Modeling Maintenance Processing

Objective

After completing this lesson, you will be able to explain how to model Maintenance Processing

Process Overview

When implementing SAP S/4HANA Asset Management the question arises which process variants you want to use for structuring your maintenance processes. This especially depends on the requirements which your company has during the screening of maintenance requests as well as during the planning and approval of maintenance orders.

Image shows four variations of processes and the steps in each. Corrective Maintenance, Standard Process BH1, shows the steps Notification, Order, Schedule, which is optional, Check and Release, Execute, Confirm, and Complete. Processes using the Phase Model 4HH, 4HI 4VT, and 4WM shows the steps Initiation , Screening, Planning, Approval, Preparation, Scheduling, Execution, Post Execution, and Completion. Emergency Maintenance, Simplified Process BH2, shows the steps Report, Plan, Execute, Document, and Complete. Maintenance Service, Corrective 6AU, Preventive 6F1, shows the step Service Contract, Service Order, Service Order Item, Maintenance Order, Maintenance Order Operation, Confirmation, and Billing and Finance.

Depending on the various requirements there are different approaches for modeling the Maintenance Process.

The main variants are:

  • Corrective Maintenance (Scope Item BH1 - Standard Process)

  • Processes using the Phase Model (Scope Items 4HH, 4HI, 4VT, 4WM)

  • Emergency Maintenance (Scope Item BH2 - Simplified Process)

  • Service with Advanced Execution (Scope Item 6AU for Corrective Service, Scope Item 6F1 for Recurring Service)

Corrective Maintenance (BH1)

The corrective maintenance process is divided into the following steps:

1. Create notification

Malfunctions and other requirements are recorded in a notification based on technical object (= reference object).

2. Plan maintenance order

In this step, orders are created and planned based on the reported requirements. Planning encompasses the steps to be taken, the material required, and any PRTs.

3. Check and release maintenance order

In this step, the order runs through different checks (such as material availability checks and capacity planning) which are important for the release of the order. The system checks whether permits need to be approved, safety plans are required and if the work clearance requirements for certain areas are fulfilled.

If no problems arise during these checks, the order is put in process. The shop papers are usually printed at this point.

4. Execute maintenance order

The order is executed in this step. The required material for the order is withdrawn. This includes material that has not been planned, and therefore not reserved, by the order.

5. Confirm maintenance order

During this step, time confirmations (for maintenance order) and technical confirmations (for notification) are entered in the system.

6. Complete maintenance order

In this step, the order is set to technically complete. The settlement of the order is carried out by Controlling (CO). Finally, the maintenance order is set to business complete.

Processes using the Phase Model

The phase model is available for the following processes / scope items:

  • Proactive Maintenance (4HI)
  • Reactive Maintenance (4HH)
  • Improvement Maintenance (4VT)
  • Operational and Overhead Maintenance (4WM)
1. Initiation

During this phase, you submit a maintenance request, view the details of all the maintenance requests you submitted and prioritize maintenance events.

2. Screening

During this phase, you can review the submitted maintenance requests and see whether the required information is complete.

3. Planning

After the maintenance request has been accepted, you can start planning the resources for the maintenance order. This order inherits the data of the accepted maintenance request.

4. Approval

Maintenance orders will be approved using a flexible workflow process. Approved orders can be released.

5. Preparation

Once the order has been released, the maintenance planner divides the maintenance effort into manageable groups, levels out the work load over several weeks, determines the concrete time period for the requested maintenance work and checks the availability of all the required resources, spare parts and services.

6. Scheduling

During this phase the maintenance planner or scheduler dispatches the order operations and suboperations and thereby confirms that they have been scheduled at the right work center and at the right time.

7. Execution

During this phase, the maintenance technician executes the preliminary and main maintenance tasks.

8. Post Execution

During this phase, the maintenance technician documents time and material consumption.

9. Completion

During this phase, the maintenance planner or financial controller reviews maintenance orders that have already been technically completed but not yet financially settled, performs all the necessary tasks and finally sets the orders to Complete (Business).

Notification Processing Context

The phase-based process can be shortened by using the processing context for notifications which initiates two exception processes:

  • Emergency Work

    The notification will not be screened an is automatically accepted. An order is automatically created and approved in the background.

  • Minor Work

    This involves only a notification (without order) with no need to screen or accept. All necessary steps are done within the notification.

Emergency Maintenance (BH2)

This process is carried out via Fiori Apps Report and Repair Malfunction. The most striking feature in this process is the fact that all steps are processed within a single app (if executed without interruption).

1. Notification & Order

Via Report Malfunction a notification is created - together with an order in the background.

2. Plan Work

You can plan operations with work and material within the same app.

3. Release and Execute

After releasing the order it is executed. Reserved material will be withdrawn by the warehouse clerk.

4. Confirm and Document

When work is finished times, damage codes, causes and activities are recorded.

5. Complete

After recording all times and activities order and notification are completed.

Concept of Breakdown Maintenance

You can implement and perform Breakdown Maintenance using various standard processes:

  • Corrective Maintenance (Standard Process)

    Merge steps Create / Plan / Release into a single step

  • Reactive Maintenance (using Phase Model)

    Skip Screening / Planning / Approval

  • Emergency Maintenance

    Steps are combined in one Fiori App

Service with Advanced Execution (6AU, 6F1)

Service with advanced execution is a process that is suitable for services which require extensive planning and execution. They generally have longer service times with a requirement to bill the time and service parts used for the service. The core characteristic of this process is the integration of the commercial aspects of Service with the planning and execution capabilities of Maintenance Management.

Diagram shows the Service with Advanced Execution process, which is described in the following text.

In the Service with Advanced Execution process both Service and Maintenance Management have specific roles to play. Service is concerned with understanding the scope of the service requirement, negotiating the price for the service, ensuring customer satisfaction, and determining profit margins. Maintenance Management is responsible for service execution planning, understanding the technicalities of the equipment to be serviced, scheduling, and executing the service as planned. This interaction between Service and Maintenance Management brings the best of both in one process.

Items created in the Service with Advanced Execution process are called execution order items. In corrective service, these items can be entered as part of a service quotation or a service order, with or without reference to a service contract. Execution order items can also be the result of a maintenance plan, which will facilitate preventive maintenance. Each execution order item creates a corresponding maintenance order. The maintenance order that is created enables the planning and execution of the service.

Note

You will find further information regarding this topic in the training courses for SAP S/4HANA Service as well as in the SAP Help Portal under Service with Advanced Execution | SAP Help Portal.

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