Breakdown Maintenance

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Scenario:

Sometimes, the maintenance work centers need to take immediate action, due to unexpected machine breakdowns, accidents or other malfunctions, even though neither the type nor the scope of the activities required are known.  Maintenance of this nature is referred to as Breakdown Maintenance.

In SAP Plant Maintenance, we can have a process where a production manager or requester will fill out a manual work order form ( ideally the manual form should be identical to the system generated form in SAP ). The technician(s)(mechanic or groups of mechanics) will now execute the job indicated in the maintenance work order form and his findings if any.After all the work is being done, the requester will acknowledge the repairs/work done by the technician. On the next day,the maintenance planner will encode all findings and transactions (like spare parts used, actual duration of the work) in SAP with date based on the Manual Work Order form and performs the technical completion of the maintenance order(TECO). Finance department will run a periodic settlement in which it will post the proper charges to the cost center. After all items are being settled, they fill perform the business completion of the maintenance work order(BUCO) to close the maintenance work order.

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Condition Based Maintenance

ImageScenario:

In the course of an inspection, a system is seen to be in a condition that will require repair in the foreseeable future,  then these findings can be entered as a maintenance notification and passed on to the planning group responsible.

In SAP Plant Maintenance, we can implement a condition-based process where a requester will create a notification in SAP and prints the notification for approval. The engineering manager will then approves the maintenance request made. The maintenance planner will encode the all approved request and prepare for maintenance work order creation. The maintenance planner will now plan,schedule,release(also print) the maintenance work order for corrective maintenance. The technician(s)(mechanic or groups of mechanics) will now execute the job indicated in the maintenance work order form and his findings if any.After all the work is being done, the requester will acknowledge the repairs/work done by the technician. Then, the maintenance planner will encode all findings in SAP and performs the technical completion of the maintenance order(TECO). Finance department will run a periodic settlement in which it will post the proper charges to the cost center. After all items are being settled, they fill perform the business completion of the maintenance work order(BUCO) to close the maintenance work order.

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PM Outline Agreement

ImageIn Plant Maintenance, in every maintenance order process,we do a lot of external services, for instance, Painting Services,Fabrication, even Carpentry; This can be covered by making Outline Agreements.

The outline purchase agreement is often referred to as a blanket or umbrella purchase order. It is basically a long-term agreement between the purchasing department and vendor for material or services for a defined period of time. The purchasing department negotiates with the vendor a set of terms and conditions that are fixed for the period of agreement. A longer-term agreement between a purchasing organization and a vendor regarding the supply of materials or the performance of services within a certain period according to predefined terms and conditions.

There are two types of Outline Agreements:

  • Contract is a type of outline purchase agreement against which release orders (releases) can be issued for agreed materials or services as and when required during a certain overall time-frame.
  • Scheduling Agreement is a form of outline purchase agreement under which materials are procured on predetermined dates within a certain time period.

The Outline Agreement has the following Characteristics :

  • Document header: contains information relating to the entire agreement. For example, the vendor information and header conditions are in the document header.
  • Items: containing the information specific to the relevant material or service. For example:
  • Statistics on ordering activities for the item
    • Quantity or price of the item
    • Conditions, such as quantity discounts and surcharges

    ImageIn a Maintenance Work Order Process, we create Maintenance Order with a Purchase Requisition ( with DIEN material ),create a Contract Based on PR, then Third Party Services will execute the job specified in the order, the Maintenance Planner will inspect the job and Completes the Maintenance Order, Store Clerk will perform Goods Receipt for the Finance department to process the payment.

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Work Clearance / Work Permits

ImageThe Work Clearance or Work Permit is an operational safety barrier to protect against undesired incidents. It is a written document that authorizes specified persons to carry out specified work at a specified time and also describes both the work to be carried out and the requirements, that must be fulfilled.

Work permits are categorized in different levels, depending on risk considerations and the need for coordination and it can be created for a Work Clearance Management relevant order or for one or more operations.

We need Work Permits / Work Clearance for the following:

  •  For the Maintenance Crews who are working in hazardous environments ( i.e high voltage  or radiation exposure )
  •  On Maintenance measures that need to be performed while systems are operational.
  •  On Operation of a technical system that must not be affected in any circumstances.
  •  For Work related illnesses which require special health and safety measures ( i.e LOCKOUT/TAGOUT, fire protection, radiation protection, etc )

With SAP- PM WCM , it will enable us to monitor and control these activities thus ensuring  a safe working conditions for the maintenance technicians.

Below is a sample wherein we can include Work Clearance / Work Permits in Maintenance Order Processing coming from Notification or Maintenance Plan :

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Release of Multiple Purchase Requisitions SAP PM

ImageSCENARIO:

A Maintenance Planner creates a Multiple Maintenance Work Orders with several Non-Stock items (i.e Carpentry Services, Civil Works, etc. )

Instead of releasing them one by one, the Maintenance Planner can use the SAP transaction code ME55.

ImageFrom the report, just indicate the Release group, Plant, and the Materials Planner Controller. You can fill out the other fields if you want a specified number of Purchase Requisitions to appear.After filling out the fields, click on the execute button ( its the clock located on the upper left hand of the report =) ).

ImageTo release the Purchase Requisitions by clicking the release icon ( its the pencil with the check on top). Then click the back button and your done .

Its very simple, don’t you think so?

CANNOT MAINTAIN PM CATALOGS IN THE PRODUCTION SYSTEM?

ImageSCENARIO:

In a company’s Production Server, a Maintenance Planner wants to add a new Catalog in SAP Plant Maintenance using the Transaction Code QS41. But the Maintenance Planner was not successful because it is in Display Mode:

ImageAnd when you try to check your Authorization using the transaction code SU53, the Authority Check failed even if the Authorization team already set it up in your SAP ID Profile.

ImageThe reason it failed because the Maintenance of selected sets specially in QS41 requires transport request. And in the Production System, All Configurations in SAP are CLOSED.

In order to solve this, we should apply the SAP Note 736920 to correct the problem.

 

 

 

 

PLANT MAINTENANCE CATALOGS

ImageA Catalog contains one or more code groups.  A code group is a list of codes such as reason for repair codes or part condition codes.

A catalog contains both code groups and selected sets:

  • A code group contains one or more codes.  Since each code is assigned to a code group, codes are often referred to as “group codes” in SAP.
  • A selected set contains a combination of different codes that originate from different code groups.
  • Codes make up the lowest level of the catalog. Codes are used in both code groups and selected sets.

ImageYou define codes in code groups and use the codes in selected sets (for example, to describe characteristic attributes such as colors, shapes, surface characteristics), defect causes, or usage decisions.

Keep the following points in mind:

  • You need the necessary authorization to perform these functions.
  • The screens may vary slightly depending on the function you are using.
  •   The individual field names may vary slightly.

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CAPACITY REQUIREMENTS PLANNING in PLANT MAINTENANCE ?

ImageIn SAP Plant Maintenance, Capacity requirements planning supports the detailed work scheduling for the individual maintenance Work Centers.

It aims at determining the capacity available at individual work centers and to use it optimally in view of daily requirement changes. They are maximized as far as possible in view of the changing daily requirements. Therefore, it can help us determine which Work Centers and individual persons are available and when assigning them to Maintenance Work Orders and Work Order Operations.

ImageIn Plant Maintenance with relation to capacities, we can do the following:

  • You can assign the work of a whole order to an employee while you enter or process the order.
  • This order-based assignment of work is an alternative to the method of allocating one or more employees to individual operations – although this method will continue to be supported.
  •  Responsible employee in the order header:  With the partner determination procedure you can assign an order to an employee.  You can choose different types of partners but the role must be that of a person.
  • Automatic creation of capacity load for the employee:  For partners of the type Personnel, you can determine in the partner determination procedure that capacity load records are automatically created for the employee.  If an employee has already been entered manually for an operation, this assignment is not overwritten by the automatic assignment.
  • Personnel planning functions for assignment in the order: The following functions are available via help for employee assignment:

– List of employees per work center

– Qualification overview

– Qualification and scheduling overview

– Qualification comparison with reason

– usage list per employee

– Scheduling overview including HR-attendance/absences (holidays, sickness)

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Depending on the business requirement, in Plant Maintenance, we can use the Graphical or Tabular Planning Board or Multi Resource Scheduler ( MRS ) for Work Scheduling.

 

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HOW IS AN EXTERNAL SERVICE TRIGERRED

ImageThe reasons we used External Services or Third Parties are:

  • Missing Qualification: A company’s own labor force is not always qualified to carry out every type of maintenance work.  It is often the case that certain types of work will need to be given to external companies who have focused on this area (for example, lift servicing, the maintenance of air conditioning systems, process control etc.)
  • Unavailable Capacity: External Services or Third Parties can be used to supplement the capacity of the internal labor force (for example during betterment projects, turnarounds, end of the year maintenance etc.)
  • Costs: The question of whether external labor is more cost-effective than internal labor is not simply a case of primary cost comparisons( that is, the amount on the invoice) but also of the secondary cost comparison. That is, the administrative costs associated with managing external companies such as order planning, purchasing, service acceptance, invoice checking etc.

In SAP Plant Maintenance, we can do this by using Control Keys:

ImagePM01: The external service is handheld, via an internal order, like internal work

PM02: the external service is processed with a purchase requisition and an individual standard purchase

PM03: the external service is processed on the basis service items or service specifications and, later on, by service measurements.

 

 

FEATURES OF A MAINTENANCE ORDER

ImageIn SAP Plant Maintenance, the features of a Maintenance Orders are the following:

  • Flexible order processing

Ideally, the maintenance order must be capable of being opened with a minimum data entry (for example, in the case of a malfunction).  On the other hand, there are some business processes in Maintenance, such as revisions, transfers or new constructions, for which the maintenance order should provide a wide range of functionality – working with external companies, network configuration, permit processes, cost statements, material reservations and others.

  •  Object Reference:

The Maintenance order either refers to one specific object or to a group of any number of objects which can be displayed in an object list in the maintenance order.

  • Period of Validity

An individual order is valid for a specific piece of maintenance work only.  In the case of standing order, however, you do not create a new order every time a new piece of work needs to be done.  The standing order is valid for a certain period of time.  It is created to cover minor repairs, and all times and materials are posted to it.

  •  Execution

Maintenance orders are performed by internal company employees or are outsourced to external companies.

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