Contents

• SAP PM Business Process overview

• Maintenance Order
• Maintenance - Materials Management Processes(Stock/non Stock)
• Notifications
• Preventive maintenance Process
• Processing Planned maintenance
• Maintenance strategy
• Planned and Unplanned Maintenance
• Processing Breakdown maintenance
• Processing Emergency maintenance
• Work clearance management(WCM)
• Refurbishment maintenance Process
• Calibration maintenance Process
SAP PM BUSINESS PROCESS
Maintenance Process
Integrated Workorder Life-Cycle

Create Approve
Work Create Approve Parts
Analysis & History Work Order Work Order Lists
Work Order Work Order

Close Work Order

Close Work Order
Work Order Planning
Work Order Planning

Work Order Routing

Cost Settlement Carry Out Work
Carry Out Work Instructions
Work Schedule &
Work Schedule &
Dispatch
Dispatch

Use Consume Resource

Labor Spare Parts Mobile Work Management
Management
Maintenance Order
Why Maintenance Order ?

 Plan tasks in detail with regard to type, scope, dates and

resources.

 Monitor the execution of tasks.

 Define rules for account assignment, settlement and budgets.

 Enter, assign and settle the costs which arise from tasks.
 Cont’d

 Location or Equipment needing the repair ( inherited from the

Notification data).
 List of activities to be performed and estimated completion times.
 Maintenance resource(s) to perform the activities.
 Spares required for the repair.
 Cost of the repair jobs carried – Planned & Actual.
 Where the costs of the order would be settled.
 Work order system status
• System status
 Automatically created
 Shows actions taken or not taken
 The work order can have several system statuses.
 Ex:
 CRTD,
CRTD order created
 MANC,
MANC material availability not checked
 PRC,
PRC precosted
 PRT,
PRT work order printed
 REL,
REL work order released
 PCNF,
PCNF work order partially confirmed
 TECO,
TECO work order technically completed
 CLSD,
CLSD work order bussiness fully completed
Maintenance Order Structure
• Elements of Maintenance Order

For example: Order Type, Dates,Plant, Main object,

Order header Priority, Description, Maintenance Activity type

For example:- Functional Locations, Equipment

Object list Maintenance Notifications, Assemblies.

For example: Work Centre, Control key, Descriptions

Operation Standard time, Activity type,

Material list For example: Material, Quantity, Storage Location

Production resources/tools

Settlement Rule

Costs
(Estimated / Planned / Actual)
 Notifications
NOTIFICATIO
N
 Maintenance - Materials Management Processes
 Stock Item assignment to Maintenance Order

Component
Assignment

Material
Reservation

Order Release
Availability
Check
Automatic Order Printing
Availability
Check

Goods Issue
against
reservation
 Maintenance - Materials Management Processes
 Non-Stock Item assignment to Maintenance Order

Component
Assignment

$
$
$

Purchase
Requistion Purchasing

Purchase Order

PO Approval &
Order Release
Non Stock
Item
Goods Receipt
against PO

PO Invoice Receipt
Approval
Cycle
 External services
External services will be processed in two different ways:

 Frequently used contractor with a long time contract

 Processed using an internal work order with an external work centre.

 Sporadically used contractor

 Processed using purchase requisition and material master.

Preventive Maintenance Process
 Maintenance strategy
Preventive maintenance is the act of performing regularly scheduled maintenance
scheduled maintenance activity to prevent unexpected failure in the future
 Time-Based Maintenance:

 asks are triggered at specific intervals based on time.

For example:
 Regular inspections every three months.

 Lubrication checks every six months.

Performance-Based Maintenance

 Tasks are triggered when specific performance levels of an object are reached.

For example:
 Electric meter readings after every 1500 operating hours.

 Vibration analysis when certain thresholds are exceeded

Cont’d
Condition-Based Maintenance:

 Tasks are triggered when external conditions fall within a specific range.
For example:

Temperature outside exceeding 85°C.

Oil quality deteriorating beyond acceptable limits.

Condition-based maintenance adapts to real-time conditions and helps prevent

unexpected failures.
Cont’d
 Preventive maintenance planning framework
1M * 1000 H
Strategy Package 2M * 8000 H
3M * 10000 H
etc.
Counter * Maintenance Plan

Object List Maintenance Item Call Object /Work Order

Task List

Sub Operation Operation

Material Master Vendor /Contract

Standard Text Service Master

Maintenance Plan
Maintenance task list structure

Task
Tasklist
list e.g. strategy, Task List
e.g. strategies, planner
maintenance planner
header group, main work center
group, work center, equipment
header

e.g.center,
e.g. work work center, description,
description, timing,time
Operation
Operation control key,external
externalservice
processing data,
control key e.g.
maintenance packages

e.g. operation, time, work center,

Sub-operation
Sub-operation description, control key

e.g. Material Numbers

e.g. quantities, quantities,
BOM items, BOM items,
Material
Material unit of measure
item category, unit of measure

Production
Production e.g.e.g.
Mobile Crane
amount, type
resources/tools
resources/tools

Maintenance
Maintenance e.g. Frequency
package
package
Practice Session 1
• Please follow the instructor directives carefully.
• Use your computer access safely and securely.
Exercise Preventive maintenance work order process with these 4 scenarios.
 Time Based
 Performance Based/Counter
 Condition Based/Meter
 Multiple Counters

Note that his session requires thorough practice with the help of your
instructors. Please give your time and dedication.
T-codes involved in the process
Transaction code Definition
IP01 Create maintenance plan
IP11 Create maintenance strategy
IK01 Create Measuring points/counters
IK11 Create Measuring document
IA05 Create general task list
IP10 Scheduling plan
IP24 Maintenance plan overview
IW22 Change Notification
IW31 Work order creation
IW32 Work order change mode
MB52 or MM60 Material list/Component list
ZEEPRES Material reservation printout
MIGO Goods Movement
IW41 Work order confirmation
KO88 Financial Settlement
 Planned and Unplanned
Maintenance
Breakdown and Emergency
 Planned Maintenance (Shutdown/ Breakdown) Process

Process Start / End

Activity on SAP
Event

Decision

Manual Input

Manual Opration
Start End
Holders

Yes
Stake

Receive Failure/
Create
Identify
Login Access? Notification M1 -
Requirements
Work Request
Assignment
(Permit
)

Assign the
Isolation Identify the
Isolation
Assign Work Required ? YES Isolation
Condition to
WCM

Assign Work Condition

Permit Permit
Approval
(Applications)
(Permit Approval
WCM Approval

NO
)

Initiate
Permit Approval Work Approval Approval
YES Process

No

Permit
Required ? NO
Maint Departments

Release Reservation
Inform Maint Create M1- Work Review Maint. Order Create Maint. Component Stock
Yes Maintenance Yes Yes Created Against
Dept Request Notification
Required ? Order PM02 Type Required? Available?
Order Work Order

No No No

Close Notification Purchase Requisition

External/ Service
Yes Created Against
Request
Work Order

No
Update Technical
Complete Work
findings In M1
order PM02
Notification
Technician

Execute Work
MM

Purchase Order Goods Issue

GR/ SES process Against Purchase process by MM
Requisition Team
 Emergency Maintenance Process

Process Start / End Activity on SAP

Event
Decision

Manual Input

Manual Opration
Start End
Holders

Yes
Stake

Receive Failure/
Identify Create Emergency
Login Access? Order (PM01)
Requirements
Assignment
(Permit

Assign the
)

Isolation Identify the

Isolation
Assign Work Required ? YES Isolation
Assign Work Condition Condition to
Permit
WCM Approval WCM

Approval Permit
(Applications)

NO
(Permit Approval
)

Initiate
Permit Approval Work Approval Approval
Process

No YES
Maint Departments

Reservation
Inform Maint Create Emergency Permit Review & Release Component Stock
NO Yes Yes Created Against
Dept Order (PM01) Required Emergency Order Required? Available?
Work Order

No No

Purchase Requisition
Close Emergency External/ Service
Yes Created Against
Order Request
Work Order

No

Complete/ Close Update Technical

Permit findings
Technician

Execute Work

Goods Receipt Purchase Order

(GR)/ Service Against Purchase
Acceptance (SES) Requisition
MM

Goods Issue
process by MM
Team
Accounting
&
Finance

Settlement
 Breakdown maintenance
Definition:
• Breakdown maintenance, also known as corrective maintenance, is performed
after an equipment failure or when a critical asset breaks down unexpectedly.
Scenario:
• When a machine, system, or component fails, maintenance teams respond
urgently to fix the issue and restore functionality.
Objective:
• The primary goal is to minimize downtime and get the asset back up and
running as quickly as possible
Types:
 Planned Breakdown Maintenance
 Unplanned Breakdown Maintenance
Emergency Maintenance
Emergency maintenance is a subset of breakdown
maintenance, emphasizing urgency and immediate action.
Characteristics:
• Urgency: Emergency maintenance is performed immediately
to minimize disruptions.
• Temporary Solutions: Maintenance teams implement
temporary fixes to restore functionality while planning for a
more permanent solution.
• Cost Impact: Emergency maintenance can be costly due to
unplanned downtime and urgent repairs
Breakdown maintenance process
 Notification life cycle
Notification Notification Postpone/
cancel/ Assign to Complete
creation review Put in process
continue order notification

Notification Notification When When Once the After the

is created to in the notifications decision notification completion
report a fault system can are has been is put in of the
or request be reviewed reviewed, a made to process it notification,
for and decision is continue can be it is no
maintenance updated made with the assign to a longer
whether to notification, work order possible to
continue it will be put change /
with the in process. update it.
notification
immediately,
to postpone
it until later
or to cancel
it
Practice Session 2
• Please follow the instructor directives carefully.
• Use your computer access safely and securely.
Exercise Breakdown maintenance work order process with these 2
scenarios.
1. Reservation Process
2. Purchasing Process/Requisition

Note that his session requires thorough practice with the help of your
instructors. Please give your time and dedication.
T-codes involved in the process
Transaction code Definition
IW31 Work order creation
IW32 Work order change mode
ME21N Create Purchasing order
ML81N Entry Sheet
MB52 or MM60 Material list/Component list
ZEEPRES Material reservation printout
MIGO Goods Movement
IW41 Work order confirmation
KO88 Financial Settlement
Work clearance management(WCM)
 Work Clearance Management
• Work Clearance Management helps to control and monitor the safety
measures by ensuring safe working conditions for the employees in
maintenance department, adhering to environmental protection regulations,
and by promising the reliability of technical systems.

• By using work permits (WPs), you can make sure that safety measures for
carrying out certain work are complied with, and that such measures are
retained until they are not requested anymore.
 WCM Work Model

Enhanced Standard
Model Model
Practice Session 3
• Please follow the instructor directives carefully.
• Use your computer access safely and securely.
Exercise creating and processing a work order with WCM.

Note that his session requires thorough practice with the help of your
instructors. Please give your time and dedication.
T-codes involved in the process
Transaction code Definition
IW31 Work order creation
IW32 Work order change mode
WCLE WCM Multilevel List Processing
MB52 or MM60 Material list/Component list
ZEEPRES Material reservation printout
MIGO Goods Movement
IW41 Work order confirmation
KO88 Financial Settlement
Refurbishment Maintenance Process
Refurbishment Maintenance
Refurbishment
 The refurbishment process starts with creation of a refurbishment
work order for a material number and
 Ends with completion of the work order.
 Planning and scheduling of the refurbishment work order follows the
normal planning and scheduling process flow.
 After the refurbishment work has been executed the refurbished
material may be put to stock.
 For refurbished equipment the status is changed.
Refurbishment process
Practice Session 4
• Please follow the instructor directives carefully.
• Use your computer access safely and securely.
Exercise creating and processing Refurbishment maintenance work order
with these 2 scenarios.
1.Internally
2.Externally
Note that his session requires thorough practice with the help of your
instructors. Please give your time and dedication.
T-codes involved in the process
Transaction code Definition
IW31 Work order creation
IW32 Work order change mode
IE02 Change Equipment
IW81 Create Refurbishment Order
IW8W Goods Receipt from Refurbishment Order
ME21N Create Purchasing order
MMBE Stock overview
MB52 or MM60 Material list/Component list
ZEEPRES Material reservation printout
MIGO Goods Movement
IW41 Work order confirmation
KO88 Financial Settlement
Calibration Maintenance Process
Calibration Maintenance
Calibration
• Refers to the process of managing and scheduling regular inspections to
ensure the accuracy and functionality of measuring and testing equipment.
It's essentially preventive maintenance focused on ensuring instruments
meet specific standards.
Integration with Quality Management (QM): SAP PM utilizes the QM
module for defining inspection characteristics, creating sampling
procedures, and recording calibration results.
Maintenance Plans and Orders: Calibration tasks are incorporated into
maintenance plans, which then trigger the creation of calibration
maintenance orders (order type PM06) when due.
CALIBRATION
CALIBRATION PROCESS

Purchase and store

Maintenance Department Operations Depart. Process Description
department

Start 1 START 2

Calibration Mainten. Plan Create No tifi cation for

Using Calibration Task list Calibration
1

For Planned Calibration

Schedu le the Main t. Plan

Create Calibratio n Maintenance Order(Insert task list in order, If created manu ally
For Un-Planned Calibration

Release Calibration Ord er

Enter the co ntract no.
in maintenance Order
and services, Get the
PR no. from PO
Insp ectio n lo t for
Calibration

Create PO from
Yes Approval Process
PR
No Yes
Con tract Inho use
Exists Insp ectio n

No Insp ectio n
Send Equipment and
to Vend or. with Calibration
reference to PO Enter the External Activity
Services in
Mainten an ce Xorder
and Get the PR no.

Record Usage

Rep airable X Ok
Enter the External Service
Yes in Main tenance order and Calibration Accep tance P ro cess
Get the PR Resu lt

Calibration at
Vendor
Premises

TECO

Record th e Calibrated Testing and Record Create the Service

Equipment Usage Decision entry list against P O

END
Practice Session 5
• Please follow the instructor directives carefully.
• Use your computer access safely and securely.
Exercise creating and processing Calibration maintenance work order
with these 2 scenarios.
1.Without plan
2.With plan
Note that his session requires thorough practice with the help of your
instructors. Please give your time and dedication.
T-codes involved in the process
Transaction code Definition
IW31 Work order creation
IW32 Work order change mode
IP01 Create maintenance plan
IP11 Create maintenance strategy
IP10 Scheduling plan
IP24 Maintenance plan overview
QS21 Create Master Inspection Characteristics
QA32 Change Data for Inspection lot
IA05 Create general task list
MB52 or MM60 Material list/Component list
MIGO Goods Movement
IW41 Work order confirmation
KO88 Financial Settlement