SAP Plant Maintenance

Power User - Training Manual

Maintenance Notification Processing

15-04-2014
Table of Contents

1. Plant Maintenance Overview........................................................................................................ 4

1.1 Creating Corrective Maintenance Notification ................................................................ 4
1.2 Change Maintenance Notification ................................................................................. 17
1.3 Create Maintenance Order ............................................................................................ 23
1.4 Release of Order ............................................................................................................ 39
1.5 Change Maintenance Order ........................................................................................... 41
1.6 Display Maintenance Order ........................................................................................... 46
1.7 Operation Confirmation ................................................................................................. 51

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REVISION HISTORY
Revision # Revision Date Summary of Changes Updated by

1.0 29.04.2013

DISTRIBUTION
This document has been distributed to:

Name/ Title Review ad Approval Signature

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1. Plant Maintenance Overview

Ensuring a high availability of objects in the long term is an important role of Plant Maintenance. SAP
ERP will provide a complete Plant Maintenance solution for ARASCO, with SAP ERP PM Module.

Planned maintenance is used to avoid system breakdowns or the breakdown of other objects, which
- in addition to the repair costs - often result in much higher costs subsequently owing to production
breakdown.

1.1 Creating Corrective Maintenance Notification

1.1.1 Purpose

We have explained how to create, change and display Notification. There are two methods of
creating a maintenance order: from maintenance notification or to create an order directly without
a notification.

1.1.2 Prerequisites

Notification & Order Type must be defined. Work Centers must be created.

1.1.3 Trigger

Perform this procedure when there is need to create maintenance Notification / order.

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1.1.4 Procedure
Access the transaction using

Logistics Plant maintenance  Maintenance Processing 

Menu
Notification  Create (General)

Transaction Code IW21

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In the initial screen of create Notification; user has to define the relevant Notification Type (Click
button or select from popup menu available on pressing F4). The notification No. field will be
left blank.

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

Notification
Reference Notification
Notification Number
Reference Notification
appears from where user selects
relevant Notification e.g. R1
User to leave it blank
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.

Enter the brief description of the fault in the description field. 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.

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

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Select the Equipment from the following screen and Enter

By selecting the required equipment from the above shown list, the equipment No. comes in its
field. By pressing enter the warranty information about the equipment will appear in a popup
window

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Once press enter at the warranty information screen, Following screen will show the previous
history of the object/equipment about orders & notifications, Enter for next screen

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After Equipment, There are some more fields (As per requirement) i.e. Notification Description,Work
Center and planner group which needs to be filled for better reporting and for execution of Work
Flow.

Field name Description User action and values

User to write detailed description

Description Description of Notification
of a problem
Planner Group Planner Group User Input e.g. TEC
Comes automatically with
Planning Plant Planning Plant
Planner Group e.g. 1202

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 Field name Description User action and values

User Input select e.g. MECH-RT

Main. WorkCtr Maintenance Work Center
(Mechanical RT)
Name of the person who reported
Reported by Reported by (Person)
the notification

This tab is mainly used for providing the Warranty & Partner Information. The warranty start and
end date will be calculated by the system based on the master data.

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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.

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In this tab user can see the master data attached with the specific equipment/ Functional location
and can change it if required like cost center or asset code etc.

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In this tab user can see the all the relevent dates regarding the notification. Also user can see the
persons invloved in the notification e.g. Reported By, Tech Inspection By

SAVE the Notification

1.1.5 Result

You have created Maintenance Notification.

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1.2 Change Maintenance Notification
Access the transaction using

Menu Logistics Plant maintenance  Maintenance Processing 

Notification  Change

Transaction Code IW22

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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

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Select the Notification status with other search criteria like Notification type “R1” to limit the search
in the following screen

Double click the relevant Notification number in the following screen

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Enter when following screen appears

Following screen will be appeared in Change mode

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Select to put notification in process

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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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1.3 Create Maintenance Order
This case is used for where the user does not create a notification before an Order.

Access the transaction using

Menu Logistics Plant maintenance  Maintenance Processing 

Order  Create

Transaction Code IW31

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In the initial screen user has to enter relevant order Type, Planning Plant and Equipment No. may be
entered in the initial screen directly or through search (by pressing F4). This information may also be
entered later in the Header Tab.

Field name Description User action and values

Order Type Order Type Different Order types are available in the system.
User to select relevant according to department
Planning Plant Planning Plant E.g. 1202, 1201, 1101, 1102, 1103, 1104, 1105
Order Order The number of the order you want to use as a
copy model for the current order.

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

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Order can also be created from previously created notification

Access the transaction using

Plant maintenance  Maintenance Processing  Notification 

Menu
Change

Transaction Code IW22

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This can be done from Change Notification transaction; click on the icon on the right side of Order
field.
By clicking on “Create Order” icon, a window appears which mentions the Order Type, however
user can change the order type according to situation. Other data is taken from the Notification
which user created.

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If user comes in Order Creation directly (by Transaction code IW31), he has to enter the Order
description, Planner Group, Maintenance Work Center, Equipment (if not entered in Initial Screen).

In case of order creation from Notification, this data is taken automatically by the system from the
Notification. The Order No. assigned is a temporary number. A final No. is assigned by the system
when Order is saved.

Field name Description User action and values

Order Type Order Type Comes from Initial screen

Order Description Order Description User Input e.g. Breakdown
Notification

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Field name Description User action and values

Sys. Status System Status No user intervention e.g. CRTD

(Created)
SystCond. System Condition Mandatory for Logistics RT, user
need to enter if equipment is
under warranty or not
Planner Group Planner Group User Input e.g. TEC
Planning Plant Planning Plant Comes automatically with
Planner Group e.g. 1201
Main. WorkCtr Maintenance Work Center User Input select from e.g.
MECH-RT

Bas. Start Basic Start date Set start date of order.

Bas. Fin. Basic finish date Set finish Date of order.
Funct.Location Functional Location Automatically copy from
notification
Equipment Equipment No. Automatically copy from
notification
Operation Operation Text copied from description and
will be copied into the first line
of the operation
WrkcentrPlant Plant Work Centre Comes from main work center
already specified
Control Key Control Key Comes Automatically from work
centre.
Work Duration Work Duration Amount of work involved in
performing the activity.

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Write down the operation, which have to be performed

Write down the estimated work against each operation

Write down the number of persons who will perform the job.

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To add an external operation, user has to first input the relevant Control Key (eg. PM03). Then user
has to input the brief text of that operation (Up to 40 characters; for more text, long text option can
be used), and press “Enter”.

Once the user press “Enter” following screen will appear.

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Press Enter at the previous screen and enter Material group in the following screenand press
“Enter”.

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Select the external service operation and click on Button.

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After this, Enter the services required in the service tab. Put the required entries like short text,
quantity, Unit and gross price and then press Enter

Click on the button at top. The components tab shows the components and their
details with required quantity for that particular maintenance task.

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Enter the material number and quantity

Enter the Operation number for which material is required from the operation list button.

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In case of goods return, select the same material or another with –ive quantity e.g. 1- and enter the
batch in which it is returned to store e.g. “DAMAGED”. As shown in following screen

Field name Description User action and values

Component Component Material No. Select Material No.e.g. 300000010

Description Material Description Comes automatically from Material
LT Long Text Maintain long text if require for the Material.
Required Quantity Required Quantity Put the required quantity e.g.2
UM Unit of measure Comes automatically from Material.

SLoc Storage Location Select the storage location e.g.SL01

IC Item Category As configured, the item Category e.g. L (Stock
Item) comes automatically.
Plant Plant Comes automatically from Material.
Batch Batch Enter the Valuation Type/ Batch if it is
maintained in Batches

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Costs tab is used to determine the overall costs of the Maintenance Work Order. Press calculator
Button to determine the costs.

In the Partner tab user can enter any person

involve in the maintenance activity

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In the Object tab user can enter if he is working on more than one notification or equipment in one
order

This tab is for also viewing only. All data entered comes from previous windows. User will not enter
any information in this screen.

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The location tab is for viewing purpose only. It shows all data previously entered. The cost centre
shown is the cost centre of the equipment entered at the time of equipment creation. User only
need to enter cost center in this tab if it is not already maintained.

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1.4 Release of Order

Click on the green flag icon in the extreme left to release the maintenance order. After releasing the
order the material can be issued and operation can be confirmed. The system status is before releasing CRTD
(Created) as mentioned below;

After releasing the Order, The status REL (Released) appears in the status bar.

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Click on Save Button to save Maintenance Order and Notification. The order and notification
number can be viewed at the left bottom of the screen.

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1.5 Change Maintenance Order
Access the transaction using following path then select the order number with the same searching
process as define in notification

Logistics Plant maintenance  Maintenance Processing 

Menu
Order  Change

Transaction Code IW32

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Search the order number and to search out press F4 or click

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In the following screen, give the search criteria to limit the search like date

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Press Enter

Note: Purchase requisition will be generated automatically oce the order is saved and it can be
viewed as shown in below screen in operation tab click button.

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Maintenance order will be opened in Change mode make necessary changes and save the order

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1.6 Display Maintenance Order
Access the transaction using following path

Logistics Plant maintenance  Maintenance Processing 

Menu
Order  Display

Transaction Code IW33

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Search the order number and to search out press F4 or click

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In the following screen, give the search criteria to limit the search like date

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Press Enter

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Order will be opened in display mode

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1.7 Operation Confirmation
Access the transaction using following path

Logistics Plant maintenance  Maintenance Processing 

Menu Completion Confirmation  Entry  Individual Time
Confirmation

Transaction Code IW41

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Select the order number by searching process as described above and press Enter

Double click the operation number which is to be confirmed or select operation and click

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Put the confirmation data like Personnel number (who has done the operation and this person
should be attached with work center) Actual work, remaining work, Actual duration and other
information and click Final confirmation (Operation is completed) No remaining work, and clear
open reservation (material has been consumed if any against this operation) and click save.

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Operation 10 has been confirmed and message can be seen at the left bottom of the screen

Through Order change transaction IW32 and entering Order number: In the Status of Order, PCNF
(Partially confirmed) is shown which means Order has some other operations which are yet to be
confirmed

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Go again to Transaction code IW41 to confirm the remaining operations.After confirmation of all
operations go to transaction code IW32 (change order) the system status has been changed as CNF
(Confirmed all operations) as shown in the following screen

Click to complete the order. The following screen will be appeared in which check the date and
time of completeion of order and under the Notification put the start and end time of the
malfunction under malfunction data

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