Understanding SAP S/4HANA Cloud, Public Edition for Asset Management

Watch the video to learn more about the master data in asset management.

To run this process you need the following Master Data:

• Functional Location

• Equipment

• Work Center

• Product Master – Spare Parts

• Product Master – Non-Stock Material

• Supplier Master

A functional location represents an area within a system or plant where an object can be installed. Functional locations are created in hierarchical structures and thus allow a functional or process-oriented structuring of your systems.

Note

You can create the functional location master data by using the master data script 3U3 (Create Plant Maintenance Master Data).

Individual maintenance objects are represented by pieces of equipment that are installed at functional locations. The usage times of a piece of equipment at a functional location are documented over the course of time.

Note

You can create the equipment master data by using the 3U3 (Create Plant Maintenance Master Data) master data script.

A work center is where production operations are carried out. For example, a work center may represent a production line, machine, group of machines, employee, or group of employees.

A work center holds information used for capacity planning, such as available capacity; scheduling, such as formula for processing time; and costing, such as cost center. This information is used in task lists and in transactions such as production work orders. Information is specific to a production site – known as a plant.

You can create the work center master data using the master data script BNJ (Create Production Work Center).

Note

You can take advantage of the master data script BNJ (Create Production Work Center) to create the master data for work centers. Though the script is meant to create production centers, the steps to create the plant maintenance work centers are the same, except for the Work Center Category.

The work center category determines which data can be maintained in the master record for the work center. The work centers can be distinguished by their category. For example, production work center, maintenance work center, and service work center.

To create the work center for plant maintenance, use the following Work Center Category:

Work Center Category	Description
0001	Machine
0005	Plant Maintenance

The material or product master contains information about all the physical materials that are procured, produced, stored, and sold. It is also used to manage information about services: for example, for buying and selling services in hours.

The material master holds information such as unique material number, name, material type, unit of measure, descriptions, weight, and dimensions. This material information is used and stored in transactions such as sales orders, deliveries, purchase orders, and goods movements.

As all information for one material is stored centrally, material master information is organized into different views. For example, sales, storage, Material Requirements Planning (MRP), costing, and accounting.

Some information in each material is specific to particular organizational units. For example, a sales description is specific to a sales unit, known as sales area; an MRP controller is specific to a specific site, known as a plant; or some information may be specific to a storage location.

The product master data record holds information regarding data segments relevant for the SAP S/4HANA appliance including Basic Data, Sales Data, Purchasing Data, MRP/Planning Data, Storage Location Data, and Accounting Data.

You can create the Product Master data of type Spare Parts using the master data script 2J7 (Create Product Master of type "Spare Parts" - MDS).

The material or product master contains information about all the physical materials that are procured, produced, stored, and sold. It is also used to manage information about services: for example, for buying and selling services in hours.

The material master holds information such as unique material number, name, material type, unit of measure, descriptions, weight, and dimensions. This material information is used and stored in transactions such as sales orders, deliveries, purchase orders, and goods movements.

As all information for one material is stored centrally, material master information is organized into different views. For example, sales, storage, MRP, costing, and accounting.

Some information in each material is specific to particular organizational units. For example, a sales description is specific to a sales unit, known as sales area; a MRP controller is specific to a specific site, known as a plant; or some information may be specific to a storage location.

The product master data record holds information regarding data segments relevant for the SAP S/4HANA appliance including Basic Data, Sales Data, Purchasing Data, MRP/Planning Data, Storage Location Data, and Accounting Data.

You can create the Product Master data of type Non-Stock Material using the master data script 31Y (Product Master of type "Non-Stock Material" - MDS).

A supplier or vendor is a business partner that delivers and sells goods and services to your organization. A business partner can be a supplier and a customer at the same time: for example, if your supplier also buys goods from you.

A supplier master holds information about the supplier such as their name, address, bank details, tax details, and billing preferences. This supplier information is used and stored in transactions such as purchase orders, goods receipts, and supplier invoices.

Some supplier information is specific to a particular company, known as company code; or purchasing unit, known as purchasing organization; within your organization.

You can create the supplier master data using the master data script BNE (Create Supplier Master).

With the Phase model for maintenance processing, when you create maintenance orders, you can select one of the following new order types:

• Reactive Maintenance: The process that involves this order type allows you to perform maintenance of technical objects whenever a breakdown or a failure occurs. This process helps you reduce an asset’s downtime and increase productivity.

• Proactive Maintenance: The process that involves this order type allows you to prevent the failure or breakdown of an asset by implementing preventive maintenance and using proactive measures. This ensures that the assets are well utilized and are available. It encourages optimal performance of assets and reduces cost by minimizing breakdowns.

• Improvement Maintenance: The process that involves this order type allows you to create and plan improvement orders. An example is redesigning an equipment. This helps to reduce cost and improves the performance of an asset.

• Operational Maintenance: The process that involves this order type allows you to record routine maintenance such as greasing that is done by maintenance or production team. This enables you to reduce cost and track activities which are not part of traditional maintenance process.

• Overhead Maintenance: The process that involves this order type allows you to record activities that are not part of typical maintenance tasks such as training, development, documentation, and so on. This enables you to reduce cost and track activities which are not part of traditional maintenance process.

Then the maintenance order runs through several approval, planning, preparation and execution steps until it is finally completed. The individual phases are divided into subphases which - similar to an overall status - document the progress in the maintenance process. You can filter, sort and group the maintenance orders according to the phases or subphases in several order list views.

The end-to-end maintenance process is divided into nine distinct steps called as Phases. Each phase can have one or more substeps called as subphases.

The phases are pre-defined. Each maintenance process (reactive, proactive,…) has its own phases. Maintenance notifications and orders use the phases. From the phase, a user clearly can determine the current step a particular notification or order is in the end–to–end process.

When you create maintenance requests and maintenance orders with a specific type (Reactive Maintenance, Proactive Maintenance, Improvement Maintenance as well as Operational Maintenance and Overhead Maintenance), these maintenance requests and orders are processed according to the following phases:

• Initiation

• Screening

• Planning

• Approval

• Preparation

• Scheduling

• Execution

• Post Execution

• Completion

Each phase has sub-steps called Sub-Phases to have a granular view of the order or notification. These sub-phases are pre-defined. System automatically determines the phases and sub-phases of a notification, order and operations, as it progresses in the end–to–end process.

Review the above image to understand the sequence of phases and sub-phases that are applicable to the objects in the Maintenance Management Process.

Review the above image to understand the main flows between the different phases and sub-phases applicable to the objects in the Maintenance Management Process.

The SAP Fiori apps applicable for this phase are:

• Create Maintenance Request
• My Maintenance Request

During the Initiation phase, you can create maintenance requests for a technical object such as an equipment or a functional location using the Create Maintenance Request app. You can enter all necessary details to help in screening, processing, planning, and execution of the request. You can also include attachments and links. The app allows you to view open requests of a technical object. Until a maintenance request is submitted, the latest draft is available.

Each maintenance request can be prioritized using one of the two options. You can select a priority from the list or assess priority. The priority assessment is done based on a combination of consequence categories, consequences, and likelihoods. Priorities can be assessed only if prioritization profiles are maintained for a combination of maintenance plant and notification type.

When you submit a maintenance request, the new request is available in My Maintenance Requests app. Only your requests are displayed. The requests are grouped and displayed based on their processing statuses. You can view the requests that you submitted, the requests that have been sent to you by the Maintenance Gatekeeper because information was insufficient, the requests that were rejected, and the requests that have been completed.

If you have a request that requires additional information, edit the request and resubmit it for screening. From this app, you can also navigate to Create Maintenance Request app to create a new request.

The new request moves to the Screening phase where it is reviewed.

The SAP Fiori app applicable for this phase is:

Screen Maintenance Requests

The submitted maintenance request moves to the Screening phase. Here, maintenance requests are screened and accepted.

As a Maintenance Gatekeeper, you can review all the open maintenance requests in the Screen Maintenance Requests app. If information is insufficient, you can send the request back to the initiator. When the initiator provides information and resubmits the request, you can review the request again.

In the Home screen of the app, the maintenance requests are grouped according to their statuses (Open, Accepted, Rejected, Action Required, and Completed). By default, open requests are displayed.

While reviewing a request, you can also edit information related to malfunction, responsibility, priority, and other details. Accepted maintenance requests move to the Planning phase.

The SAP Fiori apps applicable for this phase are:

• Manage Maintenance Notifications and Orders
• Actual Cost Analysis
• Process Maintenance Order
• Phase Control Code

The Planning phase begins when a maintenance request is accepted. The accepted maintenance request is now known as a maintenance notification. As a Maintenance Planner, you can now create and plan orders.

In the Manage Maintenance Notifications and Orders app, maintenance orders can be created for one or more maintenance notifications. Alternatively, you can assign an existing maintenance order to a maintenance notification. Information from the leading maintenance notification is copied into the maintenance order. The quick view for maintenance order allows you to navigate to related apps. Orders can also be created in the Create Maintenance Order app.

In the Change Maintenance Order app, you can add information related to operation, material, labor, services, and cost to plan the order. Only as a Maintenance Gatekeeper, you can change the final due date and priority for the maintenance order.

When you create an order, the order is in the Planning phase and subphase In Planning (Order). Depending upon the configuration of the order type in the SSCUI Activate Workflow for Order Type, an order needs a cost approval. An order can be released without an approval if the order type is not configured for workflow. If the workflow is configured for the order type, the order goes through the workflow steps for approval. If the workflow is configured for automatic approval, then the order is approved immediately. If workflow is set up for manual approval, it will move to the approver's inbox.

You can submit an order for approval from Manage Maintenance Notifications and Orders app and Change Maintenance Order app.

As a maintenance planner, you need to ensure that a maintenance order has all the operations, required components, resources, and documents to perform the maintenance. The system will calculate the planned costs for the maintenance.

If the maintenance order type is configured for cost approval, then the planner will submit the order for cost approval.

The submitted order moves to My Inbox app. When an order is submitted for approval, the phase and subphase of the order are Approval and Submitted for Approval (Order) respectively. If the order is approved, then the subphase of the order is Approved (Order). If the order is rejected, then the subphase is Rejected (Order).

You can release the accepted maintenance orders for preparation. You can edit a rejected maintenance order and submit it for approval. It then moves to the Approval phase.

The SAP Fiori apps applicable for this phase are:

• Manage Workflows for Maintenance Orders
• Manage Teams and Responsibilities
• My Inbox

Maintenance orders are approved through a flexible workflow process in the Manage Workflows for Maintenance Orders app. It is recommended that you configure a generic step condition and specific step sequences. Each step sequence can have step conditions and an approver. Only one workflow is used but each step condition in the workflow is evaluated. If multiple step conditions are true, they are created as approval steps and approval from approver of each step is required.

Orders that are ready for approval are available in My Inbox app. To approve a maintenance order, select the workflow request, review details of the order, enter comments, and approve. You can resubmit rejected orders for approval.

When you approve an order, baseline cost is set to equal to the planned cost. Approved orders can be released. After you release an order, the order moves to Preparation phase.

The SAP Fiori apps applicable for this phase are:

• Manage Maintenance Planning Buckets
• Manage Maintenance Backlog

Once an order is approved for execution and released, it is set to In Preparation and passed to the Preparation phase. In this phase, the maintenance planner divides the maintenance effort into manageable groups, levels out the workload over several weeks, determines the concrete time period for the requested maintenance work and checks the availability of all the resources, spare parts and services needed.

The Manage Maintenance Planning Buckets app aids the maintenance planner in effectively managing the maintenance backlog. Once-off or recurrent planning buckets allow you to organize major maintenance events such as a planned shutdown as well as define weekly maintenance windows for recurrent maintenance work.

The maintenance planner creates maintenance planning buckets and defines the planning bucket scope. This scope includes a specific time period, such as a concrete calendar week, and other important attributes, such as the maintenance planning plant or the main work center. Based on this scope, the system groups maintenance orders and assigns them to the corresponding planning buckets. If the scheduled start and end dates of an order fulfill the selection criteria of an individual bucket, this order is associated with this particular bucket.

When the maintenance planning buckets have been created and maintenance orders have been associated with particular planning buckets, the Manage Maintenance Backlog app provides a list of all the maintenance orders in a specific planning bucket. Here, the maintenance planner can view important order details, such as the order status, the order priority and the final due date. Furthermore, he can check the availability and consumption of the required stock components and non-stock components and consider all the maintenance work that has to be executed and all the external services that have to be procured.

With the help of colored icons indicating the overall readiness of the order, the maintenance planner can identify easily whether the maintenance order is time-critical, whether the required materials and services are available and whether the order has already been submitted for scheduling. They can then take action and manage the availability of certain resources or reschedule the maintenance order by changing the scheduled start and end dates.

Once the maintenance planner is confident that all the required resources will be available on the required dates, they can select individual orders, choose Submit for Scheduling and thereby pass them on to the Scheduling phase.

Once the maintenance planner has selected one or more maintenance orders in the Manage Maintenance Backlog app and chosen Submit for Scheduling, the selected orders with all of their operations are set to Ready to Schedule and passed to the Scheduling phase. During this phase, the maintenance planner or supervisor dispatches the maintenance order, or the individual order operations and suboperations, and thereby confirms that they have been scheduled at the right work center and at the right time.

Note

To be able to dispatch single operations and suboperations individually and level the work center utilization, you need to enhance the core functions of SAP S/4HANA Cloud, public edition with the additional license for Resource Scheduling (RSH).

When individual operations and suboperations are dispatched and as a result set to Ready for Execution, it depends on the execution stage of the operations and suboperations whether the maintenance order itself is passed to the Execution phase:

If only preliminary tasks (operations with execution stage PRE) have been dispatched, the order stays in the Scheduling phase.

As soon as the first main repair task (operation with execution stage MAIN) has been dispatched, the order itself moves to the Execution phase. This phase then is also displayed in the order header.

The SAP Fiori app applicable for this phase is:

Perform Maintenance Jobs

In this phase you perform maintenance of orders.

This is the execution phase. In this phase, a maintenance technician receives all the orders that need to be executed. The technician performs the required maintenance tasks according to the recommendations provided in the order operation. Generally, the technician executes the PRE (preliminary) and MAIN (main) operations for an order in this phase.

After the technician has performed the maintenance task, all the main operations are set to Work Finished. Once the technician completes the assigned PRE and MAIN operation for an order, the supervisor reviews the work and agrees to the completion of the main work. The supervisor changes the subphase of the order to Main Work Completed in the Find Maintenance Order application.

Phase to complete maintenance tasks for an order.

The supervisor changes the subphase of the order to Main Work Completed in the Find Maintenance Order application and the order appears in the post-execution phase. The technician proceeds with the post execution tasks for the order. These tasks include the recording of time spent on post execution operations, preparing malfunction details and failure data, and checking final confirmation of post-execution operations. This activity is performed in the Perform Maintenance Jobs application. The order is set to Work Done.

The supervisor reviews the failure data, maintains cost, and approves the order as technically complete. He can also review the notification status and approves it as completed, if the order has associated notification. All the pending purchase requisitions, capacity outstanding, open reservations are released. The order moves to the Completion phase.

The SAP Fiori apps applicable for this phase are:

• Find Maintenance Order
• Process Maintenance Order

Once all main and post maintenance tasks have been executed, the maintenance order is set to Technically Complete (Order) and thereby passed on to the Completion phase. During this phase, the maintenance planner or financial controller reviews maintenance orders in subphase Technically Complete (Order), settles the orders financially, performs all the necessary tasks and finally changes the corresponding order status to Complete (Business). Thereby, the maintenance order is finally set to the Closed (Order) subphase.

In the Find Maintenance Order app, the maintenance planner can display a list of maintenance orders, filter the list to only monitor orders in the subphase Technically Complete (Order) and perform the following tasks:

Compare the actual costs posted for the maintenance orders with the planned costs or baseline costs.

If you navigate to an individual maintenance order, the Detailed Cost Analysis view in the Costs tab page provides you with a hierarchical overview of all the costs entered and incurred for the individual order operations and suboperations. The system displays the estimated costs entered for the maintenance order for each spend category, as well as planned costs, baseline costs and actual costs that were posted to individual operations and suboperations. For more information, see Analyzing Costs.

If you want to monitor and evaluate estimated costs, baseline costs, planned costs and actual costs resulting from several maintenance orders, you can use the Maintenance Order Costs app.

Check the status of purchase orders for parts and services that have been created for specific maintenance orders.

Check the status of invoices associated with the maintenance orders and ensure that all the invoices are received, checked and paid.

Settle the maintenance orders financially.

After the maintenance planner or financial controller has analyzed the costs, checked open purchase orders and invoices and settled the maintenance orders financially, he sets the maintenance order to Completed (Business). This status prevents further costs from being allocated to the corresponding maintenance order. The system checks whether the completed maintenance order has any open header maintenance notification and sets the corresponding maintenance request to Completed (Request).

Note

If the maintenance order has been set to Do Not Execute orComplete (Business) and you want to set the deletion flag, you can change the system status in the Change MaintenanceOrder app accordingly. The relevant order is then set to theDeletion Flag (Order) subphase and passed on to the Completion phase, provided that it is not yet in this phase.

If the maintenance work that is documented in the order will not be performed due to any reason, the maintenance order can be set to Work Not Performed(Order).

You can use this function to classify operations in task lists and maintenance orders according to their importance over time during the maintenance or repair work. By assigning execution stages, you can group the preliminary work steps, the main work steps and the finishing work steps of the maintenance order and thus closely monitor work progress. A grouping into execution stages made in the task list is copied to the order operations that have been created. In the process, a checkbox in the order header shows whether the maintenance order still contains open main repair work.

In both the task list and the maintenance order, you can assign one of the three execution stages PRE, MAIN and POST to individual operations, thereby determining whether the operation describes preliminary work, main work or finishing work. Preliminary work could be, for example, scaffolding work or the checking and provision of spare parts in the staging area. Finishing work could be, for example, cleaning work or the removal of defective parts into the decontamination area. The system classifies all operations that you create and do not assign to an execution stage as main repair work.

The system deselects the Has Open Main Work checkbox in the order header data when all operations classified as main work have been finally confirmed. According to the value of this checkbox, you can filter the results list in the Find Maintenance Order app to display, for example, all orders for which at least one item of main repair work has not yet been finally confirmed. In addition, the table column Execution Stage in the operation tables and lists allows you to group and evaluate order operations according to the assigned execution stages.

Effects on Existing Data

The new table column, Execution Stage, is available in the Operation Data of the task list and the maintenance order. In addition, the new field Execution Stage in the Operation Details, shows to which execution stage the selected operation has been assigned. You can change this assignment both in the table column and in the selection field.

In the maintenance order header data, the new Has Open Main Work checkbox is available. You can select this as a filter in the Find Maintenance Order app. A new selection field, Execution Stage is available as a filter in the Find Maintenance Task List and Operation and Find Maintenance Order and Operation apps. In the operation list of both apps, you can group the operations in the corresponding table columns according to execution stages and their description. The operation details also show to which execution stage the respective operation has been assigned.

You can block the transition of an order or an operation from one phase to another phase using phase control codes.

For example, John is the maintenance planner of an oil production facility and is responsible for the maintenance of the certain equipment. In this role John creates orders for maintaining the equipments. Some maintenance activities require work permit. John releases the work order but holds the work order from execution till he obtains the work permit. The work order can be scheduled but cannot be executed till John gets the work permit. Once he gets the work permit, he removes the hold on the work order so that it can be executed.

System Statuses can be configured to control the changes of System Statuses. The System Status can be configured so that no transaction can be executed which would result in a change of System Status.

1. Login as Maintenance Planner and navigate to the Maintenance Order detail page using the Find Maintenance Order app. Navigate to Phase Control tab. Phase control codes are automatically set for an order if Set Auto flag was Yes for the phase control code in the configuration.

2. Click on Add to set a phase control code.

3. Select the phase control code and click on Activate to apply the Phase Control code to the maintenance order.

The processing of an order header or operation can be influenced by activating a phase control code so that the transition into the next subphase is blocked. From a technical perspective, a business transaction such as technical completion is triggered against the order header. An active phase control code would block the execution of the appropriated business transaction that would lead to the technical completion. Since the technical completion system status could not be set, the order header remains in the current subphase and will not enter the subphase for technical completion.

Not all phase control codes have been configured to block a business transaction so that those phase control codes will not control the processing of an order header or operation at all. Instead, those phase control codes are just used as a flag to highlight a custom specific information.

Phase control codes can be configured as follows:

• Phase control codes can be defined for order header and operations
• A SSCUI is offered to define those codes and the underlying IMG activity differs to the configuration of user status.
• From a technical perspective, those codes are maintained via a user status profile which is either assigned to an order type or the operations.

A new authorization object has been introduced to control the processing of phase control codes. When configuring a new role, an administrator can issue the appropriated permissions.

Note

For BAdI implementation in the context of releasing a reactive maintenance order consider the following topics:

• Starting with CE 2202, two different flavors of a reactive maintenance order can be distinguished:
  • The standard reactive maintenance order has been introduced with CE 2011 and this order covers the regular reactive maintenance work. Following the standard process, each reactive maintenance order has to be submitted for approval and the approval has to be issued before releasing this order.
  • In the case of an emergency, an order of type reactive maintenance order is generated automatically, but this order will skip certain phases such as the approval phase and the release of this order is triggered automatically.
• Phase control codes that should block the release of a reactive maintenance order should be only introduced for the standard reactive maintenance order, but not for the emergency use case.
  • In the case that an emergency order cannot be released at all, the entire business process of the emergency case will not be initiated. Hence, the corresponding reactive notification and order will be generated due to a failure message that is shown to the user who would like to initiate this process.
  • The custom BAdI implementation should be used to activate a phase control code for the standard reactive maintenance order that will block the order release.

Here are some examples of customers use cases that can be fulfilled by a BAdI implementation:

• For certain technical objects, a permit to work needs to be introduced to prevent the uncontrolled execution of work
• An approval needs to be issued for emergency orders to enable maintenance planner to trigger technical completion of those orders
• Once a maintenance order has been released, the business completion of an order could be triggered before this order has been technically completed.

Consider the following issues regarding OData APIs:

• Starting with CE 2111, an OData API was provided to create an update a maintenance order
• Starting with CE 2202, an OData API is provided to read, activate or deactivate phase control codes on order header or operation.

During the Initiation phase, you can create maintenance requests for a technical object such as an equipment or a functional location using the Create Maintenance Request app. You can enter all necessary details to help in screening, processing, planning, and execution of the request. You can also include attachments and links. The app allows you to view open requests of a technical object. Until a maintenance request is submitted, the latest draft is available.

Each maintenance request can be prioritized using one of the two options. You can select a priority from the list or assess priority. The priority assessment is done based on a combination of consequence categories, consequences, and likelihoods. Priorities can be assessed only if prioritization profiles are maintained for a combination of maintenance plant and notification type.

When you submit a maintenance request, the new request is available in My Maintenance Requests app. Only your requests are displayed. The requests are grouped and displayed based on their processing statuses. You can view the requests that you submitted, the requests that have been sent to you by the Maintenance Gatekeeper because information was insufficient, the requests that were rejected, and the requests that have been completed. If you have a request that requires additional information, edit the request and resubmit it for screening. From this app, you can also navigate to Create Maintenance Request app to create a new request.

The new request moves to the Screening phase where it is reviewed.

The SAP Fiori apps applicable for this phase are:

• Create Maintenance Request (F1511A)

• My Maintenance Request (F4513)

Starting with the Initiation phase of the Reactive Maintenance process, the Create Maintenance Request app allows a technician to easily capture technical objects from mobile devices using QR code and upload a picture directly taken from the mobile device to enhance the failure data. He can also create the maintenance request using the desktop as well.

With this app, you can create maintenance requests. While creating a maintenance request, you can provide relevant information that is required to identify and solve the problem.

The maintenance requests are created in the Create Maintenance Request app. You can view all your maintenance requests and their statuses in My Maintenance Requests app. If you have received any maintenance request that requires additional information, you can enter details and resend the request for screening.

The submitted maintenance request moves to the Screening phase. Here, maintenance requests are screened and accepted.

As a Maintenance Gatekeeper, you can review all the open maintenance requests in the Screen Maintenance Requests app. If information is insufficient, you can send the request back to the initiator. When the initiator provides information and resubmits the request, you can review the request again.

In the Home screen of the app, the maintenance requests are grouped according to their statuses (Open, Accepted, Rejected, Action Required, and Completed). By default, open requests are displayed.

While reviewing a request, you can also edit information related to malfunction, responsibility, priority, and other details. Accepted maintenance requests move to the Planning phase.

The SAP Fiori app applicable for this phase is:

Screen Maintenance Requests (F4072)

The submitted maintenance request moves to the Screening phase. Here, maintenance requests are screened and accepted. As a Maintenance Supervisor, you can review all the open maintenance requests in the Screen Maintenance Requests app. In the home screen of the app, the maintenance requests are grouped according to their statuses (Open, Accepted, Rejected, Action Required, and Completed). By default, open requests are displayed.

With this app, you can screen and accept maintenance requests.

While reviewing maintenance requests, you can edit details. If information in the maintenance request is insufficient, you can send the maintenance request back to the initiator for additional information. If all the required information is available in the maintenance request, you can accept the request.

You can view status of a maintenance request along with other details such as priority of the maintenance request, breakdown and malfunction details, and so on.

The Planning phase begins when a maintenance request is accepted. The accepted maintenance request is now known as a maintenance notification. As a Maintenance Planner, you can now create and plan orders.

In the Manage Maintenance Notifications and Orders app, maintenance orders can be created for one or more maintenance notifications. Alternatively, you can assign an existing maintenance order to a maintenance notification. Information from the leading maintenance notification is copied into the maintenance order. The quick view for maintenance order allows you to navigate to related apps. Orders can also be created in the Create Maintenance Order app.

In the Change Maintenance Order app, you can add information related to operation, material, labor, services, and cost to plan the order. Only as a Maintenance Gatekeeper, you can change the final due date and priority for the maintenance order.

When you create an order, the order is in the Planning phase and sub-phase In Planning (Order). Depending upon the configuration of the order type in the SSCUI Activate Workflow for Order Type, an order needs a cost approval. An order can be released without an approval if the order type is not configured for workflow. If the workflow is configured for the order type, the order goes through the workflow steps for approval. If the workflow is configured for automatic approval, then the order is approved immediately. If workflow is set up for manual approval, it will move to the approver's inbox.

You can submit an order for approval from Manage Maintenance Notifications and Orders app and Change Maintenance Order app.

As a maintenance planner, you need to ensure that a maintenance order has all the operations, required components, resources, and documents to perform the maintenance. The system will calculate the planned costs for the maintenance.

If the maintenance order type is configured for cost approval, then the planner will submit the order for cost approval.

The submitted order moves to My Inbox app. When an order is submitted for approval, the phase and sub-phase of the order are Approval and Submitted for Approval (Order) respectively. If the order is approved, then the sub-phase of the order is Approved (Order). If the order is rejected, then the sub-phase is Rejected (Order).

You can release the accepted maintenance orders for preparation. You can edit a rejected maintenance order and submit it for approval. It then moves to the Approval phase.

The SAP Fiori apps applicable for this phase are:

Manage Maintenance Notifications and Orders (F4604)

With this app, you can manage maintenance notifications and maintenance orders. You can create orders for maintenance notifications and assign existing orders to notifications. Each order has a header notification. The notification from which an order is created becomes its header notification and inherits its data.

This app is available with the role SAP_BR_MAINTENANCE_PLANNER. You can:

• Get a combined view of Maintenance Notifications and Maintenance Orders

• Create maintenance order for maintenance notifications

• Assign maintenance notifications to existing maintenance order

• Mass change capabilities for maintenance notifications and orders

• Submit work orders for approval

• Release work orders for preparation

• Unassign maintenance notifications from work orders

Note

By default only Maintenance Notifications of type Y1 (Reactive Work) are displayed. In this app, you can only view notifications of new scope items (4HH, 4HI, 4VT, 4WM). This app does not display notifications of old scope item (BH1, BH2 and BJ2)

Maintenance orders are approved through a flexible workflow process in the Manage Workflows for Maintenance Orders app. It is recommended that you configure a generic step condition and specific step sequences. Each step sequence can have step conditions and an approver. Only one workflow is used but each step condition in the workflow is evaluated. If multiple step conditions are true, they are created as approval steps and approval from approver of each step is required.

Orders that are ready for approval are available in My Inbox app. To approve a maintenance order, select the workflow request, review details of the order, enter comments, and approve. You can resubmit rejected orders for approval.

When you approve an order, baseline cost is set to equal to the planned cost. Approved orders can be released. After you release an order, the order moves to Preparation phase.

The SAP Fiori apps applicable for this phase are:

• Manage Workflows for Maintenance Orders (F4989)

• Manage Teams and Responsibilities (F2412)

• My Inbox - Maintenance Management (F2953)

With this app, you can manage the approval workflow for maintenance orders. As a configuration expert, you can configure workflows to optimize the approval process for maintenance orders. If a workflow with one or more steps is activated and the configured start conditions are fulfilled, the approval process is initiated.

With this app, you can manage teams or team members associated with certain functions. You can identify which function can be performed by which member. The teams and team members can be mapped as responsible for an activity type, for example, in a process step of a workflow scenario.

In Asset Management, teams and responsibilities are used in workflow scenarios. There are five fixed functions to model cost approval authority in a company. The five functions are:

• Cost Approval Level 1

• Cost Approval Level 2

• Cost Approval Level 3

• Cost Approval Level 4

• Cost Approval Level 5

You can use either teams or functions in agent determination of the workflow.

Using Functions in Workflow

You can see the pre-delivered functions when you select role in agent determination of a workflow. When a maintenance order is submitted for approval, the system determines approvers based on the functions configured in the workflow rule. For example, when you set up a team with several team members each having different cost approval functions. System will determine the team members who are eligible to approve based on the function configured in the workflow rule.

Using Teams in Workflow

You can see the teams you configured when you choose team in agent determination of a workflow. When a maintenance order is submitted for approval, the system determines approvers based on the team configured in the workflow rule. For example, when you set up a team with several team members each having different cost approval functions. System will determine the team and send the order for approval to all team members in the team irrespective of their functions.

With this app, you can approve or reject maintenance orders.

When defining the approval workflows for maintenance management the following points are very important.

A Business Process Configuration Expert determines the level of Automation:

• Dynamic Start Conditions.
• Setup Approval Rules without programming skills.
• N-step Approval.

A Business Process Configuration Expert defines Responsible Team:

• Separated Approval Workflows for different planning plants / planning groups.
• Dynamic Approver Determination.

Here you can see the various steps that are required to setup the Cost Approval of maintenance orders. This is available only with new scope items (4HH, 4HI, 4VT and 4WM).

To Activate the Workflow for Maintenance Orders:

1. Open the Manage Your Solution app with the role SAP_BR_BPC_EXPERT.
2. Select Application Area Asset Management, Sub Application Area Maintenance Management, and Item Name Order Processing.
3. Select Step Activate Workflow for Maintenance Orders.
4. Set Appr Reqd flag to Yes.

Note

If you have activated both old and new scope items, then you will see all the order types. However, system ignores the flag for order types of the old scope items (BH1, BH2 and BJ1) and does not trigger any workflow.

By default, Appr Reqd flag is set to Yes for the combinations of order types YA01, YA02, YA03, YA04 and YA05 and plants 1010 and 1710.

1. In Responsibility Management, a team category represents a business process (Procurement, Sales and Distribution, Maintenance and so on). SAP provides the current list of team categories. Team Category Maintenance Planning and Execution (MAINT_P_E) represents Asset Management business process.
2. A business process could comprise subprocesses which are represented as team types. SAP provides the current list of team types. Team type Maintenance Team (MAINT_P_E) represents Maintenance teams.

To define a team and its responsibilities:

1. Open the Manage Teams and Responsibilities app with the role SAP_BR_BPC_EXPERT.
2. Create a new team for the Cost Approval through which you can group responsible members with appropriate definitions for responsibilities.
3. Assign the team members functions which uniquely describe the cost approval limits. You can use functions and responsibility definitions as a selection criteria for agent determination in workflow.

Team attributes are represented as Responsibility Definitions. A responsibility definition is a name-value pair that can be used to query teams. For example, you can define a team which is responsible for Plant = 1010, Planner Group = CK1 and Main Work Center = RSH_MECH.

SAP provides the following attributes of a Maintenance Order for defining the responsibilities of a team:

• Company Code
• Main Work Center
• Activity Type
• Planner Group
• Maintenance Planning Plant
• Maintenance Plant
• Order Type
• Responsible Work Center

1. Team Members perform various tasks. A team member is a business user (i.e., a business partner associated with a SAP user) with a role Employee (BUP003), Service Provider (BBP005) or Freelancer (BBP010)
2. You cannot assign a business user, whose Status is:
   1. Blocked
   2. Marked for Archiving
   3. Business Purpose Completed
3. Tasks are represented as member functions. Member functions and responsibility definitions are mapped to SAP delivered team categories and inherited by team types. For Asset Management, following functions are delivered:
   1. Cost Approval Level 1
   2. Cost Approval Level 2
   3. Cost Approval Level 3
   4. Cost Approval Level 4
   5. Cost Approval Level 5

   You can use the above functions to model $ limit approval levels of various team members.

   You cannot define your own member functions for team category MAINT_P_E.

4. Team owners :
   • define and maintain the team header
   • define responsibility definitions
   • add / replace team members and
   • assign functions to a set of members at a time

• You need not define the exact $ approval thresholds (or limit) of members. A function represents an approval hierarchy level in the organization.
• You can configure either function or the team as an agent in the workflow.

The follow steps show you how to manage the workflows for Maintenance Orders.

1. Open the Manage Workflows app with the role SAP_BR_BPC_EXPERT.
2. Use this app, to create an Approval Workflow and define:
   • Specify the validity dates.
   • Start conditions. For example, a workflow rule is valid only for a specific planning plant and planning group. The workflow will be processed only if all the preconditions are met.
   • Define the number of approval steps (each step determines the possible approvers (agents or recipients)).
   • Specify additional pre-condition for each step. For example, approval step 3 is only required if the value of the order is greater than $100,000.

Only active workflows are considered by the workflow process.

Once an order is approved for execution and released, it is set to In Preparation and passed to the Preparation phase. In this phase, the maintenance planner divides the maintenance effort into manageable groups, levels out the workload over several weeks, determines the concrete time period for the requested maintenance work and checks the availability of all the resources, spare parts and services needed.

The Manage Maintenance Planning Buckets app aids the maintenance planner in effectively managing the maintenance backlog. Once-off or recurrent planning buckets allow you to organize major maintenance events such as a planned shutdown as well as define weekly maintenance windows for recurrent maintenance work.

The maintenance planner creates maintenance planning buckets and defines the planning bucket scope. This scope includes a specific time period, such as a concrete calendar week, and other important attributes, such as the maintenance planning plant or the main work center. Based on this scope, the system groups maintenance orders and assigns them to the corresponding planning buckets. If the scheduled start and end dates of an order fulfill the selection criteria of an individual bucket, this order is associated with this particular bucket.

When the maintenance planning buckets have been created and maintenance orders have been associated with particular planning buckets, the Manage Maintenance Backlog app provides a list of all the maintenance orders in a specific planning bucket. Here, the maintenance planner can view important order details, such as the order status, the order priority and the final due date. Furthermore, he can check the availability and consumption of the required stock components and non-stock components and consider all the maintenance work that has to be executed and all the external services that have to be procured. With the help of colored icons indicating the overall readiness of the order, the maintenance planner can identify easily whether the maintenance order is time-critical, whether the required materials and services are available and whether the order has already been submitted for scheduling. They can then take action and manage the availability of certain resources or reschedule the maintenance order by changing the scheduled start and end dates.

Once the maintenance planner is confident that all the required resources will be available on the required dates, they can select individual orders, choose Submit for Scheduling and thereby pass them on to the Scheduling phase.

The SAP Fiori apps applicable for this phase are:

• Manage Maintenance Planning Buckets (F3888)

• Manage Maintenance Backlog (F4073)

• Maintenance Backlog Overview (F5105)

A planning bucket is a logical container to group maintenance orders so that a planner is supported to manage their maintenance backlog.

A planning bucket is defined by the following selection criteria:

• Maintenance Planning Plant
• A time period that is compare to the scheduling dates of each maintenance order
• Main work center or maintenance planner group
• Maintenance Plant or maintenance plant section
• Technical object

Two different types of planning buckets are offered:

• Once-off planning buckets help you to group orders for a particular event
• Recurrent planning bucket might be defined as weekly maintenance windows

The collaboration between maintenance and production teams becomes easier if both refer to the same bucket. A planning bucket and the associated maintenance orders are then evaluated in the Manage Maintenance Backlog application.

With the Manage Maintenance Planning Buckets (F3888), you can create maintenance planning buckets that aid you in effectively managing your maintenance backlog. The app supports the maintenance planner in the Maintenance Order Preparation phase to level out the work load over several weeks, determine the concrete time period for the requested maintenance work and check the availability of all the resources, spare parts and services needed.

By defining maintenance planning buckets, you can divide the maintenance effort into manageable groups based on their scope. The scope of a planning bucket includes time, but also other important attributes of the maintenance jobs such as the maintenance planning plant or the main work center.

You can create once-off or recurrent planning buckets. Once-off planning buckets help you to organize a planned shutdown or overhaul of an entire plant section, for example. For planning recurrent maintenance work, such as weekly maintenance windows as agreed with the production team, you can use recurrent planning buckets.

When the maintenance planning buckets have been created and maintenance orders have been associated with particular planning buckets, you can manage your maintenance backlog. From a particular planning bucket, you navigate to the list of all the maintenance orders associated with this planning bucket. Here, you can view important order details, such as the order status, the order priority and the final due date. Furthermore, you can check the availability and consumption of the required stock components and non-stock components and consider all the maintenance work that has to be executed and all the external services that have to be procured.

You can view all maintenance orders automatically assigned to a particular planning bucket according to their scheduling dates and to the attributes fitting in the scope of the planning bucket.

This application is provided via Business Catalog SAP_EAM_BC_PLNBKTS_MNG_PC. This business catalog belongs to the Maintenance Planner role.

With this app, you can view a list of all maintenance orders automatically associated with a specific maintenance planning bucket according to their scheduled start date, their scheduled end date and to the attributes fitting in the scope of the maintenance planning bucket. You can view important order details, such as the order status, the order priority and the final due date. Moreover, you can check the availability and consumption of the required stock components and non-stock components and you can view all maintenance work and external services that have to be executed.

The maintenance planner launches this application mainly during the preparation phase of those maintenance orders that are associated with a certain planning bucket.

During the planning phase, the maintenance planner plans the work and finally submits this order for approval. After the approval has been granted, a maintenance planer will release the order so that this order enters the preparation phase.

The following actions are triggered from this application:

• The maintenance planner submits a maintenance order for scheduling so that a scheduler will dispatch the planned work later on. In this context, the maintenance planner considers the following aspects:

  • After a maintenance order has been released, the procurement process is initiated. Starting with the generation of purchase requisitions resulting from the non-stock component, lean services or a service assigned to operations of that order. Here, the maintenance planner monitors whether the purchase order has been already created and whether the delivery dates will match the requirement dates.
  • For stock components, a maintenance planer monitors whether the committed quantity match planned quantity as defined in an operation of that order.

• The maintenance planner changes the scheduling dates of a maintenance order by assigning this order to the previous or next bucket.

  The final due date of each order is evaluated and the corresponding traffic light indicates whether this order requires a high attention.

The content of the Manage Maintenance Backlog application is derived from the associated maintenance orders that refer to the selected planning bucket. The content of this application is divided into five tabs:

• Orders tab: Identify time-critical maintenance work by monitoring the final due date.

• Stock Components tab: Check the availability and consumption of the required stock components.

• Non-Stock Components tab: Check the availability of the required non-stock components.

• Services tab: Check the availability of the required external services including lean service.

• Resources tab: Check the work progress by evaluating the forecast work, the actual work and the remaining work.

As prerequisite for this application, planning buckets should be created. For recurrent planning buckets, the configuration of the reference planning bucket should define at least some buckets in advance.

With this app, you can view a list of all maintenance orders automatically associated with a specific maintenance planning bucket according to their scheduled start date, their scheduled end date and to the attributes fitting in the scope of the maintenance planning bucket. You can view important order details, such as the order status, the order priority and the final due date. Moreover, you can check the availability and consumption of the required stock components and non-stock components and you can view all maintenance work and external services that have to be executed.

This app provides a single screen view to the maintenance planner where they can see the details of the maintenance backlogs (orders/notifications) of the planning buckets they have chosen to view based on the values provided in the filter section.

The landing page of the has a user interface with a filter section and two separate cards.

The following filters are available in the filter section for this app:

• Planning Bucket Template: Indicates the base planning bucket to be used in the app. The filter has a F4 value help with certain standard search options to locate a specific bucket of users choice.
• Past Buckets: Indicates the number of buckets in the past with reference to the base planning bucket.
• Future Buckets: Indicates the number of buckets in the future with reference to the base planning bucket.
• Phase: Indicates the phases which can be additionally selected to filter the entries.

The following cards are available in this app:

• Maintenance Backlog card: The maintenance backlog card has a dropdown with four options to group the chart by:

  • Phase

    The phase category displays the various maintenance backlogs (orders/notifications) based on the phase in which they are in.

    A navigation is enabled for the phase dropdown. By clicking on the stack bar, it navigates to the respective app showing the exact orders and/or notifications respectively. For example on click of phase 3, the navigation happens to the Find Maintenance Orders apps list view, and the relevant orders are displayed in the result area of the list view.

  • Priority

  • Order/Notification Type

  • Activity Type

  The Priority, Order/Notification Type and Activity Type categories are used to display the backlogs based on the activity type, backlog type and priority respectively. There is no navigation supported for these categories.

• The Quick Links card: The Quick Links card is an easy to use card with which a user can navigate to the specific app (without any filters). It’s a simple navigation. The apps currently supported in this card are:

  • Screen Maintenance Requests

  • Manage Maintenance Notifications and Orders

  • Find Maintenance Orders and Operation

  • Find Maintenance Order

Once the maintenance planner has selected one or more maintenance orders in the Manage Maintenance Backlog app and chosen Submit for Scheduling, the selected orders with all of their operations are set to Ready to Schedule and passed to the Scheduling phase. During this phase, the maintenance planner or supervisor dispatches the maintenance order, or the individual order operations and sub-operations, and thereby confirms that they have been scheduled at the right work center and at the right time.

Note

To be able to dispatch single operations and sub-operations individually and level the work center utilization, you need to enhance the core functions of SAP S/4HANA Cloud, public edition with the additional license for Resource Scheduling (RSH).

When individual operations and sub-operations are dispatched and as a result set to Ready for Execution, it depends on the execution stage of the operations and sub-operations whether the maintenance order itself is passed to the Execution phase.

If only preliminary tasks (operations with execution stage PRE) have been dispatched, the order stays in the Scheduling phase.

As soon as the first main repair task (operation with execution stage MAIN) has been dispatched, the order itself moves to the Execution phase. This phase then is also displayed in the order header.

In this phase you perform maintenance of orders.

This is the execution phase. In this phase, a maintenance technician receives all the orders that need to be executed. The technician performs the required maintenance tasks according to the recommendations provided in the order operation. Generally, the technician executes the PRE (preliminary) and MAIN (main) operations for an order in this phase.

The various process subphases for an operation and an order are as mentioned in the following table:

After the technician has performed the maintenance task, all the main operations are set to Work Finished. Once the technician completes the assigned PRE and MAIN operation for an order, the supervisor reviews the work and agrees to the completion of the main work. The supervisor changes the sub-phase of the order to Main Work Completed in the Find Maintenance Order application.

The SAP Fiori apps applicable for this phase is:

Perform Maintenance Jobs (F5104A)

Note

Please mind that SAP Fiori App My Maintenance Jobs (F5104) is outdated as of SAP S/4HANA Cloud, public edition 2111

With this app, as a Maintenance Technician, you can review all the dispatched order operations and sub operations and continue to perform the maintenance task or job assigned to you or your work center (team). The app appears in the Maintenance Job Lists section on the SAP Fiori Launchpad. The app contains all the information required to perform the job such as related details, reference documents, and materials.

Key Features:

• Identify essential tasks that need to be performed.

• Self-assign jobs that are yet to be assigned.

• Provides all information required to perform a job.

• Record the progress of the work being performed.

• Provides easy visualization of the amount of work being performed.

• Provides view of confirmation data.

• Record malfunction information.

In addition, the app supports the following technical features and options:

You can use the Responsibilities filter within the app to view the jobs assigned to you or your work center (team).

• Mine and My team's: This filter shows all the operations that belongs to your team and are already assigned to you or any other team member. It excludes all the operations that are yet to be assigned to anyone from your team.

• Mine only: This filter lists all the jobs that have been assigned to you.

• Mine and to be assigned in my team: This filter lists all the jobs that have been assigned to you or that still have to be assigned to members of your work center (team). Hence, the Assigned To column in the list appears with your name or will appear empty.

• My team’s only: This filter lists all the jobs that have been assigned to the team members of your work center (team) excluding the jobs assigned to you.

• To be assigned in my team: This filter lists all jobs that belongs to your work center (team) but still have to be assigned to you or any other team members.

Note

To add yourself to a team, access the Personalization app on the SAP Fiori Launchpad. Enter your work center details in the Organization section of the app.

The support execution of preventive and corrective order types has been enhanced as follows and therefore allows a Maintenance Technician to perform their job more efficiently:

• Jobs can be filtered for all the supported order types.
• Subphase is available for the order types which support Phase model. Order without phase model will not have subphase available.
• System Status is available at the operation level:
  • Maintenance orders which does not supports phase model will be available in the list for execution once order is released.
  • Maintenance orders which supports phase model will be available once the operations are dispatched for execution.

By default, jobs with the following process subphases are listed for maintenance:

• Ready for Execution: These are jobs that still have to be performed.

• Work in Execution: These are jobs that are still being performed.

• Work Paused: These are jobs that are paused.

• Work Finished: These are jobs that have already been performed.

Jobs are listed according to their schedules. The job with the latest schedule appears at the top of the list.

An order can have operations in different execution stages. These stages can be PRE (preliminary), MAIN, or POST.

You can perform the following actions on a job:

• Assign to Me: This action allows you to assign one or more jobs that are in the execution phase.

• Start: This action allows you to notify that a job is in the process of execution. The status of the subphase changes from Ready for Execution to Work in Execution. The action is enabled only for technicians to whom the job is assigned and the job is in the Ready for Execution subphase.

• Pause: This action allows you to pause a job. The subphase status changes from Work in Execution to Work Paused. The action is enabled only if work is being executed.

• Resume: This action allows you to resume execution of a job that is paused. The button to perform this action appears only if the job is paused.

• Work Done: This action is selected only after completion of a job. The subphase status changes to Work Done.

• Record time: This action allows you to record the time that you or any other team member has spent on a job.

Each order has a bar code. This option enables you to scan the order details using a barcode scanner and software which can help to increase efficiency and improved operations. The graphical view representing the amount of work done for an operation is displayed at the top of the Details page.

The other features available are as follows:

• Suboperations: You can visualize suboperations associated with the operation.

• Malfunction: This feature allows you to share observations about the condition of the technical object that is being maintained and report any damages, associated causes, and activities performed. This section is enabled only if the order has an associated notification.

  The machine learning feature in the Add Malfunction Details → Damage Details section provides appropriate damage code and object part as part of the value help. You can view the proposed damage code and object part for an existing maintenance order. The damage code and object part suggestions are based on the information available for the notification, such as notification type, description, plant, functional location, equipment number short text, and long text. Additionally, object part is also one of the influencing factor for predicting damage code.

• Components: This feature displays the different materials that are required to perform the maintenance task for an order. You can now perform actions like Post, Return and Add Measurements:

  • The Post action allows you to issue goods

  • The Return action allows you to return goods.

  • The Add Measurements button allows you to save measurement results for an object.

• Attachment: This feature contains various reference documents corresponding to the order. You can download and view attachments associated to operation, order, equipment and functional location.

Maintenance orders without phase model will also have action buttons to Start, Pause, Record time set the job as Work Done etc. similar to the orders which supports phase model.

Subphase is available for the maintenance order types which supports Phase model. Order operations without phase model will only have system status information.

Work start and Work End details can be added by the maintenance technician while doing the time recording.

• By default, The earliest start date value mentioned in the order is used as the work start date.
• If the earliest start date is in future, the current date is taken as the work start date.
• For subsequent confirmations, the end date for the last confirmed operation is taken up as the start date for the subsequent operation.
• The current date is also taken as the end date for the work.

The measurement reading can now be recorded in either the Current Reading or the Reading Difference field.

The functionality of Perform Maintenance Jobs has been enhanced as follows:

• Create follow on notification
• Assign unplanned components
• Additional filters on list page for equipment and functional location
• Additional fields on record time popup
• Create measurement document: stop navigation in error state

Maintenance Technician can create Follow On Notification with the app Perform Maintenance Jobs e.g. if damages of a technical object have been discovered during an inspection. This notification can be the basis of a following maintenance process.

The functionality to add unplanned components when confirming maintenance work with the SAP Fiori App Perform Maintenance Work has been enhanced.

• Filters for Functional Location will search for the jobs which are also valid for the pieces of equipment for which the particular Functional Location is immediate superior functional location in the equipment hierarchy.
• Filter for Equipment will search for jobs valid for the piece of equipment at Order / Operation level respectively

• Maintenance technician can provide the posting date while posting time confirmation

• Maintenance technician can also now provide the details of reason for varying from planned efforts.

Create measurement document: stop navigation in error state: Unless the technician corrects the errors in the measurement reading for one technical object association level, they can’t move to the others.

The supervisor changes the sub-phase of the order to Main Work Completed in the Find Maintenance Order application and the order appears in the post-execution phase. The technician proceeds with the post execution tasks for the order. These tasks include the recording of time spent on post execution operations, preparing malfunction details and failure data, and checking final confirmation of post-execution operations. This activity is performed in the My Maintenance Jobs application. The order is set to Work Done.

The supervisor reviews the failure data, maintains cost, and approves the order as technically complete. He can also review the notification status and approves it as completed, if the order has associated notification. All the pending purchase requisitions, capacity outstanding, open reservations are released. The order moves to the Completion phase.

Once all main and post maintenance tasks have been executed, the maintenance order is set to Technically Complete (Order) and thereby passed on to the Completion phase. During this phase, the maintenance planner or financial controller reviews maintenance orders in sub-phase Technically Complete (Order), settles the orders financially, performs all the necessary tasks and finally changes the corresponding order status to Complete (Business). Thereby, the maintenance order is finally set to the Closed (Order) sub-phase.

In the Find Maintenance Order app, the maintenance planner can display a list of maintenance orders, filter the list to only monitor orders in the sub-phase Technically Complete (Order) and perform the following tasks:

Compare the actual costs posted for the maintenance orders with the planned costs or baseline costs.

If you navigate to an individual maintenance order, the Detailed Cost Analysis view in the Costs tab page provides you with a hierarchical overview of all the costs entered and incurred for the individual order operations and sub-operations. The system displays the estimated costs entered for the maintenance order for each spend category, as well as planned costs, baseline costs and actual costs that were posted to individual operations and sub-operations. For more information, see Analyzing Costs.

If you want to monitor and evaluate estimated costs, baseline costs, planned costs and actual costs resulting from several maintenance orders, you can use the Maintenance Order Costs app.

Check the status of purchase orders for parts and services that have been created for specific maintenance orders.

Check the status of invoices associated with the maintenance orders and ensure that all the invoices are received, checked and paid.

Settle the maintenance orders financially.

After the maintenance planner or financial controller has analyzed the costs, checked open purchase orders and invoices and settled the maintenance orders financially, they set the maintenance order to Completed (Business). This status prevents further costs from being allocated to the corresponding maintenance order. The system checks whether the completed maintenance order has any open header maintenance notification and sets the corresponding maintenance request to Completed (Request).

Note

If the maintenance order has been set to Do Not Execute or Complete (Business) and you want to set the deletion flag, you can change the system status in the Change Maintenance Order app accordingly. The relevant order is then set to the Deletion Flag (Order) sub-phase and passed on to theCompletion phase, provided that it is not yet in this phase.

If the maintenance work that is documented in the order will not be performed due to any reason, the maintenance order can be set to Work Not Performed(Order).

The SAP Fiori apps applicable for this phase are:

• Find Maintenance Order (F2175)

• Find Maintenance Order and Operation (F2173)

• Process Maintenance Orders (W0017)

With this app, you can list the maintenance orders in your system and find the one you need. You can do this either by filtering the list according to various properties or by using a free-text search. You can display a single order to view its properties, assigned notifications, operations, and attachments.

Maintenance Planners can monitor maintenance orders throughout the different phases of maintenance management. They can search for maintenance orders by their phase and sub-phase. By changing the status of the order, they can shift the order to the next phase. Further, they can dispatch the Order Operations, in case RSH is not used for dispatching.

This app is available for the Maintenance Technician and Maintenance Planner roles. They can:

• Find maintenance orders by phase and sub-phase.

• Display maintenance orders with their phase and sub-phase.

• Change the status of maintenance orders: New status changes to support the Phases in Maintenance Management.

• Dispatch order operations, in case RSH is not used.

• Mass status change and mass dispatch.

• Display Phase Controls on the Order Object Page.

Note

The sub-phase filter, as well as phase and sub-phase as output in the list report, will only be available, if there is at least one order of new scope items (4HH, 4HI, 4VT, 4WM) in the system. The filter, as well as the output is not supported by orders of old scope items (BH1, BH2 and BJ2).

The Dispatch Operations action, will only show up, if there is at least one order of new scope items (4HH, 4HI, 4VT, 4WM) in the system. The action is not supported by orders of old scope items (BH1, BH2 and BJ2). The Dispatch Operations action is only active, in case RSH is not used for scheduling and dispatching. Per definition, this is the case, if no user is assigned to a Work center in RSH.

Note

Phase and sub-phase on order, as well as operation level, will only be available, for orders of new scope items (4HH, 4HI, 4VT, 4WM).

Note

If phase controls are set, they prevent changing the status of an order or order operation from one sub-phase to another. After setting a phase control code, it needs to be reset, to allow the status change which it is blocking. Setting and resetting phase controls can be done in the Change Maintenance Order App.

Phase controls on order, as well as operation level, will only be available, for orders of new scope items (4HH, 4HI, 4VT, 4WM).

• Display maintenance orders by using free text search or by filtering for parameters, such as type, priority, dates, and statuses.

• Search for maintenance orders.

• Select several maintenance orders and change the responsibility, such as the person responsible or the main work center.

• Display a single maintenance order.

• Show the details of the related notification and the operations of the maintenance order.

• Show general information about the maintenance order, such as long text, work center, and location data.

• Show the operations and sub-operations of the maintenance order.

• Show the organizational data for the maintenance order, such as company code and cost center.

• Show the estimated, planned, and actual costs for the maintenance order for each value category.

• List the attachments of the maintenance order.

• Complete the order from technical and business perspective and cancel these completions.

• Block the processing of the maintenance order.

• Release the maintenance order.

With this app, you can list the orders and their operations in your system. You can find the one you need by filtering the list according to various properties or by using a free-text search.

The SAP Fiori app Find Maintenance Order and Operations (F2173) has been enhanced to perform mass changes of Maintenance order operations. The mass change will be executed through a background job to prevent any performance or timeout issues, as the selected records in some cases may be quite large. Users can track the progress of the background job via navigation to the Application log app. The status of update of each order will be provided by detailing the result of the update as Success or Error along with a description of the reason for an error.

A simulation mode is available in the mass change action. The user can choose to simulate the changes before deciding to save them to the database.

The key benefits can be summarized as follows:

• The new action Edit Operations helps the maintenance planner to make multiple changes to operations data at once.
• The Simulate option allows the maintenance planner to identify if changes will be executed without any errors. Through the messages in the logs, they can understand the reason for the errors (if any) and correct the data before scheduling an active run.

Note

Phase and sub-phase will only be available, for operations of orders of new scope items (4HH, 4HI, 4VT, 4WM).

If phase controls are set, they prevent changing the status of an order or order operation from one subphase to another. After setting a phase control code, it needs to be reset, to allow the status change which it is blocking. Setting and resetting phase controls can be done in the Change Maintenance Order App.

Phase controls on order, as well as operation level, will only be available, for orders of new scope items (4HH, 4HI, 4VT, 4WM).

• List maintenance orders and operations.

• Filter maintenance orders and operations by various parameters such as type, status, and priority.

• Search for orders and operations.

• Display quick views with details of the maintenance order or the related technical object.

• Display the amount of work needed for the listed operations.

• Export the search result table and the tables of the maintenance order operation to downloadable spreadsheet files.

• Navigate to the order, or to the technical object of the order.

• Add individual time confirmations.

• View time confirmations for an order and operation.

• Download a template to record collective time confirmations.

  Note

  It is recommended that you use this template to avoid errors while uploading time confirmations. Do not change the template by deleting or reordering columns or by changing the format of the cell. The system reads time confirmations until it encounters the first blank row in the spreadsheet.

• Verify and upload collective time confirmations.

  Note

  It is recommended that you post the time confirmations as a background job. Select the Post Immediately check box to post as a background job.

  It is recommended that you upload less than a hundred entries at a time.

  The uploaded time confirmations are available in the Create Time Confirmations app where you can post them.

• Upload collective time confirmations as background jobs by selecting the Post Immediately checkbox. Choose the application log ID to view details.

Three apps are provided for processing a maintenance order:

• Create Maintenance Order

• Change Maintenance Order

• Display Maintenance Order

As a Maintenance Planner, you can create and change orders when a malfunction is detected to define in detail the maintenance tasks that are to be performed on the technical object. You can create a maintenance order for a specific notification or create the maintenance order directly with or without reference to an existing order. When creating or changing a maintenance order, you can either assign existing task lists and notifications or create new ones for the order.

In the maintenance order, you provide all the information needed to plan and execute the maintenance work. This includes start and finish dates, location information, planned materials and production resources/tools. The system supports you in finding the relevant technical object, choosing the required materials and checking their availability, scheduling the job, and determining the costs.

If you have the Maintenance Planner business role, you can perform the following tasks:

• Create a maintenance order directly or for a specific notification.

• Create a maintenance order using a template (or reference order) and use checkboxes to specify which data you want to be copied from the reference order to the new order.

• Assign existing task lists and notifications to the order and open the task lists and notifications that are assigned to the order.

  You can specify that the status of notifications should depend on the status of the orders to which they are assigned.

• Print shop papers along with the attachments of the order. All the shop papers are treated as job cards and are available for the maintenance technician to physically print the documents. This action changes the status of the order and its operations to Transferred to Job List (TTJL) and results in the order appearing as a job in the job list. When the maintenance worker selects the corresponding job in the job list and chooses to display the job card, the system retrieves the data of all the shop papers that were printed using the backend print function and generates a single PDF document for each of the shop paper and associated attachments.

  The maintenance planner decides the shop papers that are available for a maintenance technician to physically print them. They can view the shop papers determined by the system relevant for the job and trigger print (which doesn’t physically print the documents but stores them in background so that a technician can physically print them). The following shop papers are available for printing:

  • Job Card: The job card is a PDF document that provides you with all the information you need to perform a job: what you must do (operations and tasks), where you must do it, and so on. The job card contains the data of existing shop papers such as operation control ticket, time ticket, and pick list.

  • Operation Control Ticket: The operation control ticket is a PDF document that provides you with a complete overview of the operation.

  • Material Issue Slip: Material issue slips authorizes you to withdraw the materials required for the order from the warehouse. A separate material issue slip is printed for each material component.

  • Pick List: The pick list is a document for the warehouse clerk containing the materials required for each operation in the order.

  • Time Confirmation Ticket: The time confirmation ticket is a means of entering work times and settling labor costs to cost centers or cost objects. A time ticket is printed for all the operations. It is assumed that only one technician is working per operation and hence a single time ticket is printed for an operation.

  • Confirmation Completion Slip: On the completion confirmation slip, you can enter the relevant confirmation data for each operation, if they themselves do not have authorization to use the system. The entries on the tickets are then recorded centrally in the system

  You can view and print attachments related to the following:

  • Order header

  • Operation

  • Equipment or functional location

  The attachments from the equipment or functional location are displayed based on the following logic:

  Scenario	Equipment	Functional Location	Result
  1	Attachments are available	Attachments are not available	The attachments from the equipment are displayed.
  2	Attachments are not available	Attachments are available	The attachments from the functional location are displayed.
  3	Attachments are available	Attachments are available	The attachments from the equipment are displayed. The attachments from the functional location are not displayed.

• Specify the technical object by using hierarchical structure lists that also provide you with information about assigned materials and components.

• Display, create, and assign documents at header level and operation level.

• Create and change order operations and sub-operations and explain the work steps that need to be carried out by entering a short description. You can determine dates, capacity requirements, and costs of the maintenance work and choose the required materials using a catalog.

• Use the scheduling function to determine the actual execution dates, the capacity requirement needed to execute the order, and the date on which a particular material should be available.

• Determine costs and run cost simulations.

• Use system statuses and user statuses to document the progress of the repair work and specify which activities the system or users can carry out for an order or an operation.

• For inspection rounds, enter technical objects and assemblies at operation level and assign measuring points as production resources/tools to the technical objects.

If you have the Maintenance Technician business role, you are only able to view the information stored in the order by accessing the Display Maintenance Order app and can perform the following tasks:

• Display the technical object that is assigned to the order.

• Display assigned task lists and notifications.

• Display assigned documents at header level and operation level.

• Display order operations and sub-operations and view the work steps that need to be carried out. View dates, capacity requirements, and costs of the maintenance work as well as the required materials and the date on which a particular material should be available.

• View system statuses and user statuses that document the progress of the repair work.

In a minor work, you create a maintenance request with Minor Work as the notification processing context. The minor work maintenance request will be accepted as soon as you submit it. You can record malfunction details and complete the maintenance request.

If you have the required authorization, you can create a minor work when:

• You observe maintenance issues during regular inspection which can be fixed immediately.

• A maintenance order is not required for the maintenance request.

• The maintenance request does not need to be planned or approved.

• You are able to create a minor work maintenance request, record the malfunction details, and complete the maintenance request

To create a minor work, follow these steps:

• Go to the Create Maintenance Request App
• Create a maintenance request with Minor Work as the notification processing context. The maintenance request is immediately accepted
• Go to the Accepted tab in the My Maintenance Requests app and select the minor work (02). To locate the minor work with ease, you can filter by notification processing context
• Choose the Malfunction Details button. Enter the damage details, cause, activity, and malfunction data and submit the details.Before completing it, choose the minor work and review the malfunction details in the object page
• Choose the Complete Notification button. Enter the reference date and time to complete the notification

To create a minor work, you need to ensure that the business catalog SAP_EAM_BC_EXCP_MREQ_MNG_PC (EAM - Maintenance Notification Exception Process) is assigned to your role. This catalog has the restriction type Notification Processing Context (IEXCP_MN). If you have maintained 02 (minor work) in the restriction type, you will be able to create maintenance requests for minor work. This catalog has been assigned to the business role templates Maintenance Planner and Maintenance Supervisor.

A maintenance planner, can analyze the cost details of maintenance orders using the Change/Display Maintenance Order Web-Dynpro app.

Cost element hierarchies are used to determine a Spend Category for the cost elements. Therefore, you must enter the relevant cost element hierarchy, the company code and the ledger in the Default Values of your Settings on the Fiori Launchpad.

With SAP S/4HANA Finance, all actual costs are persisted in a single database table ACDOCA so that the concept of Universal Journal Entry Line Items have been introduced. A similar concept was introduced for planned costs that are persisted in another database table ACDOCP.

• If you edit or display maintenance orders on the SAP Web UI for Plant Maintenance, a Detailed Cost Analysis view has been introduced to display all cost related line items individually. The displayed information can be used for reporting purposes because each line item is shown separately.
• The same costing data is consumed by another application, i.e. Maintenance Order Costs, but the shown data is aggregated so that the maintenance planner is enabled to analyze the costing related data more efferently.

The following maintenance costs can be compared:

• Estimated Cost: Is determined by the planner based on his/her experience.
• Baseline Cost: Once the order has been approved, the baseline cost is determined and remains static.
• Planned Cost: Is derived from the planned consumption of components or services.
• Actual Cost: Is derived from the actual consumption of components or services.

The following application logic is applied:

• Estimated Cost: you have to enter the estimated cost before the maintenance order is released, i.e. no changes afterwards.
• Baseline Cost: represents a snapshot and remains static.
• Planned Costs: changes to a maintenance order impacting the planned cost results in new data entries persisted into the ACDOCP database table. The previous persisted records will be deleted.
• Actual Costs: In general, entries in the ACDOCA table are persisted once and will not be updated at all. In the case that multiple time confirmation would be posted for the same operation, the same number of records would be persisted in this table.

With this app, you can monitor and evaluate estimated costs, baseline costs, planned costs and actual costs resulting from current maintenance orders. It enables you, for example, to compare planned costs or baseline costs with actual costs caused by maintenance orders of a specific order type during a selected time period.

The Maintenance Order Costs app is provided via Business Catalog SAP_EAM_BC_MP_ORD_DSP_PC. This business catalog belongs to the Maintenance Planner role and is available for the new scope items (4HH, 4HI. 4VT and 4WM).

Filters allow you to analyze estimated costs, baseline costs, planned costs and actual costs in a specific time frame from different perspectives such as the order type, the responsible cost center, the main work center or the maintenance activity type. A condensed view enables you to identify and compare relevant areas within data sets using data visualization and business intelligence. On the other hand, you can also navigate directly to significant single maintenance orders. All this can be done seamlessly within one page that combines transactional and analytical data using chart and table visualization.

In this app, cost element hierarchies are used to determine a Spend Category for the cost elements. Costs associated to cost elements that are not inserted in the respective cost element hierarchy are not considered in the Analyze Maintenance Order Costs app. Therefore, you must enter the relevant cost element hierarchy, the company code and the ledger in the Default Values of your Settings on the Fiori Launchpad.

A relative date function is defined as a mandatory filter in this application. SAP provides pre-defined date functions that are displayed in the input help of the Relative Date Function filter field.

As an analytical list page, this application enables maintenance planners to monitor and evaluate maintenance related costs.

The following maintenance costs can be compared:

• Estimated Cost: Is determined by the planner based on his/her experience.
• Baseline Cost: Once the order has been approved, the baseline cost is determined and remains static.
• Planned Cost: Is derived from the planned consumption of components or services.
• Actual Cost: Is derived from the actual consumption of components or services.

In contrast to the detailed cost view embedded in the Web-Dynpro Application Change/Display Maintenance Order, this application aggregates the individual line items to present an overview of the transactional data. This application provides you information to the following questions:

• Was the maintenance order well planned so that additional resources have not been entered after the order was approved?
• Does the actual cost match the planned cost?
• This application also offers a seamless navigation to a detailed view of the selected maintenance order.

Note

Using the app on mobile devices with small displays is not recommended due to usability issues. Small displays require condensing the complex data and relevant information to such a degree that it might be difficult to work with the app efficiently.

In this app, cost element hierarchies are used to determine a Spend Category for the cost elements. Therefore, you must enter the relevant cost element hierarchy, the company code and the ledger in the Default Values of your Settings on the Fiori Launchpad. You can also provide this mandatory data on a popup each time you open the app. Costs associated to cost elements that are not inserted in the respective cost element hierarchy are not considered in theAnalyze Maintenance Order Costs app.

If you want to use customer-specific cost element hierarchies, you as an Overhead Accountant can use the Edit Cost Element Groups app to create customer-specific cost elements and then the Set Report Relevancy app to enable the hierarchy for replication. In the next step, you can replicate the cost element hierarchy into a runtime repository using the Replicate Runtime Hierarchy app.

In the Maintenance Order Costs app, you must select a relative date function for the cost analysis. Relative date functions can specify a single date (for example, the first day of the previous month) or a date range (for example, the entire previous quarter). SAP provides pre-defined date functions that are displayed in the input help of the Relative Date Function filter field.

However, the Analytics Specialist can create additional custom date functions in the Manage Date Functions app. Any custom date functions that the Analytics Specialist creates becomes available for the relative date selection in any app with the corresponding filter field.

Failure Codes are used to document a failure in a consistent way using predefined categories.

Failure Code data can be used to:

• Identify trends and gather statistics about asset failures.
• Help identify where to invest in reliability programs, for example:
  • Optimize maintenance strategies using advanced methodologies like RCM and FMEA.
  • Perform detailed root cause analysis.
  • Improve standard operating procedures (SOPs).
  • Repair vs. Replace.

Damage Codes can be recommended based on the problem description in the notification during post execution.

1. Click on the tile Intelligent Scenario Management.
2. Use the scenario PREDICTDAMAGECODE which is pre-delivered by SAP.

The scenario is based on a SAP pre-delivered empty model which can be trained with customer data.

It is possible to exclude specific notifications by adding Training Filters. For the Training Parameters a default is provided. However, it is also possible to fine tune the machine learning model by changing the training parameters. The official documentation about the training parameters can be found on the SAP Help Portal: https://help.sap.com/viewer/2cfbc5cf2bc14f028cfbe2a2bba60a50/2.0.05/en-US/83da92d218404d0d9886bf215b2c7958.html 

If the model is trained with historic notifications it can be activated by clicking on the model and pressing the activate button.

Now you can use the model in the Perform Maintenance Jobs (F5104A) - Fiori App. If the model is now used in the Perform Maintenance Jobs application, a proposal is made for the damage code based on the problem description and further attributes. 

Access to business applications is controlled by role-based authorization management. You assign Business Roles to Business Users, and the roles provide access to business tasks. Business Users are defined as employees, contractors, or other individuals who need access to the SAP S/4HANA Cloud, public edition system.

A Business Role is assigned to a Business User to grant permission to access applications in SAP S/4HANA Cloud, public edition. One or more Business Catalogs have been assigned to a Business Role. Business Catalogs include access to one or more applications, dashboards, or displays of data. Administrators can control visibility to the data granted through the catalog by applying General Restrictions to Business Catalogs. By maintaining access restrictions, you can define the subset of all existing business objects a user can view (read) or edit (write) when working with a particular business role.

The Business Catalog defines which access categories are available (Value Help, Read, Write) and for which fields restriction values can be maintained. The fields vary depending on the catalog, because they are based on the fields within the apps in the catalog. The Business Role aggregates restrictions for all Business Catalogs.

Administrators define a restriction based on a supported field: for example, company code, country, controlling area, and so on. Supported restriction fields vary depending on the Business Catalog, because they are based on the fields within the apps in the catalog. You can restrict data access for the Value Help, Read, and Write, separately. Read access always includes Value Help access, and Write access always includes Read access.

Collects, reviews, and prioritizes all maintenance requests from different sources and ensures that they contain all the relevant information required so that the problems can be solved quickly.

Note

Please mind that, the terms Maintenance Supervisor and Maintenance Gatekeeper are used synonymously.

Carries out preliminary costing, work scheduling, material provisioning, resource planning, and if necessary, requests permits to ensure that maintenance activities can be performed most efficiently and safely.

• Creates maintenance orders

• Reports malfunctions

• Maintains maintenance strategies

Performs and confirms planned and unplanned maintenance work on machines, equipment, and facilities efficiently and safely.

• Releases maintenance orders

• Creates task lists for equipment

• Repairs malfunctions

• Creates maintenance plans

• Schedules maintenance plans

• Releases preventive maintenance orders

• Prints job cards

• Confirms maintenance orders

• Review costs on maintenance orders

• Completes maintenance orders technically

Defines which maintenance orders must be completed in what time frame, assigns the required resources, and if necessary, collaborates with other teams, such as production and operations, to ensure that maintenance activities can be performed.

Informs the maintenance department when a malfunction or exceptional situation occurs and describes the technical problem of the machine, piece of equipment, facility, or other asset.

The other roles that are required to execute the maintenance business processes are:

• Warehouse Clerk (SAP_BR_WAREHOUSE_CLERK)

  Executes daily warehouse operations, such as carrying out stock transfers, analyzing stock-out situations, and reverse material documents.

• Purchaser (SAP_BR_PURCHASER)

  Ensures that demands of materials and services are fulfilled by creating and monitoring purchase orders.

• Accounts Payable Accountant (SAP_BR_AP_ACCOUNTANT)

  Carries out the most important functions in accounts payable accounting with a special focus on creation and execution.

• Inventory Manager (SAP_BR_INVENTORY_MANAGER)

  Manages inventory regarding quantity and value.

• Project Manager Commercial Services (SAP_BR_PROJ_MANAGE_COMM)

  Manages execution of commercial projects ensuring scope, time, budget, and client satisfaction.

The spaces mode was introduced to provide more flexibility which apps are shown on a page. An administrator can now assign pages defined for specific user groups delivered by SAP or they can create own user-group specific pages. By this, a page should show less apps that are more precisely adapted to your needs.

In general, the handling is the same, the new spaces layout offers most of the options you already know from the home page. Yet, there are some differences:

• The most important one is that the navigation bar on top shows the groups in the home page mode but the space name in the spaces mode. In the home page mode you go to a group on the home page when clicking on a name. In the spaces mode you go to a different page in another space if you have more than one assigned space.
• The spaces mode does not support links instead of tiles.
• There are some changes in the personalization options and some features are not supported in spaces mode.

You can personalize your launchpad by adding more groups and apps, removing those that you don't need, and reorganizing the groups according to the way you want to work.

• Display Technical Object

• Process Technical Object

• Find Technical Object

• Process Object Network

• Process Linear Reference Pattern

• Display Serial Numbers

• Display Measuring Point

• Process Measuring Point

• Process Measurement Document

• Display Master Data Information Center

• Manage Technical Object BOMs (F6070)

The SAP Fiori app "Find Technical Object" (F2072) has been enhanced to perform mass changes of Equipment and Functional locations for the scope items 4HH, 4HI, 4VT and 4WM. The Mass change will be executed through a background job to prevent any performance or timeout issues, as the selected records in some cases may be quite large. Upon successful completion of the background job, the application log will be provided to the maintenance planner detailing the result of each recorded update as Success or Error along with a description of the reason for an error.

As an inventory manager or warehouse clerk, you can use this app to display a list of the serial numbers assigned to a material. The list reflects the serial numbers of the materials according to the last posted Goods Movement. You can sort and filter this list according to your needs. You can then export the list. This app is accessible through the Stock – Single Material and Stock – Multiple Materials apps.

You can use this app to:

• Display a list of serial numbers assigned to a material, plant, storage location, stock type, special stock or batch.

• Search for a specific serial number.

• Export a list of serial numbers.

• Filter, sort, and group your results list according to your needs.

This app uses the C_MaterialSerialNumber CDS view.

Maintenance Planners can display and create Equipment/Functional Location BOMs with Manage Technical Objects BOM (F6070) app.

It comprises the following features:

• Various selection criteria e.g. Technical Object, Plant, BOM Usage
• Result list displays the main information available for BOMs
• Creation of Equipment and Functional Location BOMs
• Access and definition of links e.g. access the Asset Viewer, display Technical Objects

• Request Maintenance (F1511)

• Report and Repair Malfunction (F2023)

• Process Maintenance Notifications

• Manage Notification List

• Find Maintenance Notification (F2071)

• Display Maintenance Order

• Manage Maintenance Order List

• Manage Maintenance Notifications and Orders (F4604)

• Manage Orders and Notifications in Information Center (W0019)

• Output Management for Maintenance Orders

• Find Maintenance Order Confirmation

• Maintenance Planning Overview

• Schedule Material Availability Check (F2465)

• Display Job List (W0016)

• Create Time Confirmations

• Confirm Jobs (W0020)

• Perform Maintenance Jobs (F5104A)

You can use this app to request maintenance work or repairs on a technical object. While creating a maintenance request, the app helps you to provide the relevant information required to solve the problem quickly. You enter important information such as the technical object, the location where the problem occurred, the effect on safety or environmental compliance, as well as a detailed description of the problem. A questionnaire ensures that you describe the problem without omitting important information.

By launching the second tile provided for this app, you open a notification list for monitoring all the submitted maintenance requests. The list provides you with a quick overview so you can easily track the status of the notifications. You can use the search function and filters to determine which notifications are displayed.

This app is available for the employee (maintenance) role.

Two tiles Request Maintenance and Monitor Maintenance Requests are provided for this app.

By launching the Request Maintenance tile, you can:

• Create a maintenance request with all the relevant information required.

• Find the affected technical object using the type ahead search.

• Use a questionnaire for the long text to provide the most important information about the problem.

• Attach pictures or descriptions of the damage.

By launching the Monitor Maintenance Requests tile, you can:

• Get a quick overview of maintenance requests and their current status by viewing a list of notifications.

• Narrow the scope of the notification list by using filters. You can use the default filters or add additional ones.

• View the date monitor symbols to quickly detect time issues and monitor the progress of the notifications.

• Get the relevant contact information about the person who reported the malfunction and the person who created the notification.

• Personalize the table by choosing which table columns are shown and how table entries are sorted.

• Navigate to the details of a notification and edit it if necessary.

• Tailor the app to your needs and save the combination of filters and table personalization as a variant.

• Save your personalized variants as tiles on your home page from which you can access the notification list directly.

Task List tab is enabled now for Screen Maintenance Request app and you can assign / unassign task list now. This is available for Asset Management in SAP S/4HANA Cloud, public edition 2202.

This app can be used to easily report that a technical object has a malfunction, plan the required repair work, as well as document and confirm the maintenance work when it is done.

While creating a malfunction report, the app helps you provide all the relevant information required to solve the problem quickly. You enter important information such as the technical object, the location where the problem occurred, the effect on safety or environmental compliance, as well as a detailed description of the problem. Furthermore, the app supports you when planning your repair work. This includes gathering information about the affected technical object and any repair work that has been recently carried out, searching for the required spare parts and checking if they are in stock, as well as assigning the work centers involved. Once you have finished the repair work, you can provide information about the malfunction and the job, confirm your job, and close the malfunction report.

You can also get a quick overview of all the malfunction reports or all the work items assigned to you and their current status. You have the possibility to personalize the list of reports, view the status of the jobs, and navigate to the job details. There you can start working on the jobs assigned to you and confirm them.

This app is available for the Maintenance Technician role.

Three apps are provided for processing a maintenance notification:

• Create Maintenance Notification

• Change Maintenance Notification

• Display Maintenance Notification

These apps are available for the Maintenance Technician and Maintenance Planner roles.

You can use these apps to easily report a malfunction or a problem in a technical system. You can do this by creating a notification in which you specify the technical object, describe the malfunction, and enter the activities to be performed.

In addition, you can describe the causes by using codes, confirm the time spent on each activity, print out job papers, and create, change, and display notifications as a maintenance planner and as a maintenance technician.

Depending on your role, you can:

• Specify the technical object by using hierarchical structure lists that also provide you with information about assigned materials and components.

• Describe the breakdown in detail and create tasks and activities to be performed.

• Describe the damages and causes by choosing appropriate codes.

  By doing the above, you can ensure that issues are entered in a standardized way and can be evaluated automatically.

• Upload and attach documents to add further information to the notification.

• Confirm the time spent on each activity after you have completed your work.

• Print out the shop paper of the notification physically or virtually on the job card and transfer the notification to the job list.

• Open QuickViews to get relevant information about maintenance documents, technical objects, materials, and long texts without having to navigate away from the screen on which you are working.

You can use this app to list the maintenance notifications in your system and find the one you need. You can do this by filtering the list according to various properties or by using a free-text search. You can perform predefined quick actions on one or more notifications and display a single notification to view its properties, its assigned technical object and maintenance order, and its attachments.

This app is available for the maintenance technician and maintenance planner roles.

• List maintenance notifications.

• Filter maintenance notifications by various parameters such as type, priority, date, and status.

• Search for notifications.

• Display quick views with details of the related maintenance order or technical object.

• Put in process, complete, or postpone notifications.

• Select several maintenance notifications and assign them to an existing maintenance order.

• Select several maintenance notifications and make the system create one new maintenance order for each of them.

• Select several maintenance notifications and make the system create a single maintenance order for them with a header notification.

• Select several maintenance notifications and change the responsibility such as the person responsible or the main work center.

• Select several maintenance notifications and set, overwrite, or clear the values of the scheduling-related fields such as the priority, the required start date, and the required end date.

• Display a single notification.

• Show details of the related technical object and maintenance orders.

• Display general information about the notification such as long text, work center, and location data.

• Display scheduling information for the notification such as completion and reference dates and times.

• Display the malfunction information such as start dates, end dates, and breakdown duration.

• Display the items, tasks, and activities in the notification.

• Export the search result table and the tables of the maintenance notification to downloadable spreadsheet files.

• List the attachments of the notification.

• Display the relevant maintenance plan and item.

Three apps are provided for processing a maintenance order:

• Create Maintenance Order

• Change Maintenance Order

• Display Maintenance Order

As a Maintenance Planner, you can create and change orders when a malfunction is detected to define in detail the maintenance tasks that are to be performed on the technical object. You can create a maintenance order for a specific notification or create the maintenance order directly with or without reference to an existing order. When creating or changing a maintenance order, you can either assign existing task lists and notifications or create new ones for the order.

In the maintenance order, you provide all the information needed to plan and execute the maintenance work. This includes start and finish dates, location information, planned materials and production resources/tools. The system supports you in finding the relevant technical object, choosing the required materials and checking their availability, scheduling the job, and determining the costs.

If you have the Maintenance Planner business role, you can perform the following tasks:

• Create a maintenance order directly or for a specific notification.

• Create a maintenance order using a template (or reference order) and use checkboxes to specify which data you want to be copied from the reference order to the new order.

• Assign existing task lists and notifications to the order and open the task lists and notifications that are assigned to the order.

  You can specify that the status of notifications should depend on the status of the orders to which they are assigned.

• The attachments from the equipment or functional location are displayed based on the following logic:

  Scenario	Equipment	Functional Location	Result
  1	Attachments are available	Attachments are not available	The attachments from the equipment are displayed.
  2	Attachments are not available	Attachments are available	The attachments from the functional location are displayed.
  3	Attachments are available	Attachments are available	The attachments from the equipment are displayed. The attachments from the functional location are not displayed.

• Specify the technical object by using hierarchical structure lists that also provide you with information about assigned materials and components.

• Display, create, and assign documents at header level and operation level.

• Create and change order operations and sub-operations and explain the work steps that need to be carried out by entering a short description. You can determine dates, capacity requirements, and costs of the maintenance work and choose the required materials using a catalog.

• Use the scheduling function to determine the actual execution dates, the capacity requirement needed to execute the order, and the date on which a particular material should be available.

• Determine costs and run cost simulations.

• Use system statuses and user statuses to document the progress of the repair work and specify which activities the system or users can carry out for an order or an operation.

• For inspection rounds, enter technical objects and assemblies at operation level and assign measuring points as production resources/tools to the technical objects.

If you have the Maintenance Technician business role, you are only able to view the information stored in the order by accessing the Display Maintenance Order app and can perform the following tasks:

• Display the technical object that is assigned to the order.

• Display assigned task lists and notifications.

• Display assigned documents at header level and operation level.

• Display order operations and sub-operations and view the work steps that need to be carried out. View dates, capacity requirements, and costs of the maintenance work as well as the required materials and the date on which a particular material should be available.

• View system statuses and user statuses that document the progress of the repair work.

You can improve the quality of information in a bill of materials using the information collected in a maintenance order as follows:

• Preserve components and materials used while executing the work as a bill of materials.
• Collect information for non-stock parts used in the order and store it in the bill of materials.
• Update the bill of materials if there is unplanned consumption of material.

On the page of the selected maintenance order, select the Material Overview tab, then select Manage Bill of Material.

A new dialog window is presented providing the list of items included in the material movements for the maintenance order on one side, and the items included in the bill of material on the other.

To select a bill of material to update or to create a new bill of material, enter the following:

1. Bill of Material Type
2. Technical Object or Material
3. Plant
4. Bill of Material Usage
5. Valid From
6. Change Number
7. Alternative BOM

The difference in quantity and availability of items between the bill of material and the maintenance order is displayed with colored icons in the column Status. You can easily identify which items already exist in the BOM in precise quantity (green rectangular), need to be updated in quantity (yellow triangle), or do not exist in BOM at all and need to be added (red circle).

If no Bill of Material exists for a given combination of type, technical object or material, plant, and usage, no items are displayed in the BOM items list and a new bill of material will be created on the Save action.

On the Save action, the items list and quantities for the bill of material are updated to equal the items list and quantities of the material movements list for the maintenance order. The status of the items in the material movements window are also updated accordingly.

For Non-Stock items the purchase information is also copied to the bill of material from the maintenance order.

• Maintain consistent and complete details in the maintenance order during the planning phase through accurate content in the bill of materials.
• Increase wrench time spent by technicians through accurate planning for components needed for maintenance.

Note

This function does not support plant-independent bills of materials using IBAU (Maintenance Assemblies) materials or similar types of materials, items of category I (PM structure elements) and configurable bills of materials

• Documents associated to the maintenance order can be viewed with Display Document Flow menu option
• Follow On Notification action allows user to view associated Follow On Notifications with the maintenance order
• List of all the Follow On Notifications with the Maintenance Order

Print shop papers along with the attachments of the order. All the shop papers are treated as job cards and are available for the maintenance technician to physically print the documents. This action changes the status of the order and its operations to Transferred to Job List (TTJL) and results in the order appearing as a job in the job list. When the maintenance worker selects the corresponding job in the job list and chooses to display the job card, the system retrieves the data of all the shop papers that were printed using the backend print function and generates a single PDF document for each of the shop paper and associated attachments.

The maintenance planner decides the shop papers that are available for a maintenance technician to physically print them. They can view the shop papers determined by the system relevant for the job and trigger print (which doesn’t physically print the documents but stores them in background so that a technician can physically print them). The following shop papers are available for printing:

• Job Card: The job card is a PDF document that provides you with all the information you need to perform a job: what you must do (operations and tasks), where you must do it, and so on. The job card contains the data of existing shop papers such as operation control ticket, time ticket, and pick list.

• Operation Control Ticket: The operation control ticket is a PDF document that provides you with a complete overview of the operation.

• Material Issue Slip: Material issue slips authorizes you to withdraw the materials required for the order from the warehouse. A separate material issue slip is printed for each material component.

• Pick List: The pick list is a document for the warehouse clerk containing the materials required for each operation in the order.

• Time Confirmation Ticket: The time confirmation ticket is a means of entering work times and settling labor costs to cost centers or cost objects. A time ticket is printed for all the operations. It is assumed that only one technician is working per operation and hence a single time ticket is printed for an operation.

• Confirmation Completion Slip: On the completion confirmation slip, you can enter the relevant confirmation data for each operation, if they themselves do not have authorization to use the system. The entries on the tickets are then recorded centrally in the system

You can view and print attachments related to the following:

• Order header

• Operation

• Equipment or functional location

If you have the role Maintenance Planner, you can use the apps Change Maintenance Order and Manage Orders and Notifications in Information Center to print shop papers along with attachments of the order. All the shop papers are treated as job cards. When the maintenance worker selects the corresponding job in the job list and chooses to display the job card, the system retrieves the data of all the shop papers that were printed using the backend print function. The system then generates a single PDF document for each of the shop paper and associated attachments. You can decide which shop papers are available for printing.

If you have the role Maintenance Technician, you can view and print shop papers for a selected job by using SAP Cloud Print Manager. You can assign the job to a person.

You can only print existing maintenance orders.

Effects on System Administration: You must configure print queues for maintenance technicians. If the print queues are not set up, then all the print jobs are dispatched to the DEFAULT queue. To print the shop papers, you must install SAP Cloud Print Manager for each client.

Effects on Configuration: The system has default rules for printing shop papers for maintenance orders in the Output Parameter Determination app. You can review the pre-configured rules and create new rules if required.

Note

Please mind that SAP S/4HANA Output management is enabled for the new scope items.

The Custom Content Form Template Adjustment comprises the following steps:

• Download Content Form Template
• Modify Content Form Template
• Upload Custom Form Template
• Modify e-mail Templates

The Output Management Setup comprises the following steps:

• Create Print Queue
• Define Rules for using Form / e-mail Templates
• Schedule Jobs
• Configure Cloud Print Manager

The dispatch time can be adjusted as follows:

• Immediately: print straight away
• Scheduled: print later according to a scheduled job

The following printing channels are available:

• physical print
• e-mail

Further features:

• documents can be attached to a shop paper
• e-mail address can be configured for a shop paper

Work Packs and Job Packs enable the structuring of maintenance jobs:

• Work Pack is a group of Job Packs that can be output together
• Job Pack is a group of Work Order Operations or Jobs for which output requests are created

Relationships between the various Objects:

• Work Pack and Job Pack - 1:m
• Job Pack and Job - m:n

With this feature, you can create work packs which can include one or more selected maintenance operations in the app Find Maintenance Orders and Operations. You can choose the work pack type and grouping criteria and decide whether you want to include it in your new work pack operations which are already included in other work packs.

With this app, you can find existing work packs, select work packs, job packs and included items and send them to the output immediately or schedule them to be eligible for the mass output.

The following configuration objects are available:

• Define Grouping Criteria for Work Packs
• Assign Grouping Criteria to Work Pack Type

With this app, you can create and manage the application jobs to schedule the output for maintenance job packs. You can select job packs to be output based on different parameters, set up recurrence or trigger the output immediately, view the log of scheduled jobs and check their status and create new jobs based on existing templates.

The key benefits when using Work Packs and Job Packs can be summarized as follows:

• Flexibly, include multiple output types and leverage support for print and e-mail channels for the output
• Single solution for all output-related tasks from all other SAP products. All functionality in output management is fully self-service enabled. Custom extensions to configuration and document templates are offered through standard extensibility

As a maintenance planner, you can use this app to process your maintenance orders and notifications by using a personal object worklist (POWL) that you can configure to suit your requirements.

If you have the maintenance planner business role, you can:

• Search for maintenance orders and/or notifications.

• Call orders and notifications that you have saved as Favorites or have recently processed.

• Access the Order List, the Notification List, the Order and Notification List, and the Order and Operation List.

• Print shop papers for maintenance orders.

• Call and process individual maintenance notifications and orders.

  The POWLs contain the most important information on maintenance notifications and orders, in the form of a table. They allow you to process notifications, orders, and the assigned technical objects directly. Furthermore, you can carry out mass changes and assign one or more notifications to a specific order. You can configure the list layout, sort table columns, and create filters. In addition, you have the option of displaying a table column for monitoring critical dates: the colors help you to detect issues.

The SAP Fiori app Manage Maintenance Notifications and Orders (F4604) has been enhanced to perform mass changes for the scope items 4HH, 4HI, 4VT and 4WM.

• A Maintenance Planner can choose multiple orders from the list and select multiple fields that they want to change. F4 help for the fields will be available as applicable.
• The Mass change will be executed through a background job to prevent any performance or timeout issues, as the selected records in some cases may be quite large.
• Users can track the progress of the background job via navigation to the Application log app. The status of update of each order will be provided by detailing the result of the update as Success or Error along with a description of the reason for an error.

The Simulate option allows the maintenance planner to identify if changes will be executed without any errors. Through the messages in the logs,they can understand the reason for the errors (if any) and correct the data before scheduling an active run

List views have been simplified as follows:

• A new field, Functional location, has been added on Find order Fiori app as well as Manage maintenance notification and maintenance order
• Two fields, Functional location as well as Functional location at operations, are added to get list of work order relevant for a particular hierarchy of technical object

A new section – Settlement rule has been added to the Mass Edit screen to allow users to add or remove the settlement rules for the selected orders

The following objects can be added as settlement receivers - Cost center, Order, WBS element and Asset

Choose Simulate to check the data for correctness without saving your changes, or choose Save to proceed with saving your changes to the database. In both cases, you can enter a job description or keep the default description suggested by the system. Select Apply to simulate or apply your changes.

You can view the details of the simulated or scheduled job in the Application Logs.

This app supports you in the planning and execution of your maintenance work and allows effective monitoring of important, time-sensitive process steps. According to selection criteria that you have defined, the system analyzes critical factors in a chosen reference period, such as, for example, open or outstanding maintenance notifications that have not yet been assigned, missing spare parts or overdue orders. Different cards display the results in figures and colored charts and allow you to navigate to lists in which you can edit the documents that have been identified as critical or contact persons responsible. You can use this app to analyze, for example, which maintenance orders have not yet been released, which spare parts will possibly not be able to be procured and made available on time, or which maintenance orders have not yet been finally confirmed although the end date has already passed.

If you have the maintenance planner user role, you can use the following functions:

• Analyze outstanding notifications that have not yet been processed and that have not yet been assigned to a maintenance order.

• Analyze maintenance orders that are still in planning and have not yet been released for processing.

• Analyze purchase requisitions or purchase orders that have not yet been released for non-stock materials that are required as spare parts in maintenance orders.

• Display approved purchase requisitions for non-stock materials for which no purchase order has been generated.

• Display non-stock materials that have been ordered but may not be available on the requirement date.

• Analyze released maintenance orders whose end date is in the past and have still not been finally confirmed.

• Analyze confirmed maintenance orders whose required end date lies in the selected reference period but have neither been completed technically, nor from a business perspective.

As a maintenance planner, you can use this app to execute material availability checks for several maintenance orders at runtime or schedule these checks as a recurrent batch job.

The system checks whether the components required for a maintenance order are available and updates the availability status in the orders accordingly. If you schedule the availability check as a batch job, a report displays all error and warning messages that occurred during the checking process, as well as the system and user statuses of the orders.

As a maintenance technician, you can use this app to access a list of maintenance jobs to be carried out. A maintenance job is a view of the order or notification (the reference object) that provides the technician or a team of technicians with information on their assigned operations or tasks. This app lists your jobs and provides crucial information for each job at a glance such as the urgency, the start and end dates, and the assigned work center. You can configure job lists so that they reflect how work is organized in your particular organization and therefore only contain the jobs that are relevant to you.

If you have the Maintenance Technician business role, you can:

• Get a quick overview of all maintenance jobs assigned to you or your team and view the most important information.

• Access additional information on a selected job such as the reference document on which the job is based and a list of objects associated with the reference document at header level including technical objects, materials, and documents.

• Reassign the whole job or single work items in the job to another person responsible or to a combination of work center and person responsible.

• View and print the shop papers for a selected job.

A Maintenance Planner decides the relevant shop papers for a job. You can view the shop papers relevant for the job and trigger print using SAP Cloud Manager. The following shop papers are available for printing:

• Job Card: The job card is a PDF document that provides you with all the information you need to perform a job: what you must do (operations and tasks), where you must do it, and so on. The job card contains the data of existing shop papers such as operation control ticket, time ticket, and pick list.

• Operation Control Ticket: The operation control ticket is a PDF document that provides you with a complete overview of the operation.

• Material Issue Slip: Material issue slips authorizes you to withdraw the materials required for the order from the warehouse. A separate material issue slip is printed for each material component.

• Pick List: The pick list is a document for the warehouse clerk containing the materials required for each operation in the order.

• Time Confirmation Ticket: The time confirmation ticket is a means of entering work times and settling labor costs to cost centers or cost objects. A time ticket is printed for all the operations. It is assumed that only one technician is working per operation and therefore a single time ticket is printed for an operation.

• Confirmation Completion Slip: On the completion confirmation slip, you can enter the relevant confirmation data for each operation, if they do not have authorization to use the system themselves. The entries on the tickets are then recorded centrally in the system.

The person and work center responsible for a job are determined from the reference document. If the job has not been assigned to a person or work center yet, you can also assign the job for the first time.

As a maintenance technician, you can use this app to confirm planned and unplanned maintenance jobs. A maintenance job is a view of the order or notification (as reference object) that provides the technician or a team of technicians with information on all their assigned operations or tasks. Confirmation lists contain all the planned maintenance jobs that can be confirmed. You can check the planned job data and confirm or adjust it. This includes the time you spent on the job and the materials you consumed as well as the activities you performed and the measurement readings. Depending on how confirmation is handled in your company, you can configure different confirmation lists.

You can also confirm unplanned jobs and enter all the required data after having finished your work. You then can enter the time spent and the required materials, write a long text and, if necessary, create an activity report. The system automatically creates an order. If an activity report exists, it also creates a notification. It then sets the order and notification to technically completed, stores the time confirmation, and posts a goods issue for the order. You can also confirm unplanned jobs while working in the Asset Viewer.

If you have the Maintenance Technician business role, you can perform the following tasks:

• Confirm one or several jobs as planned. In this case, the planned data is copied as actual data that you simply have to confirm.

  The operations or tasks that belong to the confirmed job are then confirmed with the planned data and materials.

• Change the proposed job data of planned maintenance work or add data to the job and then confirm it.

• Enter confirmation data for each operation if the reference document is a maintenance order.

  If several maintenance workers were involved in a job, each of these maintenance workers can select the job in the confirmation list and enter data until all the operations are finally confirmed. Confirmation data includes time information, such as when the repair work was done and how long it took, as well as the quantities of which materials you used. Furthermore, you can enter the results of measurements and counter readings. If the order references a linear asset, you can also enter linear data.

• Read and enter collective data based on the object list of the related maintenance order, operation, or sub-operation.

  The read sequence of the measuring points assigned to the maintenance order is that, if there is no sub-operation but there is an operation, the system determines the measuring points of the technical objects with the following priority:

  1. Technical object assigned to the operation.
  2. Technical object not assigned to any operation but part of its object list. (The technical objects not assigned to another operation are the only objects that count.)
  3. Reference technical objects of the header. (If an assigned equipment belongs to a functional location, the system takes only the equipment into account when checking available counters.)

  If the order operation has a sub-operation, the priority starts with technical objects assigned to the sub-operation. If no technical object is assigned to the sub-operation, the logic described above holds.

• Enter malfunction data retroactively for an unplanned job.

  You add malfunction data in order to record a problem that was discovered during preventive maintenance. You can enter breakdown data, as well as information about damages and causes to describe the problem or malfunction in greater detail.

• Use long texts and comments or upload and attach documents to describe the repair work in detail.

• By confirming a maintenance job, trigger a confirmation as well as a goods issue in the back-end system.

  This means that the system statuses are updated and the system creates all the necessary documents, such as goods movements and measurement documents.

With this app, as a Maintenance Technician, you can review, execute, and report the findings for the jobs dispatched for execution.

Jobs that are Ready for Execution are listed according to their schedules. The list will also include jobs that do not support the phase model. For such jobs, sub-phase details will not be available. The default filters available with the Standard variant allows you to view jobs assigned to you and your team. The jobs that are not yet assigned can be self-assigned.

The app maintains information required to perform a maintenance job such as related details, reference documents, and materials. This app allows you to start, pause, and mark the job as work done. You can record time for the job and it also allows you to record failure data and measurement readings. During the recording of failure data, the app intelligently recommends the damage code and the object part and lists the recommendation in the value help.

You can use this app to do the following:

• Identify outstanding jobs that need to be performed.

• Self-assign jobs that are yet to be assigned.

• Assess all information required to perform a job. For example, the reference documents linked to the order, operation, equipment, or functional location levels.

• Record the progress of the work being performed and view confirmation data.

• Record malfunction information.

• Issue and return goods more than what the planner has already planned.

• Issue goods that are not added previously into the order.

• Save measurement results for an object

  Enable Maintenance Technicians to Perform Quick Job Confirmation

• Already assigned jobs can be finally confirmed from list page itself based on the planned/remaining efforts of the job.
• For phase model based order: All the jobs that are assigned to the maintenance technician which are in "Ready for execution/Work In progress or Work paused" sub-phase.
• For non-phase model based order: with system status JIPR/REL/PCNF .
• Up to 10 jobs can be confirmed together in one go.
• User can remove some of the jobs from selected list for quick conformation if needed.

• Sub-operations can also be executed as a job in Perform Maintenance jobs app.
• Most of the related filters will work in the list page.
• Sub-operation can be started, paused or set to work done. The user will be able to record time for the sub-operation.

• The technician can now record measurements for other technical objects that belong to the same plant where the operation is being performed

• The technician can now view the historical measurement readings of the various technical objects.

• Display Task List

• Process Task List

• Find Maintenance Task List

• Find Maintenance Task List and Operation

• Display Maintenance Plan (W0022)

• Process Maintenance Plan (W0009)

• Display Maintenance Item

• Find Maintenance Items (F3621)

• Find Maintenance Plans (F3622)

• Maintenance Strategy (IP12)

• Schedule Maintenance Plan (IP10)

• Mass Schedule Maintenance Plans (F2774)

• Manage Maintenance Plans (F5325)

• Manage Maintenance Items (F5356)

With the Manage Maintenance Plans app, you as a maintenance planner can view, create, change, schedule, activate, and delete maintenance plans.

You can use this app to do the following:

• Activate or deactivate one or more maintenance plans.

• Mark one or more maintenance plans for deletion. You can also remove the deletion flag.

• View the progress of a maintenance plan schedule through micro charts in the list report and the object page.

• View the change log of a maintenance plan in a dedicated time line view section.

• View the list of maintenance calls that are generated when a maintenance plan is scheduled.

• Navigate to the detail page of the maintenance calls to view further details of the call.

• For a selected maintenance call, navigate to the call object detail page to derive further details on the specific call object.

• Create and assign maintenance items that describe which preventive maintenance tasks should take place regularly for a technical object or a group of technical objects.

• View and edit general information for the maintenance item, such as the reference object, the planning data and the order or notification type (for example, Maintenance Order if the call object to be generated is a maintenance order).

• View the location and account assignment information for the maintenance item.

• Assign a task list to the maintenance item to specify the individual work steps that must be executed, the spare parts and tools required for the job, as well as the required completion time. You can create a new task list or assign an existing one.

• While updating a maintenance plan, you can assign an existing maintenance item to the plan. To create a maintenance item, go to Manage Maintenance Items App. For more information, see Manage Maintenance Items.

• Determine and view the maintenance cycles of the maintenance plan as planning data.

  If the maintenance plan is a strategy plan, the assigned maintenance strategy determines the maintenance cycles. If the maintenance plan is performance-based, you can assign counters. Furthermore, you can write a long text and edit other scheduling information specific to the maintenance plan, such as shift factors and call control parameters.

• View the scheduled maintenance calls for the maintenance plan.

  You can display the call object (for example, the maintenance order) and view the most important information about the scheduled maintenance calls in a table. For example, you can view the planned date, the call date, the completion date, and the scheduling status.

• Perform mass editing of maintenance plans.

• Attach any relevant documents or links to provide additional information about the maintenance plan. You can attach documents which can give information such as the reason for setting up the program based on the outcome of reliability-centered maintenance (RCM), root cause analysis (RCA), and failure mode and effects analysis (FMEA).

Note

We recommend that you use Document Management System (DMS) with Harmonized Document Management (HDM) and not Generic Object Services (GOS)

With the Manage Maintenance Items app, you as a maintenance planner can manage maintenance items. You can create maintenance items, decide how to evaluate final due date for a maintenance item, assign maintenance item to a maintenance plan, view details of a maintenance item, view status of an equipment or a functional location within a maintenance item, and so on..

You can use this app to do the following:

View maintenance items by using the free text search or by filtering for parameter

• View details of a maintenance item.

• Select several maintenance items and edit multiple parameters of all selected items at a time

• Display quick views with details of the maintenance plan or the related technical object.

• View the status of an equipment or a functional location within a maintenance item. This provides you with a quick glimpse of details of the maintenance item and enables you to take quick action on such maintenance items. For example, you can filter those maintenance items and detach them from the corresponding maintenance plans to avoid call objects from getting created for those inactive pieces of equipment or functional locations.

• Choose a maintenance item to access the quick view and navigate to specific apps to perform additional tasks.

• Create maintenance items for the category Maintenance Order or Maintenance Request.

• Navigate to a specific instance of a call object that was generated from this maintenance item

• Decide how you want to manage the final due date for maintenance notifications and maintenance orders by selecting one of the three options:

  • Based on the priority of the maintenance item, the final due date is calculated. For more information, see Final Due Date.

  • For a single cycle plan with the category Maintenance Order, you will be able to check the compliance and set the required dates by offset. For more information, see Compliance.

    Note

    The calculated order start date and end date are default values that can be overwritten by the standard scheduling parameters in the maintenance order.

  • Final due date is calculated without verifying the compliance requirements. The final due date is a default indefinite date which is 31 December, 9999.

• Assign an unassigned maintenance item to a maintenance plan.

• Remove or unassign a maintenance item from a maintenance plan

As a maintenance technician, you can use this app to view the planning data for recurrent maintenance work stored in time-based and performance-based maintenance plans, strategy plans and multiple-counter plans. In time-based maintenance planning, maintenance is performed in specific cycles, for example, every two months or every six months. Performance-based maintenance plans contain information about regular maintenance based on counter readings maintained for measuring points of pieces of equipment and at functional locations.

You can perform the following tasks:

• View maintenance items that describe which preventive maintenance tasks should take place regularly for a technical object or a group of technical objects.

• View general information about the maintenance item, such as the reference object, the planning data, and the order or notification type (for example, Maintenance Order if the call object to be generated is a maintenance order).

• View the location and account assignment information for the maintenance item. If the maintenance object is a linear asset, you can also view its linear data.

• Display the technical object and the task list assigned to the maintenance item.

  The task list specifies the individual work steps that must be executed, the spare parts and tools required for the job, as well as the required completion time.

• View the maintenance cycles of the maintenance plan as Planning Data.

  If the maintenance plan is a strategy plan, the assigned maintenance strategy determines the maintenance cycles. If the maintenance plan is performance-based, counters are assigned. Furthermore, you can view other scheduling information specific to the maintenance plan, such as shift factors and call control parameters.

• View the scheduled Maintenance Calls for the maintenance plan.

  You can display the call object (for example, the maintenance order) and view the most important information about the scheduled maintenance calls in a table. For example, you can view the planned date, call date, completion date and scheduling status.

Three apps are provided for processing a maintenance plan, as follows:

• Create Maintenance Plan

• Change Maintenance Plan

• Display Maintenance Plan

As a maintenance planner, you can use these apps to plan recurrent maintenance work by creating time-based and performance-based single cycle plans, strategy plans, and multiple-counter plans. In time-based maintenance planning, maintenance is performed in specific cycles, for example, every two months or every six months. With performance-based maintenance plans, you can plan regular maintenance based on counter readings maintained for measuring points of pieces of equipment and at functional locations.

If you have the Maintenance Planner business role, you can perform the following tasks:

• Create a maintenance plan and determine which maintenance call object the system generates for the maintenance plan when a maintenance call is due (for example, a maintenance order). You can create single cycle plans, strategy plans, or multiple-counter plans.

• Classify a maintenance plan. After having assigned classes and characteristics with their values to your maintenance plans, you can use the classification to easily find maintenance plans according to specific criteria.

• Create and assign maintenance items that describe which preventive maintenance tasks should take place regularly for a technical object or a group of technical objects.

• View and edit general information for the maintenance item, such as the reference object, the planning data, and the order or notification type (for example, Maintenance Order if the call object to be generated is a maintenance order).

• View the location and account assignment information for the maintenance item. If the maintenance object is a linear asset, you can also view its linear data.

• Assign a task list to the maintenance item to specify the individual work steps that must be executed, the spare parts and tools required for the job, as well as the required completion time. You can create a new task list or assign an existing one.

• Assign maintenance items to the maintenance plan by creating new items or selecting existing ones. You can also delete existing assignments.

• Determine and view the maintenance cycles of the maintenance plan as Planning Data.

  If the maintenance plan is a strategy plan, the assigned maintenance strategy determines the maintenance cycles. If the maintenance plan is performance-based, you can assign counters. Furthermore, you can write a long text and edit other scheduling information specific to the maintenance plan, such as shift factors and call control parameters.

• View the scheduled Maintenance Calls for the maintenance plan.

  You can display the call object (for example, the maintenance order) and view the most important information about the scheduled maintenance calls in a table. For example, you can view the planned date, call date, completion date, and scheduling status.

• Deactivate and reactivate the maintenance plan.

• Select and deselect the maintenance plan for deletion.

If you have the Maintenance Technician business role, you are only able to view the information stored in the maintenance plan by accessing the Display Maintenance Plan app.

With this app, you can find and display maintenance items. You can do this either by filtering the list or by using a free text search. You can display a single maintenance item and view its properties.

• View maintenance items by using the free text search or by filtering for parameters.

• View details of a maintenance item.

• Export the maintenance items visible in the table to a spreadsheet.

• Display quick views with details of the maintenance plan or the related technical object.

• Choose a maintenance item to access the quick view and navigate to specific apps to perform additional tasks.

The SAP Fiori app "Find Maintenance Items" (F3621) has been enhanced to perform mass changes on maintenance items for the scope items 4HH, 4HI, 4VT and 4WM. The Mass change will be executed through a background job to prevent any performance or timeout issues.

With this app, you can find and display maintenance plans. You can do this either by filtering the list or by using a free text search. You can display a single maintenance plan to view its properties, its assigned maintenance items, and its scheduled and manual maintenance calls.

• View maintenance plans by using the free text search or by filtering for parameters.

• View details of a maintenance plan.

• Export the maintenance plans visible in the table to a spreadsheet.

• Choose a maintenance plan to access the quick view and navigate to specific apps to perform additional tasks.

This app comes with a Belize theme on SAP GUI transaction for IP12. The user must have access to t-code IP12 in the backend system.

This app comes with a Belize theme on SAP GUI transaction for IP10. The user must have access to t-code IP10 in the backend system.

As a maintenance planner, you can use this app to schedule all maintenance plans that are due within a specific time frame. This simplifies the creation of maintenance call objects for maintenance plans, especially if you need to schedule large numbers of maintenance plans.

For each scheduling run, the system goes through all the maintenance plans taking parameters such as maintenance strategies and counter readings into account to calculate the due date. It then generates a maintenance call object, for example a maintenance order, for each due maintenance item. Which object the system generates is determined by the maintenance plan category. Furthermore, you can control special scheduling requirements using the scheduling parameters in the maintenance plan.

Additionally, the following data is taken into consideration during scheduling:

• For performance-based or time-based strategy plans: the maintenance strategy.

• For single cycle plans: the maintenance cycles defined in the maintenance plan.

• For multiple counter plans: the maintenance cycles defined in the maintenance plan.

• Technical Object Breakdowns (F812)

• Technical Object Damages (F3075)

• Actual Cost Analysis (F3567)

It is important to track and identify technical objects that needs unplanned maintenance quite often. Such analysis identifies bad actors that creates disruption in production / operation causing high maintenance cost as well as huge loss of revenue.

Value Proposition

Increased reliability due to:

• Identify equipment that fails often or take huge time to repair.

• Identify location where equipment fails quite often.

• Compare reliability of the equipment from different manufacturer.

• Identify repair frequencies for a type or make of an equipment.

Capabilities

• Analyze Breakdown and its impact on Reliability.

• Evaluate effective time to repair and time between repair.

• Evaluate Mean and Total time between repair as well time to repair.

• Real time evaluation of statistical KPIs without storing aggregates.

• App also identify where the equipment was installed if the breakdown is identified after the equipment was dismantled.

• With this app, you can analyze the causes of a particular breakdown more closely and calculate the distribution of duration of the various breakdowns or repairs. You can also find out the cause behind a short or long breakdown period, or the period between two consecutive breakdowns.

• View effective time between repair and effective time to repair, as well as mean time between repair and mean time to repair for every breakdown or repair activity.

• Filter breakdowns based on various criteria, such as object type or planning plant.

• View leading notifications and perform any drilldown as needed.

• Identify the possible functional location where an equipment has failed.

• Drill down to various dimensions, such as maintenance notification, maintenance order, or technical object to get detailed information about the repair work performed.

• Filter notifications and technical objects that are reviewed to evaluate their reliability. With these filters, you can restrict a technical object using special variants with mandatory filter Maintenance Plant and other optional attributes such as main work center, planning group, equipment type, catalog profile, and so on.

This app uses the c_maintobjbreakdownquery CDS view.

With this app, you can analyze the causes of a particular breakdown more closely and calculate the distribution of duration of the various breakdowns or repairs. You can also find out the cause behind a short or long breakdown period, or the period between two consecutive breakdowns.

This app uses the c_maintobjbreakdownquery CDS view.

Note

This analytical app only takes current data into account. Archived or deleted maintenance notifications are not considered.

This app supports you in monitoring and evaluating actual costs resulting from current maintenance orders. It enables you, for example, to analyze the actual costs for materials and labor in maintenance or to compare the total corrective and preventive actual maintenance costs during a selected time period. In addition, you can easily identify the maintenance activities leading to the highest costs or the parts of the asset that were particularly costly on inspections. Altogether, this analytical list page offers you multiple possibilities to evaluate actual maintenance costs stored in the Universal Journal Entry.

Filters allow you to analyze critical costs in a specific fiscal year from different perspectives, such as the order type, the construction type, the location, the planner group or the manufacturer. A condensed view enables you to identify and compare relevant areas within data sets using data visualization and business intelligence. On the other hand, you can also navigate directly to significant single instances. All this can be done seamlessly within one page that combines transactional and analytical data using chart and table visualization.

This app is available for the maintenance planner user role.

• In the header area that can be collapsed or expanded, filter the result set, which feeds the main content area.

• Select the filters to be displayed and combine multiple filters in different ways.

• Add filter values by using the value help.

• Gain a condensed overview of the actual costs in colored charts in the visual filter bar and thereby spot relevant data more quickly.

• Decide whether non-time-related data is to be displayed in an interactive doughnut chart or in a bar chart.

• Display time series data in a line chart with up to six data points.

• In the content area, switch between the chart-only view, the table-only view and the hybrid view that combines both, chart and table view.

• In the chart view, analyze aggregated actual cost data from different perspectives and use the drilldown functionality.

• In the chart view, easily change chart types, customize the chart settings and use the drilldown option to change the chart grouping dimension.

• In the table view, access the transactional content and act on maintenance orders by navigating directly to the individual business objects.

• In the table view, decide which dimensions are to be displayed in the table and choose dimensions to group actual cost data accordingly.

• In the hybrid view, interact with both the chart and the table. Selecting a dimension within a chart area automatically filters all relevant information in the table area.

In addition, the app supports the following technical features and options: If the long material number has been activated in your back-end system, it is automatically displayed in the Material field in this SAP Fiori app. This app also runs in standalone mode.

This app uses the C_MaintOrderActualCostQ CDS view.

Maintenance Orders assigned to a project can be displayed via the Project Cost Report including the corresponding costs.

Note

Please mind that the SAP Fiori App Project Cost Report is provided via the Business Catalog SAP_PPM_BC_PROJ_MGMT_PC.

Configuration apps are the Self-Service Configuration User Interfaces (SSCUIs) in the SAP S/4HANA Cloud, public edition application Manage Your Solution → Configure Your Solution.

In Asset Management, several self-service configuration UIs (SSC UIs) are available in the Manage Your Solution app. They are relevant for the Maintenance Management subapplication area and the Master Data self-service configuration app (SSC app).

In order to configure the organizational data such as Maintenance Planning Plants, Plant Sections and Planner Groups, the following SSC UIs are available:

In order to configure master data and documents such as Technical Objects, Maintenance Notifications, Maintenance Orders, Task Lists as well as Maintenance Plans the following SSC UIs are available:

In this step you can define a plant as a maintenance planning plant. The maintenance planning plant must be created as a normal plant initially. If all plants in your organizational structure performs maintenance planning, you must include each of these plants as a maintenance planning plant.

Recommendation

If maintenance planning is performed centrally in one plant for all other plants in your organization, always use the maintenance planning plant. If each plant is a standalone plant that performs its own maintenance planning, then each plant is a maintenance planning plant.

In this step you assign a planning plant to a maintenance plant. Perform this activity for each maintenance plant if there are multiple maintenance plants.

Note

If a planning plant is assigned to a maintenance plant, the maintenance plant is not considered as maintenance planning plant.

In this step, you can define your structure indicators for reference functional locations and functional locations. The structure indicator determines the edit mask and the number of the hierarchy levels when you create functional location structures. With the edit mask, you determine the generic structure of the functional location label.

The edit mask defines the following:

• The total length of the functional location number.

• The lengths of the individual blocks of the functional location number.

• Which characters are allowed:

  • Numbers: Edit mask N

  • Letters: Edit mask A

  • Numbers and letters: Edit mask X

  • Special characters, numbers, and letters: Edit mask S

By specifying the hierarchy level numbers in the HierLevels field, you portray the hierarchy levels within the functional location structure in the functional location label. If you define the hierarchy level numbers for specific parts of the functional location label and later create functional locations strictly according to the top-down principle, you can make use of the system's automatic functions to generate the structure when you create functional locations.

Furthermore, you can define up to two identifying levels in the structure that you want to be displayed in the search results list so that you can identify where a technical object is located.

Note

It is mandatory to configure this SSCUI.

To enable the Search with functional location hierarchy with its sub functional locations and installed equipment maintain the second identifying level to define the structure indicator.

Note

Note: Search with Equipment as input will always show the equipment hierarchy with its sub equipment installed. The above configuration is applicable for fetching the FL hierarchy only.

Once this is done, users can use the hierarchy based search help available for Technical Object field, for example, in the Create Maintenance Request app: The behavior is as follows:

• Functional Location search:

  • Case 1: If the level of the functional location selected for search is greater than or the same as the second identifying level maintained in the configuration, the complete structure is shown (immediate structure above and below).

  • Case 2: If the level of the functional location selected for search is not greater or similar to the second identifying level maintained in the configuration, only the selected functional location is shown in the user selection window and no hierarchy is shown.

• Equipment Search: Besides the selection of a functional location, an equipment can also be selected. In order to use an equipment as the technical object in the Create Maintenance Request application, the equipment description can be used as selection criteria. Also the value help can support selecting the right technical object.

  

  When typing an equipment as a technical object, the equipment is shown with all its installed sub equipment as well as the structure in which its installed (directly above). This is no configuration (as a prerequisite) needed for showing this information.

Using this SSCUI you can define a profile for external service and material procurement. Use default values such as purchasing organization, purchasing group, cost element, and material group.

In this step, you define the profiles for external procurement of services and materials. In the external processing profile, you can store default values to generate purchase requisitions from maintenance or service orders. In each profile, you can store a default value for the following values:

• Cost element account

• Purchasing organization

• Purchasing group

• Material group

During external processing, a distinction is made between the external procurement of materials and the allocation of complete order operations to vendors. Both of these procurement processes generally require different data for purchasing: for example, different purchasing groups or different cost element accounts. Therefore, you must also define different profiles for them. For example:

• External processing or external assignment of complete order operations.

• Procurement of materials (material profile) In a further step, you can assign two profiles to each user.

Note

It is Recommended to configure this SSCUI.

Using this SSCUI, you can assign pre-defined external material and task list profile to order type and plant combination as default values for order processing.

In this step, you can define the default values which must be copied to the order data for order processing. In the previous steps, you mentioned the profile for procuring material, external processing profile and general order profile which you now assign here:

• You can define the profile assignment individually for each plant and each order type.

• If the profile is independent of the order type, only make one assignment for the plant.

• If you want the assignment to be cross-company for all plants, define only one entry without plant and without order type.

• You can perform the masking of the entries by entering the value **** in the entry field.

You can also specify a default quantity unit for external processing.

Note

A partial masking of the entries is not possible. This means that one entry that contains not only the value ****, is interpreted as the real value for the order type or the plant.

Note

It is Recommended to configure this SSCUI.

Using this SSCUI you can define maintenance activity types to classify maintenance order. In this step, you determine the allowed maintenance activity types. Check the maintenance activities of the standard system and define new ones, if necessary.

In collaboration with your maintenance controlling, define the level of detail of your maintenance tasks from the point of view of task processing and from the point of view of cost follow-up for the maintenance history. The maintenance activity types are stored in the header of each maintenance order. The maintenance activity types are used in the PM Information System as a grouping element for maintenance orders. For example, cost evaluations in the PM Information System can be performed using maintenance activity types. The maintenance activity types must not be confused with activities in the CO system.

Note

It is optional to configure this SSCUI.

Using this SSCUI you assign a maintenance activity type to a maintenance order type. You can allocate the corresponding maintenance activities to the PM and CS order types.

For example, if you have created an order type for modification tasks, in this step you can now define that only the maintenance activity type MODIFICATION are allowed for modification tasks. All other activity types must not be allowed for this special order type.

Note

It is Optional to configure this SSCUI.

Using this SSCUI you can assign a default maintenance activity type to an order type. The activity is then proposed during order processing.

Note

It is Optional to configure this SSCUI.

Using this SSCUI you can activate the flexible workflow for maintenance orders.

The flexible workflow allows you to use either the automatic one-step or even, multi-step approval. You can use the app Manage Workflows for Maintenance Orders to define start conditions such as the planning plant, planner group, activity type, or the order type of the maintenance order. This app also provides several options for determining the approver, such as the approval by the manager, or approval by the responsible cost center. Alternatively, you can enter a specific user as the approver.

If you have defined several workflows, the start conditions are checked in the order you have defined in the app Manage Workflows for Maintenance Orders. As soon as the start conditions for a workflow are met, this workflow is used. This ensures that only one workflow in the list of your defined workflows is started, even if several workflows have matching start conditions.

To configure the flexible workflow, follow these steps:

1. Using this SSCUI, you can activate flexible workflow for a combination of maintenance order type and planning plant. If the flexible workflow is not activated for a combination of order type and planning plant, you can release the work order without triggering any workflow.
2. Set up the flexible workflow rules using the app Manage Workflows for Maintenance Orders.

Note

It is Optional to configure this SSCUI.

Using this SSCUI you can define phase control codes for maintenance orders.

Phase control code allows you to control the transition of phases. If you set a phase control code for a maintenance order for blocking a phase, the system will not allow you to transition to the phase until you reset the phase control. Phase control codes can be set for order headers and operations.

To configure phase control codes, follow these steps:

1. Using the SSCUI, select the entity (order header or order operation) for which you plan to define the phase control code.
2. Select the order type and define the phase control code. For each phase control code, you can indicate whether the phase control code has to be activated automatically when an order is created. You can also set the authentication keys. Only the users with the authentication keys can set or reset the phase control codes.
3. For the phase control code, you can define the phase and subphase that needs to be blocked. If the phase control code is not set automatically at the order creation, you can define the phase where the phase control code is automatically set.

For the phase control code, you can define the phase and subphase that needs to be blocked. If the phase control code is not set automatically at the order creation, you can define the phase where the phase control code is automatically set.

For an order type, you have to choose whether you want to use phase control codes or the user status profile. You cannot use phase control codes as well as the user status profiles for an order type.

Note

It is Optional to configure this SSCUI.

Using this SSCUI you can define consequence categories, consequences, and likelihoods.

Event prioritization enables you to assess priorities based on consequence categories, consequences, and likelihoods. When you select consequences and likelihoods while creating a maintenance request, the system calculates and suggests the applicable priority for the maintenance request. This will provide contextual information to the screener.

For example, if oil is dripping from a pump in a plant, you can create a maintenance request for the technical object. Using prioritization, you can specify that it is a high priority equipment which is responsible for core drilling tasks and, if it is not repaired within two weeks, it could lead to total asset damage. Based on these details, the system suggests Very High as the priority. This activity is maintained as a configuration step.

In this configuration step, you can define consequence categories, consequences, and likelihoods using the following steps:

1. Maintain consequence categories.
2. Within each consequence category, you can define multiple consequences.
3. Maintain likelihood of occurrence of events.
4. Create groups and add consequence categories into the groups. This enables you to use a group in multiple profiles without having to select the same consequence categories individually in various profiles.

Note

It is Optional to configure this SSCUI.

A prioritization matrix can be used to assess the priority and final due date. Customers can define Prioritization Profiles that can be used per Maintenance Plan – Notification Type combination. (As of today only Y1 notification type is supported). Maintenance request creator should be enabled to include consequences and likelihood of not fixing an asset malfunction and let the system propose priority

Note

As a prerequisite, one or more plants should be assigned to a profile.

Using the Define Prioritization Profiles SSCUI you can maintain prioritization profiles.

You can maintain prioritization profile using the following steps:

1. Define a list of prioritization profiles. A profile can be compared to a container that has consequence category groups, notification types, and plants. When you create a maintenance request of type M1 for a technical object that is assigned to plant 1010, and assess priority, the system tries to locate the profile that matches this combination.

   If you enter M1 as notification type, 1010 as maintenance plant, and CHEMICAL_PROF as profile, and assess priority, the system identifies CHEMICAL_PROF as the selected profile and refers to the Consequence to Priority mapping table. It fetches the priority for the selected combination of consequences and likelihood.

2. Assign prioritization profile to a notification type and a plant. You can assign a profile to many plants but a plant cannot have more than one profile assigned to it. Ensure that you maintain only one profile for each notification type and plant.

3. Assign consequence category group to a prioritization profile. You can assign a profile to only one group. But, you can assign the same group to one or more profiles.

4. Assign UI (user interface) position to a consequence category. Within a group, you can choose to arrange the consequence categories in a particular order. When you assess priority, you will see the consequence categories in this order.

5. Assign a priority to consequences. You can assign an appropriate priority to a combination of consequence categories, consequences, and likelihood. It is important that priorities are carefully assigned to the combinations as the priorities directly influence other factors of a maintenance request such as the final due date, required start date, and required end date.

   

Note

It is Optional to configure this SSCUI.

In this activity, you can define:

• Whether just one purchase requisition (collective purchase requisition) should be generated for external material and operations for each order.
• Whether reservations or purchase requisitions relevant to materials planning should be generated when an order is created or only when the order is released.

• If you do not flag the CollctveRequstn (collective purchase requisition) field, an internal purchase requisition with an item is generated for each external operation and external material.
• You do not select the field Reservation/Purchase Requisition. As a result, purchase requisitions are only generated when the order is released, and reservations only become relevant to materials planning once the order has been released.

Note

It is Optional to configure this SSCUI.

In this step, you define value categories. Value categories are intervals for cost elements and are required to update the Plant Maintenance Information System and the Customer Service Information System.

For performance reasons, it is advisable to group together cost elements into value categories. This reduces the volume of data. If you still want to create value categories according to the cost elements, then you can generate the value categories automatically.

Quantities are only updated in the order if you have assigned a unit of measure to the value category.

Activities

1. Define a key and description for the value category.
2. If you want to evaluate quantities in the order, assign a unit of measure to the value category.

In this section, you define a cost element group as a value category.

If you subsequently change value categories, you have to restructure the files PMCO and PMCOQT. For restructuring, you use the program RIPMCO00. It is also possible to change the value categories if records have already been placed in the files.

In addition, you must restructure the info structures in the Plant Maintenance Information System if you are updating cost and quantity key figures based on value categories.

You can restructure the information structures using report RIPMS001.

Activities

1. Choose a value category and call up the detail screen.
2. Define a cost element group as a value category.

The Order History timeframe can be configured in the SSCUI for rework analysis. You can maintain this timeframe less than or equal to 30 days. In this SSCUI you can additionally maintain the Order types and Maintenance Activity types as a criteria to determine rework orders.

The rework analysis further considers the following criteria:

• Matching technical object between orders

• Matching scope items specified in the planning bucket

• Previous matching orders are technically complete

When setting up the system for the overall business process with regards to the approval of a service entry sheet, a BPC expert can configure the following settings:

• Configure the type of the message which will be raised in the case that the responsible person has not been entered into the maintenance order
• Introduce a workflow for the approval of the service entry sheet which has been initiated from the planned work of the maintenance order, i.e. a lean service has been entered into a maintenance order operation.

A user assigned to the role SAP_BR_BPC_EXPERT is authorized to launch application Manager Your Solution.

In order to determine the appropriated message type, please launch the following SSCUI:

• Application Area: Asset Management
• Sub Application: Maintenance Management
• SSCUI: Message Control

By default, a warning message would be raised if an operation including a lean service is going to be dispatched, but the responsible person has not been entered into the maintenance order header.

You might consider changing this message type to E so that an error would be raised in the case that the responsible person in the maintenance order has not been entered yet.

Finally, when the service entry sheet has been submitted for approval, the responsible person should be determined in the maintenance order. To prevent the missing information in the maintenance order, the blue print of your business process could define raising an error message.

The following configurations are required so that the responsible person in the maintenance order will receive the approval request:

• Assign Account Assignment Category e.g. Maintenance Order
• Assign Role e.g. Person Responsible for Maintenance Order

Introducing both configuration options are the main enhancements to enable the maintenance management process flow into the approval process of a submitted service entry sheet.

You can set a flag to enable external numbering for a number range. It can be used to create General Maintenance Task Lists.

• SAP Activate Roadmap Viewer

• SAP Best Practices Explorer

• SAP Help Portal

• SAP Fiori Apps Reference Library

• SAP Product Availability Matrix

Note

Open the links to standard websites in your regular desktop browser instead of the remote desktop browser used for the SAP S/4HANA Cloud, public edition training system. Use the remote desktop browser only for accessing the training system.

In the SAP Activate Roadmap and SAP Best Practices Explorer, verify that you are logged on to an active session before attempting to access or download accelerators. Active sessions time out after approximately 10 minutes of inactivity. You must refresh the web page to renew an active, logged-on session. In SAP Best Practices Explorer, also verify that the version of any solution package you access is set to the correct country localization. This dropdown list is found at the top of the solution package information, next to the Description.

The following SAP Fiori Apps are required to support integrative processes to Purchasing.

• Manage Stock (F1062)

• Manage Purchasing Info Records (F1982)

• Manage Purchase Requisitions (F1048)

• Post Goods Movement (MIGO)

• Create Supplier Invoice (F0859)

With this app, you can perform stock changes. The app supports you, for example, it supports you as an inventory manager in your daily work.

Initial entry of stock balances

You must carry out an initial entry of stock balances when initializing the SAP system to transfer physical warehouse stocks or book inventories from an existing system into the SAP system as book inventories. No physical stock movements take place. You can carry out an initial entry of stock balances for the following stock types:

• Unrestricted-use stock

• Blocked stock

Use the initial entry feature only in the set-up phase of your system landscape. To perform stock changes in production mode, always use the corresponding apps.

• Scrapping

  You can scrap a material if you can no longer use it, for example, if the following occurs:

  • Reduced quality due to a long storage time.

  • Out-of-date material.

  • Material has been destroyed.

  You can post a scrappage without reference, similar to a goods issue.

• You can also scrap a material from the quality inspection stock. For this special form of scrapping, you need special authorization in the context of a QM process. For example, you need the same authorization as an inventory manager.

• Check the range of coverage based on the consumption of unrestricted-use stock materials in the last 30 days.

• This app supports the special stock indicators E (project stock) and Q (customer special stock).

  Note

  The app supports several movement types for different business processes, such as scrapping. The app offers you authorization-dependent movement types. You have different authorizations depending on your business role.

  If movement types are missing for your task or you have restricted authorizations for a movement type, contact your administrator.

• This app supports movement-type-dependent reason codes. A reason code enables you to add a short explanation for the cause of a specific goods movement, such as poor quality of a specific material.

• In addition, the app supports the following technical features and options:

  This app includes SAP CoPilot. This digital assistant in the SAP S/4HANA system supports you with features like business context awareness or quick actions to manage follow-on activities directly from the app.

With this app, you can view and manage purchasing info records (info records). You can also determine which material can be procured from a specific supplier at a defined price for a certain validity period. To create an info record using this app, you must store a material or a material group and its supplier details at a plant or a purchasing organization level.

• Search for info records based on different criteria such as info record number, material, material group, supplier, and plant.

• View, create, edit, or delete info records.

• Maintain conditions for a defined validity period. Conditions are used to determine the net price of a material.

• Maintain the following sections in an info record:

  • General Information
  • Purchasing Data
  • Delivery and Quantity
  • Conditions
  • Reference

• Enable info records for automatic sourcing.

• Extend existing info records to different plants and purchasing organizations.

• Navigate to the Material and Supplier object pages.

• You cannot create an info record for a material and a supplier at a plant or a purchasing organization level if an existing info record with same combination is already marked for deletion.

Note

• You can only define the Gross Price condition type in info records.

• You can only create info records for the Standard procurement type.

You can extend the Manage Purchasing Info Records app according to your business needs.

Key users can extend the app in the Custom Fields and Logic app using the Manage Service Entry Sheets - Lean Services business context.

• Procurement: Purchasing Info Record

• Procurement: Info Record Purchasing Org. and Plant Data

They enable usage of their extension fields for the app in the UIs and Reports section of the extension field maintenance and publish their custom fields.

You can add fields to the following UI elements using UI adaptation at runtime:

Business users can display fields that you have enabled in the Custom Fields and Logic app. The fields that you enable for this app are included in the personalization options for business users for the following UI elements:

With this app, you can view and process purchase requisitions. You can only access purchase requisitions if you have an authorization for the respective purchasing group.

The following are the key features:

• Search for purchase requisitions based on different criteria such as purchase requisition ID, plant, purchasing group, purchasing organization, material group, and processing status.

• View or edit purchase requisition items.

• View the processing status of purchase requisition items.

• Depending on the status of a purchase requisition item, you can create follow-on documents such as contracts, Requests For Quotation (RFQs), or purchase orders.

• Preview and edit the follow-on documents that you have created. RFQs created from one or more purchase requisition items can now be previewed and edited directly in the Manage RFQs app.

• Assign sources of supply such as info records, contracts, scheduling agreements, or suppliers, to the purchase requisition items. Additionally, based on the suppliers operational scores and the price per item offered by the suppliers, you can compare the available sources of supply and assign them to purchase requisition items.

• View the total purchasing spend of various sources of supply.

• View the business card of the supplier.

You can extend the Manage Purchase Requisitions app according to your business needs. You can extend both the purchase requisition items and follow-on documents such as purchase orders, contracts, and RFQs, at header and item level.

Key users can extend the app in the Custom Fields and Logic app using the SSP Purchase Requisition Item business context.

You can:

• Add additional fields to the table and pop-up.

• Change the order of fields.

• Save the current layout.

• Make settings to exclude fields.

Key users can add fields to the following UI elements:

To extend the follow-on documents, key users can use the Custom Fields and Logic app to extend the following business contexts:

• SSP Purchase Requisition Item

• Purchasing Document

• Purchasing Document Item

With this app, you can create and display a supplier invoice based on the received document. You can specify the purchase order items to which your supplier invoice relates. If you select the Simulate or Post function, the system compares the quantity and amount data of each supplier invoice item with the data of the related purchase order item. If goods receipt-based invoice verification has been defined for a purchase order item, the system compares the supplier invoice data with the related goods receipt data.

If the deviation is outside defined tolerances, the invoice is posted, but the invoice is automatically blocked for payment. If the system determines the responsible person, an approval process is initiated. You can use the Supplier Invoices List app to display supplier invoices. In the detail view, you can release or reverse a blocked supplier invoice.

Using the Create Supplier Invoice tile, you can:

• Create a supplier invoice. You can also create credit memos, subsequent credits and subsequent debits.

• Choose See More in the General Information section to edit, for example, the Assignment, Item Text, and Header Text fields. After posting, the system transfers these texts into the corresponding Financial Accounting document.

• Create all relevant items for one or more purchase order references for which the invoice was received. You can deselect items that are not relevant. In addition, you can create a supplier invoice without a purchase order reference. In this case, complete missing data for the invoicing party, currency, and baseline date.

• Add General Ledger account items.

• Enter and check the tax data.

• Edit payment terms.

• Enter unplanned delivery costs.

• Add multiple attachments.

• Simulate, hold, or post the supplier invoice.

  The Simulate function allows you to display the account movements before posting the document. On the Simulation view, you can also switch the simulation currency, and post the supplier invoice.

• Park the invoice document.

  One clerk can park the invoice document and another clerk can complete the process and post it.

• Reduce the invoice.

  If you receive a supplier invoice with a deviation either in the amount, or quantity, or both, you can document this difference in the detail data of the invoice item by choosing the Reduce Invoice function. For a reduced invoice, the app posts an invoice and a credit memo at the same time, and creates a letter of complaint.

• Display the purchase order history.

  You can display the purchase order history, to view details of good receipts or invoices received regarding a referenced purchase order item.

• Output specific business documents.

  You can output specific business documents that are created when supplier invoices are created: for example, letters of complaint to the invoicing party (invoice reduction).

Using the Supplier Invoices List app (F1060A), you can:

• Search for supplier invoices by using the filter bar.

  The Supplier Invoices List view contains supplier invoices that have been created with or without the Business Network.

• Depending on the status:

  • Status Posted or Blocked for Payment: Navigate to the supplier invoice. You can review the detail data and reverse or release the supplier invoice.

  • Status Held: You can navigate to the supplier invoice. Choose the Edit function, and you can change the data and simulate, hold, or post the supplier invoice.

  • Status Draft: You can navigate to the supplier invoice. Complete the detail data and simulate, hold, post, or discard the supplier invoice. Supplier invoices with the status Draft are sent out by suppliers using the Business Network.

  • Status Draft (Personal): Supplier invoices with the status Draft (Personal) are created whenever you start entering an invoice with the Create Supplier Invoice tile. In the supplier invoice list, the supplier invoices with status Draft (Personal) are only displayed for your user. The status Draft (Personal) allows you to open the invoice draft in several views at the same time.

With this app, you can create service entry sheets to record that the ordered services have been performed. You can change these service entry sheets and send them for approval. You can also search for service entry sheets and sort, filter and group the list: for example, by supplier or by reference purchase order. Lean Services are a type of service that can be purchased in the same way as materials by using SAP Fiori apps such as Manage Purchase Orders, Manage Service Entry Sheets - Lean Services, and Create Supplier Invoice. These apps enable a lean process of service procurement that is equivalent to the procurement of materials.

Key Features:

• Create or change a service entry sheet with reference to a purchase order.

  Each service entry sheet references one purchase order. This purchase order can consist of standard items for planned services or limit items for unplanned services. After entering the purchase order number all purchase order items for lean services are added as service entry sheet items by the system.

  • Record planned services with reference to purchase order standard items.

  • Record unplanned services with reference to purchase order limit items.

  • Record unplanned services with a purchase contract as source of supply.

  • Add multiple service entry sheet items from purchase order or purchase contract.

• Maintain the account assignment in the service entry sheet.

  You can define the account assignment for a service item in the purchase order or in the service entry sheet. Even if it is already defined in the purchase order item, you can change the account assignment in the service entry sheet — with a few restrictions. If the purchase order has no account assignment, you can copy the account assignment from the contract.

• Attach documents and add links on header level and on item level of the service entry sheet.

• Add and maintain internal notes for service entry sheets.

  On the header and item levels, you can add and maintain internal notes to provide extra information about the service entry sheet or a specific item. You can use the Header Note or Item Note field to write an internal note for other people in your organization. Alternatively, you can use the Header Text or Item Text field to write a note for external parties in the process flow: for example, the supplier.

  When creating a note or text, you can use the dropdown menu to select the language in which you are writing the note. Only one note and one text can exist for each header or item.

• Initiate or cancel the approval process.

  • When you have recorded all services you can send the service entry sheet for approval. The service entry sheet is then assigned In Approval status and is automatically displayed in the approver´s My Inbox.

  • If you want to edit the service entry sheet again, you can choose Withdraw from Approval as long as it is in status In Approval.

  • Once the service entry sheet has been approved by an authorized person, a goods receipt document is created by the system and a corresponding invoice can be created, checked, and posted.

  • If the service entry sheet has been approved and no follow-on documents exist other than the goods receipt document, you can choose Revoke Approval and edit it again.

Note

The responsible persons to approve or reject the service entry sheets are determined in the app Manage Workflows for Service Entry Sheets - Lean Services (flexible workflow). They are specified in the preconditions of the applicable workflow definitions.

App Extensibility

You can extend the Manage Service Entry Sheets - Lean Services app according to your business needs.

Key users can extend the app in the Custom Fields and Logic app by using the following business contexts:

• Procurement: Service Entry Sheet Header

• Procurement: Service Entry Sheet Item

You can enable usage of your custom fields for the data sources Service Entry Sheet Extensibility Model and Service Entry Sheet with Draft in the UIs and Reports section of the custom field maintenance and publish the custom fields.

Key users can add fields to the following UI elements:

You can implement logic for the following Business Add-Ins (BAdIs):

Procurement milestones allow you to monitor the external procurement of non-stock components and services in the SAP Fiori apps. The following features are available:

• Enhanced status symbols and an improved calculation logic
• A new configuration activity allows you to define custom rules for the procurement milestones that you want to monitor.

Note

Please mind that this application is provided for the scope items 4HH and 4HI. This application is provided via the Business Catalog SAP_EAM_BC_PLNBKTS_MNG and belongs to the Maintenance Planner role.

The Maintenance Backlog App gives you a better overview of the procurement status of any externally-procured components and services, each procurement milestone is now represented by a different status symbol. It provides the following features:

• Intuitive UX
• Different icons per Procurement Milestone
• Responsive behavior
• Quick info via tool tips

The new configuration activity Define Assignment Rules for Procurement Milestones , which can be accessed via the search function in your configuration environment, allows you to adapt the procurement milestones to your business requirements and restrict which milestones are monitored for a combination of:

• maintenance order type
• procurement demand category
• maintenance plant
• planning plant
• material group

The overall business process with regards to the approval of a service entry sheet can be summarized as follows:

• As a maintenance planner, I enter a lean service into an order operation and determine the responsible person who will receive the approval request for the service entry sheet.
• As a RSH maintenance planner, I select and dispatch operations via the Maintenance Scheduling Board. In the case that the responsible person has not been determined in the maintenance order header, a message is raised at this point of time.
• Finally, the requested approver launches Fiori Inbox that lists the approval request. After reviewing the approval request, the service entry sheet might be approved.

Note

The standard approval request is presented in the Fiori Inbox. Hence, this process step does not include any specific maintenance management enhancements at all.

Several CDS views have been released for BW data extraction. The CDS views are modeled for usage as a DataSource in SAP Business Warehouse (SAP BW). We strongly recommend that you use them only for this purpose.

The following CDS (Core Data Services) views are available for Asset Management in SAP S/4HANA Cloud, public edition:

You can find more details about the CDS views for Asset Management https://help.sap.com/viewer/0f69f8fb28ac4bf48d2b57b9637e81fa/latest/en-US/bea52cb1d9784702a17ecc9f1137cba1.html.

When implementing your SAP S/4HANA Cloud, public edition solution, you can migrate your master data and business data from SAP systems and non-SAP systems to SAP S/4HANA Cloud, public edition. To do this, you use SAP S/4HANA migration cockpit.

SAP S/4HANA migration cockpit is a tool that facilitates the transfer of business data from a source system to an S/4HANA system. Source systems can be SAP systems or non-SAP systems. The migration cockpit uses predefined migration objects to identify and transfer the relevant data. It allows you to download predefined Microsoft Excel templates, which the customer can use to enter data and upload it to SAP S/4HANA. Standardized Business Application Programming Interfaces (BAPIs) are used to import the data.

You can access SAP S/4HANA migration cockpit by choosing Migrate Your Data – Migration Cockpit tile.

Note

The following business roles is required to access the migration cockpit:

Configuration Expert - Data Migration (SAP_BR_CONFIG_EXPERT_DATA_MIG)

The corresponding role for each migration object is also required.

You can use this app to:

• Select the migration objects that are relevant for your migration project (the app uses migration objects to identify and transfer the relevant data).

• Generate staging tables for your migration objects and populate these staging tables with data by using template files. You can also populate the staging tables by using your preferred tools (for example SAP Data Services).

• Simulate the migration before migrating your data to SAP S/4HANA Cloud, public edition, and monitor the status of the simulation process.

• Migrate your data to SAP S/4HANA Cloud, public edition and monitor the status of the migration.

SAP provides predefined migration objects that you can use to transfer your data. A migration object describes how to migrate data for a specific business object to SAP S/4HANA Cloud, public edition. It contains information about the relevant source and target structures, as well as the relationships between these structures. A migration object also contains mapping information for the relevant fields and any rules used to convert values that are migrated from source fields to target fields. SAP provides predefined migration objects that you can use to transfer your data.

You need the Maintenance Planner (SAP_BR_MAINTENANCE_PLANNER) role to migrate Asset Management business objects.

For more information refer to: https://help.sap.com/viewer/cc9ecc5f5f6b400a98d10e930324f7ad/latest/en-US/20607b6de19a4d34a41b0abec6186b01.html