PM200 Corrective Maintenance

USER TRAINING
MANUAL
PM –Corrective Maintenance Training MANUAL
Submitted by: Rana Adeel

USER TRAINING MANUAL
Corrective Maintenance
TABLE OF CONTENTS
MODULE: NOTIFICATION PROCESSING .................................................................... 3
1. Create Notification – IW21 ............................................................................................................................ 3
2. Change Notification – IW22 .........................................................................................................................13
3. Change Notification Using List Editing – IW28 ......................................................................................19
MODULE: MAINTENANCE ORDER PLANNING ..........................................................34
4. Create Work Order - IW31 ............................................................................................................................34
5. Plan Internal Operations in Maintenance Order - IW32 ........................................................................44
6. Plan Stock Materials in Work Order - IW32 .............................................................................................50
7. Plan Non-Stock Materials in Work Order - IW32 ....................................................................................60
8. Plan Services in Work Order - IW32 ..........................................................................................................70
MODULE: MAINTENANCE ORDER COMPLETION ....................................................79
9. Print Shop Papers – IW32 ............................................................................................................................79
10. Individual Time Confirmation – IW41 ........................................................................................................87
11. Collective Time Confirmation – IW48 ........................................................................................................94
12. Create Service Entry Sheet for External Services – ML81N..............................................................101
13. Release Service Entry Sheet - ML81N ....................................................................................................109
14. Set Technical Completed Status of Work Order – IW32 ....................................................................113
15. Run Order List Report& Release order – IW38 .....................................................................................117
USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 2 of 122

Module: Notification Processing
At the conclusion of the exercises, you will be able to:

 Create Notification
 Change Notification
 Change Notification Using List Editing
1. Create Notification – IW21

SCENARIO
A notification is a way to notify the business line that there is a problem on a equipment
or functional location and is also a request to fix the problem. Notifications can be
created manually. This means the concerned user, or operator reports a malfunction or
breakdown. Notifications will also be created automatically by the system in the case of
preventive and scheduled maintenance.
Its two primary purposes are to request maintenance of an equipment or functional

location that is not performing as required and to also record the history of the
maintenance performed to rectify the reported problem. The selectable priorities are:
Very High, High, Normal and Low, Very Low.
You will now create a maintenance request.
INSTRUCTIONS
Follow the Menu Path: Logistics  Plant Maintenance Maintenance
ProcessingNotification Create (General) – IW21
1. Double click IW21 – Notification Create (General)

2. Information step:
Field Name Field Description
Notification type Key that enables notifications to be differentiated and grouped according to
notification category, notification origin and other criteria.
Notification Number that identifies the notification.
3. Exercise step: Update the following fields:

Field Name Values
Notification type M1 (Maintenance Request)
4. Click Enter to proceed.

Notification short text Short description of the contents of a notification.
System status for Key which records the condition of the notification or the execution of a
notification function for the notification.
User status for Field displaying user status
notification
Functional location Label that uniquely identifies a functional location.
Equipment Number by which a piece of equipment can be clearly identified.
Assembly Number which uniquely identifies an assembly.
Code group - coding Key for the code group that contains the codes for coding the notification.


Description Short description of the contents of a notification.
Planner group Key that uniquely identifies the planner group in Customer Service or Plant
Maintenance.
Main Work Center Key which uniquely identifies the responsible work center for this technical
object.
Reported by Name of the person who reported the notification.
Required start date Date at which processing of the notification is to start.
Priority The key in this field indicates the importance of the processing of the
order/notification.
Required end date Date on which the processing of the notification is to be completed.
Breakdown indicator Indicator that informs you when a machine has broken down
Field Name Values

Notification short text Repair damaged equipment
Equipment Use search screen to choose equipment
Main Work Center Enter work center code
Reported by Enter your User Name
Damage Enter Damage code
Cause of Damage Enter cause code
7. Click Enter to validate your entries

Note:
An “Object Information” screen pops up. The Object Information screen

gives us information relating to;
b) last notifications created for the object
c) last active order created for the object
d) strategy plan,
e) the last active order detailsnotification number will be generated by the

system.

There is an information message at the bottom of the screen highlighting the

fact that “Outstanding Notifications exist”.This information message only
appears if there are outstanding notifications.
There are various icons and tabs which assist us in analyzing the object
information details for instance;
a) Display reference object for displaying the reference objects
b) Documents for showing the documents assigned to the object
c) Schedule Overview for showing the object’s schedule overview
d) Display object , by clicking this icon, you will be able to display the object
e) Maintenance items , by clicking this tab, we will be able to
view the maintenance items for the object.
This screen gives you an indication of the notifications raised against the
equipment. You are also able to see if the fault you are reporting has been
raised before or not.
8. Click Continue

9. Click the Malfunction, Breakdown tab.


Malfunction Start Date of day on which the malfunction started, or on which the problem
occurred
Start Malfn (T) Time at which the malfunction started or at which the problem occurred
Malfunction end Date of day on which the problem was solved, or on which the malfunction
ended
Malfunctn End (Time) Time at which the malfunction ended, or at which the problem was solved
Breakdown Indicator that informs you when a machine has broken down
Breakdown duration Period of machine downtime in the unit specified

Field Name Values
Malfunction Start Update the date of malfunction
Start Malfn (T) Update the time of malfunction
Tick if the machine is down
Breakdown
12. Click Put in process to start activation of the notification.

Note:
The system status isnow NOPR (Notification in process)
13. Click Save to save the notification data.

The system displays the message “NotificationXXXXXXXXXX saved”.
Note:
The number ranges for notifications are linked to the Notification Types.
14. Note down the notification number from the message bar.
Notification number ……………………………………….
15. Click Exit to go to the SAP Easy Access screen.

2. Change Notification – IW22

SCENARIO
In many circumstances, it may become necessary to change the data in the
maintenance notification. Such changes to the maintenance notification master record
may be required as a result of mistakes made while entering data; changes after initial
inspection; additions; update of history after work has been executed, and ensuring that
the correct cost object is allocated to the maintenance notification. This ensures that the
correct settlement object is being used for subsequent cost settlement.
You will now update the item details relating to the damage to equipment.
INSTRUCTIONS
ProcessingNotificationChange – IW22
1. Double click IW22 –Notification Change

Field Name Values
Notification Refer to the Notification number you created in the exercise (Create
Notification – IW21).

Note:
Normally, the last notification you worked on defaults If you want to change that
particular notification, click Enter to proceed. If you want to change different
notification, enter the number of the notification to be changed and click Enter.
4. Click Enter to proceed.
Note:
If you are a maintenance planner, you can create an Order from this notification
screen by clicking Create adjacent to the Order field. (

5. Click .
6. Click
Write the message to send to the responsible Engineer, and Enter the recipient.

7. Click

8. Click Save to save the notification data.

9. Click Exit to go to the SAP Easy Access screen.

3. Change Notification Using List Editing – IW28

SCENARIO
This transaction is typically executed when a number of maintenance notifications have
been created and these subsequently need to be changed. This facility is a powerful
tool that enables a user to create a work list for himself. The search criterion includes
most of the fields in the maintenance notification master record. Once the transaction is
executed and the matching maintenance notification records are displayed, this
transaction enables the user to perform additional functions. These functions include:
 Changing the selected notifications
 Listing documents relating to the selected notifications
 Processing of outstanding notifications into work orders
INSTRUCTIONS
ProcessingNotificationList EditingChange – IW28
1. Double click IW28 –List Editing - Change

Notification Status Specifies whether notifications or orders which have the status "outstanding"
“Outstanding” should be selected..
Notification Status Specifies whether or not notifications with the status "postponed" should be
“Postponed” selected.
Notification Status “In Specifies whether notifications or orders with the status "In process" should
process” be selected.
Notification Status Specifies whether notifications or orders with the status "Completed" should
“completed” be selected.
Selection profile Key that identifies a status selection profile.
Notification type Key that enables notifications to be differentiated and grouped according to
notification category, notification origin and other criteria.


Functional location The label is used to identify a functional location from a user's point of view.
Order Number which identifies an order within a client.
Notification date Date from when the objects are to be selected.
Created by Name of the person who created the object.
Created on Date on which record was created.
Reported by Name of the person who reported the notification.
Status included Status which a maintenance notification should have for selection. This
system selects only those PM notifications which have this status and which
also fulfill all the other selection criteria you have entered.
Status excluded Status which a maintenance notification should not have for selection. The
system selects only those PM notifications which do not have this status and
which fulfill all the other selection criteria you have entered.
Main work center Key which uniquely identifies the responsible work center for this technical
object.
Plant for work center Plant in which the main work center that has been entered is to be found.
Maintenance.
Maintenance plant Number which clearly identifies a maintenance plant.

Field Name Values
Notification Status
“Outstanding” Deselect the check box ( )
Notification Status “In process”

Select the check box ( )
Notification type M1 (Maintenance. Request)
Note:
There are various selection parameters available. Choose the parameters that
best suit your requirements.
4. Click Execute

Notif.date Date at which the notification was created.
Description Short description of the contents of a notification.
Note:
You are able to view the list of notifications.
You can manipulate this list by selecting various icons for example;
a) You can view the details of a particular notification by selecting the line item
for that notification and clicking Details .
b) You can download the list into a spreadsheet by clicking Spreadsheet .
c) You can generate an order by highlighting the line item of the notification to
be linked to the order and clicking Generateorder .
d) You can complete a notification by highlighting the line item of the notification
to be completed and clicking Complete .
e) You can filter the list by clicking the Set filter icon.
f) You can change the layout of the list by clicking the Change report/layout
icon.
6. Click Change report/layout to change the report form.

Note:
A “Change Layout” screen pops up.
You can change the report layout by highlighting the column you need to display
or the column you do not need to display and clicking on show selected fields
and hide selected fields respectively.
7. Scroll down the Column Set and select the Main work centercolumn

8. Click Show selected fields to move the Main work center to the
DisplayedColumns.

Note:
The “Equipment” column name has moved to the Displayed Columns.
9. Click Save layout to save the layout.

Note:
A “Save Layout” screen pops up.
The field for “Save layout" must start with letter A – Z.

Save layout The layout determines the list format.
A layout can contain the following information :
 List column structure
 Sort criteria
 Filter conditions
Name Description for Layout

Field Name Values
Save layout Not.Report
Name Notification Report
User specific Select the check box ( )
Default setting
Deselect the check box ( )
12. Click Continue to confirm your list/report layout.

Note:
There is an information message highlighting the fact that “Layout saved”.
13. Click Transfer to update the list/report layout.

Note:
The “Equipment” column is now shown as seen on the screen above.
Every time you will run this report you will find your defined layout because you
defined it as a user specific layout.
14. Click the Notif.date column and click Set filter to determine values for filter
criteria.

Field Name Values
Notification Date (from) Current date – 15 Days

Field Name Values

Notification Date (to) Current date
16. Click Execute
Note:
The “List of Notifications” is now shown based on the filter values you
entered.
You may need to scroll down the screen to view other notifications depending
on the size of your notification list.
17. Scroll to the left of the screen and select a Line item for the Notification you
created in the exercise (Create Notification – IW21) and click Details


Field Name Values
Priority High
The system displays the message “Do you want to specify a new dates”

19. Click yes to continue
Note:
The system displays the message “Execution date reset according to priority”
20. Click Save to save your data.

Note:
The column for the selected line that has been saved is updated with a tick
21. Click Back to go back to the “Change Notifications: Selection of

Notifications” screen.

22. Click Exit to go to the SAP Easy Accessscreen.

Module: Maintenance Order Planning

 Create maintenance order
 Plan internal operations
 Plan stock materials
 Plan bon-stock material
 Plan services
 Create service entry sheet
 Accept service entry sheet
 Print shop papers
 Run order list report
4. Create Work Order - IW31

SCENARIO
You will now create a maintenance order.
INSTRUCTIONS
Follow the Menu Path: Logistics  Plant Maintenance Maintenance Processing

 Order  Create  IW31 – Create (General)
1. Double clickIW31 -Order for Notification


Order Type Type of work order. Work orders are classified according to their
usage.
Example: PM01 (Corrective maintenance order).
Priority The key in this field indicates the importance of the processing of the
order/notification.
It is inherit from notification if you leave it blank.
Func. Loc. Label that uniquely identifies a functional location
Equipment Number by which a piece of equipment can be clearly identified
Plng plant Key that identifies the maintenance planning plant
Note:
Normally, the last notification you worked on defaults. Also the order type
associated with that notification. If you want to create order for that particular
notification, click Enter to proceed. If you want to change a different notification,
enter the number of the notification to be changed and the order type click
Enter.

3. Exercise step: update the following fields:

Field Name Values
Order Type PM01
Equipment Select equipment(F4)
4. Click Enter to validate your entries

Order Text The description of work order, it is inherited from notification, change if
necessary
Mn.wk.ctr Key which uniquely identifies the responsible work center for this
technical object


PMActType A key for the type of maintenance activity provided.
Activities are divided into repairs, shutdowns, regular activities, inspections

and so on.
In cost evaluations, for example, total costs or number of orders for each
technical object, you can classify data according to maintenance activity
type.
Activity types describe the activity produced by a cost center and are
measured in units of time or quantity.

Field Name Values
Order Description Enter Order description
PMActType Select Suitable PM Activity Type
Mn.wk.ctr Select Suitable Work center
Basic start date Enter the basic start date for the
order
7. Click Enter

8. Click Operations tab to add an operation

Operation Short Text Write the brief of operation, click if you need more space to explain the
operation in detail (long text)
Example: add operation text.
Control Key Determines which business transactions should be executed for the object
that belongs to the task list or order (for example scheduling or costing).
Work Work is the man hours, the calculation between duration multiple by no.
(number of person)
Un Unit of measure of work
Nu Number of person who will execute the job for this operation
Dur Duration of maintenance execution is planned
Un Unit of measure of duration
CcKey Calculation key for duration, work or number of required capacities in the
activity

Note:
The first operation short text is defaulted from the order description in the
header section.
Note:
You can change the control key of operations already existed from “PM01”
plant maintenance internal operation to “PM03” plant maintenance
external operation
Field Name Values

Operation description Enter description
Nu 1
Dur 1
C.Key Calculate work

Note:
The system displays the message “Calculation Executed” to inform you that
Work is calculated since calculation key is defaulted as “Calculate Work”
Work= Duration (Dur) * No. of Persons (Nu)
The Control Key is defaulted as PM01 for internal processing. In case you
need external processing you will use control keys PM02 or PM03 as will be
explained later in this training manual
11. Click Components to be able to add a component that we can use

in one of the operations


Component Material number that will be used in the maintenance operation.
Description Short description for the material to be used
ReqmtQty Requirement quantity for withdrawal from storage location
Sloc Storage location from which the component to be withdrawn
Plant The operation area at which this issuing will be done
OpAc Operation/activity number is the number of the operation or activity number
that we will use this component.
Note:
Analyze the material to be required for this work. It can be stock or non stock
items.
Click onList to see the part lists with reference to the equipment.
(Note: Parts list can be seen once you maintain the material number in the
construction type field in the equipment master).
13. Click Costs toshow the planned costs
14. Click Calculate to calculate the planned cost

The system displays the message “Costs were determined: See cost overview”
Note:
Click Calculate to calculate the planned costs; we can see the actual costs
after order confirmation;
The system status will be allocated with “PRC – Pre-costed” status inwork
order
15. Click Save

The system displays the message “Order XXXXXXXXXX saved with notification
XXXXXXXXXX”
16. Note down the Order number

--------------------------
17. Click Exit to go SAP Easy Access screen

5. Plan Internal Operations in Maintenance Order - IW32
SCENARIO
You now need to plan internal operations and assign people to operations by using the
capacities in the assigned work centers. You will also plan the sequence of operations.
INSTRUCTIONS
OrderIW32 –Change
1. Double clickIW32 -Change

Field Name Values
Order Order number you created in last step
Note:
Normally, the last order you worked on defaults. If you want to work on that
particular order, click Enter to proceed. If you want to d work on a different
order, enter the number of the order you want and click Enter.

3. Click Enter
4. Click Operations to show operations available in the work order.


Operation Short Text Write the brief of operation, click if you need more space to explain the
operation in detail (long text)
Example: add operation text.
Control Key Determines which business transactions should be executed for the object
that belongs to the task list or order (for example scheduling or costing).
Work Work is the man hours, the calculation between duration multiple by no.
(number of person)
Un Unit of measure of work
Nu Number of person who will execute the job for this operation
Dur Duration of maintenance execution is planned
Un Unit of measure of duration
CcKey Calculation key for duration, work or number of required capacities in the
activity
Field Name Values

Operation description 1st line item – Check that the Machine.
2nd line item –Replace the bearing
Number of capacities 1st line item – 1
required (No) 2nd line item – 1

Field Name Values

Normal duration/unit 1stline item – H
(Un) 2nd line item – H
Dur 1st line item – 2
2nd line item – 1
7. Highlight on the first operation
Note:
If employees are assigned in the maintenance work center, these can be

assigned in the maintenance order operation.
You can select the internal button at bottom of screen to show more details
about assigning the person who will perform this operation
8. Click Header data to return to the work order header data

9. Click Save

XXXXXXXXXX”
10. Click Exit to go to SAP Easy Access

6. Plan Stock Materials in Work Order - IW32

SCENARIO
The maintenance order has been created; you need to change the work order to assign
stock material to work order.
INSTRUCTIONS
Note:

Field Name Values
Order Enter your order number
3. Click Enter

4. Click Operations to show the operation to which the component will

be assigned

Note:
You have assigned three operations to your maintenance order. Any component
you want to add to your order should be assigned to one of these operations.
5. Click Components to assign components to the operations ..

Component Material number which will assign to this work to be issued from plant and
storage location.
7. Click Match code to search for the component

8. Click to view more material search criteria

9. Click Material by Material Type to search for material using material type.


Field Name Values
Material Type ZSPM (Machine Spare parts)
ZSPV (Vehicles Spare Parts)
Material Description *enter the description*
11. Click Start Search

12. Highlight a material line and click Copy


ReqmtQty Quantity of the component required to produce the order in relation to the
unit of entry
IC Item category that Categorization of the items in a BOM according to set
criteria, such as whether they are kept in stock or nonstick material
 L for stock material
 N for Non-stock material

ReqmtQty 1
Storage Location Enter storage location
15. Click Enter
The system displays the message “Enter operation number and sequence” to assign
this component to which operation

Field Name Values
Operation 0020
17. Click Continue

18. Click Save

XXXXXXXXXX”
19. Click Exit to go to SAP Easy Access screen

7. Plan Non-Stock Materials in Work Order - IW32
*SCENARIO
non -stock material to it.
INSTRUCTIONS

Field Name Values
3. Click Enter

4. Click Components to show which components that have been

assigned to which operation

Note:
You can write a short description for the non-stock item or enter the component
number with the item category N “Non-stock items” which we will use in this
work order
You can enter non stock item number. If division type is “RR” Reorder on
Request” then automatically the item category will be picked up as “N” Non
stock items
Here we will enter a description for the material, unit of measure, item category,
operation code, material group, unloading point, and price of the material which
we will include in the work order

Description Material description that we want to include in this work order
ReqmtQty Required quantity that we want to request to be included in the work order
IC Item category which will differentiate between stock item and non-stock item
OpAc Operation code to which material requested
Requsitioner The point at which the material will be unloaded


Field Name Values
Description Enter good description
ReqmtQty 1
UM EA
IC N
7. Click Enter
The system displays the message “Enter operation number and sequence” to assign
this component to which operation
Field Name Values
Operation 0020
9. Click Continue

The system displays the message “The purchasing data is incomplete”
10. Click Confirm

Note:
In case of there is contract with a specific vendor and you need to purchase
these material with reference to this contract you should enter the contract
number in agreement filed
In other cases you can simply enter text description for the material you need to
purchase or enter

Field Name Values
Material group Services
Purchasing group Select Pur group
Price 1000
Requisitioner Type your name
12. Click Continue

13. Highlight the item of the non-stock material
14. Click Purch. To display the purchasing data copied from the
contract.
15. Click Back

16. Click Save

XXXXXXXXXX”
17. Click Component to show the Purchase Requisition created for

non-stock material.
18. Highlight the item of the non-stock material
19. Click Purch. To display the purchasing data copied from the
contract.

You can see Purchase Requisition number the automatically generated

20. Note down the Purchase Requisition number in you order
-------------------------------------------------------------
21. Click Save
XXXXXXXXXX”

8. Plan Services in Work Order - IW32
SCENARIO
external services which can be supplied by external vendor like consultancy partner or
external maintenance technician to provide the operation.
INSTRUCTIONS
Note:

Field Name Values

3. Click Enter
4. Click Operations to show operations available in the work order.
Note:
You can change the control key of operations already existed from “PM01”
plant maintenance internal operation to “pM03” plant maintenance

external operation

Control key Determines which business transactions should be executed for the object
that belongs to order (for example scheduling or costing).

Field Name Values
OpAc 0030
Control key PM03
Operation short text External Service
7. Click Continue

The system displays the message “The purchasing data is incomplete”
8. Click Confirm


Field Name Values
Purchasing group Select Pur. group
Requisitioner Type your name
10. Click Continue

11. Select the line item by a single click on the grey button to the left of it and click
sub tab External or double click on the operation 0040

Short text. Specifies short description of the service (activity or work).
Quantity Quantity of service
Gross Price Specifies Planned price for the service

Field Name Values
Short text. External service
Quantity 1
UOM EA
Gross Price 2000
14. Click Enter to validate your data

15. Click Header Data to go back to work order header data
16. Click Release

17. Click Save

XXXXXXXXXX”

Module: Maintenance Order Execution

 Print shop papers
 Individual time confirmation
 Collective time confirmation
 Create service entry sheet
 Accept service entry sheet
 Order technical completion
 Run order list report
9. Print Shop Papers – IW32
SCENARIO
Maintenance engineer should print shop papers in order to send it to operations and the
work center that will carry out the work.
INSTRUCTIONS
Follow the Menu Path: Logistics  Plant Maintenance  Maintenance Processing
OrderIW32–Change
1. Double click on IW32–Change


Note:
particular order, click Enter to proceed. If you want to do work on a different

Field Name Values
4. Click Enter

5. Follow the menu path OrderPrint Order to print your order


Output device Name of the printer in the SAP System
Number of copies The number of copies of a spool request you want to print.
Print immediately If "X", the spool request is sent to the output device immediately after its
completion.

Field Name Values
Output device locl
Print immediately Tick
Note:
You need to contact your System Administration to inquire your output device in
your location.
8. Select shop paper you need to print

Note:
You can preview your print out form before printing
9. Click Print Preview to check the printout before printing

10. Click Back

11. Click Print/Fax
Note:
Now your order is printed and you are ready to execute your maintenance
activities.
The system will take you out of the order header screen.

XXXXXXXXXX”

10. Individual Time Confirmation – IW41

SCENARIO
You will now confirm actual hours spent performing work against a specific operation
within a specific maintenance order. The actual hours worked is entered for the work
center.
You use the individual time confirmation primarily if you want to enter detailed time
confirmations for individual operations and splits (several operations), and only
occasionally enter additional data, such as materials used or information about damage.
INSTRUCTIONS
ProcessingCompletion ConfirmationEntryIndividual Time Confirmation –
IW41
1. Double click IW41 – Individual Time Confirmation
Enter PM Order Confirmation: Initial Screen

Confirmation Number used to identify an operation in the confirmation.
Operation/Activity Determines in which order the operations of a sequence are carried out.
number
Sub operation Determines in which order the sub-operations of an operation are listed.
Capacity category Key which describes capacity in more detail. The capacity category enables
you to determine whether it is machine or labor capacity.
Split number This is the split number for the time confirmation
Functional location Label that uniquely identifies a functional location.
If alternative labels exist for a functional location, you can define in your user
profile which label should be displayed in this field.

Field Name Values
Order Enter Your Order number.
Note:
If only one operation exists for the maintenance order the Create PM Order
Confirmation: Actual Data screen is displayed.
4. Click Enter .

Note:
The order specified on the previous screen with all its operations and planned
working hours is displayed. You can select the operation that is complete and
do the confirmation for it.
Confirmation Indicator shows you if you have created or cancelled a confirmation for the
created/cancelled operation, while you were editing the data.
The indicator is flagged even if you have called the details screen but you
have not made any entries.
number
Split indicator Indicator indicating that a capacity category is split up into individual
capacities.
Work center Key identifying the work center.
Plant Key uniquely identifying a plant.
Work involved in the Amount of work involved in performing the activity.
activity
Unit Unit for work.
Operation short text Describes the operation or sub-operation.
Actual work Total work carried out for this operation or activity (PS).
6. Select the Operation/Activity number 0010 line item for the operation to be
confirmed.
Enter PM Order Confirmation: Operation Overview

7. Click Actual Data
Note:
The planned hours defaults in the Actual Work field. This should be changed to
the actual hours worked on the operation.
If this is not the final confirmation, hours worked can be entered and can be
updated at a later stage as work progresses on the operation. When a final
confirmation is done, the “Final Confirmation, No Remain. Work and Clear
Open Res” check boxes should be ticked.
This indicates there is no more work to be done on the operation and also if
there are any reservations that are open against the operation they should be
closed automatically. This will release the reserved materials which will become
available again.

Personnel number Personnel number of the person to whom the confirmed data relates.
Wage type Key which specifies the wage type (for example, piecework wage or
premium wage). The wage type is used as a criterion for calculating the
wage or salary of an employee.
The value from the work center is the default in the routing.
Activity type Key identifying an activity type for the confirmation.
Posting date Date on which the confirmation is posted.
Final confirmation Specifies what sort of confirmation is to be automatically proposed.
No remaining work Indicator showing that no further work is expected for this operation.
Accounting indicator Key that uniquely identifies the accounting indicator.
Clear open reservation Indicator specifying that with a final confirmation, the indicator "delivery
completed" is set for all open reservations that are assigned to the
confirmed operation.
Remaining work Value for the expected amount of work that still needs to be done.
Actual duration The amount of time (duration) that was worked.
Reason Via this key you can specify why a confirmed value deviates from a planned
value (for example due to scrap, or due to an operating error).
Confirmation text Confirmation text

Field Name Values
Actual work 2
Unit for work H (Hour)
Personal No select
Final confirmation
No remaining work
Clear open reservation Select the check box ( )
Confirmation text Job completed successfully.
10. Click Enter to validate your entries.

Note:
When you exceed the planned hours, the system displays the message “Actual
duration + remaining duration deviates by more than XXX% from schd”
Click Enter to by pass this message.

The system displays the message “Number of confirmations saved for order
XXXXXXXXXX: X”.
12. ClickExit to go to the SAP Easy Access screen.

11. Collective Time Confirmation – IW48

SCENARIO
You need to confirm actual hours spent performing work against multiple operations
within more than one maintenance order. The actual hours worked is entered for the
work center. This transaction allows you to enter time confirmations for multiple
maintenance orders and operations within one transaction.
INSTRUCTIONS
ProcessingCompletion ConfirmationEntryCollective Time
ConfirmationWith Selection – IW48
1. Double click IW48 – With Selection
Confirmation using operation list: Selection of Order Operations

Work Center Key identifying the work center.
Plant Key uniquely identifying a plant.

Order type Key that differentiates orders according to their purpose.
Operation short text Describes the operation or sub-operation.
Maintenance.
Planning plant Key that identifies the maintenance planning plant.
Status inclusive All the PM order operations with one of the statuses which are between the two
entered in this field are selected.
Status exclusive All the PM order operations with one of the statuses which are outside the area
between the two in this field are selected.
Service/PM Orders Selection of operations from service orders and maintenance orders.
If you select this field, the system only selects the operations from service and
maintenance orders.
Collective time Entry of data on the entry screen for the collective time confirmation.
confirmation
If you flag this field, the system enters the result of the selection directly on the
entry screen for the collective time confirmation.

Field Name Values
Plant Enter the PLant
Order Type PM01
Status Inclusive REL
Status Exclusive CNF
Service/PM Orders
Collective time
confirmation
4. Click Execute

Note:
A list of maintenance order operations meeting the selection criteria is

displayed. The operations to enter time confirmations for are selected and
copied into the PM Order Confirmation: Collective Confirmation screen.
On this screen, there are various icons and tabs that can be used to manipulate
your data for instance;
a) You can select all the line items for confirmation by clicking Select All icon.
b) You can deselect all the line items for confirmation by clicking Deselect All
icon.
c) You can propose all actual data for confirmation by clicking the Proposeall
actual data tab.
d) You can view the attendance/absence overview by clicking the

Attendance/absence overview tab.
e) You can do time leveling by clicking the Time leveling tab.
Operation/Activity number Determines in which order the operations of a sequence are carried out.

Actual Work Value for the amount of work that has accumulated since the last
confirmation.
Unit Unit for work.
Final confirmation Specifies what sort of confirmation is to be automatically proposed.
Clear reservation Indicator specifying that with a final confirmation, the indicator "delivery
completed" is set for all open reservations that are assigned to the
confirmed operation.
No remaining work Indicator showing that no further work is expected for this operation.
Work center Identifies the work center, at which the operation is confirmed.
Actual duration The amount of time (duration) that was worked.
Cause Via this key you can specify why a confirmed value deviates from a
planned value (for example due to scrap, or due to an operating error).
Confirmation text Confirmation text
Operation short text Describes the operation or sub-operation..
6. Click Select All to select all the operations.
7. Click Propose all actual data

Note:
The selected line items (operations) have a tick adjacent to them.
You can enter the actual data on this screen or click Actual Data to go to the
detail confirmation. For this exercise, we are going to enter the actual data on
this screen.

Field Name Values
Actual work 1 (For all the selected operations)
Final confirmation
Select the check box ( ) - (For all the selected
operations)
Clear open reservation Select the check box ( ) - (For all the selected
operations)
No remaining work
Select the check box ( ) - (For all the selected
operations)
Confirmation text Job completed successfully. (For all the selected operations)
9. Click Enter to validate your entries.

Note:
The data has been updated.
When you exceed the planned hours, the system displays the message “Actual
duration + remaining duration deviates by more than XXX% from schd”
Click Enter to by pass this message.

The system displays the message “No. of confirmations saved X”.
11. ClickExit to go to the SAP Easy Access screen.
12. Create Service Entry Sheet for External Services –

ML81N
SCENARIO
After the completion of external service performed by the vendor / contractor,
maintenance engineer will create a service entry sheet in the system.
This is essential since Finance (accounts payable) will validate the vendor's invoice
against the purchase order and also against the confirmed service entry sheet.
You will now create a service entry sheet.
INSTRUCTIONS
Completion ConfirmationML81N – Services
1. Double click on ML81N –Services
2. Click Other Purchase Order
Purchase Order Service purchase order for which you need to create a service entry sheet.

Field Name Values
Purchase order Enter PO number
5. Click Continue
Note:
You can display the purchase order by clicking on Show purchase order
6. Click Create Entry Sheet

Entry Sheet Internal number given by the system for the service entry sheet.
Short Text Short text of service entry sheet

Field Name Values
Short Text External operation entry sheet.
9. Note down the Entry sheet number
Entry sheet number …………………………………..
10. Click Enter
11. Click Service Selection
12. Click Continue
13. Click Select All to select all items in the purchase order
14. ClickAdopt Services to copy selected services into service entry sheet

Acct Assgt Cat. The account assignment category determines which account assignment data
(such as F Order, account number and so on) is necessary for the item.
Service Short Text Short description of the service.
Quantity Quantity accepted for the service.
UN Service unit of measure.
Gross Price Gross price of service.
16. Click Save
Note:
In some cases you may encounter the “Entry Sheet XXXXXXXXXX” pop up
screen as shown below;
If you have it just click yes and the service entry sheet will be saved
The system displays the message “Entry Sheet XXXXXXXXXX saved”.
13. Release Service Entry Sheet - ML81N
SCENARIO
Maintenance engineer wants to accept (or confirm) a saved service entry sheet.
This is essential since Finance (accounts payable) will validate the vendor's invoice
against the purchase order and also against the confirmed service entry sheet. They are
unable to pay the vendor unless the service entry sheet is confirmed.
You will now confirm (accept) the service entry sheet created already.
INSTRUCTIONS
Completion ConfirmationML81N – Services
1. Double click on ML81N - Services
Note:
Normally, the last service entry sheet you worked on defaults. If you want to
change that particular service entry sheet, click Change / Display to
proceed. If you want to change a different service entry sheet, double click on
the service entry sheet on the Purchase Orders/Entry Sheets are to the left.
2. Click Change / Display
Note:
You can approve any other service entry sheet by clicking OtherPurchase.
Order then enter the number of service entry sheet you
want to approve.
3. Click Accept to release service entry sheet.
Note:
The status of entry sheet has been changed from to
4. Click Save
Note:
In some cases you may encounter the “Entry Sheet XXXXXXXXXX” pop up
screen as shown below;
If you have it just click yes and the service entry sheet will be saved
The system displays the message “Service entry sheet saved, acceptance
document XXXXXXXXXX posted”
5. Click Exit to go to SAP Easy Access screen.
14. Set Technical Completed Status of Work Order – IW32

SCENARIO
After service entry sheets have been created and accepted, time confirmations have
been entered, measurement documents have been created and notification history
updated then the work order can be set as technically complete.
It is only when this status is reached that Controlling staff can run settlement of the work
orders to ensure that the maintenance costs are charged to the correct cost centers.
You will now set the order status to technically complete.

.
INSTRUCTIONS
 Order  IW32 – Change

Field Name Values
Order Enter your order number.
3. Click Enter
4. Click
5. Click Continue
Note:
The system will automatically take current system date and time for
confirmation.
You can change the date as well as the time if they actually differ.
The Complete notifctns check box is ticked by default. When ticked the
notification for the order will automatically be completed when the order is
completed. If not ticked, you will have to go to the notification and complete it
separately.
XXXXXXXXXX”
Note 1:
Once you complete the previous step user status will change automatically
from11 RDTC Ready to TECO to 12 MTCL Maintenance Close
Note 2:
Once the order is set for technically complete you will see the status is assigned
as “TECO- Technically completed”.
The system will give a warning message, if by any chance the task in the
notification is not completed when you are setting the order as technically
complete.
After the work order is set for technically completed, even in change mode it is
only displayed (no changes can be made)
If required you can cancel technical completion as per the path

highlightedthrough the work order as shown in the screen shot below in change
mode (transaction code IW32)
6. Click Exit to go to SAP Easy Access screen.
15. Run Order List Report& Release order– IW38
SCENARIO
Sometimes you want to know how many PM orders have been created in a particular
time period and what the planned cost is.
You will run a list display order list report to do this.
INSTRUCTIONS
OrderOrderList IW38–Change
1. Double click IW38–Change

Order Status “Outstanding” Specifies whether orders which have the status "outstanding" should be
selected
Order Status “In process” Specifies whether orders with the status "In process" should be selected
Order Status “completed” Specifies whether orders with the status "Completed" should be selected
Order type Key that enables orders to be differentiated according to orderpurpose
Equipment Number by which equipment can be clearly identified.
Order Number which identifies an order within a client
Entered by Name of person who created the order
Created on Date on which the order was created.
Status included PM order status inclusive
Status excluded PM order status exclusive
Main work center Main work center for maintenance tasks
Plant for WorkCenter Plant in which the main work center that has been entered is to be found.
Planner group Planner group for customer service and plant maintenance
Maintenance plant Number which clearly identifies a maintenance plant
Note:
According to how you need to run this report, choose which field in the exercise
step you need to use
Field Name Values

Order Status “In Process” Tick
Order Status “Completed” Tick
Maintenance plant 1000
Period Blank
Order type PM01
Note:
If your work requires generating certain reports on a frequent basis, you can
save your time by defaulting the fields you need using Variant
4. Click Execute
Note:
Now you can use the following reporting functions as
Details
Sort in ascending order
Sort in descending order
Set filter
Change report layout
5. Click Order to highlight this column
6. Click Sort in descending order
Note:
You can change the report mode from display to change mode by clicking
Change < - > Display
7. Highlight that contain your order number
8. Click Details to enter order header screen
9. Click Back
10. Click Exit twice return to SAP Easy Access Screen

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USER TRAINING

PM –Corrective Maintenance Training MANUAL

Submitted by: Rana Adeel

MODULE: NOTIFICATION PROCESSING .................................................................... 3

1. Create Notification – IW21 ............................................................................................................................ 3

2. Change Notification – IW22 .........................................................................................................................13

3. Change Notification Using List Editing – IW28 ......................................................................................19

MODULE: MAINTENANCE ORDER PLANNING ..........................................................34

4. Create Work Order - IW31 ............................................................................................................................34

5. Plan Internal Operations in Maintenance Order - IW32 ........................................................................44

6. Plan Stock Materials in Work Order - IW32 .............................................................................................50

7. Plan Non-Stock Materials in Work Order - IW32 ....................................................................................60

8. Plan Services in Work Order - IW32 ..........................................................................................................70

MODULE: MAINTENANCE ORDER COMPLETION ....................................................79

9. Print Shop Papers – IW32 ............................................................................................................................79

10. Individual Time Confirmation – IW41 ........................................................................................................87

11. Collective Time Confirmation – IW48 ........................................................................................................94

12. Create Service Entry Sheet for External Services – ML81N..............................................................101

13. Release Service Entry Sheet - ML81N ....................................................................................................109

14. Set Technical Completed Status of Work Order – IW32 ....................................................................113

15. Run Order List Report& Release order – IW38 .....................................................................................117

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 2 of 122

Module: Notification Processing

At the conclusion of the exercises, you will be able to:

1. Create Notification – IW21

Its two primary purposes are to request maintenance of an equipment or functional

You will now create a maintenance request.

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 3 of 122

3. Exercise step: Update the following fields:

4. Click Enter to proceed.

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 4 of 122

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 5 of 122

Field Name Field Description

6. Exercise step: Update the following fields:

Field Name Values

7. Click Enter to validate your entries

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 6 of 122

An “Object Information” screen pops up. The Object Information screen

b) last notifications created for the object

c) last active order created for the object

e) the last active order detailsnotification number will be generated by the

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 7 of 122

There is an information message at the bottom of the screen highlighting the

a) Display reference object for displaying the reference objects

b) Documents for showing the documents assigned to the object

c) Schedule Overview for showing the object’s schedule overview

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 8 of 122

9. Click the Malfunction, Breakdown tab.

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10. Information step:

Field Name Field Description

Breakdown duration Period of machine downtime in the unit specified

11. Exercise step: Update the following fields:

12. Click Put in process to start activation of the notification.

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 10 of 122

The system status isnow NOPR (Notification in process)

13. Click Save to save the notification data.

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 11 of 122

The system displays the message “NotificationXXXXXXXXXX saved”.

15. Click Exit to go to the SAP Easy Access screen.

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 12 of 122

2. Change Notification – IW22

3. Exercise step: Update the following fields:

USER TRAINING MANUALPM – Corrective Maintenance Version 1.0 Page 13 of 122