Describing the Execution Steps in the Standard Process


After completing this lesson, you will be able to:

  • Describe the Execution Steps in the Standard Process

Checking and Releasing Orders

This phase consists of the following steps:

  • Selection of maintenance orders to be executed
  • Material availability check
  • Capacity check of available capacities
  • Evaluate and issue relevant permits
  • Evaluate risks and create a safety plan
  • Tagging of relevant areas (only when using WCM)
  • Order release and printing of shop papers

Maintenance Planning Overview

Key Features

  • 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

How to Check Notifications and Orders using the Maintenance Planning Overview

Material Availability Check

Methods for checking Material Availability:

  • Check from order list for several orders
  • Check within background job for a large number of orders
  • Check of individual order

When you schedule stock materials to execute order operations, the system can check in a single step whether all the materials in the maintenance order are available in sufficient quantities. The Availability Check function accomplishes this service.

According to the system settings and entries made in the material master records, the system performs an availability check for all materials assigned to the operations of the maintenance order. You receive a system-generated online message about the result. If there is a lack of availability, the system displays an error log that contains detailed data about the result of the check.

When you release a maintenance order, the system performs an availability check for planned materials, depending on your Customizing settings. If this check reveals that certain planned materials are not available in sufficient quantities, you can still release the maintenance order, if your system settings allow this.

Worker Safety

The topic worker safety in SAP Enterprise Asset Management comprises the following areas:

  • Standard Permits
  • Worker Safety (Web functions)
  • Connection to risk management system (GRC)

These features allow you to create a safe working environment.

Order Release

When you release a maintenance order, the system checks the availability of materials, production resources, and tools. At the time of release (at the latest), material reservations become relevant for materials planning - materials can be withdrawn, and purchase requisitions can be generated.

The following activities can be performed only after you have released the order:

  • Print shop papers
  • Withdraw material
  • Book goods receipts (GRs)
  • Enter time confirmations
  • Complete task

How to Release and Print an Order using the Information Center for Notifications and Orders

Executing Orders

The maintenance planner is responsible for ensuring that the orders are processed in time. The planner must ensure that the materials are available, shop papers are printed, and orders are released for processing.

Execution Option 1: Technician does not use SAP

In this case, the technician receives the order papers, gets the required material from the warehouse, and executes the maintenance task. All required steps in the SAP system are executed by the planner.

Execution Option 2: Technician uses SAP

In this process variant, the technician works with SAP and uses two web applications: the Job List and the Confirmation List.

Printing the Job Card triggers the transfer of the maintenance order to the technician's job list.

The technician uses the job list to process his orders. He can find his orders automatically by using a preset query (= selection variant), which usually uses the work center of the operation as a selection criteria.

He can view the order description for each order by displaying the Job Card. He then will adopt the order by using Start Processing.

This function will set a system status which indicates to the planner that work has begun. At the same time, this function will trigger the transfer of the order to the technician's confirmation list.

How to Execute an Order using the Technician's Job List

Material Withdrawal

Manual workers withdraw materials from the warehouse to perform maintenance tasks. There are two types of withdrawal:

  • Planned withdrawal of stock material
  • Unplanned withdrawal of stock material

Materials can also be procured externally. The goods movements for a maintenance order are displayed in the document flow of the order. The material where-used list (IW13) lets you check which withdrawals for a material were planned and which were unplanned.


When a material is withdrawn from stock, a direct integration with Inventory Management (within MM) is available. The available stock of the material is reduced according to the withdrawal quantity. In addition, a direct integration with Financial Accounting (FI) and Controlling (CO) is available: the account and the corresponding cost element are determined automatically.

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