SAP S/4 HANA Implementation Project

SAP Plant Maintenance (PM) User Manual

for
CCMD Users

Indian Institute of Science

Kindly reach out to sapsupport@iisc.ac.in in case of any discrepancy.

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Contents
1. About Plant Maintenance ........................................................................................................ 4
2. Technical Objects ...................................................................................................................... 7
2.1. Create Technical Object – Functional Location .................................................................. 8
2.2. Create Technical Object – Equipment ...................................................................................... 13
3. Create Request for Maintenance ............................................................................................... 15
4. Manage Malfunction Reports ................................................................................................ 20
5. Create Maintenance Order .................................................................................................... 29
6. Maintenance Order .................................................................................................................... 31
7. Create Maintenance Plan ....................................................................................................... 39
8. Schedule Maintenance Plan................................................................................................... 43
9. Create Measurement Document ........................................................................................... 44

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 Abbreviation Stands For
SAP System, Applications, Products in Data Processing
SAP S/4HANA SAP Business Suite 4 SAP HANA
HANA High Performance Analytic Appliance
PM Plant Maintenance
EAM Enterprise Asset Management
IISc Indian Institute of Science
CCMD Centre For Campus Management & Development
AMC Annual Maintenance Contract
FLOC Functional Location
CHAR Characters
MS Microsoft
OK Oll korrect or All Correct
ID Identity Document
PR Purchase Requisition
PO Purchase Order

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1. About Plant Maintenance
Plant Maintenance (PM) is a high-performance application component integrated in the logistics chain
of the SAP S/4 HANA that supports one when carrying out all maintenance tasks. It supplements resource
planning for the maintenance of the buildings, vehicles, production systems and so on; it is a function or
an essential support system in an industrial process. This system helps and keep all the machinery and
infrastructure into prime condition or ideal in terms of quality and operational.
SAP Plant Maintenance comprises the following activities:
• Inspection Determining the actual condition of a technical system
• Preventive Maintenance Maintaining the ideal condition of a technical system
• Repair Restoring the ideal condition of a technical system
SAP PM is organized with a) a Maintenance Planning Plant in which maintenance tasks are planned and
prepared. Example: Maintenance planner group, maintenance work centers and ii) Maintenance Plant,
in which the technical objects of a company are installed. Example: Building, production area
Master Data in SAP PM consists of data from Functional Location, Equipment, Bills of material,
Measuring Point / Counters, Class / Characteristics and Work Centers
Equipment Hierarchy - A piece of equipment is an individual physical object maintained as an
autonomous unit. Pieces of equipment usually represent single objects such as pumps, motors, vehicles,
for which maintenance tasks should be performed and recorded.
Equipment can be installed at functional locations. A piece of equipment can be linked with a material,
if there is inventory management, in the sense of Materials Management, for the object.
Bill of Material:
An individual bill of material can be defined for each maintenance object. The bill of material contains
the following information:
• Structure of the unit (using assemblies)
• Spare parts for its maintenance (for example, stock items, external material, documents, and texts)

Planning of Maintenance Tasks:

❖ Direct creation of a maintenance order
❖ Creation of a maintenance notification with immediate order
❖ Creation of a maintenance order based on a notification
❖ Combination of maintenance notification to make an order
Difference between Notification and Work Order:
❖ Maintenance Notifications are Reporting objects to record:
✓ Maintenance requirement
✓ Cause, Object Impacted, Tasks due & Activities Performed
❖ Types: Maintenance Request, Malfunction (Breakdown) Report, Activity Report, Service
Notifications
❖ Maintenance Notifications generally do not record Costs

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 ❖ Maintenance Orders are a complete record of:
✓ Operations performed
✓ Components used (Stock/Non stock)
✓ External Services Time, plan costs and actual costs posted
✓ Settlements executed

❖ Types: Breakdown Orders, Corrective Orders, Predictive Orders, Refurbishment Orders,

Preventive Orders

All the activities that are performed under maintenance are interconnected and hence this
module is closely integrated with other modules – Sourcing and Procurement, Finance & Control
and Project System.
Using SAP PM, you can perform automatic repairs and facilitate maintenance requests in an
organization. It allows you to record problems in SAP system, plan labor and material activities,
to record and settle the cost.

In an organization, you can identify document, manage problems and perform enterprise asset
management for any required assets.
To perform these activities, Plant Maintenance contains the following submodules −

• Management of technical objects and equipment master record.

• Planning of maintenance task.
• Manage workflow notifications and work orders under maintenance order
management.
Business Process of Plant Maintenance:
✓ Breakdown Maintenance
✓ Corrective Maintenance
✓ Preventive Maintenance
✓ Refurbishment of Spare Parts

Following activities are performed under Plant Maintenance:

Inspection
Inspection is done to check the actual condition of a technical system.

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Preventive Maintenance
Preventive maintenance is used to maintain high availability of the technical system. It includes
maintenance planning and work scheduling activities for technical objects.

Repair
Repair involves all measures that can be performed to restore the ideal condition. Repair
process can be performed at many planning stages - like work scheduling, resource planning
and initial costing, etc. You can respond immediately w.r.t to a damage events causing
production shutdown. You can create required purchase requisition and processed work orders
to reduce the downtime.

Following are the basic capability requirements from IISc Campus Management
(CCMD) have been fulfilled by the SAP Plant Maintenance module:
✓ Ability to record the warranty details of fixtures and fittings.
✓ Ability to maintain digitalized copies of drawings, blueprints and layout details linked to
the equipment or location
✓ Ability to record the warranty details of fixtures and fittings.
✓ Ability for the users to post online maintenance complaints.
✓ Ability to maintain classification for type of complaints (electrical, civil, mechanical) with
priority (high, medium, low)
✓ Maintenance work orders.
✓ Maintenance inspection report.
✓ Ability to create a work order for attending the complaint.
✓ Ability to provide a high level maintenance estimate based on the complaint and history
of maintenance.
✓ Ability to record complaint and surveyance history.
✓ Ability to record maintenance details and history.
✓ Integration with purchasing and finance for certifying work and processing payments for
services
✓ Ability to prepare annual maintenance plan based on past maintenance history
✓ Ability to send maintenance notice to the warranty or AMC provider else send the
maintenance notice to the empaneled service provider.
✓ Preventive maintenance schedules.
✓ Ability to record the AMC (annual maintenance) details of fixtures and fittings

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2. Technical Objects
To effectively manage SAP Maintenance activities in an organization, you need to divide the
existing maintenance structure into technical objects. Technical objects are used to define the
machine types that exists in an organization and using the object characteristics, you can further
define other technical objects
To show technical objects in the system, you should know about maintenance planning and
structure in the organization. This involves the task of defining the maintenance plant and
maintenance of the planning activities in the system.

Structure of Technical Objects

Different types of structures can be used for technical object as per the structure of the
organization. Following are the options −
Functional Structuring: In this type of structure, you divide your technical system as per
functional locations. With the division of the product line into functional locations, an individual
unit can act as functional locations in the system.
Object Related Structuring: In this structuring, you divide your technical system into pieces
known as equipment. An equipment is an individual object, which can be placed in a technical
system or a part of the technical system.
In short, it can be said that a functional location is an organizational unit that is used to maintain
the objects of a company as per the functional area, process-related or spatial criteria. A
functional location represents the place at which a maintenance task is to be performed.

• Example of functional area − Pumping station

• Example of process related criteria − Modeling
• Example of spatial criteria − Store room

Maintenance Plant
Maintenance plant for a technical object is known as a plant in which you perform the
maintenance tasks for the objects and planning is done. You can perform the following
activities in Maintenance Planning Plant −
• Define the task list as per the maintenance plan
• Manage and schedule maintenance plans
• Create and execute maintenance orders

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 2.1. Create Technical Object – Functional Location

The user can create a new Functional location or Equipment from this application

Select the Technical Object Type – Functional Location

Click on ‘Continue’.

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Click on the Search help button in the Structure indicator field
Select the required ‘Structure Indicator’ from the listed values based on the type of Functional
Location to be created

The structure indicator of a functional location determines the structure of the functional location label.
It establishes the following factor:

• Number of hierarchy levels of a technical system

• Key length of the levels

• Separators (hyphens)

Procedure

If you want to enter a new functional location, proceed as follows:

1. Enter one of the proposed structure indicators in this field.

2. Press ENTER.
The system will show you in the field " Edit mask" the structure that the number of the new functional
location must have as well as the hierarchy levels of the structure in the field " HierLevels".

Enter the data in required mandatory fields

✓ Technical object - The code / label is used to identify a functional location from a user's
point of view.

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✓ Technical object category - An indicator that lets you differentiate functional locations according
to how they are used. Each location category required in the system is described using
parameters.

Press Enter or click on the ‘Continue’ button to proceed

General Data tab

• Enter the detailed description in the ‘Long Text’ field and short description (40 CHAR) in the
‘Description’ field
• Technical Object Type - Click on the search help button and select the required option from
the available list.

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In the Location Data tab, maintain the address and location data applicable

Note: Click on the Search help button where available (E.g Region, Country, etc.,) to select
an option from the listed values only. No free text entry is allowed in such fields.

Organizational Data tab

Click on the search option and select the required Planner group from the list
Planner Group - A group of employees responsible for planning and processing maintenance
tasks in a plant.

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Select the required ‘Maintenance Work center’ and ‘Work center Plant’
✓ Maintenance Work center - A work center that is in charge when a maintenance task is
performed
✓ Work center Plant - Plant in which the main work center that has been entered

Documents tab
The soft copies of any relevant supporting documents, drawings, images for the technical
object can be linked here

Click on the ‘Add Attachment’ option

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• Select the Document type by clicking on the drop-down list
• Enter the required ‘Description’ (40 CHAR) to identify the document being attached
• Click on the ‘Browse’ button and select the required file from your local machine
• Attach the required document, Click on ‘OK’ and ‘Save’ to complete the attachment process

2.2.Create Technical Object – Equipment

Click on the application ‘Create Technical Object’
Select the Technical Object Type – Equipment

Enter the details for the below mentioned fields

• Technical Object – No need to enter any data in this field. This will be an internal number
automatically generated by the system
• Valid From – Date indicating as of when an entry is valid
• Equipment category – Key for distinguishing individual technical objects according to their use.

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Press ‘Enter’ or click on the ‘Continue’ button to proceed further

Note: The remaining data entry process is the same as mentioned for Functional location above, as it the
exact same application used for data entry.

After entering all the required data, click on Save. The Equipment number auto-generated by the system
will be displayed.

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3. Create Request for Maintenance

Click on the ‘Request Maintenance’ application to create a new request

Select the required:

✓ Technical object
✓ Notification type
Enter the required Description (40 CHAR) of the request

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In the ‘Long Text’ field, click on ‘Use Template’ above and select the Default template option to
list out the default queries list

Fill out all the remaining data fields with the necessary information

Drag and drop any file attachment relevant to the maintenance request being created and click
on ‘Submit’ to save the request.

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Upon saving, a system generated notification number will be displayed.

The list of notifications created from the login-id will be displayed for review

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The status of previously created notifications will also be displayed here.

In case you would like to view the List of notifications at any time, click on the ‘Monitor
Maintenance Requests’ application

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The list of notifications will be displayed. The user can search the required notification based on
keywords, filter the data as required and export the data to MS-excel, if required.

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4. Manage Malfunction Reports

By launching the Monitor Maintenance Requests tile, you can do the following:
• Get a quick overview of maintenance requests and their current status by viewing a list of
notifications.
• Narrow down the scope of the notification list by using filters. You can use the default
filters or add additional ones.
• View the date monitor symbols to quickly detect time issues and monitor the progress of
the notifications.
• Get all relevant contact information about the person who reported the malfunction and
the person who created the notification.
• Personalize the table by choosing which table columns are shown and how table entries
are sorted.
• Navigate to the details of a notification and edit it if necessary.

Enter today’s date as ‘Notification Date’ or any other search criteria to filter the list of
notifications as per the requirement
• Tailor the app to your needs and save the combination of filters and table personalization
as a variant.
• Save your personalized variants as tiles on your home page from which you can access the
notification list directly.

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Click ‘OK’ in the warning message displayed and proceed

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Click on description (blue hyperlink in the Issue column) of the required maintenance
notification & select ‘Change Maintenance Notification’

General Data
Select the priority and maintain the work center, planner group and person responsible (the
employee no. of technician to whom the maintenance request needs to be assigned)
Note: The above-mentioned data will be auto-populated, if the details are already maintained
in the selected Technical object master data

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Task Data
Click on ‘Add Several Tasks’ button and select the required task to be performed by the person
responsible

Select the required task/s from the list and click on OK

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Maintain any specific details of the task to be carried out in ‘Task description’, if required
Maintain the ‘Person responsible’ and ‘Planned start date’ for each task entered
Note: The System Date will be defaulted as ‘Planned start date’, if no data is entered

Select the newly added task’s, click on ‘Set task status’ and select the status ‘Release’
The maintenance planned needs to Release the task, so that the Person responsible /
Technician can begin the task. This will also start tracking the time taken to complete this task

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Click on ‘Set System Status’ and select the option – Put In Process and Save.
The notification needs to be ‘Put In Process’ as this will be reflected in the relevant reports and
will be useful in analyzing the status of all the notifications

A confirmation message that the notification has been saved will be displayed

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The ‘Person responsible’ for the notification will open the notification to view the task list
assigned by filtering ‘Processed By’ as their own ID
In the required notification line item, click on the Issue description and select the change option

After the completion of task, the ‘Person responsible’ needs to update the malfunction details
related to the maintenance request handled.
Malfunction Data - Damages

Click on the ‘Add Damages’ button and select the required option from the list

Select more than 1 Damage from the list of options available, if needed

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Also the cause for malfunction can be maintained for information and log maintenance

Malfunction Data - Causes

Select the Tab ‘Causes’ and click on the ‘Add Causes’ button.

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Select more than 1 required Cause codes from the available list, if applicable

If the task has been completed, then select the tasks performed and update the status
‘Complete’ and click on ‘Save’.
Also new tasks can be added, if any additional tasks were performed by the person responsible
during the maintenance activity.

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5. Create Maintenance Order

If any material is required to perform the maintenance activity reported, then a Maintenance
order will need to be created against the maintenance notification.
Note: A maintenance order can also be created through the ‘Create Maintenance Order’
application with or without reference to a notification
Click on the arrow (highlighted in RED) at the extreme right to access the ‘Job details’ screen.

Click on the “+” button in Job Details to create the new job and assign it to the person
responsible

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Update the below mentioned details:
• Work center / Plant – Select the applicable Work center for the job from the available list
• Description – Enter a brief description of the job to be performed
• Planned Effort – Enter the planned duration based on an estimate for tracking purpose
• Assign to – Enter the personnel number of the Engineer who would be responsible for this
job

Click on the ‘Save’ button

The ‘Maintenance order’ will be automatically generated by the system based on the available
data.

The Maintenance order number generated will be displayed in the General Data section of the screen.

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6. Maintenance Order

Maintenance orders play a central role in maintenance processing. They are the cost collectors
and the initiators to get work performed.
Maintenance notification cannot collect cost, only information. If it is required to have detailed
reporting on e.g. reason codes, we must have the notification to collect this kind of
information. The notification can also be used as a request for maintenance before SAP
maintenance order is created.
Note: You can supplement orders with notifications. However, it is not necessary to use
notifications in order to use SAP PM orders.
For the material required to carry out the maintenance activity, either
• A reservation will need to be created against the required material code for the material
available in stores.
• A Purchase requisition will need to be created for the material to be procured from a
Vendor.
Click on the ‘Change Maintenance Order’ to create the ‘Reservation’ or ‘Purchase Requisition’
for the required materials

Set the System status of the Maintenance order as ‘Release’.

Releasing a maintenance order is mandatory to perform the required operations and also to
create a Reservation or Purchase Requisition applicable for the procurement of required
materials.

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System status details
Through different steps in order processing the order will get different statuses. Each status
represents a step in the orders lifecycle and different functions are related to the status.
In the diagram below, you will find steps from the basic maintenance process flow and the
statuses related to the steps. On the right side you can see each function available with the
status.
From the diagram, it can also be seen that you can’t reverse the statuses DLFL and REL (marked
with red arrows in the below diagram). Status CLSD can only be reversed to status TECO.

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Note: Suitable error messages will be displayed while performing the follow-on transactions
against the Maintenance order, if the order is not released.

Click on the ‘Operation Data’ tab and select the ‘Materials’ option to create the Reservation or
Purchase Requisition against the order for the procurement of required materials.

Enter / select the required material code (2nd column) by clicking on the search help button
and selecting the required option from the pop-up window displayed

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New selection window displayed when the user clicks on the Search help button of the material

In the same line item, enter the Plant (1067 - Central stores) from where the selected material
will be issued against the order

For utilizing the existing stock / spares available in-house

Select the ‘Item category’ – L (Stock Item) to create a Material Reservation document

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The selection of the relevant Item category is mandatory to proceed further.
Note: For the current CCMD maintenance process, only the options Stock Item and Non-stock
Item would be relevant

The Material Reservation document number will be created automatically by the system.
Select the required material line-item and click on the option ‘You can Also –> Display Material
Availability’ in the top menu layout, to view the details of available stock for the selected
material in the Plant.

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Click on ‘Continue’ to view the details of the Reservation document created automatically by
the system.

The Reservation number of the document generated can be viewed.

For materials to be procured from external vendor

Select the ‘Item category’ – N (Non-Stock Item) to create a Purchase Requisition for a material to be
procured from an external vendor.

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Select the applicable ‘Purchasing Group’ and ‘Purchasing Organization’ in the same line-item by clicking
on the search help button available in the respective fields or enter the code directly.

Click on the ‘Save’ button.

The Purchase Requisition will be created automatically by the system based on the data entered and the
document number can be viewed in the relevant line-item.

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The standard Procurement cycle applicable will be followed for the issue of materials by Stores or
receipt of materials from the vendor.

Once the maintenance activity has been completed, the System status has to be updated as Complete
(Technically).

Also the status of the related notification has to be updated as ‘Complete’.

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7. Create Maintenance Plan

Maintenance plan defines the schedule and list of tasks to be performed under Maintenance Planning. A
maintenance plan can be created as per organization’s work such as different objects can be maintained
on different dates and the scope can be different as per the object type.

Select the required ‘Maintenance Plan category’ from the listed values. Enter the required description
for the Maintenance plan

You use the maintenance plan category to determine which ‘maintenance call object’ (An object which
is generated by the system for a due maintenance call) the system generates for a maintenance plan
when a maintenance call is due (for example, maintenance order).

In the ‘Maintenance plan cycle’ tab, enter the

✓ Cycle / Unit - The maintenance cycle defines the interval after which a task becomes due.
✓ Cycle Text - You can use this text to describe a maintenance cycle.
✓ Enter the required Functional location / Equipment code for which the maintenance plan needs to be
created
✓ Planning data – Maintain the required details in the data fields
✓ Task list – In case, there is a pre-defined task list it can be mapped to the maintenance plan

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Click on the Search help button highlighted in the below screenshot

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Select the task list type and enter the functional Location/Equipment number

Click on the Execute button

Select the required task from the task list and click the Choose button

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Next, go to Maintenance Plan Scheduling parameters and enter the relevant data- scheduling period and
the start of the cycle.

✓ Scheduling period - You can use the scheduling period to determine the length of time for which the
system creates maintenance calls during maintenance plan scheduling
✓ Scheduling indicator, Factory calendar and Save the data.

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8. Schedule Maintenance Plan

The Schedule Maintenance Plan operation is used by maintenance planners to schedule a maintenance
plan. When a maintenance plan is scheduled, scheduling information in the maintenance plan is used to
calculate whether or not a maintenance activity is due to be performed and when the next due date falls.
A schedule line is created for each due maintenance task.

Click on ‘New Start’ to schedule the maintenance plan and ‘Save’.

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9. Create Measurement Document

Enter the ‘Basis for Measurement Reading’ and the required ‘Measuring Point’

Record the values in the ‘Reading’ date field, maintain any comments in the ‘Long text’ if required.

Click on the ‘Save’ button

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