PM 103 Course Handbook v2

PM 103: Work Identification and
Execution with SAP & Prometheus
Course Handbook
Name:
SAP ID:
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Version 1
Copyright © 2018 by Prometheus Group
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Table of Contents
1 Closed-Loop Maintenance .............................................................................................................................. 4
Your Goal......................................................................................................................................................... 6
2 Work Identification ......................................................................................................................................... 7
Creating a Notification .................................................................................................................................... 7
What Happened and Where .....................................................................Error! Bookmark not defined.
Priority .................................................................................................................................................. 10
Responsibilities ..................................................................................................................................... 11
Malfunction and Breakdown ................................................................................................................ 11
Items and Codes.................................................................................................................................... 12
Tasks...................................................................................................................................................... 13
Activities................................................................................................................................................ 13
Documentation ..................................................................................................................................... 13
Reviewing Notifications ................................................................................................................................ 14
Leveraging Statuses for Approvals........................................................................................................ 15
Generating Work Orders....................................................................................................................... 17
Handling Break-Ins ........................................................................................................................................ 18
Utilizing Task Lists for Rapid Planning ................................................................................................... 18
Searching for Materials ......................................................................................................................... 19
Leveraging Mobile for Work Identification ................................................................................................... 21
Entering Notifications ........................................................................................................................... 22
Reviewing Notifications ........................................................................................................................ 23
Handling Break-Ins ................................................................................................................................ 25
3 Resource Management ................................................................................................................................. 27
Work Center Capacity ................................................................................................................................... 27
Intervals & Shifts ................................................................................................................................... 28
Managing Individual Capacities .................................................................................................................... 30
Adding Personnel .................................................................................................................................. 30
Shift Updater ......................................................................................................................................... 30
Shift Sequences ..................................................................................................................................... 32
Personnel Dispatching .................................................................................................................................. 35
4 Work Execution & Closeout .......................................................................................................................... 38
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An Intro to Prometheus Scheduler ............................................................................................................... 38
The Selection Screen ............................................................................................................................. 38
Building Great Scheduler Variants ........................................................................................................ 39
The List Edit ........................................................................................................................................... 40
The Planning Board ............................................................................................................................... 41
Display Settings ..................................................................................................................................... 41
Viewing the Schedule .................................................................................................................................... 43
Weekly Field Schedule .......................................................................................................................... 43
Schedule by Work Center/Area ............................................................................................................ 44
Updating the Schedule .................................................................................................................................. 45
Daily Progress Updates ......................................................................................................................... 45
Entering Actual Hours ........................................................................................................................... 47
Notification History ....................................................................................................................................... 50
Technical Completion.................................................................................................................................... 51
Leveraging Mobile for Execution .................................................................................................................. 52
Job Queue ............................................................................................................................................. 52
Confirmations ....................................................................................................................................... 53
5 Reporting & Backlog Management ............................................................................................................... 55
6 Your Plan ....................................................................................................................................................... 56
7 Appendix ....................................................................................................................................................... 57
Useful SAP settings ....................................................................................................................................... 57
Accessing SAP Options .......................................................................................................................... 57
Disabling Security for SAP File Downloads ........................................................................................... 58
Show Keys within Dropdown Lists ........................................................................................................ 58
Turning off Sound ................................................................................................................................. 59
Visual Design ......................................................................................................................................... 59
Maintain User Profile .................................................................................................................................... 60
Accessing Transactions ................................................................................................................................. 61
Easy Access Menu Path ......................................................................................................................... 61
Favorites List ......................................................................................................................................... 62
Manual Entry......................................................................................................................................... 63
Selection Screens .......................................................................................................................................... 64
Selection Criteria................................................................................................................................... 65
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Saving a Selection Variant..................................................................................................................... 68
List Editing ..................................................................................................................................................... 73
Managing a Layout ................................................................................................................................ 73
Saving Layouts....................................................................................................................................... 80
User Statuses ................................................................................................................................................ 81
Notification User Statuses .................................................................................................................... 81
Order User Statuses .............................................................................................................................. 82
Work Centers ................................................................................................................................................ 84
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1 Closed-Loop Maintenance
Maintenance strategies are developed to achieve a proactive work environment, where break-ins are limited to
only emergencies and the schedule is filled with PM’s and very few corrective actions. Phrases like “reliability-
centered” and “proactive maintenance” are used to describe these, but often these results seem unattainable.
This goal, though achievable, requires diligence and understanding of the work environment. While no two
plants are the same, these results can be achieved by following a closed loop maintenance strategy. To reach
this level, the Closed-Loop Maintenance strategy should be employed with each job to move towards a more
efficient and effective maintenance team.
Maintenance is often viewed as a linear process. This means that when an issue is identified, it is considered a
unique occurrence, it is solved independently, and the business moves on to the next task without looking back.
While this method may seem effective in reaching the immediate goal of the repair, it doesn’t provide for
forward, proactive thinking and will lead to reactive work again in the future.
Instead, the following questions should be asked when looking at each issue and occurrence:
- Has this happened before? If so, what did we do then?

- When was the last time we worked on this item? Was it an issue then?
- How can I keep this from happening in the future?
- What information can we capture to measure the reliability of our equipment?
These questions, and their subsequent answers, provide the information needed to progress and develop the
maintenance department towards a more reliable facility. When considering maintenance as a closed-loop
process, we can learn from the past to develop new and improved strategies moving forward.
Identify
Learn Review
Evaluate Plan
Document Schedule
Execute
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Each step of the process plays a key role in advancing maintenance:
• Identify – What is the issue? Is what I am seeing the actual problem or just a consequence of something
else? Is it something that has been seen before?
• Review – Do we have enough information to make a decision? Have we dealt with this or a similar issue
before? What were the results of the latest PMs and inspections?
• Plan – Identify each step required to address the situation, and all necessary items/materials required,
and how long it should take. If we have performed similar work, do we have a template? Or can we use
similar information from another area?
• Schedule – When does the job need to be done by? Where can we fit it in around other critical work?
Do we ALL agree that we can work this job in the time proposed?
• Execute – Using the provided plans and materials, perform the work as per required. If anything varies
from the plans, make sure we note this.
• Document – What was done to resolve the issue? Were the plans accurate? If not, how so? Were any
additional materials needed? What were the as-found and as-left conditions? How long did it take to
perform the work, and did it fit within the proposed schedule? If not, why?
• Evaluate – Is the backlog managed effectively? What is our planning efficiency? What were the planned
vs actual costs? Reliability metrics should also be taken into consideration, such as MTTF, MTTR, and
MTBF.
• Learn – Was the issue due to inadequate PMs? Should the PM be updated, or should the frequency be
changed? Were the plans accurate? Could this job happen again, and if so should we make a job
template for it? Was the bill of materials correct? What can we do to mitigate this issue in the future? If
the planning and scheduling compliances are low, what caused this and what can we do moving forward
to help this?
There are a lot of questions that should be asked at each point, but the answers will lead to greater efficiency
and accuracy for a more effective work force. The closed-loop maintenance strategy is designed to find the gaps
and weak points in a maintenance department and begin filling those holes with knowledge. The result will be
higher quality information in and out of the system, a more reliable facility, and better KPIs across the board.
This course is going to focus on the tools that SAP provides to facilitate data entry, work execution,
documentation and reporting. These tools provide unique details about what is happening and what took place:
1. Notifications – Notifications are used to identify work and represent the equipment history. They
contain details about every issue the equipment has ever had, when they occurred, how long they lasted,
and what actions were performed to mitigate each one.
2. Work Orders – Work orders represent a job plan and costs. The job plans define who will perform which
actions, in what order things will take place, with what materials, and any other items necessary to
perform the work. These all have associated costs, which are compiled and tracked along the way.
3. Confirmations – Confirmations tell how long the job took, what setbacks may have occurred, who
performed the steps, and what is left if it is not yet complete. These give us the actuals to our plans for
comparison later.
Please bear in mind that this course and the subsequent exam are based on our expertise and experience and
may not follow your current planning model.
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Your Goal
Throughout this course, we will be focusing on the different aspects of the closed-loop maintenance strategy
and how they pertain to maintenance execution. Your goal, as an attendee, is to identify where your role,
department, and maintenance team can take advantage of what SAP provides to move towards a more effective
maintenance group. In the space below, write down what you want to get out of this course and how you want
to use it to enhance your current maintenance strategies within the next year. At the end of each day, you will
refer to these and see if they are still valid, if they need tweaking, or if you are on track to becoming a best-
practices maintenance shop.
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2 Work Identification
Notifications within SAP are one of the most misunderstood and underutilized tools that drive reliability and
track the health and history of equipment. Notifications are used as work requests when an issue is found,
however, they are typically created with minimal data. This process leads to lack of information available for
planners when they start trying to understand what it will take to fix the issue, as well as reduces the usability
of SAP because the history of the equipment is not tracked well. This section will cover the types of notifications
and when to use them, entering data for reliability metrics and equipment history, and reviewing notifications
to effectively manage the backlog.
Creating a Notification
Notifications are created via the transaction code IW21, where users are prompted to select the notification
type before proceeding to the form. Select the appropriate notification type based on what is being reported.
Selecting the correct notification type is important to track appropriate history and work type. There are three
standard notification types for general Plant Maintenance usage.
1. M1 – Maintenance Request – This notification type is for general maintenance purposes, indicating that
something requires attention, but it does not affect, or appear to affect, usage. This would be for
cosmetic repairs, basic parts replacement, and non-invasive work requests.
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2. M2 – Malfunction Report – This notification type is used any time a malfunction affects the usage of the
equipment, such as a complete breakdown or significant reduction in ability. These typically lead to
invasive repairs requiring the equipment to come completely out of service.
3. M3 – Activity Report – Activity reports are used to report irregularities and anomalies that occur but do
not require additional assistance at this time. This includes an operator topping off fluids after noticing
they are low, irregular start-up before normal operation, or other occurrences that need notice, but do
not require additional attention. These are used for Root Cause Analysis and maintenance trending over
time; therefore, these notifications are important to record and track.
Describe the Issue

A notification should be filled out as completely as possible, yet concisely at the same time. It is important to
put enough information into the notification to fully explain the issue. Keep in mind, though, that notifications
are usually first reviewed in a list edit format.
A notification denotes the issue or request for the equipment, therefore, it is important to begin filling out the
notification by defining what happened and where. The creator will utilize the subject line either at the top of
the form or in the Subject section to describe the situation taking place in a clear and concise manner. Keep in
mind that a notification is designed to describe the situation, not to define the action that needs to take place.
This function is handled in the work order after review and walk-down. An example here would be “Oil line
showing excessive wear”.
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Any additional information necessary can be added to the long text, using either the larger entry field in the
Subject section or the ‘Create text’ icon . In this section, the user would describe information to better locate
the issue, recreate the situation, point out any attachments to the notification, and provide a potential course
of action if desired. In addition to the short and long text, the ‘Symptom’ code field (also known as the ‘Coding’
code) can be used to further classify the notification. This allows for enhanced reporting based on the initial
issue.
Depending on configuration, the long text may be locked upon save with time and name stamps. Additional
information may be entered, but the original text cannot be changed or removed.
Select the Object

In addition to stating the issue, it is just as important to also provide the reference object. This makes sure that
all history is being posted to the proper equipment number and tells the reviewer where the situation is taking
place. If the exact equipment number is not known, the search help will provide ability to search through the
functional location Structure or utilize any of the other search techniques with specific fields such as ‘Object
Type’ and ‘Sort Field’, if employed. If the occurrence is at the functional location level as opposed to specific
equipment, then entering the lowest level of functional location possible will be appropriate, as long as the
reference object is as focused as possible to the situation.
Upon entering the equipment and functional location, SAP can provide a view of active notifications and orders
to the user. This is used to avoid duplicate entry of notifications and orders. These are accessed via the ‘Object
Info’ button in the Reference Object section.
If there are any active notifications or orders, the user may drill into these or choose to view all by selecting the
appropriate notification or order button. This will take the user to a selection screen, IW29 or IW39 respectively,
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with the equipment or functional location filled in and ready for any adjustments or execution. After this
validation step concludes that this notification is unique, then continue filling in the notification.
Priority
Upon creation of a notification, an appropriate initial priority should be set. Priorities indicate to the approver
the criticality of the issue being reported. This will help determine how quickly maintenance should process and
perform the work. When selecting a priority, consider the consequences with regards to health and safety,
environmental, and financial, as well as the probability of those consequences occurring. Based on the
combination of these factors, select a priority that represents an appropriate timeframe to resolve the issue.
The ‘Required End’ date of the notification can be updated to reflect the priority selected based on the ‘Required
Start’ date. The ‘Required End’ date can act as a due date for the completion of the work.
Note: Emergency priority should only be used in the event of a true emergency, as deemed by your emergency
criteria and reviewed by the appropriate positions. Just because one person may believe it is an emergency does
not mean standard protocol agrees and should allow for the break-in.
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Responsibilities
Many technical objects will have responsibility assignments based on the type of equipment, where it is located,
or the craft responsible. If these are assigned to the object itself, the Responsibilities section will be populated
automatically based on this information. Whether or not these are pre-determined, the reporter should make
sure that these are set appropriately based on who is going to be responsible for mitigating the issue. For
instance, the object may be typically under the jurisdiction of the mechanics, but an issue might actually fall to
the electricians or another group due to the nature of the situation.
Malfunction and Breakdown

Malfunction start and end times are important for documenting the timeline of any issues that take place. While
the M2 – Malfunction Report notification is used for true malfunctions, such as damage and failures, start and
end times may be tracked on any type of notification and should be filled in whenever possible.
‘Malfunction Start’ represents when the issue first began to the best of the reporter’s knowledge. ‘Malfunction
End’ will be filled in after the issue has been fixed, and it should represent at what point the object was capable
of operating at an acceptable capacity. This should be after all invasive work is complete, not when operations
begin running the equipment again. These dates and times are valid for all notification types, as they indicate
how long each issue lasted.
The ‘Breakdown’ indicator should be used additionally for all instances when the equipment is taken down or
undergoes a significant reduction in operating capacity during the malfunction and/or repair. Nearly all M2 -
Malfunction Reports will fit the criteria for a breakdown. M1 - Maintenance Requests may not be breakdowns
when they are reported, but upon further investigation, we may find that the equipment does meet the criteria
for a breakdown. If this happens, the ‘Breakdown’ indicator should be checked for the M1 – Maintenance
Request notification.
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These indicators and dates are used to determine reports such as Mean Time to Failure, Mean Time to Repair,
and Bad Actors. Because this information leads to repair versus replace analysis, maintenance plan reviews, etc.,
it is important that every notification is filled out completely.
Items and Codes

Notifications allow users to indicate codes to describe the issues in a standardized format, which results in a
searchable and reportable method of tracking like issues beyond free text. This is done via the Items tab in the
notification, where a user may input the following codes and information:
- Object Part Code – This code represents what physical part of the equipment that is damaged. More
than one ‘Object Part’ code may be assigned to the notification if multiple items have issues.
- Damage Code – This code indicates damage that the object incurred. There can be exactly one damage
code per object part. Additional text may be added to the code if necessary using the ‘Text’ field or ‘Long
text’ icon.
- Cause Code – On the second sub-tab of the Item tab, ‘Cause’ codes may be added to indicate what the
likely cause of the damage. Multiple cause codes may be added to the same notification item, and
additional text may also be added as needed.
Notification Items may be added before or after the work is performed, due to many of these being unknown
until after the fact. Any information known ahead of time should be added during the report, review, or planning
process. These codes should be entered with every notification as soon as they are known.
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Tasks
Depending on the job, there are tasks that may need to be completed before any repair work may be performed
by maintenance, such as MOC’s and engineering work. These are tasks that will need to be documented but
aren’t always needed to be tracked on the work order itself. Instead, Notification Tasks may be used to indicate
these steps, and may be created, released, and completed individually as they are accomplished. These may also
be accompanied by target dates and tracked in list format.
When closing out notifications, all tasks must be completed before the notification may be completed. The
system status will identify if there are any outstanding tasks (OSTS) or if all tasks are complete (ATCO).
Activities
After work has been performed, Notification Activities may be used to document the actions that took place. All
notification types may employ the activity codes to determine any corrective actions, including all repairs,
replacements, inspections, and small adjustments.
These will be used later to determine corrective actions based on what was performed previously. The
combination of all codes will provide the extensive history of the equipment in a reportable and trackable
format.
Documentation
Documents may be linked to a notification if they add value to the assessment of the notification or the history
of what occurred, such as pictures of issues, change documentation, and other necessary information. These
may be added to the notification via the ‘Services for Object’ icon just above the icon tray .
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Attachments may be saved directly into SAP using the ‘Create Attachment’ option or stored as a link the actual
document on a shared drive with the ‘Create External Document (URL)’ option. Each has its own benefits and
drawbacks, therefore follow your company protocol for document attachments.
Note: The ‘Services for Objects’ button is only available when a notification number has been assigned. If early
number assignment, attachments can be added from the Create screen. Otherwise, the user will need to first
save the notification and then navigate to IW22 or IW28 to attach the files.
Reviewing Notifications
Reviewing corrective notifications is a thorough process where the reviewer (e.g. gatekeeper, approver, OMC,
supervisor) is responsible for verifying the validity and accuracy of the notification. Each notification should be
reviewed for proper detail, prioritization, and adherence to standards, as defined in the sections above. Any that
are incomplete, invalid, or duplicates should be edited, returned to the reporter, or rejected.
While validating the notification, the reviewer is responsible for verifying or determining the priority. The priority
is used for reporting, planning, and scheduling moving forward; therefore, it is important that all notifications
are prioritized appropriately. Consider the following when reviewing a notification:
- Is it a true emergency that needs to be handled immediately? If so, the priority should be set accordingly,
and the job should be approved and processed as per the emergency work process.
- If not, how urgent of an issue is it? To the best of the reviewer’s ability, the priority should be updated
on the notification if it was not entered appropriately.
Notifications may be searched and listed using various transactions depending on the desired report. The list of
notifications should be set up in a manner to provide all necessary information to avoid drilling into the
notification when possible. Standard notification reviews are commonly performed looking at the main header
information from the notification, therefore IW28 will provide sufficient information for reviews and approval,
however, this is not the only form of notification list editing available from SAP. Transactions for notification lists
include:
- IW28 – Notification Header

- IW64 – Notification Activities – Review and analyze corrective actions performed
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- IW66 – Notification Tasks – View open and completed tasks
- IW68 – Notification Items – Review damage and causes
Each list can provide a different perspective of the notifications, what happened, and what is still required.
Understanding what each list provides will help to better organize and interpret the information. The above
transactions are the “Change” transaction codes, but they are accompanied by display-only views. Typically, the
“Display” transaction codes are one number higher than the “Change” transaction code, e.g. IW28 is change and
IW29 is display.
Leveraging Statuses for Approvals

Status management drives where and how notifications are reviewed and maintained. Rather than reviewing
one large list of notifications, we can use these statuses to break the notification backlog into more manageable
sections. There are two different types of statuses to consider. The system status indicates what has taken place
in the workflow process, while the user status is used to communicate approvals or additional requirements.
These statuses are accessed and viewed via the ‘Status Detail’ icon at the top of the notification directly
under the short description.
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System statuses are set by the system based on user actions, and they indicate if the notification is outstanding,
in process, closed, or deleted. Additionally, the system status will identify a job that has outstanding tasks, if it
has a work order assigned, or if it has been printed.
Alternatively, user statuses are assigned directly by the user and are separated into two categories. Numbered
statuses allow users to denote the phase of the notification in the approval process. Only one of these may be
assigned at a time. Non-numbered statuses are appended to the numbered status, and multiple statuses can be
assigned simultaneously. These provide additional information about the notification, such as an MOC
requirement or that an engineering review is required.
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The person responsible for reviewing notifications can utilize these statuses to easily find new jobs that should
be reviewed. Users should set up a variant and layout that shows any outstanding notifications, organized in a
fashion so the most critical work is displayed first. Below is a list of suggestions for how to setup the variant
search criteria and how to display the data with a layout.
- Variant
o Notification Status (checkboxes): Outstanding (OSNO)
o If there are multiple reviewers, any field that defines the appropriate reviewer
▪ Planner Group, Work Center, Plant Section, etc.
o Notification Date: Make sure to clear these values from the selection to ensure that notifications
are not being overlooked
o Created On (Optional): a dynamic date can be set on the ‘Created on’ field to select notifications
that have been entered over the last day/week
- Layout
o Displayed Columns:
▪ Notification Type
▪ Description
▪ Functional Location/Equipment
▪ Priority
▪ Created by
▪ Created on
▪ Code texts (optional)
▪ Breakdown Indicator
▪ Who is responsible? (Work Center, Planner Group, etc.)
o Sort Criteria:
▪ Priority
▪ Created On
▪ ABC Indicator
Once a reviewer has verified if the notification is complete and accurate, statuses can be used to communicate
whether it is approved or rejected. If approved, the notification can be put in process using the ‘Put in Process’
icon. This will automatically update the system status to Notification In Process (NOPR). An “Approved” user
status may also be applied based on the company’s business process. Some sites also have a specific status for
“Break-in Approval” to ensure break-ins are being properly vetted.
If a notification is rejected (e.g. incomplete, inaccurate, or duplicate), the reviewer should assign the “Rejected”
user status and, if necessary, complete the notification via the ‘Complete’ icon . In addition, information
should be added to the long text to explain why it was rejected.
Generating Work Orders

As mentioned before, statuses can be used to easily see which notifications have been approved. Usually, either
the reviewer (gatekeeper, OMC, etc.) or the planner is responsible for creating work orders from approved
notifications. A variant/layout should be built to load any notifications that have been approved, organized by
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criticality. This variant/layout should be very similar to the one above, however the notification status should be
set to only select In Process (NOPR) notifications.
From this list, the ‘Generate Order’ icon can be used to create a new work order from a selected
notification. The user may also create a work order directly from the notification in IW22 by pressing the ‘Create’
button in the notification header. All information available from the notification will be carried over to the
work order automatically, including the short description, equipment and functional location, planner group,
work center, and priority. The user may choose to update any of these fields or make any other necessary
changes. For example, the short description should be changed to reflect the scope of the work to be performed
as opposed to the identified issue.
Handling Break-Ins
No matter how reliable and well-maintained a facility, break-in work will always occur. Each company and/or
facility will have its own matrices to determine what constitutes break-in work, as opposed to planned corrective
work. When dealing with break-in work, the issue should be mitigated immediately, and then a more long-term
solution should be devised. However, we still need to account for the work that has been done or the work that
will be required later.
Due to time constraints when dealing with break-ins, it may not be realistic for every job to go through the
standard planning process. To ensure the correct information is submitted, these jobs should go through an
approval and planning stage of some kind.
Utilizing Task Lists for Rapid Planning

Many break-ins are not isolated occurrences. Although we may not be able to predict what will happen or when,
we want to be as prepared as possible to handle the situation as swiftly as possible. Ideally, every job will have
some sort of plan, and we want to put as much information in to the system as possible. Task lists streamline
the planning process by providing a template that contains the job steps, hours, resources, components, etc.
Instead of planning a job from scratch, we only need to make minor adjustments as necessary. In addition to
lessening the amount of planning for regular corrective jobs, utilizing task lists allows us to address break-ins as
soon as possible, while still capturing quality data in the system.
If a task list exists that matches the job at hand, these may be applied to a work order directly from IW32 using
the menu path Extras > Task List Selection. There are three methods for selecting task lists.
- Direct Entry – Typically only used when the exact task list is known, as the user must input the task list
group and counter information, as well as selecting the reference object should they choose to apply a
functional location or equipment specific task list.
- To Reference Object – Pulls all functional location and equipment task lists associated with the reference
object assigned to the work order. If the reference object has a construction type, this will also look for
any general task lists with that assembly assignment.
- General Task List – These are general purpose task lists and may be based on assemblies, the object
structure, or all general task lists that may be used anywhere. The user must fill in the selection criteria
to search and apply the appropriate task lists if searching for all general task lists.
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When utilizing task lists for quick planning, there is a setting that allows the user to select only the necessary
operations from a task list. Under the menu path Extras > Settings > Default Values, the user may navigate to
the Control tab and denote ‘Operation selection’ in the Task List Transfer section.
Searching for Materials

In the case when we do not have a task list prepared, or the components are not included on the task list, we
may need to add materials to the order that are necessary to complete the job. To ensure we are finding the
proper materials and tracking their consumption in SAP, parts can be found using the Bill of Materials, accessing
the Material Where-Used list, or by a keyword search.
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Bill of Materials
The Bill of Materials (BOM) should contain all materials used on the equipment to completely rebuild it from
scratch. In the Components tab of the work order, a user can access the BOM by selecting the ‘List’ icon
at the bottom of the page. This will display all materials assigned to the BOM of the reference object on the work
order.
To add materials to the work order, expand all levels, hold the control key, and select the necessary components.
If some of the materials will be used on a separate operation, do not select them until selecting the appropriate
operation step. Transfer materials to the work order using the Choose icon in the icon tray. This will transfer
the quantities from the BOM, which can then be altered in the components list if necessary.
Material Where Used

The Material Where-Used list displays a list of materials that have been issued to the reference object on the
work order, as well as minimum and maximum withdrawn against it. Any materials that have been issued to this
equipment or functional location in the past will appear on this list. This may include items used for a previous
job, and any other items that may have been charged in the past regardless of use on the equipment. For this
reason, this list should not be regarded as an alternate for a true Bill of Materials, but instead as a reference if
the BOM does not contain the appropriate items yet. To access this list, select the ‘Material Where-Used’ icon
at the bottom of the Components tab in the work order.
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Material Shopping Cart (MSC)
If a required material is not listed on the Bill of Materials, the user will need to search for the material. The
standard SAP search help is available, however, the Prometheus Material Shopping Cart (MSC) will make
searching quicker and more intuitive. The user can perform a key word search through their material masters by
inputting criteria in the ‘Search’ field. MSC searches several fields, including Material Description, long text, PO
text, class characteristics, and manufacturer. The order in which search terms are entered does not matter. For
example, searching “4 inch graphite gasket” will return the same results as “gasket graphite 4 inch”. Wildcards
(*) are not necessary; simply type as if you were searching for a part online.
Users can access MSC via the icon at the top of the Components tab. Input the search criteria for finding
the desired components. From the returned list, double-click a material to add it to the cart in the top right.
Double-clicking a material in the cart will remove the material from the list. Multiple searches can be performed
in the MSC to find all necessary material prior to adding them to the work order. Add the materials to the work
order using the ‘Transfer’ icon.
Leveraging Mobile for Work Identification

Prometheus Mobile is designed to streamline data entry from the field by providing a simplified interface to the
end user to perform daily plant maintenance functions. Mobile allows the business to tailor the application to
the end user by configuring the home screen with role-specific functions. The screens can also be configured to
display the various fields and required entries based on the business processes. This allows the company to
standardize the data entered by the users when submitting notifications, work orders, etc.
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Entering Notifications
It is important that there is a clear standard as to what details need to be included when entering a notification.
With Prometheus Mobile, users can adhere to these standards because the role-specific screens allow them to
more easily understand the information that should be entered when submitting a notification. To submit a
notification using Mobile, select the ‘Create Notification’ button on the home screen. Each field displayed on
this screen has been set up according to user’s role in the maintenance process. There are a variety of field entry
options available including, but not limited to, dropdowns, free-text, barcodes, and checkboxes. The fields and
their entry methods will help shape and form the standards for submission, which will vastly improve the
consistency of data entered in SAP.
In addition to the various ways Mobile simplifies data entry, it also leverages inherent functionality of the device
to enhance the user experience. Users can leverage the camera functionality on the mobile device to attach
pictures to streamline the approval and planning processes because users do not have to rely on too little or too
much information entered in the long text. Mobile also utilizes the talk-to-text capability that comes standard
with most mobile devices to fill out text fields. These device and application functions allow users to more easily
adopt and accept Mobile as the new standard for data entry.
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Master Data Explorer
The ‘Master Data Explorer’ can also be used to submit notifications by accessing the functional location hierarchy
to select the technical object. To navigate the hierarchy, click the expandable folders or breadcrumbs, or use the
search bar to enter keyword searches to find the desired functional location or equipment.
Clicking on the text of an object will display the details of the object, as well as additional action items that can
be performed, such as creating a notification, viewing the order history, or accessing the BOM.
Reviewing Notifications
After identifying issues in the field, the ‘Notification Search’ button can be used to review these notifications
from the mobile device to verify and approve issues. To search for a list of notifications, Mobile provides users
with a simplified selection screen to enter search criteria. This is a huge advantage over many mobile competitors
that require exact criteria in SAP to be met to push the notifications to a mobile device. This search screen allows
users to dynamically choose the set of notifications dependent on their role in the business process.
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The left pane shows any variants that have been built. Just as in SAP, multiple search criteria can be defined to
filter the data pulled into the list. When reviewing notifications in the field, users can create or choose the variant
that defines the desired list of notifications. Whether by user status, system status, work center, planner group,
or any combination of these options, users can determine the necessary lists for the business processes, ensuring
these are aligned with SAP.
After executing the search, the search results are displayed in the ‘Notification Details’ screen. This screen has
the flexibility to meet the entry requirements for multiple roles within the identification and review processes.
Selecting a notification from the list will populate the details in the middle pane. Following the appropriate
business process, notifications can be approved or rejected, updated, put in process, or turned to a work order
from this screen.
Updates to notifications are performed by editing the fields, as well as by using the action items. Two critical
action items for notification updates are the ‘Notification Items’ and ‘Notification Activities’. These two actions
allow users to update codes for the object part, damage, causes, and activities to ensure the notifications have
the best quality data for tracking equipment history.
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Handling Break-Ins
In addition to the simplified notification screens, Mobile also can be used to streamline work order planning
when break-ins occur. From the ‘Notification Details’ screen, select the ‘Create Work Order’ action item. Mobile
displays the Header, Operations, and Components tabs, providing a simplified version of IW32. Users can also
import task lists to utilize the pre-planned job templates.
In addition to the quick access to the BOM from both the Operations and Components tabs, users can also access
the ‘Material Search’ function to find parts using the search logic of Material Shopping Cart in SAP.
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3 Resource Management
In order for the scheduler to build an accurate schedule, the resource availability in SAP should reflect the actual
working times of each craft. This section covers how we can update the resource availability to reflect the overall
capacity of the work center based on working times, as well as how to update the capacity of individual
resources.
Work Center Capacity

When using the Prometheus Scheduler, the Planning Board displays the capacity utilization and available
capacity of each work center based on the work required from each operation within the given period. The work
center capacity is managed by accessing the transactions IR02 or CR12. From IR02, select the Capacities tab,
then the ‘Capacity’ button at the bottom of the screen.
Once here, the user can manage the capacity settings based on the calendar, working times, breaks, and number
of resources in the work center.
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More about the fields
Intervals & Shifts

The Intervals and Shifts function in a work center allows users to define alternate capacities and working times
different than the standard available capacity. This method is used to define a short-term, planned fluctuation
in the standard capacity. While this can be updated on a regular basis, it is not required that the user enters this
section daily or even weekly in the event people call out last minute.
Users can set up multiple versions of the intervals and shifts, so the ‘Active version’ displayed on the Header
screen of the Work Center Capacity determines which interval and shift configuration the work center is using.
To create a new interval and shift, select the ‘Intervals and Shifts’ button on the toolbar. For this course, make
sure the ‘Active version’ of the work center is set to 1 – Normal available capacity.
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To create a new interval, select the ‘Insert Interval’ button . The ‘Version’ identifies the version of the
available capacity. Use the ‘Valid From/To’ fields to enter the date range of the interval. Intervals can be set in
1-day or 7-day cycles using the ‘Length of cycle’ field. The shifts within an interval are cyclical, meaning that they
will repeat based on the cycle within the given date range. For example, when a cycle of 1 is selected, the same
capacity will be applied to each work day in the date range. Alternatively, when a cycle of 7 is selected, the
individual capacities of each day will be applied to the work days in the date range. The number of shifts, work
days with respect to the factory calendar, and number of may also be updated at this point if they are known
and consistent, but default values will auto-populate. These values may be changed later.
Entering a value of 1 for the ‘Workdays’ overwrites the factory calendars to add work days to the schedule for
events such as shutdowns and outages. SAP and Prometheus Scheduler will both recognize these updates to the
‘Active Version’ to schedule work and display the available capacity accordingly.
After entering these fields, press enter to load the shifts based on the cycle and shift selections. The user will
now be able to define the start and end times, break lengths, and number of individuals for each shift. Over the
dates provided, input any adjustments to these capacities and settings that are necessary, including extended
working times or drop in personnel due to vacation.
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Adding Personnel
The overall resource availability can be managed through individual personnel assignments. Resources can be
assigned to the work center at the work center or work center capacity level. However, this is not directly
associated with the number of resources in the standard available capacity, so the user responsible for assigning
personnel should ensure the number and overall headcount match. To assign a resource, select the ‘HR
assignment’ button on the work center toolbar, then expand the work center folder and double-click
the ‘Person’ folder. Use the drop-down to search for personnel in the system, and make sure to update the start
date of the linkage period.
Managing Individual Capacities

When managing individual resources, it is important to know how to maintain the capacities for each of these
people. We know that everyone isn’t going to be there every working day of the year, therefore we must reflect
when they are working different schedules for any reason. Crew supervisors are generally the most well
acquainted with their crew’s availability and should be responsible for updating individual resource availability.
Note: If you are using HR schedules through standard SAP, then this section will not pertain to you. However, if
you are not using HR schedules or rely on HR Mini Masters, then this is how you will need to maintain your
personnel schedules.
Shift Updater
By default, when a resource is assigned to a work center, their working times are adopted from the work center’s
capacity, including working days, operating times, and breaks. Prometheus Shift Updater allows users to update
the availability for an individual. This is accessed via transaction code /PGPNL/SHIFT.
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To update a resource’s availability, select the necessary row(s) and click the ‘Edit Row’ button . For
example, if George is out for the week on vacation, select the lines for each shift that George will be absent.
Clear his shifts using the ‘Clear Shifts’ button and select the appropriate absence type from the drop-down. The
absence types can be set up to reflect the common absentee reasons, such as training, vacation, sick leave, etc.
The working times can also be modified as needed if an employee is working longer or shorter hours on a given
day.
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It is important to note when using the Shift Updater, scheduling work in SAP still abides by the working times of
the work center. This means that there are no intervals being built in the work center for the active version when
additional hours or working days are added. Therefore, the Intervals & Shifts functionality of the work center
should be used in conjunction with Shift Updater to assign a day as a working day or increase the working times.
Shift Sequences
Some facilities do not follow a 7-day, Monday-to-Sunday schedule in which the employees work the same shifts
on the same schedule. Prometheus Shift Sequences allows users to create multiple shifts that can change on a
day-to-day basis. This system is designed to let the users define the cycle, shifts, and timeframes, as well as
assign personnel to each shift. This is accessed via transaction code /PGP/SHIFT_SEQ.
As an example, consider a facility runs 4 crews on a rotating 14-day shift pattern. We have 2 crews, “A” crew
works days, “B” crew works nights, that come in for the first 14 days. They are replaced by “C” crew on days and
“D” crew on nights for the next 14 days. Working times are 6-6 with a 30-minute shift start meeting, a 30-minute
wrap up meeting, and an hour throughout the day for breaks and lunch.
Week 1 Week 2 Week 3 Week 3
Crew 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28
A D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12
B N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12
C D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12 D12
D N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12 N12
Start by marking down what we want the shift pattern to look like in the table below.
Crew Start Day End Day Start Time End Time Break
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To build this schedule, create a new sequence by clicking the ‘Insert Row’ icon .
The ‘Sequence’ is a four-character code given to the schedule, and it is accompanied by a short description of
the sequence. The ‘Cycle’ refers to the length of the entire pattern. Because we have two 14-day shifts, there
are 28 days to complete a full cycle. Although there are two shifts per day (day and night), we have four crews
with different shifts within the cycle. Therefore, assign 4 shifts to the sequence.
Press enter to create the shifts and enter the working times for each day of the shift.
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As a result, each shift has an assignment for the cycle, with start times, end times, and break times. On day one
of the cycle, A crew begins at 6:30 AM, working until 5:30 PM with one hour for breaks throughout the day,
much like work center capacity. Then B crew will work the exact same schedule on a 12-hour offset. C and D
crews shifts are off during this time. On day 15 of the cycle when the crews switch, C crew replaces A crew, and
D crew replaces B crew.
To assign personnel to the sequence, click the ‘Assign’ button and input the work center for
assignment.
Set the start and end dates for each of the shifts. To assign resources to their respective shifts, highlight the shift
in the list on the left, highlight the resources in the list on the right, then click the ‘Save Assignment’ button
on the toolbar.
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With the shifts assigned, we can see the resource assignments in Shift Updater. The availability will also be
reflected on the Planning Board in Scheduler.
Personnel Dispatching
Once the resource availability is set up correctly, the individuals can then be assigned to the tasks they will be
performing on the schedule. This is typically going to be done by the individual supervisors after the schedule
has been built and approved. When personnel are assigned accordingly, this can be used to look up an
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individual’s schedule in Scheduler or IW37N by searching for their associated personnel number. When
mobilizing a workforce, this is the most effective method to deliver work assignments to technicians, so they
know what they are working on and what needs to be submitted.
In IW32, resources are assigned in the Requirements Assignment tab of the operation. In the ‘Person’ column,
select the search help to view the list of personnel in the operation’s work center. Enter the work each person
will perform for this task.
On the Planning Board in Scheduler, the user will be able to drag and drop the employee’s capacity to assign a
resource to an operation. This will update the Requirements Assignment for the respective operation. The
Display Settings in Scheduler can be configured to display the assigned resource names next to the operations,
if desired.
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Resources can also be assigned using Mass Change, which can be done from both the List Edit and the Planning
Board. On the Operations tab, the user can assign resources in the ‘Personnel number’ field in the Requirements
section. This will assign the same person or persons (multi-select available) to the selected operations.
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4 Work Execution & Closeout
Once a schedule has been defined, the maintenance technicians will perform the work that has been marked as
scheduled. Again, dates and statuses will determine which jobs are available in their queue. Having predefined
searches assigned to their navigators with predefined variants and layouts will make sure they see the work they
need to execute, as well as making sure they see it the same way as the rest of the plant. The result is a consistent
view of the schedule across the plant and it ensures proper knowledge transfer from one person to the next.
An Intro to Prometheus Scheduler

Users will access Scheduler via transaction code /PGP/SCHEDULER. There are three key components that make
up Scheduler: The Selection Screen, the List Edit, and the Planning Board. Before getting into the advanced
planning practices, it is important to understand the basics of how Scheduler is set up and what drives it.
The Selection Screen

Like many transactions within SAP, Scheduler is a selection-based transaction that allows users to choose what
data they do or do not wish to see. The selection screen consists of different sections allowing for selections
based on Order level or Operation level fields. In addition, there are options that will allow the user to further
define how the planning board will be set up once we get to that point. There are three modules that can be
loaded into Scheduler: Project System, Plant Maintenance, and Maintenance Plans. For this course, we will be
focusing on the Plant Maintenance module.
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In practice, users will want to focus on key fields such as order types, user status inclusions, and system status
exclusions, along with any other criterion that fully defines the planning work load. Always make sure to note
the planning board settings for days in the future and past, as well as exclude unused work centers, as these are
settings that will help set up the planning board and increase usability. For the purposes of this training, we will
focus on the segregation of work via Planner Groups but keep focus on how you use this today and what you
can use moving forward. Additional criteria within the selection screen brings additional functionality for
scheduling purposes, but these will not commonly be necessary for a planner.
Building Great Scheduler Variants

Variants should be built for all different situations, such as backlog reviews, look-aheads, schedule reviews, and
updates. For each case, there are going to be different needs and therefore different search criteria. To build
the best variant the first time (or with minimal attempts), answer the following questions before ever beginning
to input anything into the selection criteria:
- What is my end goal with THIS variant? – Am I going to use this for planning or just reporting? What do
I expect to see in the end?
- What defines the work that I am looking for? – What do all of the operations I want to see have in
common? Is it that they all do have this flag or don’t have that one? Consider statuses, planner groups,
order types, date range, etc., and draw a figurative box around your orders with the selection criteria.
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- Am I going to be using the Planning Board or just the List Edit? – If the Planning Board is needed, what
settings do I need to include with the variant to make sure I get the most out of it?
- Are there any fields that need to change as I move forward? – Dynamic variants can help save time by
calculating and populating date fields without having to think about it.
Once these questions have been answered, the selection criteria should be simple to build out and save the
variant for later use after a quick test or two. Be sure to take advantage of advanced Variant capabilities, such
as multiple selections, exclusions, and Boolean operators, to get exactly what is needed out of each field.
The List Edit

Following suit, the list edit will display the results of the selection, with each line item representing an operation
line. As with any list edit within SAP, the displayed fields, sorts, and filters may all be managed through standard
layout management.
The key here is to focus on seeing enough information to give you what you need as a planner, but without
cluttering the screen with too much information. Not everything needs to be displayed at once. Depending on
what all you will be using Scheduler for, it may be appropriate to maintain multiple layouts since changing layouts
can significantly change the output of a list edit and the understanding of the data.
When it comes to sorting the data, it is important to focus on what the goal of the layout is. As with the visible
fields, the sort order will change based on who is using the report and how. For planning, focus on keeping the
order together as a whole by starting sorts with Order level information. The order will be planned as one full
job, so breaking apart the different steps of the order using operation level sorts too early may cause confusion
later. Suggestions would be to focus on the criteria and the prioritization of the jobs. For example, when looking
at a planning backlog of corrective work, perhaps first sort by Priority, ABC indicator, and then Age to see the
oldest and most important jobs at the top of the list. But perhaps when looking at PMs, we may want to sort by
order type and then by Order Basic Start Date, that way we have our PM’s organized by planned date. Due Date,
or Latest Acceptable Completion Date (LACD), is a field that Scheduler brings to the table based on the
notification or other calculated parameters. Depending on your business’s prioritization for planners, this may
be a sorting method to consider. After all order level sorts in any list edit, sorting by Order and then
Operation/Activity in ascending order will ensure all operation steps within a single work order are together and
in execution order.
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In addition to basic list editing skills, the Scheduler list edit provides a planner with tools to quickly update and
align many work orders with minimal effort. Features like Mass Change and Set Basic Time/Date allow planners
to quickly bring backlog work together to the current time, move work between user statuses, and manage any
number of fields necessary. Many options are also built into the List Edit for scheduling purposes as well, but
since this course is based on Planning we will not be focusing on those.
The Planning Board

The Planning Board is designed to give anyone who touches a work order pre-execution the chance to see what’s
happening and how. Here, the user can visualize the work order, or orders, from start to finish in a graphical
format and see the time span, the interaction, and capacity requirements.
The Planning Board is made up of four main quadrants. Clockwise, from the top left, we have: the Item Details
section, which displays the first 11 columns from the list edit page, sorted in the same fashion; the Gantt Chart,
which graphically displays the orders and operations based on their dates and horizontally aligned with their
respective details on the left; the Capacity Grid, which displays the capacity requirements for each period by
work center over the work center’s availability during that period; and the Resource List, which displays all work
centers assigned to the selected operations.
Planners and schedulers alike can find utility in the Planning Board, as it provides extensive functionality for both
use cases. For planning, the Planning Board provides the user with the ability to maintain planning of each
operation through single and mass updates, as well as manipulation of the job flow through relationship logic,
all while being able to visualize the flow of the job to ensure it’s being planned in execution style with realistic
expectations. Additionally, the different sections of the Planning Board consist of drill-in capabilities allowing for
quick access to work orders, work center details, and other reports.
Display Settings
It is important to set up the Planning Board in such a way that promotes your planning needs. Additional settings
are managed from the Display Settings icon on the toolbar. Settings include displaying details to the
left/right of the operation and order bars, adjusting the stoplight settings of the work center section, and
adjusting the scheduling granularity period between hourly, daily, and weekly views. While none of these
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settings are required, it’s often helpful to develop settings that will provide enough information to quickly glance
and see all necessary information with little effort.
Subsort Fields
Subsorts are a specific section of the Display Settings that can be used to generate powerful and dynamic reports.
These fields, found on the Subsort Fields tab of the Display Settings, allow the user to extract out exact text
groupings from any standard SAP field available in the Scheduler List Edit.
To set up this Subsort, select the desired field from the dropdown and enter the ‘Offset’ and ‘Length’, as well as
a description for this new field that will be displayed in the List Edit. A common use case for Subsorts is to pull
the plant area from the functional location mask. For example shown above, the functional location is set up
[Plant]-[Area]-[Unit]-[Module]-[Tag Number] with a mask AA-BBB-CCC-DDD-FFFFFF. We want to display only the
Area of the plant in our list so that we can organize and optimize the schedule. Select the ‘Functional Lcoation’
field, and enter an offset of 3 (number of characters in “AA-“) and length of 3 (number of characters we would
like to see). This will return the values that are in the “BBB” section of the functional location mask. The
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description “Plant Area” will be the name given to the new field in the List Edit, which can then be sorted and
grouped for more visibility.
Remember that Subsort fields are built in the Display Settings, viewed as a column/field in the Layout, and must
be called with the Display Settings field in the variant to view the column in the List Edit.
Viewing the Schedule

When displaying the schedule, keep in mind that different roles in the organization may want to look at the
schedule differently. For example, the schedule that is displayed in a weekly scheduling meeting should be
organized differently than the daily schedule given to the maintenance coordinators or supervisors. Therefore,
we should have several pre-built layouts that display the information according to the intended audience. This
will ensure the proper information is communicated and transferred from one person to the next, while
maintaining consistency across the plant.
When viewing the schedule for execution, we need to use a date range, as well as the “Scheduled” status, to
select the scheduled work for the week. Some common schedules include the weekly field schedule, today’s
schedule, Yesterday-Today-Tomorrow (YTT), and a two-day look ahead. When loading these schedules, we need
to set up dynamic dates. This will automatically update the date range in the variant based on the current day.
The ‘Scheduling Week Range’ field in the Scheduler selection screen allows us to pull the work in weekly
intervals. When we need to use alternate intervals for loading the schedule, we will use the ‘Scheduling Date
Range’ to apply the dates. This will load all work that falls within the date range, regardless of the order or
operation start/end dates.
To set up dynamic dates, leave the date range fields blank enter the necessary search criteria for the desired
schedule, then click the Save button. In the Save Variant screen, select the ‘Scheduling Date Range’ field and
input the following options for a YTT schedule.
Weekly Field Schedule

This view will display all the scheduled work for the week. We should first select the work in a “Scheduled”
status, and then apply the desired date range for the week. Keep the layout simple and limit the columns to
display only the pertinent information related to the job, such as what, when, and where. Below is a list of
suggestions for how to setup the variant search criteria and how to display the data with a layout.
- Variant:
o Display Settings: Built specifically for printing the Gantt chart
o Scheduling Week Range: Current Week (zero/blank)
▪ This field is already dynamic and does not need to be set up when saving the variant
o Planning Days in the Past: 1
o Phase: 2 (Released)
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o Order Type: PMs and Correctives
o Statuses:
▪ Order Level
• Include: Scheduled (5SCH), and In Progress (6PRG)
• Exclude: Confirmed (CNF)
▪ Operation Level
- Layout
o Displayed columns
▪ Order
▪ Operation
▪ Operation short text
▪ Work Center – this could also be displayed beside the operation bar on the Gantt chart
▪ Functional Location – this could also be displayed beside the order bar on the Gantt
chart
▪ Remaining Work
▪ Notes
o Sort Criteria
▪ Order Basic Start Date: Ascending
▪ Order: Ascending
▪ Operation/Activity: Ascending
- Display Settings
o Chart: Daily View
o Capacity: Turn off the ‘Show Capacities’
o Orders: Add ‘Order Text – Left/Right’ for the desired fields
o Operations: Add ‘Operation Text – Left/Right’ for the desired fields
▪ To view the assigned resources, select “Resource Total (Names)”
Schedule by Work Center/Area

This view will display the same work as the Weekly Field schedule, however, we will sort and group the work by
the work center or area of the plant. Other groupings can be applied as needed within your organization.
Tip: Start with the Weekly Field Schedule, then switch to a different layout to instantly print the next schedule
report. There is no need to rerun selections between prints.
- Variant:
o Apply the same data selection as listed in the Weekly Field Schedule
- Layout:
o Display the same fields listed in the Weekly Field Schedule
▪ Plant Area – Use the Subsort fields in Display Settings to add a column for Plant Area
▪ Total: Remaining Work
o Sort Criteria
▪ Work Center/Plant Area
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• Subtotal – Allows work to be grouped by the subtotaled field. When printing the
schedule, subtotaling on a field allows us to separate the work for each work
center on different pages using the “Page Break”
▪ Order Basic Start Date: Ascending
▪ Earliest Start Date: Ascending
- Display Settings
o Apply the same settings listed in the Weekly Field Schedule
o Subsort Fields – Set up a field for Plant Area
Updating the Schedule

As work is completed, it is important to update the schedule as it progress. Time confirmations should be entered
on a regular basis to keep the schedule up to date with the remaining work, and the daily scheduling meetings
should be used to acknowledge the work left to perform, along with any break-ins.
Daily Progress Updates

Schedule update meetings should be held daily to review the jobs/operations that were completed that day.
The schedule progress can also be updated throughout the day from Scheduler using the progress tracking
functionality, as well as using collective confirmations.
In addition to system-driven updates, such as confirmations and status changes, using the progress tracking
functionality in Scheduler allows the leads in the field to view the scheduled work, enter notes for updates, and
enter completion percentages or update remaining work in the same view as the schedule. Updates are instantly
submitted to the system and to the scheduler without having to rely on phone calls or lines at the office door
before the daily update meeting.
The scheduler can load the schedule for the daily scheduling meeting, which can be performed directly in the
system as everyone reviews the different sections of the schedule. The scheduler will drive as the various
members of the meeting update everyone on their progress and what they are looking at moving forward.
Setting up a defined schedule view for this meeting will reduce the need for paper hand-outs and help make
sure everyone is on the same page.
Collective Confirmations
Collective confirmations can also be used to quickly update the status of multiple jobs that have been completed.
Supervisors or coordinators should create a button on their Navigator to load the schedule. From the Scheduler
List Edit, highlight all operations that were completed, and use Mass Change to apply a “Field Complete” status
to the selected jobs. With these operations selected, we will also use collective confirmations to indicate
completion. Use the menu path Operation > Collective confirmation to access the transaction IW44 from
Scheduler for the selected operations.
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This method marks operations as complete by submitting a confirmation against the work order with zero actual
hours but marking them as having No Remaining Work (NRW). In the Collective Confirmation screen, select the
checkbox for ‘No Remaining Work’ in the Default Values section above the list. Then select all operations with
the ‘Select All’ icon and click the ‘Check Confirmations’ button . Individual confirmations can still be
entered against an operation when NRW is selected.
This auto-fills several of the fields based on what was planned in the work order. We want to zero-out the ‘Actual
Work’ because the technicians will be submitting this information in their individual confirmations. To delete
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the actual work for all operations, press CTRL+Y on the keyboard, place the crosshair in the top cell under ‘Act.
Work’ column, and click and drag to the bottom of the list. Press the delete button to clear out the work. Make
sure this information is correct, add any additional details that are necessary, and press the Save button .
To save time in the future, default values can be saved to auto-populate when operations are brought into the
confirmation screen. This means the next time operations are brought into the Collective Confirmation screen,
the NRW checkbox will already be selected. This is done by filling out the desired fields in the Default Values
section and pressing the ‘Save proposal’ icon .
Entering Actual Hours

Ideally, technicians should enter confirmations as each operation is completed to capture how long the job took,
when the work was done, and if it went according to plan. By inputting this information into SAP, a live version
of the schedule can be tracked to see what jobs have been completed and what needs to be moved to another
day. This data can also be used to track planning and scheduling accuracy and compliance. As jobs are completed,
the following items should be submitted in the time confirmation to communicate the status of the job:
- What order did I work on? Which task (operation) within the order did I perform?
- How long did I work on this job?
- Is this job complete? If not, how many hours are left?
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To enter confirmations and history, technicians should have a button on their Navigator to search for their jobs
that do not have a final confirmation entered. When using collective confirmations to update the schedule
progression, we can also leverage the NRW selection to help us find the jobs that need to have time entered.
Below is a list of suggestions for how to setup the variant and how to display the data with a layout.
- Variant:
o Scheduling Date Range: Today’s date (dynamic)
o Status:
▪ Order Level
• Include: Scheduled (5SCH), In Progress (6PRG), and Complete (7CMP)
▪ Operation Level
o Personnel Number for Split: Enter the user’s SAP personnel ID
• Layout:
o Displayed Columns
▪ Order
▪ Operation
▪ Operation short text
▪ Actual work
o Sort Criteria:
▪ Earliest start date: Ascending
Time confirmations can be entered by directly accessing the transaction IW41 and entering the order manually.
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Confirmations can also be entered by accessing IW41 through IW37N or Scheduler, where the order and
operation information is already populated based on the selected operations. From IW37N, select the
operation(s) from the list and click the ‘Individual confirmation’ button on the toolbar.
From Scheduler, use the menu path Operation > Individual Confirmation.
Either method will bring up the confirmation screen, with defaults brought over from the operation, including
work center, activity type, and work start. The reporter, typically the technician, is responsible for inputting all
correct information from the execution of the job.
- Work Center – Craft that performed the actual work

- Personnel Number – Personnel number of the person who performed the work
- Actual Work – Number of manhours spent on the task
- Activity Type – Activity code; defaulted from the operation
- Work Start – Date and time resource began the actual work.
o This is auto-filled from the planned ‘Earliest Start Date/Time’ of the operation or the end
date/time of previous confirmation, if one exists.
- Work End – Date and time the craft ended working on the job
o This is auto-filled from the time the user accessed the confirmation screen.
- Final Confirmation – Indicate the operation is complete and no work remains; if any work remains, this
should remain unchecked
- No Remaining Work – Indicates no further work is expected to be completed for the operation
- Remaining Work – Number of manhours remaining on the job, if any
- Reason Code – Indicates the reason for any deviation from the planned work
- Confirmation Text – Text field to enter any feedback
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After inputting all relevant information, verify and save the confirmation to charge the time to the operation.
Depending on the ‘Final Confirmation’ checkbox selection, the operation will have the system status Partially
Confirmed (PSNF) or Confirmed (CNF).
Notification History
As previously discussed at the beginning of the course, the equipment history exists completely on the
notification. After entering time confirmations, we need to go back to the notification and input any additional
information that we learned after performing the work. Capturing data such as the type of damage, the cause
of the issue, and the time at which the issue was resolved, will allow us to be better prepared if this issue were
to arise in the future. It will also allow reliability groups to perform as root-cause analyses and create failure
reports such as Mean Time to Failure (MTTF) and Mean Time to Repair (MTTR).
Once the notifications have been updated, we can pull a lot of equipment history information from the various
notification reports in SAP. These lists can be used to provide further details for Failure Mode Analysis (FMEA).
• IW64 – Notification Activities – Review and analyze corrective actions performed

• IW66 – Notification Tasks – View open and completed tasks
• IW68 – Notification Items – Review damage and causes
• /PROGROUP/NHR – Notification History Report – Review all notification codes in a single list edit,
analyze cost breakdowns, and report long text details for full history from the notifications. This was
previously a part of Prometheus Unity for PM but is now a standalone report from Prometheus Group.
Since each of these lists can generate a different output or way to understand the results, it is important to know
what each will provide and how these can be incorporated into business practices. Utilize these tabular reports
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to dive into the details of the equipment and better understand the overall history to improve planning and
maintenance strategies.
Technical Completion
After all operations are final confirmed (CNF), any necessary statuses are applied (e.g. 7CMP – Complete), and
the history has been updated on the notification, the order can be marked as Technically Completed (TECO). This
status is used to close out the job and indicate as complete system-wide.
Supervisors should set up a button on their Navigator to view all jobs that have been Final Confirmed (CNF). This
report can be used to easily TECO orders after verifying that the jobs are complete that all data has been entered
completely and correctly. Below is a list of suggestions for how to setup the variant search criteria and how to
display the data with a layout.
- Variant:
o Statuses:
▪ Order Level: include Confirmed (CNF)
o DO NOT SELECT BY DATES
- Displayed Fields:
o Order
o Operation
o Operation Short Text
o Work Center
o Work
o Actual Work
o Earliest Start/Finish Dates
o Actual Start/Finish Dates
o Notes
- Sort Criteria
o Order Actual Finish Date – Ascending
o Order – Ascending
o Operation/Activity – Ascending
If all data has been entered, the Supervisor can TECO the order from Scheduler using Mass Change to update
the system status. From IW32 in the work order, select the ‘Complete (Technically)’ icon .
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Once selected, the user will be prompted to input a posting date for when to indicate the job as complete,
defaulted to current time, as well as notification completion details if available.
If the notification has not already been completed, the user can update the malfunction times, damage and
cause codes, and update any notification dates as necessary before confirming the TECO. These should all be
completed before completing the order and the notification, such as indicating exactly when the malfunction
was over (when all invasive work was complete) and indicating when the job was signed off in the Reference
Date. After confirming all entries and hitting the Continue icon in the bottom right of the dialog box, the user
will need to save using the standard Save icon to update the order and notification appropriately.
Leveraging Mobile for Execution

Many sites have trouble distributing work to technicians and getting information updates in a timely manner.
The best way to get live updates is through workforce mobilization, so technicians can input this data as soon as
work is completed.
Job Queue
The ‘Job Queue’ is used to view the list of operations for execution in Mobile. The ‘Job Queue’ only loads orders
that have been released, and it also excludes any work that has a final confirmation (CNF) or has been technically
completed (TECO). This allows business processes to remain unchanged but establishes consistency in the
scheduling and work assignment process will optimize how individuals access their work list. From the ‘Job
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Queue’ search, a user can search for their assigned work based on the current date, creating a dynamic search
for their job queue every day.
Confirmations
The action items in the ‘Job Queue’ give technicians the ability to view digital copies of supplemental documents,
view components assigned to the operation, or submit time entries directly from the operation. The time entry
action is one of the more crucial actions for execution feedback. To enter time confirmations in Mobile, select
the ‘Enter Time’ action item. The screenshot below shows a time entry method that reflects IW41. Some of these
fields will have defaulted values from the order as well as from the user’s personal settings, like personnel
number. Mobile allows for not only manual time entry but can also calculate time through the stopwatch button.
The stopwatch can run in the background while other actions are performed against the work order to provide
accurate time details and improve the feedback to SAP. As technicians enter this information during a shift,
schedulers can more proactively reschedule work orders or find opportunity work for when technicians are
ahead of schedule.
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5 Reporting & Backlog Management
Once processes around entering data have been established, it is important to make sure we are capturing the
proper information, keeping the backlog clean, and that no work is falling through the cracks. Some of the
reports that we have built in the previous sections should be ran by a supervisor on a regular basis to ensure
these things are happening. The “Entering Time” variant can be used to find any jobs that have been done, but
do not have actual hours, or need to be Final Confirmed. The “Technical Completion” variant can be used to find
any jobs that have been Final Confirmed and need to be technically completed. In addition to these reports, we
should also be checking to make sure there is no work that is scheduled in the past.
After work has been completed, it is important to remember this data still exists. Reviewing notifications and
work orders allow decisions to be made moving forward, ranging from how to plan the next job, to replacing
versus repairing problematic equipment, and maintaining maintenance plans long term. The various Notification
reports within SAP should be taken into consideration when performing root-cause analysis, failure reports, and
more.
In addition to reading the historical data, the planned versus actual comparison of the work orders to
confirmations will allow us to identify areas of improvement for scheduling practices and execution.
Confirmations may be listed via transaction IW47 and this information provides the data to track reports such
as Man Hour Compliance, the percentage of Scheduled vs Reactive work, as well as viewing the Finish Date
Compliance. This information can also be made available via the Scheduler list edits using planned and actual
information per operation. This will lead to better planning, as well as letting the organization know how much
work you can accomplish in a week.
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6 Your Plan
In conclusion, we have looked at the different strategies for data entry, work execution and documentation, and
reporting for the maintenance process. On the first day, you stated your goals for this course and what you
wanted to expand on within the next year. Now it is time to put that into action. What are you going to do
moving forward to enhance your scheduling and execution strategy? In the space below, state your plan with
the following milestones: Next week, six months, and two years.
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7 Appendix
Useful SAP settings
Accessing SAP Options
The SAP Options allow you to manage various settings that can enhance your SAP experience. The SAP options
section can be accessed either from the SAP logon pad or within a live SAP session.
• SAP Logon Pad:

Use the SAP Icon in the top left corner of the logon pad and select Options.
• From within a live SAP session:

When logged into SAP, you can use the Customize Local Layout button at the end of the SAP icon tray at
the very top of the screen and selection Options. This option will only manage local settings to this SAP
environment, so if you use multiple environments, you should use the SAP Logon Pad one.
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Disabling Security for SAP File Downloads
Especially when using Prometheus print functions, it can be useful to have SAP automatically allow the transfer
of data out of SAP to your local computer. This is done through the Security settings and updating the security
configuration
From within the security configuration, change the default action to Allow and press Apply at the bottom of the
screen.
Show Keys within Dropdown Lists

In many cases, the values visible in an SAP dropdown are not the values visible in a list edit, such as priority. For
this reason, turning on the keys within dropdown lists is a great way to have this right in front of you. This is
available under the Visualization 1 section of Interaction Design. Just select the box to show keys within
dropdown lists and apply.
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Turning off Sound
Many folks do not like the chirping and dinging sounds in SAP, therefore these can be deactivated under the
Sound Settings by unchecking the Activate audio signal box.
Visual Design
Under visual design, the user has many options to change how SAP looks this includes the following:
• Change font style and size
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• Change the Color of SAP screens
• Change the theme of SAP, which updates the icons and feel of SAP
Maintain User Profile

Every SAP User can maintain their User Profile using transaction SU3 or by using the menu path System > User
Profile > Own Data. There are three tabs that the user can maintain, Address, Defaults and Parameters.
Use the Defaults tab to set your preferred Decimal Notation, Date Format and Time Format using the available
drop-down lists. Here you can also determine how SAP prints to your default printer, as well as your time zone.
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The Parameters tab is used to set some defaults for SAP. PIDs can be searched from here or found in the technical
documentation of an SAP input field by placing your cursor in the field, pressing F1, and then clicking the icon
for Technical Details. The Parameter ID and required output can then be applied to this section.
Accessing Transactions
SAP is governed strictly by transaction codes that dictate what you can do and where. To perform a function,
you must access the proper transaction code. There are three different ways to access a transaction code within
SAP: the Easy Access menu path, Favorites Lists, and Manual Entry.
Easy Access Menu Path

Any SAP transaction may be accessed through the SAP Easy Access menu path. These are set up in a folder-style
format where the user will expand out the necessary groups to navigate to the desired transaction based on the
functions and parent grouping.
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Favorites List
The favorites list allows users to collect a personalized list of transaction codes for later use. These can be added
from the SAP menu or directly to the list using the transaction code. These may be logically grouped into custom
folders or listed out by themselves at the user’s discretion
Options for adding a Favorite from the SAP menu path after locating the function:
1. Select the function and click on the “Add to Favorites” button, , in the icon tray. This will add the
function to the favorites list and display the folder path.
2. Select the desired function and drag it to the favorites list. This will allow the user to place the favorite
into an exact location, including any sub-folders created in the favorites list.
Options for adding a Favorite directly to the list using the transaction codes
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1. Using the menu path Favorites > Insert Transaction, the user may input the transaction code they want
to add to the favorites list. This can also be used to insert a new sub-folder to the favorites list for
organization using the Insert Folder option.
2. Right-click on the Favorites menu and select Insert Transaction. You must then input the desired
transaction code. This method can also be used to insert a new sub-folder or insert a transaction into a
sub-folder.
Manual Entry
Users may manually enter known transaction codes into the Command field in the top-left of the SAP screen at
any time. Depending on the desired action and current location, the following options will allow the user to
navigate as desired.
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From the Easy Access screen, the user may directly enter the desired transaction code into the Command field
and press enter. They will be taken immediately to the desired transaction.
If the user is not currently in the Easy Access page, they may still access transactions by first typing one of the
following commands before the transaction code:
1. /n – This command will end the current transaction and direct the user to the new desired transaction.
This method will end the current transaction completely and will not save. Make sure there are no
unsaved changes before using this function.
Note: This is also required for all transaction in a non-standard SAP namespace, including from the easy
access page, such as the Prometheus transactions with the /PROGROUP or /PGPNL namespace.
2. /o – This command will create a new SAP session and direct the user to the transaction code desired.
This will keep the current session active and allow the user to use both simultaneously.
Selection Screens
Many SAP transactions are designed to run various reports. However, to generate the desired report, the user
will need to first fill out the selection screen based on the desired information. This is where users must explicitly
tell SAP what they are, or are not, wanting to see, such as notifications types, plant codes, and work centers.
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Selection Criteria
The selection screen lists all fields relevant to the report. The user will need to input the criterion that defines
the data set they wish to see as explicitly as possible. This includes Plant codes, planner groups, work centers,
dates, etc. that completely define what the user is looking for. Users can select single entries, define ranges, and
exclude values, based on the desired output.
Multiple Selections
Multiple selections allow users to define multiple criteria for the same selection field to piece together a search.
This is used if there are multiple exact options that a user wants, but a range would pull in unwanted criteria, or
if there is a large range desired, but only a few exceptions that can be explicitly excluded. Press the Multiple
Selection icon, , to the right of the field desired to fill in the desired criteria.
Use the different tabs to choose between selecting single values and ranges or exclude them. After all entries
have been made in the multiple selection, the Copy button, , will store these values into the selection and
the Multiple Selection icon will light up green to indicate it is Active, .
Boolean Selections
Boolean selections allow users to input greater than, less than, or equal to, as well as all positive and negative
variations of these. These are often useful for date range selections and finding blank values.
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Create a Boolean search by double-clicking on the desired selection field or in the multiple selection “Select
Single Values” tabs. These may only be used for single selections and are not available for ranges. The selected
operator will appear to the left of the input field once selected.
Search Helps
SAP provides search helps in most fields. These provide the user with the ability to search and find the
appropriate entry for a selection field or an entry field in forms, such as notifications and work orders. Each
search helps is unique to the field being used, but most will provide basic selection options to choose the relevant
entries.
A search help is accessed by pressing the white Search Help icon, , on the right side of the selected field. This
will open a new dialog box that will allow the user to search for appropriate entries or provide a specific list of
possible entries based on the type of field and the possible values. Two potential options are displayed below:
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Personal Lists
For search helps, the user may only need a few of the many possibilities on a regular basis. This is where the
user may choose to employ a personal list to limit the amount of options available. Personal lists allow the user
to define the common entries that they will use, and this abbreviated list will be provided to them from that
point forward when selecting the search help. These are commonly used for search helps with extensive options,
such as Dimensions and Statuses.
To add entries to a personal list, select the desired entry and press the Add to Personal List icon, , in the icon
tray at the top of the dialog box.
After an entry is made, the user may go to the personal list via the Personal List icon, , to see the entries.
From this point forward, this list will be displayed by default when using the search help.
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If the user ever desires to return to the full list of options, the Global List icon, , may be selected from the
icon tray. The user will then be able to select any other options or add them to the personal list for later use
following the same method above.
Wild Cards
Wild cards are used as place holders in SAP searches and filters to allow SAP to find all applicable entries. Wild
cards are placed before, in the middle of, or after selection inputs as place holders. There are two different types
of wild cards:
- * (Asterisk) – This style of wild card is an “any or none” wild card, meaning SAP will search for any
number of characters, including none, in its place.
- + (Plus sign) – This wild card is used to indicate exactly one character, including a space, that will be in
its place.
Wild cards may be used as selection or filter criteria at any point. Users may use multiple wild cards in the same
selection or filter if desired, such as before and after a string of characters, or also multiple inclusions in the
middle. These are effective for searches and filters based on fields like statuses or descriptions.
Saving a Selection Variant

Selection criteria may be saved for later use to avoid repeatedly filling in search criteria. This is done by saving a
variant from the selection screen. Variants are saved after the user has filled in the desired selection criteria by
pressing the Save button at top of the page, or using the menu path Goto > Variants > Save as variant…
The user will now be faced with a new screen to save the selection as a variant. The following fields must be
filled in to successfully save the variant:
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- Variant Name - This is what the variant will be saved as and is limited to 14 characters. This should
follow a standard convention for ease of searching and finding later. A variant name is unique to the
transaction; therefore, a name may only be used once per transaction.
- Description - This is a description of what the variant represents and is slightly longer than the variant
name at a 30-character limit. This should be used to tell any user what the variant is searching for or
what the report will provide.
Once complete, the user will want to press the Save button at the top of the screen to save the variant for later
use. If the variant name already exists, the system will ask you if you would like to overwrite the variant. Only
do this if this is your variant or if you intend to change the original.
Protecting Variants
Variants may be protected from being overwritten by other users by selecting the “Protect Variant” checkbox in
the save variant screen. The user who saved the variant will still be able to maintain the variant later, but other
users will not be able to overwrite it.
User-Default Variant
Users can define a user-default variant for any transaction with a selection screen such that this variant is
automatically called when the user runs the transaction code. These variants follow the U_(SAP Username)
naming convention. For example, if John Smith’s username is JSMITH his user-default variant is U_JSMITH. When
he then runs the transaction code, this selection variant will automatically load the saved criteria into the fields.
A user may have one user-default variant per transaction code.
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Dynamic Variants
Variants may be created with rolling dates based on when the variant is run. This allows users to set a moving
timeline, but always look at the same window of days without having to overwrite the date fields. These are
created in the Save Variant screen in the bottom half of the page.
To create a dynamic variant, first locate the desired field in the screen objects list.
Once located, use the check boxes to select “Save Field without Values” to make sure SAP always calculates this
field.
Next, scroll to the column Selection Variable, and in the corresponding cell use the drop-down to select Dynamic
Variable.
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Once selected, the Name of Variable column will allow the user to select the exactly how the dates are going to
be set.
Use the options from the dropdown list to select the rules for the calculation. SAP will then prompt to enter any
values necessary for the selection, such as giving values for “Current Date +/- ??? Days” for a single date, or
setting the “From” and “To” dates for comma separated options.
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Press the save button to store this dynamic selection against the saved variant.
Finding a variant
In the event the user is not using a user-default variant, other variants may be located using “Get Variant…” icon,
, located next to the execute button, or using the menu path Goto > Variants > Get… The user will then be
able to search for a saved variant based on the variant name, the creator, or other criteria.
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List Editing
List edit reports are the output of an executed selection. The list edit can be set to show as much or as little
detail as necessary for the report, as well as sort, filter, and total to generate different types of reports. The same
exact data set can be used to generate multiple reports based on the layout.
Managing a Layout
The layout (also known as a Display Variant) can be managed and adjusted as much as necessary by adding and
removing fields, organizing the data in a new format, or creating filters and totals. These actions may be
performed directly from the list edit as one-offs or all at once using the “Current…” icon, . The following
actions may be performed:
Add, Remove, and Organize Fields

From the change layout screen, the first tab allows the user to add, remove, or organize fields displayed in the
list edit. The left side represents the visible columns and the vertical order in the list matches the left to right
order in the list edit screen. The right side of the screen lists all of the columns not currently visible in the list
edit.
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Clicking on the “Column Name” header at the top of the column set on the right side will sort the fields
alphabetically to make browsing easier. To add a field to the list edit, locate and select the field from the left
side and press the Left Arrow “Show Selected Field” icon in between the two lists to add this to the displayed
column list.
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Double-clicking the fields or selecting and then dragging and dropping the fields into position on the left side are
also acceptable methods of adding to the displayed column list.
Fields in the displayed column list may be removed by selecting the field and hitting the Right Arrow “Hide
Selected Field” icon, , in between the two lists. Like adding fields, fields can also be removed using the double-
click or drag-and-drop method.
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Fields may also be reorganized directly from this screen by selecting the field in the displayed columns list on
the left and using the up and down arrows to organize them. The double-up arrows will move the field to the
top or bottom of the list as per the direction they point, while the single arrows will only move it one position.
Selecting a field and then dragging and dropping can also be used to reorganize.
Sort Order
The second tab of the Change Layout screen allows the user to set up the way in which the data is sorted within
the list edit. The user will select fields to sort by from the column set on the right, move them over to the left
side, and then choose ascending or descending order.
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Multiple sorts will create a sort hierarchy, meaning that the list will first be sorted by the first listed criteria, then
the second, and then the third and so on. This allows the user to set up the data set exactly the way they would
like to see it for prioritization, by area, or by any other means necessary. Also the sorted fields do not have to be
visible in the list edit in order to sort to take place, though this may cause potential confusion if it is not visible.
Total and Subtotal

Numeric fields may be used to create totals as long as their total gives value to the report. This would be fields
such as work, duration, or downtime that would allow totaling, while other numeric fields like dates or order
number would not add value if totaled. Fields that may be totaled are indicated in the Displayed columns list by
a checkbox under the summation symbol, , which is only visible if a total-able field was already within the
list.
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The total will be displayed at the bottom of the list edit by default. The user may choose to change this to the
top of the list using the Display tab of the change layout screen and selecting “Display totals lines above the
entries”.
Multiple fields may be totaled at the same time. If a field is added to the list that the user would like to total, but
the Summation column is not visible in the change layout screen, press the Green check, “Transfer”, button in
the bottom right corner to add the fields, and then go back to the Change layout screen and it should now be
visible. Additionally, fields may be totaled directly from the list edit by selecting the desired field and pressing
the “Display Sum” icon, , in the icon tray. This icon will only be visible if there is a field within the layout that
will accept the total.
After a total has been made, the subtotal feature becomes available from the list edit and from the Sort Order
tab of the change layout screen. This acts like a sort, only it also breaks the totals down into the groups as well,
grouping the criteria together, such as work by work center.
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Like Sort Order, the Subtotals may also be set up in a hierarchy format, and are based on sorting and grouping
the data set. Subtotal adds the additional ability to collapse sections of the list edit by the groups and see a high-
level overview of the data before expanding and viewing further.
Filter
In addition to changing the way the records are viewed in the list edit, the user may also choose to omit portions
of the data as per the desired report using filters. The Filter tab of the Change Layout screen will allow the user
to select fields from the column set and set positive or negative filters. Create filters by selecting the field in the
column set and adding it to the Filter Criteria on the left.
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To set the filter criteria, select the filter icon, , in the bottom right corner and a small selection screen with
just the filter fields will be displayed. Enter all necessary filter criteria here and press the green check. The filters
will be applied to the layout.
By default, any selections added to a filter are positive filters, meaning only records that meet these criteria will
be displayed. The multiple selection and Boolean operations are also valid for Filtering.
Filters may also be added to the list edit directly by selecting one or more columns to filter and pressing the
Filter icon, , in the icon tray.
Saving Layouts
Layouts may be saved at any time for later use or to be applied to the selection variant via the Save icon, , in
the bottom right of the Change Layout screen or from the list edit using the menu path Settings > Display Variants
> Save as Variant. There are two fields that will need to be filled in to save the layout:
- Save Layout – This is the name that SAP saves the layout as and is limited to 12 characters. This is the
field used to search for a layout or call one from a selection variant.
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- Name – This is the description of the layout, such as particular sorts/filters being employed, and is
limited to 40 characters.
Much like variants, layouts are unique to the transaction itself and do not cross over transaction codes. Layouts
may be set as Global or User-Specific. If a global layout is desired, the name must begin with “/”, but if a user-
specific is desired do not use the /, and instead check the box below the description for “User-specific”. The
users may choose to make their own layout their default, though, by selecting the “Default Setting” checkbox
before hitting the green check to save.
User Statuses
Below are the statuses being used for this PGU Course and what they represent. These are suggested statuses
based on typical business requirements. Everyone’s statuses may be slightly different, but the ideas are the
same.
Notification User Statuses
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Numbered Statuses
Numbered statuses are used to depict the approval phase of the Notification. Only one of the numbered statuses
may be selected at any time.
• AWAP: Awaiting Approval – The default status of the notification, indicating that approval is required
before it can move on.
• RJCT: Rejected – The notification has been rejected by the review process. This is typically coupled
with notes in the long text for why it was rejected, as well as closing or deleting the notification.
• APPR: Approved – The Notification has been approved by the review process and is ready to be passed
along for planning.
Non-Numbered Statuses
Non-numbered statuses represent additional key information, but are not specific to a particular phase. These
may be added and removed as needed, and as many can be selected at once as necessary.
• ENG: Engineering Required – Engineering will need to review the notification and develop any
modification, documentation, or other requirements for the job before it is turned into a work order
and planned per engineering requirements. Typically coupled with Engineering Tasks to be performed
and completed in the Tasks tab.
• INFO: Need More Information – More information is required from the person who reported the
notification before any approval can take place. The reviewer may want to document any comments
or requested info in the Long text to inform the user what needs to be updated for final review.
• MOC: MOC Required – Management of Change process must be performed and documented before
the notification may be turned into a work order and planned as per MOC requirements. Generally
coupled with MOC Tasks to be performed and completed in the Tasks tab.
Order User Statuses
Numbered Statuses
Numbered statuses are set to depict the planning/scheduling phase of the work order. Only one of the numbered
statuses may be selected at any time.
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• 1NEW: New Order – This indicates that the work order has been created but is sitting in the planner’s
backlog waiting planning.
• 2PIP: Planning in Progress – This status indicates that the planner is currently working on planning the
job. This status should be set as soon as the planner begins working on it, including starting the walk-
down process.
• 3PCP: Planning Complete – The planner has finished with all planning functions and the order is now
moved to the backlog to approval, review, and ranking. This will also be used to represent ready work,
depending on material availability.
• 4RSC: Ready to Schedule – The order has been approved and selected from the backlog to be placed
on an upcoming schedule. Only jobs that are being or about to be actively scheduled should have this
status.
• 5SCH: Scheduled – The order has been set within the schedule for execution based on requirements,
availability, and approval.
• 6PRG: In Progress – The work is currently under way. Typically set by the tech or supervisor when the
technicians go out to start the job and remains as long as the job is being actively worked. Necessary
for jobs that span multiple days or weeks.
• 7CMP: Complete – The field has performed the work and indicating that all physical work for the
entire work order has been performed, i.e. Field Complete. Only final recording and sign-off should
remain when this status is set.
Non-Numbered Statuses
Non-numbered statuses represent additional key information, but are not specific to a particular planning or
scheduling phase. These may be added and removed as needed, and as many can be selected at once as
necessary.
• BRKA: Break-in Approved – Leadership approval of a break-in job, typically coupled with authorization
requirements to ensure only leadership can make the decision.
• APPR: Approved – The work order has been approved by the appropriate approver level and is ready
for release and scheduling.
• CANC: Work Cancelled – Work order has been cancelled for any additional effort. Originally approved
as a notification, but otherwise cancelled later. Listed as non-numbered status to preserve at what
phase of the process it was cancelled.
• HOLD: On Hold – General hold for any criteria that would cause a job to be postponed indefinitely for
any reason not listed in other statuses.
• WMAT: Waiting for Materials – Some of the materials required for the job have not arrived yet or are
not currently available.
• ENGR: Engineering Required – Indicates any point where a job is on hold until an Engineer can review,
modify, or document something on an order after the order is already in planning or beyond.
• MOCR: MOC Required – The job is on hold until the proper Management of Change process is
completed after the work order is already in planning or beyond.
• PRTA: PRT Assigned – Indicates a Production Resource Tool has been added to the job to alert those
who are printing or executing to be aware of these additional requirements that may be hard to find.
This may also be added to the operation to indicate exactly which line carries the PRT.
Page | 83
• RWRK: Rework (Or Replan) – Indication that a job is being sent back either for the planner to rework
the job plan or the craft to revisit the job after an attempt was made to complete the task originally,
depending on the process. Typically, a combination of the two scenarios.
• TAAP: Turnaround Scope Approved – Status indicating that a work order has been approved for
Turnaround/Outage scope. Coupled with an authorization that will only allow assignment by a person
authorized by the business to approved TA scope.
Work Centers
For this course, users will have access to their own work centers that they may use or modify as desired. These
are based on the last two digits of your planner group number, therefore you can replace the “##” in the below
list with your last two digits, e.g. planner group S01 would use Civil work center 01-CIVIL.
##-CIVIL – Civil Crew ##-CONT – Contract Services

##-ELEC – Electricians ##-INST – Instrument Techs
##-MECH – Mechanics ##-OPS – Operations
##-PIPE – Pipe Fitters ##-SCAFF – Scaffold Builders
Page | 84
Copyright © 2018 by Prometheus Group
All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by
any means, including photocopying, recording, or other electronic or mechanical methods, without the prior
written permission of Prometheus Group.
Page | 85

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PM 103: Work Identification and

Execution with SAP & Prometheus

- Has this happened before? If so, what did we do then?

Describe the Issue

Select the Object

Malfunction and Breakdown

Items and Codes

- IW28 – Notification Header

Leveraging Statuses for Approvals

Generating Work Orders

Utilizing Task Lists for Rapid Planning

Searching for Materials

Material Where Used

Leveraging Mobile for Work Identification

Work Center Capacity

Intervals & Shifts

Managing Individual Capacities

An Intro to Prometheus Scheduler

The Selection Screen

Building Great Scheduler Variants

The List Edit

The Planning Board

Viewing the Schedule

Weekly Field Schedule

Schedule by Work Center/Area

Updating the Schedule

Daily Progress Updates

Entering Actual Hours

- Work Center – Craft that performed the actual work

• IW64 – Notification Activities – Review and analyze corrective actions performed

Leveraging Mobile for Execution

• SAP Logon Pad:

• From within a live SAP session:

Show Keys within Dropdown Lists

• Change font style and size

Maintain User Profile

Easy Access Menu Path

Saving a Selection Variant

Add, Remove, and Organize Fields

Total and Subtotal

Notification User Statuses

Order User Statuses

##-CIVIL – Civil Crew ##-CONT – Contract Services

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