Introducing Proactive Maintenance (4HI)

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Explain the proactive maintenance (4HI) process

Proactive Maintenance (4HI)

Overview – Proactive Maintenance (4HI)

Maintenance planning is used, if maintenance work is to be carried out regularly. The options time-based, performance—based or the combination of both are available. Maintenance plans include task lists and relevant assets. A task list contains a sequence of work steps which can be carried out internally or externally and to which you can assign spare parts. When scheduling maintenance plans, maintenance orders can be generated. The processing of the maintenance orders supports the phases of the business cycle such as adjustment of planning, approval, preparation, scheduling, execution, post execution, and completion.

Benefits

  • Ensures high availability and utilization of assets
  • Ensures optimal performance of assets
  • Reduces total maintenance costs by minimizing breakdowns

Key Process Flow

Proactive Maintenance – Time-Based

  • Maintain a maintenance strategy
  • Create a task list
  • Create a maintenance plan
  • Schedule a maintenance plan
  • Release a maintenance order for preparation
  • Review maintenance backlog for readiness
  • Schedule a maintenance order
  • Perform time confirmation of pre- and main order operations
  • Perform time confirmation of post maintenance order operations
  • Complete technically

Proactive Maintenance – Performance-Based

  • Maintain a maintenance strategy
  • Create a task list
  • Create a maintenance plan
  • Create a measurement document
  • Schedule a maintenance plan
  • Release a maintenance order for preparation
  • Review maintenance backlog for readiness
  • Schedule a maintenance order
  • Perform time confirmation of pre- and main order operations
  • Perform time confirmation of post maintenance order operations
  • Complete technically

Applicable Process Steps

The following table lists the SAP Fiori apps and business roles that are used in the Proactive Maintenance (4HI) process steps:

Process StepBusiness RoleTransaction/App

Proactive Maintenance - Time-Based Single Cycle Plans

  

Create General Task List

Using task lists, you can centrally define and manage maintenance tasks for your technical objects. General task lists can also help you to prepare maintenance plans and orders.

A task list group combines one or more task lists according to their logical features. Within a task list group, each task list is identified by a group counter. This enables you, for example, to combine several task lists in one group. Within the group, the system allocates a sequential number (the group counter) to each individual task list.

Maintenance PlannerCreate Task List (EAMS_WDA_TL_OIF_V2)

Create Maintenance Plan

Regular activities to be carried out for technical objects can be assigned to maintenance items.

A time-based maintenance cycle needs to be assigned.

Maintenance PlannerCreate Maintenance Plan

Schedule Maintenance Plan

When scheduling a maintenance plan, plan dates and call dates are created/updated. Additionally, call objects such as maintenance orders can be generated.

Maintenance PlannerMass Schedule Maintenance Plans (F2774)
Proactive Maintenance - Time-Based Strategy Plans  

Maintain Maintenance Strategies

A maintenance strategy represents a rule for the sequence of planned maintenance and inspection tasks.

A time-based maintenance strategy contains the maintenance packages that define the cycle in which the tasks must be performed, for example, every 10 days, every 3 months, and so on. It contains additional scheduling parameters such as shift factors, preliminary and follow-up buffers, and hierarchy. Maintenance strategies are required in strategy plans.

For each plant, you may use the same maintenance strategy.

Maintenance PlannerMaintenance Strategies

Create General Task List

Using task lists, you can define and manage regularly performed maintenance tasks for your technical objects. General task lists can also help you to prepare maintenance plans and orders.

Only task lists with an assigned time-based maintenance strategy can be assigned to a maintenance plan.

A task list group combines one or more task lists according to their logical features. Within a task list group, each task list is identified by a group counter. This enables you, for example, to combine several task lists in one group. Within the group, the system allocates a sequential number (the group counter) to each individual task list.

Maintenance PlannerCreate Task List (EAMS_WDA_TL_OIF_V2)

Create Maintenance Plan

Regular activities to be carried out for technical objects can be assigned to maintenance items .

A time-based maintenance strategy needs to be assigned.

Maintenance PlannerCreate Maintenance Plan

Schedule Maintenance Plan

When scheduling a maintenance plan, plan dates and call dates are created/updated. Additionally, call objects such as maintenance orders can be generated.

Maintenance PlannerMass Schedule Maintenance Plans (F2774)
Proactive Maintenance - Performance Based Single Cycle Plan.  

Create General Task List

Using task lists, you can centrally define and manage maintenance tasks for your technical objects. General task lists can also help you to prepare maintenance plans and orders.

A task list group combines one or more task lists according to their logical features. Within a task list group, each task list is identified by a group counter. This enables you, for example, to combine several task lists in one group. Within the group, the system allocates a sequential number (the group counter) to each individual task list.

Maintenance PlannerCreate Task List (EAMS_WDA_TL_OIF_V2)

Create Measurement Document

The Maintenance Planner needs to record the initial reading of a counter assigned to the technical object (equipment / functional location) to be monitored. At least one measurement document is required for scheduling the plan. Once the scheduling is done, regular readings must be recorded in the system by the Maintenance Technician. This process can also be automated my making use of systems which get the reading from technical objects and load to SAP system through interfaces.

Continuous recording of these readings are relevant for accurate determination of maintenance due dates.

Maintenance TechnicianCreate Measurement Document for Technical Object (EAMS_WDA_MD_OIF)

Create Maintenance Plan

Regular activities to be carried out for technical objects can be assigned to maintenance items .

A counter-based maintenance cycle needs to be assigned.

Maintenance PlannerCreate Maintenance Plan

Schedule Maintenance Plan

When scheduling a maintenance plan, plan dates and call dates are created/updated. Additionally, call objects such as maintenance orders can be generated.

Maintenance PlannerMass Schedule Maintenance Plans (F2774)
Proactive Maintenance - Performance Based Strategy Plan  

Create General Task List

Using task lists, you can centrally define and manage maintenance tasks for your technical objects. General task lists can also help you to prepare maintenance plans and orders.

Only task lists with an assigned counter-based maintenance strategy can be assigned to a maintenance plan.

A task list group combines one or more task lists according to their logical features. Within a task list group, each task list is identified by a group counter. This enables you, for example, to combine several task lists in one group. Within the group, the system allocates a sequential number (the group counter) to each individual task list.

Maintenance PlannerCreate Task List (EAMS_WDA_TL_OIF_V2)

Create Maintenance Plan

Regular activities to be carried out for technical objects can be assigned to maintenance items.

A counter-based maintenance strategy needs to be assigned.

Maintenance PlannerCreate Maintenance Plan

Create Measurement Document

The Maintenance Planner needs to record the initial reading of a counter assigned to the technical object (equipment / functional location) to be monitored. At least one measurement document is required for scheduling the plan. Once the scheduling is done, regular readings must be recorded in the system by the Maintenance Technician. This process can also be automated my making use of systems which get the reading from technical objects and load to SAP system through interfaces.

Continuous recording of these readings are relevant for accurate determination of maintenance due dates.

Maintenance TechnicianCreate Measurement Document for Technical Object (EAMS_WDA_MD_OIF)

Schedule Maintenance Plan

When scheduling a maintenance plan, plan dates and call dates are created/updated. Additionally, call objects such as maintenance orders can be generated.

Maintenance PlannerMass Schedule Maintenance Plans (F2774)
Proactive Maintenance - Multiple Counter Plan  

Create General Task List

Using task lists, you can centrally define and manage maintenance tasks for your technical objects. General task lists can also help you to prepare maintenance plans and orders.

A task list group combines one or more task lists according to their logical features. Within a task list group, each task list is identified by a group counter. This enables you, for example, to combine several task lists in one group. Within the group, the system allocates a sequential number (the group counter) to each individual task list.

Maintenance PlannerCreate Task List (EAMS_WDA_TL_OIF_V2)

Create Maintenance Plan

Regular activities to be carried out for technical objects can be assigned to maintenance items .

Counter-based maintenance cycles and/or a time-based maintenance cycles need to be assigned.

Maintenance PlannerCreate Maintenance Plan

Create Measurement Document

The Maintenance Planner needs to record the initial reading of a counter assigned to the technical object (equipment / functional location) to be monitored. At least one measurement document is required for scheduling the plan. Once the scheduling is done, regular readings must be recorded in the system by the Maintenance Technician. This process can also be automated my making use of systems which get the reading from technical objects and load to SAP system through interfaces.

Continuous recording of these readings are relevant for accurate determination of maintenance due dates.

Maintenance TechnicianCreate Measurement Document for Technical Object (EAMS_WDA_MD_OIF)

Schedule Maintenance Plan

When scheduling a maintenance plan, plan dates and call dates are created/updated. Additionally, call objects such as maintenance orders can be generated.

Maintenance PlannerMass Schedule Maintenance Plans (F2774)
Proactive Maintenance - Order Processing  

Screen Maintenance Request

This is Screening phase of the process where the supervisor might need to review the maintenance request. Change responsibility of the requests (if required) and take appropriate decision to proceed with request or reject the request.

Maintenance SupervisorScreen Maintenance Requests (F4605)

Create and Plan Maintenance Order

After a maintenance request is approved, we are in Planning phase of this process. The approved Maintenance Request will be called Maintenance Notification. This process step shows how to convert a maintenance notification into a maintenance order and, provides details about planning the resources for the order.

Order processing helps you to plan maintenance tasks in greater detail. You decide the tasks to be performed and what components (materials) are needed, and so on.
Maintenance PlannerManage Maintenance Notifications and Orders (F4604)

Submit Order for Approval

After you have planned resources for the maintenance order, it can be submitted for approval to the supervisor. This will set the status of the maintenance order to Ready to Prepare subphase.

Maintenance PlannerManage Maintenance Notifications and Orders (F4604)

Approve Maintenance Order (Optional)

This process step enables you to approve a maintenance order from My Inbox (F0862) app.

As per agent determined in the workflow.My Inbox (F0862)

Review and Release Maintenance Order

We are in Ready to Prepare subphase. In this process step, you can review a list of approved maintenance orders and release them for Preparation phase.
Maintenance PlannerManage Maintenance Notifications and Orders (F4604)

Maintenance Backlog Overview

The maintenance order is in Preparation phase now. Maintenance Backlog Overview screen will allow you to view various cards. You can check Maintenance Backlog Card which shows backlog of maintenance orders based on phase or buckets.

Maintenance PlannerMaintenance Backlog Overview (F5105)

Manage Components and Services

With this app, you can view and manage all externally-procured materials and lean services that are required to execute your maintenance orders in a single place.

Maintenance PlannerManage Components and Services (F6178)
Convert Purchase Requisitions to Purchase Orders

This process step shows you how to assign purchase requisitions to a source of supply and to convert assigned source purchase requisitions to purchase orders.

PurchaserManage Purchase Requisitions (F1048)

Goods Receipt for Purchase Order

Here you post the goods receipt for the purchase order.

Warehouse ClerkPost Goods Receipt for Purchasing Document (F0843)

Post Goods Issue

You are now in Execution phase of the process. Here you post the goods issue from storage location.

Warehouse ClerkPost Goods Movement (MIGO)

Submit Order for Scheduling

Once Preparation is done and backlog is reviewed, the order can be set for Ready to Schedule to start Scheduling phase.

Maintenance PlannerFind Maintenance Order (F2175)

Schedule Maintenance Order and Submit it for Execution

In this step, you can schedule the order operations and set the operations ready for execution.

Maintenance PlannerFind Maintenance Order (F2175)

Execute Maintenance Order

In Execution phase, technician will execute Pre and Main operations.

Maintenance TechnicianPerform Maintenance Jobs (F5104A)

Main Work Completed

After execution of Pre and Main work by the Technician, the Maintenance Supervisor will review the work and change the status from Main Work Completed to Post Execution phase.

Maintenance SupervisorFind Maintenance Order (F2175)

Maintain Service Entry Sheet

In this activity, you report the performed services in the service entry sheet.

PurchaserManage Service Entry Sheets - Lean Services (F2027)

Execute Post Work Operations

In this process step the technician will execute post operations activities (if any) and also update the malfunction details and failure data.

Maintenance TechnicianPerform Maintenance Jobs (F5104A)

Review Maintenance Cost

Maintenance planner can review the cost of maintenance orders.

Maintenance PlannerMaintenance Order Costs (F4603)

Technically Complete Maintenance Order

After the required maintenance work has been performed, the maintenance order is set to technically completed and the maintenance notification is set to completed.

The technical completion reduces all the purchase requisitions, open reservations, and capacities still outstanding for the maintenance order.

Nevertheless, the order can continue to receive costs, for example, through invoice receipts for delivered and used materials. However it is blocked for all changes in the processing.

The order settlement transfers the costs incurred that were temporarily collected for the maintenance order, to the recipient, for example, to the cost center for the maintained object. This process step shows you how to technically complete a maintenance order.

Maintenance PlannerFind Maintenance Order (F2175)

Create Supplier Invoice with PO/GR Relation

In this process step you create the invoice with reference to the purchase order.

Accounts Payable AccountantCreate Supplier Invoice - Advanced (MIRO)

Release Supplier Invoice

In this process step you release a blocked supplier invoice.

Accounts Payable AccountantSupplier Invoices List (Version 2) (F1060A)

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