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SAP Plant Maintenance

Work Order Overview

Module 6.0

Version: V1.0 Date: 24/04/2013

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Course ContentTo go directly to a particular section, click on hyperlink

1. Work Order– Definition– Order Type– PM Activity Type (TO Code)– Work Order Process Flow– Menu Path for Create, Change and Display Work Order

2. Display Work Order

3. Work Order Document Flow

4. Work Order Action Log

5. Work Order Status

6. Display Work Order List– List Display using IW39 – List Editing using ZIW38

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Work Order

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Work Order: Definition

A maintenance order helps to plan and manage the execution of maintenance work in SAP.

What is a Maintenance Work Order?

Planning maintenance tasks

Planning the resources (both labour, materials,...)

Monitoring the progress of work

Settling costs of maintenance tasks

Main Features of maintenance work order:

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Work Order: Type

Order Types in SAP:

There are 5 types of Work Order. The Order type determines the origin, the content and other features of the work order.

O1 - Unscheduled work (covers unscheduled regular work orders of a value less than US$50,000 & that are covered in the regular maintenance budget).

O2 - Planned & Scheduled work (covers planned & scheduled regular work orders of a value less than US$50,000 & that are covered in the regular maintenance budget).

O3 - Undertaking Maintenance Work (covers work orders (both unscheduled or planned & scheduled) of a value greater than US$50,000 & that are covered in maintenance budget or are un-budgeted”, for example an incident or claim ).

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Work Order: Type

Order Types in SAP:

O4 - Investment work order(covers work that is subject to budgetary control from investment (capital) expenditure).

O5 - Standing work order (SWO)*(covers on-going work of an minor maintenance nature. They involve limited intervention & coordination with the operations & other departments & by their nature are considered in a very low risk category with regard to work permitting. They are covered in the regular maintenance budget).

*WO type O5 will only be created by the Methods & Reliability dept.

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• The Plant Maintenance activity type is used to further define the nature of work being performed

• This field will be used to define the WBS element(*)

•It is a two character code that is linked to the order type

•Each order type will have its own PM Activity Types (TO Codes)

(*) Classification for Maintenance Cost Reporting.

Definition

Work Order: PM Activity Type / Type of Operation (TO Codes)

Some examples:

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DAILY MEETING - Agree Finish Date

Create Notification Accept

Job?

Approve Job

Request

Operations Maintenance Coordinator

Maintenance leader

Planner Scheduling Area Maintenance

Supervisor

Create Work Order

Plan Work Order

Approve Planning

Schedule Daily Jobs

WEEKLY SCHEDULING MEETING

Produce Weekly

Schedule

NO

End Job

Notification and Work Order: Process Flow

Execute Jobs

Record Labour hoursClose Job

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Use the following transaction path to create, change and display a Work order.

SAP-menu

Logistics

Plant Maintenance

Maintenance Processing

Order

IW31 - Create

IW32 - Change

IW33 - Display

Work Order: Menu Path

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Display Work Order

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Work Order: DisplayUse transaction iW33 to display a Work Order.

Enter Work Order Number

Notification on which the Work Order is based

Required End date from Notification will be copied in Basic

Start and Finish date

Values populated from notification

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Work Order: Display

• All durations are now expressed in hours

Number of people required for the

operation

2 people for 4 hours = 8 hours of work

Operation #

Control key (internal or

external resources

Operational Work center

The Operations tab screen shows the number of operations, control key (internal or external resource) & Operational Work Center.

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Work Order: Display

System Condition

An X is entered in the System Condition column against the operation which when completed allows the equipment to be back in service.

The X is used in the calculation of Maintenance KPI’s .

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Work Order: Display

The Components tab screen shows the List of components required to execute the maintenance task.

Material number

Required Quantity

Operation number to which this

component is linked

Item required is managed in stock. Will create a stock

reservation.

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Work Order: Display

Planned Cost

Actual Cost

• Planned Cost will get updated once the planning is completed.• Actual Costs will get updated after:

Material is withdrawn from stores Actual hours taken to complete the operation is recorded Goods receipt or Service Entry Sheet is posted

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Work Order: Display

Click to “drill” down further

into cost detail

Planned Cost

Actual Cost

Cost posted to the respective cost center (after settlement)

Order balance

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Work Order: Display

WBS Element is populated automatically (except O4 - Investment Maintenance Work Order type)

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Work Order: Display

Planner enters important notes about scheduling constraints

Area Maintenance Leader enters comments here. Example: Comments for Planner, During Planning Approval, etc,.

The Achieved Finishing Date refers to the date on which the equipment was made available to Operations. This field will be populated automatically.

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Work OrderDocument FlowAction LogWork Order Header StatusWork Order Operation Status

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Work Order: Document Flow

It can be accessed by clicking button

Tip!To view a particular document, select it and click on Display document button.

Document flow retains changes made to a Work Order !!

Transaction iW33

Note:The document flow can also be viewed in iW32 (Change order)

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Work Order: Action log

It can be viewed via menu path:ExtrasDocuments for Order

Action logs

Tip!You’ll find the creator’sID here as well.

Action log retains changes made to a Work Order !!

Transaction iW33

Note:The action log can also be viewed in iW32 (Change Order).

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Work Order: Header Status

The Work Order Status indicates the phase of life cycle of the work order. To access the Status, click on the information button.

There are 2 status types:• System status• User status

System status

User status

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System Status:The System Status is set automatically during the different phases of the notification.

Transaction iW33

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Work Order: Header Status

The User Status can be divided into:

Status with status number

Status without status number

(Only one status can be set at a time)These user statuses are normally set automatically by the system.

(More than one status check box can be ticked at the same time)The majority of these user statuses are normally set manually by the user.

To set a status manually the user sets/ticks the suitable status.

User Status:Some user statuses are set automatically and some are set manually.

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The Work Order Operation statuses indicates, in which phase of its life cycle an operation is.

Work Order: Operation Status

Highlight the

operation

Click to view status of the

selected operation

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Work Order: Operation Status

Statuses with status number

Statuses without status number

(Only one status can be set at a time)These user statuses are normally set automatically by the system.

(More than one status check box can be ticked at the same time)The majority of these user statuses are normally set manually by the user.

To set a status manually the user sets/ticks the suitable status.

Some user statuses are set automatically and some are set manually.

There are different types of User Status :

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• CRTD Created• REL Released work order• NMAT Work order without items• MSPT Missing spare parts• PRC Planned costs calculated• MANC Mat. Availability not checked• CSER Error upon cost calculation• PCNF Hours of at least 1 operation are confirmed• CNF All worked hours are confirmed• TECO Order technically closed• NTUP Dates are not updated• SETC Settlement rule created

Work Order: System Status

Main system statuses:

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• RFR Ready to be released• DFD Deferred date• BLCO Block time confirmation• CAN Cancelled work order

User statuses to be set manually:

Work Order: User Status

Automatic user statuses:• PSCH Work order partially scheduled

At least one operation have the status SCH • SCH Work order scheduled

If all operations have the status SCH• FIN Work order executed

If all operations have the status FIN or CNF• CET Critical Equipment Team

If it is identified as Critical Equipment in Functional Location Master data

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Work Order: Process Overview

Area Maintenance Leader Planner and Scheduler

Accounting

Maintenance

Financial closure of

order CLSDCLSD

Ordercreation

Orderplanning

CRTDCRTDINITINIT

Costing

Technical closure of order

TECOTECO

Order release

RELRELCRTDCRTD

RFRRFR

End of order planning

RFRRFR

Print works

Order scheduling

PSCHPSCH

All operations scheduled

?

SCHSCH

No

Yes

PartialINITINIT

INITINIT

Execution of works

CNFCNF

Hour confirmation for completed

operations

Work Completion

Operation 0030FINFIN

Operation 0020Operation 0010

FINFIN

FINFIN

or PSCHPSCHSCHSCH FINFIN

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Display Work Order List

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Work Order List

Use the following transaction path to List Maintenance Work Orders:

Menu SAP

Logistics

PM maintenance

Maintenance processing

Order

Order List

IW39 – Display

ZIW38 – List Editing: Change

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You can search Work Order using various parameters (e.g. Order Status, Order type, Functional Location, Equipment, Planning Plant, etc.)

Note:If you want to search with Functional Location and if you know part of the data, the wildcard ( * ) will help in finding the rest. E.g. AA-861-S1* will find all the notification created against functional locations which begin with AA-861-S1.

Work Order: List Display

Transaction iW39

Execute Order Status: Outstanding

Order Type: O2

Planning Plant: M100

Plant Section: Provide your respective area from the drop down (e.g. A81 for Area 8 ISBL)

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To view the details of Order(s), select the row(s) and click on Order button.

Work Order: List Display

Click to go back to Display PM Order

screen

Select row

List of orders meeting the search criteria is displayed

Display order

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The Work Order search screen contains many fields, so creating a search that will return the required results is very complex.

A comprehensive set of search have been created/ saved which should meet all your search requirements.

These saved searches are called variants and can be retrieved by clicking on the Get Variant Icon.

Transaction ZiW38

Get Variant

Work Order: List Editing using Variant

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Execute

Maintain search value

A81 corresponds to Area 8 ISBLA82 corresponds to Area 8 OSBL

Choose the Variant as per the

requirementChoose

Work Order: List Editing using Variant

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Transaction ZiW38Execute

The screen will be populated with the search parameters of the variant you selected. In this example, Variant AA-A8-310 – Display Work Orders for Area 8 ISBL which are ready for release.

Work Order: List Editing using Variant

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The screen displays the list of PM orders matching the search parameters. To view the details of Order(s), select the row(s) and click on Order button.

Work Order: List Editing using Variant

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