Idle Mind of A SAP PM Consultant

SAP PLANT MAINTENANCE
Posted on October 18, 2013

Why Plant Maintenance?
PM Planning accounts for a substantial volume of expenditure and must, therefore, be carried
out efficiently.
Ensure the availability of operational facilities at an optimum cost.

Plant Maintenance
Comprises all measure for maintaining and restoring the target condition as well as
determining and assessing the actual condition of the technical equipment in a system.
Preventive Maintenance (maintaining the target condition)
Inspection (assessing the actual condition)
Repairs (restoring the target condition)
Improvement
3 Main business processes:
Breakdown maintenance (repair)
o PM11 Breakdown
Corrective maintenance (planning and control of maintenance task)
o PM12 Condition-based
o PM13 Improvement
Planned Maintenance (maintenance planning)
o PM14 Time-based
o PM15 Usage-based
3 Main tasks:
Planning
Execution
Verification for Financial purposes
3 Main Roles
PM Planner
PM Technician
Controller

FUNCTIONAL LOCATION AND EQUIPMENT
DOWNTIME REPORT
This Customized Report Aims to Monitor All General Maintenance Repairs ( Depending on the
Order Type for General Maintenance) . This particular report gets /displays the breakdown duration,
waiting time and repair time of all Maintenance Orders with TECO Status.

This simple customized report is very helpful to Maintenance Planners specially if they want to
monitor actual work being done to their equipment/assets.

PLANT MAINTENANCE MATERIAL
ISSUANCE REPORT
Scenario: a PM Planner and Finance wants to to display all Material(s) that has been issued in all
Maintenance Orders with the corresponding Movement types & Cost Center.
We can design a Customized report with your ABAP team as such.

A Straight Forward Breakdown request Process for
Plant Maintenance

This shows the typical breakdown process for Plant Maintenance wherein the SAP User will create
a Notification to the Maintenance Planner. The Maintenance Planner will validate the Notification.
After the Notification is Validated, the Planner will now convert the Notification to Maintenance
Order. In this process, the Maintenance Planner will input the necessary Task and Components (
Stock or Non Stock Items ) and Release the Maintenance Order for Approval of the Department
Head or Supervisor. After the Maintenance Order is Approved, the Maintenance Planner will then
Print the Order and distribute it to the Mechanic. The Mechanic will go to the Plant Stores to
Withdraw the necessary Materials. The Storekeeper will Validate the Materials based on the
Maintenance Work Order Form. The Mechanic will now then execute the work as indicated in the
Maintenance Order. After all the repairs are done, the Mechanic will now give the accomplished
Maintenance Order to the Planner. The Planner will now validate if the job is properly done and
record the actual start/end time through Final Confirmation. If there are no additional jobs, the
Maintenance Planner will mark the Maintenance Order as Technically Complete (TECO) and at the
end of the month, it will be Settled and Closed by the Finance Department.

A Sample on How SAP PM interact with Other
SAP Modules
PM
Detailed representation and management of technical system
(location/vehicle assignment)
Planning and processing of maintenance tasks
Automated work order tracking
Preventive maintenanceplanning/scheduling/execution
Task list / Scope of work
PM Information System/History/Reports

MM
Purchasing (PR/PO processing)
Goods Receipt/Invoice Verification
Spare parts usage/inventory control

FI
Contractor/Vendor Invoices/GL Accounting
Fixed Asset

CO
Cost Center accounting
Work Order
Settlement

SAP PLANT MAINTENANCE TABLES

Below are the necessary tables for the Consultant needed in order to be familiar with SAP Plant
Maintenance as to where the data are stored:

AFAB Network Relationships

AFFH
PRT assignment data for the work order

AFFL Work order sequence

AFFT Order Process Instructions

AFFV Order Process Instruction Values

AFFW Goods movements with errors from confirmations

AFIH Maintenance order header

AFKO Order header data PP orders

AFPO Order item

AFRC Incorrect cost calculations from confirmations

AFRD Default values for collective confirmation

AFRH Header information for confirmation pool

AFRU Order completion confirmations

AFRV Confirmations pool

AFVC Operation within an order

AFVU DB structure of the user fields of the operation

AFVV DB structure of the quantities/dates/values in the operation

AFWI Subsequently posted goods movements for confirmations

AUFK Order master data

AUFM Goods movements for order

BGMK Master Warranty Header

BGMP Master Warranty Item

BGMS Master Warranty Text Item

BGMT Master Warranty Text

BGMZ Warranty Counter

CRHD Work Center Header

CRTX Text for the Work Center or Production Resource/Tool

EQKT Equipment Short Texts

EQST Equipment to BOM Link

EQUI Equipment master data

EQUZ Equipment time segment

HIKO Order master data history

IFLO Table generated for View IFLO

IFLOT Functional Location (Table)

IFLOTX Functional Location- Short Texts

IHGNS Permit Segment for Plant Maintenance

IHPA Plant Maintenance- Partners

IHSG Object-Related Permits in Plant Maintenance

ILOA PM Object Location and Account Assignment

IMPTT Measuring Point (Table)

IMRG Measurement Document

KAKO Capacity Header Segment

KONP Conditions (Item)

KONV Conditions (Transaction Data)

OBJK Plant Maintenance Object List

QMEL Quality Notification

QMFE Quality notification items

QMIH Quality message maintenance data excerpt

QMMA Quality notification activities

QMSM Quality notification tasks

QMUR Quality notification causes

T001 Company Codes

T001L Storage Locations

T001W Plants/Branches

T077D Customer account groups

T003O Order Types

T352R Maintenance revisions

T353I_T Maintenance activity type description

T356 Priorities

T357G Permits

T357G_T Text for Table 357GT

T370A Activity Category for PM Lists

TINCT Customers- Incoterms- Texts

TVKO Organizational Unit- Sales Organizations

TVKOS Organizational Unit- Divisions per Sales Organization

TVKOV Org. Unit- Distribution Channels per Sales Organization

TVTA Organizational Unit- Sales Area(s)

VIAUFKST Generated Table for View VIAUFKST

WORK ORDER CONFIRMATION

There are three different ways to confirm the time worked on a maintenance order:
Single entry of times per order operation
Multiple entry by direct entry via a list of operations
Entry via cross-application time sheet (CATS)
Activities performed are entered as maintenance notifications of the type Activity Report
and assigned to the corresponding order. Alternatively, confirmation texts can be entered with
completion confirmations of time. However, these are not as easy to structure and analyze as
activity reports.
Technical changes such as rebuilds are entered as changes to the master data of the technical
object concerned.
Measurement readings for the technical object are entered as measurement documents.
When carrying out maintenance on technical objects, technical data is very important, particularly for
the evaluation of maintenance work. Technical data can provide information on:
The cause of damage
1. The exact damage location on the object
2. Performed work/activities and results
3. Breakdowns
4. Availability of the technical object during and after maintenance work
You can enter this data for technical objects in the object list of the maintenance order with the help
of maintenance notifications.
The data from the maintenance notification is transferred to the notification history on completion of
the notification. It is a part of the maintenance history and contains information on damage,
malfunctions, causes, results and maintenance work performed for each technical object.

ELEMENTS OF A MAINTENANCE ORDER

HEADER DATA information serves to identify and manage a maintenance order. For
example, the number description and type of order, dates for the execution of the order,
priority, person who entered the order, person who made the latest change to the order.

The OBJECT LIST contains functional locations, pieces of equipment, assemblies. You
can enter these objects in the order header as reference object and/or in the object list.

With OPERATIONS you can describe the work to be performed in the execution of the
maintenance order, such as work center, planned time, control key,
MATERIALS are spare which are requires for and used up in the execution of a
maintenance order.

PRODUCTION RESOURCES/TOOLS(for example, tools, protective clothes, special
trucks) are also needed for the execution of the order, but they are not used up.

The SETTLEMENT RULE data informs you about who is usually to be debited with the
costs. The data is defaulted from the master record of the reference object but can be
changed for the order during the first steps of the settlement process.

COST DATA informs you about the estimated, planned, and actual costs for this order, the
costs types relevant for the order, the updating of key figures in PMIS via value categories
and the updating of these key figures via the actual costs.

MAINTENANCE NOTIFICATION

A Malfunction report describes the malfunction of an object that constraints its performance in one
way or another. In a malfunction report, a technician in Production, for example, can report a
reduction in performance or complete loss of performance, or an input on product quality.

An Activity report describes a maintenance activity that has already been performed and which was
not required due to malfunction or damage. It is a purely technical documentation of work carried
out and states which activities where performed when, why and with what result. It is therefore used
for the technical confirmation of maintenance work.

A Maintenance request is a direct request to the maintenance department to perform a particular
service. The decisive factor is that no malfunction has been detected. Maintenance requests are used,
for example, when an employee needs a new monitor or when all the telephones need to be replaced
in one part of the building.

Each type of notification has the same data fields and functions. However, screens vary slightly in
structure for the different notification types.
MAINTENANCE NOTIFICATION STRUCTURE

Every maintenance notification includes header data, i.e., information needed for the identification
and management of the maintenance notification. This data is valid for the complete maintenance
notification.

In a Notification item, you can enter and maintain data in order to determine, in more detail, a
problem or the damage that has occurred. A notification can have several items.
Activities document the tasks performed for a notification. They are particularly important in
inspections, as they prove that certain tasks have been performed.

Task data describe maintenance work, which needs to be executed. The emphasis is on planning
and organizing the work. With tasks you can plan the work across different people, and monitor the
execution of activity over time.

All the types of maintenance notifications that have been mentioned can be raised
either for a functional location or a piece of equipment, in each case with or without
assembly, or for a material serial number.

The objects on the maintenance notification depend on their hierarchical order, i.e. if you
enter a maintenance notification for an assembly on a piece of equipment which,
in turn, is assigned to a functional location, the system will also transfer all the
relevant data of the piece of equipment and the functional location.

It is also possible to enter the maintenance notifications without entering an
object number. This is useful in the case, for example, when the malfunction report
refers to an object, which is not maintained in the system under a number, or if a
maintenance requests refers to an object that needs to be made ready for an investment
program.

PLANT MAINTENANCE CLASSIFICATION

The Objective of Classifications :

To define the properties of objects ( i.e Material , Equipment )
Create Classes
Assign Classes to Objects
The Purpose of Classifications in Plant Maintenance:
It allows you to use characteristics to describe all types of objects & group them into
similar classes.to classify objects, in other words, so that you can find them more easily later.

The Features of Classification :

1. Defining the Properties of Objects
You use characteristics to describe the properties of objects. You create characteristics centrally in
the SAP R/3 System.
See the SAP Library, Characteristics (CA-CL-CHR).
2. Creating Classes
You need classes to classify objects. These classes must be set up. During set up you must assign
characteristics to the classes.
3. Assigning Objects
Once you have created the classes you require for classification, you can assign objects to these
classes. You use the characteristics of the class to describe the objects you classify. This completes
the data you require to use your classification system. You can then use your classification system to
find objects that match the criteria you require.

When you use classification to find objects, you use the characteristics as search criteria, and the
system compares the values you enter with the values of the classified objects.

The class type is a central concept in the classification system. The class type determines how classes
are processed, and how objects can be classified and retrieved in these classes. In Customizing for
Classification, you define the settings for a class type. You define class types for a specific object
type, such as materials. You can then use classes of this class type to classify objects of this
object type. When you first create a class, you must enter a class type for the class. Each class type is
a closed system. There is no link between the different class types.
In This example, Class types 001, 300, and 200 are defined for materials. In Customizing for
Classification, you define the settings for a class type. All materials can be classified with class type
001. Class type 300 is for variant configuration. Class type 200 is for classes that are used as class
items in bills of material. You can classify the same materials separately in these class types.
You can use class type 012 to classify characteristics. This class type is defined only has the
Keywords, Characteristics, and Texts screens in class maintenance functions. You can only classify
characteristics in characteristics maintenance functions you cannot use the assignment functions in
the classification menu. In this case the indicator Classify master record only was set. No
organizational areas were maintained for the characteristics. For this reason, if you create a class of
class type012, you cannot select any organizational areas.

PLANT MAINTENANCE MATERIALS
ISSUANCE PROCESS

A typical sample of Materials processing May it be a Stock item or Non Stock item is that the
Maintenance Planner will Print a Material Issue Slip (MIS) along with the Maintenance Order Form.
The Maintenance Planner will then issue these printed forms to the Mechanic(s) for job execution.
The Mechanic will go to the Plant Stores where all the Spare Parts are kept and the Mechanic will
give the Maintenance Order form & Material Issue Slip to the Store Clerk. The Store Clerk will now
check for the reservation number in SAP, The Stores Clerk will perform a Goods Issue to the
Reservation number that is based on the Material Slip in SAP. After that the Store Clerk will now
physically issue the Spare Parts to the Mechanic and have him sign the Material issue slip. After the
release of the actual materials, the Mechanic can perform the necessary repairs.

Functional Consultant or Business Analyst : Wat Dat??
Who are U?? What am I?


How do we Familiarize ourselves with Business Process Engineering? What is the Objective of a
Functional Consultant or Business Analyst? The Answer, FINDING SOLUTIONS!

For a Functional Consultant or Business Analyst, we must have a Innovative Mind:
Out-of-the-Box Thinking
There must be another way to the objective

Breakthrough Ideas
There must be a way of getting ahead
Reinventing Work
There must be a better way of doing this
Quantum Leaping
There must be dramatic results

Before Making any tweaks or make any system automation, we should re-engineer all existing
processes.

Here is an example of methodology being used for IT enabled solutions:

So What is the Role of a Business Analyst or a Functional Consultant?

PLANT MAINTENANCE
REFURBISHMENT PROCESS

Here is a sample on how a Refurbishment is being done in Plant Maintenance:

Procurement of spare parts: For certain high-value components you procure spares in order to be
able to replace the component immediately in the case of a breakdown. Procurement of spares is
handled by Material Management. The spares are ordered and delivered.

Withdrawal of repairable spares/return of defective repairable spares: When a repairable
spares item becomes defective, then it must be replaced with another suitable one. The defective part
is removed and sent back to the warehouse while a replacement spare part is withdrawn from the
warehouse and installed in its place.

Creating a refurbishment order: When the number of defective repairable spares in the
warehouse has reached a certain level, the maintenance planner in charge creates a refurbishment
order. The planner defines the timeframe for the refurbishment and plans all the operations
materials, tools, etc. required for the refurbishment.

Order release: After planning has been completed, the refurbishment order is released.

Withdrawal from the warehouse: The defective/used repairable spares as well as any additional
materials planned in the order which are needed for the refurbishment are withdrawn from the
warehouse.

Confirmation: The work done, the refurbishment order is confirmed by the employees concerned.
These confirmations show the work progress.

Return to warehouse: The repaired/refurbished parts are returned to the warehouse in accordance
with the planning in the order as a goods receipt. To this end, you can call up the object list from the
refurbishment order as a reference. It helps you identify individual repairable spares. If an item
cannot be refurbished, cancel the reservation and post it to scrap.

Order completion: The order can be completed as soon as refurbishment is finished.

MAINTENANCE ORDER TECHNICAL
COMPLETION ( TECO )

If we set the Maintenance Order to TECO Status :
The maintenance order is given the status technically completed, that is, all maintenance
work required on the order is designated as having being completed.
The maintenance order can then only be changed as follows:
- It can be locked and unlocked.
- The deletion flag can be activated.
The location and account assignment data given to the maintenance order are fixed and can no
longer be changed. However, the order can still receive costs, for example invoices for
material delivered and used.
If no settlement rule has been maintained for the maintenance order it is creates automatically
by the system. Should this be impossible due to missing data, the system takes you to
settlement rule maintenance (see settlement rule).
All open purchase requisitions that still exists for the maintenance order are given a deletion
indicator.
All open reservations that still exist for the maintenance order are closed.
Capacities that have been planned for the maintenance order and that are still open, are closed.
The order data and the data from the maintenance notifications and usage histories are
available in the maintenance history and can be used for the evaluation of the past work and
the planning of new work.

PLANT EQUIPMENT & SERIAL NUMBERS

SCENARIO: In a Particular Plant, There are Common Equipments, for example, MOTORS , and
PUMPS. In SAP Plant Maintenance, we can distinguish these common Equipments by creating
a Material Item for Equipment so that it can have the Plant Maintenance Order Management
functionality and we can be able to track their Maintenance History.

A Material Master Record contains all the data required to describe and manage a material.
However, you are not able to distinguish individual items of this material with the material
master record alone. This is why SAP provides material serial number management. You use
material serial numbers for serialized individual material items thus allowing you to customize
your system in a way that makes the combination of material number and serial number
unique.

You can create Equipment Master Records for material items which have a serial number.
These items then have the complete functionality of PM maintenance order management and
maintenance history.

Serial Number Profiles : in order to be able to attribute serial numbers to material items
when particular business transactions are carried out (e.g., goods issue), you first have to
create serial number profiles in your system and enter them in the master records of the
materials to be serialized.

There are many different transactions in which you may attribute material serial numbers to
material items, for example, at goods receipt, at inspection, in the sales order, and at delivery.
Of course, you can attribute serial numbers during these business transactions only if a serial
number profile is specified in the material master record.

Depending on the profile, one of the following two rules applies:

A: The material serial numbers must have been created in the system before they can be attributed to
serialized materials.
B: The material serial numbers can be created at the time they are to be attributed to serialized
materials.

FUNCTIONAL LOCATIONS

A Functional Location is an Organizational unit that structures / represents the objects of a company
according to functional, process-oriented, or spatial criteria.
A Functional Location represents the place at which a maintenance task is to be performed.

You should structure your technical system by means of functional locations whenever
1. You want represent the structures of your companys technical systems according to process-
oriented/functional criteria.
2. Maintenance tasks have to be carried out for certain parts of your technical system and this
work has to be recorded.
3. Technical data has to be stored and analyzed over a long period of time for certain parts of
your technical system
4. The costs resulting from maintenance tasks have to be reported for certain parts of your
technical system
5. You want to analyze the effects of the usage within the technical system on the installed
equipments proneness to damage
The numbers given to the functional locations have a hierarchical layout: the layout of these
numbers can be defined according to company criteria.
The master record of a functional location contains the following data groups:
Location and maintenance data: for example, maintenance plant and cost center, structure
indicator, superior functional location and responsible maintenance planner group.
Partner data: describes particular responsibilities for a functional location, e.g. supplier, buyer.
Below is a Typical sample of a Functional Location:

Every position in the structure of the technical system represents an individual functional
location.
You can structure the different parts of the technical system in different degrees of detail.
Other typical examples for functional location structures are:
Power plants
Chemical or pharmaceutical processing plants
Vehicles (streetcars, locomotives, cranes,.)
Buildings
Pipeline systems
Production lines
Steel Plants

EQUIPMENT

In SAP Plant Maintenance, a Equipment is an individual, physical object that is to be maintained
independently. It can be installed in a technical system or part of a technical system.

You should create an equipment master record for a technical object whenever:
Individual data has to be managed for the object
Damage to the object can lead to the need to maintain the object on a regular basis and this
must be documented
Technical has to be stored and analyzed over a long period of time.
The time for which the object is installed at a functional location needs monitoring.

The master record of a piece of equipment contains several types of data:

General Data refers to information which normally does not change over the course of time,
for example, acquisition value of the piece of equipment, size, year of manufacture.

Maintenance Data, Location Data and Sales Data refers to information which can change
over the course of time, for example, maintenance planner group, responsible work center,
location plant, cost center.

On the basis of the time-related data, you can monitor a piece of equipment dynamically, i.e.,
changes to the equipment in a certain interval of time. If your system is customized
appropriately, it automatically creates a new time segments whenever certain changes are
made in the master record. The time segment describes the use of the
equipment. Serialization Data is information you enter whenever you want to manage a piece
of equipment not only as an individual object but also as an object subject to inventory
management. For example, as a material which can be stocked and sold to
customers. Partner Data is information describing particular responsibilities for a piece of
equipment, for example, supplier, buyer.

PLANT MAINTENANCE WORK CENTERS

A work center can be:
A machine
A group of machines
A person
A group of persons

In SAP Plant Maintenance, Work Centers can be used in the following ways :

Responsible work center in the master record of the equipment or functional location.
Responsible work center in a maintenance item.
Responsible work center in the task list header.
Work center performing the work, specified in the task list operations
Responsible work center in the order header.
Work center performing the work, specified in the order operations.

In SAP the Work Center can contain the following data:
The Basic Data contains the general data such as work center type, description, responsibility,
and usage, as well as the standard value keys.
The Standard Values contain planning values for performing an operation. On the basis of
these planning values and with particular formulas, the system can calculate the costs,
execution time, and required capacity of the work center. The standard value key and the rule
for maintenance in the work center determine which standard values should or can be
specified in the operation and which units of measurement are to be displayed in the operation.
Links create the interrelationship between work centers and other objects within the SAP

System. A work center can be linked to the following objects:

-Cost center
-Qualifications
-Positions
-Persons
The Function of a Work Center in Plant Maintenance can be the ff:

Costing: Costing can be used to determine the costs of internal activity. Its goal is to assign
to the various cost objects the cost that were incurred by them. Costing links the operation to
Cost Accounting by means of the cost center and activity type maintained in the operation. If
the work center is used in an operation, standard values can be entered for the activity types
specified in the work center.

Scheduling: Scheduling helps define the dates for carrying out work. This requires that the
time required by the work order operations are compared with the time available in the work
center. When the operations are scheduled, the system determines the start and end dates of
the operations on the basis of scheduling formulas specified in the work centers.

Capacity planning: Capacity planning compares the capacity requirements of the work order
operations with the available capacity of the work center. Via work center hierarchies it is
possible to aggregate the available and the required capacity from work centers at a lower level
to work centers at a higher level.

BILL OF MATERIAL ( BOM )

Bills of material used in plant maintenance are called maintenance bills of material (maintenance
BOMs).
The main goals of bills of material on plant maintenance are:
Description of the structure
A maintenance BOM describes the structure of a technical object or material. It can help you
determine on what part of technical object maintenance work has to be carried out.

Listing of spare parts
A maintenance BOM is used in plant maintenance for linking spare parts to a technical object or
material.
BOMs are used in plant maintenance for the following functions:
Assigning spare parts to task lists
Assigning spare parts to maintenance orders
Localizing damages (identifying maintenance assemblies in maintenance notifications or
orders)
We can Allocate Bill of Materials ( BOM ) in 2 ways:
1) Direct Allocation

When you allocate a BOM directly, you link one object (piece of equipment, functional
location) to a BOM. The BOM can only be used by this object in maintenance orders,
maintenance notifications, maintenance plan items, etc.

2) Indirect Allocation

When you allocate a BOM indirectly, you link the master record of a technical object with
material master record which has its own BOM. You do this with the help of the field
Construction type.

Below is a sample of PLant Maintenance BOM defined in SAP:

In this example, in Plant Maintenance, make an assembly ( the ones in yellow ) and combine it with
a particular material ( the ones in red ) so that we can make a Bill of Material.

Note: All the Materials(spare parts) should be defined first in SAP so that you can use them. You can
also attach a Text Item or Non-Stock Item also depending on your requirement.
PLANT MAINTENANCE TASK LIST

Maintenance Task Lists describe a sequence of maintenance activities.
You can use them in order to standardize recurring activities, plan them more effectively, and create
maintenance orders and maintenance plans more effectively.
In the Plant Maintenance component, maintenance task lists can be used for routine and planned
maintenance work. In addition, task lists specify the spare parts and tools required for the work steps
and the time required to perform the work.

If you have maintenance task lists in your system, you can create maintenance orders and
maintenance plans more effectively, because you refer to the operations and sequences specified in
the maintenance task list. This means that when you create a maintenance order for maintenance
work which is already described in a maintenance task list, you only need to specify, this task list and
the required times: you need not specify the individual operations because they are defaulted from
the task list itself. If the same maintenance work is required again shortly afterwards, you can again
create a maintenance order and refer to the task list.

MAINTENANCE STRATEGY & TASK LIST

The Maintenance Strategy consist of several maintenance packages. It is the scheduling rule for
preventive maintenance.

The Scheduling Indicator determines the type of scheduling :
Examples:
- time-based
time-based with key date
time-based as per factory calendar
performance-based

A Maintenance Strategy can be assigned with Maintenance Packages. The packages of a strategy
can have different cycle units (for example month, year). However, they must always have the same
dimension (for example time).

Maintenance Packages define how often certain operations are to be performed. As Part of the
Maintenance Strategy, Maintenance packages can be assigned to the operations
of a task list.
The Parameters of a Maintenance Package are the following:
Package number
Description
Cycle length
Unit of measurement
Hierarchy
When two packages fall due at the same time, the hierarchy determines which package is carried
out.
- Offset
The offset determines the first due date of a package.
Preliminary/follow-up buffer
The preliminary and/or follow-up buffer defines the tolerance of the envisaged start and end dates of
a package.
Maintenance Task Lists can be created with preventive maintenance in mind. The following steps
are required to prepare tasks lists for use in Strategy Maintenance Plans. Where a Maintenance
Strategy is defined in the Task List Header.
The different Operations of the task list are then assigned to Maintenance Packages to define the
frequency at which the operations need to be carried out.

SINGLE CYCLE MAINTENANCE PLAN

Business process: The same job must be performed at regular intervals

Examples:

Yearly inspection of fire extinguishers
Acceptance test every 2 years
Six yearly inspection of vessels as per pressure vessel regulations.

The processing screen for Single Cycle maintenance plans will be much simpler.
It is now possible to enter a maintenance plan and the corresponding maintenance item in one
screen.
You can also enter a task list number on this screen and assign it to the maintenance item.
The following functions can be performed directly via pushbuttons:
Create task list
Select task list
Display task list with direct call up of operation overview
Details of the task (for example execution factor)
The Table-Control-Technique enables flexible display of the maintenance item list.
In addition, you have scheduling information directly in the maintenance item list.

A Single Cycle Maintenance Plan can have several Maintenance Items.

The maintenance item contains data on the following areas:

Planning data:

Maintenance planning plant
Maintenance planner group
Order type
Maintenance activity type
Responsible work center
Business area
Reference object
Intervals

Cycle
Offset
Cycle text
Task list

SCHEDULING OF MAINTENANCE PLANS

In SAP Plant Maintenance, when a Maintenance Plan is created, the cycle is assigned and defines
the interval for the call dates and thus for the creation of orders.

In addition, different scheduling parameters can be assigned in order to adapt the call dates to various
requirements.
- The Cycle Start determines the date from which call dates are to be calculated.
- The Shift Factor enables you to react to early or late confirmation. They are stated as a
percentage related to the cycle.
Call Dates are calculated on the basis of scheduling parameters. For each call date, an order is
created.

The changes in the schedules will vary depending on what you declare on the Early/Late Shift
Factors and in the Tolerance Level of your Maintenance Plan.

For Example:
A Maintenance Plan shows the shift of a planned date triggered by a late confirmation. The
following parameters are taken as a basis:
- Cycle start: 01/03/98 Cycle duration: 3 months
- Planned dates: 01/06/98, 01/09/98 Tolerance for late confirmation: 10%
- Shift factor: 50% Confirmation: 15/06/98

The tolerance always refers to the shortest cycle, so that in this case the tolerance is 9 days (10% of
90 days). The shift factor always refers to the total number of late days. As the confirmation date is
outside the tolerance of 9 days, the shift factor of 50% of 14 days = 7 days applies. The newly
derived planned date is therefore the 08/09/98 (instead of the 01/09/98).

CREATION OF MAINTENANCE ORDERS

In SAP Plant Maintenance, A Maintenance Order can be created by the following:

Scenario 1 : A maintenance order is automatically created in a maintenance item by the
maintenance plan
Scenario2 : The maintenance notification is entered at some remote location. A maintenance
order is created for the notification by the person responsible
Scenario 3 : In the maintenance order, several notifications are combined into one or more
objects
Scenario 4 : The Maintenance order is created directly = Malfunction-based
Maintenance/Emergencies
Scenario 5 : An activity report for an existing maintenance order is entered subsequently as a
technical confirmation.

FEATURES OF A MAINTENANCE ORDER

In SAP Plant Maintenance, the features of a Maintenance Orders are the following:
Flexible order processing
Ideally, the maintenance order must be capable of being opened with a minimum data entry (for
example, in the case of a malfunction). On the other hand, there are some business processes in
Maintenance, such as revisions, transfers or new constructions, for which the maintenance order
should provide a wide range of functionality working with external companies, network
configuration, permit processes, cost statements, material reservations and others.
Object Reference:
The Maintenance order either refers to one specific object or to a group of any number of objects
which can be displayed in an object list in the maintenance order.
Period of Validity
An individual order is valid for a specific piece of maintenance work only. In the case of standing
order, however, you do not create a new order every time a new piece of work needs to be done. The
standing order is valid for a certain period of time. It is created to cover minor repairs, and all times
and materials are posted to it.
Execution
Maintenance orders are performed by internal company employees or are outsourced to external
companies.

HOW IS AN EXTERNAL SERVICE TRIGERRED

The reasons we used External Services or Third Parties are:

Missing Qualification: A companys own labor force is not always qualified to carry out
every type of maintenance work. It is often the case that certain types of work will need to be
given to external companies who have focused on this area (for example, lift servicing, the
maintenance of air conditioning systems, process control etc.)

Unavailable Capacity: External Services or Third Parties can be used to supplement the
capacity of the internal labor force (for example during betterment projects, turnarounds, end
of the year maintenance etc.)
Costs: The question of whether external labor is more cost-effective than internal labor is not
simply a case of primary cost comparisons( that is, the amount on the invoice) but also of the
secondary cost comparison. That is, the administrative costs associated with managing external
companies such as order planning, purchasing, service acceptance, invoice checking etc.

In SAP Plant Maintenance, we can do this by using Control Keys:

PM01: The external service is handheld, via an internal order, like internal work

PM02: the external service is processed with a purchase requisition and an individual standard
purchase

PM03: the external service is processed on the basis service items or service specifications and,
later on, by service measurements.

CAPACITY REQUIREMENTS PLANNING in PLANT
MAINTENANCE ?

In SAP Plant Maintenance, Capacity requirements planning supports the detailed work scheduling
for the individual maintenance Work Centers.

It aims at determining the capacity available at individual work centers and to use it optimally in
view of daily requirement changes. They are maximized as far as possible in view of the changing
daily requirements. Therefore, it can help us determine which Work Centers and individual persons
are available and when assigning them to Maintenance Work Orders and Work Order Operations.

In Plant Maintenance with relation to capacities, we can do the following:
You can assign the work of a whole order to an employee while you enter or process the order.
This order-based assignment of work is an alternative to the method of allocating one or more
employees to individual operations although this method will continue to be supported.
Responsible employee in the order header: With the partner determination procedure you can
assign an order to an employee. You can choose different types of partners but the role must
be that of a person.
Automatic creation of capacity load for the employee: For partners of the type Personnel, you
can determine in the partner determination procedure that capacity load records are
automatically created for the employee. If an employee has already been entered manually for
an operation, this assignment is not overwritten by the automatic assignment.
Personnel planning functions for assignment in the order: The following functions are
available via help for employee assignment:
- List of employees per work center
- Qualification overview
- Qualification and scheduling overview
- Qualification comparison with reason

- usage list per employee
- Scheduling overview including HR-attendance/absences (holidays, sickness)

Depending on the business requirement, in Plant Maintenance, we can use the Graphical or Tabular
Planning Board or Multi Resource Scheduler ( MRS ) for Work Scheduling.

PLANT MAINTENANCE CATALOGS

A Catalog contains one or more code groups. A code group is a list of codes such as reason for
repair codes or part condition codes.

A catalog contains both code groups and selected sets:
A code group contains one or more codes. Since each code is assigned to a code group, codes
are often referred to as group codes in SAP.
A selected set contains a combination of different codes that originate from different code
groups.
Codes make up the lowest level of the catalog. Codes are used in both code groups and
selected sets.

You define codes in code groups and use the codes in selected sets (for example, to describe
characteristic attributes such as colors, shapes, surface characteristics), defect causes, or usage
decisions.

Keep the following points in mind:
You need the necessary authorization to perform these functions.
The screens may vary slightly depending on the function you are using.
The individual field names may vary slightly.

CANNOT MAINTAIN PM CATALOGS IN THE
PRODUCTION SYSTEM?

SCENARIO:

In a companys Production Server, a Maintenance Planner wants to add a new Catalog in SAP Plant
Maintenance using the Transaction Code QS41. But the Maintenance Planner was not successful
because it is in Display Mode:

And when you try to check your Authorization using the transaction code SU53, the Authority Check
failed even if the Authorization team already set it up in your SAP ID Profile.

The reason it failed because the Maintenance of selected sets specially in QS41 requires transport
request. And in the Production System, All Configurations in SAP are CLOSED.

In order to solve this, we should apply the SAP Note 736920 to correct the problem.

Release of Multiple Purchase Requisitions SAP PM

SCENARIO:
A Maintenance Planner creates a Multiple Maintenance Work Orders with several Non-Stock items
(i.e Carpentry Services, Civil Works, etc. )
Instead of releasing them one by one, the Maintenance Planner can use the SAP transaction
code ME55.

From the report, just indicate the Release group, Plant, and the Materials Planner Controller. You can
fill out the other fields if you want a specified number of Purchase Requisitions to appear.

After filling out the fields, click on the execute button ( its the clock located on the upper left hand of
the report =) ).

To release the Purchase Requisitions by clicking the release icon ( its the pencil with the check on
top). Then click the back button and your done .
Its very simple, dont you think so?
Processes in Production Planning and Control
Posted on November 2, 2013
Processes in production planning and production control comprise the following main areas:

Sales and operations planning for determining the quantities to be produced.
Material requirements planning to calculate net requirements and component
requirements, taking into account scrap and lot sizes.
Capacity requirements planning for detailed production planning, taking
into account available capacities.
Production control to control and record the production process (create
production documents, record confirmations)

In my case, I am more immersed in Production Control .

Production Strategies

We can do SAP-PP with the following Strategies:
Make-to-stock production for mass production,
Make-to-order production or make-to-order production
as well as Production by lot size.
Depending on the production type, various production strategies are necessary. For each production
process, you can determine optimum planning strategies. These strategies can be freely chosen and
can be combined with each other. You can define the appropriate strategies per material and plant.

Planning Strategies
Production must be planned either completely or partially especially for finished products with a lot
of variants so that as many variants as possible can be delivered at the shortest notice possible.
However, we must be careful not to tie up unnecessary capital in current assets.
In SAP-PP, we can do different demand management so that various planning targets can be persued
:
Planning at finished product or without assembly
Planning using Planning Bills of Material
Planning at assembly
It is important that planning is effective and effortlessly as possible by the planner. Moreover, it is
also important that planning is integrated in sales order processing. This means that planning must be
checked with the independent requirements as soon as the sales order arrives. This ensures that the
parts required for the sales order are either in production or are already in the warehouse.

Product Costing & Material Master Data
The material master record contains all information needed for managing a material. This data is
structured by views. The views correspond to the individual areas within the company in which the
material is used.
Product Costing are relevant to the views of the Material Master defined in SAP:
assignment of material to a plant
Costing view
Accounting view
For the Costing View for Raw Materials , in the material master, the Quantity Structure should not
be selected and Variance Key indicator. For Semi Finished and Finished Products, there are also
things to consider in the Material Master:
Base unit of measure, unit of measure in which stocks are recorded
With Quantity Structure indicator ,determines whether the material is generally costed
using product costing or not.
Material Origin indicator,determines whether the material number is updated in the cost
element itemization
Alternative BOM , determines which BOM alternative is used as basis for product costing
with quantity structure
Group counter,determines which routing within the routing group is used in product costing
Special Procurement Type for costing, Used to indicate that the material is sub-contracted;
if left blank, the special procurement type in the MRP view will apply.

Costing Lot Size , indicates the quantity used as basis for costing; used to manipulate the SAP
limitation on decimal places (maximum of 2).
Variance Key, indicates the control parameters for calculating variances.
Profit Center, indicates to which profit center the inventory valuation or material usage cost
be posted.
Co-Product Indicator, indicates if the material can also be used as a co-product in a joint
production BOM.
Joint Production, contains the dialog box that allows the indication of the source-structure
that determines how the order costs are distributed to co-products
For Accounting View of the Material Master, the following data should be also taken into
consideration :
Material price based on the price control
Valuation class to determine what cost element/inventory account be assigned to material
cost/inventory
the Currency and Price unit of the cost estimate

Material Number & Industry Sector
In SAP-MM, We can define a Material Number uniquely identifying a material master record. We
can assign mnemonic keys or nonmnemonic keys as material numbers, depending on the method
your company prefers. For this reason, we can have the following types of number assignment in
SAP:

External Number Assignment : If your company uses mnemonic keys (normally
alphanumeric), you enter the character string you want to use as the material number when you
create the material master record.
Internal Number Assignment :If your company uses nonmnemonic keys, you do not enter a
material number when creating a material master record. Instead, the system assigns a
consecutive number to the material. This number is visible when you maintain the material
master record.
For Industry Sectors ,when we create a material master record, we are required to classify the
material according to industry sector and material type. Like material types, industry sectors have
control functions in the R/3 System. For example, it is a factor determining the screen sequence and
field selection in a material master record. Once you have assigned an industry sector to a material,
you cannot change the industry sector again afterwards.
The standard R/3 System contains the following industry sectors. The ID used to identify the industry
sector internally appears in parentheses.
Plant engineering and construction (A)
Chemical industry (C)
Mechanical engineering (M)
Pharmaceuticals (P)
The other sectors are for retail
Work Clearance / Work Permits

The Work Clearance or Work Permit is an operational safety barrier to protect against undesired
incidents. It is a written document that authorizes specified persons to carry out specified work at a
specified time and also describes both the work to be carried out and the requirements, that must be
fulfilled.
Work permits are categorized in different levels, depending on risk considerations and the need for
coordination and it can be created for a Work Clearance Management relevant order or for one or
more operations.
We need Work Permits / Work Clearance for the following:
For the Maintenance Crews who are working in hazardous environments ( i.e high voltage or
radiation exposure )
On Maintenance measures that need to be performed while systems are operational.
On Operation of a technical system that must not be affected in any circumstances.
For Work related illnesses which require special health and safety measures ( i.e
LOCKOUT/TAGOUT, fire protection, radiation protection, etc )
With SAP- PM WCM , it will enable us to monitor and control these activities thus ensuring a safe
working conditions for the maintenance technicians.
Below is a sample wherein we can include Work Clearance / Work Permits in Maintenance Order
Processing coming from Notification or Maintenance Plan :

PM Outline Agreement

In Plant Maintenance, in every maintenance order process, we do a lot of external services, for
instance, Painting Services, Fabrication, even Carpentry; This can be covered by making Outline
Agreements.
The outline purchase agreement is often referred to as a blanket or umbrella purchase order. It is
basically a long-term agreement between the purchasing department and vendor for material or
services for a defined period of time. The purchasing department negotiates with the vendor a set of
terms and conditions that are fixed for the period of agreement. A longer-term agreement between a
purchasing organization and a vendor regarding the supply of materials or the performance of
services within a certain period according to predefined terms and conditions.
There are two types of Outline Agreements:
Contract is a type of outline purchase agreement against which release orders (releases) can
be issued for agreed materials or services as and when required during a certain overall time-
frame.
Scheduling Agreement is a form of outline purchase agreement under which materials are
procured on predetermined dates within a certain time period.
The Outline Agreement has the following Characteristics :
Document header: contains information relating to the entire agreement. For example, the
vendor information and header conditions are in the document header.
Items: containing the information specific to the relevant material or service. For example:
Statistics on ordering activities for the item
Quantity or price of the item
Conditions, such as quantity discounts and surcharges

In a Maintenance Work Order Process, we create Maintenance Order with a Purchase
Requisition ( with DIEN material ),create a Contract Based on PR, then Third Party Services
will execute the job specified in the order, the Maintenance Planner will inspect the job and
Completes the Maintenance Order, Store Clerk will perform Goods Receipt for the Finance
department to process the payment.

Material Types

In SAP MM, there are standard material types;and each type has its own views .

The standard R/3 System comes with the following material types. The ID used to identify the
material type internally appears in parentheses. It is sometimes necessary to know this ID, for
example, when defining the attributes of material types in Customizing for the Material Master.
The following Material types found in SAP MM are the following:
Additional (VKHM) are assigned to a material to be sold to ensure its effective presentation
to customers. EX : Clothes hangers, Care labels, Services such as pressing clothing for
display or arranging it on hangers.
Advertising media (WERB) are means of presentation used in advertising, grouping together
advertising messages about a number of materials. Forinstance, Printed mail-order catalogs,
Computer catalogs on CD-ROM, Promotional fliers.
Apparel, seasonal (MODE)
Beverages (FGTR)
Competitive products (WETT) are Observing and evaluating the activities of your
competitors is essential for optimum market analysis. You can enter basic data on the products
of your competitors in material master records of this material type. By specifying a
competitor number, you can assign the product to a particular competitor.
Configurable materials (KMAT) are materials that can have different variants. For
example, an automobile can have different types of paintwork, trim, and engine. The Material
is configurable indicator is already set for this material type in Customizing for the Material
Master in Define Attributes of Material Types [Ext.].
Empties (industry LEER, retail LGUT) are a type of returnable transport packaging
generally subject to a deposit. They can consist of several components grouped together in a
bill of material (BOM) that are assigned to a full product. For example, an empty crate and the
empty bottles are assigned to the full product beer. Each of the components in the BOM has a
separate material master record.
Finished products (FERT) are produced in-house. Since they cannot be ordered by
Purchasing, a material master record of this material type does not contain purchasing data.
Full products (VOLL) are the counterpart to empties. For example, with a crate of lemonade,
the full product is the lemonade itself, while the empties are the individual bottles and the
crate.
Intra materials (INTR) exist only temporarily between two processing steps. A material
master record of this material type contains neither purchasing nor sales data.
KANBAN containers (CONT) .This material type is recommended for creating KANBAN
containers as a material. In the standard R/3 System, only the Basic Data view is offered.
Using this material type makes it easy to search for KANBAN containers.
Maintenance assemblies (IBAU) are not individual objects, but logical elements to separate
technical objects into more clearly defined units in plant maintenance. For example, an
automobile can be a technical object, and the engine, gearbox, chassis, and so on the
maintenance assemblies. A material master record of this material type can contain basic data
and classification data.
Manufacturer parts (HERS) parts are materials that can be supplied by different
manufacturers and/or vendors who use different manufacturer part numbers to identify the
materials.
Nonfoods (NOF1) are items sold in grocery stores, other than food.
Ex: Paper products , MAGAZINES
Non stock materials (NLAG) are not held in stock because they are consumed immediately.
Non valuated materials (UNBW) are managed on a quantity basis, but not by value.
Operating supplies (HIBE) are procured externally and required for the manufacture of other
products. A material master record of this material type can contain purchasing data, but not
sales data.
Packaging materials (VERP) are used to transport goods and come with the goods free
of charge. A material master record of this material type is managed on both a quantity basis
and value basis.
Packaging materials (VERP) are used to transport goods and come with the goods free of
charge. A material master record of this material type is managed on both a quantity basis and
value basis.
Perishables (FRIP) are Goods that are perishable in an assortment. For example, Fruit and
vegetables, Dairy Products, and Meat
Pipeline materials (PIPE) are materials such as oil, power, or water that flow into the
production process directly from a pipeline, line, or other type of conduit. Since pipeline
materials are always available, they are not planned.
Process materials (PROC) materials are used in the manufacture of co-products. They are not
physical entities, but represent production processes. They are useful if production is initiated
by the availability of input materials and capacities, and not by material requirements
planning.
Product groups (PROD) aggregate materials according to certain freely definable criteria.
For example, the products may be similar to each other in some way, or they may be finished
products that were produced on the same machine.
Production resources/tools (FHMI) procured externally and used in production or plant
maintenance. A material master record of this material type can contain purchasing data, but
not sales data. It is managed on a quantity basis. EX: Jigs and fixtures , Measuring & Test
Equipment
Raw materials (ROH) are always procured externally and then processed. A material master
record of this type contains purchasing data, but not sales data since they cannot be sold.
Semi finished products (HALB) be procured externally and manufactured in-house. They are
then processed by the company. A material master record of this material type can contain
both purchasing and work scheduling data.
Services (DIEN) can be performed internally or procured externally (outsourced). They
cannot be stored or transported. I.E, Construction work, Janitorial/cleaning services, Legal
services.
Spare parts (ERSA) are used to replace defective parts. They may be kept in stock. A
material master record of this material type can contain purchasing data, but not sales data.
Trading goods (HAWA) are always procured externally and then sold. A material master
record of this material type can contain purchasing data and sales data.
Value-only articles (WERT) represents a group of articles whose inventory is not managed
on an article basis. All goods movements for this group of articles are posted to the value-only
article.

Condition Based Maintenance

Scenario:

In the course of an inspection, a system is seen to be in a condition that will require repair in
the foreseeable future, then these findings can be entered as a maintenance notification and
passed on to the planning group responsible.
In SAP Plant Maintenance, we can implement a condition-based process where a requester
will create a notification in SAP and prints the notification for approval. The engineering
manager will then approves the maintenance request made. The maintenance planner will
encode the all approved request and prepare for maintenance work order creation. The
maintenance planner will now plan, schedule, release(also print) the maintenance work order
for corrective maintenance. The technician(s)(mechanic or groups of mechanics) will now
execute the job indicated in the maintenance work order form and his findings if any.
After all the work is being done, the requester will acknowledge the repairs/work done by the
technician. Then, the maintenance planner will encode all findings in SAP and performs the
technical completion of the maintenance order(TECO). Finance department will run a
periodic settlement in which it will post the proper charges to the cost center. After all items
are being settled, they fill perform the business completion of the maintenance work
order(BUCO) to close the maintenance work order.

Breakdown Maintenance

Scenario:
Sometimes, the maintenance work centers need to take immediate action, due to unexpected machine
breakdowns, accidents or other malfunctions, even though neither the type nor the scope of the
activities required are known. Maintenance of this nature is referred to as Breakdown Maintenance.
In SAP Plant Maintenance, we can have a process where a production manager or requester will fill
out a manual work order form ( ideally the manual form should be identical to the system generated
form in SAP ). The technician(s)(mechanic or groups of mechanics) will now execute the job
indicated in the maintenance work order form and his findings if any.After all the work is being
done, the requester will acknowledge the repairs/work done by the technician. On the next day,the
maintenance planner will encode all findings and transactions (like spare parts used, actual duration
of the work) in SAP with date based on the Manual Work Order form and performs the technical
completion of the maintenance order(TECO). Finance department will run a periodic settlement in
which it will post the proper charges to the cost center. After all items are being settled, they fill
perform the business completion of the maintenance work order(BUCO) to close the maintenance
work order.

PM Asset Acquisition for Constructed Assets

Assets under construction (AUC) are a special form of tangible assets. They are usually displayed as
a separate balance sheet item and therefore require a separate account determination and their own
asset classes. During the construction phase of an asset, all actual postings are assigned to the AUC.
Once the asset is completed, a transfer is made to the final fixed asset.
In SAP Plant Maintenance, we can create a project order or investment order to capture the costs of
the asset under construction. During the period and month-end processing will settle the costs from
the project order/investment order to the asset under construction. This is done so that budget
information can be entered for the AUC and tracking of the actual-to-budget can be performed. Once
the project is completed, the final asset is created in the appropriate asset class, and the project order
is set to technical completion(TECO) so that the next settlement will transfer the AUC asset value to
the completed asset.
So, with the work order cycle in Plant Maintenance in mind, we can define a process wherein we can
create a project order with asset under construction, then we can create a budget for the new asset;
release the project order; post the invoice(s) and materials to project order; monitor project order
execution; If the Project is already done, we technically complete the project order; come month end,
we will settle all charges to the asset and then we can close the project order.

Idle Mind of A SAP PM Consultant

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SAP PLANT MAINTENANCE

Posted on October 18, 2013

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