1 

 
 
 

Notification Type Minimum Required Information ..................................................................... 3 

Notification Types and Guidelines .................................................................................................... 3 

How to Create a Notification .............................................................................................................. 4 

How to Make Changes to a Notification ......................................................................................... 5 

How to Display a Notification ........................................................................................................... 5 

How to Create a Work Order ............................................................................................................. 6 

How to Create a Work Order from a Notification ............................................................... 6 

How to Create a Work Order without a Notification ......................................................... 6 

How to Change a Work Order ........................................................................................................... 7 

How to Display a Work Order ........................................................................................................... 8 

Creating an Emergency Work Order ................................................................................................ 8 

Individual Time Confirmation ........................................................................................................... 9 

2 

 
Notification Type Minimum Required Information 

• N1 (General Maintenance) - Notification tab: Short description of the notification,

Functional Location, equipment and/or assembly, SAP user ID of the person generating
the notification, required end, priority and detailed description of the notification. If the
notification is related to an Event/NC, CAPA, CRF or Project, in the task tab, enter the
number(s).

• N2 (Malfunction Report) – Notification tab: Short description of the notification,

Functional Location, equipment and/or assembly, SAP user ID of the person generating
the notification, required end, priority, Coding (Methods of Observation) and detailed
description of the notification. If the notification is related to an Event/NC, CAPA,
CRF or Project, in the task tab, enter the number(s).
Items tab: Code Group and Object code to report symptoms and equipment or
components specific damages.

• N3 (Maintenance Activity Report) – Notification tab: Short description of the

notification, Functional Location, equipment and/or assembly, SAP user ID of the
person generating the notification, required end, priority, Coding (Methods of
Observation) and detailed description of the notification. If the notification is related to
an Event/NC, CAPA, CRF or Project, in the task tab, enter the number(s). Items tab:
Code Group and Object code to report causes and equipment or components specific
damages. Task tab: Code group to report recommendations for reliability improvement.

• N5 (Calibration Notification) – Notification tab: Short description of the notification,

Functional Location, equipment and/or assembly, SAP user ID of the person generating
the notification, required end, priority, Coding (Methods of Observation) and detailed
description of the notification. If the notification is related to an Event/NC, CAPA,
CRF or Project, in the task tab, enter the number(s). Items tab: Code Group and Object
code to report symptoms and equipment or components specific damages.

Notification Types and Guidelines

• N1 – Maintenance Request: This notification is created in response to a perceived need

for improvement in relation to reliability, safety, environmental protection, etc. The
distinguishing criterion that leads the user to pick this type of notification is that it
should relate exclusively to work or potential work that is discretionary (ex. Projects,
drawing revisions, technical evaluations, etc.).

• N2 – Malfunction Report: This notification is created to report failures or potential

failures that require corrective action of some kind. The distinguishing criterion that
leads the user to pick this type of notification is that the technical object is operating
outside its design parameters (performance) or exhibiting mechanical problems, and
maintenance work is required to restore the object to its minimum operating conditions.

3 

 
• N3 – Activity Report: This notification is created when there is a need to record a
situation that existed or something that was done to a technical object and no
maintenance order applies, or the situation was corrected while performing a PM/PdM
order. The user picks this type of notification if the situation does not exist anymore, or
the work is already completed and time and cost are recorded on some outstanding or
PMPD work order.

• N4 – Operation Log: This notification is created to record activities performed by

manufacturing or utilities personnel (for example, minor maintenance repairs such as
adjustments, tightening of bolts, topping of lubricants, etc.).

• N5 – Calibration Notification: This notification is created in response to failures or

potential failures about instruments that require corrective action of some kind. The
distinguishing criterion that leads the users to pick this type of notification is that the
technical object (Instrumentation) is operating outside its design parameters or
exhibiting performance problems and maintenance work is required to restore the object
to its minimum operating conditions.

Create a Notification
(for step by step instructions refer to GBSC-WI-ENG-0020)

1. Enter transaction code IW21 in the Command Field or double click

the transaction in the Favorites folder.

2. Click the Notification Type button . Select the required notification type.

3. Required fields to be completed: Depending on the type of notification being generated

are the required fields to be filled. Refer to Notification type required fields section.

NOTE: All fields with the following button indicate that it is a required field
which needs to be completed before clicking Enter or moving on to another tab. If all
required fields are not filled in and Enter is clicked or another tab is selected, you will
receive an error and you then must proceed to fill in all the required fields one at a
time.

4. After all required fields have been completed, proceed to SAVE the notification.

5. After saving the notification SAP will display the notification number at the bottom of
the page.

NOTE: When a normal notification or an Emergency Notification is being generated

by a Supervisor and/or System Owner it will automatically be placed in Approved
status. If QA approval is not required, you will click the Put in Process flag and

4 

 
 then click SAVE. If QA approval is required, you will select the Set Status option
and click on MOC Required and then click SAVE.

Make Changes to a Notification

(for step by step instructions refer to GBSC-WI-ENG-0020)

1. Enter transaction code IW22 in the Command Field or double click the transaction in
the Favorites folder.

2. If you know the Notification number write it in the notifications field or select the search
button .

3. In the search dialog box select display notifications by list.

4. You may enter the notification number, reported by, planning plant (OB01), etc.

5. After entering your search criteria, select the execute button .

6. SAP will show you a list of notifications and you will proceed to select the required
notification and then click the Enter button twice.

7. If you received the notification with status Returned for details, you will proceed to make
the required changes. After all changes are complete you must select the Set Status
button to Resubmit and then click SAVE. If the notification was saved but you
remembered you had to add certain information and it is still in CREATED status, only
make the additional changes and then click SAVE.

Display a Notification
(for step by step instructions refer to GBSC-WI-ENG-0020)

1. Enter transaction code IW23 in the Command Field or double click the transaction in
the Favorites folder.

2. If you know the Notification number write it in the notifications field or select the search
button.

3. In the search dialog box select display notifications by list.

4. You may enter the notification number, reported by, planning plant (OB01), etc.

5. After entering your search criteria, select the execute button.

6. SAP will show you a list of notifications and you will proceed to select the required
notification and then click the Enter button twice.

5 

 
7. SAP will display the notification selected. In this screen you will not be able to make
any changes; you will only be able to view the notification.

Create a Work Order

(for step by step instructions refer to GBSC-WI-ENG-0020 & GBSC-WI-ENG-0022)

Create a Work Order from a Notification

1. Enter transaction code IW22 in the Command Field or double click the transaction in
the Favorites folder.

2. In the notification field, enter the number of the notification for which an order is to be
created and then click the Enter button.
3. Click the create Order button .

4. Click the Order type button and select the value that applies and click Enter.

5. If an Object Information pop up box appears, click the Enter button.

NOTE: This indicates that there are more work orders done against the Functional
Location (FLOC) that has been selected. As the person that is generating the work
order you must verify that there are no duplicated work orders.

NOTE: All fields with the following button , indicate that it is a required field
which needs to be completed before clicking Enter or moving on to another tab. If all
required fields are not filled in and Enter is clicked or another tab is selected, you will
receive an error and you then must proceed to fill in all the required fields one at a
time.

6. Click the Maintenance activity type field (PMActType) and select the value that applies
and click Enter.

7. Click the priority list and select the value that applies.

8. Click the Set Status button and select the value that applies; then click the SAVE button.

Create a Work Order without a Notification

1. Enter transaction code IW31 in the Command Field or double click the transaction in
the Favorites folder.

2. Click the Order type button and select the value that applies and click Enter.

3. Click the Refresh button.

6 

 
 NOTE: You must click the Refresh button after entering the Order Type to update
the priority list.

4. Click the Priority field and select the value that applies.

5. Click the Func. Loc. field and select the value that applies.

6. Enter the Plant Code into the Plng plant field; for Manatí OB01 and then click the Enter
button.

NOTE: This indicates that there are more work orders done against the Functional
Location (FLOC) that has been selected. As the person that is generating the work
order you must verify that there are no duplicated work orders.

7. Enter all information in the fields with the following button . This button indicates
that it is a required field.

8. Select the Operations Tab.

9. Enter the number of people required to complete the task into the No. field.

10. Enter the time to complete the task in the Duration field.

11. If you need to add more task items, proceed to enter a brief description in the Operation
short text field and then complete the No. and Duration field.

12. Press the Enter key; SAP will calculate the Work.

13. If spare parts are required to complete work, click on the Components tab.

14. Click the Component field on the first line, and select the material you need.

15. Enter the required quantity of the material selected in the Reqmnt Qty field.

16. Click the SAVE button.

Change a Work Order

1. Enter transaction code IW32 in the Command Field or double click the transaction in
the Favorites folder. Then click Enter.

2. Enter the work order number that is to be changed in the Order field, click Enter.

3. Click and update the fields that require more information.

7 

 
4. Click the Operations Tab to add or update operations.

5. To add operations from an existing task list, click the Extras menu. Point to the Task
list selection menu. Click the Direct entry menu.

6. Click the General Task List Option

7. Click in the Group Field; select the appropriate value from the list.

8. If a pop-up box appears, click the All button.

9. Fill out all other fields/tabs that need a change including

Display a Work Order

1. Enter transaction code IW33 in the Command Field or double click the transaction in
the Favorites folder.

2. If you know the Order number write it in the order field or select the search button.

3. In the search dialog box select display orders by list.

4. You may enter the order number, reported by, planning plant (OB01), etc.

5. After entering your search criteria, select the execute button.

6. SAP will show you a list of orders and you will proceed to select the required order and
then click the Enter button twice.

7. SAP will display the order selected. In this screen you will not be able to make any
changes; you will only be able to view the order.

Creating an Emergency Work Order

1. Enter transaction code IW31 in the Command Field or double click the transaction in
the Favorites folder.

2. Click the Order type button and select N2 Corrective Maintenance and click Enter. In
case of an Emergency Work Order for calibration you must select N5 Calibration.

3. Click the Refresh button.

NOTE: You must click the Refresh button after entering the Order Type to update
the priority list.

4. Click the Priority field and select Emergency.

8 

 
5. Click the Func. Loc. field and select the value that applies.

6. Click the Equipment field and select the value that applies.

7. Enter the Plant Code into the Plng plant field; for Manatí OB01 and then click the
Header Data button.

NOTE: This indicates that there are more work orders done against the Functional
Location (FLOC) that has been selected. As the person that is generating the work
order you must verify that there are no duplicated work orders.

8. Enter all information in the fields with the following button . This button indicates
that it is a required field.

9. Select the Operations Tab. In this tab you will add the tasks needed to complete the
Emergency that you are reporting.

10. Enter the time (hours or minutes) to complete the task in the Duration field.

11. Enter the number of people required to complete the task into the No. field.

12. Press the Enter key; SAP will calculate the Work.

13. If spare parts are required to complete work, click on the Components tab.

14. Click the Component field on the first line, and select the material you need.

15. Enter the required quantity of the material selected in the Reqmnt Qty field.

16. After all required information is completed you will click the green flag to release the
order.

17. Before saving the order you must click the Set Status button, and change the status to
Scheduled and then click Enter.

18. Click the SAVE button.

Individual Time Confirmation

1. Enter transaction code IW41 in the Command Field or double click the transaction in
the Favorites folder.

2. Write the order number in the Order Field and then press Enter.

9 

 
3. Using the grey box located beside the task information select the tasks that are to be
confirmed and press the Actual Data button . You may also use the select all and
deselect all buttons .

NOTE: You must only select the tasks that you have completed and that are going to
be completely confirmed. Tasks that have not yet begun do not have to be selected.
If a task was begun but was not completed you must only confirm the time that you
worked on the task.

4. The below screen will appear and you will update the :

F H
G 

A  C

B 

E 
D 

A. Complete the Actual work field to the hours or minutes taken to complete the
task.

B. Select Final Confirmation if the work is complete.

C. Select No Remain. Work if no remaining work if left.

D. Update the work starts and work ends field to the date in which you completed
the task and fix the time.

E. If there is remaining work, place an estimate of the time you will need to
complete that work. If there is no work remaining you do not have to write
anything.
F. If the task you are completing required additional spare parts that were not
included, select Goods Movements and add the spare parts used.

G. Use these buttons to move from task to task.

10 

 
 H. Select Notification to add the failure codes. To access the notification you must
be placed in the first task of the order.

i. Adding Failure Codes in the Notification

1. Items Tab

Items tab 

Select part  Select damage

2. Select Items tab: Code Group and Object code to report symptoms and
equipment or components specific damages.

a. In the second column (Code Group), place the pointer in the white field
and use the drop down option to select the part that presents the
problem.

b. In the fifth column (Code Group), place the pointer in the white field
and use the drop down option to select the damage that the part is
presenting.

11 

 
 3. Causes Tab

Causes tab

Cause of failure 

a. Select Causes tab: select cause of failure

b. Click on the Select User Status button and select 35 HSTR History
Recording Complete and then press Enter.

I. Click the Back button to return to the Confirm W.O. page.

J. Verify that all information is complete and then click the Save button.

12