Date : 15/06/20

Work Instruction
Doc : 480171018.doc

Tool Procedure

CHANGE PM ORDER

Domain : PM
Process : Corrective Maintenance – Preventive Maintenance
Person in charge : Ida-Marie KASTRUD / Yves-Olivier NZUE-
BEYEME
Author :

VALIDATION
ROLE DATE SIGNATURE
RESPONSIBLE

Version Document N° Status No. of Pages

V0  : Creation

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Summary

1 PREPARE THE PM ORDER.................................................................................3

1.1 Objective and task description.............................................................................................. 3

1.2 Prerequisite.............................................................................................................................. 3

1.3 Glossary................................................................................................................................... 3

1.4 Detailed step by step.............................................................................................................. 5

1.4.1 Transaction............................................................................................................................ 5
1.4.2 Data to be filled in : operations, activities..............................................................................6
1.4.3 Data to be filled in : components......................................................................................... 10
1.4.4 Data to be filled in : maintenance estimated costs..............................................................14
1.4.5 Data to be filled in : user status........................................................................................... 16

1.5 Display.................................................................................................................................... 18

Business recommendations........................................................................................19

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1 Prepare the PM order

1.1 Objective and task description

After having created the PM order resulting from the notifications list or maintenance plans, you
should specify the working team which is in charge of the operation (internal resources and/or external
services), the required components (stocked materials, purchasing or procurement).
The estimated costs of the work order must be planned.
No maintenance activity starts without a work order approval (except urgent conditions which are
governed by some specific business rules).

1.2 Prerequisite
The PM order exists in the corresponding planning plant.

1.3 Glossary

Work order  : A work order is a technical document which gathers together the operations and
resources required to carry out the work. It is also a financial document capturing all corresponding
costs (activity allocation, external services, procurement, purchasing) from operations.
The operations can be manually entered or automatically uploaded from a standard routine in the
order.The components can be manually entered or automatically uploaded from a bill of material in the
order. This bill of material is linked to functional locations and equipments.

Task list : (routine) a sequence of single tasks including the frequency of some mainly in preventive
cases. They apply to :
 - repetitive maintenance/repairing tasks
 - repetitive or statutory inspections
 - forecasting of services requirements from a specialised supplier
 - forecasting of support services requirements (ie. scaffolding, insulation & cleaning)
The maintenance task list contains the same data in each operation as those from PM order
operations.

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Bill of material : a bill of material is a list of materials required for the maintenance and the repairing
of functional locations and equipments. It is assigned to functional locations or equipments using
specific materials called "PM assembly".
The bill of material includes :
 - material in stock and non-stock
 - external purchasing
 - PM assemblies including some sub-assemblies in the functional location/equipment.

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1.4 Detailed step by step

1.4.1 Transaction

Path :

Logistics  Plant Maintenance  Maintenance Processing  Order  IW32 – Change

Transaction code : IW32

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1.4.2 Data to be filled in : operations, activities

 Complete the following field :

Field Mandat. Description

Order X Order number to be changed

 go to « header data » screen of the order

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 Complete/verify the following field :

Field Mandat. Description

Revision If the work has to be performed durind a shutdown or a
maintenance campaign, select the related shutdown/campaign.

 go to the list of operations

 Before performing each operation (one per line), complete/review the following fields :

The 1st operation, which automatically inherits the short text from the order, has to be completed
and reviewed.

If the list of operations refers to a standard routine (task list) in the system, it is possible to
search for an operation from the corresponding routine by following the path :
Extras  Task list selection  General task lists.

After you had selected the task list ("Selected" column), modify and/or confirm the work center to be
assigned, then select the required operations and transfer them into the operation list of the order.

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Field Mandat. Description

Work ctr. X Work center in charge of the operation. The system defaults the
work center from PM order, even if this is not necessarly in charge
of this operation. The default is always the header work centre. It
must be changed to the worker work centre.

Plant X Plant to which the work center belongs (Default values will be
valid)

Control key X 'INT' for internal processing by resources

Short text X Short description of tasks

LT If necessary, click on to go to « Long text » screen (after

entering long text, to go back in the operation list of the order)

Usually the description of the operations is written in the

standard short text field.

Work For operations executed by internal resources only, enter the

estimated activity of the task (man/hours)

Un Always ‘HR’

Number For operations executed by internal resources only, enter the

number of resources to be taken into account to estimate
activities within the limits of assigned resources

The key for calculation "Cckey » is defined to calculate the duration of the operation by applying
the following formula : Activity workload / number of resources.

 If external service is required for an operation, click on tab,

(otherwise go to point 9).

 Fill in/check the following fields :

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
  
 

Field Mand. Description

Component X Material number of the appropriate service. Service materials are
created with a specific material type SExx (where xx refers to the
plant).

Reqmnt qty X Required quantité

 Fill in the following fields :

Field Mand. Description

Price x Price for the service

Goods recipent x receiver name

Unloading point x Location where the service has to be delivered

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 Confirm the message to go to the Component tab.

1.4.3 Data to be filled in : components

tab : go to the « component overview » screen (spare parts, etc…)




 go to the bill of material, this is related to technical object for which a work order is
created.

If the work order includes several operations, you must indicate to which operation the components
are assigned :

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

 Complete the following field :

Field Mandat. Description

Ope. X Operation line number which requires the components

 Confirm the enter

If the BOM contains several levels, press to display all components :



 Select the required components to perform operation by clicking on the box on the left side
of the screen line.

 Confirm the selection of components.

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
 

 Fill in the following fields :

Field Mandat. Description

SLoc. X Storage location

Recipient X Specifies the recipient for whom the material or the service is
destined.

Unloading point X Specifies the point at which the material is to be unloaded

If no bill of material is defined, or if all expected components are not integrated in the bill of materials :

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 Complete the following fields :

Field Mandat. Description

Component X Enter the component number

Description X Description of the material (retrieved from material master)

Reqmnt quantity X Enter the quantity of the component

UM X Unit of measure in which stock movements of the material are

managed. This value comes from the material master data

IC X Item category : indicates the component is :

 A stock material (item cat. : L), supplied from Onshore

stock
 A non-stock material (ie direct purchasing) (item cat. : N)

It is retrieved from the material type.

SLoc. X Storage location

Plnt X Plant where the component is requested (the same plant as

where the order is processed)

OpAc. X Determines in which order the operations of a sequence are

carried out.

Recipient X Specifies the recipient for whom the material or the service is
destined.

Unloading point X Specifies the point at which the material is to be unloaded

If you want to consult the stock level of a component, click on its number to go to the material
master data (Plant stock and Storage location stock from the material master data to get the stock
quantities). Then go to the following paths :
- Environment  Stock overview (give quantities in all storage locations from all plants)
- Environment  Stock/requirement list (give the MRP results and the available quantity at the
requirement date).

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1.4.4 Data to be filled in : maintenance estimated costs

 Click on tab : go to the « cost overview » screen

 
 




 Calculate the planned costs.

The planned costs are automatically calculated by the system : operating costs from work
center (including the internal activities), value of components in stock, purchasing costs of external
services and classified components… .

Some subsidiaries make a consistency control (estimated costs > planned costs) of some value
categories.

The work can be released only if all estimated costs are defined.

 In the Estimated Costs column, complete the following fields :

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 In the Estimated Costs column, complete the following fields :

Field Mandat. Description

Material Estimated costs of stocked and purchased material

Labor Estimated costs of internal resource activities

Services Estimated costs of external services (excluding VAT)

The estimated costs have to take into account the unpredictable or undefined costs that you
foresee. Once the order is released, you cannot exceed the estimated cost for each value category.
Should you need more items than your estimated cost for the same work after the approval you will
have to raise another work order (Sub-order).

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1.4.5 Data to be filled in : user status

 to go to the « user status » window.








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 Select the required user status :

 if you have finished preparation and need approval, select the « WREL » status meaning
"awaiting release";
 if the external services and/or purchasing from the order have to be technically approved, the
« WTA » status meaning "awaiting technical approval" is applied automatically, WTA is
system driven if you have external costs

 Confirm the selected user status.



 After having completed the operations, components, estimated costs and user status, you
save the modifications in the work order.

The system bottom line displays the following message : "Order xxxxxxx saved with notification
xxxxxxxx ".

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1.5 Display
The work orders are displayed by using the transaction IW33.

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Business recommendations
Please note your work order number and use it to discuss with your hierarchy if needed or the next
person in the maintenance business process.

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