Maintenance Group - Manual - PM PDF

PLANT MAINTENANCE
User Manual – Maintenance Group

for
Druk Green Power Corporation Limited
Wipro Ltd.
Date: 23 Feb 2011
Version: 1.0
Training Manual: SAP Plant Maintenance
Table of Contents:
1. PURPOSE .......................................................................................................................................... 5
1.1 Scope ............................................................................................................................................................... 6
2. SAP PLANT MAINTENANCE (PM) OVERVIEW ...................................................................... 6
2.1 SAP PM Organisation Structure ........................................................................................................................ 6

2.1.1 Maintenance Plant ........................................................................................................................................... 7
2.1.2 Maintenance Planning Plant ............................................................................................................................ 8
2.1.3 Location & Section ........................................................................................................................................... 8
2.2 Structuring of Technical Objects ....................................................................................................................... 9

2.2.1 Functional Structuring ..................................................................................................................................... 9
2.2.2 Object Related Structuring .............................................................................................................................. 9
2.2.3 Combination .................................................................................................................................................... 9
2.2.4 Advantages of Structuring ............................................................................................................................. 10
3. SAP SYSTEM ................................................................................................................................. 10
3.1 Getting Started (SAP Logon) ........................................................................................................................... 11
3.2 Elements of SAP ............................................................................................................................................. 13
3.3 Creating Multiple SAP Sessions ...................................................................................................................... 14
3.4 Display of Two Slides ...................................................................................................................................... 14
3.5 Radio Buttons & Check Boxes ......................................................................................................................... 15
3.6 Scrolling Screen .............................................................................................................................................. 15
3.7 Changing Your Password ................................................................................................................................ 16
3.8 SAP Log Off..................................................................................................................................................... 17
3.9 SAP R/3 Buttons ............................................................................................................................................. 18
4. PLANT MAINTENANCE MASTER DATA ............................................................................... 22
4.1 Functional Location ........................................................................................................................................ 22

4.1.1 Create Functional Location ............................................................................................................................ 22
4.1.2 Change Functional Location ........................................................................................................................... 26
4.1.3 Display Functional Location ........................................................................................................................... 28
4.2 Equipment...................................................................................................................................................... 30
4.2.1 Create Equipment .......................................................................................................................................... 30
4.2.2 Change Equipment......................................................................................................................................... 35
4.2.3 Display Equipment ......................................................................................................................................... 37
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4.3 Production Resource/Tool (PRT) .................................................................................................................... 41

4.3.1 Create Production Resource/Tool (PRT) ........................................................................................................ 41
4.4 Bill of Material (BOM) .................................................................................................................................... 43

4.4.1 Create Functional Location BOM ................................................................................................................... 44
4.4.2 Change Functional Location BOM.................................................................................................................. 46
4.4.3 Create Equipment BOM ................................................................................................................................. 48
4.4.4 Change Equipment BOM ............................................................................................................................... 50
4.5 Work Center ................................................................................................................................................... 52

4.5.1 Create Work Center ....................................................................................................................................... 52
4.6 Maintenance Strategy .................................................................................................................................... 57

4.6.1 Create Maintenance Strategy ........................................................................................................................ 57
4.7 Maintenance Task List .................................................................................................................................... 60

4.7.1 Create General Maintenance Task List .......................................................................................................... 60
4.7.2 Change General Maintenance Task List ......................................................................................................... 68
4.7.3 Display General Maintenance Task List ......................................................................................................... 72
4.7.4 Create Functional Location Task List.............................................................................................................. 74
4.7.5 Change Functional Location Task List ............................................................................................................ 81
4.7.6 Display Functional Location Task List ............................................................................................................. 86
4.7.7 Create Equipment Task List ........................................................................................................................... 90
4.7.8 Change Equipment Task List ........................................................................................................................ 103
4.7.9 Display Equipment Task List ........................................................................................................................ 106
4.8 Characteristic & Class ................................................................................................................................... 108

4.8.1 Create Characteristic ................................................................................................................................... 108
4.8.2 Create Class.................................................................................................................................................. 111
4.9 Catalogs ....................................................................................................................................................... 114

4.9.1 Create Code Groups ..................................................................................................................................... 114
4.9.2 Create Codes for Code Group ...................................................................................................................... 116
4.10 Measuring Point & Measuring Point as a Counter ...................................................................................... 118

4.10.1 Create Measuring Point ............................................................................................................................. 118
4.10.2 Create Measuring Point as a Counter ........................................................................................................ 121
4.11 Permits ....................................................................................................................................................... 123

4.11.1 Create Permit ............................................................................................................................................. 123
4.12 Revision...................................................................................................................................................... 125

4.12.1 Create Revision .......................................................................................................................................... 125
4.13 Service Master ........................................................................................................................................... 127

4.13.1 Create Service Master ................................................................................................................................ 127
4.14 Master Inspection Characteristic (MIC) ...................................................................................................... 130

4.14.1 Create Master Inspection Characteristic (MIC) ......................................................................................... 130
4.15 Sampling Procedure ................................................................................................................................... 135

4.15.1 Create Sampling Procedure ....................................................................................................................... 135
4.16 Maintenance Plans ..................................................................................................................................... 138
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4.16.1 Create Single Cycle Maintenance Plan (Time Based) ................................................................................. 143
4.16.2 Create Single Cycle Maintenance Plan (Performance Based) .................................................................... 147
4.16.3 Create Strategy Plan (Time or Performance Based) .................................................................................. 150
4.16.4 Schedule Maintenance Plan ...................................................................................................................... 156
4.16.5 Schedule Overview List: Maintenance Plans ............................................................................................. 158
5. PLANT MAINTENANCE PROCESSES .................................................................................... 161

5.1.7 Complete Maintenance Notification ........................................................................................................... 163
5.2 Maintenance Order ...................................................................................................................................... 166

5.2.1 Create Maintenance Order from Notification ............................................................................................. 168
5.2.1.0 Sub Processes Within Maintenance Order ............................................................................................... 178
5.2.1.1 Assign Task List to Maintenance Order .................................................................................................... 179
5.2.1.2 Create an Internal Operation .................................................................................................................... 183
5.2.1.3 Create an External Operation (External Services) ..................................................................................... 186
5.2.1.4 Assign Materials to an Operation ............................................................................................................. 191
5.2.1.5 Assign PRTs to an Operation ..................................................................................................................... 195
5.2.1.6 Determine Costs & Display Costs Overview ............................................................................................. 198
5.2.1.7 Schedule Maintenance Order ................................................................................................................... 201
5.2.1.8 Assign & Issue Permits to Maintenance Order ......................................................................................... 204
5.2.1.9 Release Maintenance Order ..................................................................................................................... 206
5.2.1.10 Print Maintenance Order Documents .................................................................................................... 207
5.2.1.11 Save Maintenance Order ........................................................................................................................ 210
5.2.2 Assign PM Notification to Maintenance Order ............................................................................................ 211
5.2.3 Maintain Settlement Rule for Maintenance Order ...................................................................................... 217
5.2.4 Time Confirmation ....................................................................................................................................... 223
5.2.4.1 Individual Time Confirmation ................................................................................................................... 223
5.2.4.2 Collective Time Confirmation with Selection List ..................................................................................... 230
5.2.5 Technical Completion .................................................................................................................................. 239
5.2.6 Business Completion .................................................................................................................................... 244
5.2.7 Maintain User Statuses for Maintenance Order .......................................................................................... 247
5.3 Calibration Order ......................................................................................................................................... 253

5.3.1 Create Task List with Inspection Point ......................................................................................................... 253
5.3.2 Create Maintenance Plan & Assign Task List ............................................................................................... 258
5.3.3 Schedule Maintenance Plan ........................................................................................................................ 265
5.3.4 Scheduling Overview List ............................................................................................................................. 267
5.3.5 Process Calibration Order ............................................................................................................................ 271
5.3.5.1 Process Inspection Lot .............................................................................................................................. 273
5.3.5.2 Results Recording ..................................................................................................................................... 275
5.3.5.3 Usage Decision .......................................................................................................................................... 277
5.3.5.4 Inspection Report Print / Print Preview .................................................................................................... 279
6. DOCUMENT MANAGEMENT SYSTEM (DMS) .................................................................... 284
6.1 Create Document ......................................................................................................................................... 284
6.2 Create Document Version ............................................................................................................................ 294
6.3 Change Document ........................................................................................................................................ 300
6.4 Document Display & Distribution ................................................................................................................. 303
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7. SAP GENERAL SEARCH & LAYOUT OPTIONS ....................................................................... 312
7.1 Create Customised Screen Variant ............................................................................................................... 312
7.2 Create Customised Screen Layout ................................................................................................................ 323
5.6 Accident Reporting ....................................................................................................................................... 331

5.6.1 Create Document (for storing the accident evidential documents) ............................................................ 332
5.6.2 Create Accident Report ................................................................................................................................ 339
5.6.3 List Display: Accident Report ....................................................................................................................... 340
1. Purpose
The objective of this training manual is to prepare the readers to,
1. Obtain an overview of SAP Plant Maintenance within DGPC.

2. Recognise the need for maintenance of most important master data & the
maintenance processes within Plant Maintenance.
3. Understand the step by step procedure involved while creation of various master
data used in Plant Maintenance.
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4. Understand the step by step procedure involved in performing various

maintenance processes within Plant Maintenance.
1.1 Scope
This training manual applies to all operation & maintenance personnel involved in
performing day-to-day maintenance tasks and activities within SAP Plant Maintenance.
2. SAP Plant Maintenance (PM) Overview

2.1 SAP PM Organisation Structure
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Druk Green Power Dagachhu Hydropower

Company Code Corporation Corporation
DG01 DH01
Chhukha Tala Basochhu Kurichhu Corp. Office Dagachhu

Maintenance Plant DG01
CH01 TA01 BS01 KU01 DH01
Chhukha Tala Basochhu Kurichhu Corp. Office Dagachhu

Maint. Planning Plant CH01 TA01 BS01 KU01 DG01 DH01
Various Various Various Various Various Various

Maint. Planner Group (Mech, Elec, (Mech, Elec, (Mech, Elec, (Mech, Elec, (Mech, Elec, (Mech, Elec,
Civil, etc) Civil, etc) Civil, etc) Civil, etc) Civil, etc) Civil, etc)
Various Various Various Various

Location (Dam, Power (Dam, Power (Dam, Power (Dam, Power Various Various
Plant, etc) Plant, etc) Plant, etc) Plant, etc)

Section (Control Room, (Control Room, (Control Room, (Control Room, Various Various
Floor 1, etc) Floor 1, etc) Floor 1, etc) Floor 1, etc)

Work Centre (Mech, Elec, (Mech, Elec, (Mech, Elec, (Mech, Elec, Various Various
Workshop, etc) Workshop, etc) Workshop, etc) Workshop, etc)
2.1.1 Maintenance Plant
A maintenance plant is an organizational unit within logistics, serving to subdivide an

enterprise according to procurement, maintenance, and materials planning.
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Maintenance plant is where the operational / production systems in a company are

installed.
These operational systems are managed either as functional locations or as pieces of

equipment.
 DG01 Druk Green Power Corporation Limited

 CH01 Chhukha Hydropower Plant
 TA01 Tala Hydropower Plant
 BS01 Basochhu Hydropower Plant
 KU01 Kurichhu Hydropower Plant
 DH01 Dagachhu Hydropower Plant
2.1.2 Maintenance Planning Plant
A maintenance planning plant is an organizational unit where maintenance

requirements for the operations / production systems are planned. Maintenance
planning plant is a plant where various maintenance tasks are prepared and planned.
The following activities are performed at the Maintenance planning plant:
 Definition of task lists (general / equipment / functional location)

 Material planning based on bills of material / material master for task lists and orders
 Define, schedule and management of maintenance plans
 Processing of maintenance notifications
In this case, the maintenance planning plants are:
 DG01 Druk Green Power Corporation Limited

 CH01 Chhukha Hydropower Plant
 TA01 Tala Hydropower Plant
 BS01 Basochhu Hydropower Plant
 KU01 Kurichhu Hydropower Plant
 DH01 Dagachhu Hydropower Plant
2.1.3 Location & Section
Divisions & sub-divisions of maintenance plants are considered as locations & sections.
Machines or sets of machines, which are represented in the system as pieces of
equipment or functional locations, are installed in plant locations & sections. You
indicate the place for which a maintenance task was requested with the plant section.
You can establish a contact person for Plant Maintenance using the plant section.
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In DGPC, some of the maintenance plant locations for each planning plant can be
summarised as follows:
 Dam site
 De-silting chamber
 Surge shaft
 Butterfly valve chamber
 Underground power house
 Civil structure
 Auto workshop, etc.
2.2 Structuring of Technical Objects

For SAP Plant Maintenance Module to be set up in DGPC, it was necessary to structure
the existing technical systems on the basis of technical objects.
In SAP Plant Maintenance, the various technical objects considered are as follows:
 Functional Location
 Equipment (Main & Sub Equipment)
 Bill of Material (BOM)
 Work Center
 Task List
 Measuring Points & Counters
Note: Each of the above technical objects is discussed in detail in “Section 4: Plant
Maintenance Master Data”, in this manual.
2.2.1 Functional Structuring
With this type of structuring, technical systems were subdivided into functional locations.
For example, by subdividing the hydropower plant into functional locations, we could
represent the individual functional units as functional locations in the system.
2.2.2 Object Related Structuring
With this type of structuring, we subdivided our technical system into pieces of
equipments. A piece of equipment is an individual, physical object that is to be
maintained independently, and that can be installed in a technical system (e.g.
functional location) or part of a technical system.
2.2.3 Combination
We have combined object related structuring using pieces of equipment with functional
structuring using functional locations. In this case, the pieces of equipment were
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installed at functional locations (installation / dismantling of individual objects at a

functional location).
 The functional location represents the site where the technical tasks are performed.
 The piece of equipment represents the object with which the technical tasks are
performed.
2.2.4 Advantages of Structuring
 The time required for managing the technical objects is reduced.

 Maintenance processing is simplified.
 The time spent entering data during maintenance processing is reduced
considerably.
 More specific, thorough and faster evaluation of maintenance data.
3. SAP System
SAP means “Systems, Applications & Products” in data processing.
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3.1 Getting Started (SAP Logon)

Double-click on the „SAP Logon‟ button which is found on the desk top / lap top, as
shown below:
The „SAP Logon‟ screen will appear as below:
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Click on the „Enter‟ button; SAP Easy Access menu screen will appear.
You can either enter the desired transaction code directly on the allocated field or select
the desired transaction via menu path provided in SAP Easy Access menu.
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3.2 Elements of SAP

The SAP Window: Screen Elements
Status Bar: The Status bar provides general information on the SAP System, the
transaction number and the task you are working on. At the left of the status bar, system
messages are displayed. The right end of the status bar contains 03 fields, one with
Server information, the other two with status information.
Menu Bar: The Menu bar allows you to find a specific transaction when you do not
know the transaction code. The menu is organized according to the task you are
performing in the SAP System.
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3.3 Creating Multiple SAP Sessions
Note: Up to 06 SAP sessions can be created concurrently.
3.4 Display of Two Slides
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3.5 Radio Buttons & Check Boxes
3.6 Scrolling Screen
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3.7 Changing Your Password
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3.8 SAP Log Off
(OR)
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3.9 SAP R/3 Buttons
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4. Plant Maintenance Master Data

4.1 Functional Location
Information: Functional location represents the place at which a maintenance task is
performed. The locations of technical system, building, or part thereof, within a plant are
structured in hierarchical order. Equipments are installed within a functional location.
4.1.1 Create Functional Location
Trigger: Perform this procedure when you need to create a functional location master
data.
Access Transaction By:
Logistics  Plant Maintenance  Management of Technical

Menu
Objects  Functional Location  Create
Transaction code IL01
Procedure:
Start the transaction using the menu path or transaction code, as above.
1. Create Functional Location: Initial Screen
Enter the „Functional location category’ and „Structure indicator’ (In this case, the
structure indicator is always „DG01‟ and the functional location category is always „M‟);
click „Enter‟ key, so that the ‘Edit mask’ appears as shown above.
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Click on the „Enter‟ button, to go to the following screen; enter the functional
location that you want to create as per the edit mask defined.
Click on the „Enter‟ button, to go to the next screen.
2. Create Functional Location: Master Data
Enter the „Description’ of the functional location that you want to create. Entry in this
field is mandatory.
3. Create Functional Location: General Data
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Enter all the relevant details in fields as shown above. Entry in the „Start-up date’ field is
mandatory.
Note: It is a good practice to maintain all the other relevant fields in the above screen in
order to have optimum data availability in the system, for further reference and analysis.
Select the tab.
4. Create Functional Location: Location Data
Enter all the details in fields as shown above. Entry in the ‘Location’ & ‘Plant section’
fields is mandatory.
Select the tab.
5. Create Functional Location: Organization Data
Enter all the details in fields as mentioned above. Entry in the ‘Cost Center’ field is
mandatory.
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Select the tab.
6. Create Functional Location: Structure Data
Ensure the „SupFunctLoc.’ field is maintained for all sub-functional locations, from the
drop down list (if not maintained automatically by the system).
Ensure the „Equi-installation allwd’ check box is activated, if you need to install
equipment(s).
Click on the „Save‟ button;
Now the system displays the following message.
The system task is now complete.
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4.1.2 Change Functional Location
Trigger: Perform this procedure when you need to change certain details in a functional
location master data.

Menu
Objects  Functional Location  Change
Procedure:
1. Change Functional Location: Initial Screen
Enter the value in „Functional loc.’ field from the drop down list for which the master data
details need to be changed, and click „Enter‟ key.
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Select the tab.
2. Change Functional Location: Organisation Data
Choose the relevant field that you want to change and click “F4” key to choose the
exact data as shown above:
For example, the „Catalog profile’ field needs to be changed from ‘000000001’ to
‘PUMPS’. Select the line item called ‘PUMPS’ from the drop down menu and double-
click.
Click on the „Save‟ button;
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4.1.3 Display Functional Location
Trigger: Perform this procedure when you need to display a functional location master
data.

Menu
Objects  Functional Location  Display
Procedure:
1. Display Functional Location: Initial screen
Enter the value in „Functional loc.’ field from the drop down list for which you want to
display the master data details, and click on the „Enter‟ button.
All the details that you want to view for the above functional location can be viewed.
For example, if you want to know the „Location’ & ‘Section’ of the functional location as
shown above, then click on „Location’ tab and view the details.
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2. Display Functional Location: Location Tab
Note: To view the list of all the functional locations within the plant, use the following
transaction codes:
 IH01: Functional Location Structure: Structure List

 IH06: Display Functional Location: Functional Location List
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4.2 Equipment
Information: The technical object, equipment is an organizational unit within logistics
that structures the maintenance objects of a plant, which is repaired / replaced /
maintained independently and installed / dismantled at a functional location.
A piece of equipment is an individual object that is to be maintained independently.

Each piece of equipment is managed independently in the system to,
 Manage individual data from a maintenance perspective for the object

 Perform individual maintenance tasks for the object
 Keep a record of the maintenance tasks performed for the object
 Collect and evaluate data over a long period of time for the object
4.2.1 Create Equipment
Trigger: Perform this procedure when you need to create new equipment master.

Menu
Objects Equipment  Create
Transaction code IE01
Procedure:
1. Create Equipment: Initial Screen
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Enter the value in „Equipment category’ field from the drop down menu as shown in
screen above. Entry in this field is mandatory.
Click on the „Enter‟ button to go to the following screen.
2. Create Equipment: General Data
Enter the „Description’ of the equipment. Entry in this field is mandatory.
Note: The equipment number proposed by the system as shown above is temporary.
3. Create Equipment: General Data
Enter all relevant details in „General’ tab as shown above. Entry in the „Start-up date’
field is mandatory.
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Select the tab.
4. Create Equipment: Location Data
Maintain relevant fields in „Location’ tab as shown above. Entry in the „Location’ &
‘Section’ fields is mandatory.
Select the tab.
5. Create Equipment: Organisation Tab
Maintain relevant fields in „Organisation’ tab as shown above. Entry in the „Cost Center’
field is mandatory.
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Now choose the tab.
6. Create Equipment: Structure Tab
Follow the steps as shown in the screenshot above.
Now you have installed the equipment to the functional location of your choice, as
shown above.
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Now choose the tab.
7. Create Equipment: Other Tab
In this screen, you can maintain the „Warranty’ details for the equipment and documents
such as drawings, manuals, etc. can be attached to the equipment master record. To do
this select the ‘Document type’ (ZDG) and the ‘Document number’, from the drop down
list.
Click on „Save‟ button.
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4.2.2 Change Equipment
Trigger: Perform this procedure when you need to change certain details to an
equipment master data.

Menu
Objects  Equipment  Change
Procedure:
1. Change Equipment: Initial Screen
Enter the equipment number as shown in the above screen and click on the „Enter‟
button, to go to the following screen.
Select the tab;
2. Change Equipment: Location Tab
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For example, change the ‘ABC indicator’ as shown in the following screen.
Note: Basically the change mode is used to enter a new value in fields which are blank
(these values are entered manually) or to change the existing values in fields to another
value (chosen from the drop down list), if required.
Now click on the „Save‟ button.
Now the system displays the following message;
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4.2.3 Display Equipment
Trigger: Perform this procedure when you need to display equipment master data.

Menu
Objects  Equipment  Display
Procedure:
1. Display Equipment: Initial Screen
Enter the equipment number as shown in the above screen and click on the „Enter‟
button, to go to the following screen.
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2. Display Equipment: General Data
Now select the tab.
3. Display Equipment: Other Data
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Follow the steps as shown in screenshot above.
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This has displayed the attached document to the equipment master.
Note: To view the list of all the equipments within the plant, use the following
transaction codes:
 IH08: Display Equipment: Equipment List

 IE07: Multi-Level Equipment List: List of Equipment
 IH03: Equipment Structure: Structure List
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4.3 Production Resource/Tool (PRT)

Information: A Production Resource/Tool (PRT) is a moveable operating resource
(tool, measuring device, instruments, etc.,) used in Plant Maintenance. PRTs can be
pieces of equipments, materials or documents and are assigned to the operation within
the maintenance order.
Production Resources/Tools can have an additional view PRT Data, in which entries
can be made about task list usage or the status of the PRTs can be set to Locked.
4.3.1 Create Production Resource/Tool (PRT)
Trigger: Perform this procedure when you need to create Production Resource/Tool
master data.

Menu Objects Equipment Create (special)  Production
Resource/Tools
Procedure:
1. Create Production Resource/Tool: Initial Screen
Enter the equipment category and click on the „Enter‟ button to go to the next
screen.
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Enter relevant details similar to creation of equipment master in „General’, ‘Location’,

‘Organisation’ & ‘Structure’ tabs.
Now select the tab to go to the screen.
2. Create Production Resource/Tool: PRT Data
Enter details in the ‘Task list usage’, ‘Start reference’ & ‘End reference’ fields.
Now click on the „Save‟ button to save PRT Equipment master. The system
generates the following message.
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4.4 Bill of Material (BOM)

Information: Bill of Material (BOM) is a list of the raw materials, sub-assemblies,
intermediate assemblies, sub-components, components, parts and the quantities of
each needed to manufacture an end item (final product).
For Plant Maintenance perspective, it is the list of all raw materials, spare parts, sub-
assemblies, etc., (with their quantities and description) required to construct, overhaul,
or repair during a maintenance activity. In SAP, a BOM is used for material / spare parts
planning by assigning materials/spare parts to a maintenance order.
The maintenance bill of material has two main functions:
1. Structuring of object:
An object should be structured as clearly as possible from a maintenance view.
2. Spare parts planning in order:
If a bill of material is available for a maintenance object, this can be used easily during
the planning of a maintenance order to plan spare parts.
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4.4.1 Create Functional Location BOM
Trigger: Perform this procedure when you need to create Functional Location BOM
master data.
Menu Logistics  Plant Maintenance  Management of

Technical Objects  Bill of Material  Functional Location
 Create
Transaction code IB11
Procedure:
1. Create Functional Location BOM: Initial Screen
Choose the ‘Functional loc.’ from the drop down list; enter the „Plant’ & ‘BOM Usage’ as
shown in the above screen and click on the „Enter‟ button.
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2. Create functional location BOM: General Item Overview
Enter the „item category’ (L = stock item & N = Non stock item), „material number’ &
‘quantity’ that you want to create as a BOM for the above functional location, as shown
above.
Click on the „Save‟ button; the system generates a following message.
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4.4.2 Change Functional Location BOM
Trigger: Perform this procedure when you need to change Functional Location BOM
master data.

Menu
Objects  Bill of Material  Functional Location  Change
Procedure:
1. Change Functional Location BOM: Initial Screen
Select the ‘Functional loc.’ from the drop down list for which you want to display the
details as shown above. Now, click on the „Enter‟ button to go to the next screen.
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2. Change functional location BOM: General Item Overview
In this BOM, an additional item (item no. 0030) was added which is shown in the screen
shot above.
Now click on the „Save‟ button to save the changes to functional location BOM.
The system generates a following message.
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4.4.3 Create Equipment BOM
Trigger: Perform this procedure when you need to create an Equipment BOM master
data.

Menu
Objects  Bill of Material  Create
Procedure:
1. Create Equipment BOM: Initial screen
Enter the values in „equipment’, ‘Plant’ & ‘BOM Usage’ (Usage is always „4‟ for Plant
Maintenance use) fields, as shown above.
Note: Click on the „Check‟ button to ensure the plant entered by you is correct; if
the plant entered is incorrect as against the equipment number, then the system will
issue an error message prompting you to maintain the correct plant.
Click on the „Enter‟ button.
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2. Create Equipment BOM: General Item Overview
Now click on the „Save‟ button. The system displays the following message.
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4.4.4 Change Equipment BOM
Trigger: Perform this procedure when you need to do certain changes to Equipment
BOM master data

Menu
Objects  Bill of Material  Change
Procedure:
1. Change Equipment BOM: Initial Screen
Enter the values in „Equipment’, ‘Plant’ & ‘BOM Usage’ (Usage is always „4‟ for Plant
Maintenance use) fields, as shown above.
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2. Change Equipment BOM: General Item Overview
In this equipment BOM, an additional item (item no. 0030) was added; moreover, the
quantity for line item 2 (item no. 0020) was changed, which is shown in screenshot
above.
Now click on the „Save‟ button to save the changes. The system displays the
following message.
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4.5 Work Center

Information: A work center is an organizational unit within an operational system.
A Plant Maintenance work center can be one of the following:
- Person (for maintenance purposes)

- Group of people (for maintenance purposes)
In Plant Maintenance, work centers are used as:
- Main work center in the master record for the equipment or functional location
- Main work center in a maintenance item
- Main work center in the task list header
- Performing work center in the operations for a task list
- Main work center in the order header
- Performing work center in the operations for an order
4.5.1 Create Work Center
Trigger: Perform this procedure when you need to create a Work Center master data,
for plant maintenance use.

Menu Objects  Environment  Work centers  Work center
Create
Transaction code IR01
Procedure:
1. Create Work Center: Initial Screen
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Enter the values in „Plant’, ‘Work Center’ & ‘Work Center Category’ fields shown in
screenshot as above.
Select the tab.

2. Create Work Center: Basic Data
Enter values in the fields shown in screenshot as above.
Select the tab.
3. Create Work Center: Default Values
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Enter the value in „Control key’ field shown in screenshot as above.
Now select the tab.

4. Create Work Center: Capacity
Now click on the „Goto’ button as shown in screenshot below:

5. Create Work Center: Capacity
Further, follow the path as shown in screenshot as above.
Click on the line; the following screen will appear.
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6. Change Work Center Capacity: Header
Enter the values in fields shown in screenshot as above.

7. Create Work Center: Capacity Overview
Enter the value in field shown in screenshot as above.
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Now select the tab.

8. Create work Center: Scheduling
Now enter the values shown in screenshot as above.
Now select the tab.
9. Create Work Center: Cost Center Assignment
Enter values in fields shown in screenshot as above.
Click on the „Save‟ button; the system displays the following message.
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4.6 Maintenance Strategy

Information: Maintenance strategy consists of several maintenance packages and
incorporates the scheduling rule for preventive maintenance. Maintenance strategies
(time based and performance based) are assigned to task lists.
Maintenance packages are a part of a maintenance strategy. Maintenance packages

define the frequency at which specific operations are carried out. They are assigned to
operations in a task list. In this way, the frequency with which the operations should be
executed is defined.
A task list with a maintenance strategy consisting of maintenance packages is assigned

to a maintenance plan.
4.6.1 Create Maintenance Strategy
Trigger: Perform this procedure when you need to create a Maintenance Strategy
master data, for Plant Maintenance use.
Logistics  Plant Maintenance  Preventive Maintenance 

Menu
Maintenance Planning  Maintenance Strategies  Change
Transaction code IP11
Procedure:
1. Change Maintenance Strategies: Overview
The following screen appears shown as above.
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Now click on the button.
2. Change Maintenance Strategies: Details
Enter the values in fields shown in screenshot as above.
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3. Change Maintenance Strategies: Maintain Package
Now, click on the button; as the screen changes, click on the

button.
Enter the values in fields for the ‘maintenance package’ that you want to create based
on the ‘strategy’ that you want to create.
For example, enter details shown in screenshot as above.
Click on the „Save‟ button; to view the details of the maintenance package that was
created by you click on the button.
4. Package Sequence
The detailed view of the „Package Sequence’ is shown as above.
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4.7 Maintenance Task List

Information: Maintenance task lists (General, Equipment specific or Functional location
specific) describe a sequence of individual maintenance activities, which are performed
repeatedly within a maintenance plant. Task lists are plant specific in nature.
Maintenance task lists are used for recurring and planned maintenance activities such
as inspection, preventive maintenance and planned repairs.
In Plant Maintenance, there are three different types of task lists used. They are,
 General Maintenance Task List (A)

 Equipment Task List (E)
 Functional Location Task List (T)
4.7.1 Create General Maintenance Task List
Trigger: Perform this procedure when you need to do create a General Task List
master data, for Plant Maintenance use.
Logistics  Plant Maintenance  Preventive Maintenance

Menu  Work Scheduling  Task Lists  General Maintenance
Task List  Create
Transaction code IA05
Procedure:
1. Create General Task List: Initial Screen
Enter the task list date in field shown in screenshot as above.
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Click on the „Enter‟ button to go to the next screen;
2. Create General Task List: Header General View
Enter information in the fields shown in screenshot as above. Make use of the
information furnished in the table below, while entering details in the fields.
Note: In the table below, in column “R/O/C”, “R” = Required, “O” = Optional, “C” =
Conditional.
R/O/ User Action and

Field Name Description Comments
C Values
Leave blank. System
A name for a group of one will automatically
Group
or more task lists. assign an internal
number.
Group counter. Identifies Leave blank. System
Group each task list that is a part will automatically
counter of the Group (1 in the assign an internal
screen shot above). number.
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A long text
is available.
The text on
Descriptive name of the this screen
Task list task list. This is a free text Enter the description is
R
description field to enter a name for the of the task list. transferred
task list. to the first
line of the
long text
screen.
Plant in which maintenance
Planning
tasks are planned or R
plant
prepared.
Key for identifying the work
center responsible for the
Work center R Enter the work center.
completion of the
maintenance tasks.
Number which identifies
Enter the number of
Maintenance the maintenance plant.
R the maintenance
plant This is the plant that the
plant.
work center belongs to.
Usage 4 will
limit the
Indicates the area(s) where usage to
Usage R Enter usage 4
the task list can be used. only Plant
Maintenanc
e.
Key which identifies the Enter a planner group
Planner
planner group responsible R within the
group
for maintaining the task list. maintenance plant.
Indicates the processing
Status R Enter status 4.
status of the task list.
Condition of the equipment
or functional location at the
System Enter the condition, if
time the maintenance / R
condition applicable.
service tasks must be
performed.
The maintenance strategy
Maintenance that controls the sequence Enter a strategy, if
O
strategy of planned maintenance applicable.
tasks.
Set this indicator if you Enter the inspection
Inspection desire to use the task list to point field
O
points process the task on the combination. Always
basis of inspection points. „300‟ for PM use.
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Now click on the button to go to the next screen.
3. Create General Task list: Operation Overview
Note: In the table below, in column “R/O/C”, “R”=Required, “O”=Optional,

“C”=Conditional
User Action and

Field Name Description R/O/C Comments
Values
Number of the operation or The system supplies
OpAc R
activity. these numbers.
For the sub-operation
Sub-operation number.
line, change the
Sub-operations are used to
operation field to the This function
allocate persons and
operation number in will be
Sb machines to an operation O
which the sub- seldom
for which several persons
operation refers. used.
or machines are needed at
Enter a sub-operation
the same time.
number.
If required,
this can be
An organizational unit that Defaults from the
changed to
defines where and when an Main work center
Work ctr R the desired
operation should be carried entered on the
work center
out. header.
of your
choice.
Maintenance plant is the Will default from the
Plnt place where the work will R planning plant on the
be performed. In the header data screen.
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illustration above, the plant

number is the planning
plant.
Control key for the
operation that determines
PM01 =
which business
Accept or modify the Internal.
Ctrl transactions should be R
default (PM01). PM03 =
executed for the operation.
External.
For example scheduling or
costing.
Long text
Enter a description of
can be
the operation to be
Description Short text of the operation. R added to
performed (max 40
give further
characters).
information.
To enter a long text,
press the <Enter> key
at this time so that the
system will accept the
entries made up to
this point. Highlight
the line you are
working on by clicking
Indicator that a long text on the blank box at
LTx O
exists for this operation. the extreme left end
of the line. Click on
the Long text button
at the top of the
screen. Type the
desired long text. To
return to the Overview
screen, click on the
Back button.
Enter the value
Amount of work involved in
Work R involved for the
performing the activity.
particular operation.
Enter the value
Un. Unit for work. R involved for the
particular operation.
Number of the persons Enter the value
No. required to carry out the R involved for the
operation. particular operation.
The normal duration Enter the value
Duration required to carry out the R involved for the
activity. particular operation.
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Unit in which the normal Enter the value

Un. duration of the activity is R involved for the
expressed. particular operation.
If one of the lines of data needs to be deleted, highlight the line and click on the ‟Delete‟
button;
Additional fields are visible in this view by scrolling to the right. Procedures for
additional fields are covered by selecting the button „Internal‟ (Internal Processing –
Shift+F5) or „External‟ (External Processing – Shift+F6).
Click on the „Selection Box‟ next to select the operation that needs to be processed;
click on the button. A screen will be displayed that will show information the
system will use in processing work orders from in-house entries such as shop labor.
4. Create General Task List: Internal Processing Operation
Click on the „Back‟ button to return to the screen, “Create General Task List:
Operation Overview”.
Click on the selection box next to the operation that needs to be processed; further click
on the „External processing‟ button.
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5. Create General Task List: External Processing Operation
Additional information can be added to the task list in the same way that can be done
with the PM orders. Selecting various buttons attached to the operation enters the
additional information.
Listed below are the various functions available:
 : Material Components Overview
Components or material can be added to each operation by selecting this button.
 : Relationship Overview
Relationships can be established between the operations.
 : Production Resource/Tool Overview
Production resource tools can be attached to the operation as needed.
 : Service Package Overview
Service Package can be selected if the appropriate control key is selected for the
operation.
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 : Inspection Characteristics Overview
If inspection point descriptions are assigned in the task list header, inspection
characteristics can be selected for the operation.
Click on the „Save‟ button to save the task list;
The system displays the following message.
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4.7.2 Change General Maintenance Task List
Trigger: Perform this procedure when you need to do certain changes to an already
created General Maintenance Task List master data.

Task List  Change
Procedure:
Tips & Tricks:
By using the „Copy Reference’ function from another general, equipment, or functional
location task list, you can create a new task list.
The PM System manages all maintenance task lists within a group as one unit. It is
recommended that you divide task lists into several smaller and more manageable
groups. This reduces the volume of data processed when the group is accessed and
has a positive effect on the system response time.
1. Change General Task List: Initial Screen
Enter the values in „Group’ & ‘Group counter’ fields (if there are more than one group
counter for the group selected) that you want to change, shown in screenshot as above.
Click on the „Save‟ button to go to the next screen;
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2. Change General Task List: Operation Overview
Now click on the button to go to the screen shown as below.
3. Change General Task List: Header General View
Here we have added the „maintenance strategy’ field called „TEST‟ to the task list.
Now select the button.
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4. Change General Task List: Header General View
Here, in the above screen, we can find the „maintenance package’ tab at the bottom left
corner. Click on the button, to go to the next screen.
5. Change General Task List: Maintenance Package Overview
Click on the „Save‟ button to save the task list. The system displays the following
message.
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4.7.3 Display General Maintenance Task List
Trigger: Perform this procedure when you need to view details in an already created
General Maintenance Task List master data.

Task List  Display
Procedure:
1. Display General Task List: Initial Screen
Enter the values in ‘Group’ & ‘Group counter’ fields in the screenshot as above; click on
the „Enter‟ button to go to the next screen.
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2. Display General Task List: Operation Overview
Click on the button to go to the next screen.
3. Display General Task List: Maintenance Package Overview
The above screen displays the „maintenance package’ attached to the task list, for all
the operations.
Similarly you can display the components attached, by selecting any operation and
clicking on the button, and so on.
Similarly „Header’ data, ‘Operation’ data (Internal & External) and „Task list’ data can be
displayed by clicking on the respective buttons.
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4.7.4 Create Functional Location Task List
Trigger: Perform this procedure when you need to create a Functional Location Task
List master data.

Menu  Work Scheduling  Task Lists  For Functional Location
 Create
Procedure:
1. Create Functional Location Task List: Initial screen
Enter the value in ‘Functional location’ from the drop down list for which you want to
create the task list, shown in screenshot as above.
Now click on the „Enter‟ button to go to the next screen.
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2. Create Functional Location Task List: Header General View

“C”=Conditional
User Action and

Values
Leave blank. System
Group
number.
A long text
is available.
The text on
Descriptive name of the this screen
A name will describe
Task list task list. This is a free text is
R the Task list. (DGPC
description field to enter a name for transferred
Plant).
the task list. to the first
line of the
long text
screen.
Plant in which maintenance
Planning
tasks are planned or R
plant
prepared.
Key for identifying the work
Work center center responsible for the R Enter the work center.
completion of the
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maintenance tasks.

Enter the number of
R the maintenance
plant.
Usage 4 will
limit the
Indicates the area(s) where usage to
Usage R Enter usage 4.
the task list can be used. only Plant
Maintenanc
e.
Planner group planner group responsible O within the
for maintaining the task list. maintenance plant.
or functional location at the
System Enter the condition if
time the maintenance / R
service tasks must be
performed.
Maintenance that controls the sequence
O Enter a strategy.
strategy of planned maintenance
tasks.
Set this indicator if you
Enter the inspection
desire to use the task list to
Inspec. points O point field
process the task on the
combination.
basis of inspection points.
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Now choose button to go to the next screen.
3. Create Functional Location Task List: Operation Overview

“C”=Conditional
User Action and

Values
OpAc R
line, change the
SOp machines to an operation O
the same time.
number.
defines where and when Main work center
Work ctr R
an operation should be entered on the
carried out. header.
Maintenance plant is the
place where the work will Will default from the
Plnt be performed. In the R planning plant on the
illustration above, the plant header data screen.
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plant.
Control key for the

which business The value
Accept or modify the
Ctrl transactions should be R will usually
default.
executed for the operation. be PM01.
costing.
the operation to be
Description Short text of the operation. R performed. Long text
can be added to give
further information
entries made up to
this point. Highlight
the line you are
on the blank box at
Indicator that a long text
LTx O the extreme left end
exists for this operation.
at the top of the
screen. Type the
return to the
Overview screen,
click on the Back
button.
If one of the lines of data needs to be deleted, highlight the line and click on the „Delete‟
button.
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Now select the „Operation 0010’ and click on the button.
4. Create Functional Location Task List: Internal Processing Operation
Now revert back by clicking „Enter‟ button to go to the “Create Functional Location
Task list: Operation Overview” screen.
Select the Operation 0020 and choose button.
5. Create Functional Location Task List: External Processing Operation
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Click on the „Save‟ button to save the task list; the system displays the following
message.
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4.7.5 Change Functional Location Task List
created Functional Location Task List master data.

 Change
Procedure:
1. Change Functional Location Task List: Initial Screen
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“C”=Conditional
User Action and

Values
If you are creating a
new group, enter a
new group name. If
you are adding a If you are
counter to an existing creating a
A task list group combines
group, select the new group,
one or more task lists
Group R group name from the the data
according to their logical
drop down list. If you fields on the
features.
are adding a task to a screens will
task list that is already be blank.
in the system, select
the group name from
the drop down list.
Default values and settings
for routings or standard
networks. Use profiles to Enter a profile, if
Profile O
predefine fields such as needed.
plant, purchasing section,
or unit of measure.
Number identifying the
Change Engineering Change
NA Not used at this time.
number Management master
record.
Date on which the task list The system will
Key date is to be edited or created R default the current
for use. date.
Click on the „Enter‟ button, to continue to the next screen.
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Now select the tab to go to the next screen.
2. Change Functional Location Task List: Header General View
Now click the tab to go to the next screen.
3. Change Functional Location Task List: Operation Overview
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Select the „Operation 0010’ and click on the button.
4. Task List for Functional Location Change: Component Overview
Enter the values in „Material’ (from drop down list), „Quantity’ and the „Unit‟ fields as
shown in the above screen.
Now select the tab.
5. Task List for Functional Location Change: Task List Overview
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message.
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4.7.6 Display Functional Location Task List
Trigger: Perform this procedure when you need to view details in an already created
Functional Location Task List master data.

 Display
Procedure:
1. Display Functional Location Task List: Initial Screen
Select the „Functional location’ that you want to display from the drop down list; click on
the „Enter‟ button to go to the next screen.
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2. Display Functional Location Task List: Operation Overview
Select the „Operation 0010’ (line item 1) and click on the tab to display
the material components assigned to the operation as shown in the following screen.
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3. Task List for Functional Location Display: Component Overview
Now click on the button to view the header details.
4. Display Functional Location Task List: Header General View
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Select the tab.
5. Display Functional Location Task List: Task List Overview
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4.7.7 Create Equipment Task List
Trigger: Perform this procedure when you need to create an Equipment Task List
master data.

Menu
 Work Scheduling  Task Lists  For Equipment  Create
Procedure:
1. Create Equipment Task List: Initial Screen
Enter the value in „Equipment’ field that you want to display from the drop down list;
click on the „Enter‟ button to go to the next screen.
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2. Create Equipment Task List: Header General View

“C”=Conditional
User Action and

Fields Description R/O/C Comments
Values
Leave blank. System
Group
number.
A long text
is available.
The text on
Descriptive name of the
this screen
Task list task list. This is a free text A name to describe
R is
description field to enter a name for the Task list.
transferred
the task list.
to the first
line of the
long text
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screen.
Plant in which
Planning
maintenance tasks are R BS01
plant
planned or prepared.
Key for identifying the
work center responsible Enter the work center.
Work center R
for the completion of the MAINT
maintenance tasks.
Enter the number of
R the maintenance
plant. (CH01)
Usage 4 will
limit the
Indicates the area(s)
usage to
Usage where the task list can be R Enter usage 4.
only Plant
used.
Maintenanc
e.
planner group responsible within the
Planner group O
for maintaining the task maintenance plant.
list. (GAR)
Condition of the
equipment or functional
System Enter the condition if
location at the time the R
maintenance / service
tasks must be performed.
Maintenance that controls the sequence
O Enter a strategy.
strategy of planned maintenance
tasks.
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Now select the tab.
3. Create Equipment Task List: Task List Overview
All the values are popped up from the earlier screen (Header details) as shown above.
Now click on the tab.
4. Create Equipment Task List Operation Overview
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“C”=Conditional
User Action and

Values
OpAc R
line, change the
Sb machines to an operation O
the same time.
number.
defines where and when an Main work center
Work ctr R
operation should be carried entered on the
out. header.
place where the work will
Will default from the
be performed. In the
Plnt R planning plant on the
header data screen.
plant.
Control key for the
which business The value
Accept or modify the
Ctrl transactions should be R will usually
default.
executed for the operation. be PM01.
costing.
the operation to be
Description Short text of the operation. R performed. Long text
can be added to give
further information
Indicator that a long text entries made up to
LTx O
exists for this operation. this point. Highlight
the line you are
on the blank box at
the extreme left end
Page 94 of 346

at the top of the
screen. Type the
return to the Overview
screen, click on the
Back button.
If one of the lines of data needs to be deleted, highlight the line and click on the „Delete‟
button.
Additional fields are visible in this view by scrolling to the right. Procedures for
additional fields are covered by selecting the buttons „Internal‟ (Internal Processing –
Shift+F5) or „External‟ (External Processing – Shift+F6).
Click on the „Selection box’ next to the operation that needs to be processed. Further,
click on the button. A screen will be displayed that will show information, the
system will use in processing work orders from in-house entries such as shop labor.
5. Create Equipment Task List: Internal Processing Operation
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“C”=Conditional
Field User Action and

Description R/O/C Comments
Name Values
Should default in
Operations/ Number of the operation
R from the previous
Sub-op and sub-operation.
screen.
Standard Text Key
identifies a text that is
Std text frequently used to Select a standard text
O
key describe certain key, if needed
processes, for example
turning or milling.
Enter a short text if not
done in overview. A
Short text of the
Short Text O long text can be added
operation.
by selecting the long
text button.
An organizational unit
Defaults from the main
Work that defines where and
R work center entered on
center when an operation
the header data screen.
should be carried out.
Maintenance plant is
the place where the
Defaults from the plant
work will be performed.
Plnt R entered on the header
In the illustration above,
data screen.
the plant number is the
planning plant.
Control key for the
operation that
determines which
Defaults from the
Control key business transactions
R operation overview
(Ctrl) should be executed for
screen.
the operation, for
example scheduling or
costing.
Part of a piece of
equipment. Equipment
Enter the material
can be sub-divided into
number or equipment
assemblies. This field
Assembly O number or select the
can identify the task list
hierarchy button to
as being particular
choose the assembly.
assembly or
construction type.
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Condition of the
equipment or functional Will default in if
System location at the time the Enter the system entered on the
R
condition maintenance / service condition. header data
tasks must be screen.
performed
Execution factor or the
number of times the
Execution
operation should be O Enter if more than one.
factor
carried out during
processing.
Specifies whether the
If selected, the
cost for externally
Fix. system will not
processed operation is
Operation O Check box as required. take the
to be calculated with or
qty (LFExt) execution factor
without regard to lot
into account.
size.
If the calculation
key is set to
Amount of total work Enter the total work of
Work O determine the
required for the activity. the operation
work duration,
leave blank.
Enter unit of measure.
Unit of measure for the Usually “H”
Un O (May default based on
work. (hours) is used.
profile).
If the calculation
key is set to
Number of capacities or
Enter the number of determine the
Number persons to perform the O
persons, or leave blank. number of
operation.
capacities, leave
blank
If the calculation
Actual duration of the
key is set to
Normal operation. Normally Enter the duration of the
O determine the
duration based on the number of operation
duration, leave
persons.
blank.
Enter unit of measure.
Unit of measure for the Usually “H”
Un R (May default based on
work duration (hours) is used.
profile).
Activity types are
Defaults from the work set up in the CO
center. Can be changed (Controlling) area
Activity type or internal
Activity if needed. Not the and need to be
cost rate for the O
type same as PM valid in the period
operation.
maintenance activity and cost center
type. used before it
can be used.
Page 97 of 346
Indicates what The system will

percentage of work Enter percentage factor use 100% unless
Pct O
should be used for the if needed. indicated
calculations otherwise.
Calculation key for
Calculation duration, number of May default based on
R
key (Calc) people or operation profile
duration
Formula for distribution
Int. dist.
of capacity O Enter or select from list.
key
requirements.
Click on the „Back‟ button to return to the screen, “Create Equipment Task List:
Operation Overview”. Click on the „Selection box‟ which is next to the operations that
needs to be processed. Now click on the „External processing‟ button.
6. Create Equipment Task List: External Processing Operation
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“C”=Conditional
User Action and

Values
Should
already be
Operation/ Number of the operation
R entered from
Sub-op and sub-operation.
the overview
screen.
The standard text key
identifies a text that is
Select a standard text
Std text key frequently used to describe O
key, if needed.
certain processes, for
example turning or milling.
Long text can
also be
added with
Short Text Short text of the operation. O
Shift+F4 or
selecting
button.
defines where and when an main work center
Work center R
operation should be carried entered on the header
out. data screen.
place where the work will
Defaults from the
be performed. In the
Plnt R plant entered on the
header data screen.
plant.
Control key for the
operation, which
determines the business Defaults from the
Control key
transactions that should be R operation overview
(Ctrl)
executed for the operation, screen.
for example scheduling or
costing.
Part of a piece of
equipment. Equipment can
Enter the material
be sub-divided into
number or equipment
assemblies. This field can
Assembly O number, or select the
identify the task list as
hierarchy button to
being for a particular
choose the assembly.
assembly or construction
type.
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Will default in
System or functional location at the
Enter the system if entered on
Condition time the O
condition. the header
(C) maintenance/service tasks
data screen.
must be performed.
Execution factor or the
Execution number of times the Enter if more than
O
factor (Fct) operation should be carried one.
out.
If selected,
Specifies whether the cost
the system
Fix. for externally processed
Check box as will not take
Operation operation is to be O
required. the execution
qty (LFExt) calculated with or without
factor into
regard to lot size.
account.
External
Section heading
processing
Quantity of the activity to
PurchOrd Enter the number
be ordered for external O
Quant. needed.
processing.
Purchase order quantity
Order Enter the unit of
unit of measure for external O
quantity unit measure.
processing.
The price will
Enter a gross price.
The net price for the be calculated
After conditions are
external operation after by the system
Net price O maintained for the
taking into accounts the based on the
item, the net price can
discounts and surcharges. purchasing
be calculated.
info record.
Change only if Will default.
Curr. Currency R
needed. EUR
Specifies how many units
Enter if different than
Per the purchase price is valid O
one.
for.
Number of calendar days
Plnd dely Enter if a factor in
needed to obtain the O
time scheduling.
external service.
Cost
elements are
set up in the
CO
Cost element to be used for
Cost Enter for external (Controlling)
posting the cost for the O
element process. area and
external operation.
need to be
valid in the
period and
cost center
Page 100 of 346

before they
can be used.
Material
groups are
Material Material group to be used set up in the
Enter for external
group (Matl for the external operation O MM
process.
group) for analysis purposes. (Materials
Management)
area.
Reference
Section heading
options
Purchasing
groups are
Purchasing group set up in the
Purch. Enter for external
responsible for the external R MM
Group (PGr) process.
operation. (Materials
Management)
area.
Vendors are
Vendor who supplies the Enter if vendor is
Vendor R set up in the
external operation. known.
MM area.
Purchasing
Purchasing organization
Purchasing Enter purchasing Organizations
responsible for the external R
Org. (Porg) organization. are set up in
operation.
the MM area.
Outline
Outline Purchasing document
Enter outline Agreements
agrmnt number for the outline O
agreement. are set up in
(Purch doc.) agreement.
the MM area.
Outline
Outline Unique number or line item Agreement
Enter outline
agrmnt item in the purchasing O items are set
agreement item.
(Item) document. up in the MM
area.
Sort string to sub-divide the Enter an additional
Sort string O
material group if needed. sort if needed.
Purchasing info record Info records
Info record used for procuring the O Enter if known. are set up in
service from the vendor. the MM area.
Additional information can be added to the task list in the same way it can be done with
the PM orders. Selecting various buttons attached to the operation enters the additional
information.
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message.
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4.7.8 Change Equipment Task List
created Equipment Task List.

Menu  Work Scheduling  Task Lists  For Equipment 
Change
Procedure:
1. Change Equipment Task List: Initial Screen
Enter the value in ‘Equipment’ field shown in the screenshot as above; click on the
„Enter‟ Button to go to the next screen.
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2. Change Equipment Task List: Operation Overview
Now choose the tab to go to the next screen.
3. Change Equipment Task List: Maintenance Package Overview
In the above screen, assign the operations to the maintenance packages by clicking the
check boxes as shown above.
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Now select „Save‟ button to save the changes made to the „Equipment task list’.
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4.7.9 Display Equipment Task List
Trigger: Perform this procedure when you need to do view details in an already created
Equipment Task List master data.

Menu  Work Scheduling  Task Lists  For Equipment 
Display
Procedure:
1. Display Equipment Task List: Initial Screen
Enter the value in ‘Equipment’ field shown in the screenshot as above; click on the
„Enter‟ button to go to the next screen.
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2. Display Equipment Task List: Operation Overview
Now choose the tab to go to the next screen.
3. Display Equipment Task List: Maintenance Package Overview
The „maintenance package’ is displayed shown in the screenshot as above.
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4.8 Characteristic & Class

Information:
Characteristic: In SAP, the term „characteristic‟ is used to describe the properties of

objects. Characteristics are created centrally in the SAP R/3 System (e.g. head in
meters of a pump, delivery pressure in PSI of a compressor unit, etc.).
Class: The Classification system allows using characteristics, to describe all types of
objects and to group similar objects in classes to classify objects. Classes will then be
used to help user to find objects more easily, using the characteristics defined in them
as search criteria. This ensures that user can find objects with similar or identical
characteristics as quickly as possible. The classification system allows classifying all
types of object.
4.8.1 Create Characteristic
Trigger: Perform this procedure when you need to do create a Characteristic.
Logistics  Plant Maintenance  Maintenance of Technical

Menu Objects  Environment  Classes  Master Data 
Characteristics
Transaction code CT04
Procedure:
1. Characteristics
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Enter the value in „Characteristic’ & ‘Valid from’ fields, as shown above.
Then, click on the „Create‟ button to create the new characteristic, as shown above.
Now the system will go to the next screen as follows:
2. Create Characteristic
A new screen is displayed as shown above.
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3. Change Characteristic
Enter the details in fields shown in screenshot as below:
Click on the „Save‟ button to save the characteristic; the system displays the
following message.
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4.8.2 Create Class
Trigger: Perform this procedure when you need to do create a Class.
Logistics  Plant Maintenance  Maintenance of Technical

Menu Objects  Environment  Classes  Master Data 
Classes
Transaction code CL02
Procedure:
1. Class
Enter the value in „Class’ & ‘Valid from’ fields, as shown above.
Then, click on the „Create‟ button to create the new class, as shown above.
Now the system will go to the next screen as follows:
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2. Create Class
A new screen is displayed as shown above.
3. Create Class
Enter the details in fields shown in screenshot as above.
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Now select the tab.
4. Create Class
Enter the value in ‘Char’ field from the drop down menu (in this case, “Energy
_Production”), as shown above.
Likewise, you can assign more than one characteristic for a class, by using the drop
down list (for example, hour meter reading, power production, temperature, etc.).
Now click on the „Save‟ button to save the class. The system displays the following
message.
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4.9 Catalogs
Information: Catalogs are used to manage, uniformly define, and standardise information
(for example: object parts, damage/defect types, cause types, tasks, activities, etc,) on a
client-wide or plant-wide basis. The catalogs can help to record and subsequently evaluate
qualitative data, and to describe problems. In the catalogs, you assign each unit of
information a unique alphanumeric code and an explanatory text.
For Plant Maintenance use, catalogs are structured in the following manner:
 Catalog Profile
 Catalog types
 Codes groups and
 Codes
Note: The Catalog profile & Catalogs are predefined in the system. The Code groups for
each catalog and the Codes for each code group are those data which are created based
on the specific Plant Maintenance requirements.
4.9.1 Create Code Groups
Trigger: Perform this procedure when you need to do create a Code group.
Logistics  Plant Maintenance  Maintenance Processing

Menu
 Environment  Catalog  Edit
Transaction code QS41
Procedure:
1. Edit Catalog: Initial Screen
The above screen is displayed.
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2. Edit Catalog: Initial Screen
Choose the „Catalog’ from the drop down list and enter „*‟ in the field ‘Code group’ as
shown above; click on the „Enter‟ button to go to the next screen.
3. Change View “Code Groups”: Overview
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Click on the button, to go the new entries; enter the details in the fields
shown in screenshot as above.
Now, click on the „Enter‟ button to go back to the previous screen, as shown below:
The above screenshot displays the new code groups created (in this case, newly
created code groups are 0001, 0002 & 0003).
4.9.2 Create Codes for Code Group
While working in the same transaction (T Code: QS41), select the code group for which the
codes are to be created, as shown above.
After selecting the desired code group, double-click on the button to go to the
next screen as shown below:
4. Change View “Codes”: Overview
Click on the button, to go the new entries, as shown below:
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5. New Entries: Overview of Added Entries
6. New Entries: Overview of Added entries
Enter the new codes to be created for the code group „0001 Turbine‟, as shown above.
Now click on the „Save‟ button to save the codes and the code groups. The system
displays the following message.
The code groups and the codes for a code group have now been created.
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4.10 Measuring Point & Measuring Point as a Counter

Information: Measurement Points / Counters are created for functional locations /
equipments and assigned to their master data. Each and every operational parameter
(e.g. pressure, temp, flow, hours run, km run, etc.) measured at various time intervals
for a measuring point assigned to a technical object shall be entered in the system. For
each and every measurement entry, system generates a measurement document along
with reference time, date, person entered, etc., which can be used as a record at any
point of time.
4.10.1 Create Measuring Point
Trigger: Perform this procedure when you need to do create a Measuring Point.

Menu
Objects  Environment  Measuring Points  Create
Transaction code IK01
Procedure:
Note: The measuring point needs to be created as a master data prior to creating the
measurement document.
1. Create Measuring Point: Initial Screen
Select the „MeasPtCategory’ & ‘MeasPointObject’ values from the drop down list as
shown above. In this case, the measuring point is created for the equipment.
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Enter the value in ‘Equipment’ field by selecting from the drop down list, for which the
measuring point has to be created, as shown above:
3. Create Measuring Point: General Data
Enter details in fields shown in screenshot as shown above.
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Note: The ‘measurement document number’ is assigned internally by the system. The
‘characteristic unit’ and the ‘decimal places’ are automatically proposed by the system
when the value in ‘Characteristic‟ was entered.
Now click on the „Details‟ button, to go to the next screen shown as above.
4. Additional Data
A new screen is displayed shown as above. Enter the „Upper range limit’ & ‘Lower
range limit’ in the fields shown in screenshot as below:
Now click on the „Save‟ button.
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4.10.2 Create Measuring Point as a Counter
Trigger: Perform this procedure when you need to do create a Measuring Point
Counter.

Menu
Objects  Environment  Measuring Points  Create
Transaction code IK01
Procedure:
Note: As a prerequisite, the measuring point counter needs to be created as a master

data, before creating the measurement document.
Select the „MeasPtCategory’ & ‘MeasPointObject’ from the drop down list. In addition to
the above, activate the „Check box‟ button in „MeasPoint is Counter’ field.
In this case, the measuring point is created for the equipment. Hence, enter the
equipment number from the drop down list, for which the measuring point has to be
created, as shown above.
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2. Create Measuring Point: General Data
Enter details in fields shown in screenshot as shown below:
Note: The ‘measurement document number’ is assigned internally by the system. The
characteristic unit and the decimal places are automatically proposed by the system
based on the characteristic entered. The screen fields are different for a counter based
measuring point.
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4.11 Permits
Information: Permits are used to ensure that special approval must be obtained before
maintenance orders are executed.
Permits can be assigned to the following objects:
 Technical objects – functional locations and equipment

 Maintenance Orders
Permits can cover the following areas:
1. The way the order is executed or the safety aspects involved.
 Safety precautions for the employees and surroundings: Providing ear protection for
employees, safeguarding the work area, installing a flame-proof zone, work
clearance certificate
2. How the execution of an order is organized.
 Approval of competent authority (Internal/External)
4.11.1 Create Permit
Trigger: Perform this procedure when you need to do create a Permit.

Menu
Objects  Environment  Permits
Transaction code IPMD
Procedure:
1. Display View “Maintain Permits”: Overview
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The initial screen displays the list of permits that are already created in the system, as
shown above. Click on the button, to go to the next screen.
Then, click on the button, to create a new permit.
2. New Entries: Details of Added Entries
Enter details in fields shown in screenshot as above.
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4.12 Revision
Information: Revisions are used to group greater maintenance tasks together under
one number which are generally planned on a long term basis.
The revision offers the following possibilities:
 The revision can be entered in the order. It is thus possible to group several orders
together by using a revision number.
 A default date further for the start and the end of the revision is linked to the revision
number.
 The revision number can be used as a selection criterion.
4.12.1 Create Revision
Trigger: Perform this procedure when you need to do create a Revision.

Menu
 Order  Environment  Revisions
Transaction code OIOB
Procedure:
1. Change View “Maintenance Revisions”: Overview
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The initial screen displays the list of revisions that are already created in the system, as
shown above. Then, click on the button, to create a new revision.
2. New Entries: Details of Added Entries
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4.13 Service Master

Information: Service master is a master data to define the specifications for performing
an activity through an external vendor.
Service masters are assigned to external operations within a maintenance order for
planning purposes. Once the maintenance order is released, a purchase requisition is
created automatically by the system.
4.13.1 Create Service Master
Trigger: Perform this procedure when you need to do create a Service Master.

Menu
 Environment  Service  Service Master
Transaction code AC03
Procedure:
1. Display Service
The initial screen displays the details of last service master, as shown above; Click on
the „Create‟ button, to create a new service master.
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2. Create Service Master Record
The screenshot as shown above displays a new screen with an activity number which is
temporary number. Do not enter any details in this field.
3. Create Service Master Record
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4. Display Service
Simultaneously, the system also displays the details of the service master that was
created, as shown above.
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4.14 Master Inspection Characteristic (MIC)

Information: Master Inspection Characteristic (MIC) which is basically a Quality
Management (QM) master data is used to define inspection / calibration specifications
for measuring instruments / equipments (generally called as PRTs).
MICs are assigned to maintenance task lists which are used or calibration purposes.
4.14.1 Create Master Inspection Characteristic (MIC)
Trigger: Perform this procedure when you need to do create a MIC.

Menu  Work Scheduling  Environment  Inspection
Characteristic  Create
Transaction code QS21
Procedure:
1. Create Master Inspection Characteristic: Initial Screen
Click button, to go to the next screen.
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2. Create Master Inspection Characteristic: General Data
Enter the details in fields shown in screenshot as above. Click on the

button, to go to the next screen.
3. Edit Characteristic Control Indicators
Enter the details in fields shown in screenshot as above. Click on the „Continue‟
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4. Edit Characteristic Control Indicators
Click on the „Continue‟ button, to go to the next screen.
5. Tolerance Keys
Click on the „Continue‟ button, to go to the next screen.
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6. Quantitative Data
Enter the details in fields shown in screenshot as above. Click on the „Continue‟
7. Create Master Inspection Characteristic: General Data
Note: The above screen now displays the check box against
button ‘activated’.
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Note: It is possible to create new versions (e.g. version1, version2, etc,) for the already
created MICs.
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4.15 Sampling Procedure

Information: Sampling procedure which is basically a Quality Management (QM)
master data is used for managing samples at plant level.
Sampling procedures are assigned to maintenance task lists (used for calibration
purposes).
4.15.1 Create Sampling Procedure
Trigger: Perform this procedure when you need to do create a Sampling Procedure.

Menu  Work Scheduling  Environment  Inspection
Characteristic  Sampling Procedure  Create
Transaction code QDV1
Procedure:
1. Create Sampling Procedure: Initial Screen
Enter the detail in field shown in screenshot as above. Click on the

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2. Create Sampling Procedure: Assignments
Enter the detail in field shown in screenshot as above. Click on the „Next‟ button, to
go to the next screen.
3. Create Sampling Procedure: Special Conditions
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Click on the button, to go to the next screen.
4. Fixed Sample, Attributive
Enter the detail in field shown in screenshot as above. Click on the „Continue‟
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4.16 Maintenance Plans

Information: Maintenance plan is the fourth and last major step in the maintenance
planning cycle.
The four steps involved in setting up a maintenance plan are illustrated as below:
The use of maintenance plan contributes to the efficiency of the maintenance

department. Maintenance plans contain maintenance and/or inspection tasks to be
performed on maintenance objects. The dates and scope of the tasks are also defined
in the maintenance plan.
In SAP, there are 03 types of maintenance plans available:
 Single Cycle Plan (Time or Performance based)

 Strategy Based Plan (Time or Performance based)
 Multiple Counter Plan
Note: Multiple Counter Plans are not used in DGPC Plant Maintenance.
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A maintenance plan is created to plan and schedule preventive maintenance. The

purpose of preventive maintenance is to ensure a high availability of equipment in the
long term. The system generates maintenance call objects during the scheduling
process. Once the maintenance plan has been scheduled, it calculates planned dates
(calls), which will eventually be generated into the call-object (e.g. a maintenance
order). The frequency of these calls is determined by the single cycle specified in the
plan. The tasks to be performed in these maintenance orders are specified in the task
list. The object to be worked on is specified in the maintenance item.
A single cycle plan is used as opposed to a strategy-based plan, for a simple and quick
way to use preventive or inspection plans, where maintenance is performed on the
same single frequency. A single-cycle plan only permits one cycle/ frequency, whereas
a strategy-based plan permits multiple frequencies. The cycle or frequency of a single
cycle plan will vary and is based on either time or performance. If a simple preventive
maintenance plan is desired and one maintenance cycle is sufficient, then a single cycle
plan is created.
The single cycle plan is either based on time or performance, depending on the
requirements of the maintenance object. In contrast to strategy based plans, no
maintenance strategies are defined or assigned for a single cycle plan. The scheduling
parameters are maintained directly in the single cycle plan. All operations in the
allocated task list will be performed at the same frequency in the single cycle plan.
The single cycle plan also includes one or more maintenance items. The maintenance
item contains the task list (list of operations or events) and the maintenance object
(functional location or equipment). It is very important to note that maintenance item(s)
(and the task lists linked in them) do not refer to a maintenance strategy. The
maintenance item is assigned a unique number and entered in the single cycle plan.
Maintenance plans cannot be scheduled without the selection of a maintenance items
from the database.
After scheduling the maintenance plan, the system will automatically generate call
objects (orders or notifications) based on the scheduling parameters in the maintenance
plan.
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The various parameters which decide scheduling a maintenance plan described below:
Cycle/Unit: The maintenance cycle defines the interval after which a task becomes
due.
For a time based or performance based strategy plan, the maintenance intervals are
derived from the maintenance packages entered in the maintenance strategy.
For a single cycle plan, you can enter the maintenance interval directly.
Example: Time-based
 A task is to be performed every 3 months. The cycle is therefore 3 months.
Example: Performance based
 A task is to be performed every 1000 hours. The cycle is therefore 1000 hours.
Cycle Text: You can use this text to describe a maintenance cycle.
 Within a maintenance strategy, you can set out the description for a maintenance
package.
Example:
 Monthly
 Every 100 kilometers
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Offset/Unit: The offset of a maintenance package or maintenance cycle determines the

time after which a maintenance package first becomes due.
 You must enter an offset when the first time a maintenance package is to be
performed does not correspond with the cycle length.
 In the case of multiple counter plans or maintenance cycles, you can use the offset
to perform a maintenance package once only, by maintaining the offset.
Example:
 Cycle length of maintenance package: every two years

First time due (offset): after three years
Counter: Key identifying the measuring point
Dependency: This key is assigned internally by the system when you create the
measuring point.
Cycle start: Start date for calculating planned and call dates.
Call horizon: Determines when a maintenance call object (for example, a maintenance
order) should be generated for a waiting maintenance call.
Scheduling period: Determines the period of time, for which the system generates
planned or call dates during scheduling.
Shift factors: The shift factors for early/delayed confirmation of a maintenance task
define what percentage of the shift should be considered for the next date.
Tolerances for shift factors: The tolerances for early/delayed confirmation define the
time period, for which positive or negative differences between actual and planned
dates do not affect subsequent scheduling.
Factory calendar: For the single cycle plan, the factory calendar for the planning plant
is copied into the scheduling parameters as a default value. It can be changed for each
single cycle plan.
Scheduling indicator: Specifies the type of time based scheduling involved.
 Time = Dates are calculated in calendar days.

 Time key based = Dates are calculated from the cycle start always for the respective
key date.
 Time factory calendar = Dates are calculated in workdays.
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When you create a single cycle plan, the cycle is assigned, that is, the period until each
planned date. Orders are generated based on the planned date. However, the actual
call date - the time when the order is, in fact, generated, can differ from the planned
date.
The cycle start defines the date from which the calculation of the planned dates should
begin.
The scheduling period is one of the scheduling parameters in the maintenance plan.
The scheduling period specifies the period for which planned dates should be calculated
in advance.
The scheduling period can be used for time-based and performance-based preventive
maintenance.
The call horizon scheduling parameter is used to define when the order is actually
generated compared to the planned date.
This detailed control of order generation enables you to make a preliminary run of
planning the order before the planned date. The due maintenance task can thereby be
performed and completed punctually on the planned date.
The call horizon is specified as a percentage of the cycle: 100% means that the
order is generated exactly on the planned date. 0% would mean that the order is
generated when the maintenance plan is started.
For a call horizon of 90% and a cycle of 3 months (= 90 days), the call - the generation
of the order - would therefore occur after 81 days (= 90% of 90 days).
Important note: Specifying the call horizon is not sufficient for the order to be
generated, the maintenance plan must be scheduled for this.
The shift factor enables you to react to an early or late completion of a call object. If the
shift factor is 100%, the difference (delay/time ahead of schedule) will be added in full to
the completion date to determine the new planned date.
If „confirmation requirement‟ check box is activated, the system only generates

the next call object once the previous call object has been confirmed (Technically
Completed).
This has the following effect:
 The next order is only created once the previous order has been technically
completed.
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4.16.1 Create Single Cycle Maintenance Plan (Time Based)
Trigger: Perform this procedure when you need to do create a Single Cycle
Maintenance Plan (Time Based).

Menu  Maintenance Planning  Maintenance Plans  Create 
Single Cycle Plan
Procedure:
1. Create Maintenance Plan: Initial
Enter the field shown in screenshot as above; Click on the „Enter‟ button to go to
the next screen.
2. Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Cycle Data)
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Enter details shown in screenshot as above; scroll down to view the rest of the screen.
3. Create Maintenance Plan: Single Cycle Plan (Maintenance Item Data)
Click on button to go the next tab.
4. Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Scheduling

Parameters)
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Click on tab to go the next tab.
5. Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Additional

Data)
Note: Now, a maintenance plan for single equipment has been defined. If there is a
need for more equipment, which is similar in construction, and has similar maintenance
cycle/periodicity, then it is possible to define the same within this maintenance plan.
To do that, click on the „add more items‟ button to add more items (i.e.
equipments), as shown in screenshot below:
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6. Create Maintenance Plan: Single Cycle Plan (Create More Items)
Note: In order to ensure that the details defined were correct while creating this
maintenance plan, it is a good practice to double check all the details entered in all the
fields.
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4.16.2 Create Single Cycle Maintenance Plan (Performance Based)
Trigger: Perform this procedure when you need to do create a Single Cycle
Maintenance Plan (Performance Based).

Single Cycle Plan
Procedure:
Note: Performance based single cycle maintenance plan is created when a preventive
maintenance is to be performed based on certain operational parameters.
For example, based on hours run, kilometers run, energy produced, etc. In such cases,
a measuring point counter assigned to the equipment is linked to the maintenance plan
automatically (if there is only one counter exist for an equipment) or manually (if there
exist more than one counter for an equipment).
In order for the system to schedule and generate maintenance orders at appropriate
operational frequency, it becomes mandatory to create measurement document for the
respective measuring point counter; else, system will calculate and generate
maintenance orders based on the time period.
The procedure to create a Performance Based Single Cycle Plan is similar to that of a
Time based Single Cycle Plan, except few changes.
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They are as follows:
1. Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Cycle Data)
After entering the value in ‘Equipment’ field, wait for the system to propose a counter
relevant to that equipment; else, manually enter the counter number in the field (if
known) as shown in screenshot above.
Now, click on button to go the next tab.
2. Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Scheduling

Parameters)
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Click on tab, to go the next tab.
3. Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Additional

Data)
fields.
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4.16.3 Create Strategy Plan (Time or Performance Based)
Trigger: Perform this procedure when you need to do create a Strategy based
Maintenance Plan (Time or Performance Based).

Strategy Plan
Procedure:
1. Create Maintenance Plan: Initial
Enter the value in „Maint. Plan Cat.’ & ‘Strategy’ fields, shown in screenshot as above.
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2. Create Maintenance Plan: Strategy Plan
System displays a new screen shown as above.
Enter the detail in ‘Maintenance plan‟ & ‘Equipment’ fields shown in screenshot as
above. Entry in these fields is mandatory. Click on the „Enter‟ button, to go to the
next screen.
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Enter the value in ‘Order Type’ & ‘Counter‟ fields; Click on the „Continue‟ button, to
go to the next screen.
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Note that the system has now picked up the proposed counter by you shown in
screenshot as above; also the system has generated a message for the counter
assignment, shown in screenshot as above.
Enter the value in ‘Typ’, ‘Task LstGrp’ & ‘GrpCr’ fields by clicking on the „Select Task
List‟ button. (Note that, the task list that you select from the system should have
same strategy that was entered in the maintenance plan).
Enter the „Priority’ field. Click „Enter‟ key and scroll up the screen.
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The maintenance plan cycles proposed by the system based on the strategy that was
selected for the maintenance plan is now displayed shown in screenshot as above.
Click on button, to go the next tab.
8. Create Maintenance Plan: Strategy Plan (Maintenance Plan Scheduling

Parameters)
Click on tab to go the next tab.
9. Create Maintenance Plan: Strategy Plan (Maintenance Plan Additional Data)
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To do that, click on „Create More Items‟ button to add more maintenance items
(i.e. equipments), as shown in screenshot below, otherwise leave this step.
fields.
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4.16.4 Schedule Maintenance Plan
Trigger: Perform this procedure when you need to do Schedule a Maintenance Plan.

Menu  Maintenance Planning  Scheduling for Maintenance
Plans  Schedule
Procedure:
1. Schedule Maintenance Plan: Initial
Enter the value in ‘Maintenanceplan’ field that you want to schedule, shown in
screenshot as above. Click on the „Enter‟ button.
2. Schedule Maintenance Plan: Single Cycle Plan
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Click on the button. System pops up a new screen as follows:
Enter the desired „Start of Cycle’ value for the maintenance plan. Click on the
button.
System displays the list of dates (both call dates & planned dates) for the maintenance
plan based on the scheduling parameters that was defined in the maintenance plan.
 Call Date = Date on which the system will generate a call object (in this case,
maintenance order).
 Planned Date = Date on which the maintenance order has to be executed.
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4.16.5 Schedule Overview List: Maintenance Plans
Trigger: Perform this procedure when you need to view the Maintenance Plan
Schedule in detail.

Plans  Scheduling Overview  List Display
Procedure:
1. Scheduling Overview List Form: Selection Criteria
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For example, enter the ‘maintenance plan category’, ‘planning plant’ & ‘planner group’
so that the system displays the schedule list based on the search criterion shown in
screenshot as above.
Click on the „Execute‟ button, to go to the next screen.
2. Scheduling Overview List Form: Maintenance Scheduling Overview List
The above list displays all details related to the maintenance plan, including the
maintenance order number and its planned date, etc, for equipments.
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3. Scheduling Overview List Form: Maintenance Scheduling Overview List
Further display of details on each maintenance order is possible.
To do this, select the ‘Order number’ that you want to display in detail and click on the
„Details‟ button or double-click on the ‘Order number‟, shown in screenshot as
above.
4. Display Calibration Order 4000238: Central Header
The details related to the relevant order are displayed, shown in screenshot as above.
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5. Plant Maintenance Processes

The Plant Maintenance Process Cycle involves the following steps, which is depicted in
a pictorial representation, as below:
Steps in the Maintenance Process

1 • Technical object • Date
Notification • Description • Damage
2 • Work to be performed • Material

Planning • Resources int./ext. • Tools
3 • Order release • Capacity leveling

Control • Printout • Availability check
4 • Material issue planned/unplanned

Execution • External procurement
5 •Compl. conf./time • Order settlement

Completion •Techn.completion • Techn. findings
History R
Material usage, orders, notifications, PMIS, usage list
 SAP AG
The maintenance process cycle consists of five steps:
Step 1: Notification of a damage or request for particular work (for example, equipment
break down).
Step 2: Creation and planning of an order based on the notification. Typical planning
tasks include creating operations, making reservations for spare parts, or planning
execution times.
Step 3: Order control with availability check, assigning the work center, printing of order
papers.
Step 4: Actual execution of the work that was requested, including withdrawal of spare
parts from the warehouse and execution of the order.
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Step 5: Completion of the work that was actually performed with confirmation and
documentation of technical findings in order to record the condition of the technical
object. The order is settled in Controlling.
In SAP R/3 Plant Maintenance, there are 02 major instruments available for processing
maintenance tasks:
1. Maintenance Notification
2. Maintenance Order
Maintenance Notifications are used to convey maintenance requirements and the

documentation for technical findings and activities performed.
Maintenance Orders are used to plan maintenance tasks and plan or track the costs
incurred. The planning functions do not necessarily have to be executed here.
Maintenance Orders can also be created as immediate orders without any planning.
Maintenance Notifications & Maintenance Orders can be used independently of one

another. However, they are usually combined to utilize the advantages of both
instruments.
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5.1.7 Complete Maintenance Notification
Trigger: Perform this procedure when you need to complete notification.

Menu
 Notification  Change
Transaction code IW22
Procedure:
Perform the following steps to complete notification using the information below:
1. Double click on IW22 - Change.
Change PM Notification: Initial screen
2. Update the following required field:
Field Name Description Values

Notification Number that uniquely Enter notification number.
identifies the maintenance
notification that is required to
be changed.
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3. Click on the „Enter‟ button.
Change PM Notification: Maintenance Request
4. To complete the notification, click on the „Complete‟ button.
Complete
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5. Update the following required fields:

Reference date The date on which the object Defaults to notification start
and account assignment data date.
are read and stored in the
maintenance history.
Reference time The time on which the object Defaults to notification start
and account assignment data time.
6. Click on the „Complete‟ button.
Note: When completing a notification it is automatically saved and you do not need to
save the notification again.
Change PM Notification: Initial Screen
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7. The message bar displays the following message.
8. Click on the „Back‟ button to return to the SAP Easy Access screen.
5.2 Maintenance Order

Information: A maintenance order in SAP R/3 is used to plan maintenance activities,
monitoring the progress of work, and settling costs of maintenance tasks. Plant
Maintenance Orders can be generated in the system in three different ways, namely, by
means of direct creation, creation with reference to a PM Notification and through the
Maintenance Plans.
Different maintenance order types are used to manage the different maintenance
processes performed within DGPC.
DGPC will use the following PM Order Types:
 PM01 – Maintenance Order – Preventive (incl. Corrective & Predictive)

 PM02 – Maintenance Order - Breakdown
 PM05 – Calibration Order
 PM06 – Capital Investment Order
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Note: The procedure involved in processing the maintenance order types PM01, PM02
& PM06 are similar. Hence, in this manual, only PM01 order type & PM05 order type will
be discussed in detail.
Assigning manpower, components and other resources in a maintenance order

provides accurate planning of maintenance activities. The following resources can be
planned within a maintenance order.
Manpower requirements: The planning of resources for manpower to perform the

desired work from the operational instructions could be to assign internal or external
manpower resources. The internal manpower resource was defined for DGPC is
defined through the work centers. Irrespective of the individual agreement of
employment, the resource that works permanently in the work center will be the
capacity of that working group. One-off purchase of external labor requirements is
possible through the Purchasing Cycle supported by the PM Order.
Material requirements: Internal material selection is possible from the inventory list.
Planning of internal materials refers to cataloged and non-cataloged material. Cataloged
material is stock material in the system with an inventory count, whereas, non-cataloged
material is material listed in the system but will purchased every time, if the need exists
for that individual item to be consumed.
External services: Whenever the need arises to buy-in services through predefined
contracts or direct purchases of services not referencing contracts, those services could
be bought in directly through the PM Order.
Production Resource Tools (PRT's): As part of the planning phase for maintenance
orders, special tools to perform maintenance activities could be planned through the PM
Order. Special tools are sometimes required to perform duties and the assignment of
those tools to orders ensured that tool would be available for the planned activity on
time.
Permit: Permit assignment is possible for work orders when assigned to Technical
Objects. Multiple permits could be assigned to Technical Objects and the user can
select any one of them from the proposed system list at the time of order planning.
When the PM Order was generated through the Maintenance Planning cycle, the user
must assign the applicable permit to the PM Order after the work order was generated,
one of the step in the maintenance order process known as „Order Planning‟.
Internal Dates: Once the PM Order has been generated in the system the default date
could be amended to the required date when resources are available. For example,
when the procured services or materials are not available in the desired time; then the
internal dates of the PM Order must be rescheduled.
The progress of work can be monitored using maintenance orders in terms of the
statuses assigned. Depending on the nature of the maintenance work, a predetermined
sequence of statuses must be followed during the maintenance life cycle. Two forms of
statuses are included in the maintenance order. The first form is known as „System
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Status‟, which is a standard SAP feature. The second form of status is a „User Status‟
which are user specific and used to control and monitor the order progress. Altogether,
the progress of a maintenance order can be identified at any time based on the statuses
as search criteria.
Maintenance orders are used to settle costs to the appropriate settlement receiver. As
manpower and materials are assigned to a maintenance order, associated costs can be
settled against the settlement receiver. The settlement rule in the maintenance order
determines where the costs are settled, which can either be a cost center or a WBS
element or internal order depending on the maintenance order type.
5.2.1 Create Maintenance Order from Notification
Trigger: Perform this procedure when you need to create maintenance order from an
already created notification.

Menu
 Notification  List Editing  Change
Procedure:
Perform the following steps to create maintenance order from an already created
notification, using the information below:
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Change Notifications: List of Notifications
2. Update the following required and optional fields:

Outstanding Indicates that notifications that Click in the check box to
are still outstanding and have select.
not been put in process will be
selected.
Postponed Indicates that notifications that Click in the check box to
have been postponed will be select.
selected.
In process Indicates that notifications that Click in the check box to
are in process will be selected. select.
Completed Indicates that notifications that Click in the check box to
are complete will be selected. select.
Notification type Key that identifies the type of Enter the notification type(s)
notification that is to be
created.
Functional location Code that uniquely identifies Enter the functional
the functional location for location(s).
which the maintenance
request is raised.
Notification date Date range the notification Enter the date range.
must have been created within
for the notification to be
selected.
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Description Short description of the Enter notification

maintenance notification used description.
to describe the required
maintenance.
Note: At least one status must be selected for the search. This search only includes the
status Outstanding as we are only looking for notifications that are to be turned into
maintenance orders.
3. To view the bottom of the screen, click on the „Down arrow‟ button located on the
vertical scroll bar.
Change Notifications: Selection of Notifications
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Main work center Code that uniquely identifies Enter main work center(s).
the work center in overall
charge when a maintenance
task is carried out.
Plant for Code that identifies the plant Enter work center plant(s).
WorkCenter that the main work center
belongs to.
Planning plant Code that uniquely identifies Enter planning plant(s).
the planning plant responsible
for the planning of the
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notification.
Planner group Code that uniquely identifies Defaults from the reference
the group of employees object.
responsible for the planning of
maintenance tasks in a
particular plant.
Note: The * (asterisks) can be used as a ‘wild cards’ to search for the key word within a
field. The wildcard can be used in two ways, at the end of the string (e.g. Motor*) it will
return all entry that begin with the key word. If the wildcard is used at the beginning of
the key word (e.g. * motor) the system will return all entries that contain the key word.
Change Notifications: Selection of Notifications

Maintenance plant Code identifying the Enter maintenance plant(s).
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maintenance plant where the

notification has been created.
Cost center Number of the cost center that Enter cost center(s).
is responsible for the
maintenance cost of the
technical object.
Note: Enter the appropriate information to narrow down the number of records to be
shown in the list following execution.
7. To initiate the search for notifications matching the search criteria, click on the
„Execute‟ button.
Change Notifications: List of Notifications
Note: The notifications that match the selection criteria are displayed. If there was only
one notification that matched the search criteria, the system would automatically open
that notification record.
The report works in a similar fashion to ‘Microsoft’ Excel. If you wish to select many
consecutive rows, then click on the first record/row and drag your mouse down,
highlighting the maintenance notifications you wish to select. If you wish to select many
functional location records that are not consecutive, then click on the first record, press
the „Ctrl‟ button, and continue to click on the other maintenance notification records you
wish to select.
8. To select a notification to display, click on the box to the left of the notification number
to highlight.
9. To change the notification, click on the „Detail‟ button.
Change PM Notification: Maintenance Request
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Note: It is also possible to create a maintenance order by clicking on the „Create‟

button to the right of the order field.
To create a maintenance order for the notification, follow the menu path given below.
Maintenance notification  Order  Create Direct
Create order
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Order type Code identifying the Enter maintenance order
maintenance order type that is type.
to be created form the
notification.
Main work center Code identifying the main Defaults from notification.
(first field) work center that will be
responsible for the
maintenance order being
created.
Main work center Number of the maintenance Enter plant number.
(second field) plant the main work center
belongs to.
Click on the „Continue‟ button.
Object Information
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If there are any notifications or orders existing with reference to the equipment in the
system, the above screen pops-up displaying the information.
Click on the „Continue‟ button.
Create Maintenance Order_Preventive: Central Header

Order Code identifying the Display field only.
(first field) maintenance order type that is
being created.
Order Number of the maintenance Display field only.
(second field) order, a temporary number is
assigned until the order is
saved.
Order Short description of the Defaults from notification,
(third field) maintenance order. The update as required.
description defaults from the
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notification short text.

Sys.status This field displays the system Display field only.
(first field) status of the order, recording
the condition of the order
and/or execution of a function
for the order.
Sys.status This field displays the initial Display field only.
(second field) user status defined for the
order.
PlannerGrp Code that uniquely identifies Defaults from notification.
the group of employees
responsible for the planning of
maintenance tasks in a
particular plant.
Main work center Code identifying the main Defaults from notification,
(first field) work center that will be update as required.
responsible for the
maintenance order being
created.
Main work center Number of the maintenance Defaults from notification,
(second field) plant the main work center update as required.
belongs to.
PMActType Code that identifies the type of Enter maintenance activity
activity to be performed within type.
Bas. Start Date that identifies when the Defaults from notification,
(first field) activities defined within the update as required.
maintenance order are
planned to begin.
Bas. Start Time that identifies when the Defaults from notification,
(second field) activities defined within the update as required.
planned to begin.
Priority Number that uniquely Defaults from notification,
identifies the priority of the update as required.
maintenance activities to be
performed.
Basic fin. Date that identifies when the Defaults from notification,
(first field) activities defined within the update as required.
planned to begin.
Basic fin. Time that identifies when the Defaults from notification,
(second field) activities defined within the update as required.
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planned to begin.
FunctLoc. Code that uniquely identifies Defaults from notification,
the functional location for update as required.
which the maintenance order
is raised.
Equipment Number that uniquely Defaults from notification,
identifies the equipment for update as required.
which the maintenance
request is raised
5.2.1.0 Sub Processes Within Maintenance Order
Sub Process Description Click on the link below

5.2.1.1 Assign Task List to
Assign Task list to Maintenance Order
Maintenance Order
5.2.1.2 Create an Internal
Create an Internal Operation
Operation
5.2.1.3 Create an External
Create an External Operation (External Services) Operation (External
Services)
5.2.1.4 Assign Materials to
Assign Materials to an Operation
an Operation
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5.2.1.5 Assign PRTs to an

Assign PRTs to an Operation
Operation
5.2.1.6 Determine Costs &
Determine Costs & Display Costs overview
Display Costs Overview
5.2.1.7 Schedule
Schedule Maintenance Order
Maintenance Order
5.2.1.8 Assign & Issue
Assign & Issue Permits to Maintenance Order Permits to Maintenance
Order
5.2.1.9 Release
Release Maintenance Order
Maintenance Order
5.2.1.10 Print Maintenance
Print Maintenance Order Documents
Order Documents
5.2.1.11 Save Maintenance
Save Maintenance Order
Order
5.2.1.1 Assign Task List to Maintenance Order
16. To assign a task list to the maintenance order, click on the „Operations‟ tab.
Create Maintenance Order_Preventive: Operation Overview
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Note: To select a general task list for the maintenance order, follow the menu path
given below:
Extras  Task list selection  Direct entry
17. To select a task list that has been created for the technical object, follow the menu
path given below:
Extras  Task list selection  To reference object
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Note: If operations already exist in the maintenance order the user will be asked if they
want to delete the existing operation. To retain the existing operations click on the „No‟
button.
Display Task Lists: List of Task Lists
Note: If only one task list exists for the technical object the ‘Operation selection using
work center/replace work center’ screen will be displayed.
18. To select the task list to be copied, click on the box to the left of the task list number
to highlight.
19. To copy all the operations within the task list. Click on the „Copy all‟ button.
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Note: A message is displayed at the bottom of the screen to confirm that the task list
has been copied into the maintenance order.
20. The following fields are copied into the maintenance order:

Op... This field displays the Should not be changed.
operation activities in
increments of 10 that are
generated by the system.
Work ctr Code that uniquely identifies
the work center to perform the
operation.
Co... Code that identifies the control
key used for the operation.
Short text Description of the operation to
be performed.
Work Number of work hours
required to perform the
activity.
Un. Unit of measure for work
hours.
N... Number of people required to
complete the operation.
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Duration This field displays the duration

in hours required to perform
the activity.
Un Unit of measure for duration.
C Key that identifies the
calculation key to calculate the
duration of the operation.
ActType Code that identifies the activity
type used in the calculation of
the operation cost.
Click here, to return to Sub Process Table of Contents
5.2.1.2 Create an Internal Operation
21. To create an operation for internal labor, click on the „Operations‟ tab.
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Note: The second operation line item details are be described below:

Op... This field displays the Should not be changed.
operation activities in
increments of 10 that are
generated by the system.
Work ctr Code that uniquely identifies Enter work center in.
the work center to perform the
operation.
Ctrl Code that identifies the control Defaults from work center.
key used for the operation.
Internally processed
operations should always use
PM01 control key.
Description Description of the operation to Enter description.
be performed.
Work Number of work hours Enter work hours.
required to perform the
activity.
Un. Unit of measure for work Defaults from profile.
hours.
No Number of people required to Enter the number of people.
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complete the operation.
Note: The above fields are to be completed for each new operation to be added to the
maintenance order.
Note: The system automatically calculates the duration for each activity when using
calculation key 1 in the calculation field.
24. The following fields are updated:

Duratn This field displays the duration Automatically calculated.
in hours required to perform
the activity.
Un Unit of measure for duration. Defaults from profile.
C Key that identifies the Defaults from profile.
calculation key to calculate the
duration of the operation.
ActTyp Code that identifies the activity Defaults from work center.
type used in the calculation of
the operation cost.
Note: To select all operations, click on the „Select all‟ button.
25. To add long text to an operation, click on the „Create text‟ button located on the
operation line item.
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Change Transaction text: Operation 0020 Language EN
26. Enter the long text in the ‘text editor’.

27. To return to the operation overview, click on the „Back‟ button.
Note: A message is displayed at the bottom of the screen confirming the long text has
been transferred.
Click here to return to Sub Process table of Contents

5.2.1.3 Create an External Operation (External Services)
28. To create an operation to procure external labor, click on the „Operations‟ tab.
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Ctrl Code that identifies the control Defaults from work center:
key used for the operation. change to PM03.
External service processed
operations should always use
PM03 control key.
Description External activity description. Enter the description of
external activity.
30. To select the operation, click on the box the left of the operation number to highlight.
31. To enter service master records, click on the „External‟ button.
Error
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Note: An error message is displayed; an external operation requires a „material group,

purchasing group & requsitioner’ to be entered.
32. Click on the „Confirm‟ button.
Create Maintenance Order_Preventive: External Processing Operation
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Mat group Code that identifies the Enter material group.
material group that the service
being purchased belongs.
34. Click on the „Continue‟ button.
Create Maintenance Order_Preventive: External Processing Operation
Note: External labor requirements can be planned using ‘service master’ records or text
items. If there are predefined services then the appropriate service master record is
selected. If it is a once-off purchase then text is used to specify the requirements. If the
service master number is entered directly or a text item is used the price and quantity
must also be entered.
35. To select a service from a service master, click on the „Service Number‟ field to
select the correct service specification.
Activity Number
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36. Double click on the „activity number‟ that you want to select.

Service No. Number that uniquely Defaults from selected
identifies the service master service.
record that represents the
required activity.
Short text Short text description for the Defaults from service
service, will default from the master.
service master if selected.
Quantity Number that uniquely Enter service quantity.
identifies the quantity of the
service to be supplied.
U... Code that uniquely identifies Defaults from service
the unit of measure of the master.
quantity specified for the
service. Will default from the
service master if selected.
Gross price The gross price per unit of Defaults from contract, if
measure for the service. maintained; else maintain
the value.
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Create Maintenance Order: External Processing Operation
Note: Multiple services can be entered for an operation, a combination of service

master records and text items can be used.
39. Click on the „Back‟ button.
5.2.1.4 Assign Materials to an Operation
40. To assign materials to an operation, click on the „Operations‟ tab.
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41 To select the operation to assign materials, click on the box to the left of the
operation, to highlight.
42. Click on the „Internal‟ button.
Create Maintenance Order_Preventive: Internal Processing Operation
43. To select a component from the BOM for this equipment, click on the Select
„Structural List‟ button.
Create Order: Structure List
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44. To select a component to copy into the maintenance order, click in the check box to
the left of the material number.
45. Click on the „Choose‟ button.
Note: Non-stock, non-catalog component do not have a material master record created
in the system and no physical inventory is maintained. To procure a non-stock, non
catalog material a description of the required material is entered.
56. To add a non stock, non catalogue component to the operations, update the
following required fields:
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Material Number to uniquely identify Enter the material number.

the component to be used in
the maintenance activity.
Reqmnt qty Number that uniquely Enter material quantity.
material to be supplied.
Unit Unit of measure for the Enter unit of measure.
component.
IC Key to identify the item Enter N for non stock
category of the component. A material.
component can be either stock
(L) or non stock (N).
Note: More than one non catalog component can be assigned against the operation;
the above fields must be completed for each new component.
Note: An error message is displayed, for a non catalog component a material group and
price must be entered.
48. To add a non stock component to an operation, update the following required fields:
Material Number to uniquely identify Enter the material number.
the non stock component to
be used in the maintenance
activity.
Reqmnt qty Number that uniquely Enter material quantity.
material to be supplied.
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5.2.1.5 Assign PRTs to an Operation
51. To assign a PRT to an operation, click on „Operations‟ tab.
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52. To select the operation to assign a PRT, click on the box to the left of the operation
to highlight.
53. Click on the „Prod. Resource/Tools‟ button.
Create Maintenance Order: PRT New Entries
54. To assign PRT equipment, click on „Equipment‟ button.
Create Maintenance Order: PRT New Entries
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Equipment Number that uniquely identify Enter the equipment PRT
the equipment PRT to be number.
assigned to the operation.
Control key Key that uniquely identifies the Enter control key.
functions that be performed for
the PRT once assigned to the
order.
Note: To search for a PRT equipment record, the equipment category "P" for PRT can
be used.
Change Maintenance Order: PRT List for Operation
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5.2.1.6 Determine Costs & Display Costs Overview
58. To determine costs for the maintenance order, click on the „Header data‟ tab.
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59. To calculate costs for the order, click on the „Determine costs‟ button.
60. To view a cost overview report, click on the „Costs‟ tab.
Create Corrective maintenance: Cost Overview
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Note: This screen shows a breakdown the order costs by key figure (grouping of costs).
The order is yet to be released therefore no actual costs will appear on the order.
61. To view a detailed cost report for this order, click on the „Report planned/actual‟
button.
Planned/actual comparison
Note: The report shows a comparison of planned versus actual costs. The costs are
broken down by cost element.
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62. To return the cost overview report, click on the „Back‟ button.
Create Maintenance Order_Preventive: Cost Overview
5.2.1.7 Schedule Maintenance Order
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63. To schedule a maintenance order, click on „Header Data‟ tab.
Note: The scheduling of a maintenance order is based upon the Basic start and finish
dates in the order header. When the maintenance order is scheduled it looks at the
dates and tries to plan the operations based on these dates.
64. To schedule the maintenance order, click on the „Schedule‟ button.
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Note: A message appears at the bottom of the screen to confirm that the scheduling
has been performed and the scheduling log does not contain any errors.
To display the scheduling error log follow the menu path given below:
Goto  Logs  Scheduling
65. To check material availability for the maintenance order, follow menu path:
Order  Functions  Availability  Check stock material
Availability check
66. To view the availability check log, click on the „Log‟ button.
Note: The availability check log can contain information, warning or error messages. To
display the messages click on the appropriate button.
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67. To display an information message, click on the „Information message‟

button.
68. To return to the availability check log, click on the „Back‟ button.
69. To return to the order header, click on the „Back‟ button.

5.2.1.8 Assign & Issue Permits to Maintenance Order
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70. To issue permit for the maintenance order, click on „Header Data‟ tab.
71. To issue a permit, follow the menu path given below:
Goto  Permits
Order - Assign and Issue Permits
72. To select a permit to be issued, click in the check box to the left of the permit name
to select.
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73. To issue the permit, click on the „Issue permit‟ button.
Order - Assign and Issue Permits
5.2.1.9 Release Maintenance Order
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75. To release a maintenance order, click on „Header Data‟ tab.
76. To release the order, click on the „Release‟ button.
Note: A message appears at the bottom of the screen confirming the order will be
released after saving the order.
5.2.1.10 Print Maintenance Order Documents
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77. To print shop papers for the maintenance order, click on the „Header Data‟ tab.
78. To select the shop papers to print, follow the menu path given below:
Order  Print  Order
Select Shop Papers
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Note: The shop papers to be printed need to be selected, the most common shop
papers are pre selected. To select or deselect a shop paper, click on the box the left of
the shop paper.
79. To select the document to print, click on the box to the left of the document
description to highlight.
80. Update the following required for the selected documents:

OutputDevice The name of the printer where Enter the printer name.
the notification is to be printed.
Note: To view the document online before it is printed, click on the „Print preview‟
button. To return from the print preview screen, click on the „Back‟
button.
81. To print the document, click „Print/fax‟ button.
Note: Printing the shop papers will automatically save and close your maintenance
order. To make further changes to the order you will need to go into the change order
transaction.
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5.2.1.11 Save Maintenance Order
82. To save the maintenance order (if order documents were not printed earlier), click
on the „Save‟ button.
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5.2.2 Assign PM Notification to Maintenance Order
Trigger: Perform this procedure when you need to assign a PM notification to a

maintenance order.

Menu
 Order  Change
Procedure:
Perform the following steps to assign a PM notification to a maintenance order, using

the information below:
Change Order: Initial Screen

Order Number of the maintenance Enter order number.
order that is required to be
changed.
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Change Maintenance Order_Preventive 4000742: Central Header
Note: If the maintenance order is created from a notification, the initial notification
number is displayed in the Notification field on the top right hand side of the screen.
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4. To assign another notification to the same maintenance order, click on the „Objects‟
tab.
Change Maintenance Order_Preventive 4000742: Object List
Note: The detail of the initial notification is displayed. It is possible to enter the
notification number directly if the number is known.
5. To assign a new notification, click in the first available field in the Notification column
to display the „possible entries‟ button.
6. Click on the „possible entries‟ button.
Display Notifications: Selection of Notifications
Note: At least one status must be selected for the search. This search only includes the
status Outstanding as we are only looking for notifications that are to be assigned to
maintenance orders.
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Outstanding Indicates that notifications that Click in the check box to
are still outstanding and have select.
not been put in process will be
selected.
In process Indicates that notifications that Click in the check box to
are in process will be selected. select.
Equipment Number of the equipment Enter equipment number.
record that the notification has
been created for.
Note: Enter the appropriate information to narrow down the number of records to be
shown in the list following execution.
8. To execute the report, click on the „Execute‟ button.
Display Notifications: List of Notifications
Note: The notifications that match the selection criteria are displayed. If there is only
one notification that matched the search criteria, the system would automatically default
the notification number into the maintenance order.
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Click on „Details‟ button, to view the details of notification prior to copying the
notification number into the order.
To return to the notification list, click on the „Back‟ button.
9. To select a notification to be copied into the maintenance order, click on the box to
the left of the notification number to highlight.
10. To copy the notification into the order, click on the „Choose‟ button.
11. To confirm the notification number, click on the „Enter‟ button.
Note: It is possible to assign multiple notifications to a single maintenance order.
12. To save the maintenance order, click on the „Save‟ button.
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5.2.3 Maintain Settlement Rule for Maintenance Order
Trigger: Perform this procedure when you need to maintain a settlement rule for
maintenance order.

Menu
Procedure:
Perform the following steps to maintain a settlement rule for maintenance order, using

changed.
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Note: For the majority of maintenance orders the settlement rule will be automatically
determined. Maintenance orders created for a technical object (equipment or functional
location) will use the cost center from the technical object as the cost object in the
settlement rule. If necessary (where the cost centre needs to be changed from the
default cost center, for some reasons), then the settlement rule has to be maintained
(changed).
4. To maintain the settlement rule, follow menu path: Goto  Settlement Rule
Maintain Settlement Rule:
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Note: To create the settlement rule without the default rule, click on the „without
default‟ button.
The ‘Maintain Settlement Rule: Overview’ screen is displayed without any settlement
rules defined.
5. To create the settlement rule using the default, click on the „with default‟
button.
Maintain Settlement Rule: Overview
Note: A message is displayed at the bottom of the screen confirming the settlement rule
was created using the default.
6. To delete a settlement rule place the cursor in the first field of the settlement rule,
click on the „Delete rule‟ button.
Note: The settlement rule deleted is removed from the screen.
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7. To delete the second settlement rule, place the cursor in the first field of the
settlement rule, click on the „Delete rule‟ button.
Note: The second settlement rule is removed from the screen.
8. To create a new settlement rule, click on the „New rule‟ button.
Maintain Settlement Rule: Distribution Rules
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Cost Center Number that uniquely Enter cost center.
identifies the cost center that
is to be used as the cost
object within the settlement
rule.
Order Number that uniquely Enter internal order
identifies the internal order number.
that is to be used as the cost
object within the settlement
rule.
WBS element Code that uniquely identifies Enter WBS element.
the WBS element that is to be
used as the cost object within
the settlement rule.
Settlement type Key that identifies the Enter settlement type.
settlement type to be used for
the settlement rule. The
settlement type PER for period
is generally used.
Percent Percentage of the total order Enter percentage.
cost that will be settled to this
cost object.
10. To return to the settlement rule overview, click on the „Back‟ button.
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11. To return to the maintenance order overview, click on the „Back‟ button.
Note: The system status SETC (Settlement rule created) is now displayed in the system
status field.
13. The message bar displays "Order saved with number NNNNNNNNN"
14. Click on the Back button to return to the SAP Easy Access screen.
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5.2.4 Time Confirmation
5.2.4.1 Individual Time Confirmation
Trigger: Perform this procedure when you need to perform an individual time
confirmation for an operation within a maintenance order.

Menu  Completion Confirmation  Entry  Individual Time
Confirmation
Procedure:
Perform the following steps to perform an individual time confirmation for an operation
within a maintenance order, using the information below:
1. Double click on IW41 - Individual Time Confirmation.
Create PM Order Confirmation: Initial Screen
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Confirmation Confirmation number that can Enter confirmation number.
uniquely identify an operation
within a maintenance order.
Order Number that uniquely Enter order number.
identifies the maintenance
order that the confirmation is
being entered for.
Operation Number of the operation within Leave this field blank.
Note: A confirmation is entered against an operation within the maintenance order. To

correctly identify the operation either the confirmation number or a combination of the
order and operation number is required to be entered.
Create PM Order Confirmation: Operation Overview
Note: If only the maintenance order on the initial screen a list of operations for the order
is displayed.
To select multiple operations to confirm time, hold the ‘Ctrl key’ and click on the box to
the left of the operation number to highlight the operation.
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4. To select the operations to enter a time confirmation, click on the box to the left of the
operation number to highlight.
5. To enter the confirmation, click on the „Actual data‟ button.
Create PM Order Confirmation: Actual data
Note: The first operation selected is displayed; enter the confirmation details for this
operation.
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Work center Code that uniquely identifies Defaults from maintenance
the work center that performed order, update if required.
the work and the confirmation
is being created for.
Actual Work The total number of hours the Defaults from maintenance
work center has spent order, update if required.
performing the work for this
operation.
Posting data Date when the work was Enter posting date.
performed by the work center.
Final confirmation Indicates that the confirmation Click in the check box to
will be the last confirmation for set.
this operation.
Work start Date when the actual work for Enter start date.
(first field) this operation was started.
Work start Time when the actual work for Enter start time.
(second field) this operation was started.
Work end Date when the actual work for Enter end date.
(first field) this operation was completed.
Work end Time when the actual work for Enter end time.
(second field) this operation was completed.
Confirm text Additional text that can be Enter confirmation text.
entered to provide further
information regarding the
confirmation.
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7. To move onto the next selected operation, click on the „Next operation‟ button.
Create PM Order Confirmation: Actual data
Note: The next operation selected is displayed; enter the confirmation details for this
operation. Once the last operation has been reached, click on the Save button.

Work center Code that uniquely identifies Defaults from maintenance
the work center that performed order, update if required.
the work and the confirmation
is being created for.
Actual Work The total number of hours the Defaults from maintenance
work center has spent order, update if required.
performing the work for this
operation.
Posting data Date when the work was Enter posting date.
performed by the work center.
Final confirmation Indicates that the confirmation Click in the check box to
will be the last confirmation for set.
this operation.
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Work start Date when the actual work for Enter start date.
(first field) this operation was started.
Work start Time when the actual work for Enter start time.
(second field) this operation was started.
Work end Date when the actual work for Enter end date.
(first field) this operation was completed.
Work end Time when the actual work for Enter end time.
(second field) this operation was completed.
Reason Code that identifies why the Enter reason code.
operation has not been
completed. The code will
update the user status of the
order operation
Confirm text Additional text that can be Enter confirmation text.
confirmation.
Note: If the operation has not been completed, the final confirmation indicator is not set.
If the operation is on hold for any reason a reason code should be selected. The reason
will update the operation use status to indicate why the operation is on hold.
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9. To save the confirmations entered, Click on the „Save‟ button.
Create PM Order Confirmation: Initial Screen
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5.2.4.2 Collective Time Confirmation with Selection List
Trigger: Perform this procedure when you need to perform collective time confirmation
for operations.

Menu  Completion Confirmation  Entry  Collective Time
Confirmation  With Selection
Procedure:
Perform the following steps on how to enter collective time confirmations with a
selection list, using the information below:
1. Double click on IW48 - with selection.
Confirmation using operation list: Selection of Order Operations
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Work center Code that uniquely identifies the Enter the work center(s).
work center that has been
assigned to the operations
within the maintenance order.
Plant Number that uniquely identifies Enter the plant number.
the plant where the work center
belongs.
Status inclusive Code that uniquely identifies the Enter status.
status that is currently active on
Coll. time conf Indicates that the operations Click on the check box to
that match the selection criteria set.
will automatically be copied into
the collective confirmation
screen.
Note: Enter the necessary selection criteria to limit the number of time confirmations
that are to be displayed.
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Confirmation using operation list: Selection of Order Operations

Earliest sched. The earliest scheduled dates Enter the earliest scheduled
date for the operations within the dates.
maintenance order.
Note: Enter the necessary selection criteria to limit the number of time confirmations
that are to be displayed.
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5. Click on the „Execute‟ button.
PM Order Confirmation: Collective Confirmation
Note: The details of the operations selected are copied into the collective confirmation
screen.
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Note: The default values are copied into the time confirmation line items.
6. To select the operations to default the values from the maintenance order, click on
the box to the left of the confirmation number to highlight.
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7. To copy the actual data from the maintenance order, click on the „Propose all actual
data‟ button.
Note: The actual data from the maintenance order is copied into the collective
confirmation screen for each selected operation.
8. Update the following required and optional fields for each of the operations a time
confirmation is being created for.

Act.work The number of hours to be Enter the actual hours
confirmed against the worked.
operation.
F. Indicates that the time Click in the check box to
confirmation is the final set.
confirmation to be entered for
the operation.
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9. To scroll across to the right of the screen to view the additional fields for an operation,
click on the „Move right‟ button located at the bottom of the screen.
10. Update the following required and optional fields for each of the operations a time
confirmation is being created for.

Re... Code that identifies why the Enter reason code.
operation has not been
completed. The code will
update the user status of the
order operation
Confirmation text Additional text that can be Enter confirmation text.
confirmation.
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12. To save the time confirmations entered, click on the „Save‟ button.
Confirmation using operation list: List of Order Operations
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5.2.5 Technical Completion
Trigger: Perform this procedure when you need to perform technical completion of a
maintenance order.

Menu
Procedure:
Perform the following steps to perform to perform technical completion of a

maintenance order, using the information below:

changed.
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Change Maintenance Order_Break Down 4000022: Central Header
Note: Before technically completing (TECO) an order, it is a good practice to review the
information displayed in system status and user status fields. This will indicate whether
all time confirmations were completed, all goods movements posted, settlement rule
created (for system status) and work completed or permit closed by operation (for User
Status) for the maintenance order.
For example, click on the „status‟ button which is found in between the system
status & the user status fields.
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4. To technically complete the maintenance order, click on the „Complete (technically)‟

button.
Complete

Reference date The date on which the object Defaults to notification start
and account assignment data date.
Reference time The time on which the object Defaults to notification start
and account assignment data time.
Complete notifctns Indicates that the maintenance Click in the check box to
notification linked to the order set.
will be completed at the same
time.
Note: When completing a notification it is automatically saved and you do not need to
save the notification again.
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6. To confirm the technical completion, click on the „Complete‟ button.
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5.2.6 Business Completion
Trigger: Perform this procedure when you need to perform business completion of a
maintenance order.

Menu
Procedure:
Perform the following steps to perform to perform business completion of a

maintenance order, using the information below:
Note: Before performing the „Business Completion‟ of an order, the maintenance order
should have been settled for the costs transfer (from the maintenance order to the
settlement receiver, generally a cost center). This transaction (KO88) is a financial
transaction. Business completion of a maintenance order will not be possible, until and
unless the maintenance order is settled.

changed.
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Change Maintenance Order_Break Down 4000022: Central Header
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4. To business complete the maintenance order, click on the „Complete (business)‟

button.
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5.2.7 Maintain User Statuses for Maintenance Order
Trigger: Perform this procedure when you need to maintain user status for a
maintenance order.

Menu
Procedure:
Perform the following steps to perform to maintain user status for a maintenance order,
using the information below:

changed.
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Change Maintenance order_Preventive 4000760: Central Header
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4. To change the user status, click on the „Status‟ button located in the middle of
the ‘System status’ and the user status fields.
Change Status
Note: The user statuses that are available to be used at the order header are displayed.
To deselect a user status, click in the „check box‟ to the left of the user status to
deselect.
5. To set a user status, click in the check box to the left of the user status to set. In this
example; the user status CRTD for „Created‟ is displayed.
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6. To return to the maintenance order, click on the „Back‟ button.
Change Maintenance order_Preventive 4000760: Central Header
Note: The user statuses are displayed in the second half of the ‘System status’ line, the
user status PERP is included in the status line.
7. To set a user status for an operation within the order, click on the „Operations‟ tab.
Change Maintenance order_Preventive 4000760: Operation Overview
8. To select an operation to change the user status, click on the box to the left of the
operation number to highlight.
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9. To change the operation user status, click on the „Operation status‟ button.
Change Status
Note: The user statuses that are available to be used at the order operation are
displayed.
To deselect a user status, click in the „check box‟ to the left of the user status to
deselect.
10. To set a user status, click in the „check box‟ to the left of the user status to set. In
this example; the user status INPR for „Work In Progress‟ is selected.
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11. To return to the operation overview, click on the „Back‟ button.
Change Maintenance order_Preventive 4000760: Operation Overview
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5.3 Calibration Order

Information: A calibration order in SAP R/3 is used to process calibration activities
which involve generation of inspection lot, carry out results recording and make usage
decision for equipments which are maintained as PRT equipment. Calibration orders
can be generated in the system in three different ways; namely, by means of direct
creation, creation with reference to a PM Notification and through the Maintenance
Plans.
DGPC will use PM05 order type to carry out the calibration process.
The various process steps involved in a calibration order is described in detail below:
5.3.1 Create Task List with Inspection Point
Trigger: Perform this procedure when you need to create a task list for a calibration
activity.

Menu Work Scheduling  Task Lists  General Maintenance Task
Lists  Create
Procedure:
Perform the following steps to perform to create a task list for a calibration activity, using
1. Double click on IA05 – Create General Task List.
Create General Task List
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Note: You can also create an equipment task list. But to minimize the work you can
create a general task list and assign to any number similar equipments of same family.
Enter the valid from date a past date to avoid date clashes while scheduling a
maintenance plan for calibration.
2. To create the task list click on the „Enter‟ button
Create General Task List: Header General View
In addition to entering the details while creating a general task list as described in
section 4.7.1, enter the inspection point number as 300.
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3. Click on the „operation‟ push button to enter the operation details.
Create General Task List: Operation Overview
4. Select the line item (0010) by clicking on the left side corner of the operation that
was entered.
Create General Task List: Operation Overview
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5. Click on the „Inspection Characteristics‟ button.
Create General Maintenance Task List: Characteristic Overview
6. Enter the „Master Inspection Characteristic No (MIC)’, ‘Version’ (if more versions
have been created) and ‘Sampling Procedure No.‟ fields.
Create General maintenance Task List: Characteristic Overview
Note: If you do not assign MIC in the operation then inspection lot will not be generated
in the calibration order.
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7. Click on the „Save‟ button
Create General maintenance Task List: Characteristic Overview
The general maintenance task list 167 is created and saved.
8. Click on the „Continue‟ button to return to the initial screen.
9. Click on the „Exit‟ button to return to the SAP Easy Access Menu.
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5.3.2 Create Maintenance Plan & Assign Task List
Trigger: Perform this procedure when you need to create a maintenance plan and
assign the task list that was created for the calibration activity.

Single Cycle Plan
Procedure:
Perform the following steps to perform to create a maintenance plan and assign the task
list that was created for the calibration activity, using the information below:
1. Start the transaction using the menu path or transaction code, as above.
Create Maintenance Plan: Initial
Enter the field shown in screenshot as above.
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2. Click on the „Enter‟ button to go to the next screen.
Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Cycle Data)
Enter details shown in screenshot as above.
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3. Scroll down to view the rest of the screen.
Create Maintenance Plan: Single Cycle Plan (Maintenance Item Data)
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4. To assign a correct task list for this maintenance plan, click on the „Select Task
List‟ button.
Display Task Lists: List of Task Lists
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5. Select the task list by placing the cursor on the line item and click on the „Choose‟
button.
Create Maintenance Plan: Single Cycle Plan (Maintenance Item Data)
The task list that was selected has been copied in the task list no filed; also the system
issues the following message;
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6. Click on button to go the next tab.
Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Scheduling

Parameters)
7. Click on tab to go the next tab.
Create Maintenance Plan: Single Cycle Plan (Maintenance Plan Additional Data)
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Note: Now, a maintenance plan for single equipment has been defined. If there is a
need for more equipment, which is similar in construction, and has similar maintenance
cycle/periodicity, then it is possible to define the same within this maintenance plan.
8. To add more items within the maintenance plan, click on the „Create more items‟
button to add more items (i.e. equipments), as shown in screenshot below:
Create Maintenance Plan: Single Cycle Plan (Create More Items)
fields.
9. Now click on the „Save‟ button. The system displays the following message.
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5.3.3 Schedule Maintenance Plan
Trigger: Perform this procedure when you need to do schedule a Maintenance Plan.

Plans  Schedule
Procedure:
Schedule Maintenance Plan: Initial
Enter the maintenance plan number that you want to schedule, shown in screenshot as
above.
Schedule Maintenance Plan: Single Cycle Plan
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3. Click on the button. System pops up a new screen as follows:
Enter the desired start of cycle date for the maintenance plan.
4. Click on the button.
System displays the list of dates (both call dates & planned dates) for the maintenance
plan based on the scheduling parameters that was defined in the maintenance plan.
 Call Date = Date on which the system will generate a call object (in this case,
maintenance order).
 Planned Date = Date on which the maintenance order has to be executed.
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5.3.4 Scheduling Overview List
Trigger: Perform this procedure when you need to view the calibration order that was
auto generated through the maintenance plan, by using the scheduling overview list.

Menu Maintenance Planning  Scheduling for Maintenance Plans
 Scheduling Overview  List Display
Procedure:
Scheduling overview list form: Selection Criteria
Enter the equipment number, as shown above.
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2. Click on the „Execute‟ button, to go to the next screen.
Scheduling overview list form: Maintenance Scheduling Overview List
Based on the scheduling parameters defined in the maintenance plan, the system
generates the call objects (i.e. calibration orders), as shown above. The order numbers
are shown against each maintenance item and maintenance plan.
3. To view the details of the calibration order, place the cursor on the order number
field and click on the „Details‟ button.
Scheduling overview list form: Maintenance scheduling Overview List
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4. Calibration Order Display
Display Calibration order 4000251: Central Header
Now this order is ‘Released’ for further processing (see the system status)
5. To go back to the scheduling over list, click on the „Back‟ button.
Scheduling overview list form: Maintenance Scheduling Overview List
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6. To go back to the scheduling overview original screen, click on the „Back‟

button.
Scheduling overview list form: Selection Criteria
7. To go back to the SAP Easy Access Menu, click on the „Back‟ button.
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5.3.5 Process Calibration Order
Trigger: Perform this procedure when you need to process the calibration order.

Menu
Procedure:
Perform the following steps to perform to process the calibration order, using the
information below:
Change Calibration Order 4000251: Central Header
The „inspection lot‟ button is displayed, next to order text, as shown above.
Note: Inspection lot as displayed above is applicable for PM05 order type only.
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2. Click on the „inspection lot‟ button, to see the details of the inspection lot.
Display Usage Decision: Characteristic Overview
The details of inspection lot number 140000000030 generated by the system is

displayed as above.
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5.3.5.1 Process Inspection Lot
Trigger: Perform this procedure when you need to process the inspection lot generated
by the system through the calibration order.

Menu  Order  Inspection Processing  Inspection Lot  Work
List  Change Data
Transaction code QA32
Procedure:
Perform the following steps to perform to process the inspection lot that was generated
through the calibration order, using the information below:
1. Double click on QA32 - Change.
Inspection Lot Selection
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2. To select the inspection lot with reference to the calibration order, click on the
„Dynamic Selections‟ button.
Inspection Lot selection
Click on the „Production‟ line item; then double-click on the „Order‟ line item so that the
Order field is displayed on the right side of the screen.
Enter the „Order‟ number for which the inspection lot needs to be processed.
3. To see the inspection lot in detail, click on the „Execute‟ button.
Change data for inspection lot: Worklist for Inspection Lots
Note: Before clicking on the „Execute‟ button, ensure the „Lot Creation Date‟ fields
have the correct range of dates.
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5.3.5.2 Results Recording
4. To record the results, select the line item of the inspection lot; then click on the
„Results‟ push button as shown above, to go to the next screen.
Record Results for Inspection Point: Initial Screen
5. To go to the results recording screen, click on the „Assigned Insp. Points‟

button.
Record Results: Characteristic Overview
The results recording screen for the relevant inspection lot is now displayed for entering
the actual results, as shown above.
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6. To record the actual results, enter the actual data in the „Result‟ field for each line
item.
Record Results: Characteristic Overview
The actual results entered are stored in the „Original Value‟ fields with „Inspected Qty‟ as
1, for each line item as shown above.
7. To save the results recording, click on the „Select All‟ button and then click on the
„Save‟ button.
The system goes back to the original status; note that, now the system status has
changed after the results recording (i.e.: INSP = Inspected, RREC = Results Recorded).
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5.3.5.3 Usage Decision
8. To perform the usage decision for this inspection lot, select the line item and click on
the push button.
Record Usage Decision: Characteristic Overview
All the actual results that were entered are now displayed in the screen as shown
above.
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9. To perform the usage decision (manual) for the completed results recording, click on
the „possible entries‟ button from the „UD Code‟ field.
Record Usage Decision: Characteristic Overview
10. Select the correct usage decision code and click on the button; click on
the „Save‟ button.
Now the system status has changed to UD ICCO (i.e.: UD = Usage Decision ICCO =
Inspection Completed).
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5.3.5.4 Inspection Report Print / Print Preview
11. To see the inspection report, select the line item of the relevant inspection lot and
click on the push button.
12. A new screen will appear as below, which has the inspection lot number; click on
the „Execute‟ button.
Results Printout
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13. A new screen appears as below; to view the inspection report, simply click on the
„Print Preview‟ button.
Print
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14. The print preview screen is displayed as below;
Print Preview of Local Page of 0001 of 0003
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15. To view the second page click on the „Next Page‟ button.
Keep continuing till the complete report is displayed.
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6. Document Management System (DMS)

Document Management System is used to make documents available throughout the
business, wherever necessary, and link them with SAP objects from different business
areas. Documents can be linked to technical objects like functional locations,
equipments and BOMs.
6.1 Create Document

Trigger: Perform this procedure when you need to create a document.

Menu Objects  Environment  Documents  Document 
Create
Transaction code CV01N
Procedure:
Perform the following steps to create a document, using the information below:
1. Double click on CV01 – Create Document
Create Document: Initial Screen
Enter details as shown in screenshot above.
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User Action and

Values
Enter * in the
Document Document number C
Document field
In the Document
type field press F4 to
get the adjacent
Document screen and Select
Document type R
type the appropriate
document type from
the search help
Section of a document By default system

Document
which is maintained as an O will assign 000 as
part
independent document document part
By default system
Document Number which identifies the
O will assign 00 as
version version of a document
document version
Note: on above table, in column R/O/C: R = Required, O = Optional, C = Conditional
2. Click on the button, to create a new document version.
Create Document: Basic Data DGPC Document (ZDG)
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3. The directory opens up for selecting the correct file.
Select the file from the directory and click on the „OPEN‟ button. The selected file is
copied to the DMS screen.
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4. To do the „Document Check In‟, select the line item.
The above screen appears; place the cursor on the line item and right-click. The drop
don list appears as shown above. Bring the cursor down and double-click on the „Check
In‟ line item.
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5. The document storage list appears as shown below.
Select the storage type and click on the „Continue‟ button.
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6. After completion of the document „check in‟, the status of the „Lock‟ is changed from
„OPEN‟ to „CLOSED‟ as shown below:
7. Click on the „additional data‟ tab and select the relevant document type. This
will become helpful while searching the document later.
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8. To link the document that is being created to a technical object, click on the „object
link‟ tab, as shown below;
For example, equipment number 2000006 is linked to this document, as shown above.
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9. To save the document that was created, click on the „Save‟ button.
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10. To view the document that was linked to the technical object (i.e. equipment in this
case), use the T Code IE03.
Display Equipment: Initial Screen
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11. Click „Enter‟ button to go to the next screen.
Display Equipment: Other Data
Click on the „Other‟ tab. Select the line item of the document number.
Click on „Display Originals‟ button, to view the content of the document.
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6.2 Create Document Version

Trigger: Perform this procedure when you need to create a new version for a
document.

Create
Procedure:
Perform the following steps to create a new version for a document, using the
information below:
1. Double click on CV01N – Create Document
Enter the document number, document type, document part & document version for
which a new version has to be created, as shown above.
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User Action and

Values
Enter the document
Document number no. in the Document
Document C
field (Press F4 for
help)
In the Document type
field press F4 to get
Document help and select the
Document type R
type appropriate document
type from
the search help
Section of a document
Document
which is maintained as an O
part Enter the document
independent document
part (if any)
Document Number which identifies the
O
version version of a document
Press New Version
button
Note: on above table, in column R/O/C: R = Required, O = Optional, C = Conditional
2. Click on the button, to create a new document version.
Create Document: Initial Version
System pops up a new screen as shown above.
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3. Click on the „Continue‟ button, to create a new version.
Create Document: Initial Version
If already document is assigned to SAP object, system will display object selection
screen as shown above.
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1. Click on the „Continue‟ button to select the object type.
The next version is displayed as shown above.
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5. Give necessary inputs in the respective tabs (Document data, Additional Data, Object
Links) if required.
Add the new version of the document.
Check in the document.
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6. Click on the „Save‟ button.
The document number 10000000106 with version 01 is displayed as above.
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6.3 Change Document

Trigger: Perform this procedure when you need to change a document.

Change
Procedure:
Perform the following steps to change a document, using the information below:
1. Double click on CV02N – Change Document
Change Document: Initial Screen
Enter document number, document type, document part & document version in fields a
shown above.
User Action and

Values
Enter the document
Document number no. in the Document
Document C
field (Press F4 for
help)
In the Document type
Document field press F4 to get
Document type R
type help and select the
appropriate document
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type from
the search help
Section of a document
Document which is maintained as
R
part an independent Enter the appropriate
document document
Number which identifies part & version (if any)
Document
the version of a R
version
document
Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional
2. Click „Enter‟ button, to go to the next screen.
Change Document: Basic Data DGPC Document (ZDG)
3. To make other changes use tabs such as Document data, Additional Data, Object
links.
4. To change the document, click on the „Change Original‟ button, and when the
file opens up make necessary changes and „Save‟ the file.
Page 301 of 346

5. Carry out the „Document Check In‟ process once again till the „Lock‟ is found in
„Locked‟ position.
6. Click on the „Save‟ button.
Change Document: Initial Screen
The document number 10000000106 with version 0o is changed as shown above.
Page 302 of 346

6.4 Document Display & Distribution

Trigger: Perform this procedure when you need to display & distribute a document.

Display
Procedure:
Perform the following steps to display & distribute a document, using the information
below:
1. Double click on CV03N – Document display
Display Document: Initial Screen
Enter document number, document type, document part & document version in fields a
shown above.
Page 303 of 346

2. Click „Enter‟ button, to go to the next screen.
Display Document: Basic Data DGPC Document (ZDG)
Page 304 of 346

3. To display the document, select the document number line item and click on the
„Display Original‟ button.
Document Display
The document is displayed as above.
Page 305 of 346

2. To distribute the document to the SAP users, follow the path as shown in screen
shot below:
Page 306 of 346

6. Click on the „Start Distribution‟ line item, to go to the next screen.
Start Distribution
Enter the receipients address, return date, confirmation receipt, distribute immediate
fields (if required).
Page 307 of 346

7. Click on the „Execute‟ button.
Page 308 of 346

8. To confirm the receipt of document (for example, since one of the recipient in the
above distribution list was myself), go to the SAP EASY Access Menu and click on the
„SAP Business Workplace‟ button.
Document Receipt
9. Select the document and double-click on the same.
Display Document: Document Distribution Package
Page 309 of 346

10. To display the document that was received, place the cursor on the number and
click on the „Document Number‟.
Page 310 of 346

11. To view the document, select the line item of the document number and click on the
„Display Original‟ button.
Document Display
Part of the document is displayed above.
Page 311 of 346

7. SAP General Search & Layout Options

Introduction: Standard reports which are available in SAP have so many fields for
selection to display the reports. In order to customise each and every standard report
format as per the need of the SAP user, SAP offers Variant creation and Layout
creation.
Once the Variant & Layout is created and saved with a reference number with the user
defined field settings, the system allows the user to display the standard SAP reports
the way he/she wants.
7.1 Create Customised Screen Variant

Trigger: Perform this procedure when you need to create a customised screen variant
from a standard SAP report.
Use the following procedure as an example.

Menu
 Order  Order List  Display
Procedure:
Perform the following steps to create a screen variant, using the information below:
1. Double click on IW39 – Display
Display PM Orders: Selection of Orders
Page 312 of 346

Page 313 of 346

The above list is based on the standard SAP search variant, which displays the „start
date‟ as 24.11.2010 & „end data‟ as 22.02.2011. Also the „order status‟ tab displays
„outstanding‟ & „in process‟ check boxes activated.
Page 314 of 346

2. Based on the above standard search criterion that is set as default by SAP, the
report output will be as follows, after clicking on the „Execute‟ button.
Display PM Orders: List of Orders
3. Now, a user wants to display this report based on the following search criteria:
a. Order Status: Only „Outstanding‟

b. Period From: Current Date minus 365 days
c. Period To: Current Date plus 365 days
d. Plant Name: CH01
e. Work Center: MAINT
Page 315 of 346

4. To achieve this, the following needs to be done.
a. Order Status: Click „Outstanding‟ check box
b. Plant Name: Enter CH01

c. Work Center: MAINT
5. After entering the above details, click on the „Save as variant‟ button. System
will go to the next screen.
6. To see the report with the dates as mentioned below,
d. Period From: Current Date minus 365 days

e. Period To: Current Date plus 365 days
Page 316 of 346

Scroll down the screen so that the start date and end date fields are visible.
Variant Attributes
3. Select the „From date‟ line item; go to „Selection Variable‟ and click on the
„possible entries‟ button.
Variant Attributes
Select the line item „D: Dynamic Date Calculation‟. Click on the „Choose‟ button.
Page 317 of 346

8. Go to the „Name of Variable‟ field and click on the „possible entries‟ button.
Variant Attributes
Select the „Current date +/- ??? days‟ and click „Choose‟ button.
9. System will pop up a new screen. Enter the value in the field as shown below;
Date Calculation Parameters
Page 318 of 346

10. Click on the „Copy‟ button. System will copy the data as follows;
12. To maintain the value in „To date‟ field, do the similar exercise as described in step
nos. 6, 7, 8 & 9.
Variant Attributes
Page 319 of 346

12. Enter the variant name & description as shown below;
Variant Attributes
13. Click on the „Save as variant‟ button. System will go to the next screen.
The new variant „IW39_CH01‟ is saved
Page 320 of 346

13. To display the report based on the variant created (i.e.: IW39_CH01), click on the
„Get Variant‟ button.
Select the IW39_CH01 variant name and click on the „Choose‟ button.
Page 321 of 346

14. The system displays the similar initial screen like earlier, but with different dates,
plant and work center details. The screenshot is displayed as below:
15. To display the order details based on the search criteria that were set in variant
IW39_CH01, simply click on the „Execute‟ button.
The customised report is displayed as above.
Page 322 of 346

7.2 Create Customised Screen Layout

Trigger: Perform this procedure when you need to create a customised screen layout
from a standard SAP layout.
Use the following procedure as an example.

Menu
 Order  Order List  Display
Procedure:
Perform the following steps to create a screen layout, using the information below:
1. Double click on IW39 – Display
Here the screen variant IW39_CH01 was selected to display the above layout report.
This layout report displays only the order number, order type, basic start date, and
description fields.
Page 323 of 346

3. Click on the „current‟ button to create a new layout of your choice.
Change Layout
Page 324 of 346

4. Move the field names which are in the Column Set to the Displayed Columns by
selecting the field and clicking on the „Left Arrow‟ button.
Change Layout
All the selected fields from the „Column Set‟ are moved to „Displayed Columns‟ now
as shown above.
Page 325 of 346

5. Click on the „Save Layout‟ button, to save the newly created layout.
Save Layout
Enter the name of the layout and its description. Also ensure the „User-specific‟ field is
activated, as shown above. Do not activate „Default setting‟ field.
Page 326 of 346

6. Click on the „Continue‟ button to see the new layout screen as below:
8. To view the report based on the newly created screen variant & layout, go back to the
SAP Easy Access Menu.
Page 327 of 346

9. Enter T Code IW39. Select the screen variant IW39_CH01. Scroll down the screen till
it reaches last.
Page 328 of 346

10. Enter the value in „Layout‟ field that was created by you.
Here the layout called IW39_CH01 has been selected.
11. Now click on the „Execute‟ button, to view the report of your choice based on
the screen variant & layout.
Display PM Orders: List of Orders
The customised report is displayed as above.
Page 329 of 346

Note: The above demonstration on creating a customised screen variant & layout is
only an example. Users can create their own customised screen variant & layout based
on their need.
Page 330 of 346

5.6 Accident Reporting

Introduction: In DGPC, accident reporting at various plants which involve plant
personnel / contract vendor personnel is a standard feature. Each accident (minor or
major) is reported by the respective Plant Safety Officer in order to have accurate data
capturing and to have record maintenance of the incident(s).
In DGPC, Accident Reporting is captured as per following sequence:
1. Collection of evidential documents related to the accident, which are
a. Bio Data of the Victim(s)

b. Logical sequence of the accident with full details
c. Statement of the Supervisor and Witness(es)
d. Any other document(s) related to the accident
2. Creation of accident report along with attaching the above mentioned documents.
In SAP, the various transactions involved in accident reporting process are as follows:
1. Create document in Document Management System (CV01N) for storing the

accident related evidential documents.
2. Create accident report (ZPM_AR1)
3. List display of accident reports (ZPM_AR3) including Save & Print out
option of the report.
Page 331 of 346

5.6.1 Create Document (for storing the accident evidential documents)
Trigger: Perform this procedure when you need to create a document in DMS
(Document Management System).

Menu
Objects  Environment  Document  Create
Procedure:
Perform the following steps to create a document (for storing the accident evidential
documents) in DMS, using the information below:
1. Double click on CV01N - Create Document.
The initial screen appears as above with all fields empty.
Page 332 of 346

Enter the ‘document type’ as ZPM, ‘document part’ as 000 and ‘document version’ as
00.
For information,
Document Type “ZPM” means “Plant Maintenance”

Document Part “000” means “Initial Part”
Document Version “00” means “Initial Version”
2. Click on the ‘Enter’ button.
Create Document: Basic Data Plant Maintenance (ZPM)
Enter the ‘Description’ field in ‘Document Data’ tab as shown above.
Please note the ‘Document Status’ field is maintained as “PR” (In Preparation) and is
“Not Released”.
Page 333 of 346

3. Document Attachment
Click on ‘Open Original’ button to attach the desired document (i.e. Sample Test
Data Sheet).
Please note, upon attachment of document the ‘Secure Storage Area’ (Lock) is in
unlocked position.
4. Document Check-In
Select the line item and click on the ‘Check-In Orig.’ button or right-click the mouse
and select the line item ‘Check In’ and click on the same.
Page 334 of 346

A new screen will appear as follows:
Select the ‘Storage Category’ as DMS_C1_ST (Default Storage DMS) and click on the
‘Enter’ button.
Page 335 of 346

Now the document has been checked-in (see the change in the position of the lock), as
below.
5. Document Save
Click on ‘Save’ button. The system displays the following message:
Page 336 of 346

Now the „Accident related evidential documents‟ for „Minor Accident on

01.01.2011‟ have been saved in SAP system through DMS under document number
ZPM 300000000004 000 00.
Note: The „Accident related evidential documents‟ are now stored in the SAP
system through DMS (Document Management System). The same can be retrieved
from the SAP system at any point in time with reference to the document number, as
mentioned above.
Page 337 of 346

Important: Creation of document (i.e. for Accident related evidential documents)

is a pre-requisite for Accident Reporting.
Page 338 of 346

5.6.2 Create Accident Report
Trigger: Perform this procedure when you need to create a sales order.
Menu No menu path exists

Transaction code ZPM_AR1
Procedure:
Perform the following steps to create a sales order, using the information below:
1. Enter the T Code ZPM_AR1 - Create Accident Report.
Create Accident Report: Initial Screen
The initial screen appears as above, with all fields empty.
2. Enter the details in the fields as shown below:
Create Accident Report: Initial Screen
Page 339 of 346

Entry in the following fields is mandatory:

1. Reporting officer
2. Contact number
3. Plant
4. Nature of accident
5. Date of occurrence
6. Effect of the accident
7. Bio-Data of the victim(s)
8. Every logical sequence of the accident with full detail
9. Statement of the supervisor & witness(es)
10. Any other documents related to the accident
11. DMS Document Number
3. Click on ‘Save’ button. The system displays the following message.
5.6.3 List Display: Accident Report
Trigger: Perform this procedure when you need to display accident report.
Page 340 of 346

Menu No menu exists

Transaction code ZPM_OA03
Procedure:
Perform the following steps to display an accident report, using the information below:
1. Enter the T Code ZPM_OA3 – Accident Report: List Display
Accident Report: List Display - Initial Screen
Note: By clicking the „Execute‟ button, the system will display the list of all the
accident report created so for.
Page 341 of 346

2. Click on „Execute‟ button. The following screen appears as shown below:
List Display: Accident Report
3. Place the cursor on the accident report number and left-click the same in order to
display the particular accident report in full.
List Display: Accident Report
4. The following screen appears:
Page 342 of 346

Print:
Enter detail in ‘Output Device’ field and click on the ‘Print Preview’ button.
Page 343 of 346

Print Preview:
5. Use the following functionality to ‘Save’ & ‘Print’ the accident report.
Page 344 of 346

Page 345 of 346

Page 346 of 346

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PLANT MAINTENANCE

User Manual – Maintenance Group

Druk Green Power Corporation Limited

1.1 Scope ............................................................................................................................................................... 6

2. SAP PLANT MAINTENANCE (PM) OVERVIEW ...................................................................... 6

2.1 SAP PM Organisation Structure ........................................................................................................................ 6

2.2 Structuring of Technical Objects ....................................................................................................................... 9

3. SAP SYSTEM ................................................................................................................................. 10

3.1 Getting Started (SAP Logon) ........................................................................................................................... 11

3.2 Elements of SAP ............................................................................................................................................. 13

3.3 Creating Multiple SAP Sessions ...................................................................................................................... 14

3.4 Display of Two Slides ...................................................................................................................................... 14

3.5 Radio Buttons & Check Boxes ......................................................................................................................... 15

3.6 Scrolling Screen .............................................................................................................................................. 15

3.7 Changing Your Password ................................................................................................................................ 16

3.8 SAP Log Off..................................................................................................................................................... 17

3.9 SAP R/3 Buttons ............................................................................................................................................. 18

4. PLANT MAINTENANCE MASTER DATA ............................................................................... 22

4.1 Functional Location ........................................................................................................................................ 22

4.3 Production Resource/Tool (PRT) .................................................................................................................... 41

4.4 Bill of Material (BOM) .................................................................................................................................... 43

4.5 Work Center ................................................................................................................................................... 52

4.6 Maintenance Strategy .................................................................................................................................... 57

4.7 Maintenance Task List .................................................................................................................................... 60

4.8 Characteristic & Class ................................................................................................................................... 108

4.9 Catalogs ....................................................................................................................................................... 114

4.10 Measuring Point & Measuring Point as a Counter ...................................................................................... 118

4.11 Permits ....................................................................................................................................................... 123

4.12 Revision...................................................................................................................................................... 125

4.13 Service Master ........................................................................................................................................... 127

4.14 Master Inspection Characteristic (MIC) ...................................................................................................... 130

4.15 Sampling Procedure ................................................................................................................................... 135

4.16 Maintenance Plans ..................................................................................................................................... 138

5. PLANT MAINTENANCE PROCESSES .................................................................................... 161

5.2 Maintenance Order ...................................................................................................................................... 166

5.3 Calibration Order ......................................................................................................................................... 253

6. DOCUMENT MANAGEMENT SYSTEM (DMS) .................................................................... 284

6.1 Create Document ......................................................................................................................................... 284

6.2 Create Document Version ............................................................................................................................ 294

6.3 Change Document ........................................................................................................................................ 300

6.4 Document Display & Distribution ................................................................................................................. 303

7. SAP GENERAL SEARCH & LAYOUT OPTIONS ....................................................................... 312

7.1 Create Customised Screen Variant ............................................................................................................... 312

7.2 Create Customised Screen Layout ................................................................................................................ 323

5.6 Accident Reporting ....................................................................................................................................... 331

1. Obtain an overview of SAP Plant Maintenance within DGPC.

4. Understand the step by step procedure involved in performing various

2. SAP Plant Maintenance (PM) Overview

Druk Green Power Dagachhu Hydropower

Chhukha Tala Basochhu Kurichhu Corp. Office Dagachhu

Chhukha Tala Basochhu Kurichhu Corp. Office Dagachhu

Various Various Various Various Various Various

Various Various Various Various

Various Various Various Various

Various Various Various Various

2.1.1 Maintenance Plant

A maintenance plant is an organizational unit within logistics, serving to subdivide an

Maintenance plant is where the operational / production systems in a company are

These operational systems are managed either as functional locations or as pieces of

 DG01 Druk Green Power Corporation Limited

2.1.2 Maintenance Planning Plant

A maintenance planning plant is an organizational unit where maintenance

The following activities are performed at the Maintenance planning plant: