Sap PM Training Manual

TRAINING MANUAL
SAP PLANT MAINTENANCE MODULE
Version 1.0
1
Contents Page No
1. Master Data 3
a. Functional Location create, change, display 3
b. Work Centre create, Change, display 10
c. Task Lists 12
d. Measuring Points 16
e. Bill of Materials 18
2. Maintenance Planning 20
a. Single Item Plans 20
b. Multiple item Plans 24
c. Scheduling of Plans 27
d. Deadline Monitoring 29
3. Notifications 31
a. Create 31
b. Change & Display 34
c. Approve Notification 35
d. List of Notifications 36
e. Close Notifications 37
4. Orders ( Create, Change, Display) 38
i. Assign Fund Management 40
ii. Assign material component 41
iii. Assign service Requirements 43
iv. Assign activity type 45
v. Assign Permits 46
vi. Release Maintenance Order 48
vii. Change/Edit Maintenance Orders 49
viii. Printing Maintenance Orders 51
ix. Display Maintenance Orders 52
x. Close Maintenance Orders 53
xi. List of Maintenance Orders 55
xii. Sub Orders 57
xiii. Issue Permits 59
5. Reports 63
1. Master Data
a) Functional Location
i. Create: Functional location is basically the tag no of the equipment .
It may be required to add new Functional locations. Normally only
special users will be allowed to do such transactions. The following
steps & instructions are to be followed for creating a new functional
location
Menu path : Logistics>Plant Maintenance>Management of technical
objects>Functional Location> Create (Transaction code IL01)
On double clicking create icon, the following screen will appear
2
In this screen, various fields are to be entered as per following instructions
Field name Mandatory Special Instructions
Functional Yes Tag no to be put here is to be in strict

Location adherence to what is decided by CPCL
core team. Deviation if done will lead
to total loss of data structure
Str Indicator Yes Only “CPCL” is to be entered here
Sup FuncLoc No, but it should be Here the unit no Example 9910-201 to
populated to which the functional location belongs
maintain integrity of is to be put
data structure
After these fields are populated, press Enter, it will open another screen
1.0 Put the full description of the

functional location here
3
2 Drop down & select the
appropriate equipment type here
3 Insert other values like weight, Inv

no, value, Manufacturer data etc &
click the tab “Location”
1 Maintenance plant will come here

as default, else type plant code
Example 9910 or 9930
2 Put Criticality 3 Click tab

“Organisation”
1 Cost Centre should come by default, else put appropriate cost

centre from drop down
2 Planner Group-Select from drop

down
3 Work 5 Click on Tab

Centre(Drop down) “Structure”
4 Catalogue Profile (Drop down)
4
Check the superior functional
location
If superior functional location is not

correct click here
1.0 Change superior functional

location & press enter & keep on
pressing enter till information
messages are off
2.0 Click on “Classification”
Select appropriate class from drop

down & press enter
Following sub screen will open at the bottom
5
Put the values of “Characteristics”
Use scroll button to find more
Once done view the consolidated

data sheet by clicking here
Click the back button & then click the save button
You will get a message “ Functional Location XXXXXXXXX created” at screen bottom
ii. Functional Location Change: It may be required to edit already

created Functional locations. Normally only special users will be
allowed to do such transactions. The following steps & instructions
are to be followed for creating a new functional location

objects>Functional Location> Change (Transaction code IL02)
6
Type the functional location for
which data needs to be edited &
then press ENTER (You can use the
drop down option also)
Now follow the same sequence as in “Create Functional Location” to edit the
data. On completion press the SAVE button
You will get a message “ Functional Location XXXXXXXXXXX changed” at

screen bottom
iii. Functional Location display:

objects>Functional Location> Display (Transaction code IL03)
7
Type the functional location for
which data needs to be displayed &
press ENTER (You can use the drop
down option also)
Move on various TABS to display the data
To see the data sheet, click on classifications
8
Click here to view the consolidated
data sheet by clicking here
b) Work Centre :
i. Create Work Centre
9
Menupath : Logistics>Plant Maintenance>Management of technical
objects>Environment>Work Ceters>Work Center>Create (Transaction code IR01)
1.0 Plant Code
2.0 Work Centre Name
3.0 Plant Code
4.0 Any existing Work

Centre Name
Press Enter
Click Select All & Press

Enter
Click Basic data
Change text & click save save

button
10
You will get a message “Work Centre XXXXXXXX in plant XXXX created”
ii. Change Work Centre :

objects>Environment>Work Centres>Work Centre>Change (Transaction code IR02)
Put plant code & work centre name & press enter
Go to various tabs, make changes wherever required & press save
iii. Display Work Centre :

objects>Environment>Work Ceters>Work Center>Display (Transaction code IR03)
Put plant code & work centre name & press enter
11
Go to various tabs & display data
c) Task Lists
i. Functional location Task List
Menupath : Logistics>Plant Maintenance>Preventive Maintenance>Work

Scheduling>Task Lists>For Functional location>Create (Transaction Code IA11)
Type Functional location code &

press Enter
Give a suitable name of the task list.

Eg “Shutdown jobs for…”
In this screen put values in fields as

Field name Special Instructions
Work Centre Will be defaulted from functional location master

data. If not put appropriate work centre
Usage 4
Status 4
Maintenance “A” if scheduling is by calendar, “B” if by key date

Strategy or “E” if it is by hours of operation
Click on
List down all the jobs, with work, duration & no of man power
Then click on
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Tick the appropriate job frequency Eg monthly, yearly etc
Click
Functional location Task list will be created
ii. General Task List
Menupath : Logistics>Plant Maintenance>Preventive Maintenance>Work Scheduling>Task

Lists>General Maintenance Task Lists> Create (Transaction Code IA05)
Type a Group name. The name
should be Plant code(Eg 9910)
followed by discipline (Eg ME for
mechanical or EL for electrical) then
followed by serial no
Then Press Enter
Give a suitable name of the task list.

Eg “Schedule Maintenance for CF
Pumps….”
In this screen put values in fields as

Field name Mandatory Special Instructions
Work Centre Yes Put appropriate work centre
Usage No 4
Status Yes 4
Maintenance Yes “A” if scheduling is by calendar, “B” if by key date

Strategy or “E” if it is by hours of operation
13
Click on
List down all the jobs, with work, duration & no of man power
Then click on
Tick the appropriate job frequency Eg monthly, yearly etc
Click
General Task list will be created
14
d) Measuring Points : Functional Location Measuring point
objects>Environment>Measuring Points> Create (Transaction code IK01)
i. FUNCTIONAL LOCATION WITHOUT COUNTER (EXAMPLE

THICKNESS, TEMPERATURE ETC)
By default it should come as IFL. If it

does not, then select IFL & press
enter
Type the Functional location code

for which measuring points are to
be created & press ENTER
1.0 Measuring Point No will be

system generated
2.0 Put a logical name by which you

can identify the point. In case where
some special reports are associated,
6.0 Click on please follow advise from core team
“Additional
Data” 3.0 A brief description of the
measuring point
4.0 Select from drop down the

5.0 Put the value which is your characteristics that will be
target for control. Example if measured Eg THICKNESS
thickness is measured, then ,TEMPERATURE etc
minimum thickness
On the pop up window put upper &

lower limit values. Click to close
15
the window & then click save
You will get a message “Measuring Point XXXXX created”
ii. FUNCTIONAL LOCATION WITH COUNTER (EXAMPLE

RUNNING HOURS)
By default it should come as IFL. If it

does not, then select IFL & press
enter
Type the Functional location code

for which measuring points are to
be created
Put tick here & press ENTER
1.0 Measuring Point No will be

system generated
2.0 Put a logical name by which you

can identify the point.
7.0 Click on
3.0 A brief description of the
“Additional
measuring point
Data”
4.0 Select from drop down the
characteristics that will be
measured Eg RUNNINGHOURS
5.0 Enter the logical value for the first counter 6.0 Put an annual estimated value that will be
reading that cannot be displayed. Example if measured. Example if RUUNINGHOURS, it
you are recording KM of run, it may be that may be estimated that it will have around 300
the counting starts a fresh whenever 100000 HRS per year
KM is reached
On the pop up window put upper &

lower limit values. Click to close
the window & then click save
16
You will get a message “Measuring Point XXXXX created”
e) Bill of Materials (BOM)
i. Functional location BOM
Menupath : Logistics>Plant Maintenance>Management of technical objects> Environment >

Functional Location BOM>Create (Transaction code IB11)
Type Functional location code
Type Plant code
Put BOM usage as 4 & press ENTER
If entire BOM of some other

Functional location is to be copied,
click here
Put item category “L”
Put material code
Put quantity required

for normal
maintenance use.If
Continue putting lines for as many materials required
not known Put “1”
Press save
You will get a message “BOM created for Functional Location XXXXXXXX”
17
ii. Material BOM
Menupath : Logistics>Plant Maintenance>Management of technical objects> Environment >

Material BOM > Create (Transaction Code CS01)
Type material code for which BOM is to be

created
Type Plant code
Put BOM usage as 4 & press ENTER
If entire BOM of some other

material is to be copied, click here
Put item category “L”
Put material code
Put quantity required

for normal
maintenance use.If
Continue putting lines for as many materials required
not known Put “1”
Press save
You will get a message “BOM created for material XXXXXXXX”
18
1. Maintenance Planning
a. Single Item Plans
Menupath : Logistics>Plant Maintenance>Preventive Maintenance> Maintenance Planning >

Maintenance Plans>Create>Strategy Plan (Transaction code IP42)
Leave this Field BLANK
Put K3 here
Maintenance strategy
A- Scheduling by calendar. It will

prepare the calendar based on 4
weeks a month. Will be used in
most cases
After putting
B- Scheduling by key date.
maintenance strategy,
Schedules as per particular date
press ENTER
(Example to be used in Statutory
IBR inspection etc)
E- Scheduling by running hours
19
Put a description for the plan. This
description will appear as short text
in notification
Put Functional location code
Planning plant, Planner group &

Main work Centre will default from
master. Put notification type K3
(Plans related inspection
department will be K8)
Click Here
Execute
1.0 Select relevant task list
2.0 Click
Task list will get attached to the plan
20
Click on “Maintenance plan
scheduling parameter”
Field Means Suggested Values
Shift Factor for Late Compl How much to the extent the next schedule 100
date will be shifted if current schedule is
completed late
Shift Factor for Early Compl How much to the extent the next schedule 100
date will be shifted if current schedule is
completed early
Tolerance (+/-) How much tolerance to be kept for early or late To be decided by
completion so that the next schedule date is department
not shifted concerned
Scheduling period The calendar to be valid for how many days 3 YR
Start of cycle The day when last schedule job(For the Actual data
smallest frequency Eg If calendar is a mixture
of monthly & 3 monthly jobs, then the monthly
job) was completed before the calendar is
made in SAP
21
Now click on “Maintenance plan
additional data”
1.0 Drop down here & select

appropriate sort field. This will help
in sorting or searching from many
plans later
2.0 SAVE
You will get a message Maintenance plan XXXXX created
b. Multiple Item Plans
22
Multiple item plans are created whenever it is required to be created when 2 or more
functional location goes together for same schedule maintenance cycle (Example Motor &
Pump)
In such cases first create a plan for single item first as was explained earlier & note down the
plan no. Say Eg For a Pump & motor combination you have created a single item plan for the
pump first & noted down the plan no
Now create a maintenance item for the second item say Motor
Menupath :Logistics>Plant Maintenance>Preventive Maintenance> Maintenance

Planning > Maintenance Plans > Maintenance item > Create (Transaction code IP04)
This screen is similar to

maintenance plan creation. Use the
same field values as used in plan
creation for 1st item Eg Pump
Press Enter & go to next screen
23
This screen is also similar to
maintenance plan creation,
however here the functional
location code is of the 2nd item
Task list choosen may be different

task list depending on the functional
location
After all parameters are choosen

click save
You will get a message “Maintenance item XXXXX created”
Now go back to the maintenance plan created with the 1st item (Eg Pump)
Menupath : Logistics>Plant Maintenance>Preventive Maintenance> Maintenance
Planning > Maintenance Plans>Change (Transaction code IP02)
Enter the plan no (Use drop down if

no is not handy) & press ENTER
24
Click “Add more items”
Execute
Select the 2nd maintenance

item (Eg For Motor) & press
The second item will get copied to the Maintenance plan originally created. Now click save
button
Maintenance plan with both the items will get saved
c. Scheduling of Plans
After maintenance plan is created, the same needs to be scheduled for the first time
Planning >Scheduling of maintenance plans >Schedule (Transaction code IP10)
25
Put the plan no to be scheduled &
press ENTER
Click start in cycle (In

the event that your plan contains
only single package Eg say Monthly
jobs only, then click the start button
)
Keep date here same as that of last

completion date given during plan
creation
In offset give the difference in

completion of smallest package &
largest package. Eg if the plan
consists of monthly, 3 monthly & 6
monthly packages, then put the
difference completion time of the
last completion date of 6 monthly &
monthly job
Maintenance Plan will get scheduled. Now Save the same
26
d. Deadline Monitoring
After initial scheduling it is required to reschedule all such plans regularly so that the PM
calendar is updated. During SAP golive time it will be set such that system automatically
does the scheduling periodically in the background
27
However in case of any server breakdown, such background program may get deactivated.
To reactivate the same following is to be done
Planning >Scheduling of maintenance plans >Deadline monitoring (Transaction code
IP30)
Put K3
Put 15
Now on Top menu bar Click Program> Execute in background
Type LOCL in output device & Click here
Click “Immediate”
28
Tick on periodic job & click on Periodic values
Double click on “Weekly” & click save button on smaller pop up window
On the bigger pop up window click save button again
Now all the plans will be reactivated for periodic background scheduling
3. Notifications
A Maintenance Notification, PM Notification for short, is used to describe the condition of a

technical object in the PM System, to refer the maintenance department to a task that needs
to be carried out and to document the work performed.
A Notification is used to record initial Equipment information and create a PM Order to carry
out the repair tasks on the Equipment. On completion of the repair tasks the Damage data,
Cause of Damage data, Activities carried out are entered in the Notification for history building
and future evaluations.
Separate notification types have been defined for various maintenance scenarios.
a. Create Notification
Menupath: Logistics > Plant Maintenance > Maintenance Processing > Notifications >
Create (general) (Transaction Code IW21)
29
Enter data as
Field Description/Action
Notification Type Specify the type of Notification. As decided by
CPCL, the following notification types will be used
K0 Unit Breakdown-CPCL
K1 Shutdown/M&I-CPCL
K2 Maint request-CPCL
K3 Preventive M/c-CPCL
K4 Predictive M/c-CPCL
K5 Online Leak -CPCL
K6 Engg Modifcn-CPCL
K7 Civil Notifictn-CPCL
K8 Insp Recommendn-CPCL
Out of these K8 will be solely used by inspection
department. Other department issuing notification
will not use K8
Notification Number Notification number will be generated internally at
the time of saving the notification. Leave this field
blank & press ENTER.
30
Short Text Short description of the problem e.g. Pump
Malfunction. Use long text button (After fill all

R fields) if text is big.
Functional loc No. Equipment Tag No. at which the problem exists.
For searching proper tag no, type plant code (say
9910) in the field & click button
Planning Plant Copied from Functional Location e.g. 9910 for
CPCL Manali
Maintenance Planner Group of employees responsible for the planning.
Group Copied from the Functional Loc No
Maintenance work Center Maintenance Work Center responsible for carrying
out the maintenance job. Copied from the
Functional Loc No
Reported by Name of the person who reported the notification.
Notification Date Date at which the notification was created. System
puts the current date by default.
Notification Time Time at which the notification was created. System
puts the current time by default.
31
Malfunction Start Date Date of day on which the malfunction started, or on
which the problem occurred.
Malfunction Start Time Time at which the malfunction started or at which
the problem occurred
Malfunction End Date Date of day on which the problem was solved, or
on which the malfunction ended.
Malfunction End Time Time at which the malfunction ended, or at which
the problem was solved.
Priority The key in this field indicates the importance of the
processing of the order/notification.
Breakdown Indicator that informs whether a machine has
broken down or not . It is used to calculate the
equipment downtime.
Object Part Key for the code group, which groups the codes for
the object parts.
Damage Code Key for the code group which groups the codes for
the problems.
Text User can enter the text to describe the damage.
Cause Code Key for the code group which groups the codes for
the causes.
Cause Text User can enter the text to describe the cause of the
problem in detail.
Note at the right top it gives status of the notification. There are two status fields. One is
OSNO (Outstanding Notification) which gets automatically updated as per job progress. The
other status is REQ (Approval required). REQ means that the notification needs to be
approved by higher authority. In case higher authority own self is creating the notification,
then the status needs to be changed to ACC for approval
It may be noted that unless the notification is in status ACC, it cannot be taken up for further
processing
Save the Maintenance notification by pressing button. System will generate a

Maintenance Notification number which will appear at the bottom of the screen
32
In the event that notification is already lying open for a particular functional location, but
another notification is being tried for creation, then a warning message will appear as shown
below
Here user can take a decision whether to go ahead with creation of a new notification or not.
If fresh notification is not to be created, then user has to close the box & come out by clicking
back button
b. Change/Display Notification
Menupath:Logistics > Plant Maintenance > Maintenance Processing > Notifications >
Change/ Display (Transaction Code IW22/23)
Put the notification no & press ENTER
33
Carry out changes wherever desired & save
c. Approve Notification
Menupath:Logistics > Plant Maintenance > Maintenance Processing > Notifications >
Change ( (Transaction Code IW22)
Put the notification no & press ENTER
Click on button the following screen will open
Put on the radio button 40 ACC to

approve the notification. To reject
put on the radio button 30 REJ
Click
Carry out other changes in the notification (if desired) & save
d. List display/change for Notification
Menupath: Logistics > Plant Maintenance > Maintenance Processing > Notifications >
List Editing > Change/Display (Transaction Code IW28/IW29)
34
Notification status Select at least one processing status. Status
“Outstanding” means Notification raised by user
but no action (no maintenance order created)
taken, “In-Process” means a maintenance order is
assigned to notification, “Postponed” means
notification is postponed to a future date
intentionally by a maintenance user, “Completed”
means notification is closed after actions taken.
Notification selection You can define and restrict your selection criteria
pertaining to existing notifications by filling up the
related fields under this broad heading. You can
define your “Notification type” or “Functional
Location” here. You can also set date range here
General data / admin. data You can define and restrict your selection criteria
pertaining to general data by filling up the related
fields under this broad heading. You can define
“planner group” or “Main Work Centre”
Malfunction data/ system You can define and restrict your selection criteria
availability pertaining to malfunction data by filling up the
related fields under this broad heading.
Location data/ account You can define and restrict your selection criteria
assignment pertaining to location data by filling up the related
fields under this broad heading.
Click
You will go to the following screen
35
In this screen select the notification you want to change and double click the button
to go to the detail screen and display the notification &make necessary
changes.
e. Close Notifications
This transaction ensures that the maintenance notification is transferred with
particular data to the maintenance history. Then the data is available to you for
evaluating past tasks and planning future ones. The data that comes from the
notifications are copied to the notification history. The notification history together
with usage history and order history form maintenance history.
menu path:Logistics > Plant Maintenance > Maintenance Processing >
Notifications > Change ( (Transaction Code IW22)
Complete the notification by clicking
Mainteanance notification
>Function >Complete
Check reference date & time.

Change if necessary. Click
4. Maintenance Orders
This transaction is used to create a maintenance order for notification. It links the
maintenance notification and the maintenance order. A maintenance order is created
to execute a maintenance task. The maintenance orders
 Plans the execution of maintenance tasks (including material/service
requirement)
36
 Monitors the work progress and
 Allocates the cost for the maintenance task.
Once the maintenance order is created, it is released for physical execution. After
execution the order is closed by entering relevant data and the cost is allocated.
As a pre requisite for maintenance order creation, a notification must be in open

stage
Menupath : Logistics > Plant Maintenance > Maintenance Processing > Notifications >
List Editing > Change (Transaction Code IW28)
Alternatively if notification no is known, the same can be directly opened by using
transaction IW22
Insert the following value

Field Values
Notification type Put notification type or K* (For all CPCL
related notifications)
Notification date Give the date range
Planner group Put your planner group
Main Work centre Put work centre code or leave blank to
get list for all work centres
In addition to this all other fields can be used to narrow down your search
Click
You will go to the following screen
37
In this screen select the notification you want to change and double click the button
to go to the detail screen
Ensure that the

notification status is
“ACC” that is
Approved
Click here to create

order
System will prompt default order type & work centre. Same is editable. Press ENTER
to continue
i. Maintenance Order Fund Assignment :In the maintenance order

screen assign Fund code thro Go to >Assignments>Fund
management
38
Put Fund code here & press enter
CPCL has decided that budget will be kept only against the following fund codes only
3601 ME-RM-Static Static Routine maintenance

3602 ME-RM-Rotary Rotary Routine maintenance
2601 EM-RM-General Electrical Routine maintenance
4601 IT-RM-General Instrumentation Routine maintenance
3603 ME-RM-Painting Static Painting
3604 ME-RM-Insulation Static Insulation
ME-RM-Storage
3605 Tanks Static Storage Tanks
3324 ME-SD-Static Static Shutdown maintenance
3325 ME-SD-Rotary Rotary Shutdown maintenance
2320 EM-SD-General Electrical Shutdown maintenance
4331 IT-SD-General Instrumentation Shutdown maintenance
5145 Special Special Maintenance/Fire
5000 R & M - Others Miscelleneous
1601 CL-RM-General Civil Routine maintenance
7601 IS-RM-General IS Routine maintenance
39
ii. Maintenance order Assign Material Component: In the
maintenance order screen click the component tab
If the Functional location contains a Bill of material, the BOM can be seen by clicking
the List button at the bottom. (If BOM is not there drop down in the field
component to search material code)
Select the material from BOM (Tick the box) & click
Add further material if required. In the background system will create a material
reservation for issue from stores. To view the reservation no click “Gen data” at the
bottom
40
Reservation no is displayed
iii. Maintenance order Assign Service Requirement: In the

maintenance order , if there is any external service requirement &
requisition is to be raised, then go to operations tab. Change the
control key to PM03 for the operation for which external services is
required & click the button “External”
41
Put the purchasing group of the
department which will line up the
external agency
Put your own department code
Put your file reference no if any
Press Enter
Put service short text, Quantity, Unit of measure, Gross price (Estimated price)
If services required are already in approved SOR for your location, click button
Type SOR name here (Can be choosen from drop down also) & press enter
42
Select the services required by highlighting & click the button
Selected services will get copied to maintenance order. Enter quantity when
prompted
System will create a purchase requisition in the back ground. If services entered are
for statistical purpose only & no purchase requisition is to be generated, then click
the tab
43
Make the field Res/Purc req as
“Never”
iv. Assign Activity Type
In Maintenance order Header data drop down in the field “PMActType” & put nature
of job
v. Assign Permit to maintenance order
Click on button “Permits”
In the pop up window, drop down in field “Permits” to select proper permit type
44
45
After permit is assigned close the pop up window
vi. Release maintenance order
After completion of all planning activity maintenance order needs to be released for
continuing all follow up activities. To release the maintenance order click the icon
46
Click save button . The order &
notification will get saved and order
number will be generated
vii. Change/Edit maintenance order
Menupath:Logistics > Plant Maintenance > Maintenance Processing >Order >

Change (Transaction code IW32)
47
Put maintenance order no & press enter. In the event that maintenance order no is
not known, perform transaction IW38 & search the order no ( Use of transaction
IW38 is being explained later in this manual)
Carry out changes wherever desired. Further material component, further service
lines, further permit types can be added. However functional location cannot be
changed
Purchase requisition no generated for service requirement can be viewed thro

Operations tab>External>Act data. (If order contains more than 1 operations, select
the operation first before clicking External)
48
viii. Printing of maintenance order if desired can be taken as follows
Click on Printer icon
Select maintenance order print & click on print/fax
49
ix. Display maintenance order
Menupath: Logistics > Plant Maintenance > Maintenance Processing >Order >
Display (Transaction code IW33)
50
not know, perform transaction IW39 & search the order no ( Use of transaction IW39
is being explained later in this manual)
Various data can be displayed. Various costs involved in the order can be viewed in
tab
x. Close maintenance order
Menupath:Logistics > Plant Maintenance > Maintenance Processing >Order >

Change (Transaction code IW32)
51
not know, perform transaction IW38 & search the order no ( Use of transaction IW38
is being explained later in this manual)
52
Click on order > Functions >Complete > Complete (Technically) or click on
Put completion time & date and for breakdown orders put mal function start date/time
& End date/time
Put damage/cause code & texts
53
Pres Enter, the order will get completed technically & saved
xi. List of maintenance orders
Menu path:Logistics > Plant Maintenance > Maintenance Processing >Order > Order List
>Change/Display(Transaction code IW38/IW39)
54
Order Status Choose at least one order status (outstanding
means order created, in process means order is
released for execution, completed, historic, etc)
Order Enter the order no range to select.
Order type Enter the range of order types to be selected.
Funct. Location Enter the range of Functional location to be
selected
Equipment Enter the range of the equipments to be selected.
Period Enter the period for which the orders are to be
selected
Maintenance Plant Enter the maintenance plant to restrict the data
selection for a given plant or group of plants.
Similarly the details for other fields can be filled up for selecting the relevant
order, which will be selected for changing. Any or all of the fields can be filled up
for the selection criteria.
Click to go to Change/Display PM Orders: List of Orders screen
55
Select the orders to be changed/displayed and click to go to Change/Display [order]:
Central Header screen.
Change relevant details in the order and click to save the order. Repeat for all the
selected orders
xii. Sub orders

This transaction is used to create a maintenance suborder for a superior order. A
maintenance suborder is created to execute a maintenance task/operation by another work
center (such as workshop, etc) or another department. For example machining of the pump
shaft in a workshop which cannot be done by the main work center. A suborder is linked to
the main order
Menupath: Logistics > Plant Maintenance > Maintenance Processing > Orders > Create
(special) > Create Sub-order
56
57
Order Type Enter the Order type of the sub-order to be created
or select from the drop down menu the proper sub-
order type. The default value is the order type of
the superior order.
Priority The priority defines the importance of the sub-
order. Enter the priority.
Superior Order No Enter the number of the superior order for which
the sub-order is being created.
Planning plant Enter the planning plant for the sub-order. You can
select from the drop down list.
Business area The default business area comes from selecting
the functional location or the equipment. You need
not enter any data.
Press Enter
Type Short description of the job. Now follow in the same way as done for creating a
maintenance order. In most cases details will be copied from the superior order
Release & Save
xiii. Issue Permits

This transaction is used to define the process of issuing permits assigned to a maintenance
order. Unless the permits are issued the order can’t be completed. The permit, which has
been issued, can’t be deleted. However you can cancel a previously issued permit, only if you
have not already started executing the tasks planned in the maintenance order.
In case when a permit has expired and permit renewal is required, another permit of the same
type needs to be assigned to the maintenance order.
Permit issuance is restricted by authorization profile. In this case it will issued by processing
dept and not by maintenance dept.
Menupath: Logistics > Plant Maintenance > Maintenance Processing > Orders > Permit
Monitoring > Permit Monitoring
58
Plant Enter the Maintenance Plant Number

Planner Group Enter the relevant Planner Group
Work Center Enter Work Center
Permit Type Hot work, Cold work or any other that has been
attached
Equipment Enter Equipment number for which the order has
been generated
Functional Location Enter Functional Location for which the order has
been generated. You can put wild search with unit
no followed by * Eg 9910-201*
Order No. Enter the order number which is to be released
Pending Permits This has to be ticked for display of list of pending
permits
Permits Issued Between This will give a list of all permits issued between
the given dates
Permits Expiring By This will give a list of all permits that are expiring
between the given date and time.
59
Select the Particular order line and double click on that, which will open the actual permit
assignment screen.
Make changes in the long text as desired or in some cases if a standard long text already
exists then that can be amended. After making changes, come back to the main screen by
clicking on the button.
Update the following fields before issuing the permit.

Issued by Enter your name
60
Valid Up to Date Enter the date up to which the permit is valid
Valid Up to Time Enter the time up to which the permit is valid
Operation No. Enter Operation no. Against which the permit is attached.
(Reselect the Permit, enter your name in the field Issued By, Applicable to date, Applicable to time
and Operation number). After filling all the details click on the button
After issuing the permit click on the continue button . This will open the main order change –order
document, just save and exit. This process completes the issuance of permit. Screen refreshing can
be done by going out and re-executing the same variant.
Click to save the order.
5. Various Plant Maintenance related Reports
i. Use List Editing for notifications & orders as already explained earlier.Use the
icon to bring further fields in the report
61
ii. Material where used list : Transaction code IW13 or IW3M to find
consumption of material against various maintenance orders/functional
locations
iii. List of Maintenance Plans : Transaction IP15/IP16
iv. Overview of Maintenance Schedules : IP19(Graphical) or IP24 (List Display)
v. Analysis
a. Functional location class wise : Transaction MCI1
b. Manufacturer wise :Transaction MCI2
c. Location wise : Transaction MCI3
d. Planner group wise : Transaction MCI4
e. Damage wise : Transaction MCI5
f. Breakdown Analysis : Transaction MCI7
g. Cost Analysis : Transaction MCI8
h. General Analysis : MCIS
In all the analysis report use the icon to drilldown to lower levels &
then (Drill down by) to further down in each level
vi. Equipment History : Transaction YIR23
vii. Shutdown Report : Transaction YIR22
viii. Measurement documents : IK17
Reports listed above are those used most commonly. Other reports are also available for
which users may browse thro menu paths
62

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TRAINING MANUAL

SAP PLANT MAINTENANCE MODULE

On double clicking create icon, the following screen will appear

Functional Yes Tag no to be put here is to be in strict

Str Indicator Yes Only “CPCL” is to be entered here

1.0 Put the full description of the

3 Insert other values like weight, Inv

1 Maintenance plant will come here

2 Put Criticality 3 Click tab

1 Cost Centre should come by default, else put appropriate cost

2 Planner Group-Select from drop

3 Work 5 Click on Tab

4 Catalogue Profile (Drop down)

If superior functional location is not

1.0 Change superior functional

Select appropriate class from drop

Following sub screen will open at the bottom

Use scroll button to find more

Once done view the consolidated

ii. Functional Location Change: It may be required to edit already

Menu path : Logistics>Plant Maintenance>Management of technical

data. On completion press the SAVE button

You will get a message “ Functional Location XXXXXXXXXXX changed” at

iii. Functional Location display:

Menu path : Logistics>Plant Maintenance>Management of technical

Move on various TABS to display the data

To see the data sheet, click on classifications

1.0 Plant Code

2.0 Work Centre Name

3.0 Plant Code

4.0 Any existing Work

Click Select All & Press

Click Basic data

Change text & click save save

ii. Change Work Centre :

Menupath : Logistics>Plant Maintenance>Management of technical

Go to various tabs, make changes wherever required & press save

iii. Display Work Centre :

Menupath : Logistics>Plant Maintenance>Preventive Maintenance>Work

Type Functional location code &

Give a suitable name of the task list.

In this screen put values in fields as

Work Centre Will be defaulted from functional location master

Maintenance “A” if scheduling is by calendar, “B” if by key date

Functional location Task list will be created

ii. General Task List

Menupath : Logistics>Plant Maintenance>Preventive Maintenance>Work Scheduling>Task

Then Press Enter

Give a suitable name of the task list.

In this screen put values in fields as

Work Centre Yes Put appropriate work centre

Maintenance Yes “A” if scheduling is by calendar, “B” if by key date

Tick the appropriate job frequency Eg monthly, yearly etc

General Task list will be created

i. FUNCTIONAL LOCATION WITHOUT COUNTER (EXAMPLE

By default it should come as IFL. If it

Type the Functional location code

1.0 Measuring Point No will be

2.0 Put a logical name by which you

4.0 Select from drop down the

On the pop up window put upper &

ii. FUNCTIONAL LOCATION WITH COUNTER (EXAMPLE

By default it should come as IFL. If it