SAP R/3 Plant Maintenance

IBM Global Services India, Business Consulting Services
SAP R/3 Plant Maintenance

– Make Track
Business Blueprint Workshop
Date : 31st August 2007

Venue : SJR iPark Whitefield Bangalore
deeper
© 2003 IBM Corporation

Updated May 2003
Agenda
1000 AM to 1100 AM –Project Update & Overview of Plant Maintenance

Module of SAP R/3
1100 AM to 1115 AM – Coffee Break
1115 AM to 1230 AM – Plant Maintenance Master Data 1
1230 AM to 0130 PM – Lunch
0130 PM to 0200 PM– Plant Maintenance Master Data 2
0200 PM to 0300 PM –Preventive maintenance Planning & Counters
0300 PM to 0315 PM - Tea Break
0315 PM to 0600 PM –Maintenance Processes :- Notifications, Orders & Reports
2 © 2007 IBM Corporation

Implementation Team Overview

& Current Project Plan Update
deeper

Updated May 2003
Implementation Team Overview
Implementation Track Business Process Functions

Designing the process for Production Plan generation to the manufacturing units ( Own , 3p and 2p ) &
transferring to R/3
Designing for the Dispatch Plan generation to the manufacturing units ( Own , 3p and 2p ) &
APO Planning - DP , SNP & PPDS & TPVS transferring to R/3
Designing the process for converting the Production Plan into Process order ( Own , 3p and 2p ) &
also PP related R/3 Masters ( BOM, Master recipe and Resource )
Designing the process for Material Slip generation, Production Order Booking ( Confirmation ) and
Batch generation - ( own , 3p and 2p )
Make Track - PP Designing the process for Rework and Repack. Month end closing of orders
Designing the process for Incoming Inspection ( Own , 3p and 2p ) & also QM Related masters ( Insp
Characteristics , Plan and others )
Designing the process for In process Inspection ( Own & Aqua gel, Big 3p )
Designing the process for Final Inspection ( Own & Aqua gel, Big 3p ) . Calibration of Instruments in
Make Track - QM Own units. Recurring Inspection.
Designing the process for Preventive Maintenance ( Own Units )
Designing the process for Breakdown Maintenance ( Own Units )
Make Track - PM Designing the Masters for the Plant maintenance Process
Tea Track Designing the process for TBU, CBU and Down stream Factories

Implementation Team Overview - contd
Implementation Track Business Process Functions
Designing the process for Goods Issue, Goods Receipt, Month end inventory and Excise related
Factory Commercial process along with Stock transfer processes
Sourcing Designing the procurement related activities
MRP Designing the MRP related processes
Costing Designing the Costing related process
Financials Designing the Finance related process

Project Plan Update
▪ As-Is Preparation - April 2007
▪ Business Blueprint ( To Be Design Document ) - May to August 2007
▪ Realization Phase ( Configuration & Development ) - Sep to Nov 2007
▪ Testing Phase ( Unit Test, Integration Test 1 & 2 ) - Nov to Jan 2008
▪ User Acceptance test ( UAT ) - Mid Jan to Feb 2008
▪ Final preparation activity - Feb 2008
▪ Pilot Go-live at first factory - March 2008

SAP Plant Maintenance
SD FI
Sales & Financial
Distribution Accounting
MM CO
Materials
Controlling
Mgmt.
PP AM
Production
Planning
PM Fixed Assets
Mgmt.
QM Plant Maintenance PS
Quality Project
Management System
HR WF
Human Workflow
Resources

▪ Major sub-functions:
- Equipment and spares tracking
- Maintenance work management
- Preventive maintenance planning
- Maintenance information analysis (PM-IS)
- Measurements & Counters

▪ Equipment and spares tracking

- Functional Location data
- Equipment data
- Bills of Material
- Equipment Tasklists (Standard jobs)
- Functional/Location Tasklists
- General Tasklists

▪ Maintenance Work Management

- creation of maintenance orders
- planning
- scheduling
- release
- confirmation
- settlement
- completion

Process Flow in PM
PM Planning PM Requirements /
Direct order
PM Organization (Maintenance and Notifications
creation
inspection releases) (Malfunction
Plants reports)
PM Planner
Work Centers
(Workshops) PM Orders
Capacities
Resources
Material Internal External
Services Services
PM Objects
Functional
Locations Completion
Information
Equipment
Assemblies
PM History
Downtimes
Costs ....

Basic Steps in Maintenance Processing
Plant PM Planning PM Workshop

2 4
3 5
Malfunction, error Requesting a Order
Request maintenance Creating the order
Planning the task Execution
Activity Task
who material issue
1
when, for how long procuring PRTs
PM Notification what steps work steps
what account assignment
when resources
where
techn. information 7
Completion
breakdown Techn. information 6
breakdown Completion
causes confirmation
objects affected
activities
8 Completion
PM History

Definition of a Maintenance Notification
for describing the condition of a maintenance object

and the malfunction in particular
Malfunction report
for describing a maintenance activity that has already

been performed - purely technical documentation
Activity report
for requesting a maintenance activity/task
Maintenance Request

▪ Types of Maintenance Orders

- Preventive maintenance orders released by PM schedules at due
dates
- Planned orders arising from maintenance notifications
(malfunctions and work requests)
- Unplanned orders created if immediate action is required
- Standing (blanket) work orders

▪ Maintenance orders detailed description

- technical objects
- operations and sub-operations
- internal resources
- material list
- external resources
- schedule dates
- order header

Maintenance Order Functions
Capacity planning Materials

Operations BOM
Work centers Task list
Object list Costs
Planning External
Objects
processing
Shop papers
Material issue
Purchase orders
Execution
Goods receipt
Invoice receipt
Completion confirmation
Cost center
Asset
Settlement
Project
Order

Planning & Scheduling
Material Stock
Reservations Requisition
Availability to Purch. Order
Notifications
Purchase
Requisitions
Schedule the
Create Release the Work Order
Work Orders Planned Work Order
Work Order 1. Manual
2. Automatic
Emergency Special Special

Demand Tools Instructions
Delivery Schedule
Capacity of Material/Services
PP/ PM Demand Safety Material
(Labor) Considerations Reservations

Maintenance Catalogs
Catalogs for
Object component Cause of damage Task
Damage Activity
Catalog structure: Example:
Damage
Catalog catalog
Mechanical
Code group
malfunction
Code
Code 010 Corrosion
020 Breakage
030
.. Tear
..
. .

▪ Preventive Maintenance Planning

- Time based maintenance strategies
- Performance/Counter based strategies
- Maintenance Task Lists (Standard jobs)
- Preventive Maintenance Plans
- Maintenance Order Scheduling

Elements in Maintenance Planning
Maintenance
Maintenance Plan Maintenance Order
Strategy
MAINTENANCE MAINTENANCE SCHEDULED

STRATEGY SCHEDULE CALLS
MAINTENANCE
PACKAGES:
-Time based MAINTENANCE MAINTENANCE
-Performance based ITEMS ORDERS
- Counter based
-FUNCT LOCATIONS
-EQUIPMENT
-ASSEMBLIES
ACTIVITIES:
- Equipment Task List
- Function Loc. T. List
- General Task List

Maintenance Task List Structure
Strategy, maintenance planning

Task list header group, work center, equipment
Work center, description, time,

Operation control key, external processing
data, maintenance packages
Operation, time, work center,

Sub-operation description, control key
Quantity, BOM item,

Material item category, quantity unit
Maintenance
Quantity, category
resources
Maintenance
Allocation of maintenance packages
packages

▪ Maintenance information analysis

- Equipment breakdown data
- Maintenance costs data
- Like equipment analysis
- MTBF / MTTR

Integration
Planned
Requirement PM SD
MM Customer
MRP Order
Requirement
on component Planned
Shipping
level Order
Purchase
B/d Maint.
Order Invoicing
Order
Goods
Receipt Account
Receivable
Work
completed
Invoice
Verification FI
FI Order
Settlement CO
Accounts
Payable

PM Integration Points With Other Modules
▪ Materials Management
- Spare Parts Catalog
- Material Reservations
- Procurement of Direct Material
- Procurement of External Services
▪ Production Planning
- Availability of Machine Work Centers
- Production Resources and Tools
▪ Cost Accounting
- Cost Centers
- Internal Activity Allocation
- Order Settlement

▪ Project System
- Maintenance Projects
- Maintenance Budget
▪ Financial Accounting
- G/L Standard Chart of Accounts
- Invoice Receipt
▪ Asset Accounting
- Tangible Assets
- Acquisition Value
- Residual Book Value

▪ Human Resources
- Work Time Entry
- Personnel Availability
- Qualifications
▪ Sales and Distribution
- Maintenance of External Devices
▪ Quality Management
- Maintenance of Test Equipment

Integration with Human Resources
▪ Manpower availability and capacity planning

- provides availability data of individual maintenance person
- provides an overview of maintenance work load
- supports scheduling of maintenance work based on crew availability
▪ Time reporting and labor costs
- provides actual hours worked on maintenance orders from employee
time reporting
- provides accurate, actual labor costs to maintenance orders
▪ Skills and qualifications
- forms labor pools based on employee skill levels
- enables the matching of employee qualifications and maintenance
work requirements(skill level required)

Integration with Financial/Controlling
▪ Cost Center Accounting

- organizes equipment maintenance costs according to plant hierarchy
- allocates maintenance cost to internal cost centers upon order
settlement
▪ General Ledger
- associates maintenance costs with the general ledger accounts
▪ Accounts Payable
- provides maintenance orders with invoice costs for external services
and material purchases

Integration with Materials Management
▪ Maintenance Spares Inventory

- provides catalog data to equipment bill of material (BOM)
- manages maintenance spares inventory data
▪ Material Reservations
- reserves spare parts for maintenance orders based on required dates
- provides automatic reordering of spare parts
▪ External Services Procurement
- manages the procurement of external materials and services for
maintenance orders
▪ Costing
- provides material cost estimates to maintenance orders
- provides actual material cost based on consumption

Integration with Project System
▪ Maintenance Budget
- organizes maintenance orders and track costs for capital budgeting
purposes
▪ Project Scheduling
- provides the functionality to track and schedule maintenance orders
as elements of a project

Integration with Asset Management
▪ Asset Acquisitions
- records acquisition details of equipments
▪ Declining Balance
- provides the functionality to track the depreciation value of
equipments

PM Master Data
Cost
Equipment People
Vendor Parts
Notifications
Maintenance Orders Supplies
Plants
Special Tools
Repair Steps
Factory Locations
Calendar

SAP Plant Maintenance - Benefits
Key Benefits
▪ Provides up to date cost figures for better maintenance decision making
▪ Real time information flows between PM and other systems
▪ No software interfaces between plant maintenance (PM) system and
other systems such as human resources, purchasing, payables, and
payroll etc.
▪ Eliminates the need to pull data from difference systems for reporting
purposes
▪ Lower software maintenance cost
▪ Lower software implementation cost

Benefits - Routine Maintenance
Key Benefits
Equipment Hierarchy in place with details of sub-assemblies and spares catalogue in
place
Capture of B/D information at source and usage of the same memo to capture down time
and technical details
Auto generation of purchase requisitions for non stock spares, service requisitions for
external services and reservations for stock spare parts
Recording of all Maintenance related activities in the shift

Benefits - Preventive Maintenance
Key Benefits
Automated fine-tuning of the maintenance schedule based on the actual run-hours capture
Automated generation of Maintenance order on a predefined call horizon to facilitate
planning process
Automatic check of spares availability and On-line information availability of spares stock
information in all factories
On-line information on status of service requisitions

Benefits - Maintenance Execution & Monitoring
Key Benefits
Tracking the progress or completion of the jobs and actual time taken vis-à-vis planned
time and the actual person on the job
Capturing of the abnormal observations in the daily checklists / during maintenance
Spare parts return system for accurate machine wise cost tracking
Major Sub-assembly movement and life tracking

Chapter 2 Overview
◼System Structures
◼Master Data
◼PM Organizational Structures

PM Scope & Unity Fitment
▪ Scope Details has been discussed to go as per unity model

Perspectives in Structuring Systems
Functional
Object-related
System structure
Accounting
Technical

Technical Object Master Data
Network
Reference locations
Equipment
Functional locations Bills of material
Classes
for functional for equipment
locations
Assemblies Spares
Structuring Technical Systems and Equipment
FunctLocation
FunctLocation
hierarchy
FunctLocation
Installed
equipment
Equipment
Equipment
hierarchy
Equipment
Equipment
BOM
Assembly
Assembly
BOM
Spare

Organizational Structures for PM

General organizational units
Client e.g. company
Plant e.g. production sites
Storage location e.g. spares storage
Location-related organizational units

Maintenance plant e.g. plant with technical system
Location e.g. area, buildings
Company area e.g. production area,

production engineer
Planning-related organization units

Planning plant e.g. plant for maint. planning
PM planner groups e.g. foreman, work preparation
PM work centers e.g. mechanics, electricians

Cross-plant Maintenance Processing
Location Planning Execution
Plant 0002 Plant 0001 Plant 0004
Planning Workshop 1
Maintenance maintenance
requirements tasks
Workshop 2
Plant 0003 Material stock Workshop 3
Maintenance
requirements

Organizational Levels for Settlement of Maint. Tasks
Client
Controlling area Chart of accounts Asset company code
001
0001 0002
Company code
Plant

Chapter 3 Functional Locations & Reference

Locations
◼General Information
◼Structure
◼Data Contents
◼Maintenance Functions
◼Evaluations

Structuring Systems by Functional Location
Maintenance task

Criteria for Structuring Functional Locations
location
technical
functional

Hierarchical Location Structures
Example 1 Example 2
Plant 0001
Asset C1
Asset 0001-S01 Area C1-M
Sub-area C1-M01
Sub-area 0001-S01-11 Function C1-M01-2
Sub-function C1-M01-2-A
Functional unit 0001-S01-11-M10 Item C1-M01-2-A-4

Structuring Rules
Example 1 XXXX-XNN-NN-XNN
Example 2 AN-ANN-N-X-X
Key:
A=alphabetic
N=numerical
X=alphanumerical

Representing an Operational Systems Structure
Using Functional Locations
C1
Clarification
C1-M plant C1-B
Mechanical Biological
purification purification
C1-M01 C1-M02 C1-B01 C1-B02

Oil/fat Pumping Filtering
Sand trap trap station station
C1-M01-1 C1-M01-2 C1-M01-3

Sand
C1-M02-1 C1-M02-2 C1-M02-3 C1-B01-1 C1-B01-2 C1-B02-1 C1-B02-2
Fat Filter
Reservoir Ventilator dredger Reservoir Ventilator dredger Pump 1 Pump 2 Ventilator cell
C1-B02-1A C1-B02-1B C1-B02-2A C1-B02-2B C1-B02-2C

Filtrate
Valve 1 Valve 2 Inlet layer Outlet
C1-B02-2A/1 C1-B02-2A/2 C1-B02-2C/1 C1-B02-2C/2

Valve 1 Valve 2 Valve 1 Valve 2

Reference Functional Locations
Structure indicator XXXX XNN NN XNN
Reference R000
functional locations A10
01
02
P01
A20
P02
Functional locations N300

N200 A10
01
A10 A10
N100 01 01 02
A10 A20 P01
01 02 02
A20 P01
P01
P02
A20
02
P01
P02
P02
A20
P02

Contents of a Functional Location
Functional location
master record
Location data
PM data
Multilingual texts
Equipment usage
Classification
Documents

Contents of a Reference Functional Location
Reference functional location

master record
PM Data
Multilingual texts
Classification
Documents

Creating Functional Locations and Reference
Locations
Create Create
reference location functional location
with reference with reference with reference

without without
to reference to functional to reference
reference reference
location location location

Data Transfer
Reference locations Functional locations

Structuring data
Structuring data
Planning data
Planning data
Location data
AcctAssignment data
Individual
Data transfer from entry of
reference location data
Hierarchic Hierarchic
data transfer data transfer
List Entry of Functional Location Structures
Create similar structure

Branch entered
previously
Z
FunctLocation with additional branch

ZA
Z
ZA1 ZA2
ZA ZB
ZA11 ZA12
ZA1 ZA2 ZB1 ZB2
ZA11 ZA12 ZB11 ZB12

Chapter 4 Equipment and Assemblies
◼Equipment Data Contents
◼Maintenance Functions
◼Evaluations
◼PM Assemblies

Equipment Management (I)
Equipment = technical system that is to be

maintained individually
production equipment means of transport

(pumps, motors..)
customer equipment
machinery
buildings, sites
test and measuring
equipment systems, parts of
systems
production resources/
tools (cranes, tools..)

Equipment Management (II)
to plan future maintenance tasks
to record the maintenance activities

performed on the object
to monitor individual costs
to maintain a technical object history
to record the usage periods

Equipment and Material
Material master record
Description:
MAN K4000
Quantity in stock:
10
Equipment
Description: HD-MR 999

Manufacturer: MAN
Category: K4000
Year of manufacture: 1991
HD-MR 999 HD-MR 127

Contents of an Equipment Master Record
Equipment master record

General data
Location data
PM data
Sales/distribution data
Multilingual texts
Internal note
Equipment usage
Classification
Documents

Creating a Piece of Equipment
Create equipment
with reference with reference

without reference to material
to equipment

Changing a Piece of Equipment
Equipment E1 Equipment E1
Location data Location data
Change
PM data PM data
Sales and distribution data Sales and distribution data
Equipment usage periods-

E1
from to Field1
Field2
01/01/95
09/30/9
5
10/01/95
63 12/31/9 © 2007 IBM Corporation
5
Assembly
Assembly
represents a component type

(e.g. brakes, drive...)
not tracked individually like
equipment
subdivides pieces of equipment from

structural perspective using bills of
material
can also be stock item
can be used for specification in:

maintenance notifications
maintenance orders
maintenance task lists
maintenance plans

Chapter 5 Managing Equipment at Functional

Locations
◼ Requirements
◼ Installation & Dismantling
◼ Evaluations

Requirements for Installation
Equipment
Functional
location
Equipment category
Installation of Individual
equip. allowed? installation? Installation at funct.
location allowed?

Installing/Dismantling Equipment from the
Functional Location Master Record
no Installation list
equipment manual entry n
installed of
equipment
Functional Equipment
location master record
master record
Dismantling list
equipment
equipment n
installed proposed by
the system

Installing/Dismantling Equipment from the
Equipment Master Record
Current
1 functional installed
location
Dismantle: x
Functional Equipment
location master record
master record
Install: x not
1 installed
New
functional
location

Equipment Status
System status User status
installed in production
. .
. .
. .
pre-defined freely definable

Status Changes
Technical object
System status +
User status
Status
profile
Transactions allowed

Equipment Hierarchies
Production
Functional locations
Installation
Rep. spares storage Equipment hierarchy

Equipment
Equipment
Configuration
Equipment of an equipment Equipment
hierarchy
Equipment Equipment

Example of an Equipment Hierarchy
Mobile crane Level 0

(Superior equipment)
Tractor unit Trailer Level 1

(Sub-equipment)
Crane jib Level 2

(Sub-equipment)
Hydraulics Level 3
(Sub-equipment)
Crane jib
Hydraulics
Trailer
Tractor unit

List Entry of Equipment Master Records
Entry of several pieces of equipment
With or without reference to existing master records

(equipment or material)
Internal or external number assignment
1 maintenance plant

Chapter 6 Maintenance Bills of Material
◼Control Parameters
◼Maintaining Bills of Material
◼Engg. Change Management

Maintenance Bill of Material
The maintenance BOM structures a piece of equipment from a maintenance

perspective with regard to its construction and the spares allocated to it
Level 0 Equipment
Level 1 Assembly Spare Assembly Level 1
Spare Spare
Level 2 Assembly Assembly
Spare Spare

BOM Categories
Material Material BOM

master record
Material
Equipment Equipment BOM

master record
Document Document BOM

info record

Direct/Indirect Allocation of Bills of Material to
Equipment
Direct allocation
Equipment
Equipment 417
BOM
BOM items
Indirect allocation
Equipment 147
Material
Equipment 352 Material
BOM
Equipment 753
BOM items

Using Bills of Material
Object for which

BOM is created
BOM for BOM for

usage 1 usage 2
Customizing
Indicator for Indicator for

item status item status
Application areas where the

relevant BOM is used

Bill of Material Validity
Bill of material Plant 0001

Plant 0002
Plant 0003
where valid
valid from ...to
when valid

Bill of Material Structure
BOM header
Texts
Quantity unit
Administrative data
General data
BOM item 0010 BOM item NNN
Item category ...

Item status ...
General data ...
Purchasing data
Sub-item 1 ... Sub-item N

Bill of Material
-item categories-
L Stock items
N Non-stock items
R Variable-sized items
Z Drawing items
T Text items
D Document item
I PM structure element

Engineering Change Management
with
history
1
without
history

Chapter 7 Maintenance Task Lists

Course overview
Task Lists in Regular

Plant Maintenance Maintenance
Basics Basics
(concept, types, structure) (aims, terms, structure)
Equipment task lists Maintenance strategies
General task lists Maintenance items

object list
Material components
Maintenance plans
Maintenance packages
Scheduling
Where-used lists (including graphics)
Maintenance plan calls

maintenance orders

Task Lists in Plant Maintenance
Sequence of individual maintenance activities

Execution at regular intervals
What ?
Simplified maintenance planning with repeated use
of operation sequences
Worksteps (operation)
Maintenance work centers

Contents ?
Times
Material components
Regular maintenance (servicing and inspection)
Usage ?
Ongoing maintenance (planned repairs)

Elements of a Maintenance Routing
Group ( IH Pumps )
Inspection
Function checks
Mechanical repairs
Maintenance task lists
Operations
Sub- operations
Material

Maintenance Task Lists
To standardize work flows
To plan maintenance orders more

Why? effectively
To create maintenance plans more

quickly

Task Lists in the SAP-System
Task Lists
Maintenance task lists

➔ F.Location task lists
➔ Equipment task lists
➔ General task lists
PP task lists
QS inspection plans
Network

PM Task List Groups
Groups
Motors: general overhead Mechanical repairs
Pumps: inspection group
Pumps: mechanical repairs
Counter
01 Maintenance
tasks when
damage x occurs
02 Maintenance
tasks when
damage x occurs

Material Components and Operations
BOM
PM Task List
Operation 10
Item 10
Operation 20 Sub-item 1
Sub-item 2
Item 20
Operation 30
Item 30
Sub-item 1
Operation 40 Sub-item 2
Sub-item 3

Maintenance Task List Types
E Equipment task list
T F.Location task list
A General task list

Maintenance Task List Structure
Strategy, maintenance planning

Task list header group, work center, equipment
Work center, description, time,

Operation control key, external processing
data, maintenance packages
Operation, time, work center,

Sub-operation description, control key
Quantity, BOM item,

Material item category, quantity unit
Maintenance
Quantity, category
resources
Maintenance
Allocation of maintenance packages
packages

Equipment Task List Default Values
Equipment
master record
Maintenance
task list
Short text
Planner group
BOM

Maintenance Task List - Number Assignment
GH 10
Group Counter 1st equipment
Equipment 395 01 task list created
task list
02
03
04
05
Internal number
200768 01 assignment
02
General
task list External number
WMH1 01 assignment
02

Operations
Internal Processing External Processing
➔ Control key: PM01 .... ➔ Control key: PM02 ....
➔ Contents: work center ➔ Contents: vendor

purchasing group
reference key
net price
length of work purchasing
operation duration organization
wage data info record

Maintenance Task Lists - User Data
Maintenance Task List 4711

Field key 2: Motor
Mech. Maintenance
Diesel Loco
Text (20) Connection method
Text (10) Mounting
User fields:
Quantity Power Field key 1
Drive type: Hydro pneumatic
Field key 1: Diesel Loco
Supply type: Side rod drive
Gage: 1435 mm
Text (20) Control system Traction power: 38 t
Text (10) Supply type Last official insp.: 01.10.1993
Quantity Gage
Value Traction power Use Pers.
Date Last official insp.
Check boxes Usage
Pers.

Maintenance Task Lists - Sub-Operations

Task List Group 4711 Diesel Engine Service
Op. Sub-op. Work Ctr. Description
0010 ME Steam-clean engine

0010 0010 EL Disconnect electrical
0010 0020 ME Clean engine
0010 0030 EL Reconnect electrical
0020 ME Clean fuel pump

0030 ME Change fuel filter
0040 ME Change oil

0040 0010 ME Remove oil drainage screw
0040 0020 ME Remove preliminary filter case
0040 0030 ME Change paper filter
0040 0040 ME Clean valve bonnet
0040 0050 ME Clean and replace screw
0040 0060 ME Refill oil
0050 ME Check oil level

Maintenance Task Lists - EC Management
Without With
change history change history
Change master
record

Maintenance Task Lists - List Editing Functions
Change list fields
Find text string
Sort list differently
Select from list
Deselect
Call up task list data

Maintenance Task Lists - Material Components
BOM
Assembly 1
Material 1 1
Material 2 BOM
Assembly 2
Assembly 2
General Task List
Material 3 Assembly 1
Material 4 Op. 0010
2 Op. 0020
Op. 0030
Op. 0040

Equipment Task Lists - Material Components
BOM
Equipment 1
Material 1 1
BOM
Material 2 Assembly 1
Assembly 1
Material 3 Equipment Task List
Equipment 1
Material 4
Op. 0010
Material 5
2 Op. 0020
Op. 0030
Op. 0040

Maintenance Task Lists - Reference
Existing general task New general task list /

list / equipment equipment task list
task list
Operation Operation
material material
maintenance resources maintenance resources
sub-operation sub-operation
Subsequent maintenance
of task list

Work Centers
Where - Used List Bulk Changes
➔ General task lists ➔ Replace work center
➔ Equipment task list ➔ Change default data

Chapter 8 : Regular Maintenance

Reasons for Regular Maintenance
Legal requirements
Customer requirements
( for example, automobile industry )
Reduction of system malfunctions
Reduction of system restart costs
Extension of system life
Increased productivity
Better capacity load control
Reduction of repair costs

Maintenance Plan Structure
Maintenance plan
Maintenance Maintenance Due date forecast
strategy schedule
03.04.94
03.06.94
03.08.94
Maintenance items
Maintenance orders
Maintenance
task list

Maintenance Plan - Object List and Operation List
Equipment
GH 123
Equipment
FunctLocation
GH 123
K1-A32-B5
Maintenance Plan
Equipment
Techn.
GH 123 Platz
Equipment
K1-A32-B5 Maintenance
EH001Platz
Techn.
Equipment schedule
K1-A32-B5
EH001 list 01
Object
Equipment
EH001 list 02
Object
Object list 03
Maintenance item 03
Operation list 03 Maintenance item 02
Operation list02
Maintenance item 01
Operation list 01
Change oil PM order 03

Drain oil
Change oil filter PM order 02
Renew oil Pm order 01

Maintenance Plan and Maintenance Strategy
Maintenance Plan
Strategy " STRATXY "
STRATXY
Package 1
every 2 weeks item
...
Package 2 ...
monthly
Package 3 Vorgangsliste
Operation List
half-yearly
Routine inspection
Package 4 Pressure check
every 2 years
General overhaul

Due Date Forecast
Package
Strategy
Scheduling
Maint.
plan
t
Start Call
date horizon
Call interval

Maintenance Strategies
Strategy A
P1 monthly
P2 half-yearly
P3 every 2 years

Package Sequence in a Maintenance Strategy
Strategy A Package 1
Package 2
Package 3
1 6 12 18 24

Maintenance Strategy Features
Time or performance-based unit
Key-date scheduling
annual calendar
factory calendar
Package start delay function (➔start offset )
Additional or replacement packages(➔hierarchy )
Shift factors and tolerances
Package interval specifications (➔float )
Opening period
Graphics
Where-used list

Scheduling Indicators
In the strategy and the maintenance plan
= scheduling on calendar year basis
1 = scheduling on key date basis
2 = scheduling on factory calendar basis

Hierarchy
Parameter in the maintenance strategy
Can be set for each maintenance package
P3
P2 P2 P2 same
P1 P1 P1 P1 P1 P1 hierarchy
(additional)
P3
P2 P2 increasing
P1 P1 P1 hierarchy
(replacement)

Scheduling Functions
Function Details Required

Date on which maintenance
Restart was to/is to begin
Start in cycle Last actual date

Last maintenance package
Schedule
Last actual date
Manual call
Next planned date
Reverse Maintenance package
to be performed
...

Graphic Scheduling Overview
What ?
➔ one or more maintenance items
➔ one or more maintenance plans
How ? ➔ daily
➔ weekly
➔ monthly
Form ? ➔ maintenance schedule overview

➔ capacity load

Scheduled Maintenance Orders
Maintenance Maintenance
Plan Items Maintenance Orders
Scheduling Objects
data Operations Order Order Order Order
Objects
Operations Order Order
Scheduling
forecast / Objects
history Operations
Order Order Order Order
Scheduling t

Operations in the Maintenance Order
Scheduled Maintenance Plan
Maintenance Item
Link to maintenance
task list
Operation Overview Maintenance Order Created
0001 Rinse pump out Maintenance package due: 1M

0020 Grease 1M 0020 Grease
030 Check seals
0040 Renew anti- corrosion 0040 Renew anti-corrosion

coating 1M coating
0050 Replace bearing race

Task Lists - Processing Functions l
Logistics Plant maintenance Maint task list
Maint.task lists Equipment task list Create
Change
Display
General task list Create
Change
Display
List editing Change
Display
Details Bulk changes Replace work center

Replace PRT
Standard text
Wk.center where-used
Evaluations Where-used list
PRT usage © 2007 IBM Corporation
119
Task Lists - Processing Functions II
Equipment/General Other task list

task list
Copy reference
Save
Change
Edit
New lines
Delete Select all
Select Deselect all

Task list overview
Goto
Operation overview
MatComp Overview
General view
Maint Package Overview
Administrative data
Object overview
Task list header Edit long text

Task List - Processing Functions III
Operation Internal processing
External processing
Edit long text SubOp Dates

Continue User data
Administrative data
Details Assembly selection Structure graphic
Structure list
Environment Display object
Options Profile

Maintenance Plans - Processing Functions

Logistics Plant maintenance Maintenance planned
Maintenance plans Create
Change
Display
Schedule Change
List editing Display
Maintenance items Create
Change
Display
List editing Change
Scheduling overview Display
Maint Strategies Maintain
Display
Graphic
Where-used list
Chapter 1 : Processing Maintenance Tasks

Basic Steps in Maintenance Processing
Plant PM Planning PM Workshop

2 4
3 5
Malfunction, error Requesting a Order
Request maintenance Creating the order
Task Planning the task Execution
Activity
who material issue
1
when, for how long procuring PRTs
PM Notification what steps work steps
what account assignment
when ressources
where
techn. information 7
Completion
breakdown Techn. information 6
breakdown Completion
confirmation
causes
objects affected
activities
8 Completion
PM History

Definition of a Maintenance Notification
for describing the condition of a maintenance object

and the malfunction in particular
Malfunction report
for describing a maintenance activity that has already

been performed - purely technical documentation
Activity report
for requesting a maintenance activity/task
Maintenance request

Structure of a Maintenance Notification

date/time/reported by
Notification description
PM object: functional location
equipment
assembly
location data
account assignment data
breakdown/availability data
damage location
Notification
Text damage
items
cause of damage
activity
Activities
performed by
Maintenance dates
tasks task description

Maintenance Notifications: Dates
Start End
Malfunction
information t
Notification techn. Check Completion

date
Notification dates
t
Des. Start Des. End

Desired dates
t
Reference date for Start of Notificat- end of Completion of

history Malfunction ion date malfunction notification

Maintenance Notification Screens

Administrative
info
Header data
Location Account
assignment Administrative
info
Item overview Item overview

Classification
Administrative
info
Task overview Task detail
Breakdown
System
availability
Date
overview
Statuses in Maintenance Notification
General status management
System status
User status
Selection of business transactions
allowed
System status in notifications
outstanding
in process
allocated to order
postponed
completed

Catalogs
Catalogs for
Object component Cause of damage Task
Damage Activity
Catalog structure: Example:
Damage
Catalog catalog
Code
Code- Mechanical
group malfunction
Code
Code 010 Corrosion
020 Breakage
030
.. Tear
..
. .

Allocation of Catalogs
to equipment functional locations notification types
Equipment Code group allocation Catalog allocation

Maintenance catalog
Maintenance catalog Usage PM
Code Catalog type

Functional location group
Maintenance catalog Damage: " "

Cause of damage: " "
Task: " "
Activity: " "
Notification type Object component: " "
Maintenance catalog
Maintenance notification
Priority in catalog allocation
1. Equipment
2. Functional location
3. Notification type
Printing Maintenance Notifications
Form types: notification overview

activity report
breakdown report
Scope: complete printout

selected items
Print modus: online

update program
Print view
Status "Printed"
Print control: by Notification type

by user
by plant
by planner group
print diversion

Putting a Maintenance Notification in Process
"outstanding"
Maintenance
"in process"

Creating a Maintenance Order
"outstanding"
Maintenance notification Maintenance order

"in process"

Postponing a Maintenance Notification
"outstanding"
"postponed"

Selecting Maintenance Notifications
Why ?
To find a particular maintenance notification

To process several maintenance notifications
at the same time
To reduce the volume of the planning list
Customizing
Selection conditions
Field selections
Functions
Sort according to different criteria
Select/delete a whole list
Different list fields
Graphic representation

Maintenance History
Equipment Funct. location PM Order PM

master record master record Notification
Costs
Materials
Operations
Usage time history Order history Findings history

Link between PM Notification and PM Order

Creation of an order on the basis of a notification
PM PM
notification order
Creation of an order and allocation of an notification

PM PM
notification order
Grouping notifications in one order

PM
notification
PM PM
notification order
PM
notification
Entry of technical findings

PM PM
order notification

Maintenance Order Functions

Capacity planning Materials
Operations BOM
Work centers Task list
Object list Costs
Planning External
Objects
processing
Shop papers
Material issue
Purchase orders
Execution
Goods receipt
Invoice receipt
Cost center
Asset
Settlement
Project
Order

Structure of the Maintenance Order

E.g. order type, dates, plant, primary object,
Order header priority, description, location data,
account assignment
Object list equipments (and assembly), functional

locations, maintenance Notification
E.g. work center, control key,
Operation description, standard time, activity
type, wage details
Sub-operation
E.g. quantity, unit, storage,
Material location, availability,
item category
Maintenance
resources
Settlement rule
Location/account
assignment
Costs

Object List
Object list
Malfunction report
Malfunction Report PM Order No.10000000222
No. 10000000222 Nr.100234
Equipment further
Reference object Reference object 06P4321 Allocat-
Equipment 05P1234 Equipment 05P1234 ions
Equipment
07P9876

Allocating PM Notifications to a PM Order by means of the

Object List
PM Order Object List PM Notifications

.
..
Primary object Allocated PM
PM notification
notifications
Operations
PM notification PM notification
Dates
PM notification PM notification
Resources

Operations / Sub-Operations
List of Operations
Operation Sub-Operation Work Center ... Description
0010 ME Oil change
0010 0010 ME-1 Drain oil
0010 0020 ME-1 Change oil filter
0010 0030 ME-1 Replace oil
0020 EL-1 Replace electrics
0020 0010 EL-1 Replace battery
0020 0020 EL-1 Measure cable diameter
0020 0030 EL-3 Replace bulb

Order Resources
Material Stock component Reservation

stock item Availability check
Purchased parts Non-stock-components Purchase

requisitions
Maintenance Maintenance resources Capacity load

resources
Internal labor Operation with Capacity

work center and time load
External labor External labor Purchase

requisitions

Cost Display in the Maintenance Order
PM Order Costs
Internal Processing
Op. 10: ME 3hrs. Internal processing: $300
Op. 20: EL 1hrs.
External Processing External processing : $75

Text
Op. 30: External 1hrs.
Stock material Stock material: $200

2 pcs. Material ABC
Non-stock-material Non-stock-material: $300

2 pcs. Material XYZ
Total: $875

Order Costs
Maintenance Order
Standard cost estimate

Planned costs
Actual costs
Actual costs
Internal Operation Capacity load Job-time confirmation
StockText
material Reservation Goods issue
Non-stock material Purchase Order Goods receipt/

Invoice receipt
External Operation Purchase Order Invoices
Planned values Actual costs

Open item + Open item -

Budget Control
Maintenance Projects
Project B294103
Budget control
Order Order Order Order
100712 100690 100693 100600
Project Project Project Project

B294103 B294103 B294103 B294103
Cost center Cost center Cost center Cost center

511 511 1511 1511
Settlement
Receiver Receiver
cost center cost center
511 1511
Scheduling
Requirements
Start/end dates and scheduling type

Control key
Scheduling data
Date parameter
Scheduling types
Current Start End
date date date
t
Forward scheduling:
Execution of
PM order
Backward scheduling:
Execution of
PM order
Current date scheduling:
Execution of
PM order

Releasing an Order
Reservation effective,
material issue possible
Shop papers can be printed
Completion confirmation possible
Goods movement possible

Maintenance Task Lists I

Types of Task Lists
Equipment task lists
General task lists
Structure of a Task List
Task list: Strategy

Planner group
Main work center
Operations: Internal
Text processing
standard values
performing work center
control data
External processing
vendor
delivery time
purchasing data

Maintenance Task Lists II
Task list groups

e.g. PM-Pumps
Maintenance/Inspection
Function check
Mechanical repairs
Task lists
Operations
Sub-operations
Material
Production resources/
tools

Task Lists in the Maintenance Order
PM Task Lists PM Order PM Order
Equip. Task Lists Gen. Task Lists Gen. Task Lists
- Equip. task list A

- Equip. task list B - Vorg. 10 ArbPI ME... individual - Op 10 WkCtr ME...
- Op. 10 WkCtr ME... changes
- Equip. task list C - Vorg. 20 ArbPI ME... planning - Op. 20 WkCtr
WkCtr VEH...
ME...
- Op. 20 WkCtr ME... and to
- Vorg. 30 ArbPI ME... - Op. 30 WkCtr
WkCtr VEH...
ME...
Gen. Task Lists - Op. 30 WkCtr ME... change task list
- Op. 40 WkCtr ME...

- Gen. Task list 1 additional
include - Op. 50 WkCtr EL... operations
- Gen. Task list 2
- Op. 60 WkCtr EL...
- Gen. Task list 3

External Procurement Processing in the PM Order
PM Order Purchasing Invoice

Allocation of Purchase
Verication
non-stock material requisition
Purchase order
Goods receipt
Invoice receipt
Purchase order
value
Cost of non-stock
materials
Difference between order value and invoice value

Printing Maintenance Orders
Shop papers: Operation control ticket

Job ticket
Pick list
Material issue slip
Time ticket
Completion confirmation slip
Function: Individually
For several orders at once
Print log
Original or copy
Print mode Online

Update program
Status "Printed"

Material Issue
Planned issue of material
Unplanned issue of material
Reversal

Completion Confirmation
=
of time required for job
+
Technical completion
confirmation

Completion Confirmation of Maintenance Orders

Technical Comple-
PM Order Object list tion Confirmation
Maintenance of -Sand dredger new

Clarification Plant notification Sand dredger
Time cleaned
required
- Reservoir
2h
- Pump 47
4h activities
→Notification: carried out Gasket
2h Operations
Leakage replaced
- Motor 148
Goods
movement →Notification:
Material Loss of
power
new item Additional work:

Settlement Account (additional, filter layer re-
assignment unplanned
maintenanc placed
e
tasks)
Job-Time Completion Confirmation
Entry Completion confirmation

Number Operation list
Scope Partial confirmation

Final confirmation
Types Normal confirmation

Standard confirmation
Cancellation option
Control by order type Automatic final confirmation

Allowed variants
Display of accounts log

Technical Completion Confirmation
Cause of Damage
Object damage locations Items
Maintenance tasks
Activities
Downtimes Time from/to

Downtime duration
System availability Before malfunction

After malfunction
After maintenance task
Defect classification

Technical Completion Confirmation

Techn. Completion
Confirmation
New activity report New activity report

created for the object 2000200
- System availability
PM Order
- Machine downtimes
...
Object list
- Equipment 05P1234 New activity report

New activity report 2000201
created for the object
- Funct. location K1-B01-1 - System availability
- Machine downtimes
...
- PM notification 2000199
New activity report
2000199
- System availability
Confirmation of the activities
- Machine downtimes
in the PM notification ...

Notification Order Technical Confirmation
Creation of
notification PM Order _
Additions to _
_ _
existing
_
_ _ _
_ Activities
notifications
Creation of order
Allocation of notification PM Order
PM
notifications _
Creation of _
_ _
_ _ _
additional _
_ Activities
notifications

External Processing
Why ?
capacity situation
specialist training required
cost comparison
How ?
control key

Representation of External Processing
External Company
External Work Center

Vendor Control Key e.g. PM02
Purchase requisition/
Capacity planning
Purchase order
Price according to Special costs records

info record for costing purposes

Scope of External Processing
Individual Operations
PM Order Purchase
requisition
Op. 10 PM02
Op. 20 PM01
Purchase
Sup-op. 20 10 PM01 requisition
Sub-op. 20 20 PM02
Op. 30 PM01
Complete Order
PM Order
Purchase
requisition
Op. 10 PM02

External Processing Flow
PM Order Actual costs

Job-time
Op. 10: Internal processing
confirmation
Op. 20: External processing Purchase
requisition
Purchase
order
Activity confirmation
Actual costs
Goods receipt
Invoice receipt

Type of Activity Settlement
Settlement on Wage Hour Basis
Number of hours
Price per hour
Settlement on Total Basis
1activity unit
Total price (“fixed price”)

Order Settlement - Receiver Category
Cost Center
Asset
Project
Order

Settling a PM Order
PM Order 100341
Reference Funct. location
object: C1-B01
Settlement
Cost center 511
Cost center 511
- PM Order
Text 100341Text $1200
Object list
- Equipment 05P1234
- Equipment A4321 -...
- Equipment WZ-12-01
Actual costs: $1200

Selecting PM Orders
Why ?
To find a particular order
To process several orders
To narrow down the planning list contents
Customizing
Selection conditions
Field selection
Functions
Sort differently
Select all the others
Other fields

Status Management
System status
Business transaction in the e.g. releasing

processing of the order locking
confirming
e.g. confirming
Business transaction with settling
reference to the order ordering
User status
Customizing

Creating a PM Order
Logistics Plant maintenance PM processing
Notifications Create (special) Malfunction report
Activity report
Maintenance request
Create (general)
List editing

PM Notification - Processing Functions I

PM notification Save
Functions Status
Put in process
Create order
Postpone
Complete
Print
Delete
Edit New lines Item
Activity
Task
Delete Item
Activity
Environment Display Funct. location Task
Display equipment
Display assembly
Display order
PM Notification - Processing Functions II

Go to Notification Notification
Long text
Item Overview
Detail
Item long text
Cause long text
Activity long text
Classification
Task Overview
Detail
Long text
System availability
Malfunction, Breakdown
Location data
Schedule overview
Back
PM Notification - Processing Functions III

Details Administrative data
Maintenance catalog
Malfunction start
Malfunction end
Reported by ...
Structure graphic
Reference object
Structure list
Equipment
Funct. loc.
Assembly
Assembly item Structure graphic

Structure list
Asset Selection
Additional specifications
Item Detail Code Structure list

Creating a PM Order
Order Create
Create notification

PM Order - Processing Functions I

PM Order Functions Release
Complete
Print
Scheduling
Save Determine costs
Go to Central header
Operation overview 1
Component overview 2
Object list
Cost overview
Logs Dates
Cost determination
Print
Header Location data
Settlement rule
Regular maintenance
Status
Long text
PM Order - Processing Functions II

Details Task list Select Equip Task List
Select Gen Task List
Reference object Structure graphic
Structure list
Assembly operation Structure graphic

1 Structure list
Operation Internal processing
External processing
Operation dates
Component allocation 2
Long text
Status
2 General data
Component
Variable Size Part data
Purchasing data
Text item
Check availability
Long text
Status Structure graphic
Component selection Structure list
Completion Confirmation
Compl. confirmation Order operations With Compl. Conf. No
With operation list
Display
Cancel
Order object list
Activity report

Prototype screen shots of R/3
deeper

Updated May 2003
Master Data : Equipment Master – General View

Master Data : Equipment Master – Location Data

Master Data : Equipment Master – Org. Data

Master Data : Work Center

Processing Data : Maintenance Notification 1

Processing Data : Maintenance Notification 2

Processing Data : Maintenance Order

Change Management
deeper

Updated May 2003
Change Management from SAP R/3 Plant maintenance
 Master Data Maintenance

 Functional Location & Equipment master has to be created for Model Plants & it has to be replicated to other
Manufacturing Units & Linkage of Asset Accounting to these Master Data.
 Necessary Work Centers has to be crated in SAP R/3 Which are Used in Plant maintenance
 Material Master to be created for all the materials that are applicable to BOM & Engineering spares
 Functional location/Equipment & General Task list has to be created .
 Functional location/Equipment BOM has to be created.
 Maintenance plans has to be created for Necessary Functional locations / equipments with suitable Strategy or
Counters
 Measuring Point & Counters has to be created for Applicable Machines( Technical Objects) .

Change Management
 Maintenance Process
 Creation of Maintenance notifications i.e maintenance request(M1), malfunction report(M2), Activity report(M3)
 Creation of Regular/Preventive/Modification Maintenance orders
 Definition of Various Maintenance activity Types & mapping of the same to Various maintenance orders
 Material & manpower planning for Maintenance Orders & Print Of shop Papers.
 Product line Change over Process mapping.
 Production Planning
 Production Resource blocking via maintenance order hence capacity can be locked for production as not available.
 Preventive Maintenance schedules are released from the system and hence capacities will be blocked from the planning run
perspective.

Reporting
deeper

Updated May 2003
Reports – Make
Details of Reports Required In SAP by Manufacturing Team
Track Name Report Name Frequency R3 or BIW
Make-PM Production BBOEE & OEE sheet Daily BIW
Make-PM Production:-Operating Plant Efficiency Daily BIW
Make-PM Maintenance:-Mean Time To Repair Daily BIW
Make-PM Downtime Report for :- Factory/Lines & Across the factory Daily BIW
Make-PM Availability Report for :- Factory/Lines & Across the factory Daily BIW
Make-PM Performance Report (PE) for :- Factory/Lines & Across the factory Daily BIW
Make-PM Budget V/s Actual for :- Factory/Lines & Across the factory Daily BIW
Make-PM Utility Cost for :- Factory/Lines & Across the factory Daily BIW
Make-PM List of Top “n” Breakdowns for :- Factory/Lines & Across the factory Daily BIW /R/3
Make-PM Maintenance:-Mean Time Between Failure Daily BIW
Make-PM List of Pending PR/PO/Material Delivery Status etc w.r.t. maintenance Orders Daily BIW
Make-PM List of Pending /in process/Completed Maint. Notifications for Factory/Across Factory Daily/Any time BIW /R3
Make-PM List of Pending /in process/Completed Maint. orders for Factory/Across Factory Daily/Any time BIW /R3
Make-PM List of Material consumed in Maint. orders for Factory/Across Factory Daily/Any time BIW /R3

Master Data Template
deeper

Updated May 2003
Action Points
Master data collection

Thank You
deeper

Updated May 2003

SAP R/3 Plant Maintenance - Make Track Business Blueprint Workshop

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IBM Global Services India, Business Consulting Services

Date : 31st August 2007

© 2003 IBM Corporation

1000 AM to 1100 AM –Project Update & Overview of Plant Maintenance

2 © 2007 IBM Corporation

Implementation Team Overview

© 2003 IBM Corporation

Implementation Team Overview

Implementation Track Business Process Functions

Designing the process for Preventive Maintenance ( Own Units )

Designing the process for Breakdown Maintenance ( Own Units )

4 © 2007 IBM Corporation

Implementation Team Overview - contd

Implementation Track Business Process Functions

Sourcing Designing the procurement related activities

MRP Designing the MRP related processes

Costing Designing the Costing related process

Financials Designing the Finance related process

5 © 2007 IBM Corporation

Project Plan Update

▪ As-Is Preparation - April 2007

▪ Business Blueprint ( To Be Design Document ) - May to August 2007

▪ Realization Phase ( Configuration & Development ) - Sep to Nov 2007

▪ User Acceptance test ( UAT ) - Mid Jan to Feb 2008

▪ Final preparation activity - Feb 2008

▪ Pilot Go-live at first factory - March 2008

6 © 2007 IBM Corporation

SAP Plant Maintenance

© 2007 IBM Corporation

SAP Plant Maintenance

© 2007 IBM Corporation

SAP Plant Maintenance

▪ Equipment and spares tracking

© 2007 IBM Corporation

SAP Plant Maintenance

▪ Maintenance Work Management

© 2007 IBM Corporation

© 2007 IBM Corporation

Basic Steps in Maintenance Processing

Plant PM Planning PM Workshop

© 2007 IBM Corporation

Definition of a Maintenance Notification

for describing the condition of a maintenance object

for describing a maintenance activity that has already

for requesting a maintenance activity/task

© 2007 IBM Corporation

SAP Plant Maintenance

▪ Types of Maintenance Orders

© 2007 IBM Corporation

SAP Plant Maintenance

▪ Maintenance orders detailed description

© 2007 IBM Corporation

Maintenance Order Functions

Capacity planning Materials

© 2007 IBM Corporation

Planning & Scheduling

Emergency Special Special

© 2007 IBM Corporation

Object component Cause of damage Task

Catalog structure: Example:

© 2007 IBM Corporation

SAP Plant Maintenance