Table of Contents

1. Creating Maintenance Notification ................................................................................. 4

1.1 Creating Maintenance Notification .........................................................................................4
1.2 Change Maintenance Notification ........................................................................................25
1.3 Display Maintenance Notification .........................................................................................38
Legend
Following Legends are used throughout the manual:

Icons Explanation

Create (F5)

Change (F6)

Display (F7)

Copy (Shift+F9)

Delimit (Shift+F1)

Delete (Shift+F2)

Overview (Shift+F8)

Cancel (F12)

Save (Ctrl+S)

Back (F3)

Exit (Shift+F3)

Cancel screen (F12)

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1. Creating Maintenance Notification

1.1 Creating Maintenance Notification

1.1.1 Purpose
In this User Manual of Notification, we have explained create, change and display of a notification.

1.1.2 Prerequisites
Maintenance notification type must be defined.

1.1.3 Trigger
Perform this procedure when there is need to create Maintenance Notification.

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1.1.4 Procedure

Step 1: Access the transaction using

Logistics →Plant maintenance → Maintenance Processing →

Menu
Notification → Create (General)

Transaction Code IW21

Figure 1

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Step 2: In the initial screen of create Notification; user has to define the relevant Notification Type
(Click button 0r select from popup menu available on pressing F4). The notification No. field is
left blank.

Figure 2

Click on Check or Press Enter key to continue next screen.

Field name Description User action and values

Notification Type Notification Type User Input. By pressing F4, a

popup appears from where user
selects relevant Notification e.g.
M1
Notification Notification Number User to leave it blank
Reference Notification Reference Notification The number of the Notification
you want to use as a copy model
for the current notification.

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The System Status field shows the current status of notification like OSNO (Outstanding
Notification), NOPR (Notification in process), NOCO (Notification Completed), etc. Details of the
status can be seen by pressing the small blue button on the right side of the status field.

In the User Status field, the user can select the status as per the process or document stage e.g.
ACPT (Accept) APGN (Approval Given) APRD (Approval Required) DCLN (Decline) Details of the
user status can be seen by pressing

Note: Work Flow will be triggered after selecting the user status APRD (as per requirement)

Step 2: If the equipment number is not known, the user can search the equipment by single
clicking the equipment field and pressing F4 for searching. The following screen appears.

Figure 3

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Step 3: Select any criteria from the following screen to limit the search and press Execute or
F8

Figure 4

Step 4: Select the Equipment from the following screen and Enter

Figure 5

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By selecting the required equipment from the above shown list, the equipment No. comes in its
field. By pressing enter its name appears on the right side and Functional location appears if
available.

Step 5: After Equipment, There are some mandatory fields (As per requirement) i.e. Notification
Description,Work Center and Priority.The system will not allow to go ahead if the said fields are
empty. Select the Work Center by pressing F4 key

Figure 6

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After selecting the Equipment, the system shows its Warranty details if its warranty date is valid
Then Enter for next screen

Figure 7

Following screen will show the previous history of the object/equipment about orders &
notifications, Enter for next screen

Figure 8
Step 6: Select The Category of Work Center i.e. 0005 (Plant Maintenance)

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Figure 9

Figure 10

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Step 7: Select the Priority Type e.g. Emergency

Figure 11

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Step 8: Select the Planner Group by pressing F4

Figure 12

Step 9: Write down comments about the fault occurred in the space provided.

Figure 13

Step 10: Select the Department responsible by pressing F4, following mentioned pop up will be
appeared then select Structure Search

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Figure 14

Step 10: press Enter when following mentioned pop up appeared

Figure 15

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Step 11: Select the relevant responsible department from the following screen

Figure 16

Step 12: Select the person responsible and to select press F4

Figure 17

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Step 13: Press Enter when following mentioned pop up appeared

Figure 18

Step 14: Select the relevant person from the list as mentioned below

Figure 19

Person responsible has been selected as in the following screen

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Figure 20

Field name Description User action and values

You can use the coding for

Coding Coding Group general classification of the
notification.
User to write detailed
Description Description of Notification
description of a problem
Date at which processing of the
Req. Start Required Start
notification is to start.
Date on which the processing
Required end Required End of the notification is to be
completed.
The key in this field indicates
the importance of the
Priority Priority
processing of the
order/notification.
Indicator that informs you when
Breakdown Breakdown check box
a machine has broken down
Planner Group Planner Group User Input e.g. 002 (Machinery)
Comes automatically with
Planning Plant Planning Plant
Planner Group e.g. 1000
User Input select e.g. MACH
Main. WorkCtr Maintenance Work Center
(Machinery)
Define the responsible
Dept. Resp Department Responsible
department
Define the person responsible
Employee Respon Employee Responsible
of the above department
Reported by Reported by (Person) Name of the person who

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 Field name Description User action and values
reported the notification
Date at which the Notification
Notification Date Notification date
was created.

Step 7: This tab is mainly used for providing the Malfunction / Breakdown durations. The start
date and time comes as default and user can change it and enter end date and time. If this is a
case of breakdown, user should tick breakdown check box and the breakdown duration is
automatically calculated by the system.

Figure 21

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Scheduling is used for calculations of operating time. Some other information like reported by,
inspected by, are provided here.

Figure 22

The Items tab contains the Object part and Failures which can also be maintained under
Notification tab

Figure
Cause tab (Under the Items tab) contains cause of the failure which can also be maintained under
Notification tab

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Figure

Task tab contains the tasks which is to be performed and after put the tasks and Enter the system
status will be OSTS (outstanding task) will be appeared in the status field.

Figure

Step: Select the task and click Release icon (Available at left bottom) to release the task and
after completion of Task click icon (Available at left bottom) to complete the task then the
system status will be ATCO (All tasks completed)

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Figure

Activities tab contains the tasks which have been done.

Figure

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Step 8: SAVE the Notification

1.1.5 Result
You have created Maintenance Notification.

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1.1.6 Workflow

With saving the Notification, Work Flow will be triggered as per process and the Notification will
be sent by mail (SAP Business Workplace) through work flow to the approval authority (with
reference to the Priority Type defined in Notification) for approval
Step 1: the receiving end can check mail by clicking tab available in the main menu as
mentioned below;

Figure 23

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Step 2: Click the workflow to see the mails related to the workflows and click the relevant mail

Figure 24

Step 3: The following screen will be appeared in which Approval authority have 4 options like
View/Change Notification (To see the Notification contents and can change them), Forward (If
Notification is OK), Send Back (If Notification requires clarification/any other reason) and Cancel
and Keep Work Item in Inbox (If holds the Notification)

Figure 25

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1.2 Change Maintenance Notification

Step 1: Access the transaction using

Menu Logistics →Plant maintenance → Maintenance Processing →

Notification → Change

Transaction Code IW22

Figure 26

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Step 2: By entering the notification Number in the ‘Change Notification Screen’, user goes into
the Notification for any required changes. If Notification Number is not known, user can press F4
or click the icon

Figure 27

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Step 3: Select the Notification status with other search criteria like Notification type “M1” to limit
the search in the following screen

Figure 28

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Step 4: Double click the relevant Notification number in the following screen

Figure 29

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Step 5: Enter when following screen appears

Figure 30

Following screen will be appeared in Change mode

Figure 31

Step 6: Select the object part and to search out press F4

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Figure 32

Step 7: Select the type of Failure and to search out press F4

Figure 33

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Step 8: Select the cause of the failure and to search out press F4

Figure 34

Step 9: If more then one entry require in Object part, Failure and Cause then click as shown
in following screen

Figure 35

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Step 10: Enter the object part, failure and causes as per previous mentioned steps in the
following screen

Figure 36

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Step 11: Click on to see the previous entries as mentioned in following screen

Figure 37

Step 12: Select to put notification in process

Figure 38
After the above activity the Notification Status will be changed from OSNO to NOPR (out standing
notification to Notification in process)

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Figure 39

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Step 13: Make any further changes and complete the notification by clicking as mention
below

Figure 40

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Step 14: After the above activity, the following screen will be appeared, check the date and time
of completion and or Enter.

Figure 41

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Following screen shows that Notification has been completed

Figure 42

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1.3 Display Maintenance Notification

Step 1: Access the transaction using

Menu Logistics →Plant maintenance → Maintenance Processing →

Notification → Display

Transaction Code IW23

Figure 43

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Step 2: By entering the notification Number in the ‘Display Notification Screen’, user goes into the
Notification for viewing the notification. If Notification Number is not known, user can press F4 and
in the search screen, the required Notification can be searched with respect to Notification Type
(to be entered by user).

Figure 44

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Step 3: Select the Notification status with other search criteria like Notification type “M1” to limit
the search in the following screen

Figure 45

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Step 4: Double click the relevant Notification number in the following screen

Figure 46

Step 5: After selection the Notification Number Enter or

Figure 47

Selected Notification will be opened in Display mode

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Figure 48

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