PROJECT ADVAITA

SAP IMPLEMENTATION
IIT ROORKEE

USER MANUAL
Complaint Notification

MODULE: PLANT MAINTENANCE

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 1
 Table of Contents

Lesson 1: Overview of SAP Plant Maintenance Notifications ............................................... 3

Lesson 2: Terms and Concepts ............................................................................................ 4
1. Notification Creation ....................................................................................................... 5
2. Order Creation ................................................................ Error! Bookmark not defined.
2.1 Order Creation with Notification ................................... Error! Bookmark not defined.
2.2 Order Creation without Notification .............................. Error! Bookmark not defined.
2.3 Issue of Material Against the order .............................. Error! Bookmark not defined.
2.4 Acceptance of External Services ................................. Error! Bookmark not defined.
2.5 Order Confirmation ...................................................... Error! Bookmark not defined.
2.6 Technical Completion of Maintenance Order ............... Error! Bookmark not defined.
2.7 Order Settlement ......................................................... Error! Bookmark not defined.
2.8 Business Completion ................................................... Error! Bookmark not defined.
3. Preventive Maintenance.................................................. Error! Bookmark not defined.
3.1 Maintenance task lists ................................................ Error! Bookmark not defined.
3.2 Maintenance Plan ....................................................... Error! Bookmark not defined.
3.3 Maintenance Plan Scheduling .................................... Error! Bookmark not defined.
3.4 Overview of Maintenance Plan ................................... Error! Bookmark not defined.
4. Calibration Maintenance ................................................. Error! Bookmark not defined.
4.1 Equipment Task lists ................................................... Error! Bookmark not defined.
4.2 Calibration Order Processing....................................... Error! Bookmark not defined.
4.3 Inspection Lot Selection .............................................. Error! Bookmark not defined.

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 2
Lesson 1: Overview of SAP Plant Maintenance Notifications
A Plant Maintenance Notification is a request to have work done at your site by the
Maintenance and Operations Department.

Overview

Principals, Secretaries, Building Administrators, and Service Center personnel will

initiate Maintenance Notifications for Maintenance & Operations.

Notifications are not an authorization to perform maintenance work activities but

a request for services. A Maintenance Order represents the authorization to
perform maintenance work activities.

Factors such as problem/resolution determination, required resources and

availability, required parts/materials and availability, financial resources required
and funding availability all affect the response to the notification. Proper
classification of a Maintenance Notification is also an essential part of this
process.

Benefits of using SAP for Plant Maintenance

Reduced response time for delivery of maintenance services

Reduction /elimination of duplicate data entry
Full integration with other SAP modules (Financial/Controlling for all financial
transactions, Human Resources for employee information)
Check status of PM Notifications and Work Orders
Better reporting and queries

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 3
Lesson 2: Terms and Concepts
Plant Maintenance Notification
A notification is a request for work. This must be created from each site so that
Maintenance & Operations is aware that work needs to be done.

Work Order
The work order is the document that gives the go-ahead for maintenance work to
proceed. It contains the plan of where, when, how, and by whom the work will be
done and where the cost will be taken care for the materials and services used
against the order.

Technically Complete (TECO)

This means that the work order has been closed.

Notification Type
A notification type is a key that determines the kind of maintenance and the
department scheduled to do the work. Notifications can be corrective (CM) or
special order (Z1 to Z8, ZS), Vehicle Notification (TR).

Functional Location
A functional location refers to an organization unit that is to be maintained, such as
a department or other building site.

Equipment
Equipment refers to the physical object that needs to be repaired or maintained as
an autonomous unit.

Work Center (Shops)

A work center is a group of people who perform maintenance responsibilities. For
Example: Plumbers or Electricians.

Status
This lets everyone know what the progress is for any particular work order. There is
several business transactions involved in issuing a work order status: Posting time
and other follow-up costs after the job has been technically completed (TECO).

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 4
 1. Notification Creation
Creation of Notification.

Trigger:

BUSINESS PROCESS PROCEDURE OVERVIEW

A Notification describes a trouble at an object (Functional Location, Equipment) which
affects its performance in some respect but not immediately needs to be changed. It
may or may not need to be changed as per condition.
Create/Process maintenance notification
Create/Process maintenance order
Material / External service cost capturing in maintenance order
Acceptance of the services (If External Services)
Confirmation of Maintenance Order
Complete maintenance notification
Complete maintenance order
Settle maintenance order costs
Business completion of maintenance Order

Input- Required Fields Field Values/ Comments

Notification Type Z1, Z2, Z3, Z4, Z5, Z6, Z7, Z8, Z9, ZS, IT, TE
Reference Object Functional Location, Equipment

Output Results Comments

The output is a Notification document,
which can contain functional location
or equipment, Date and time,
Reported by, Damage and cause code
(If Needed), Work Center, Plant,
Planner group

A Maintenance Notification is used to describe the condition of technical objects in

the PM System, and request to the operation / maintenance department to perform a
necessary task that needs to be carried out and to document the performed work.

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 5
Following notification has been defined for IIT Roorkee.

Notification Type Description

Z1 General Notification
Z2 Breakdown Notification
Z3 Elec. Complaint E&W
Z4 Civil Complaint E&W
Z5 Water(S) Complaint
Z6 Sanitation Comp E&W
Z7 Horti. Complaint E&W
Z8 Consumer Grev- Elec
Z9 Scrap Notification
ZS Shutdown Notification
TE Telephone Exchange
TR Vehicle Requisition
CM Corrective Notification
IT IT and Network Compl

Types of Plant Maintenance Notifications

1. General Notification (Z1) This type of maintenance will be used

where there is general information to be given to the rest of the departments
to and from E&W.

2. Complaint E&W (Z3 to Z7) This is maintenance that will fix something
that is broken. This is the type that you will create most often and will be
department specific in E&W.

3. Consumer Grev- Elec (Z8) This is a non-maintenance upgrade. This

maintenance type will help to the consumer to create and check if they find
any kind of the discrepancy in the electric bill.

4. Telephone Exchange (TE) This type is maintenance that will fix

something that is related to telephone exchange and needs to be fixed.

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 6
 5. IT and Network Compl (IT) This type is maintenance that will fix
something that is related to IT and network complaint and needs to be
attended on the priority basis so that the internet will be working and no
problem can occur in future.

Procedural Steps

ID: PM Title: Processing Notification Creation

Business process: Maintenance Notification

Transaction code: Menu path: Logistics Plant maintenance
IW21, IW22, IW23, Maintenance Processing Notification Create
IW28, IW29 (General) (IW21)

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 7
Double click and you will get the following screen:

Put the cursor on the Notification Type field and press F4,

Press F4

When you Press F4, the following screen will appear

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 8
Select the required Notification Type and Press F4.

The Following Initial Screen of Creating the Notification Type will appear:

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 9
 Functional
Location
Position

For Residences
Identify the Reference object, which is malfunction (trouble), this can be a functional
location for all the residences or for the department buildings where the problem is
there. Press F4 after clicking on the Functional Location position. The following
screen occurs:

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 10
 Click here and
change the
selection to
Structural Display

The following screen occurs:

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 11
For residences write RES and click on button from where you can select the
residence.
For Departments, enter the department code and click on execute from where you
can give the exact location.
From the structure the exact location or residence where you want to do the
maintenance.

Select the required equipment and click on

The data corresponding to the selected functional location/ equipment will be

automatically filled in the notification screen as shown:

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 12
Change the user status from selecting the user status button and select the
SUBMIT TO E&W Status if it for the residence from the list as shown:
If it is from the department, then the OC In charge needs to submit to the HOD first
and then only the notification will be processed further.

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 13
After selecting the Status click on .

For Residences, once you select the Submit to E&W, click on button to put the
notification in process so that the work can be carried out further.

For Departments: click on button only so that the notification can be processed
further.

Click on button, so that the complaint will be saved and note down the
notification number which will be unique and will be same till the problem is resolved.

Date: 30th July 2016 Prepared By: Anshul Chelawat Page Number : 14