User Manual

Submitted
To

By

Infrabeat Technologies Pvt. Ltd.

Plant Maintenance

Shutdown Maintenance
Jan 2023
Version 1.0
 Shutdown Maintenance
User Manual – Plant Maintenance

Customer: - Satyesh Brinechem Pvt Ltd. (SBPL)

Project: - SBPL– Plant Maintenance

DOCUMENT DETAILS:

Name Version No. Description

Shutdown Maintenance 1.0 This document outlines the User Manual of PM business
processes of SBPL . in SAP.

Contents

1. PROCESS OVERVIEW: SHUTDOWN MAINTENANCE ......................................................................... 4

2. SHUTDOWN MAINTENENCAE NOTIFCATION .................................................................................. 5

2.1 CREATE NOTIFICATION ...................................................................................................................................................... 5

2.2 RECEIPT OF SHUTDOWN NOTIFICATION BY MAINTENANCE ....................................................................................................... 9

2.3 E_MAIL ALERTS: ............................................................................................................................................................ 11

3. CREATION OF SHUTDOWN MAINTENANCE ORDER ....................................................................... 12

3.1 PROCEDURE FOR WO CREATION & RELEASE................................................................................................................. 12

3.2 GOODS MOVMENTS -TRANSCATION CODE: MIGO .................................................................................................... 17

3.3 ORDER CONFIRMATION – TRANSACTION CODE IW41 .......................................................................................................... 18

3.4 TECO: CHANGE ORDER :TRANSACTION CODE: IW32 ......................................................................................................... 21

3.5 E-MAIL ALERTS: ........................................................................................................................................................... 21

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1. PROCESS OVERVIEW: SHUTDOWN MAINTENANCE
The Shutdown maintenance process shall consist of the following major activities:

1. Raising of Shutdown notification to notify the responsible Maintenance department/ main work centre.
The Shutdown notification will be raised by either operation group or by maintenance personnel.
Notification release (Put in process) by maintenance department.

2. Creation of Shutdown Maintenance order by maintenance department if material or external service

(contractual job) is needed to carry out the maintenance
Planning of operations (activities)

Planning or materials required

Planning of manpower required

Planning of external service quantity required

3. Release of order by authorized person in maintenance/Production department

4. Printing of materials Reservation slip for issuing materials from store by maintenance department
5. Issue of materials from store
6. Time confirmation of order operations by maintenance department
7. Completion of tasks in notification and Notification completion (NOCO)
8. Creation of service entry sheet for the external operations (done by external agency) by maintenance
department
9. Entry of consumed quantity of external services in the service entry sheet and acceptance of service entry
sheet.
10. Technical Completion (TECO) of order.
11. Month-end settlement of maintenance order by Finance department

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2. SHUTDOWN MAINTENENCAE NOTIFCATION
2.1 CREATE NOTIFICATION
A.USE
When operation or any other department will notice an abnormality falling under Shutdown maintenance category,
then it will raise a notification of type Z7 Shutdown Maintenance request.

It will enter a brief description of Work to be done, Reference object (Functional Location / Equipment) related with
that Shutdown work (If there is any), optionally the detail description in subject long text and task required to be
done.

B.PROCEDURE
A. Access the transaction choosing one of the following navigation options:
SAP Menu Logistics > Plant maintenance > Maintenance processing >
Notification > Create
Transaction code IW21

B. On the screen Create PM Notification: Initial Screen, make the following entries:
Field name Description R/O/C User action and Comment
values

Notification R Z7 These Notification type for

type Shutdown work reporting.

Select from dropdown list (F4

help for the field).

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1. Choose or press ENTER, Will take u new screen

2. On the screen Create PM Notification: , enter the following entries as specified in the table below and depicted
in the screen shots:
(Note: In the table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

Field Name Description R/O/C User Action and Values Comments

Notification Notification short text (or title R Enter a short text. Long text is available, if
(short text) of the PM notification) needed.
Funct. Functional Location number R Enter a functional location Can be determined from
Location for which the notification number, if known or select from the equipment
refers F4 help.
Equipment Equipment number for which C Enter an equipment number, if -
the notification refers known or select from F4 help.
(reference object)
Coding Nature of the work to be done R Enter a proper coding, if known or select
-
from F4 help.
Description Long text description O Enter a long text for detail It is also used for
explanation of Work or entering entering comments at
comments. any stage of notification
processing by different
persons. The person
name and time is logged
with each comment.
Planner Group Group responsible for planning R Enter department and Will be automatically
tasks maintenance plant. determined from the
reference object.

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Main WorkCtr Work center responsible for R Enter a work center and Will be automatically
the completion of the maintenance plant. determined from the
maintenance tasks reference object.
Reported By Person who reported O - -
request/problem
Notif.Date Date and time the NA Defaults to current date
request/problem was noted and time.

Enter all relevant field as well as mandatory like equipment, Main work center, reported by etc. marked in red color
or select from drop down box or by pressing F4

Enter Object part, Damage & cause code or select from Drop down as shown in below screens for breakdown
analysis.

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Next Tab on Malfunction, Shutdown menu prompted to open below screens

Here enter all mandatory filed like breakdown check box, malfunction end date date and time while doing NOCO for
Notifications.

▪ Additional text can be added by user in the Text field to describe the task or if suitable task

▪ Code is not available then the text can be written only.

▪ Save the Notification will display following screens

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2.2 RECEIPT OF SHUTDOWN NOTIFICATION BY MAINTENANCE

A.USE
The Notification will be received by the concerned Maintenance department to which it was referred. An authorized
person from that dept. will release the notification after assessing the relevance of the job required. Before releasing
the notification, he will check/edit the Required Start / End dates, Planner group and Main work center and assign
task(s) if not entered before.

B.PROCEDURE

1.Go to change notification

Access the transaction choosing one of the following navigation options:

SAP Menu Logistics >Plant maintenance Maintenance processing >

Notification >Change
Transaction code IW22

2. On the screen Change PM Notification: Initial Screen, make the following entries:

Field Name Description R/O/C User Action and Values Comments

Notification Number of the notification to R Enter the notification
be changed / updated number
Press ENTER key Alternately, click on
the green check
mark icon or
press the notification
button.
(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

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3. Screen Change PM Notification: Shutdown Maint. Request, will be shown:

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After Opening the Notification Maintenance Department will check the Notification data e.g. Planner group, Maint
work center, Priority of the job etc. If any change in the data is required then that will be changed otherwise If no
change is required then the Notification will be Put in Process (Released) concerned authority only before that User
status changed “to APR”

Click Green Flag button at top left of the screen to put Notification in process as shown in the above screen.

After putting Notification in Process Status of Notification will get changed from OSNO to NOPR as shown
below.

2.3 E_MAIL ALERTS:

Shutdown Notification for creation & release of equipment notified through E mail provided by SBPL

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3. CREATION OF SHUTDOWN MAINTENANCE ORDER
USE
After releasing the Notification, the maintenance department will do the planning (e.g.-Manpower, Material etc.)
and therefore create an order to act upon the notifications.

3.1 PROCEDURE FOR WO CREATION & RELEASE

Process continues from the previous screen.

a. An Order can be created directly from the Notification screen. To create an Order directly from the notification
screen click create order, as shown in the above screen.

Then one pop will come as shown below, select the order type, work center etc. and then press enter or click

Alternate method to create order for the notification:

Go to create Order for notification

Access the transaction choosing one of the following navigation options:

SAP Menu Logistics > Plant maintenance > Maintenance processing >
Order>Create (Special) > Order for notification
Transaction code IW31

On the screen Create Notification Order: Initial Screen, make the following entries:

Field Description R/O/ User Action and Values Comments

Name C
Order R Select from the drop-down ZM07 for Shutdown maintnecae internal
Type list. Enter it if known at this order
stage.
Notific Notification R Enter the Notification No. if
ation No for which known or select from the
the order to drop-down list.
be created

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(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)

b. On the Create Shutdown Maint. Order: Central Header Data will get copied from the Notification e.g. Order
Header, Planner Group, Maint work center, Reference object etc. If any changes are required it can be done.

Save the order

C. CHANGE THE SHUTDOWN MAINTENANCE ORDER OF A NOTIFICATION

USE :
Change the Shutdown maintenance Order of a Notification

Procedure:

1.Access the transaction choosing one of the following navigation options

SAP Menu
Logistics > Plant maintenance > Maintenance processing > Order
>Change

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Transaction code
IW32

Here Check CC_ key to “calculate work” and ensure cntrl key to be PM01 and duration unit -H

D. Operation: Tab on Operation, following screen will be displayed

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Here select correct activity type –‘PMTECH’& C.key > calculate work to each operation ,enter correct duration &
duration unit then enter ,will calculate the total work done for each operation .

E. Selection of Components: Tab on components, add components if require

Here add components or select from drop down, add required quantity. Assign components to required operation

Then press enter as shown above screen.

Once components added, Select the line item 10, then click on for material availabity check,

Save and click on to release the order, status changed from Create to release as shown in below screen.

Material reservation no also generated

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Open the order with T code IW32, tab on Cost

Check the cost calculated as shown in below screen.

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3.2 GOODS MOVMENTS -TRANSCATION CODE: MIGO

USE:
Used for Goods movement in SAP. Requirement to issue a material with reference to a Maintenance
order/reservation.

Via Menus Logistics > Material Management > Inventory Management > Goods
Movement > Goods Movement (MIGO)

Via Transaction Code MIGO

Procedure:
A. Execute the T code MIGO as shown in below screen

B. Following screen will be displayed

Select the document type as marked in red color, enter the order no

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Here all components are copied from order reservation

After entering will take u next screen

Tick on Item ok as shown above screen, click on save button on header menu

Once MIGO saved message displayed as “Material document 4900113807 posted”

3.3 ORDER CONFIRMATION – TRANSACTION CODE IW41

USE
For Order Confirmation
Transaction Code:

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SAP menu
SAP Easy Access > Logistics > Plant maintenance > Maintenance
Processing > Completion confirmation > Entry > Collective time
confirmation. IW41 – Without Selection
Transaction code IW41

Following Screen will be displayed

Enter Order number and click on arrow, following screen will be displayed:

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Here enter all relevant field like personal number for each operation, actual duration etc. Then click on right arrow
for next operation if any

After click on Save , order will get confirmwd with message “Number of confirmations saved for order
7100000000: 1”. Work Order status now has CNF status as shown in below screen ,

Return back to the SAP Easy Access Screen or Home Screen.

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3.4 TECO: CHANGE ORDER :TRANSACTION CODE: IW32
Use: For Order technically completed

Click on the technical completion flag button, the following pop up window appears

Here enter malfunction end date & time , the clock on save ,now order is technical completed.

3.5 E-MAIL ALERTS:

Email will get trigger for order creation & TECO notified through E mail to all concerned as provided by SBPL

Note : The actual cost & planned cost

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After TECO notification also get completed as shown below

NOTE: Herewith Order settlement will be done by finance department .final settlement screen will be displayed
Cost of orders becomes zero

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To check Documents flow for order click on red mark as shown in below screen

Following screens gets displayed

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