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Plant Maintenance Notifications Information Technology Department Revised: March 22, 2017
Plant Maintenance Notifications
Information Technology Department
Revised: March 22, 2017

Training and Support

You may contact the following offices for assistance with the SAP Plant Maintenance system:

Information Technology Technical Assistance helpdesk@sbcusd.com (909) 888-4357

Training Training Specialists techtraining@sbcusd.com (909) 386-2550

Security Logins securityspecialist@sbcusd.com (909) 386-2550

Maintenance & Operations Owner of procedures (909) 388-6100

Fiscal Services Budget Analyst (909) 381-1154

Updated in this version

03/03/2017 Maintenance and Operations sent out a new procedure for a Custodial Run Change Request, PM15. Added Lesson 2 to Chapter 2.

SAP Plant Maintenance Notifications

Table of Contents

Introduction

5

Chapter 1 The Plant Maintenance Notification System

7

Lesson 1 Overview of SAP Plant Maintenance Notifications

8

Lesson 2 Logging In and Out

12

Logging

In

12

Logging Out

13

Lesson 3 Adding the PM Notification to your Favorites List

14

Add Transaction Code

14

Display Transaction Codes

14

Delete Transaction Code

14

Chapter 2 Creating a Plant Maintenance Notification

15

Lesson 1 Creating a PM11 Notification (General Maintenance/Repairs)

16

Print Notification

18

Lesson 2 Creating a PM15 Notification (Custodial Run Change)

18

Chapter 3 Creating a Plant Maintenance Notification - Special Order (Type 41)

19

Lesson 1 Overview of a PM Notification Special Order

20

Lesson 2 Create Notification - Special Order (Type 41)

21

Lesson 3 Creating a PM Notification (Equipment Transfer)

24

Lesson 4 Using SAP Email to route a PM Notification

27

Open PM Notification

27

Send notification through SAP E-Mail

27

Check Outgoing SAP E-Mail

29

Chapter 4 Managing Plant Maintenance Notifications

30

Lesson 1 Check, Change, and Cancel a PM Notification

31

SAP Plant Maintenance Notifications

Introduction

All rights reserved. No part of this publication may be reproduced or used in any form or by any meansgraphic, electronic, or mechanical, including photocopying, recording, taping, or in information storage and retrieval systemswithout written permission from San Bernardino City Unified School District Research, Instructional Support, and Technology.

This manual is for internal distribution only.

This user guide is intended to teach you how to navigate within the Intouch Web Portal System,

show you how to create various notifications, and how to view and print reports about the results

of your notifications.

Course prerequisite

A basic understanding of the Windows environment is a prerequisite for this manual. It is

assumed that you can use a mouse, are familiar with basic Windows elements such as the title bar, menu bar, and scroll bars, and can select menu options and applications.

Conventions used in the manual

You will see this symbol when additional information is provided about the current topic. It will also appear when a tip, trick, or shortcut is available.

You will see this symbol when you need to be aware of a potential problem.

Chapter 1 The Plant Maintenance Notification System

Topics covered in this chapter:

--Overview of the Plant Maintenance Notification System --Logging In and Out --Adding the PM Notification transaction to your SAP Favorites List

SAP Plant Maintenance Notifications

Lesson 1 Overview of SAP Plant Maintenance Notifications

A Plant Maintenance Notification is a request to have work done at your site by the Maintenance and Operations Department.

If there is a facility crisis, first call Maintenance & Operations at (909) 388-6100. Then, create a follow up notification in SAP, so that the emergency is documented.

*Crisis Items:

Gas smells

Power Outages

Broken Windows

Roof leaks not associated with rain

Sink holes

Activated fire alarm

No hot water in kitchen/child care

Flooding inside/outside

Signs of smoke or fire

Windows or doors that cannot be secured

Excessive water leakage

 

Overview

Principals, Secretaries, Building Administrators, and Service Center personnel will initiate Maintenance Notifications for Maintenance & Operations.

Notifications are not an authorization to perform maintenance work activities but a request for services. A Maintenance Order represents the authorization to perform maintenance work activities.

Factors such as problem/resolution determination, required resources and availability, required parts/materials and availability, financial resources required, and funding availability all affect the response to the notification. Proper classification of a Maintenance Notification is also an essential part of this process.

SAP Plant Maintenance Notifications

Benefits of using SAP for Plant Maintenance

Reduced response time for delivery of maintenance services

Reduction /elimination of duplicate data entry

Full integration with other SAP modules (Financial/Controlling for all financial transactions, Human Resources for employee information)

One-stop time entry, using daily time sheets (very similar to our current process)

Check status of PM Notifications and Work Orders

Better reporting and queries

SAP Plant Maintenance Notifications

Terms and Concepts

Plant Maintenance Notification

A notification is a request for work. This must be created from each site so that Maintenance &

Operations is aware that work needs to be done.

Work Order The work order is the document that gives the “go-ahead’ for maintenance work to proceed. It contains the plan of where, when, how, and by whom the work will be done.

Time Entry Time entry will be managed by using Daily Time Sheets. These will post time entry against maintenance orders using the HR (Human Resource) module CATS (Cross-Application Time Sheet).

Technically Complete (TECO) This means that the work order has been closed.

Notification Type

A notification type is a key that determines the kind of maintenance and the department

scheduled to do the work. Notifications can be corrective (11) or special order (41). Notification types PM 11-53 will go to Maintenance & Operations, and PM 71-73 will go to Nutrition Services (see further explanation on page 9).

Functional Location

A functional location refers to an organization unit that is to be maintained, such as a school or

other building site For example: Belvedere Elementary 01-108.

Equipment Equipment refers to the physical object that needs to be repaired or maintained as an autonomous unit.

Work Center (Shops)

A work center is a group of people who perform maintenance responsibilities.

For Example: Plumbers or Electricians.

Status This lets everyone know what the progress is for any particular work order. There are several business transactions involved in issuing a work order status: Posting time and other follow-up costs after the job has been technically completed (TECO).

Create Plant Maintenance Work Order

IW21

Change a Plant Maintenance Work Order

IW22

Check status of a Plant Maintenance WO

IW23

SAP Plant Maintenance Notifications

Types of Plant Maintenance Notifications

1. Facility Corrective (11) This is maintenance that will fix something that is broken. This is the type that you will create most often. For Example: fixing an air conditioner problem or broken window.

2. Custodial Run Change Request (15) This is a non-maintenance upgrade. It is used when your site needs custodial runs (duties) changed or reviewed.

3. Facility Special Order (41) This is a non-maintenance upgrade that is funded by the site. For example: a special order could be the installation of a new telephone or building a new fence.

4. Fleet Corrective (51) This is maintenance that will repair a vehicle. For example: a radiator leak, flat tire, or tail light out.

5. Fleet Special Order (53) This is a non-maintenance upgrade. For example: installing additional lights, modifying a trailer, installing a lift gate, or auto body repair due to an accident.

6. Nutrition Corrective (71) This type is maintenance that will fix something that is broken in a kitchen. The item being reported is not in the walls, floor, or ceiling. An exception to this might be an outdoor BBQ at a High School. For example: a walk-in freezer temperature is too high.

7. Nutrition Special Order (73) This type is a non-maintenance upgrade. This type can be as simple as an upgrade or complex maintenance activities and large, costly projects that are processed through the Project Systems module within SAP.

Facility Corrective

11

Custodial Run Change Request

15

Facility Special Order

41

Fleet Corrective

51

Fleet Special Order

53

Nutrition Corrective

71

Nutrition Special Order

73

SAP Plant Maintenance Notifications

Lesson 2 Logging In and Out

The steps in this lesson will instruct you on how to log in and log out of the SAP system.

To request a login account, have your site administrator send an email to securityspecialist@sbcusd.com and request access to the SAP Plant Maintenance system.

To request an install of the SAP software program, contact the I.T. Help Desk at (909) 888-4357 or email helpdesk@sbcusd.com.

Step-by-Step

Logging In

1. Double-click the SAP Logon icon on your desktop. This will open the SAP Logon 740 window.

on your desktop. This will open the SAP Logon 740 window. 2. Select the Connections folder
on your desktop. This will open the SAP Logon 740 window. 2. Select the Connections folder

2. Select the Connections folder (left side) and the SAP System (right side). If these items are missing, contact the I.T. Help Desk at (909) 888-4357.

3. Click the Log On button. This will open the SAP login screen.

the Log On button. This will open the SAP login screen. 4. In the Client field,

4. In the Client field, verify that 300 appears.

5. In the User field, enter the user name given to you by the I.T. Security Specialist.

6. In the Password field, enter the default password given to you by the I.T. Security Specialist.

7. In the Language field, verify that EN appears.

8. Press the [Enter] key or click the

that EN appears. 8. Press the [Enter] key or click the button (top left corner of

button (top left corner of screen).

SAP Plant Maintenance Notifications

SAP will force you to change your password when logging in for the first time. Enter a New password and Confirm password (make sure it is identical to the new password). The next time you log in, you will have to use your new password.

Logging Out

1. Exit back to the SAP Easy Access menu by clicking the Exit

2. Click the Exit

Easy Access menu by clicking the Exit 2. Click the Exit button (Standard toolbar). button. 

button (Standard toolbar).

the Exit 2. Click the Exit button (Standard toolbar). button.  Read all system messages to

button.

Read all system messages to make sure you save any data that you have entered.

SAP Plant Maintenance Notifications

Lesson 3 Adding the PM Notification to your Favorites List

The steps in this lesson will show you how to add an SAP transaction code to your Favorites folder on the SAP Easy Access Menu.

Step-by-Step

Add Transaction Code

1. Click on the Favorites menu (Menu bar).

2. Select Insert Transaction from the drop-down menu.

3. In the Transaction Code field, enter the desired transaction code (e.g., IW21, IW22, or

IW23).

the desired transaction code (e.g., IW21, IW22, or IW23). button. 4. Click the Continue Display Transaction
the desired transaction code (e.g., IW21, IW22, or IW23). button. 4. Click the Continue Display Transaction

button.

transaction code (e.g., IW21, IW22, or IW23). button. 4. Click the Continue Display Transaction Codes If

4. Click the Continue

(e.g., IW21, IW22, or IW23). button. 4. Click the Continue Display Transaction Codes If you want

Display Transaction Codes

If you want transaction codes to display within the Favorites area, follow the steps below.

1. Click on the Extra menu (Menu bar).

2. Select Settings from the drop-down menu.

3. Click to check the Display Technical Names option.

3. Click to check the Display Technical Names option. 4. Click the Continue button. Delete Transaction

4. Click the Continue button.

Delete Transaction Code

1. Right click on the transaction code.

2. Click DELETE.

Chapter 2 Creating a Plant Maintenance Notification

Topics covered in this chapter:

--Creating a PM Notification, Type 11 (Corrective) --Creating a PM Notification, Type 15 (Custodial Run Change) --Print a Notification

SAP Plant Maintenance Notifications

Lesson 1 Creating a PM11 Notification (General Maintenance/Repairs)

This lesson will show you how to create a maintenance notification for routine maintenance and repairs at your site. For example, leaky faucet, repair broken window, spray for ants.

Step-by-Step

1. In the Command Field, enter IW21 and press the [Enter] key.

11
11

If the Command Field is missing, click the expand to unhide it.

 If the Command Field is missing, click the expand to unhide it. arrow, top left

arrow, top left corner of screen,

2. In the Notification type field, type 11.

of screen, 2. In the Notification type field, type 11. 3. Press the [Enter] key on

3. Press the [Enter] key on your keyboard or click the Notification button (top left corner).

SAP Plant Maintenance Notifications

4. In the Notification field, enter the short text description for the notification.

THIS AREA MUST HAVE A ROOM LOCATION (site location is unnecessary) AND A BRIEF DESCRIPTION OF WHAT THE PROBLEM IS. For example: ROOM D-2 A/C blowing hot air.

If there is a toilet leaking writing “toilet” is not sufficient. Please write A-wing girls’ restroom toilet leaking.

Graffiti may be listed as “throughout site” here. A vandalism report will be created for each graffiti notification.

Air Conditioning must be separated by wings. Do not put separate wings on the same work order. Do not state that an entire wing is without air conditioning unless every room is verified.

All other problems must be separated by classroom. Each job must have its own separate work order. Do not combine jobs on one work order even if all jobs are the same type of problem.

For example:

J-1 no power to electrical outlet B-3 no power to electrical outlet B-3 Lights are not turning on

Each of these must have their own notification made.

5. Click in the FunctLocation field and type 01-### (where ### equals your 3-digit site number). For example: 01-108.

### equals your 3-digit site number). For example: 01-108. 6. In the Description field, type a

6. In the Description field, type a more detailed description and location of the problem.

a more detailed description and location of the problem. 7. In the Reported by field, type

7. In the Reported by field, type the last name and first initial of the person reporting the problem. You have up to 12 characters to enter a name.

8. Press the [Enter] key to check input.

to enter a name. 8. Press the [Enter] key to check input. 9. Click the Save
to enter a name. 8. Press the [Enter] key to check input. 9. Click the Save

9. Click the Save

10. Write down the Notification # (very bottom left corner) so that you can refer to it whenever you call Maintenance and Operations. Once you exit this screen, the notification number disappears.

button (Standard toolbar) to save the notification.

number disappears. button (Standard toolbar) to save the notification. SBCUSD – Information Technology - 17 -

SAP Plant Maintenance Notifications

Print Notification

Print your Notification immediately. Once it becomes a Work Order, you cannot print it, you would have to do a print preview screen shot.

1. Open the notification that you just saved in display (IW23) or change mode (IW22). The Notification # is displayed in the field.

2. Click on it and then press the [Enter] key.

3. Click the

button (Standard toolbar).Click on it and then press the [ Enter] key. 3. Click the 4. Highlight the

4. Highlight the notification overview line using the

5. Click the

button.the notification overview line using the 5. Click the icon to the left.  If your

notification overview line using the 5. Click the button. icon to the left.  If your

icon to the left.

If your notification has already been turned into a Work Order, use your Print Screen (PrtScn) button on your keyboard in order to print.

Lesson 2 Creating a PM15 Notification (Custodial Run Change)

This lesson will show you how to create a custodian run (duty) change. For example, added 2 rooms that need cleaning, putting the flags up and taken down.

Follow Lesson 1 changing the Type to 15.

For step 6 Description field, here are some examples:

We have added two kindergarten rooms B-1 and B-2. Please add this to one of our night runs. Night Run B does the other three kindergarten rooms C-2, K-1, and K-2. Also, Jane Doe, who is doing Night Run B, feels her run already has more work than John Doe’s Night Run

A.

Room B-7 is missing from the run sheet and Night Run A cleans this room. Also, trashing of C-3 through C-6 is not on the run either.

Our day custodian takes the flags down, but it is on the night custodian’s run. Can you make this change?

Make sure to print before it becomes a Work Order see printing above.

For assistance, please contact Cheryl Garcia, M & O’s Operations Manager at (909) 388-6100.

Chapter 3 Creating a Plant Maintenance Notification - Special Order (Type 41)

Topics covered in this chapter:

--Overview of PM Notification Special Order --Creating a Special Order PM Notification --SAP Email Special Order PM Notification

SAP Plant Maintenance Notifications

Lesson 1 Overview of a PM Notification Special Order

Special Order notifications are different than a normal notification in that your department pays for the maintenance being requested. The flowchart that appears below details the path a special order notification takes and the approvals needed before the work can begin.

Start
Start

User creates PM Notification type 41 in SAP

Site administrator types Approved inside the notification and SAP e-mails the notification to your budget analyst

Fiscal approves notification and SAP e-mails to M & O

M & O creates Work Order

Site administrator types, Approved, inside the notification and saves

types, Approved , inside the notification and saves Yes Estimate Approved? No Site administrator types Not
Yes Estimate Approved? No
Yes
Estimate
Approved?
No

Site administrator types Not Approved inside the notification and SAP e-mails to Linda Minard

in

M & O

M

notification in SAP

& O cancels

Site administrator SAP e-mails the notification to Linda Minard in M & O for estimate

M & O prepares estimate and SAP e-mails the notification back to site administrator for 2 nd approval

back to site administrator for 2 n d approval End  District employee names may change.
End
End

District employee names may change.

Instructions inside the gray boxes are the steps site administrators perform.

SAP Plant Maintenance Notifications

Lesson 2 Create Notification - Special Order (Type 41)

This type of notification incurs charges to your budget. It is used for things like building and mounting a bookshelf, making extra keys, installing an overhead projector, resurfacing the parking log, or transferring equipment from site-to-site.

Equipment transfers from site-to-warehouse and vice versa, records storage, shredding, and recycling, do not require a PM Notification. Contact the Warehouse Department at (909) 388-6137 for more information on these types of transfers.

Step-by-Step

1. From the SAP Easy Access screen, enter transaction code IW21 in the command field and then press the [Enter] key.

If the Command Field is missing, click the expand screen to unhide it.

 If the Command Field is missing, click the expand screen to unhide it. arrow top

arrow top left corner of

the expand screen to unhide it. arrow top left corner of 2. In the Notificatin type

2. In the Notificatin type field, enter 41 and then press the [Enter] key. A new notification form

opens.

then press the [Enter] key. A new notification form opens. 3. In the Notification title field,
3. In the Notification title field, enter a brief title for your notification (e.g., install
3. In the Notification title field, enter a brief title for your notification
(e.g., install projector in classroom B-2).
4. In the Functinal loc. field, enter your site’s location code (e.g., 01-###).

SAP Plant Maintenance Notifications

For non school sites, use these codes. Contact Maintenance & Operations for assistance with additional codes.

01-714 = BOE

01-898 = Transportation

01-795 = SMART

01-764 = Printing Services

01-900 = WHAA

01-908 = Warehouse

Contact Maintenance and Operations for additional codes.

5. In the Description field, describe in detail what action you want to request of Maintenance and Operations. If this is a site-to-site equipment transfer, enter the BU-133 number in this field. Refer to Lesson 2 in this chapter for detailed instructions on how to enter a PM Notification for site-to-site equipment transfers.

a PM Notification for site-to-site equipment transfers. 6. In the Reported by field, enter the name

6. In the Reported by field, enter the name of the person M & O would contact for any questions. This field has only 12 characters in which to enter a name.

7. Type in the budget using the formula below.

For assistance with finding these codes, refer to the summary below, ask your site administrator,
For assistance with finding these codes, refer
to the summary below, ask your site
administrator, open an existing PM Notification
Type 41, or contact your budget analyst.

SAP Plant Maintenance Notifications

Funds Center The first 3 numbers are your “School” code. The second 3 numbers are the “Management” code. The last 4 numbers are the “Goal” code, which are usually 0000 for Undistributed or 1110 for Regular General Education.

Fund The Fund in SAP is the combination of the “Fund” code, “Year” and “Resource” in Financial 2000. Contact your Budget Analyst for assistance with this.

Functional Area The Functional Area in SAP is the same as the “Function” in Financial 2000. Generally, you will use 1000 for Instructional or 2700 for School Administration.

8. Click the Save

or 2700 for School Administration. 8. Click the Save button. 9. Write the notification number down

button.

2700 for School Administration. 8. Click the Save button. 9. Write the notification number down (very

9. Write the notification number down (very bottom left corner) on your original paperwork. This number will disappear when you navigate to another screen.

10. Let your site administrator know that the notification is ready for them to approve. Give them the notification number you wrote down from the previous step so they can login to SAP and open the notification in change mode (Transaction Code IW22).

Refer your site administrator to the Electronic Approvals for Administrators manual for instructions on how to approve and send the notification via SAP email to Maintenance and Opertions for further processing.

11. Check the status of the notification once or twice a week to make sure it is moving through the SAP system. Refer to the steps in the next lesson for instructions on how to monitor PM Notifications within SAP.

SAP Plant Maintenance Notifications

Lesson 3 Creating a PM Notification (Equipment Transfer)

This lesson will show you how to create a notification to transfer equipment from one site to another. This kind of an equipment transfer is also a PM Notification - Special Order (Type 41), because charges will be incurred. Equipment being picked up for salvage does not require a PM Notification.

Before you enter a notification into SAP, complete the Equipment Transfer form (BU- 133) and make a note of the record number. This number will be entered into the PM Notification’s description box. Send the completed Equipment Transfer form via pony mail to Inventory Control for processing.

form via pony mail to Inventory Control for processing. Step-by-Step 1. From the SAP Easy Access

Step-by-Step

1. From the SAP Easy Access menu, enter IW21 in the Command Field (top left corner of the screen) and then press the [Enter] key. If you have IW21 listed in your Favorites folder, double-click on the favorite to open the Create PM Notification: Initial screen.

If the Command Field is missing, click the expand screen to unhide it.

 If the Command Field is missing, click the expand screen to unhide it. arrow top

arrow top left corner of

SAP Plant Maintenance Notifications

2. In Notification type field, type 41 and then press the [Enter] key or click the Notification button (top left corner). The Create PM Notification: Facility Special Order screen appears.

PM Notification: Facility Special Order screen appears. 3. In the Notification field (highlighted in yellow) type,

3. In the Notification field (highlighted in yellow) type, Equipment Transfer.

4. Click in the FunctLocation field and type 01-(your site no.). For example: 01-102.

5. In the Description field, type Equipment Transfer No. ##### (Replace the #’s with the actual number from the BU-133 form). Also enter in this field detail of what is to be picked up and from where and where the equipment is to be delivered.

6. In the Reported by field, type the name of the person requesting the transfer.

7. Press the [Enter] key to check input.

person requesting the transfer. 7. Press the [Enter] key to check input. SBCUSD – Information Technology

SAP Plant Maintenance Notifications

8. In the Funds Center, Fund, and Functional Area fields, enter the appropriate budget codes. See step 7 in the previous lesson for more information.

9. Click the Save

10. Write the notification number down (shown on very bottom left corner) on your original paperwork. This number will disappear when you navigate to another screen.

11. Let your site administrator know that the notification is ready for them to approve. Give them the notification number you wrote down from the previous step so they can login to SAP and open the notification in change mode (Transaction Code IW22).

the notification in change mode (Transaction Code IW22). button (Standard toolbar).  Refer your site

button (Standard toolbar).

Refer your site administrator to the Electronic Approvals for Administrators manual for instructions.

12. Check the status of the notification once or twice a week to make sure it is moving through the SAP system. Refer to the steps in the next lesson for instructions on how to monitor PM Notifications within SAP.

SAP Plant Maintenance Notifications

Lesson 4 Using SAP Email to route a PM Notification

You may be asked to route a PM Notification to Maintenance and Operations or Fiscal Services via SAP Email for processing. The instructions in this lesson will walk you through the steps for doing this and for checking your SAP Inbox for incoming email from these district departments.

Step-by-Step

Open PM Notification

1. From the SAP Easy Access menu, enter IW22 in the Command Field. If you have setup a favorite for this transaction code, double-click on it to open the Change PM Notification:

Initial Screen.

2. In the Notification field, enter the notification number. If you just saved the notification, its number should already be present in this field. If you don’t know the notification number, click the Possible Entries button and search for it.

3. When the notification number appears in the Notification field, press the [Enter] key. The Change PM Notification: Initial Screen appears.

key. The Change PM Notification: Initial Screen appears. Send notification through SAP E-Mail 1. Click the

Send notification through SAP E-Mail

1. Click the right-hand side of the Services for object

1. Click the right-hand side of the Services for object button. 2. Point to Send and

button.

2. Point to Send and then click on Send object with note.

object button. 2. Point to Send and then click on Send object with note . SBCUSD

SAP Plant Maintenance Notifications

The Create Document and Send window displays.

The Create Document and Send window displays.  If the Create Document and Send window does

If the Create Document and Send window does not appear, click the minimize button in the upper right corner of the screen SAP window to see if this window has opened behind the current window.

3. In the Document contents tab, type the reason you are sending the e-mail (e.g., Please approve or Equipment transfer. See picture above.

4. Click in the first available Recipient field. See picture above.

5. Click the

6. Type the last name in the Find field. This has to be a user that has permission to use SAP.

button to the right of Recipient field. See picture above.field. This has to be a user that has permission to use SAP. 7. . If

button to the right of Recipient field. See picture above. 7. . If a list appears,
button to the right of Recipient field. See picture above. 7. . If a list appears,

7. . If a list appears, click in the box to select the correct name, and then click on in the top left corner.

8. Click the Express Mail

Click the

in the top left corner. 8. Click the Express Mail Click the option to place a
in the top left corner. 8. Click the Express Mail Click the option to place a

option to place a check mark in the box.

This will alert the recipient on the receiving end that new e-mail has arrived.

recipient on the receiving end that new e-mail has arrived. 9. Click the Send 10. Click

9. Click the Send

10. Click the Back

button to send the SAP email to the recipients listed.e-mail has arrived. 9. Click the Send 10. Click the Back button twice to return to

button twice to return to the SAP Easy Access menu or use /n.10. Click the Back button to send the SAP email to the recipients listed. SBCUSD –

SAP Plant Maintenance Notifications

Check Outgoing SAP E-Mail

Use these steps if you want to check to see if your SAP E-Mail was sent.

1. From the SAP Easy Access menu, click on the SAP Business Workspace button (Application toolbar).

2. Click on the Outbox icon and then click on the Document item. The SAP Emails that you have recently sent will appear on the right.

Emails that you have recently sent will appear on the right. You should see the email
Emails that you have recently sent will appear on the right. You should see the email

You should see the email you just sent. If not, repeat the steps.

3. Click the Back

you just sent. If not, repeat the steps. 3. Click the Back button to return to

button to return to the SAP Easy Access menu or use /n.

Chapter 4 Managing Plant Maintenance Notifications

Topics covered in this chapter:

--Check Status of a PM Notification --Change a PM Notification --Cancel a PM Notification

SAP Plant Maintenance Notifications

Lesson 1 Check, Change, and Cancel a PM Notification

This lesson will show you how to search for a PM notification, open the notification, and check the status of it, change it or cancel it.

After your notification has been saved, you can reopen it to check when the notification has been turned into a work order or if it has been cancelled.

You can also add additional notes into the description box, but you cannot edit a notification once it has been saved.

Step-by-Step

Checking Status

1. From the SAP Easy Access menu, enter IW23 in the Command Field.

2. In the Notification field, enter the PM Notification number and then press the [Enter] key.

the PM Notification number and then press the [Enter] key. Skip Steps 3, 4, and 5

Skip Steps 3, 4, and 5 if you know the notification number.

If you don’t know the number, click the Possible Entries button to the right of the field and complete Step 3, 4, and 5 below.

the right of the field and complete Step 3, 4, and 5 below. 3. Enter your

3. Enter your Functional Location number (01-###).

SAP Plant Maintenance Notifications

4. Notification Date (Begin and End) in the field marked and then click the Execute button.

in the field marked and then click the Execute button. 5. Double-click on the desired notification
in the field marked and then click the Execute button. 5. Double-click on the desired notification

5. Double-click on the desired notification to place the notification number in the Notification field.

6. Press the [Enter] key or click the to view its detail.

6. Press the [Enter] key or click the to view its detail. button (top left corner)

button (top left corner) to open the notification

detail. button (top left corner) to open the notification Click the Status Detail button to display
detail. button (top left corner) to open the notification Click the Status Detail button to display

Click the Status Detail

button to display the explanation of

NOPR, NOPT, ORAS, TECO etc.

Click the Display

(e.g., date work order was created).

etc. Click the Display (e.g., date work order was created). button to view Order details Notific.

button to view Order details

Notific. Status:

Order:

button to view Order details Notific. Status : Order : Click the Back OR Type /n

Click the Back

OR Type /n in the Command field to return to the Easy Access screen.

button (Standard toolbar) to go back one step.

SAP Plant Maintenance Notifications

7. Study the text that is typed in the Description box to determine the status. Contact the appropriate staff member who is next in line to approve the notification.

Secy/Clerk enters notification Principals approves request for estimate M&O creates estimate work order M&O
Secy/Clerk enters notification
Principals approves request for estimate
M&O creates estimate work order
M&O enters cost to do work
Principal approves charges
Budget Analyst approves budget codes

8. Click the Exit

button to close the PM Notification Display screen.Budget Analyst approves budget codes 8. Click the Exit Changing a PM Notification 1. Look up

Changing a PM Notification

1. Look up the notification number. You will be asked for this number when you request a change. Refer to Lesson 1, Steps 3, 4, and 5 to find a notification number.

2. Use IW22 for changing or correcting a notification.

3. Click in the Description box and enter additional text below the existing text. You may have to click on the first empty line in order to type.

You cannot change the original text once it has been saved. You can however add more text to explain your notification further to the Maintenance and Operations staff.

4. Click the Save

button (Standard toolbar) to save the notification.to the Maintenance and Operations staff. 4. Click the Save Cancelling a PM Notification 1. Look

Cancelling a PM Notification

1. Look up the notification number. You will be asked for this number when you request a cancellation.

2. Contact the Maintenance and Operations department at (909) 381-6100 and state that you need to cancel a notification.

3. Give them the notification number.

Once the notification has been cancelled, you will see NOCO within the Notification Status field.