Phase-Based Maintenance

Process
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SAP S/4 HANA Enterprise Asset Management

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2 Phase-Based Maintenance Overview
❑ This comprehensive phase-based process supports you in the maintenance of technical
objects. Maintenance requests and orders are processed according to nine phases.
❑ The phase-based maintenance process supports the order types
▪ Reactive Maintenance (4HH)
▪ Proactive Maintenance (4HI)
❑ This means that you can only process your maintenance orders according to phases if the
scope items Reactive Maintenance and Proactive Maintenance are active or if you have
configured the phase model in Customizing the same way as it is delivered for these scope
items.

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4 Maintenance Process Phases
Maintenance requests and orders of specific type are processed according to the following
phases:
▪ Initiation
▪ Screening
▪ Planning
▪ Approval
▪ Preparation
▪ Scheduling
▪ Execution
▪ Post Execution
▪ Completion

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5 Phases
Initiation phase
▪ Create maintenance requests for a technical object such as an equipment or a functional
location using the Create Maintenance Request app.
▪ Enter all necessary details to help in screening, processing, planning, and execution of the
request.
▪ Attachments and links can also be included if necessary.
▪ The app allows you to view open requests of a technical object. Until a maintenance
request is submitted, the latest draft is available.
▪ When you submit a maintenance request, the new request is available in My Maintenance
Requests app. Only your requests are displayed.

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6 Phases
Screening phase
▪ The submitted maintenance request moves to the Screening phase. Here, maintenance
requests are screened and accepted.
▪ A supervisor reviews all the open maintenance requests in the Screen Maintenance
Requests app. If information is insufficient, he can send the request back to the initiator.
When the initiator provides information and resubmits the request, he can review the
request again.
▪ Accepted maintenance requests move to the Planning phase.
NOTE:
• You create a maintenance request and select Emergency Work as the Notification
Processing Context. When you submit the maintenance request, the system automatically
accepts it.
• Based on this accepted notification, the system creates a maintenance order, releases it
and subsequently dispatches the order operation. This means that the maintenance order
of the Reactive Maintenance order type is passed directly to the Execution phase without
running through any intermediate planning, approval, preparation and scheduling steps.
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7 Phases
Planning phase
▪ The Planning phase begins when a maintenance request is accepted. The accepted
maintenance request is now known as a maintenance notification. As a maintenance
planner, you can now create and plan orders.
▪ In the Manage Maintenance Notifications and Orders app, maintenance orders can be
created for one or more maintenance notifications. Orders can also be created in
the Create Maintenance Order app.
▪ In the Change Maintenance Order app, you can add information related to operation,
material, labor, services, and cost to plan the order. Only with the role of a supervisor, you
can change the final due date and priority for the maintenance order.
▪ As a maintenance planner, you need to ensure that a maintenance order has all the
operations, required components, resources, and documents to perform the
maintenance. The system will calculate the planned costs for the maintenance.

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8 Phases
Approval phase
▪ Maintenance orders are approved through a flexible workflow process in the Manage
Workflows for Maintenance Orders app.
▪ It is recommended that you configure a generic step condition and specific step
sequences. Each step sequence can have step conditions and one or more approvers.
▪ Orders that are ready for approval are available in My Inbox app. To approve a
maintenance order, select the workflow request, review details of the order, enter
comments, and approve. You cannot resubmit rejected orders for approval.
▪ When you approve an order, baseline cost is set to equal to the planned cost. Approved
orders can be released. After you release an order, the order moves to Preparation phase.

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9 Phases
Preparation phase
▪ Once an order has been approved for execution and released, it is set to In
Preparation and passed to the Preparation phase.
▪ As a maintenance planner, you divide the backlog of maintenance work into manageable
groups, determine the concrete time for the requested work, and check the availability of
any resources, spare parts and services needed.
▪ The Manage Maintenance Planning Buckets app aids you in effectively managing the
maintenance backlog by creating maintenance planning buckets.
▪ Once you are confident that all required resources will be available on the required dates,
you can select individual orders in the Manage Maintenance Backlog app and
choose Submit for Scheduling.
▪ You can also select the relevant orders in the Find Maintenance Orders app and change
their status to Ready to Schedule or set this status for an individual order in the Change
Maintenance Order app. With this action you pass the corresponding maintenance orders
on to the Scheduling phase.
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10 Phases
Scheduling phase
▪ Once you have submitted a maintenance order for scheduling and changed the order
status to Ready to Schedule (ORSC), this order with all of its operations is passed on to
the Scheduling phase. During this phase you dispatch the maintenance order or the
individual order operations and suboperations and thereby confirm that they have been
scheduled at the right work center and at the right time.
NOTE:

To be able to dispatch single operations and suboperations individually and level the work center utilization, you need to en hance the core functions of SAP S/4HANA
with the additional license for Resource Scheduling.

▪ Without Resource Scheduling you cannot dispatch operations individually but always
dispatch maintenance orders with all their operations in the Find Maintenance Orders app
or in the Change Maintenance Order app. The system passes the maintenance orders with
all their operations and suboperations to the Ready for Execution subphase of
the Execution phase.

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 Phases
Execution phase
▪ This is the execution phase. In this phase, a maintenance
Operation Operation Order Process
technician receives all the orders that need to be executed. The Process Subphase
technician performs the required maintenance tasks according Subphase

to the recommendations provided in the order operation. Job is listed in the My Ready for Ready for
Maintenance Jobs app. Execution Execution
Generally, the technician executes the PRE (preliminary) and This is the app used for (Order)
MAIN (main) operations for an order in this phase. execution of the order
operation.
▪ The various process subphases for an operation and an order are Technician starts a job Work in Main Work
by adding time Execution Started
as mentioned in the table: confirmation for the (Order)
operation.
▪ After the technician has performed the maintenance task and After completion of the Work Finished
sets all the PRE and MAIN operations to finally confirmed, the work, the Final
Confirmation checkbox
system deselects the Has Open Main Work checkbox in the order is selected.
header data.
▪ The supervisor changes the status of the order to Main Work
Completed in the Find Maintenance Orders application or
Perform Maintenance Jobs app.

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12 Phases
Post Execution phase
▪ The supervisor changes the status of the order to Main Work Completed in the Find
Maintenance Orders application and the order appears in the post-execution phase.
▪ The technician proceeds with the post execution tasks for the order (These tasks include the
recording of time spent on post execution operations, preparing malfunction details and failure data, and checking
final confirmation of post-execution operations ). This activity is performed in the Perform
Maintenance Jobs application. The order is set to Work Done.
▪ Supervisor reviews the failure data, approves the order, and changes the status of the
order to complete technically in the Find Maintenance Orders application. Supervisor also
reviews the notification status and approves it as completed, if the order has associated
notification. The order moves to the Completion phase.

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13 Phases
Completion phase
▪ Once all pre, main and post maintenance tasks have been executed, the maintenance
order is set to Technically Complete (Order) and thereby passed on to
the Completion phase. During this phase, the maintenance planner or financial controller
reviews maintenance orders in subphase Technically Complete (Order), settles the orders
financially, performs all the necessary tasks and finally changes the corresponding order
status to Complete (Business). Thereby, the maintenance order is finally set to the Closed
(Order) subphase.
▪ In the Find Maintenance Orders app, you can display a list of maintenance orders, filter
the list to only monitor orders in the subphase Technically Complete (Order), After you
have analyzed the costs, checked open purchase orders and invoices and settled the
maintenance orders financially, you change the maintenance order status to Completed
(Business)

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