Evaluating Maintenance Orders
This section describes how to evaluate the data from maintenance orders in order to analyze past tasks and to plan future ones. There are several help functions available for this:
Settlement
What Happens During Order Settlement?
During settlement, the costs collected on the maintenance order are passed on to the receiver specified in the settlement rule for that order.
The receiver will invariably be an object in accounting, for example the cost center for a functional location, the fixed asset to which the piece of equipment is allocated, or the main order used to monitor the work carried out under several minor maintenance orders.
This receiver is identified using
Preconditions for Order Settlement
The following requirements must be met before you can settle a maintenance order:
Settlement Receiver Types
The receiver of the costs of a maintenance order is usually independent of the reference object, which merely provides a proposal.
Receiver Types
The following receiver types are always available:
Confirmation and Completion
This section covers the following topics:
Confirmation Data
Using the central confirmation function, you can enter the following data:
Planning in the PM Order
Planning in the PM Order - Overview
The maintenance tasks that are to be carried out at a technical object often require detailed advance planning, in order to minimize the time that the object is not productive.
Planning a maintenance task as accurately as possible enables the employees on site to carry it out in a specific and efficient manner. This is extremely important in the case of objects which cause bottlenecks and may lead to a shutdown when they are out of order.
This section covers the following topics on planning in maintenance orders:
Creating a PM Order
You can create a maintenance order in five ways:
Data Groups in the PM Order
Header Data
Header data is information which is used to identify and manage the maintenance order and applies to the whole order. Header data is contained in the header of every maintenance order and comprises:
1. name of the person who created and last changed the maintenance order
2. dates the order was created and last changed
Location and Account Assignment Data
The system copies the location data and the default account assignment from the master record of the reference object; this is valid for the entire maintenance order:
Location: data this describes where the functional location or the equipment is sited within the
Account assignment data: this specifies the account to which the maintenance costs are normally to be debited. It is proposed from the master record of the reference object and can be changed when you maintain the first settlement rule for the order.
Object Data
As a rule, a maintenance order refers to one or more objects, where the term "object" can mean
This data tells you:
Using operations, you describe the work to be done when carrying out the maintenance order. Operations can be subdivided into sub-operations.
Operation data can be subdivided into the following three groups:
Administrative Data and Control Parameters
The administrative data and control parameters of a maintenance order contain the following information:
This section provides an introduction to maintenance orders, the essential element in the planning and processing of maintenance tasks.
Maintenance Processing in the PM System
The PM System supports the entire plant maintenance department in planning, processing and settling maintenance tasks. You can enter, plan, monitor and report all the tasks to be carried out by the plant maintenance department. This includes both tasks that are not planned or that are due to malfunction, and regular maintenance and inspection measures.
Maintenance processing (PM processing for short) in the PM System covers several levels which need not necessarily all be processed in full. Each company can determine its own maintenance processing procedures according to its requirements.
Elements of PM Processing
Maintenance processing for unplanned tasks consists of three essential elements:
1. reports a malfunction at a technical object
2. requests maintenance tasks
3. describes the condition of a technical object
1. plans the execution of maintenance tasks
2. monitors the work progress
3. allocates the costs for the maintenance task
1. stores important PM data on a long-term basis
2. makes this data available for evaluations at all times
Main Processing Steps
The processing of unplanned maintenance tasks in the PM System can be subdivided into the following steps:
Overview in Graphic Form
Which Steps Does This Document Describe?
Steps 1, 2 and 7 refer to the maintenance notification and are described in PM Maintenance Notifications.
Steps 3, 4, 5 and 6 refer to the maintenance order and are described in this document.
Step 8 refers to the maintenance notification and the maintenance order, and is described In PM Maintenance Notifications for notifications and in this document for maintenance Orders.
The maintenance history is described in the document PM Maintenance History.
The Maintenance Order
If, for example, a technical object malfunctions or is damaged, maintenance tasks may have to be carried out to restore the ideal condition of the object.
You make the initial request for the necessary tasks using a maintenance notification. However, to plan the necessary tasks in detail and to monitor their processing, you need to use a maintenance order. You can choose whether to refer the maintenance order to the relevant maintenance notification or not.
Functions of the Maintenance Order
In the malfunction report, you describe the current condition of a technical object and outline the maintenance tasks required; in the maintenance order you can describe the repairs required in greater detail.
The system provides a wide range of functions for planning, processing and settling the order:
Planning Functions
The following functions are available in the maintenance order to help you plan maintenance tasks:
The following functions are available in the maintenance order to help you carry out the maintenance task and monitor the work:
Settlement Functions
You can settle the costs resulting from a maintenance task in one of the following five ways:
You can create a maintenance order in response to one or more maintenance notifications. You can also subsequently create a maintenance notification for a maintenance order that was created directly, for example, in order to enter machine breakdown data or system availability data with reference to the work carried out at particular objects.
Both the maintenance notification and the maintenance order are completed, once the repairs that were requested have been carried out. There are two completion procedures:
Chapter 08: Evaluating Maintenance Notifications
The data from the completed maintenance notifications and orders is of great importance in planning future maintenance activities efficiently and reliably, and analyzing past problems, malfunctions and activities.
The data is stored in the maintenance history, where it is available for evaluations. The following options are available in the SAP System for evaluating maintenance data:
Chapter 07: Completing Maintenance Notifications
You should only complete a maintenance notification once it has been processed completely. This means that all the
Consequences of Completing a Maintenance Notification
When you complete a maintenance notification, the following occurs:
Completing a Maintenance Notification
There are two ways to complete a maintenance notification:
Chapter 5: Postponing a Maintenance Notification
If the postponed tasks are to be checked, planned further and put in process for this date, you as maintenance planner can quickly request and evaluate a list of all the relevant maintenance notifications, using the notification status and the selection functions for maintenance notifications.
Chapter 4: Allocating a Maintenance Notification to an Order
Overview
For detailed planning and execution of a maintenance task you need a maintenance order. In the PM system this can either be an order for a single maintenance notification or one for several notifications. For example, there are cases where several defects at the piece of equipment are to be repaired during a particular maintenance schedule, or where a particular maintenance operation is to be carried out on objects connected in series on a particular date.
Detailed information on order processing is provided in PM Maintenance Orders. However, you will also find a short description of the link between maintenance notifications and maintenance orders in Link Between Maintenance Notification and Maintenance Order.
Allocating a Maintenance Notification to a Maintenance Order
If you want to allocate a notification to an order which does not yet exist in the system, proceed in one of the following two ways:
Chapter 3: Putting a Maintenance Notification in Process
The expression "put in process" has two meanings in the PM System. Which of these is relevant for you depends on whether or not maintenance order processing is used by your company.
Put in Process without Order Processing
If maintenance order processing is not active in your company, you cannot create an order for a maintenance task. Since the order is missing as a means of documenting the work processing, the maintenance notification must contain documentation that the planning stage is finished and the tasks are now being or should be carried out. To do this, you put the maintenance notification into process, in other words, you carry out the function "put in process", thereby giving the maintenance notification the status "in process".
Put in Process with Order Processing Active
If maintenance order processing is active in your company, the maintenance task requested in a maintenance notification can only be planned in detail and carried out once a maintenance order exists for it which has been allocated to the maintenance notification.
In this context, to "put in process" means that the maintenance notification registered has been passed or processed in some manner by a maintenance planner, who carries out the function "put in process". This gives the maintenance notification the status "in process", recording the fact that someone has already taken over the further processing of the maintenance notification.
The status "in process" is not compulsory in active maintenance order processing. A maintenance notification can also be created and then allocated to a maintenance order.
Putting a Maintenance Notification in Process: Procedure
To put a maintenance notification in process, carry out the following four steps:
Chapter 2: Maintenance Notification Description
There are three types of maintenance notification in the standard version of the PM System:
A malfunction report describes a malfunction at an object, which affects its performance in some respect. Using a malfunction report, for example, an employee in Production can report that a system has reduced or zero performance, or that its output is of a reduced quality.
As a rule, a malfunction report requires the maintenance department to arrange for a specific repair task to be carried out, for the ideal condition of the object to be restored (according to DIN Norm 31051).
A special case of malfunction report is when a machine operator determines amalfunction, immediately repairs it and subsequently documents the malfunction thatoccurred, its effect and the way in which it was rectified. In this case, the maintenance notification is only entered after completion of the maintenance task as a completion confirmation.
Activity Report
An activity report describes a maintenance activity which has already been carried out, and which was not necessary due to a malfunction or a damage. It simply provides technical documentation that records which activities were carried out when, at what time and with what results. For this reason, activity reports are used for the technical confirmation of maintenance activities.
A typical activity report is the inspection findings, because it describes the results of an inspection carried out to test the actual condition of the object (according to DIN Norm 31051). The inspection measure was not requested specially using a malfunction report. In most cases, it is based upon an inspection order.
Another typical activity report is the maintenance findings. This documents the technical values of the object determined during and/or after regular maintenance work. These maintenance jobs are carried out in order to maintain the ideal condition of the object (according to DIN Norm 31051) and always result from maintenance plans.
Typical examples of the activities documented in activity reports are "Fill up oil" or "Check pressure" or "Tighten screws".
Maintenance Request
A maintenance request is a targeted instruction to the maintenance department to carry out an activity in the manner described. The decisive factor in this case is that there is no malfunction.
Maintenance requests are typically used for investments, for example if an employee requires a new monitor, or if all the telephones in one part of the building in a company need replacing.
What are the Functions of the Components of a Maintenance Notification?
A maintenance notification comprises the following components:
Header Data
Each maintenance notification contains header data, that is, information which is used in identifying and managing the maintenance notification. It is valid for the whole notification, and comprises:
Location and Account Assignment Data
The location and account assignment data is copied from the master record of the reference object and is also valid for the whole PM notification. The location data provides information regarding the physical location within the company at which the functional location or equipment is situated. The account assignment data provides information as to how the maintenance costs are normally to be debited.
Item Data
In the notification item you enter and maintain data describing the problem or malfunction that has occurred, or the activity performed in greater detail. A notification can have several items. Each item contains the following data:
Task Data
Task data describes the tasks that need to be carried out in terms of planning and organization. Using tasks, you can plan the way in which various persons work together to process the notification and carry out the activities within a specified period of time.
Activity Data
Activity data documents the work performed for a notification. They are particularly important for inspections, as they are used as a record that particular jobs were carried out.
You can enter the following data for each individual activity:
You can maintain activity data both for the whole notification, that is, for the notification header, and for the individual notification items.
Breakdown and System Availability Data
This data describes the system breakdown and system availability determined before, during and after the malfunction. You can enter the following information here :
Schedule Overview
The schedule overview displays all the dates that have been stored for the maintenance notification up to the current date in a single screen. These comprise:
The diagram below provides an overview of the major steps in maintenance processing for unplanned tasks:
Steps 1, 2, 7 and 8 refer to the maintenance notification and are therefore described in this. The other steps refer to the maintenance order and are described in PM Maintenance Orders. The link between maintenance notifications and maintenance orders is described briefly in Link Between Maintenance Notification and Maintenance Order.
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