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Table of Contents
1. Introduction .....................................................................................................................................3
1.1 Company Overview..................................................................................................................3
1.2 Rush Maintenance Order Process ........................................................................................4
1.3 Preventative Maintenance Process .......................................................................................4
2. Organisation Data .........................................................................................................................5
2.1 Maintenance Plant ..................................................................................................................5
2.2 Maintenance Planning Plant..................................................................................................5
2.3 Location ....................................................................................................................................5
2.4 Planner Group .........................................................................................................................6
3. Master Data ....................................................................................................................................6
3.1 Main Work Centre ....................................................................................................................6
3.2 Function Location .....................................................................................................................6
3.3 Equipment .................................................................................................................................6
4. Process Flow..................................................................................................................................6
4.1 Rush Maintenance Order Process Flow...............................................................................6
4.2 Preventive Maintenance Process Flow ................................................................................7
5. Process Steps ................................................................................................................................9
5.1 Rush Order Maintenance ........................................................................................................9
5.2 Preventive- Time Based ........................................................................................................11
6. WRICEF ........................................................................................................................................11
6.1 Workflow ..................................................................................................................................11
6.2 Reports ....................................................................................................................................11
6.3 Interfaces .................................................................................................................................12
6.4 Conversions ............................................................................................................................12
6.5 Enhancements ........................................................................................................................12
6.6 Forms .......................................................................................................................................12
7. Roles .............................................................................................................................................12
8. Data Migration Strategy..............................................................................................................12
9. Standard SAP Reports & Forms ...............................................................................................13
9.1 Rush Order Maintenance Process ......................................................................................13
9.2 Preventive Maintenance Process ........................................................................................13
9.3 Forms .......................................................................................................................................13
10. System Configuration Considerations......................................................................................13
11. Reversal of Process Steps.........................................................................................................14
12. Appendix .......................................................................................................................................16
12.1 As-Is Process ......................................................................................................................16
12.2 Abbreviation .........................................................................................................................16
1. Introduction
1.1 Company Overview
<Mention about Company Products/ Services>
<Company Various Manufacturing Locations>
<Company Turnover>
<Mention Major process and Main Equipment’s>
<Mention about Company Organization Structure>
1.2 Rush Maintenance Order Process
<Mention Major Process & Overview>
Maintenance processing is very important business in the Utilities industry. This scenario includes a
general maintenance order process, rush maintenance order process.
General maintenance order processing simulates/reflects a very typical maintenance process in a
power company. When an inspector or other worker finds a malfunction with the 10kv switchgear, he
or she will create a rush maintenance order.
A Rush maintenance order is also very typical in a power company and is included in this scenario.
When the on-site worker or the inspector finds a very urgent malfunction, they will report to the
maintenance engineer directly. The maintenance engineer will create a maintenance order and
maintain the malfunction information immediately. This order will be released without any approval
and budget check. A subcontract purchase order for external services will be created based on the
contract, which has been created before.
The subcontractor will start the work according to the contract. When the work has been finished, the
contract engineer will confirm all the external services and cost, according to the subcontractor's
timesheet.
1.3 Preventative Maintenance Process
<Mention Major Process & Overview>
Ensuring a high availability of equipment in the long term is an important factor for a power company.
Preventive maintenance is used to avoid system breakdown or the breakdown of other equipment,
which - in addition to the repair costs - often result in much higher costs subsequently owing to
production breakdown.
In addition to internal company aspects for preventive maintenance, external factors should also be
considered. An increasing number of conditions set by legislative bodies demand more stringent
requirements on planned monitoring and maintenance of objects. External requirements can be:
• Manufacturer recommendations
The manufacturer of your technical objects may recommend certain procedures to ensure that the
objects always function optimally.
• Legal requirements
There may be labor protection laws or laws concerning the safety of objects which require you to
maintain your technical system regularly.
• Environmental requirements
Effective preventive maintenance can also help to prevent breakdowns that could lead to
environmental hazards.
Another reason for preventive maintenance is the need of quality assurance, since, for example, the
quality of products manufactured at a technical system is substantially affected by the operating
condition of the Power generation plant.
It is also often more cost-effective to maintain objects regularly, and therefore prevent a much more
expensive breakdown. You can determine the data required for this using past data supplied by the
system.
In this scenario, the following three type of maintenance planning will be performed.
• Time-Based Maintenance Planning
• Performance-Based Maintenance Planning
• Condition-Based Maintenance Planning
All the maintenance planning should have a cycle set or strategy. We will perform the Time-Based
Maintenance Planning and Performance-Based Maintenance Planning according to their
maintenance strategy, single cycle set is also a special and simple strategy.
⚫ Time-Based Maintenance Planning
Maintenance is performed in specific cycles for time-based maintenance planning, for example, every
two months or every six months. According to different legal requirements, industry standards or
recommendations from the manufacturer, some equipment will have some complex maintenance
cycles. Different maintenance operations (Task list) are required for different cycles. In our scenario,
we will create the maintenance strategy for AC lubricating oil pump, and assign the strategies to its
task list. After the maintenance plan is created and scheduled, the system will generate a separate
order, with different operations, for each equipment, on a due date.
⚫ Performance-Based Maintenance Planning
With performance-based maintenance plans, you can plan regular maintenance based on counter
readings maintained for measuring points at pieces of equipment and functional locations.
In the power company, some equipment will be operated according to many parameters or status.
This parameter or status information can be got by measuring points. Maintenance takes place when
the counter for the equipment has reached a certain reading, for example, every 100 operating hours,
or every 500 molding cycles. The readings will be collected by an external system like SCADA. You
will create these counters in the SAP system, and also create maintenance cycle sets according to
the equipment’s’ maintenance standard. The maintenance plan will be created and scheduled. When
the readings of counters are transferred to the SAP system, the system will create measurement
documents (counter readings)to record the readings. The calculated planned date depends on the
counter reading at the time of planning, and the estimated annual performance that has been defined
for the counter.
⚫ Condition-Based Maintenance Planning
Some equipment will be operated by its real time status, or an operation parameter like temperature.
These parameters have real time readings that should be monitored every second. The counter or
measuring point is often created to simulate the equipment. Ruled by legal requirements or industry
standards or recommendation from manufacturer, if the reading is not in the permitted range, the
external system will collect the information and send it to the SAP system, the system will then create
measuring documents to record it, and create the maintenance order automatically.
2. Organisation Data
2.1 Maintenance Plant
<Meaning>
<Maintenance Plant list Finalized>
2.2 Maintenance Planning Plant
<Meaning>
<Maintenance Planning Plant list Finalized>
2.3 Location
<Meaning>
<Location list Finalized>
2.4 Planner Group
<Meaning>
<Planner Group list Finalized>
3. Master Data
3.1 Main Work Centre
<Meaning>
<List of Work Centres Finalized>
3.2 Function Location
<Meaning>
<Structure Indicator finalized>
<Function Location Categories finalized>
<Fields Applicable and Mandatory>
3.3 Equipment
<Meaning>
<Equipment Categories finalized>
<Fields Applicable and Mandatory>
<Number Ranges Applicable>
4. Process Flow
4.1 Rush Maintenance Order Process Flow
<Mention Process Flow made in Visio or Equivalent Software>
<Try to allocate Process Steps to Business Roles>
4.2 Preventive Maintenance Process Flow
<Mention Process Flow made in Visio or Equivalent Software>
<Try to allocate Process Steps to Business Roles>
5. Process Steps
5.1 Rush Order Maintenance
<Mention Process Steps in Tabular Format. Identify Each Step can be met through Standard
Configuration/ Gap Identified>
<Try to allocate Process Steps to Business Roles>
Sl No Process step Business Trans- Expected Comments(
role action results Mention Standard
code SAP/ Gap Here)
5.1.1 Create Rush Maintenance IW31 Rush Standard SAP
Maintenance Employee maintenance
Order order is
created
5.1.2 Withdrawing the Service MIGO The goods Standard SAP
Material Employee movements
have been
posted
5.1.3 Display Maintenance IW33 Search Standard SAP
Maintenance Employee purchase
Order requisition
number in
maintenance
order
5.1.4 Create PO Buyer ME21N PO is Standard SAP
converted by
purchase
requisition
5.1.5 Approval PO Purchasing ME28 Release PO Standard SAP
Manager
5.1.6 Maintain service Service ML81N Confirm the Standard SAP
entry sheet Employee service entry
sheet
5.1.7 Time Confirmation Maintenance IW41 Spending time Standard SAP
Employee of worker are
collected
5.1.8 Change Maintenance IW32 Set status of Standard SAP
maintenance order Employee order to
technical
completed and
completed
(business)
5.1.9 Settling Enterprise KO88 Settle Standard SAP
Controller maintenance
order
5.2 Preventive- Time Based
<Mention Process Steps in Tabular Format. Identify Each Step can be met through Standard
Configuration/ Gap Identified>
<Try to allocate Process Steps to Business Roles>
Sl No Process step Business Trans- Expected Comments
role action results
code
5.2.1 Creating Service IP11 The Standard SAP
Maintenance Agent maintenance
Strategies strategy has
been created
5.2.2 Maintaining Service IA06 Maintained the Standard SAP
General Task List Agent general task
list
5.2.3 Creating Maintenance IP42 Created the Standard SAP
Maintenance Plan Planner maintenance
plan
5.2.4 Scheduling for Maintenance IP10 Scheduled Standard SAP
Maintenance Plan Employee and run the
maintenance
plan
5.2.5 Process See 881– The
Maintenance Maintenance maintenance
Order Order order is
Management processed.
with
Notification
6. WRICEF
6.1 Workflow
6.2 Reports
Z Report title Transaction Comment
code ( SAP GUI)
List maintenance orders ZIW39 Display List of Maintenance Orders along
with Spare Parts assigned & its Reservation
status.
Equipment list ZIH10 Display Equipment List with Preventive
Plans and Task list information
6.3 Interfaces
6.4 Conversions
6.5 Enhancements
Type Description of Work Comment Attachments
User Exit
BADI
Customer Exit
BAPI
6.6 Forms
Form Name Transactio Type Comment
n code (Script/ <Attach Document if Possible>
Smart form)
Work Order Print IW32 Smart form Used to Print Maint Order, Operations and
Components. Applicable for Process Step
XX.XX,
Permit Print IW32 Script Used to print list of Materials issued to
Maint Order. Applicable for Process Step
XX.XX…..
7. Roles
Business role Technical name Comments
Maintenance SAP_BPR_MAINTENANCE-S Used to Create Confirmations &
Employee Updating Measuring Points
Warehouse Clerk SAP_BPR_WAREHOUSESPECIALI
ST-S
Service Employee SAP_BPR_SERVEMPLOYEE-S
Buyer SAP_BPR_PURCHASER-S
Enterprise Controller SAP_BPR_CONTROLLER-K
Purchasing Manager SAP_BPR_PURCHASER-E
8. Data Migration Strategy
Item Name No of Records Upload Method Comments
Function Location LSMW
Equipment’s LSMW
Catalogue Group & LSMW
Codes
Maintenance Manual
Strategy
Task list BAPI Program
Maintenance Plan LSMW
9. Standard SAP Reports & Forms
9.1 Rush Order Maintenance Process
Report title Transaction Comment
code ( SAP GUI)
List maintenance orders IW39 A list of all selected maintenance orders is
displayed.
Print Work Order Ticket IW38 Print the work list and carry out the
maintenance process according to it
Equipment list IH10 An equipment list with general data and
more information.
Execute Report KE30 A Report concerning Plan/Actual Activities.
Orders: Actual/Plan S_ALR_8701299 An Overview of the actual and plan data on
Variance 3 internal orders.
List: Orders S_ALR_8701299 A List of Orders by Controlling Area for a
5 Plan/Actual Comparison
9.2 Preventive Maintenance Process
Report title Transaction Comment
code ( SAP GUI)
Maintenance plan IP16 A list of maintenance plans
Maintenance schedule IP24 Maintenance schedule overview list
overview
9.3 Forms
Form Name Transactio Type Comment
n code ( (Script/
SAP GUI) Smart form)
Operation Control IW32 Script Used to print list of Order Operations.
Ticket Applicable for Process Step XX.XX,….
Material Issue Slip IW32 Script Used to print list of Materials issued to
Maint Order. Applicable for Process Step
XX.XX…..
Job Ticket IW32 Script Used to print List of Confirmations.
10. System Configuration Considerations
Notification Types:
• Maintenance Request (M1) – Notifications without Production Loss ( Routine Maintenance)
• Malfunction Report (M2) – Notifications with Production loss ( Breakdown Maintenance)
• Activity Report (M3) – Preventive Maintenance Notifications ( Preventive Maintenance)
Order Types:
• Routine Maintenance Orders (PM01) – Orders for Maintenance w/o Production Loss
• Breakdown Maintenance Orders (PM02) – Orders for Breakdown Maintenance
• Preventive Maintenance Orders (PM03) – Orders for Preventive Maintenance
Control Keys:
The following control keys would configure for use in Maintenance Orders, task-lists etc:
PM01 – For Internal Activities
PM03 – For External Services
PM01 would be used as default Control key for all order types and task-lists.
11. Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to reverse
some of the activities described in this document.
Maintenance Request Entry
Transaction code (SAP GUI) IW21
Reversal: Set Delete flag Maintenance Request
Transaction code (SAP GUI) IW22
Business role SAP_BPR_NOTIFICATION_UTL
Business role menu Maintenance Notification → Change
Comment Enter notification number, Choose the menu PM
Notification → Functions → Deletion Flags → Set
Maintenance order Entry
Transaction code (SAP GUI) IW31
Reversal: Delete Maintenance Order
Transaction code (SAP GUI) IW32
Business role SAP_BPR_MAINTENANCE-S
Business role menu Production Maintenance->Order Processing->Change
Order
Comment If the order is not released: set the system status NCMP
(Not completed) with the function Do Not Execute. After
that set the system status DLFL (Deletion Flag).
If the order is released: set the system status CLSD
(Closed) with the function Complete (Business). After that
set the system status DLFL (Deletion Flag).
Individual Time Confirmation
Transaction code (SAP GUI) IW41
Reversal: Cancel PM Order Confirmation
Transaction code (SAP GUI) IW45
Business role SAP_BPR_SERVEMPLOYEE-S
Business role menu Customer Service → Confirmation → Cancel PM Order
Confirmation
Comment Input the Order number and choose Enter.
Goods movement
Transaction code (SAP GUI) MIGO
Reversal: Cancel Goods Movement
Transaction code (SAP GUI) MIGO
Business role SAP_BPR_WAREHOUSESPECIALIST-S
Business role menu Warehouse Management →Receiving → Goods Issue
Comment Choose action Cancellation and document type Material
Document,enter the Material Document Number in the
text field then choose Enter..
Maintenance Strategy
Transaction code (SAP GUI) IP11
Reversal: Change Maintenance Strategies
Transaction code (SAP GUI) IP11
Business role Service Agent
(SAP_BPR_SERVAGENT-S)
Business role menu Service Processing → Notifications → Maintain
Maintenance Strategies
Comment
Schedule the Maintenance Plan
Transaction code (SAP GUI) IP10
Reversal: Change the call object (Maintenance order)
Transaction code (SAP GUI) IW32
Business role Service Employee
(SAP_BPR_SERVEMPLOYEE-S)
Business role menu Customer Service → Service Processing → Change Order
Comment If you do not need the call object (maintenance order),
use one the following options:
If the order is not released:
1. Set the system status NCMP (Not completed) with the
function Do Not Execute. .
If the order is released:
1. Set the system status CLSD (Closed) with the function
Complete (Business).
Set the system status DLFL (Deletion Flag).
Schedule the Maintenance Plan
Transaction code (SAP GUI) IP10
Reversal: Change the call object (Maintenance Notification)
Transaction code (SAP GUI) IW22
Business role Notification Processor
(SAP_BPR_NOTIFICATION_UTL)
Business role menu Maintenance Notification → Change
Comment Set the system status DLFL (Deletion Flag).
12. Appendix
12.1 As-Is Process
12.2 Abbreviation
