTL Utility Planner
A100 Madurai Plants CAL Calibration Planner
PRT Mould In-Charge
INS Instrumentation
Note: Maintenance activity type defined for Preventive maintenance process
Order Type Maintenance Activity Type Code Description

ZPRE PRE Preventive Activity
13. Additional maintenance items can also be assigned either by using create new or by using
assign more items which were created using ‘IP04’ transaction.
14. Background scheduling will keep generating the preventive maintenance orders as per the plans
created and scheduled; the scheduled plans can be viewed using the transaction ‘IP24’ to
forecast the preventive maintenance planning and communication the same to production
planners or supervisors of respective plants.
3.1 Preventive Maintenance Internal Process:
___________________________________________________________________________________________
40
FIG: Preventive Maintenance Process Flow Chart – [Order Internal Process]
Process Complete Preventive Maintenance Order as per the proposed plan and to
Objective capture the cost involved in Internal preventive maintenance processing
Release system generated Preventive Maintenance Order Type ‘ZPRE’ with

Entry Criteria
Internal operation; components & permits assigned (if applicable)
Inputs Predefined in the Maintenance Plan
1. Work Permits Assignment (If required)

Tasks 2. Collect Good against reservation number
3. Perform Internal Operations predefined
1. Planner Group
Validation
2. Work Center
___________________________________________________________________________________________
41

Exit Criteria 3. Settlement Rule
1. Maintenance planner can forecast the scheduled plans using ‘IP19 & IP24’ transactions & the same
can be published across the plans.
2. Maintenance planner regularly will check the schedule list of plans using ‘IW38’ transaction &
the ‘Planning’ tab in the Calibration Order screen will let you know the planning details like Plan
number, call no., tasklist group and immediate previous call.
3. As per the schedule the Preventive Maintenance Orders will get generate and upon release of the
equipment for the preventive activity maintenance planner will allocate the man power to
perform preventive maintenance activity.
4. Safety Permits are assigned within the maintenance order itself by the Maintenance in-
charge and should get it released by Authorized Safety in-charge against that work order using
IPM2 transaction.
5. Once the order is released the components assigned against operations which were flown in from
the tasklist will generate reservation numbers.
6. Store persons will issue materials against Preventive Maintenance Order (Reservation number).
Note: Declaration of the component in the tasklist will help the material planning department to
maintain the required quantity by the date of requirement.
Note: Validation for Order Release Indicator showing whether the permit must have been granted before
the maintenance order is released or before completion of the maintenance order
7. Up on issuing the ‘Work Permits’ as per the proposed operation in the preventive maintenance
order the preventive activities will be performed
8. Components were consumed where applicable and returned to store where not consumed
9. All the operation performed will be confirmed using the transactions ‘IW41- Individual operation
wise confirmation or IW42-Collective operations confirmation’
30. After completion of confirmation against internal operations (IW41/IW42) & Goods receipt
(MIGO) maintenance planner will check the costs to for verification of planned vs actual and set
preventive maintenance order status to "TECO" .
3.2 Preventive Maintenance External Process:
___________________________________________________________________________________________
42
FIG: Preventive Maintenance Process Flow Chart – [Order External Process]
Process Trigger the Preventive Maintenance Order as per the proposed plan and to
Objective capture the cost involved in External preventive maintenance processing

Entry Criteria
External operation; components & permits assigned (if applicable)
1. Forward System generated External PR to Purchase Department

Element
1. Planner Group
Validation
2. Work Center
___________________________________________________________________________________________
43

Exit Criteria
6. Settlement Rule
Incase if any planned external services are required against the preventive maintenance, the tasklist
included in the plan need to be adopted with ‘PM03-control key’ against operation and enter the
external processing information
c. Purchasing group
d. Material group
1. Once the preventive maintenance order with external service operation is generated by the
system; upon release of the order a PR number against the external service will be generated
which will be forwarded to the purchasing department.
2. Purchasing department will create a PO against the PR and upon approval; PO will be forwarded
to the external service provider.
3. Up on receiving the PO the External service provider will schedule to perform preventive
maintenance activity against production department date of release of technical object.
4. After completion of the service activity, maintenance planner creates the service entry sheet
(ML81N) against the service purchase order in full.*
Incase if these external service were on (AMC) Annual Maintenance Contract basis, a pre approved PO
along with Contractual Outline-agreement of a line item with ‘n’ Quantity will be created by the
purchase department; where ‘n’ indicates the number of invoice submission for a contractual period
3.3 Preventive Maintenance AMC External Process:
___________________________________________________________________________________________
44
FIG: Preventive Maintenance AMC Process Flow Chart – [Order External Process]
Process Trigger the Preventive Maintenance Order as per the proposed plan under ‘AMC’
Objective and to capture the cost involved in External maintenance

Entry Criteria
External operation; components & permits assigned (if applicable)
1. Forward remainder to Vendor as per AMC plan triggered by the system

Element
1. Planner Group
Validation
2. Workcenter

3. External Work Confirmation (Service Entry Sheet)*
Exit Criteria
6. Settlement Rule
___________________________________________________________________________________________
45
5. Each time AMC Preventive maintenance orders get generated, a remainder will be sent to
External Service Provider who has to perform the required services as per contract.
6. Maintenance planner assigns Permits against the maintenance order (IW32) if applicable & gets
the Permit approval (IPM2) from the Safety In-charge before services were performed by the
external service provider as per the AMC.
(ML81N) against the service purchase order in Partial Quantity.*
Note: The External Services required for the Planned Maintenance are maintained in the operations of
the task lists. Based on the Control key “PM03” in the task list operations, the system generates the
Service Purchase Requisition number.
Note: If any of the Equipment is sent for external services to outside to the vendor site using the
Returnable gate pass, then the equipment will be repaired by Vendor and will be delivered back with the
same Returnable gate pass issued by the Stores department along with Vendor’s Invoice & Delivery
Challan
8. After completion of confirmation against external operation service entry sheet (ML81N) & Goods
receipt (MIGO) maintenance planner will check the costs to for verification of planned vs actual
and set preventive maintenance order status to "TECO" .
9. After completion of TECO controlling person will settle the cost to cost center of respective
technical object as per standard settlement rule
10. After completion of Settlement FI person will close the order as business completion and while
doing that if system throw an information or warning message then FI person will check the
details and close the order
Process steps:
BBP/PM/3: Preventive Maintenance Process

SAP
Process Step
S. No. Description Performed by Transaction Remarks
Description
/ Function
1. Defining of unit Maintenance In-charge has to Maintenance CT04
of measure create the characteristics by In-charge /
assigning the required unit of Supervisor
measure based on requirement
2. Defining of Maintenance In-charge has to Maintenance IK01
Measuring create the counters and points In-charge /
Points/counters against individual equipment to Supervisor
record the operating hours or
running hours
3. Define schedule Maintenance In-charge has to Maintenance IP11/IP11Z
strategies/Cycle create the schedules In-charge /
Sets strategies/Cycle Sets as per the Supervisor
manufacturer guide lines.
___________________________________________________________________________________________
46
4. Create check list Maintenance In-charge will Maintenance IA05 / IA01

or task list create the maintenance check In-charge / / IA11
list or task list as per the Supervisor
manufacturer guide lines and
assign the maintenance
strategies.
5. Create check list Maintenance In-charge will Maintenance IA05 / IA01
or task list with include external processing In-charge / / IA11
external services requirement against a tasklist Supervisor
operation with ‘PM03’ control
key
6. Assigning the Maintenance In-charge will Maintenance IA05 / IA06
components assign the required components In-charge /
with respective of Supervisor
operation/check list
7. Create the Maintenance In-charge has to Maintenance IP01 / IP41
maintenance create the maintenance plans In-charge / / IP42 /
plan (Single Cycle/Strategy/Multiple Supervisor IP43
Counter) against individual
equipment based on
requirement.
Note: plans can be “N” number
8. Schedule the Maintenance In-charge / Maintenance IP10
maintenance Supervisor has to schedule the In-charge /
plans maintenance plans as per Supervisor
required scheduled start of day
9. Auto generation System generates the Maintenance IP10 / IP30
of Planned Work scheduled maintenance work In-charge /
Orders order as per scheduled due Supervisor
date
10. Forecast Maintenance Planner can Maintenance IP19 & IP24 Develop
Preventive forecast the monthly schedule Planner ment for
Maintenance Plan and communicate the same to mail
production plant in-charge triggerin
g option
BBP/PM/3.1: Preventive Maintenance Order Process
11. Check the list of Maintenance In-charge / Maintenance IW38 /
scheduled orders Supervisor has to check the list In-charge / IW37N /
of system generated scheduled Supervisor IW40
orders
12. Takeover the Based on scheduled due date Maintenance External
machine under and availability of machine, Team Activity
maintenance maintenance team has to take
the machine under
maintenance
13. Assign the Maintenance In-charge will Maintenance External
resource assign the resources to perform In-charge / Activity
the scheduled maintenance as Supervisor
per due date
___________________________________________________________________________________________
47
14. Material issue System generated order have Stores IW32 / IW33
the reservation numbers as per Department / IW38
assignment in Maintenance task
list
15. Spares withdraw Stores department issue spares Maintenance MIGO BBP/P2P
against system generated Team /3.2.14.0
reservation numbers of 1 & 02
scheduled maintenance order
If Work Permits are Required for Maintenance Work Order
16. Assign Work Before performing the Work, Maintenance IW32
Permits Maintenance In-charge must In-charge
ensure required Permits were
issue against the Work Order
17. Issue of the Issue of Work Permits by safety Safety, IPM2 Print
Permits officer after inspection of work Production & Form
space, tools & safety Maintenance Required
In-charge
requirements
18. Perform the Maintenance team has to Maintenance External
maintenance perform the maintenance Team activity
activities as per scheduling
19. Confirmation of Maintenance In-charge will Maintenance IW41 / IW42
worked hours confirm the performed worked In-charge /
hours against scheduled Supervisor
maintenance order
20. Complete the Maintenance In-charge has to Maintenance IW32 Restrict
work order complete the work order by In-charge / TECO if
assigning the “TECO” status in Supervisor PO
Confirma
work order to restrict the
tions are
further assignments of spares open
and external services against
completed work order.
21. Cost settlement FINANCE team has to do the FINANCE KO88 / BBP/FI/3
settlement of incurred cost of Department KO8G
scheduled maintenance work
order to respective cost
receiving object
22. Close the work FINANCE team has to close the FINANCE IW32 / CO99 BBP/FI/3
order performed scheduled Department/
maintenance work order which Maintenance
is settled and have “TECO” In-charge
status
BBP/PM/3.2: Preventive External Services (PM03)

SAP
Process Step Performed
S. No. Description Transaction/ Remarks
Description by
Function
___________________________________________________________________________________________
48
1. Create Maintenance planner has to Maintenance IP11

Maintenance create the maintenance Planner
strategy strategies as per the required
schedule intervals with specific
unit of measure
2. Create the Maintenance planner has to Maintenance IA05 BBP/P2P
Maintenance create task list with ‘PM03’ Planner
Task List with control key against the
External Service operation which need external
services. And against that
external service process related
data will be assigned
3. Create the Maintenance planner has to Maintenance IP04
Maintenance create the maintenance item Planner
item against against the technical object
technical object with the relative details.
4. Create the Maintenance planner has to Maintenance IP01
maintenance create the maintenance plan Planner
plan with the reference of created
maintenance item
5. Assign the Maintenance planner has to Maintenance IP02
Schedule assign the schedule parameters, Planner
parameters like Start of cycle, tolerance
limit, factory calendar, sort
field etc
6. Schedule the Maintenance planner has to Maintenance IP10
plan schedule the created plan to Planner
get the list of schedule
overview list for the entire
scheduling period
7. Assign the Maintenance planner has to Maintenance IP30
scheduled plan assign the scheduled plan to Planner
to deadline back ground scheduling job to
monitoring get the orders as per the call
dates / due dates of scheduled
plan
8. Forecast Maintenance Planner can Maintenance IP19 & IP24
Preventive forecast the monthly schedule Planner
Maintenance and communicate the same to
Plan production plant in-charges
9. Check the list of Maintenance planner has to Maintenance IW38 / IW39
scheduled check the list of system Planner
orders generated preventive orders as
per the due date
10. Release the Maintenance planner has to Maintenance IW32
Order release the reader to process planner
the service purchase requisition
which is required to perform
the maintenance activity
___________________________________________________________________________________________
49
11. Get the After releasing system Maintenance IW32 / ME5K BBP/P2P
Purchase generates the purchase planner / ME5A
requisition requisition number against the
number scheduled maintenance order
12. Approve the As per the approval / release Maintenance ME54N BBP/P2P
Purchase strategy, authorized person will planner
requisition approve the purchase
requisition
13. Create the Purchase department creates Purchase ME21N BBP/P2P
Purchase Order the PO against the service PR Department
14. Call the third As per the machine availability, External
party service maintenance planner has to call activity
person the third party service person
If Work Permits are Required for Maintenance Work Order
15. Assign Work Before performing the Work, Maintenance IW32
Permits Maintenance In-charge must Planner
ensure required Permits were
issue against the Work Order
16. Issue of the Issue of Work Permits by safety Safety, IPM2 Print
Permits officer after inspection of work Production & Form
space, tools & safety Maintenance Required
In-charge
requirements
17. Takeover the Maintenance planner has to External
machine under take over the machine under activity
maintenance maintenance and handover it to
maintenance users to perform
the maintenance activities
18. Perform the Service person perform the External
activities maintenance activities along activity
with the maintenance users
19. Handover the maintenance users has to External
machine to handover the machine to activity
production production department to take
users the trail run
20. Confirm the Maintenance planner has to Maintenance ML81N BBP/P2P
third party confirm the third party service planner
service by creating the service entry
sheet against the Service PO
with full confirmation*
21. Completion Maintenance planner has to Maintenance IW41 / IW42
Confirmation confirm the time and spares user
consumption against the
maintenance order
22. Assign the Settlement rule by default Maintenance IW32
settlement rule standard rule will be created planner
against technical object
costcenter
___________________________________________________________________________________________
50
23. Complete the Maintenance planner has to Maintenance IW32

order complete all the activities and user
set the status as "TECO"
24. Settle the Order FICO users has to settle the Finance KO88 / KO8G BBP/FI
individually / maintenance order cost against
Collectively to the respective cost center
25. Close the order FICO users has to close the Finance CO99 / IW32 BBP/FI
settled orders and set the
status as "CLSD"
9. Description of Functional Deficits / SAP solution fitment:

Where appropriate, identify any gaps (SAP solution fitment). This section is important when assessing risk, as well as
estimating the need for ABAP (or similar) resources. Following are the indicators to mention in the SAP solution
fitment:
A. Possible
B. Possible with work around
C. Possible with ABAP
D. Not in scope / Not possible
E. Explore and confirm

 Procure to Pay [Material Management] – material reservation, purchases, external services

purchase orders

IP01 Creation of Maintenance Plan
IP10 Schedule Maintenance Plan
IP16 Display Maintenance Plan
IP19 Scheduling overview Simulator
IP24 Scheduling overview list
IP30 Deadline Monitoring

User Transaction
SI AIR SPRINGS MD Team IP01, IP02, IP03, IP10, IP16, IP19, IP24 & IP30
Maintenance Planner IP02, IP03, IP10, IP16, IP19, IP24 & IP30
Maintenance End User IP03, IP10, IP16, IP19, IP24 & IP30
___________________________________________________________________________________________
51
14. File Conversion / Interface Consideration

Documents file conversion/interface requirements. Where the information has to come from, what data has to be
converted manually/automatically and at what point in time. This is critical information that is used later.
None
4.0 Refurbishment Maintenance Process

Process Refurbishment Maintenance Process
Applicable Locations SI AIR SPRINGS – Madurai, SI AIR SPRINGS – Chennai,
Integrating BBPs This BBP is integrated with Material Management BBP/P2P/3, BBP/Finance
Refurbishment process is used for refurbishing the high valued components it might be an Electrical,
Mechanical and Calibration component or assembly of a machine. SI AIR SPRINGS requirement is to
keep track of these assemblies, its movement and status of these components and valuation.
a. During the process of any breakdown assemblies or sub- assemblies of the equipment will be
replaced with the new assemblies or spare assemblies.
b. The dismantled assemblies will get collected at the stores.
c. Later these dismantled assemblies will be sent for repair/refurbishment by the maintenance
department to external services with reference to purchase order.
d. In some cases, these activities will be performed by the internal maintenance team.
e. Required components for refurbishment will be drawn from the stores.
f. Purchase requisition will be generated for non stocked spare components
g. Once PO is generated and forwarded to the vendor and up receiving the required spares the
refurbishment of the dismantled assembly will be carried out.
h. Update the activities performed and costs involved in the particular equipment history book for
the work done, modification, spares consumed, breakdown hours, etc.,
i. Refurbished spare will be sent back to store & will be consumed when required
j. Cost calculation of the maintenance / refurbishment work done is recorded.

___________________________________________________________________________________________
52
Refurbishment will be planned by the Maintenance Planner depending on ‘to-be repaired’ stock

None

None

The refurbishment process will be standardized and the dismantled assembly movement will be triggered
at every level
With standardizing the refurbishment process and assembly & Dismantle process, particular assembly
valuation will be captured and the movement is also recorded. And depending on the valuation user can
make a decision whether to go for a new assembly by scrapping the old assembly or to go for
refurbishment process
8. Solution in SAP.
A refurbishment order process is a maintenance order process using which refurbishing (servicing /
repairing) damaged Equipment’s or Equipment Assemblies can be carried out.
The Assemblies will be having both equipment view and material view which will be integrated in the
master data. Condition based valuation is activated against the refurbish-able assembly or material.
All the Assembles Material Master need to be created with activated valuation type, serial number and
pricing to enable to keep track of the specific assembly or material.
4.1 Refurbishment Order Internal Process (PM01-Control Key):
___________________________________________________________________________________________
53
FIG: Refurbishment Maintenance Process Flow Chart – [Internal Process]
Execute Refurbishment Order on a damaged component or assembly and

Process
account spare components & labor overheads consumed in the maintenance
Objective
order to make damaged one to a refurbished component or assembly
Entry Criteria Create Refurbishment Maintenance Order Type ‘ZRFR’ with internal operation.
1. Order Type
2. Planning Plant
3. Business Area
Inputs
4. Main Workcenter
5. Activity Type
6. Material with serial number

Tasks
Element
1. Planner Group
Validation
2. Work Center
___________________________________________________________________________________________
54

2. Work Confirmation
Exit Criteria
4. Settlement Rule
Business Rules Settlement of cost will be posted against component or assembly refurbished
Measurement Updated Valuation of the Repaired Component or Assembly
Process:
1. Maintenance Planner has to create the “IW81”-Refurbishment maintenance order against the
damaged Equipment Assembly (material code & serial no. if applicable)” for which the
refurbishment activity need to be carried out.
2. Once the order is created & saved system generates the reservation number for the maintenance
team to collect the material from stores.
3. Any additional components will be reserved against the refurbishment maintenance order against
the operation along with item category (L– stock-able material or N– non stock-able material).
Consumption of Stock-able items (L –Category):
4. Spare components of L– category (stock-able item) availability need to be checked in stores,

availability of the material in the store and through a message
5. Once spares are available save the refurbishment order which will generate system generated
reservation number, against which items will be collected from stores.
Consumption of Non-Stock-able items (N –Category):
6. Incase if the spare component item category is N (non stock-able item) then maintenance in-
charge has to perform “activate reservation/purchase requisition” option within the
maintenance order; which makes system to generate the purchase requisition number for non-
stock items.
 If required spares are specific to particular order and management don’t want to update in
 When stock item category is assigned as “N”, system generates the “Material Purchase
Requisition” up on reservation.
7. Once required material are received from the receiving stores whether it may be stocked or non-
stocked items and the refurbishment activity will be performed by the maintenance work center.
4.2 Refurbishment Maintenance Order External Services Process (PM03- Control Key):
___________________________________________________________________________________________
55
FIG: Refurbishment Maintenance Process Flow Chart – [External Process]
Execute Refurbishment Order on a damaged component or assembly and

Process
account spare components & external processing cost consumed in the
Objective
maintenance order
Create Refurbishment Order Type ‘ZRFR’ with Material valuation; internal

Entry Criteria
operation; components assigned (if required)
1. Order Type
2. Planning Plant
3. Business Area
Inputs
4. Main Work center
5. Activity Type

Tasks
Element
1. Planner Group
Validation
2. Work Center

2. External Work Confirmation (ML81N)
5. Settlement Rule
Business Rules Settlement of cost will be posted against component or assembly valuation
Measurement Updated Valuation of the Repaired Component
___________________________________________________________________________________________
56
8. If incase of any external service is required, then maintenance in-charge has to collect & assign
required service information under operation tab by using “PM03” control key against operation
line item within the maintenance work order.
9. By entering “PM03” control key, system proposes to enter the external processing information
Entries Required:
- Service Number
- Text Description
- Quantity with Units
- Gross Price
- Cost Element
- Material Group
- Purchasing Group
8. Depending on the material group system picks the Cost element in cost element field
automatically from the configuration.
9. After assigning the service information maintenance in charge has to perform “activate
reservation/purchase requisition” option within the maintenance order; which makes system to
generate the service purchase requisition number against the refurbishment work order.
10. Purchase department will process the Purchase requisition to release the PO after approvals and
forward it to vendor/third party services.
Note: Service Masters for the PM Work Orders are maintained in the Material Management BBP
P2P/ Proposed service masters are as below
a. Cost element account
c. Purchasing group
d. Material group
During external processing, a distinction is made between the external procurement of materials and the
allocation of complete order operations to vendors.
Since both of these procurement processes generally require different data for purchasing, for example,
different purchasing groups or different cost element accounts, we should also define different profiles
for them.
11. The equipment or assembly, which ever need to be refurbished will be sent to external service
provider (along with or without the required spares depending on the scenario) with a returnable
gate pass with list of item details and reference purchase order number.
12. Once the external service provider completes the job, the equipment or assembly will be
delivering at the receiving stores along with the returnable gate pass copy and delivery challan
13. After completion of refurbishment of the equipment or the assembly whether it might be
internal or external maintenance in-charge has to confirm the internal operation using “IW41” &
external operations “ML81N” respectively
30. Once the repairs works were completed the Refurbished material need to be sent back to store
using transaction ‘IW8W’ as ‘V2- Repaired’ valuated material or assembly
Entries Required:
- Refurbishment Order Number
- Storage location
31. After completion of confirmation against internal operations (IW41/IW42), external operation
service entry sheet (ML81N), Goods issue/ receipt (MIGO) & Goods return (IW8W) maintenance
planner will check the costs to for verification of planned vs actual and set the preventive
maintenance order status to "TECO" .
___________________________________________________________________________________________
57
32. After completion of TECO controlling person will settle the cost to cost center of respective
technical object as per standard settlement rule
33. After completion of Settlement FI person will close the order as business completion and while
doing that if system throw an information or warning message then FI person will check the
details and close the order.
Note: When orders have “CLSD” status systems will not allow to-do the financial transactions.
Note: Here system calculates the variance of refurbishment order cost.
 Maintenance order total cost – material master price of “repaired assembly”.
 When stock updated “Material master price” posted to Inventory account” and in cost
settlement, if any variance is there that one also settled or posted to inventory account.

 Procure to Pay [Material Management] – material reservation, purchases, external services

purchase orders

IW28/ IW29 Display list of Notifications
IW38/ IW37N/ IW40 Display list of Refurbishment Orders
MMBE Display list of Stock Overview against material

User Transaction
IW21, IW22, IW23, IW24, IW28, IW29, IW31, IW81, IW32, IW33, IW34,
IW38, IW37N, IW40, IW41, IW42, IW43, IW45, IW8W, MMBE & ML81N
Maintenance End User IW23, IW29, IW33, IW37N, IW40, IW41, IW42, IW43, IW45, & MMBE
___________________________________________________________________________________________
58
5.0 Calibration Process

Process Calibration Process
Applicable Locations SI AIR SPRINGS – Madurai, SI AIR SPRINGS – Chennai
This BBP is integrated with Material Management BBP/P2P Production
Integrating BBPs
Planning BBP/M2W Quality Management ,BBP/Finance.
SI AIR SPRINGS requirement is to capture the Scheduled frequency dates of the Instrument
Calibration/Inspection activities. SI AIR SPRINGS would also like to have proposed schedule to generate
calibration plan.
a. Preparation of calibration schedule based on time and equipment wise performance.

b. Request from user department for calibration of particular equipment/ gauge .
c. If calibration can be done within the plant, then relative calibration activities will be performed
as per the equipment/gauge defined under calibration parameters and record the results.
d. The equipment/gauge will be sent to external facilities for Calibration
e. Once the calibration is completed the external service provider will return the equipment/gauge
to the premise.
f. If the equipment / gauge test results were found satisfactory the instrument will be replaced
back to its original position of the equipment or process line
g. Updating in the history book of equipment, calibration data base etc.

Calibration Plans Schedule by the Calibration Planners.

None

None
___________________________________________________________________________________________
59

For SI AIR SPRINGS, Calibration process is proposed to be performed in both Planned using Preventive
Maintenance call object and Unplanned by creating Calibration Order
Calibration order type will help in keeping track of the instrument or gauges history and working
condition. The costs incurred in calibrating the instrument will help to keep track on the cost invested
for testing and services if any, which also helps to make a decision on the investment to go for a new
gauge or instrument.
8. Solution in SAP.
The Calibration activity is the process of calibrating the working condition of the Measuring instruments
or Metrology instruments or Production Resource Tools, to make sure their working condition is in its
original state of operation and these are carried out periodically by creating a maintenance plan and
assigning the plan to relevant technical object (Instrument or gauge); For executing the Calibration
Process, Maintenance Planner has to define the below master data elements
1. Characteristics
2. Master Inspection Characteristics
3. Sampling Procedure
4. Task List
5. Maintenance Strategies
6. Maintenance Plans
Whether it is a planned or unplanned activity, an order type of “ZCAB” is selected for calibration process
by the Calibration planner to initiate the calibration process. Oder type “ZCAB” is configured so as to
generate “Inspection Lot” with reference to the technical object selected.
In case of scheduled Calibration process a maintenance plan with “CO- Calibration Order” category will
be used to generate the “ZCAB” order types on time or performance based cycles; which generates
technical object relevant “inspection lot”.
 Based on the scheduled dates, the calibration work orders are created automatically with an
inspection lot as per the maintenance plan.
 Once the Calibration order is created, inspections are carried out as per the master inspection
characteristics and the test results can be recorded and order can be closed.
 IN SI AIR SPRINGS Calibration activities of measuring instruments are taken care by External
Service only.
Note: For INDUSTRY, Order type & number ranges for Calibration Process are defined as below
Maintenance Plants Order Type Description

A100 ZCAB Calibration Order
Order Number range

Order Type Type of No. range
From To
___________________________________________________________________________________________
60
ZCAB Internal
1000000 9999999
Note: For SI AIR SPRINGS, group plants maintenance activity types for Calibration Process are defined as
below
Order Type Maintenance Activity Type Code Description

ZCAB CAL Calibration Activity
Note: Following Maintenance Planner Groups are defined for SI AIR SPRINGS.
Maint. Planning Plant Description Planner Group Description

PM Plant Engg. Planner
A100 Madurai Plants UTL Utility Planner
CAL Calibration Planner
5.1 Calibration Order Internal Process (PM01-Control Key): Planned
FIG: Calibration Process Planned – [Internal Process]
___________________________________________________________________________________________
61
Complete Calibration Order as per the proposed plan & Master Inspection
Process
Characteristics defined and to capture the cost involved in Internal preventive
Objective
maintenance processing
Release system generated Calibration Order Type ‘ZCAL’ with Internal

Entry Criteria
operation; components & permits assigned (if applicable)
1. Perform Internal Calibration as per MIC

2. Result recording
Tasks
4. Collect Good against system generated reservation number
1. Planner Group
Validation
2. Work Center
1. Usage Decision
Exit Criteria
5. Settlement Rule
6. Update Instrument Serial no. (if replaced)
Outputs Calibration Certificate; Completion of Calibration Order
Process:
1. Once the planning of the calibration order is scheduled as discussed in the preventive
maintenance process BBP/PM/3 depending on the cycles calibrations will get generated.
2. Calibration planner can forecast the scheduled plans using ‘IP19 & IP24’ transactions & the same
can be published across the plans.
3. Calibration planner regularly will check the schedule list of plans using ‘IW38’ transaction & the
‘Planning’ tab in the Calibration Order screen will let you know the planning details like Plan
number, call no., tasklist group and immediate previous call.
4. Calibration planner can check the planned calibration order plan details under planning tab of
the order screen.
5. In case if the calibration activity can be performed by the internal calibration team, then
depending on the location of the technical object & safety criticality, Calibration planner assign
work permits against the calibration order (IW32)
6. And these permits need to get the approval (IPM2) from safety officer and production in-charge.
7. Once permits are issued and the calibration order is released & saved where inspection lot is
generated.
8. Calibration results recording could be done using the ‘QA32’ or ‘QA11’ transaction where appropriate
inspection lot is selected with reference to plant, date, material or status.
9. Number of recording depends on the ‘Master Inspection Characteristics’ declared and each
recoding will be validated, as defined in the inspection lot.
10. In case if the result posted were out of tolerance a warning message is issues to check the
posted result.
___________________________________________________________________________________________
62
11. Once results get posted a validation check of results is done where you can ‘Accept’ or
‘Reject’
12. In case if the result posted were out of tolerance and rejected there is an option to cause of the
rejection and raise a notification against the rejection using the option provided.
13. And in the next step ‘Usage Decision’ will be made with the same ‘QA32’ or using ‘QA13’ if we
have different users, where the technical object can be issued a QA decision.
 Can be Used
 Adjustment Required (Re-Calibration)
 Cannot be Used (Scrap)
5.2 Calibration Order External Process (PM03-Control Key): Planned
FIG: Calibration Process Planned – [External Process]
Complete Calibration Order as per the proposed plan & Master Inspection
Process
Characteristics defined and to capture the cost involved in external preventive
Objective
maintenance processing
___________________________________________________________________________________________
63
Release system generated Calibration Order Type ‘ZCAL’ with External

Entry Criteria
operation; components & permits assigned (if applicable)
1. Perform Internal Calibration as per MIC

2. Result recording (If applicable)
Tasks
4. Collect Good against system generated reservation number
1. Planner Group
Validation
2. Work Center
1. Usage Decision
3. External Calibration Confirmation
6. Settlement Rule
Outputs Completion of Calibration Order
Incase if any planned external services are required against the Calibration process, the tasklist included
in the plan need to be adopted.
10. Against corresponding tasklist of the maintenance plan ‘PM03-control key’ will be assigned
against operation and system proposes to enter the external processing information
Entries Required:

- Service Number
- Cost Element
- Material Group
- Purchasing Group
Proposed Service Masters for the PM Work Orders are maintained in the Material Management
a. Calibration Services
c. Purchasing group
d. Material group
___________________________________________________________________________________________
64
24. Once the Calibration Order with external service operation is generated by the system; upon
release of the order a PR number against the external service will be generated which will be
forwarded to the purchasing department.
25. Purchasing department will create a PO against the PR and upon approval; PO will be forwarded
to the external service provider.
26. Up on receiving the PO the External service provider will schedule to perform Calibration activity
against production department date of release of technical object.
(ML81N) against the service purchase order.
28. After completion of calibration by external services, a calibration certificate will be issued.
Calibration in-charge needs to update the recording (if required) and usage decision against the
calibration order is posted using in ‘QA32’ or ‘QA11’.
29. If the calibration results were found satisfactory as per the “Master Inspection Characteristics”
the technical object is replaced back; if not object will be replaced with new one & the old one
will be scrapped as per the scrap procedure inconsequence a notification is triggered during
‘Usage Decision’
30. Calibration in-charge will confirm all the related work activities or service activities and settle
them against the technical object.
31. After completion of assignment of settlement rule, Calibration in-charge checks the actual cost
vs planned cost to make sure of any pending reservation, PR’s & PO’s and has to do the "TECO"
32. System status in the Calibration Order and the Inspection lots can be view using the info icon
which explains all the process related activities.
33. Finance department has to settle the cost of Calibration work order to respective settlement
receiver in KO88 / KO8G at the period end;
34. Settlement can be done partially or in full depending on the order status by the time of
settlement.
35. And Finance department has to close the order as business completed while doing the business
completion; if any MIRO postings are still pending then, controlling user has to intimate to FI
person to complete the pending postings.
5.3 Calibration Notification Process (Un Planned):
___________________________________________________________________________________________
65
FIG: Calibration Process Flow Chart – [Notification Process]
Process Creation of Calibration/ Inspection Notification from production/ any user

Objective departments placed to maintenance department which is important to record.
Entry Criteria Create Calibration Notification ‘ZC’
3. Equipment Number
Inputs
4. Reported By
6. Breakdown Indicator (if applicable)
Tasks Calibration Activities (no MIC Results )
1. Planner Group
Validation 2. Work Center
Exit Criteria Calibration Notification request gets closed
1. Work Duration
Outputs
Business Rules Production user to raise calibration notification type request

For any unplanned issues, the production user / end user can raise a maintenance notification and if the
issue is related to any measuring gauge or instrument or test equipment a notification with “ZC”
notification type along with relevant technical object will be raised, which initiated the unplanned
calibration process.
1. When any problem observed in any instrument or gauge, production users / end users will create
the notification in IW21 with the notification type as "ZC”.
2. Calibration department keep checking the list of notification requested and the type of
notifications in their respective plants, by executing “IW28”.
3. Once Calibration notification is identified Calibration in-charge assigns the resources and
acknowledge to production request by setting the notification status to release.
4. Assigned Calibration technician will attend the technical object and analyze the Calibration
requirement.
5. If requirement is minor, assigned Calibration technician has to perform the Calibration
requirement as required and update the observations in respective notification along with
analysis information like, Damages, Object Parts & Causes etc.
6. Calibration user has to update Start & End dates & close the notification.
___________________________________________________________________________________________
66
FIG: Calibration Process Flow Chart – [Internal Order Process]
7. In case of any calibration requirement a Calibration order ‘ZCAL’ will be created against
calibration notification
8. As these were not planned orders the tasklist (Checklist) for calibration need to be assigned to
the Calibration order by going to menu option ‘Extras’ –tasklist selection and selecting
appropriate tasklist; (w.r.t selection criteria)
9. Once appropriate tasklist is signed and the order is release the ‘Inspection lot’ gets generated
and a magnifying mirror icon is generated which will direct you to inspection lot
10. Once Inspection lot is generated the results recording, usage decision (QA32) will be done and
the order will be technically completed along with the notification will necessary details
entered.
11. If the calibration results were found satisfactory as per the “Master Inspection Characteristics”
the technical object is replaced back.
12. If the results were not satisfactory Calibration in-charge will replace the test equipment with
new one & the old one will be sent to stores as scrap material valuation.
Incase if any external services are required against the breakdown maintenance, then the assigned
person intimates to respective Maintenance in-charge or Supervisor regarding the requirement. Creation
of maintenance order will ensure that all the maintenance work center hour costs, spares cost or
external service costs consumed by the maintenance work order are captured for settlement.
13. Once the calibrated instrument is received from the External calibrator; the “usage decision”
will be made against the inspection lot generated in the calibration order.
14. After completion of confirmation against internal operations (IW41/IW42), External Calibration
Services (ML81N) & Goods receipt (MIGO) maintenance planner will check the costs to for
verification of planned vs actual and set Calibration order status to "TECO" .
15. Finance department has to settle the cost of Calibration work order to respective settlement
receiver in KO88 / KO8G at the period end;
16. Settlement can be done partially or in full depending on the order status by the time of
settlement.
17. And Finance department has to close the order as business completed while doing the business
completion; if any MIRO postings are still pending then, controlling user has to intimate to FI
person to complete the pending postings.

 Procure to Pay [Material Management] – material reservation, PR, PO

 Plant to Product [Quality Management]
Process Steps:
BBP/PM/5.0: Calibration Order Process (Planned)
SAP
Process Step
S. No. Description Performed by Transaction Remarks
Description
/ Function
___________________________________________________________________________________________
67
1. Create Master Calibration parameters are Calibration In- QS21 Process

inspection created as master inspection charge PM
characteristics characteristics
2. Create Calibration In-charge will create Calibration In- IA05

calibration the calibration task list with the charge
task list assignment of MIC and operation
(Internal control key as "PM01"
Operations)
3. Create Calibration In-charge will create Calibration In- IA05
calibration the calibration task list with the charge
task list assignment of MIC and operation
(External control key as "PM03"
Operations)
4. Create Calibration In-charge will create Calibration In- IP01
maintenance maintenance plan as per charge
plan required schedule with
assignment of calibration task
list.
5. Schedule the Calibration In-charge will Calibration In- IP10
plan schedule the maintenance plan charge
6. Assign to After scheduling. maintenance Calibration In- IP30

Background plan assigned to existing variant charge
Job for back ground scheduling job
scheduling
7. Check the list Calibration In-charge has to Calibration In- IW38/
of orders check the list of system charge IW37N
generated calibration orders
8. Release the Calibration In-charge has to Calibration In- IW32/
order release the order. when planner charge IW38
releases the order system
generates the calibration
inspection lot & service
9. Process the Purchase department will Stores ME52N BBP/P2P
purchase process system generated Department
requisition purchase requisition.
10. Create Purchase department creates Purchase ME21N BBP/P2P
purchase purchase order against Department
order processed purchase requisition

___________________________________________________________________________________________
68
IW37N/IW40 Display List of Orders

User Transaction
IA05, IP01, IP41, IP42, IP43, IW21, IW22, IW23, IW28, IW29,
Calibration Planner
IW31, IW32, IW33, IW38, IW37N, IW40, ML81N, IP10,
IA05, IP43, IW22, IW23, IW28, IW29, IW32, IW33, IW38, IW37N,
Calibration End User
IW40, IP10,
___________________________________________________________________________________________
69

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Plant Maintenance Business Blueprint Document

SAP S/4 HANA 1709

Abbreviation Expanded Form

Authors and contributors can be referred to in section Document History.

Introduction: Plant Maintenance Business Process

1. General Maintenance Process

The related processes Plant Maintenance is represented below.

The following objectives were adhered in the design

1. A low touch system (less data entry).

Locations where this Business Process is performed

The processes will be executed in INDUSTRY in Madurai,

Business Process Master List Reference

1. General Maintenance Notification

1. Refurbishment Maintenance Order Prerequisite:

1. Calibration Order Process with

Flow Chart Legend:

1.0 General Maintenance Process

BBP Number BBP/BP/PM/1

Process Requirements: (Ref: Discussion Points)

Maintenance Request will be created by the user department

4. Special Organizational Considerations

5. Process Diagrams (As-Is)

6. Changes to Existing Organization processes (To-Be)

FIG: General Maintenance Process Flow Chart – [Notification Process]

Creation of General Maintenance Notification process covers the requirement

Entry Criteria Raise General Maintenance Notification of type ‘ZG’

Tasks General Maintenance Activities (no costs captured)

Exit Criteria General maintenance Notification request gets closed

Business Rules End user to raise maintenance notification request

1. No. of notifications raised

1. User/Production department creates notification against technical object (assembly, equipment

1.2 General/Corrective Maintenance Order Internal Service Process (PM01-Control Key):

FIG: General Maintenance Process Flow Chart – [Internal Process]

Execute maintenance process without shutdown and account components &

Create General Maintenance Order Type ‘ZGEN’ with internal operation;

1. Reservation for Stocked Components (L - category)

1. Work Permits closure (if assigned)

Outputs Completion of Maintenance Order

Measurement Average Work Duration by Type of activity; Maintenance Cost

Consumption of Stock-able Components (L –Category):

Consumption of Non-Stock-able Components (N –Category):

through ‘MIGO’ operation to the requester.

1.3 General/Corrective Maintenance Order External Services Process (PM03-Control Key):

FIG: General Maintenance Process Flow Chart – [External Process]

Execute maintenance process without shutdown and account components, &

1. External Operations with Service Details, & Cost Element

1. Goods Movement Confirmation (if assigned)

Outputs Completion of Maintenance Order

1. Average Work Duration by Type;

BBP/PM/1.1: General /Corrective Maintenance Notification Process

Inspect the Respective Maintenance user has Maintenance N/A External

Capturing of After completion of work, Maintenance

hours by the Internal technicians

Completion of Maintenance Work Order

BBP/PM/1.3: General Maintenance Order External Process (PM03 – Control Key)

further analysis & job start & end

09. Integration considerations

 Procure to Pay [Material Management]- Material purchase and goods issue

10. Reporting Requirements

11. Authorization Requirements

MCI7 & MCI8

2.0 Breakdown Maintenance Process

BBP Number BBP/BP/PM/2

s. Cost estimation of Breakdown is carried out further, as production loss.