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ERP - PROJECT

SUGMAYA

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FOR

PLANT MAINTENANCE

GENERAL MAINTENANCE

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TABLE OF CONTENTS

1 DOCUMENT CONTROL ................................................................................................................... 3

1.1 DOCUMENT HISTORY ........................................................................................................ 3
1.2 DISTRIBUTION ................................................................................................................... 3
2 PROCESS OVERVIEW: GENERAL MAINTENANCE ........................................................................... 4
3 BUSINESS PROCESS PROCEDURE: GENERAL MAINTENANCE ......................................................... 5
3.1 CREATE GENERAL MAINTENANCE NOTIFICATION .......................................................... 5
3.2 RECEIPT OF GENERAL MAINTENANCE NOTIFICATION BY MAINTENANCE ..................... 10
3.3 CREATION OF GENERAL MAINT. ORDER FOR THE NOTI BY MAINTENANCE .................. 16
3.4 RESOURCE PLANNING IN GENERAL MAINTENANCE ORDER FOR MATERIALS ............... 19
3.5 RELEASE OF GENERAL MAINTENANCE ORDER BY MAINT. DEPARTMENT ..................... 21
3.6 MATERIAL WITHDRAWAL FOR THE WORK ORDER ....................................................... 24
3.7 ISSUE OF MATERIALS FROM THE STORE BY MM DEPT. ................................................ 24
3.8 EXECUTION OF WORK AT SITE BY INTERNAL MANPOWER ........................................... 25
3.9 TIME CONFIRMATION OF ORDER OPERATIONS BY MAINT. DEP’T ................................ 25
3.10 NOTIFICATION: TECHNICAL COMPLETION – BY MAINTENANCE DEP’T .......................... 28
3.11 MAINTENANCE ORDER: TECHNICAL COMPLETION – BY MAINT. DEP’T ......................... 32
3.12 COST SETTLEMENT OF THE ORDER – BY FINANCE DEP’T (AT MONTH END) .................. 34
4 GLOSSARY ................................................................................................................................... 35
5 APPENDIX .................................................................................................................................... 36
5.1 T - CODES FOR REOPRTS .............................................................................................. 36
5.2 T - CODES FOR PM ....................................................................................................... 37

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1 DOCUMENT CONTROL

This is a controlled document and will be maintained with UJVNL IT team.

Changes to this document will be recorded below and must be published to all interested parties.

1.1 DOCUMENT HISTORY

Version Date Author VERSION DETAILS

V01 06-02-2018 Nimish Agrawal First ISSUE

1.2 DISTRIBUTION

Date Name Purpose

Mandeep Singh For Information
Brijesh Yadav For Information

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2 PROCESS OVERVIEW: GENERAL MAINTENANCE

The General maintenance process shall consist of the following major activities:

1. Raising of General Maintenance notification to notify the responsible Maintenance department/ main
work center.

2. Notification release (Put in process) by maintenance dep’t.

3. Creation of General Maintenance order by maint. dep’t if permit, material or external service (contractual
job) is needed to carry out the maintenance.
 Planning of operations (activities)
 Planning or materials required
 Planning of manpower required
 Planning of external service quantity required

4. Release of order by authorized person in maintenance dep’t.

5. Printing of materials Reservation slip (SIV) for issuing materials from store by maint. dep’t

6. Issue of materials from store by store dep’t

7. Execution of work at site by internal manpower and/or external agency.

8. Time confirmation of order operations (internal) by maint. dep’t

9. Entry of findings (defect, cause, tasks etc.) in the General notification by maint. dep’t

10. Completion of tasks in notification and Notification completion (NOCO)

11. Creation of service entry sheet for the external operations (if done by external agency) by maint. dep’t

12. Entry of consumed quantity of external services in the service entry sheet and acceptance/approval of
service entry sheet.

13. Technical Completion (TECO) of order.

14. Month-end settlement of Maint. order by F&A dep’t.

15. Business completion by maint. dep’t

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3 BUSINESS PROCESS PROCEDURE: GENERAL MAINTENANCE

3.1 CREATE GENERAL MAINTENANCE NOTIFICATION
When operation department will notice an abnormality or any job requirement falling under general
maintenance category, then it will raise a notification of type Z0: General Maintenance request.

It will enter a brief description of Work to be done, Reference object (Functional Location / Equipment)
related with that general work, optionally the detail description in subject long text and task required to
be done.

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Notification

Menu Path → Create (General)
Transaction
Code IW21

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Enter Notification type or

select from drop down help

On running IW21, we get the initial screen as shown below:

Step No Field Name Description User Action and Values

1 Notification Type Select type of Notification as per Notification type Z0 is for General
requirement Maintenance Request.
Select from dropdown list (F4 help
for the field).

Press “Enter” key or select “Enter” icon . Create PM Notification: General Maintenance screen will open.

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Enter concise description

of notification

Enter Functional location/Equipment

or choose from the drop down

Enter the long text if

required

Enter the priority if required

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Step No Field Name Description User Action and Values

1 Notification Notification short text (or title of the PM Enter a short text.
(short text) notification) Long text is available, if needed.
2 FunctLocation Functional Location number for which Enter a functional location number,
the notification refers if known or select from F4 help. Can
be determined from the equipment
3 Equipment Equipment number for which the Enter an equipment number, if
notification refers (reference object) known or select from F4 help.
4 Description Long text description Enter a long text for detail
(Long text) explanation of Work or entering
comments.
It is also used for entering
comments at any stage of
notification processing by different
persons. The person name and time
is logged with each comment.
5 Planner Group Group responsible for planning tasks Enter department and maintenance
plant. Will be automatically
determined from the reference
object.
6 Main WorkCtr Work center responsible for the Enter a work center and
completion of the maintenance tasks maintenance plant.
Will be automatically determined
from the reference object.
7 Reported By Person who reported request/problem NA

8 Notif.Date Date and time the request/problem was Defaults to current date and time.
noted

Items (damage and cause) are optional entries in General Maintenance Notification.
Hence directly go to All tasks tab page to enter the required tasks as shown below.

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Click to save

Maintain some tasks by After maintaining the task as

selecting from the drop-down the enter key will be pressed
list and press enter then this status will come

Additional text can be added by user in the Task text field to describe/elaborate the task if task code text is not
sufficient. Save the Notification.

System will save this

notification with
generating an internal
number

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3.2 RECEIPT OF GENERAL MAINTENANCE NOTIFICATION BY MAINTENANCE

The Notification will be received by the concerned Maintenance department to which it was referred. An
authorized person from that dept. will release the notification after assessing the relevance of the job
required. Before releasing the notification, he will check the Required Start / End dates, Planner group and
Main work center and assign task(s) if not entered before.

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Notification →

Menu Path Change
Transaction
Code IW22

Enter the Notification

number

Enter the following data in the Input screen to open the notification in Change mode

Step Field Name Description User Action and Values

No
1 Notification Number of the notification to be Enter the notification number
changed / updated 100000120

Press “Enter” key or select “Enter” icon . Change PM Notification: General Maintenance screen will open.

Alternate method to choose the notification from change notification list:

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Notification →

Menu Path List Editing → Change
Transaction
Code IW28

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Deselect by clicking

Default dates for last 3 months are

selected and can be modified.

Select Notification type from the

drop-down

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Go down in the screen. Enter selection values for notification status and selection values for your Main work
center and Planner group (Maint. dep’t) or select from drop-down list.

Enter these values or select

from the drop-down

Go down in the screen. Enter the selection value for your Plant or select from dropdown list

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Click to Execute

Enter plant code/select

form dropdown list

Step No Field Name Description User Action and Values

1 Outstanding Status indicator for the
Check this status indicator – Outstanding
notification to be selected
2 Notification
date (From & Notifications dates for Default from and to dates will appear with to date
To) selection as today’s date. Change them if require.

3 Notification
Enter notification type(s)
type Should include type Z0
for selection.
4 Status which a Enter the value as OSNO for selection. The system
Status
maintenance notification selects only those PM notifications which have this
included
should have for selection. status and which also fulfill all the other selection
criteria you have entered.
5
Plant Plant Code Enter your plant code or select from dropdown list.

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Click execute button at top left of the screen. You will get the list of notifications fulfilling the above
selection criteria.

Select your notification and click button at top of the page or alternatively you can double click on
notification number to display the notification in change mode.
 The user specific notification list selection variant can be saved after entering the required selection
inputs. This way every time the user will get the selection criteria defaulted when he will run the
transaction IW28.
 Same way user specific notification list layout variant can be saved after setting the columns & their
sequence. This way every time the user will get the notification list layout defaulted when he will execute
the transaction IW28.

Screen Change PM Notification: General Maint, will be shown:

After Opening the Notification, Maintenance Department will check the Notification data e.g. Planner group,
Maint work center, Priority of the job etc. If any change in the data is required then that will be changed
otherwise If no change is required then the Notification will be Put in Process (Released).

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Click this green flag to

Release/ Put Notification
in process

Click Green Flag button at top left of the screen to put Notification in process as shown in the above
screen.
After putting Notification in Process, status of Notification will get changed from OSNO to NOPR as shown below.

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Click this button to create

an Order

3.3 CREATION OF GENERAL MAINT. ORDER FOR THE NOTI BY MAINTENANCE

After releasing the Notification, if material, external service (contractual job) and permit is needed to carry out
the maintenance, the maintenance department will do the planning (e.g.- external service, Material etc.) and
therefore create a Maint. order to act upon the notification.
Process continues from the previous screen.
 An Order can be created directly from the Notification screen. To create an Order directly from the

notification screen, click button (create order), as shown in the above screen shot.
 Then one pop will come as shown below where order type, Plant and Work center are defaulted and then
press enter or click

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Click to continue

Alternate method to create order for the notification:

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Order →

Menu Path Create(Special) → Order for notification
Transaction
Code IW34

On the screen Create Notification Order: Initial Screen, make the following entries:

Step Field Name Description User Action and Values

No
1 Select from the drop-down list.
Order Type ZM00 is for General Maint. order
Enter it if known at this stage.

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2 Notification No for which the order Enter the Notification No. if known or
Notification
to be created select from the drop-down list.
3 Planning Plant for which notification
Planning Plant Planning Plant - 1305
has been created

Press “Enter” key or select “Enter” icon . Create General Maintenance order: Central header screen will
open. Data will get copied from the Notification E.g. Order short text, Planner Group, Maint work center,
Reference object etc. If any changes are required it can be done.

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3.4 RESOURCE PLANNING IN GENERAL MAINTENANCE ORDER FOR MATERIALS

According to the job planning, assign the operations in the order, which need to be carried out.

 The first operation in the operations screen gets copied from the order header description as default by
the system as shown above. It can be replaced with some other operation text as required.
 If any Task list is available to carry out the required job then operations of that Task list can also be
copied directly to the order using menu function: Extras > Task list selection > To reference object/
General task lists.

Go to Operations tab page by clicking on

First operation gets copied

from the order header, it
can be replaced if required

After entering the Operation text, enter the no. of manpower in

Number field and enter the proposed duration in the Dur. field,
based on these entries system will calculate the value of Work.

Control Key Description

PM01
For Internal operations
PM03
For external services (operations to be performed by contractor)

WCM Work Clearance Management (For operation pertaining to Permit for work)

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If some material is required for any of the operations, then go to the components screen by clicking on the
components tab

Enter the material code no.

here if known or choose
from the drop-down list

Enter the required quantity of

that material in this field and
press enter

Enter the material code no. if known or select the material from the drop-down help, and enter the required
quantity as per the requirement. Then press ENTER; now system will ask you for which operation you want to
assign this material as shown below, either enter the operation number or click on Operation list button and
select the desired operation.

click on

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Click to save
the order

Click Save button in the standard toolbar at top of the screen to save the Order.

System will give a message in the message bar that your order saved as shown above.

3.5 RELEASE OF GENERAL MAINTENANCE ORDER BY MAINT. DEPARTMENT

 Maintenance order needs to be released by authorised maintenance person, because only after the order
release, one can withdraw materials from store against the Material Reservation no. generated by system
for any stock material assigned in the order, so that work can be started at site.
 Secondly if any external services are also assigned in the order, then system generates Purchase
Requisition (for services from existing Contract) or service Purchase requisition (for new service
requirement in absence of Contract) at the time of order release.

Menu Path SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Order → Change
Transaction
Code IW32

Enter your order number

or select from the F4 help

Press “Enter” key or select “Enter” icon . Order header screen will open.

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Click to release the order

Click button at application toolbar at top to release the order.

You will get system message and the order gets REL
status by replacing CRTD, as shown below.

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Click button to check the system status on order, shown below:

Materials cannot be withdrawn from stores for the order unless it is released and has got the status
REL. Always check before going to the store to draw the material that order has got released or not.

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Click Save button in the standard toolbar at top of the screen to save the Order.

System will give a message in the message bar that your order saved as shown above.

3.6 MATERIAL WITHDRAWAL FOR THE WORK ORDER

If any spares are required before executing the actual work and stock of which is available in the store,
then maintenance department will first draw that material from the store.

When the order will be released system will automatically check the availability of material (If assigned in the
order) in the store and generate a Reservation no. for that material(s), against which that material can be drawn
from the store. To get that reservation no., open Component tab of your order and note the Reservation number.
 For drawing material from store, Material Requisition slip needs to be printed first as defined in the
Materials management (MM) module procedure of UJVNL
(Please refer relevant user manual of MM module.)
 Now the maintenance person will go to store with the printed Material Requisition Slip (if required and if
defined in MM module process), duly signed by authorized person from his Dep’t and draw the material.

3.7 ISSUE OF MATERIALS FROM THE STORE BY MM DEPT.

If any materials have been assigned to any operations in the order, with stock available in store then store person
will issue that materials against the order with reference to the reservation no. generated for the order.
 The maintenance person will go to store for picking the materials against order no./Reservation number
 Store person will run goods movement transaction in SAP MM module, enter the Reservation no./Order
no. & execute the goods issue in the system. This will result in posting of Material document with

following system message

 Then store person will physically issue all the materials to the maintenance person.

When the material gets issued from the store against Maintenance order, the order gets a new
status GMPS (Goods movement posted) as shown below. The Actual cost of Materials is also updated in
the Costs tab as shown below.

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3.8 EXECUTION OF WORK AT SITE BY INTERNAL MANPOWER

The internal manpower can execute the work at site now as per order operations, since following
functions are performed.
 Required Permit(s) approved and issued
 Work order is released
 Withdrawal of required materials as planned in the order

3.9 TIME CONFIRMATION OF ORDER OPERATIONS BY MAINT. DEP’T

The actual time consumption for each operation of work order will be known only after executing the
work at site. Then time confirmation of work order operations (internal) can be entered in the system to
record that how much time was taken for each operation. This will provide accuracy of planning by
comparing planned work time in order and actual time, as confirmed.

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Completion

Menu Path Confirmation → Entry → Individual time confirmation
Transaction
Code IW41

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Click this button or press

ENTER key

Enter your Order no. (or

choose your order from
drop down help)

On the initial screen, enter the order no. as shown above. Press “Enter” key or click on “Enter” icon . Enter
PM Order Confirmation: Operation Overview screen will open.

Click this button to enter

the actual time data on the
next screen

Select those operations for

which you want to do the
time confirmation

You can do the time confirmation only for internal operations (with Control key PM01) and not for
external operations (with Control key PM03). Confirmation of operation for obtaining permit (with Control key
WCM) is also not required.

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Click to save the order

operation confirmations.

Click to go to next
operation details (if any)

Fill the actual time taken to execute

the operation. (System will default
the planned time from order.)

Settings proposed by the

system

Click button to go to the detail screen of next selected operation, if any. Enter the actual time details of next
operation in the next screen. Repeat this until you reach the last operation.

Click Save button to save the confirmation.

System will give a message in the message bar that your confirmations saved as shown above. This says that
operations have been confirmed for the order.

After all the confirmable operations of Order are confirmed, the order gets status CNF (confirmed) as
shown below.

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3.10 NOTIFICATION: TECHNICAL COMPLETION – BY MAINTENANCE DEP’T

After all the work pertaining to the Maintenance order is completed, the technical findings, e.g. Damage (defect),
Cause, Tasks and As-Found, need to be furnished in the Notification for technical history recording which can be
analyzed later for any decision making about the equipment.

From Change Maintenance order header screen, navigate to Notification screen by clicking button besides the
linked Notification no. as shown below.

Click this button to go to

Notification screen

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On the Change Notification screen, go to Items tab to maintain the technical findings. Update the Object part and
Damage in the Items page, if any, by selecting its code from the dropdown help.

Click this reference object tab

Update by entering any new

Object part, related Damage
code & Cause code using
selection dropdown help in
the corresponding fields.

Now go to Tasks tab

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Click this task tab

Click to select the task Click this button to

complete the selected
tasks

The Task status sets to TSCO (Task completed) and replaces previous status TSOS (Task Outstanding),
when the Task is completed.

Until and unless all the entered Tasks in the notification have the status TSCO, system will not allow you to
complete the notification. System will give a status check error at completion that Notification status
OSTS (Outstanding tasks exist) is active, so before completing the notification always complete all the
Tasks first.

Finally complete the notification by using the button in application toolbar at top of the screen.

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Click this button to

complete the
Notification

After notification completion flag is clicked system asks the reference date and time, as shown below. If you want
to change that time or date you can change it otherwise system will take today’s date and time as default.

Click to continue

Click button and Notification will be saved by the system with message:

After completion, the Notification gets status NOCO (Notification completed) by replacing previous status
NOPR (Notification in process) as shown below. The Notification and all its field becomes grey (display mode) and
cannot be edited since after Notification completion, no changes are allowed in the notification.

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3.11 MAINTENANCE ORDER: TECHNICAL COMPLETION – BY MAINT. DEP’T

After maintaining the technical findings in notification for history and completing the Notification, Maintenance
Dep’t will technically complete the order.
For technical completion, open the order in change mode as described above

Click this flag for Technical

completion of order

After order completion flag is clicked system gives a pop-up screen asking the reference date and time, as shown
below. If you want to change that time or date you can change it otherwise system will take today’s date and
time as default.

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Click to continue

Click button and Order will be saved by the system with message:

Order will get new status TECO (Technically completed) by replacing previous status REL (Released) as
shown below. This means that order is technically complete now. The Order and all its field becomes grey (display
mode) and cannot be edited since after Order completion, no changes are allowed in the order except actual cost
updating by other processes e.g. vendor payment for external services consumed, by Finance and Order closing
(business completion).

Now the order is technically complete in all respects from maintenance side.

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3.12 COST SETTLEMENT OF THE ORDER – BY FINANCE DEP’T (AT MONTH END)
 The actual cost of resources consumption (materials and external services) for Maintenance order is
loaded on order itself as and when resources are consumed during order processing cycle.
 At the month end finance dep’t settles the actual cost of all the maintenance orders which are
technically completed to the respective cost centres.
 After the settlement, the actual cost of the order is transferred to the cost centre, and actual cost of the
order will become zero.
 After this activity of order cost settlement, the order is Business completed and gets the status CLSD
(closed).

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4 GLOSSARY

SAP term for legal entity for which a complete self-contained set of accounts can be
Company code
drawn up for external statutory reporting
In Logistics, a plant is an organizational unit for dividing an enterprise according to
Plant production, procurement, maintenance, and materials planning.
A place where materials are produced, or goods and services are provided.
Maintenance plant is a plant in which the technical objects of the company are
Maintenance Plant
installed and where maintenance is done.
A plant in which maintenance tasks are planned and prepared. The planning
responsibility for a maintenance plant is defined using a planning plant. Maintenance
Maint. Planning Plant plant are assigned to planning plants. Planning is performed for the Maintenance
plants in the planning plants.

Plant section is subdivision of Maintenance Plant into different process / functional

Plant Section
areas.
Planner Group is a group of persons responsible for maintenance planning in a
Planner Group
Planning plant.
The business object functional location is an organizational unit within Logistics, that
structures the maintenance objects of a company according to functional, process-
Functional Location
related or spatial criteria. A functional location represents the place at which a
maintenance task is to be performed.
An equipment is known as an individual object in the system that is maintained
independently. Equipment can be installed at different functional locations. You can
Equipment
create an individual equipment in an organization based on the object-based
structure of a technical system.
An organizational unit that defines where and when an operation must be
performed. The work center has an available capacity. The activities performed at or
by the work center are evaluated by charge rates, which are determined by cost
Work Center centers and activity types. Work centers can be:
- Machines
- People
- Production lines
Task List It’s the set of operations to be performed for the maintenance of a technical object
You can assign each piece of equipment and each functional location to a technical
object type. This allows pieces of equipment that have the same use, for example, to
Object Type
be combined into groups. You can use this grouping for evaluating your master data
or maintenance data.
Catalog profile will group distinct characteristics of the notification which will cater
the needs of management to analyze the company assets & to ascertain the
Catalog Profile
decisions accordingly. Catalog profiles have sub class of code groups which will group
the codes as per their feature.

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5 APPENDIX
5.1 T - CODES FOR REOPRTS
T-Code Description
IW38 PM Order List Change
IW39 PM Order List Display
IW47 Display PM Order Confirmation using Operation List
IW28 PM Notification List Change
IW29 PM Notification List Display
MM60 Materials List
MMBE Display Material Stock Overview

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5.2 T - CODES FOR PM

T-Code Description
IW21 Create PM Notification
IW22 Change PM Notification
IW23 Display PM Notification
IW31 Create PM Order
IW32 Change PM Order
IW33 Display PM Order
IW34 Create Notification Order
IW41 PM Order Confirmation
IW42 Overall Completion Confirmation
IW43 Display PM Order Confirmation
IW45 Cancel PM Order Confirmation

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