Executing and Completing Maintenance

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)

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.

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 do not support 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 orders/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.

Subphases are available for the maintenance order types which support the 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.

This feature allows you to easily choose a team member from a filtered list of all the members belonging to your team (defined in the Teams and Responsibilities application) while recording time for a team member, instead of having to search through all the members added to the system. The new Team filter thus makes it easier to locate team members

The Scan action allows you to scan the barcode details if available for the material and automatically populate material relevant details such as Plant, Storage location, and available quantity.

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).

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.

• 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.

• 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.