user manual pm02_maintenance ordercycle

BalrampurChini Mills Limited

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Draft

BCML

User Manual Version 1.0

User manualMaintenance Order Cycle

Prepared by:Chandan Kumar09Sept 2014

Table of Contents4Scenario

51Maintenance Order from Notification

51.1Create Maintenance Order from Notification Season

51.1.1Definition and Prerequisites

51.1.2Menu Path and Transaction code

51.1.3Responsibility

51.1.4Screen capture

121.2Material Planning and Issue from stores

121.2.1 Definition and Prerequisites



161.3Release Maintenance Order





191.4Check Cost and Document flow





211.5Confirm Operation





241.6Technically complete Maintenance Order (TECO)





281.7Settlement of Maintenance Order





311.8Business Closure of Maintenance Order





332Maintenance Order Create- Directly

332.1 Maintenance Order Direct Input





363Appendix

363.1Table

363.1.1Planner Group in Plants

363.1.2Main Work Centres

363.1.3PM Activity type

373.1.4Standard text key

ScenarioMaintenance order will be created in system to plan and execute the maintenance work required in Season and Off season. Maintenance order will have information of dates, operations, material and WBS required for the maintenance work.The Maintenance order will always be created with a WBS element attached to it. Budget check will happen on the material and services cost when user tries to save the order. Budget check can refuse, allow or allow with warning as per the amount available in the WBS budget.Select the appropriate type of Maintenance order for the purpose. Maintenance order can be created from the Notification as a continuation of the incident reported, or directly in system.

These Maintenance order types that will be used in case of Season maintenance are PM01- Breakdown Maintenance Unplanned maintenance order getting created from M2/ZS type Notification created in section 3.2 above.

PM02- Corrective Maintenance Maintenance Order getting created from M3 Type Notification created in section 3.2. It will be created to capture the abnormal behaviour of the machine to avoid future breakdown.

PM03 Preventive/Scheduled Maintenance Order getting created from M1 Type Notification. It is a planned maintenance order which will be created to capture the on time seasonal maintenances like (Scheduled Plant Cleaning, Cane cutter knife change, hammers etc.)

ZRM1 Seasonal Routine Maintenance Order will be created manually by the maintainer and it will have no reference to any notification. It will be created to capture the following activities (evaporator cleaning, general maintenance of standby equipment). To create this type of maintenance order, the equipment should exist in the SAP system.

In case of Off Season Maintenance, user will create only ZM03 type of Maintenance order.

The following linkages are configured in system for the Notification type and order types and system automatically proposes the correct Order type when user tries to create Order from Notification.

Notification typeOrder type

M1 preventive/ ScheduledPM03 Scheduled Maintenance

M2 Breakdown PM01 Critical/ Breakdown Maintenance

M3 CorrectivePM02 Corrective Maintenance

ZM Opportunity-

ZS Equipment StoppagePM01 Critical/ Breakdown Maintenance

1 Maintenance Order from Notification1.1 Create Maintenance Order from Notification Season1.1.1 Definition and PrerequisitesOrder can be created along with the Notification from t-code IW22. When notification is finally saved maintenance order is generated along with notification. Two numbers are generated, one for Maintenance order number and another for Notification number.1.1.1 Menu Path and Transaction code

SAP R/3 menuSAP Menu > Logistics >Plant Maintenance>Maintenance processing >Notification> Create(General)

Transaction codeIW21

1.1.1 Responsibility

Maintenance Managers, Maintenance Engineer, Field technician1.1.1 Screen capture

Fill the details for Notificaiton screen entry fields as explained in User manul PM01 sec 1.1.4. After entering the details for notificaiton click on the icon as shown in the figure below.The next popup window takes the correct order type by default and asks you to confirm to take the process forward to create maintenance order. The planning plant, Main work center gets auto filled based on the reference object (Equipment/FL) selected in the notification.

Input FieldMandatory/OptionalAvailable Values

Order type MandatoryAuto Fill

Planning plant MandatoryAuto Fill

Work CentreMandatoryAuto Fill

Prss Enter or click on Icon .New screen appear for Maintenance order creation. Fill in the details in the maintenance order as shown below. Note that you are working in the Header tab of the MO(Maintenance Order). Similarly you need to fill the details in the other tabs like Operation and Components. You need to fill the WBS information in the Additonal Data tab. Rest other tabs like Cost, Objects, Location, Planning, Control displays the data which gets autofilled.

These are the stesps in the processing of a maintenance order as mentioned below. Remember that the maintenance order can be created through an Notification or directly(IW31). In both cases the processing steps of MO remains the same.

There are some mandatory fields in the MO which must be filled to save an order. Like WBS element field in the Additonal data tab and simlar other where system prompts you with a warning for data entry and doesnt lets you go to further step.

Maintenacen Order creation

Operation planning in MO

Material Planning in MO External services planning in MO

Release of MO(REL) Material Issue to MO

External services issue to MO

Operation confirmation in MO

TECO(Technical Confirmation) of MO

Settlement of MO

Maintenance Order (MO) closure The maintenace order shows the system status in the status bar which indicated the present status of the order. This helps you to determine the next process required to be done to further complete the MO cycle.

Maintenace Order Creation:As informed earlier, MO can be generated thorugh Notification or directly. Once the order creation screen appear as shown above you need to fill the detail for the input fields. Header Data:Input FieldMandatory/OptionalInput Values

Person Responsible-Planner grp,

OptionalSelect the correct value for Planner group from table 3.1.1-3.1.4

Person Responsible-Main Work centre

MandatoryAuto Fill from Eqp master / Fill

Header Data - Cost Optional Estimated cost To be entered manually by the user

Header Data PM Activity typeMandatorySelect the correct code for PM activity type

Header Data- PriorityOptionalSelect from drop down list

Header Data dates Basic start And Basic FinishMandatoryAuto Fill from selection of Priority

Reference object Functional locationMandatoryAuto Fill Select manually if not auto populated

Reference Object EquipmentOptional Auto Fill Select manually if not auto populated

Malfunction data Malfunction start date and timeOptional Auto fill default value basic start date change if required

Malfunction data Malfunction end date and timeOptional (Mandatory in case of Breakdown order/notification)Enter the values- it can be changed further

Malfunction Data Breakdown indicatorOptional Check the box if malfunction is a Breakdown of equipment

Operations planinng in MO:Operations with short/long text and work duration can be entered in the Operations tab as shown below. Click on the Operations tab to enter the details in various fields. The purpose of entering operations is to plan the activity steps to be carried out with suitable control keys. For faster entries of pre fixed oprations types use the Short text key (F4), select the code (eg..P01,P02 etc)and press enter.

The control Keys must be correctly entered for the internal and external operations.

PM01 Internal operation by internal work force

PM03 External service operation from external vendor

These operations will be further confirmed in system for the actual duration of work it took to complete the activity.

Account Assignment:Enter the WBS in the Additonal Data field, this is required for selecting component against a particular WBS(work breakdown structure) related to that plant and section. Use search help to select the correct WBS for the job. Each WBS element is aggined a budget in the Project Sysem(PS) module and Budget Check happens at the time of save.

1.2 Material Planning and Issue from stores


Materials can be selected in the MO under the Components tab. There are two types of material to be selected while creating the order

1. Project Material (Special stock indicator=2)

2. Normal stock material(Special stock indicator = blank)

Usually project material should be selected by the use to create the MO. When project stock is not available or in other suitable requirements Normal stock stock should be selecte. Take care to alwasys select the Special indicator =2, when you want to use the project stock.

1.2.2 Menu Path and Transaction code

SAP R/3 menuSAP Menu > Logistics >Plant Maintenance>Maintenance processing >Notification> Create(General)



Selecting the correct component (Material) in the Components tab of the MO:

User will run a search to select the material or directly enter the material code if known in the Component column undet the Components.

Press F4 or click in the component field and run search

Enter the Quantity = required quantity. If there are more than one operation in the Operations tab, system might ask to enter the operation number for which the material is being used. Enter the Operaion number in the pop up window.

When you press enter after selecting the component(material0 code and entering the quantity, other details of the material is auto populated based on the material master data.

Selec the Special stock indicator as required, explained above. By default , the Special Stock Indicator is fixed at Plant stock (Normal stock)= blank, you will be required to select Spl Stk Ind =2.

A reservation number in generated in the system for material (component) selected in the MO. To get the reservation number against the component selected in the order, select the component line item and click on the Gen Data icon below.

This Reservation number is required in the MM module to trace the origin of Material issue request and associted account assignement. That is to say the Reservation number carries information about the MO number, and account posting information for the material issue and cost calculation.Save Notificaiton and Maintenance order:

At the time of saving the order system calculates the planned price of the material component selected and check the availability of Budget for the WBS element selected in the order.

Click the icon and SAVE the order and Notification together.

System confirm the saving of Notification with Order and generates identification numbers to them.

1.3 Release Maintenance Order1.3.1 Definition and Prerequisites

Once the maintenance Order is saved and a particular number assigned, it is ready to be released. The following activities are only carried out further when the order gets the status released, REL in the system status bar. Issue of material component from Stores

Confirmation of Operation time for the Order

Creation of Service PR(purchase request)


SAP R/3 menuSAP Menu > Logistics >Plant Maintenance>Order> Change




When the order is opened in the Change mode and has status CRTD, it can be released by clicking on the green flag icon as shown below.

A message in the below status bar appears that Order 6000XXX will be released after update. Save the order and it gets released.

The system status of the MO changes to REL. The released order is now available to MM and FI department for material issue, services PR (Purchase Request), and filling service entry sheet.The Order cant be un- released once marked REL.


EventMandatoryClick Green Flag icon.

1.4 Check Cost and Document flow1.4.1 Definition and PrerequisitesMaintenance Order costs is updated regularly due to material issue from stores, PR and PO creation in MM module. These costs can be view in the Cost tab of the MO.

The cost tab displays three types of costs

Estimated Entered by the user while creating order

Planned Calculated by the system as per the material and external services planned

Actual Cost calculated by the system when actual goods movement or services delivery happens in system

Costs are displayed in MO in Change or Display mode both.1.4.2 Menu Path and Transaction code

SAP R/3 menu SAP Menu > Logistics >Plant Maintenance>Order> Change/Display

Transaction codeIW32/33


Branch Managers, Regional Managers, Product Executives, SRM1.4.4 Screen capture

Estimated cost is fixed as entered at the time of creation, planned cost and actual cost get updated when user makes changes in the component or crates an external service request.


EnventDisplayCost values under Costs tab in MO

After feeding the above inputs, press Enter to move to the next screen.Document Flow:When documents (material and financial or costing) are generated by system due to the transactions made against the MO, they gets updated in the order and can be viewed from inside the MO. For example when Material component is issued for the reservation number(created from Order), it generates a material issue document in system, this material document is then visible in the Document Flow of the order.

Click in the icon as shown above. The detailed page shows the documents generated against the Order.

1.5 Confirm Operation

1.5.1 Definition and PrerequisitesWhen the work activity is complete, the operations in the MO should be confirmed in system. The actual time taken to complete the work activity must be entered in the confirmation screen (IW41) against the order number and operation selection.

When all the operations of the MO are confirmed, the order status changes to CNF. In case not all the operations are confirmed, and at least one is confirmed, the status order changes to PCNF.1.5.2 Menu Path and Transaction code

SAP R/3 menu SAP Menu > Logistics >Plant Maintenance>Order> Change/Display




The time duration in field work is entered at the time of creating the order as a planned value. These operation duration is confirmed and actual time taken to complete the operation is entered against the order number in the confirmation screen.Go to the transaction IW41 and enter the MO number. Press Enter

Select the Operations to be confirmed from the list of operations of the MO. Click on icon Actual Data or press F8.

Order operation confirmation screen is opened to fill the actual time taken to complete the operations. Fill the Actual data for the operation number of the Order.

Save the entries, use keyboard short cut Cntrl+S or press icon . The system status of the MO changes to CNF after all the operations are confirmed as shown below.

1.6 Technically complete Maintenance Order (TECO)

1.6.1 Definition and PrerequisitesWhen all the field activities for the operations in the MO are complete from technical (Plant Maintenance) point of view, the order status can be set to Technically complete. The system updates and assigns a system status of MO as TECO.

After TECO the following financial posting activities can still be performed on the MO Invoice posting for the External services taken

Invoice posting for the Material(component) purchased

Settlement of MO cost to cost centre

The following activities are not possible on MO after its status has been set to TECO

Create new component(material) or operations in MO

Create new service PR(purchase request)

Goods Issue from store

Service Entry sheet

Time confirmation for the operations in the MO

The following activity must be performed at the time of doing TECO

Enter the settlement rule

Reference date and time for technically completing the MO


SAP R/3 menu SAP Menu > Logistics >Plant Maintenance>Order> Change




Open the MO in change mode, click on the icon to technically complete the order.

System asks for the settlement rule for the MO at the time of TECO if not entered earlier. Enter the settlement rule with the parameter shown. The cost centre must be selected appropriately (using F4 search help) where the cost of the maintenance order should be booked.

The settlement Cost Centre = Cost Centre in the Location tab of the Equipment/Functional location .

System presents a Pop up window to confirm the Reference date and time of TECO. Confirm the information, select Breakdown and Notification Completion if required and press enter.

The MO system status now set to TECO and no further changes can be done in the order from maintenance point of view.

In case some change must be made or to open the order again after month end settlement, the MO can be reversed from TECO status.

To change the status back to REL, select the path in the change mode (IW32) of Order.

Order(Function(Complete(Cancel technical completion

The MO status changes to REL again and further maintenance related activities can be performed on the same order.

1.7 Settlement of Maintenance Order

1.7.1 Definition and PrerequisitesMaintenance orders will be settled periodically (monthly) to settle all the actual costs accumulated on the order. The purpose for carrying out settlement is to send the actual cost on the MO to the correct receiving Cost Center.

This transaction will be carried out in FICO module and maintenance orders will be settled in mass as part of the month end activity.

However, to settle a single order if required can be carried out using the following process by PM user also.1.7.2 Menu Path and Transaction code

SAP R/3 menu SAP Menu >Accounting>Controlling>Internal Orders>Period-End Closing>Single Functions>Settlement>Individual processing

Transaction codeKO88



Go to tcode KO88. Enter the details for Order number and posting timeline. Select default setting for Processing type = Automatic.

Settlement can be run in test mode also to check the Sender, Receiver and amount settled. To actually settle remove the Test Run tick mark in the check box and execute.

1.8 Business Closure of Maintenance Order

1.8.1 Definition and PrerequisitesBusiness closure (CLSD)of a maintenance order will be carried out at the end when the order is already TECO, settlement executed and there are no pending FI (invoice) posting on the order.

This transaction will be carried out by the FICO users to close the PM orders along with other internal orders on a periodic basis.

However, to close a single order if required can be carried out using the following process by PM user also.

CLSD orders can be revoked for processing again.


SAP R/3 menu SAP Menu > Logistics >Plant Maintenance>Order> Change




Open Maintenance order in change mode (IW32). Click the icon for Complete Business at the top. System status changes to CLSD.

To revoke the status of CLSD, open the order in change mode and select the path shown below to cancel the business completion of the MO

2 Maintenance Order Create- Directly

Maintenance order can be created directly using t-code IW31. When Maintenance order is created directly, there will be two numbers generated at the time of save, one for the MO and another for the Notification.

2.1 Maintenance Order Direct Input2.1.1 Definition and PrerequisitesDirect Maintenance Orders is required when there is a maintenance requirement and where there is no prior Notification in the system. The maintenance staff will directly create an order and along with fill the details for the Notification to capture the malfunction and shutdown data for the equipment/FL involved.


SAP R/3 menu SAP Menu >Logistics>Plant Maintenance>Maintenance Processing>Order>Create(General)




Fill the details on the entry screen for creating order. Select the order type, Priority, Equipment, functional location, planning plant and Business area. The Business area is the same as the Planning Plant.

Press enter and a pop up window appears to provide information about the Breakdown reported, notification and order created for the Object (Equipment/Functional location).

The Next screen is the same screen for creation of Order as explained earlier in section 1.1 onwards.

Fill the details for objects, account assignment, material and service request, WBS and save the order. Depending upon the order type system might ask to fill the Breakdown date time details to fill the information in the Notification that would be generated along with the order.

3 Appendix

3.1 Table

The following tables help in selecting the correct value in the for the Key Data structures. The values shown are 3.1.1 Planner Group in Plants

All PlantsENGEngineering

GENGeneral

PROProcess

3.1.2 Main Work CentresAll PlantsMECHMechanical

ELECElectrical

INSTInstrumentation

CIVILCivil

GENLGeneral

3.1.3 PM Activity type

All Plants101Inspection

102AMC

103Repair

104Service

105Modify

106NR jobs- Capitalize

107Replacement

108Routine

3.1.4 Standard text key

All PlantsP01Assembly

P02Calibration

P03Cleaning

P04Dismantling

P05Erection

P06Fabrication

P07Fitting

P08Inspection

P09Insulation

P10Laying of cables

P11Miscellaneous

P12Painting

P13Repair

P14Rewinding

P15Sheeting

P16Shifting

P17Testing

P18White washing

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user manual pm02_maintenance ordercycle

Documents

release maintenance

maintenance order types

maintenance work

maintenance order direct

case of season maintenance

transaction code

menu path

screen capture