$43400 Exploring Advanced Functions in Maintenance Processing PARTICIPANT HANDBOOK INSTRUCTOR-LED TRAINING Course Version: 26 Course Duration: 1 Day(s) Material Number: 50164626SAP Copyrights, Trademarks and Disclaimers © 2024 SAP SE or an SAP affiliate company. All rights reserved, No part of this publication may be reproduced or transmitted in any form or for any purpose without the ‘express permission of SAP SE or an SAP affiliate company. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP afilliate company) in Germany and other countries, Please see httos://www.sap.com/corporate/en/legal/copyright htm for additional trademark information and notices. Some software products marketed by SAP SE and its distributors contain proprietary software ‘components of ather software vendors. National product specifications may vary. 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Allrignts reservedContents u ” a 35 7 Course Overview Unit 1: Unit 2: Using the Phase Model Lesson: Describing Benefits Lesson: Initiation and Screening Lesson: Planning, Approval and Preparation Lesson: Scheduling, Execution and Completion Lesson: Customizing the Phase-Based Process Managing Inspection Checklists Lesson: Managing Inspection Checklists Lesson: Customizing Checklists ‘© Copyright Allrignts reserved(© Conyright AllrigntsreservedCourse Overview TARGET AUDIENCE This course is intended for the following audiences: + Project Manager + Project Stakeholder + Application Consultant {© Copyrigns Allrgnts reserved(© Conyright AllrigntsreservedUe Lesson1 Describing Benefits 3 Lesson 2 Initiation and Screening 7 Lesson 3 Planning, Approval and Preparation u Lesson 4 ‘Scheduling, Execution and Completion v Lesson 5 ‘Customizing the Phase-Based Process a UNIT OBJECTIVES + Describe benefits of phase model + Create, prioritize, and accept a request + Plan, approve, and prepare an order + Perform scheduling, execution, and completion + Customize the phase-based process Scream arene 1 ayUnit: Using the Phase Model 2 (© Copyright. Allrgnts reservedDescribing Benefits LESSON OBJECTIVES After completing this lesson, you will be able to: + Describe benefits of phase model Benefits of the Phase-Based Process Phase-Based (Best Practices) Based on best practices -maciveproatve maintenance “ Adatonal panning, approval, preparation, sehen, execution steps | edended status management "New For app to create noiieations improved szreening of natiatons ‘isk essessment thatnondx consequences) Prony automatieally derived Hom ok Combined and appregted Wow of nllicsion and orders | Maintenance panning buckets help manage maintenance beklog | Senedutng with or withoutasoutee sehecing “der aferentits between PRE, MAI, and POST operations gure I Benetits ofthe Phase-Based Process ‘The comprehensive phase-based process supports you in the maintenance of technical objects. Maintenance requests and orders are processed according to nine phases. All maintenance orders of the Reactive Maintenance and Proactive Maintenance order types, are processed with additional planning, approval, preparation, scheduling, and execution steps that are also reflected in additional system statuses, Semorina 3 ByUnit: Using the Phase Model Processes using the Phase Model Reactive Maintenance (4HH) Proactive Maintenance (4) = 2 Ep Ee a ImproverentMaintenance VT) Bl = ES pestonsand veread Manonance 4M) EE == Ep Figure 2: Provesses Using the Phase Model ‘The following processes support the phase model: + Reactlve Maintenance: The process that involves this order type allows you to perform maintenance of technical objects whenever a breakdown or a failure occurs. This process helps you reduce an asset's downtime and increase productivity. + Proactive Maintenance: The process that involves this order type allows you to prevent the failure or breakdown of an asset by implementing preventive maintenance and using proactive measures. This ensures that the assets are well utilized and are available. It encourages optitnal performance of assets and reduces cost by minimizing breakdowns. + Improvement Malntenance (4VT) : Perform and track work that leads to improvernent of assets such as redesign, upgrades etc. - integrated with Project Management (Supports the phase model) + Operational and Overhead Maintenance (4WM): Record activities such as training, development, documentation, routine work, and so on (Supports the phase model). 4 (© Copyright Allrgrts reservedLesson: Describing Benefits Phases and Subphases Figure 3 Phases and Subohases Phases All maintenance orders of the Reactive Maintenance and Proactive Maintenance order types are processed with additional planning, approval, preparation, scheduling, and execution steps that are also reflected in additional system statuses. Phase Control Codes Phase control codes allow you to control the transition of phases. If you activate a phase control code for 2 maintenance order for blocking a phase, the system will nt allow you to transition to the phase until you deactivate the phase control code. Phase control codes can be activated for order headers and operations. ‘As of SAP S/4HANA 2023 you can control the validity of phase control codes. The business or legal requirements might have changed in a way that a previously configured phase control code becomes irrelevant. To depict this, you can determine the validity of a phase control code. You can indicate whether the phase control code is still vali (Valid), will ro longer be used in future (Deprecated) or is an invalid entry (No longer valld). (gal LESSON SUMMARY You should now be able to. + Describe benetits of phase model {© Copyright. Align reserved EESAP AUnit: Using the Phase Model 6 (© Copyright. Allrgnts reservedInitiation and Screening al LESSON OBJECTIVES After completing this lesson, you will be able to: + Create, prioritize, and accept a request Initiation and Screening Initiation During the Initiation phase. you can creale maintenance requests for a technical abject such {a5 an equipment or 2 functional location using the Create Maintenance Request app. You can enter all necessary details to help in screening, processing, planning, and execution of the request. You can also include attachments and links. The app allows you to view open requests of a technical object. Untila maintenance request is submitted, the latest draft is available, Figure& Mantenonee Request Each maintenance request can be prioritized using one of the two options. You can select a priority from thelist or assess priority. The priority assessment is done based ona ‘combination of consequence categorles, consequences, and Ikellhoods. Priorities can be assessed only if prioritization profiles are maintained for a combination of maintenance plant and notification type. When you submit a maintenance request, the new request is available in My Maintenance Requests app. Only your requests are displayed. The requests are grouped and displayed ‘based on their processing statuses. You can view the requests that you submitted, the requests that have been sent to you because information was insufficient, the requests that were rejected, and the requests that have been completed. Ifyou have a request that requiresUniti: Using the Phase Model additional information, edit the request and resubmitit for screening. From this app, you can also navigate to Create Maintenance Request app to create a new request. When you enter details to create a maintenance request and exit the app without submitting the details, the maintenance request is saved as a draft. As of SAP S/4HANA 2023 itis possible to create several drafts by saving the existing draft, and creating an new one. The My Drafts button allows you to view all your drafts in the My Maintenance Requests app. As of SAP S/4HANA 2023 you can upload a document, add alink or assign an existing document to the maintenance request. Two predefined document types are available ~ YPL and YP2. If you configure a document type in the configuration activity Define DMS Document ‘Types, the document type that you define will be available for selection in the dropdown lst ‘Screening, ‘The submitted maintenance request moves to the Screening phase. Here, maintenance requests are screened and accepted ‘As a supervisor, you can review all the open maintenance requests in the Screen Maintenance Requests app. Irinformation is insufficient, you can send the request back to the initiator, When the initiator provides information and resubrmits the request, you can review the request again Inthe home screen of the app, the maintenance requests are grouped according to their statuses (Open, Accepted, Rejected, Action Required, and Completed). By default, open requests are displayed. Button (and status) Actlon Required must be activated separately (see lesson Customizing) ARejected request will be Completed automatically Notification Processing Context Definition Notification processing context allows you to create maintenance requests that do not have to follow all the nine steps of the maintenance process. Based on the notification processing context, the maintenance request can receive exception and skip few steps of the maintenance process. 8 (© Copyright. Allrgnts reservedLesson: Ination and Screening . 2 i 3 3 fer i 1 Serna toot : = ‘Automatic Approval, 2. Ee Aare cu 3 eaten Ret 3 fe Nocnaar sy Far tates Pocssng Oar Prerequisites You should be using the nine-phase maintenance process. Youneed to ensure thal the business catalog SAP_EAM_BC_EXCP_MREQ_MNG_PC (EAM - Maintenance Notification Exception Process) is assigned to your role. This catalog has the restriction type Notification Processing Context (IEXCP_MN) Maintenance requests work with so-called restriction types’ + OL (emergency work) + 02 (minor work) Emergency Work When an asset requires immediate maintenance or urgent repair work, you can create a maintenance request for emiergency work. This request will get accepted without the need for, screening. This reduces the time it takes for a maintenance request to be accepted for processing and prevents delay in the maintenance work, This also saves the situation from greater damage, Minor Work Ina minor work, you create a maintenance request with Minor Work as the notification processing context. The minor work maintenance request will be accepted as soon as you submit it. You can record malfunction details and complete the maintenance request. > Note Minor work is used to record malfunction data for maintenance issues that can be fixed immediately and do not need a maintenance order. {© Copyright. Align reserved s OyUnit: Using the Phase Model LESSON SUMMARY You should now be able to: + Create, prioritize, and accept a request 10 (© Copyright. Allngnts reservedPlanning, Approval and Preparation al LESSON OBJECTIVES After completing this lesson, you will be able to: + Plan, approve, and prepare an order Planning ‘The Planning phase begins when a maintenance request is accepted. The accepted maintenance request is now known as a maintenance notification. As a Maintenance Planner, you can now create and plan orders. When you create an order, the order is in the phase Planning and subphase In Planning, (Order), Depending upon the configuration of the order type (Activate Workflow for Order ‘Type). an order needs a cost approval. An order can be released without an approval f the order type is not configured for worktlow. Ifthe workflow is configured for the order type, the order goes through the workflow steps for approval. If the workflow is configured for automatic approval. then the order is approved immediately. If worktlow is set up for manual approval. it will move to the approver's inbox. m I | DS = eae 1 anual Release & Dispatch = [rmscnac | Leer med ‘Automatic Release & Dispatch 2 == Moves certo Erection = 3 = Wirktow Approval Fawe6.Perana ‘The submitted order moves to My Inbox app. When an order is submitted for approval, the phase and subphase of the order are Approval and Submitted for Approval (Order) respectively. If the order is approved, then the subphase of the order is Approved (Order). If the order is rejected, then the subphase is Rejected (Order) You can release the accepted maintenance orders for preparation. You can edit a rejected ‘maintenance order and submit it for approval, It moves to the Approval phase. {© Copyrights reserved u OyUnit: Using the Phase Mal Material Availability Check Edended Template for Phae Mode Standard Tempiats Figure 7: Material Avolabily Cheek Exlended Terpate ‘You can use the Schedule Material Availability Check app to execute material availabilty checks for several maintenance orders. You can also schedule these checks as a recurrent, batch job. The Material Availability Check for Maintenance Orders template enables you to reassign committed stock from one maintenance order to another of higher priority and urgency, To check the availability of the required stock components and reassign required material, proceed as follows: + Create a new job and select the Material Availability Check tor Maintenance Orders. template, + After having defined the Scheduling Options, select values for the filter parameters and thereby determine which maintenance orders shall be included in the ATP run (various selection parameters incl. start/end date). + Select one or more process phases. The system only includes maintenance orders in the ATP run thal belong to one of the selected phases. wee D> Torso proces phases you need an order ype wth actate phase adel ‘The availability check can also work with order types for which the phase model was not activated. + Select one or more execution stages. + Determine the scheduling options: checkboxes Reset Availability Data and Execute Availabilty Check 2 (© Copyright Allrgrts reservedLesson: Planning, Approval and Preparation Reassign or Keep Available Stock Material ‘Taking these parameters into account, the system ensures that the required stock components are assigned to the maintenance orders with the highest priority and urgency. To check material availability without clearing and reassigning any committed stock, do ne select the Reset Availability Data checkbox. It you only select the Reset Availabilty Data checkbox, the system sets all committed material quantities to 0. You can use this option to free up material availability by removing all committed stock from a set of maintenance orders, When you create or change a maintenance order, you can manually determine that ‘committed quantities of individual components should not be cleared and reassigned during a material availability check by selecting the Keep Commitment checkbox in the material list. In this case, available quantities will only be assigned to the respective maintenance order but cannot be removed by the ATP check. Note It you select the Reset Availability Data checkbox together with the Execute Availability Check checkbox, the system checks the reservations that have been created for the maintenance orders and clears all committed material quantities. Ina second step, the system reassigns the available stock material t maintenance orders taking the following parameters into account! + The final due date +The priority + The date and time when the order was created Approval Maintenance orders are approved through a tlexible workflow process in the Manage Workflows for Maintenance Orders app. Itis recommended that you configure a generic step condition and specific step sequences. Each step sequence can have step concitions and one Cor more approvers. Only one worktlow is used, but each step condition inthe workflow is, evaluated. f multiple step conditions are true, they are created as approval steps and approval rom approver of each step isrequired Orders that are ready for approval are available in My Inbox app. To approve a maintenance order, select the workflow request, review details of the order, enter comments, and approve, You cannot resubmit rejected orders for approval. When you approve an order, baseline cost is set to equal to the planned cost, Approved orders can be released. Atter you release an order, the order moves to Preparation phase,Unit: Using the Phase Mal Figure Approval Preparation ‘Once an order is approved for execution and released, itis set to In Preparation and passed to the Preparation phase. In this phase, you as a maintenance planner divide the maintenance effort into manageable groups, level out the workload over several weeks, determine the concrete time period for the requested maintenance work, and check the availability of all the resources, spare parts and services needed. " Event-Based Maintenance artnarce Panonguchets (ia) = ee | se eg ses rig cpa! weamerance (can, wok, mnt) en Figure 9: Phase Preparation Maintenance Planning Buckets ‘The Manage Maintenance Planning Buckets app aids you in effectively managing the maintenance backlog. Once-off or recurrent planning buckets allow you to organize major maintenance events such as a planned shutdown as well as define weekly maintenance windows for recurrent maintenance work. ‘You can create maintenance planning buckets and define the planning bucket scope. This ‘scope includes a specific time period, such as a concrete calendar week, and other important attributes, such as the maintenance planning plant or the main work center. Based on this ‘scope, the system groups maintenance orders and associates them with the corresponding (© Copyright. Allrants reservedLesson: Planning, Approval and Preparation planning buckets. If the scheduled start and end dates of an order fulfill the selection criteria of an individual bucket, this order is associated with this particular bucket. Maintenance Backlog Overview When the maintenance planning buckets have been created and maintenance orders have been associated with particular planning buckets, the Maintenance Backlog Overview app provides a list ofall the maintenance orders in a specitic planning bucket. Here, you can view important order details, such as the order status, the order priority, and the final due date. To display information on the cards in the Maintenance Backlog Overview app, you need to select a series of operational planning buckets and indicate how many past and future: planning buckets you want to view. To facilitate the planning bucket selection, the Planning Bucket Template filter has been renamed to Reference Planning Bucket as of release SAP S/4HANA 2023. In addition, the value help now only shows reference planning buckets rather than both reference planning buckets and individual planning buckets, Based on the selected reference planning bucket, the system identifies the individual planning, bucket that is valid for the current date and displays information about this planning bucket, and the selected planning buckets in the past and in the future. Rework Orders Card ‘The Rework Orders card enables you to detect repetitive maintenance work during a given period of time. This helps youto avoid issues that could result in equipment failure, In general, ‘tan order has been technically completed and another order of the same order type Is. created for the same technical object within a specified period, this new order can be considered as a rework order, depending on how you have configured the rework analysis. Maintenance Events and Revisions Ingeneral, the terms revision and maintenance event both refer toa period of time during which several maintenance activities need to be planned and executed together on one or more technical objects. In some cases, it may be necessary to temporarily shut down a technical object so that service or maintenance work can be performed. To facilitate the planning of the maintenance activities, you can create an object called a revision or maintenance event and, for example, assign maintenance orders to it +The term Revision is used if you create and manage this object in SAP GUL +The term Maintenance Event is used if you create and manage this object in the SAP Ficri app Manage Maintenance Planning Buckets. When you create a maintenance event using the Manage Maintenance Planning Buckets app, you need to select a Maintenance Event Type. The available maintenance event types correspond to Revislon Types that have to be defined in Customizing. There are three maintenance event types available’ + WPS-Controlled (>Maintenance Event Builder) + Not WPS-Controlled + Planning Bucket From Phase Preparation to Phase Scheduling Once you are confident that all the required resources will be available on the required dates, you can select individual orders in the Manage Maintenance Backlog app and choose SubmitUnit: Using the Phase Model for Scheduling. You can also select the relevant orders in the Find Maintenance Order app and change their status to Ready to Schedule or set this status for an individual order in the Change Maintenance Order app, With this action, you pass the corresponding maintenance orders on to the Scheduling phase. gem] LESSON SUMMARY You should now be able to: + Plan, approve, and prepare an order 16 (© Copyright. Allrgnts reservedScheduling, Execution and Completion al LESSON OBJECTIVES After completing this lesson, you will be able to: + Perform scheduling, execution, and completion ‘Scheduling Once you have submitted a maintenance order for scheduling and changed the order status to Ready to Schedule (ORSC), this order with al ofits operations is passed on to the ‘Scheduling phase. During this phase you dispatch the maintenance order or the individual order operations and suboperations and thereby contirm that they have been scheduled at the right work center and at the right time, ‘ & a 8 ‘Scheduling Maintenance Orders ‘Scheduling Maintenance Orders Without "Resource Scheduling” With "Resource Scheduling” Dispatch complete orders Dispatch orders and operations Figure 0: Phase Scheduling ‘Scheduling Maintenance Orders Without Resource Scheduling Without Resource Scheduling you cannot dispatch operations individually but always dispatch maintenance orders with all their operations. To dispatch maintenance orders, you can either select several maintenance orders in the Find Maintenance Order app or call individual orders in the Change Maintenance Order app and select Dispatch Operations. Then. the system dispatches all operations of the selected orders and passes the operations and responding order headers to the Ready for Execution sub-phase and the Execution After having dispatched a maintenance order, you can still create new operations for this order. These new operations have their relevant system stalus and sub-phase assigned. To dispatch these operations at a later point in time, you can select the maintenance order again and choose Dispatch Operations. The system will only dispatch the operations that have not been dispatched beforeUnit: Using the Phase Model As long as the order is not technically complete and not flagged for deletion, you can cancel the Dispatched system status in the Change Maintenance Order app. If you select Additional Functions Cancel Dispatched Operations, the system reverts the system status and sets the ‘operations and the order header back to the statuses and phases that they previously had assigned. Wore > Thebispach Operations atonal yousre ats source hse br hepermrg mr centrthars essere order The sytemauues tet Rese Soelng statics! ase he pertinent Sesote Scag ‘Scheduling Maintenance Orders With Resource Scheduling, With an additional icense, you can use Resource Scheduling for specific work centers. In the Resource Scheduling apps, users can assign these work centers to themselves. If you use Resource Scheduling for the main work center thal is assigned to the order. you can dispatch individual order operations and sub-operations and thereby pass the corresponding orders to the Execution phase. In Resource Scheduling, there are two options to dispatch order operations and sub- ‘operations: + Scheduling Operations Directly You can dispatch the operations and suboperations of a maintenance order directly. We recommend that you dispatch and schedule all operations in a maintenance order together. To level work center utilization, you can also change the operation work center or enter a new start date and time for an order operation, The following two apps support you in scheduling operations directly: Manage Work Center ization Maintenance Scheduling Board + Scheduling Operations in a Multi-step Process You can also schedule the maintenance order operations in a multistep process. You first create one or more schedule simulations for the schedule period, When you are satisfied with the schedule, you dispatch the scheduled order operations and freeze the final schedule, You can schedule operations in a mult step process, using the Manage Schedules app. you dispatch individual operations or sub-operations, the following logic applies: + When individual operations are dispatched and as a result set to Ready for Execution, it depends on the execution stage of the operations whether the maintenance order itselt is, passed to the Ready for Execution (Order) sub-phase of the Execution phase: If only operations with execution stage PRE have been dispatched, the order stays in the Scheduling phase. 8 (© Copyright. Allrants reservedLesson: Scheduling, Execution ané Completion ‘As soon as the first operation with execution stage MAIN has been dispatched, the order itself moves to the Execution phase. This phase then is also displayed in the order header, + When individual sub-operations are dispatched and the corresponding order operation has no working hours and no lean services assigned, this order operation is passed on to the Ready for Execution sub-phase as soon as at least one of its sub-operations is dispatched, + When you dispatch an order operation, this has no effect on the corresponding sub: operations, Printing and Output Controt Maintenance Orders using the Phase Model can use the same functions regarding standard printing o S/4HANA Output Control. if Qutput Control is activated, traditional printing is no longer possible from within the Fiori Launchpad, The Print option is still available, but will se Output Management, Via SAP GUI you have both options: traditional printing and Output Control. Maintenance Orders using the Phase Model can also use Work Packs which allow you to group orders for the output via Output Control Execution, Post Execution, and Completion Execution ‘A prerequisite for this phase is that the operations have been set to status Ready for Execution, In this phase, a maintenance technician receives all the orders that need to be executed. Generally, the technician executes the PRE (preliminary) and MAIN (main) operations for an order in this phase, Figure Ii Phases Frecuton Post Fxecuton. and Completion After the technician has performed the maintenance task and sets all the PRE and MAIN operations to Finally Confirmed, the system deselects the Has Open Main Work checkbox in the order header data. The supervisor can now filter the result list in the Find Maintenance Order application to display the orders for review and agrees to the completion of the main work. The supervisor changes the status of the order to Main Work Completed in the Find Maintenance Order application. {© Copyrignt. Align reserved » ByUnit: Using the Phase Model Post Execution ‘The supervisor changes the status of the order to Main Work Completed in the Find Maintenance Order application and the order appears in the post-execution phase. The technician proceeds with the post execution tasks for the order. These tasks include the recording of time spent on post execution operations, preparing malfunction details and failure data, and checking final confirmation of post-execution operations. This activity is performed in the Perform Maintenance Jobs app. The order 's set to Wark Done. ‘The supervisor reviews the failure data, approves the order, and changes the status of the ‘order to Complete Technically in the Find Maintenance Order application. The supervisor also reviews the notification status and approves it as completed. ifthe order has associated notification. The order moves to the Completion phase. ‘Completion Once all pre, main, and post maintenance tasks have been executed, the maintenance order is set to Technically Complete (Order) and thereby passed on to the Completion phase. During this phase, the maintenance planner or financial controller reviews maintenance orders in subphase Technically Complete (Order), settles the orders financially, performs all the necessary tasks, and, finally. changes the corresponding order status to Complete (Business). Thereby, the maintenance order is finally set to the Closed (Order) subphase. ‘After you have analyzed the costs, checked open purchase orders and invoices, and settled the maintenance orders financially, you change the maintenance order status to Completed (Business). This status prevents further costs from being allocated to the corresponding. maintenance order. The system checks whether the completed maintenance order has any ‘open header maintenance notification and sets the corresponding maintenance request to Completed (Request). eg] LESSON SUMMARY You should now be able to: + Perform scheduling, execution, and completion, 20 (© Copyright. Allngnts reservedCustomizing the Phase-Based Process al LESSON OBJECTIVES After completing this lesson, you will be able to: + Customiz \e phase-based process Customize the Phase-Based Process + Business Feature for the Phase Model + Notification + Notification Type Prioritization / Detection Methods / Order Type, + Order + Order Type /Notification-Order Integration + dob Template for Material Availability Check/ Procurement Milestones + Rework Orders + Teams and Responsibilities + Functions / Profiles / Team Category Roles + Workflows: + Settings / Scenario / Tasks & Decision Options + Overall Status Profile + Status Profle /Phasos &Subphases / Phase Control Codes. [tect cnonmarocme SSOS—~—~—SSSSSCSY Implementation of the Phase Mode! Note Please note that the best method to implement the phase model is the use of the Best Practices and the pre-configured content of scope items 4HH, 4HI, 4VT and 4WM. This will allow an automatic customizing. It you cannot use the Best Practices scope items, you can configure the phase model manually, However, this will result ina much bigger effort,Unit: Using the Phase Model Business Feature Activate Business Feature for Phase Model For using the Phase Model the Business Feature EAM_PHASE_MODEL_PROCESSING needs to be activated, Notification Notification Type. Define Notification Type for Phase Model (standards Y1), Approval Required / Action Required Setting Approval Required is active for notification type Y1 by default. Function and status Action Required has to be activated separately for the notification type. Event Prioritization Event prioritization enables you to assess priorities based on consequence categories. consequences, and likelinoods, and to have the pricrity automatically calculated, Detection Methods. With a detection method you can describe how a failure is discovered. Ithelps in determining the differences between failures that are detected during regular maintenance and failures that are casual occurrences. Assign Notification Type to Order Type The notification type (1) must be assigned to the order type (YAOI) Order Order Type Define Order Type for Phase Model (standard is YAQ)). Job Template for Materfal Availability Check ‘There are two templates available for EAM: + SAP_PM_EAM_ATP_RIAUFK20 >Standard Template + SAP_PM_EAM_MATL_AVAILY_CHECK >Extended Template for Phase Model Monitoring Procurement Milestones As amaintenance planner, you can monitor the procurement of non-stock components and external services in the SAP Fiori app Maintenance Backlog Overview. For this purpose, the system tracks the completion of several milestones in the procurement process such as Purchase Requisition Created, Purchase Requisition Released, Purchase Order Sent to Vendor, Order Confirmed by Vendor, Order Shioped. and Order Received in Ful. Rework Orders Card Detect repetitive maintenance work during a given period of time. Notficatfon and Order Integration ‘The order type (YAOI) must be linked to the notification type (¥1). In addition, the Assignment of Operations to All Object List Entries must be activated for the order type (YAOD. ‘Teams and Responsibilities, Functions ‘Afunction describes a task within a workflow based on which the approver is determined, (© Copyright. Allngnts reservedLesson: Customizing the Phase-Based Process Functlon Profiles ‘A function profile groups similar functions. Function Profiles and Team Categories Function profiles need to be assigned to a team category. The standard team category for Asset Management is MAINT_P_E. Functions and Roles ‘The team category together with the function must be linked to the corresponding role: for the user in the backend system. Workflows Standard Settings ‘The standard settings describe settings and system activities required for Workflows, which are to be performed on aclient-specitic basis. Scenario Activation Scenario WS02000019 - WFL_EAM_MO Workflow for Maintenance Order needs to be activated. Scenario Definition ‘Assign scenario WFL_EAM_MO to consumer types Desktop, Mobile, Tablet. Also assign task type T$02000040, ‘Tasks and Decision Options ‘This activity allows you to maintain workflow tasks that need to be included in filter together with their names and decision keys (within the My Inbox app). the task Overall Status Profile and Phases Overall Status Profile In this configuration step, you can define: + Status profiles with overall statuses that record the progress of repair work in the Fiori app Report and Repair Malfunction. + Status profiles with overall statuses that record the progress of maintenance activities when active phase model for an order type is set. Define Subphases and Map to Overall Statuses ‘Subphases allow you to abstract the overall statuses. You can define subphases for a phase and map the subphase to multiple overall statuses. This allows you to query and monitor the maintenance orders using phase and subphase. Define Phase Control Code for Malntenance Orders Phase control codes allow you to control the transition from one phase to another. You can define authorization keys for phase control codes. Customizing Paths for the Phase Model ‘Access to Customizing On the SAP Menu screen, choose Tools + Customizing + IMG —+ Execute Project Choose button SAP Reference IMG.Unit: Using the Phase Model Table 1: Business Feature id Name or Data Type Path Business Feature ABAP Platform — —» Application Server + [Business Management + SAP Business Fea ture — Activate Business Feature Table 2: Notification Fleld Name or Data Type Path Notification Type Plant Maintenance and Customer Service Maintenance and Service Processing -» Maintenance and Service Notifications + Notification Creation + Notification Types —» Define Notification Types Approval Required / Action Required Piant Maintenance and Customer Service Maintenance and Service Processing > Maintenance and Service Notifications —» Overview of Notification Type —> Partner Functions, Approval Event Prioritization - Consequences and Likelihoods Plant Maintenance and Customer Service —» Maintenance and Service Processing + Maintenance and Service Notifications Notification Processing -» Response Time [Monitoring > Event Prioritization -» Define Consequences Categories, Consequences, land Likelihoods Event Prioritization — Prioritization Profiles Plant Maintenance and Customer Service —» [Maintenance and Service Processing + Maintenance and Service Notifications —» Notification Processing + Response Time [Monitoring + Event Prioritization + Define Prioritization Profiles Detection Methods Plant Maintenance and Customer Service —» [Maintenance and Service Processing + Maintenance and Service Notifications —» Notification Creation -+ Notification Con- tent + Additional Functions for Notification Types ~» Define Detection Methods ‘Assign Notification Types to Order Types Plant Maintenance and Customer Service —» [Maintenance and Service Processing + Maintenance and Service Notifications —» Notification Creation -+ Notification Types —+ Assign Notification Types to Order Types 2 (© Copyright. Allngnts reservedLesson: Customizing the Phase-Based Process Table 3: Order Field Name or Data Type Path Order Type Plant Maintenance and Customer Service — Maintenance and Service Processing » Maintenance and Service Orders —» Fune: tions and Settings for Order Types —+ Config- ure Order Types, ‘Template for the Material Availability Check | ABAP Platform —» Application Server — Sys tem Administration + Activation of Scope- Dependent Application Job Catalog Entries Activate Event Type Linkage ment Milestones 1 Procure- Plant Maintenance and Customer Service » Maintenance and Service Processing = Maintenance and Service Orders — Func: tions and Settings for Order Types —+ Pro- curement —» Activate Event Type Linkage for Procurement Milestones Define Assignment Rules for Procurement, Milestones, Plant Maintenance and Customer Service » Maintenance and Service Processing = Maintenance and Service Orders — Func: tions and Settings for Order Types —+ Pro curement -» Define Assignment Rules for Procurement Milestones Define Nolification and Order Integration Plant Maintenance and Customer Service +» Maintenance and Service Processing — Maintenance and Service Orders —+ Func: tions and Settings for Order Types — Define Notification and Order Integration Rework Orders Card (in Maintenance Back: log Overview) Plant Maintenance and Customer Service = Information Systems for Plant Mainte nance and Customer Service ~» Define Order Parameters for Rework Analysis Table 4: Teams and Responsibilities Fleld Name or Data Type Path Define Functions and Function Profiles Cross-Application Components —» General Application Functions —> Responsibility Man- agement —+ Functions —+ Define Functions and Define Function Profiles ‘Assign Functions to Template Roles Cross-Application Components —» General Application Functions — Responsibility Man: agement + Teams and Responsibilities —» Team Categories + Validate Team Mem- bers —+ Assign Functions to Template Roles ‘© Copyrigns Allrants reserved = EWUnit: Using the Phase Model Field Name or Data Type Path ‘Assign Function Profiles to Team Category Cross-Application Components —» General Application Functions —+ Responsibility Man- Jagement —» Teams and Responsibilities —» Team Categories —+ Assign Function Profiles to Team Category Table 5: Workflows Field Name or Data Type Path Standard Settings |ABAP Platform —» Application Server —» [Business Management > SAP Business Workflow —» Maintain Standard Settings ‘Activate Workflow Scenario ABAP Platform — Application Server — Business Management > SAP Business Worktlow —» Flexible Workflow > Scenario Activation Maintain Scenario Definition BAP Platform — SAP Gateway Service En- jablement + Content — Task Gateway — Task Gateway Service -» Scenario Definition Maintain Task Names and Decision Options ABAP Platform — SAP Gateway Service En: Jablement —» Content —» Workflow Set- tings + Maintain Task Names and Decision Options Table 6: Overall Status Profile Field Name or Data Type Path Overall Status Profile Piant Maintenance and Customer Service —> [Maintenance and Service Processing —+ Fiori Apps for Maintenance Processing -» General [Settings + Configure Overall Status Profiles Phases and Subphases Piant Maintenance and Customer Service Maintenance and Service Processing -» Fiori Apps for Maintenance Processing > General [Settings -+ Define Subphases and Map to Overall Statuses Phase Control Codes Plant Maintenance and Customer Service —» [Maintenance and Service Processing — Fiori Apps for Maintenance Processing -» General [Settings + Define Phase Control Code for [Maintenance Orders (© Copyright. Allngnts reservedLesson: Customizing the Phase-Based Process Table 7: Maintenance Events and Revisions Field Name or Data Type Path Maintain Revision Type Piant Maintenance and Customer Service faintenance and Service Processing —» faintenance Event Builder —» Maintain Revi sion Type LESSON SUMMARY You should now be able to: + Customize the phase-based process ‘© Copyrigns Allrants reservedUnit: Using the Phase Model 8 (© Copyright. Allngnts reservedLearning Assessment 1. Thephase model choose the correct answer. [1] A replaces the standard process Corrective Maintenance [1 8 ...only runs with Reactive Maintenance (4HH). Lc ..isbosedon Best Practices an provides nine phases. 2, How can you priortize your maintenance request n the phase-based model? Choose the correct answers [1 A voucanseta rirty manual ater the Screening phase [1 8 The priority is set automatically based on the ABC indicator of the equipment, [1 © Youcan select pxonty trom thelist during the ntiaton phase 1 D Youcanassess a priory based on consequence categories, consequences and Tctnoods 3. AManage Maintenance Planning Bucket Choose the correct answers. A «.sereates during the Preperation phase and helps maresing your maintenance Dachlon 1 6 ..isapoolornotcatons which willbe converted to maintenance orders utmetealy. 1 6 ~-isaselecton of maintenance order operations used fo order confirmation [1 0 «canbe uss torrecurtent workUnit: Learning Assessment 4. Aplanning bucket Choose the correct answers. A ...is created during the preparation phase and supports you managing your, maintenance backlog, B ...is a pool of notifications, which is automatically converted into orders. G ...isa selection of order operations forthe time contirmation D ... can be used for recurring work. 5. Resource Scheduling (RSH) is mandatory for scheduling of phase-based orders. Determine whether this statement is true or false. True False 6. Status Main Work Completed indicates that Choose the correct answer. A. the order has been technically completed B .. the order has been finally confirmed C ...the order operations with execution stage Main are complete. 7. Which statements about Event Prioritization are correct? Choose the correct answers. A ...enables you to assess priorities based on consequence categories, consequences, and likelihoods. B ...isa setting of the order type. C ... canbe activated for both notifications and orders. D .... calculates and suggests the applicable priority for the maintenance request. 8, The Overall Status Profile MAINTJOB is used Choose the correct answer. A. ...only for notification type ¥1. B .... only for app Report and Repair Malfunction. C ....only for order type YAOI 30 (© Copyright. Alirgnts reservedLearning Assessment - Answers 1. The phase model Choose the correct answer. A... replaces the standard process Corrective Maintenance. B ...only runs with Reactive Maintenance (4H). X] C ... is based on Best Practices and provides nine phases, 2. How can you prioritize your maintenance request in the phase-based model? Choose the correct answers. A You can set a priority manually after the Screening phase. B The priority is set automatically based on the ABC indicator of the equipment. © You can select a priority from the list during the Initia n phase, X] D You can assess a priority based on consequence categories, consequences and likelihoods. Correct. You can select a priority from the list during the Initiation phase. You can assess a priority based on consequence categories, consequences, and likelihoods, A Manage Maintenance Planning Bucket Choose the correct answers. A ...is created during the Preparation phase and helps managing your maintenance backlog. B ...isa pool of notifications which will be converted to maintenance orders, automatically € ...isa selection of maintenance order operations used for order confirmation [x] D .. can be used for recurrent work Correct. A Manage Maintenance Planning Bucket is created during the Preparation phase and helps managing your maintenance backlog. A Manage Maintenance Planning Bucket ‘can be used for recurrent workUnit: Learning Assessment. Answers 4 Aplanning bucket Choose the correct answers. A ...is created during the preparation phase and supports you managing your maintenance backlog, B ....isa poo! of notifications, which is automatically converted into orders. C ...isa selection of order operations for the time confirmation. D ... canbe used for recurring work. Resource Scheduling (RSH) is mandatory for scheduling of phase-based orders. Determine whether this statement is true or false. True False Status Main Work Completed indicates that Choose the correct answer. A... the order has been technically completed B ... the order has been finally confirmed. c order operations with execution stage Main are complete, Which statements about Event Prioritization are correct? Choose the correct answers. A... enables you to assess priorities based on consequence categories, consequences, and likelihoods. [] 8 .isasetting of the order type. © ... canbe activated for both notifications and orders. [x] 0 . calculates ad suggests the apoticable prio forthe maintenance request Correct, Event Prioritization enables you to assess priorities based on consequence categories, consequences, and likelihoods, AND calculates and suggests the applicable priority for the maintenance request (© Copyright. Allrgnts reservedUnit: Learning Assessment Answers 8. The Overall Stalus Profile MAINTJOB is used Choose te correct answer. 1 A only tor notiteation type v2 Ik] 8 only tor app Report and Repair Malfunction 1 6 «sont fororder type YAO Correct, The Overall Status Profile MAINTJOB is used only for app Report and Repair Malfunction.Unit: Learning Assessment. Answers a (© Copyright. Allngnts reservedUNIT 2 Lesson1 Managing Inspection Checklists 7 Lesson 2 Customizing Checklists 43 UNIT OBJECTIVES + Use inspection checklists + Customize inspection checklists Score aro EISAD AUnit 2: Managing Inspection Chectists 36 (© Copyright. Allrgnts reservedManaging Inspection Checklists [gal LESSON OBJECTIVES After completing this lesson, you will be able to: + Use inspection checkli Managing Inspection Checklists Overview Checklists are very often needed in Plant Maintenance to perform inspections and checks of assets, and serve as a legally binding documentation agenda The inspection checklist process is an end-to-end process from the creation of inspection plans to results recording and follow-up actions in Plant Maintenance. As inspections are typically carried out on a regular basis, the maintenance orders are generated based on maintenance plans, ‘The generation of an inspection checklst assigned to a maintenance order is triggered by’ + Classification data assigned to a technical object and an inspection plan + Checklist type assigned t ‘a maintenance order operation For the inspection inspection checklist. cklist process, QM inspection lots are created and assigned to the With the inspection checklist process configured in your system, you'll benefit from reduced efforts for master data maintenance and operational execution. Figwels hpedUnit 2: Managing Inspection Chectists Master Data ‘You need to set up the following master data for a checklist process on a regular basis, + PM Technical Object + PM Maintenance Plan + PMTask List + QM Inspection Plan Process Steps Inspection is based on work orders (that is, maintenance orders) that are created automatically by maintenance planning, ‘The Inspection pian classification characteristics is matched with technleal object classification and the maintenance order operation checklist type (or with Badi). Process Steps + Create Work Order (manually or from maintenance plan) + Generate Object List (manually or automatically) + Generate Inspection Checklist based on Object List + Record results for checklist items (based on inspection lot characteristics) + Set usage decision for Inspection Lot + Complete Maintenance Order + Execute follow-up actions after usage decision for Inspection Lot ‘Goraraton othe obectee (SinaieNe sce ae rearnce objets wen natu! J + Reus ecordng wt SAP GUI ) + Set usage dessin Acoptncetejcton fer the ote ¥ ‘Veenmeaiy comple workover Figure I Inspection Gheclsts - Prooess Alternatives: + Work orders can be created manually. + Manually activate/deactivate/copy/replace inspection lots in result list AFTER generation. + Mobile recording with SAP Asset Manager or QM Fieri app. 38 (© Copyright Allrgrts reservedLessor: Managing Inspection Checitsts Generating Object Lists With or after creation of a Plant Maintenance (PM) work order, an object list can be generated from the header object of the order, and objects from the maintenance plan item, ‘Subsequently, at inspection checklist generation, all technical objects in the order object list will be checked for matching inspection plans, Manual Generation in Maintenance Order Transactions You can use the new Generate push button on the Objects tab in transactions IW31 or 1W32 to generate an object lst based on the reference object. Arter having manually generated the object Ist, you can select the Generation Log button to display new or removed objects. All ‘tems in manually generated object lists receive the entry G (Generated) in the new Origin column as an indication of how they have been created ‘Automatic Generation when saving a Maintenance Order Ita maintenance order is created using transaction IW31, and a relevant combination of order type and plant that has been configured for the inspection checklist process has been found, an object lst is generated automatically when saving the order. Allitems in automatically generated object lists receive the entry G (Generated) i Origin pcolurn as an indication of how they have been created, ‘Automatic Generation When Schedullng a Maintenance Plan If the maintenance order is generated trom a maintenance plan, and a relevant combination of order type and plant that has been configured for the inspection checklist process has been found, an abject lst is generated automatically when saving the order. Generating Inspection Checklist and Inspection Lot Inspection Checklist can either be created manually or automatically. When generating Inspection Checklists the following prerequisites have to be fulfilled: + Anobject list must have been generated, and the system status OLGE (Object list generated) must have been set at order header level so thal an inspection checklist can be generated, + The classification characteristic of the inspection plan must match the checklst the maintenance order operation. To ensure that the matching works, you must di line for that inspection plan classitication characteristic with the constant value EAM_CL_TYPE. + The inspection plan and the technical object must have the same class name assigned, + When generating inspection checklists, the system searches for matching values of classification characteristics in the QM inspection plan and the technical object. Based on the inspection plan that has been found, new inspection lots will be created and are displayed on the tab Checkiists. The inspection lat origin is by default 89. and the material number of the inspection plan is checked and copied to this inspection lot. Ifat least one checklist has been created, the system status CLGE (Checklsts generated) is set at order header level. If no matching inspection plan was found, the system status CLNO. (No checklists found) will be set.Unit 2: Managing Inspection Checklists One chechilstor ‘object type and type of checWlactvity ‘Cassifation of inspection plans and objects + Class name ientcaln plan class and object class Relevant inspection characteristicsicentical + Additonal characters fr activity forthe inepection plane ‘ajorminr, functional check, mainenance, repair, startup Figure: Concept of rspaction Plan Inspection Checklist Results Recording ‘You can use transaction IW91 (Checklists: Result Overview) to display the results of your inspection checklist based on your selection of inspection lots, technical object, maintenance order header, and maintenance order operations in ist format. The results list can be displayed on four different list levels: + Inspection Characteristios + Inspection Lots + Order Operations + Technical Objects ‘You can choose to include or exclude deactivated checklists in your results list on the selection screen, and save selection variants for alllist levels. You can navigate from the ‘objects in the results list to their corresponding display transactions, such as to transaction W33 for order numbers, for example. You can display the result list directly from a technical object, for example, via |EO3 or ILO3. ‘The result ist is can be displayed with all inspection checklists of the technical object. Closing Inspection Checklists and Maintenance Orders. Using the results list in transaction IW91 (Checklists: Result Overview), you can navigate to transactions QA13 (Display Usage Decision) and QAI (Record Usage Decision) to display or record the usage decision for an inspection lot by selecting the glasses icon or the pen icon in the column Usage Decision for an inspection lot. You can use transaction IW93 (Checklists: Collective Usage Decisions) to make collective usage decisions, execute follow-up actions, for example, create measurement documents for the inspected technical objects, ‘You can set usage decisions based on your selection of maintenance orders or inspection lots, Note that the selection of a planning plant is mandatory to ensure that the maintenance orders or inspection lots share the same plant. Furthermore, the selection of a usage decision code is mandatory. When you set a usage decision, all follow-up actions defined in Customizing will be executed for the selected maintenance orders and inspection lots. 40 (© Copyright Allrgrts reservedLessor: Managing Inspection Chectists You should now be able to: + Use inspection checklists ‘© Copyrigns Allrants reservedUnit 2: Managing Inspection Chectists 2 (© Copyright. Allngnts reservedCustomizing Checklists [gal LESSON OBJECTIVES After completing this lesson, you will be able to: + Customize inspection checklists Inspection Checklist Customi QM Settings OM Settings * Maintain Inspection Types * Maintain Inspection Lot Origins and Assign Inspection Types * Define Follow-Up Actions * Edit Code Groups and Codes for Usage Decisions * Edit Selected Sets for Usage Decisions * Maintain Settings at Plant Level Chacilists = QM Setings Malntain inspection Types To determine how an inspection is to be carried out. Maintain Inspection Lot Origins and Assign Inspection Types To define parameters (for example, task list type for inspection lot origins and assign check list specific Inspection types. Define Follow-Up Actions For usage decisions. Exit Code Groups and Codes for Usage Decisions To standardize usage decisions when completing an inspection lot, Eat Selected Sets for Usage Declstons To bundle code groups and codes that are required or allowed for @ specific purpose at plant level Malntain Settings at Plant Level That are relevant for a specific inspection type, for example. the default settings for usage decisions.Unit 2: Managing Inspection Checklists LDM Settings LDM Settings + Define DMS Document Types PM Settings * Configure Order Types + Configure Checklists for Maintenance Order Types and Planning Plants + Define Shop Papers, Forms, and Output Program DNI/ PRISetings Define DMS Document Types ‘That are relevant for document creation during a usage decision PM Settings Configure Order Types To allow an immediate order release and inspection lot creation during call from a maintenance plan Configure Checklists for Maintenance Order Types and Planning Plants To determine inspection types and control technical settings such as the automatic ‘object list generation, the automatic checklist generation and the usage decision at technical completion of an order as well as set parameters for document creation and notification creation for your checklists Define Shop Papers, Forms and Output Program. That are checklist specific. Customizing Paths for Checklists Access to Customizing On the SAP Menu screen, choose Tools + Customizing + IMG + Execute Project Select button SAP Reference IMG. ‘Table 8: QM Settings jd Name or Data Type Path Maintain Inspection Types [Quality Management —» Quality Inspec: tion —+ Inspection Lot Creation —+ Maintain In: spection Types Maintain Inspection Lot Origins and Assign | Quality Management —- Quality Inspec: Inspection Types tion —+ inspection Lot Creation —+ Maintain in: |spection Lot Origins and Assign Inspection Types “ (© Copyright. Allrgnts reservedLesson: Customizing Chectsts Field Name or Data Type Path Define Follow-Up Actions (Quality Management —» Quality Inspec- tion — Inspection Lot Completion — Define Follow-Up Actions Edit Code Groups and Codes for Usage Deci- sions (Quality Management —» Quality Inspec- on — Inspection Lot Completion — Edit Code Groups and Codes for Usage Decisions Edit Selected Sets for Usage Decisions (Quality Management —» Quality Inspec- tion — Inspection Lot Completion — Edit Se- lected Sets for Usage Decisions Maintain Settings at Plant Level (Quality Management —» Basic Set tings -+ Maintain Settings at Site Level Table 9: LDM Settings Fleld Name or Data Type Path Define DMS Document Types ‘085-Application Components —» Document Management -+ Control Data —+ Define DMS Document Types ‘Table 10: PM Settings Fleld Name or Data Type Path Configure Order Types Plant Maintenance and Customer Serv ce ~» Maintenance and Service Process ing + Maintenance and Service Or- ders + Functions and Settings for Order Types ~» Configure Order Types Configure Checklists for Maintenance Order Types and Planning Plants Plant Maintenance and Customer S ce + Maintenance and Service Process: ing + Maintenance and Service Or- ders —+ Functions and Settings for Order Types — Configure Checklists for Mainte nance Order Types and Planning Plants Define Shop Papers, Forms, and Output Pro- gram Plant Maintenance and Customer S ice + Maintenance and Service Pracess- ing + Maintenance and Service Or- ders —+ Print Control —» Define Shop Papers, Forms and Output Programs. LESSON SUMMARY You should now be able to: + Customize inspection checklists {© Copyrigns Allrants reservedUnit 2: Managing Inspection Chectists 46 (© Copyright. Allngnts reservedLearning Assessment 1. Which of the following is a prerequisite for the Inspection Checklist process? Choose the correct answers. [J A sitot materia [1 B inspection pian LE © Maintenance notification with assigned checklist type 1 0 Maintenance order operation with assigned checklist type 2. Towhich of the following can you assign an inspection type? Choose the correct answer. [1 A Equipment category LB Taskiist type LD 6 combination ofntitication type and plant 11 b combination ot order type ae plant (© Copyright. Allrignts reserved.Learning Assessment - Answers 1. Which of the following isa prerequisite for the Inspection Checklist process? Choose the correct answers. [A Biot materia EX] B inspection plan LZ Maintenance notification with assigned checklist type [X]_D Maintenance order operation with assigned checklist type 2. Towhich of the following can you assign an inspection tyne? Choose the correct answer. [1 A Equipment category 1 B Task ist tyne 1 ¢ Combination of notification type and plant [X] © Combination of order type and plant (© Copyright Allrgrts reserved