Initiating and Screening Maintenance

Objectives

After completing this lesson, you will be able to:

Apply the initiation phase
Apply the screening phase

Maintenance Order Types and Phases

	Reactive Maintenance	Proactive Maintenance	Improvement Maintenance	Operational Maintenance	Overhead Maintenance
Initiation	X
Screening	X	X
Planning	X	X	X	X	X
Approval	X	X	X	X	X
Preparation	X	X	X	X	X
Scheduling	X	X	X	X	X
Execution	X	X	X	X	X
Post Execution	X	X	X	X	X
Completion	X	X	X	X	X

Initiation Phase

Initiation

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)

Create Maintenance Request (F1511A)

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.

Key Features

Maintain the assess priority for a maintenance request.

Create maintenance requests for technical objects. The technical object may be a functional location or a piece of an equipment.
The new maintenance request is displayed in the Screen Maintenance Requests app.
The maintenance requests created by you are also available in the My Maintenance Requests app.
View and update the latest drafts. When you enter details to create a maintenance request and exit the app without submitting the details, the maintenance request is saved as a draft. When you access the app next time, the draft is displayed by default. You can complete the draft and submit it to create a maintenance request or discard the draft. If you discard the draft, a new form is displayed. The discarded draft cannot be restored.
View associated maintenance requests. When you select a technical object for which you want to create a maintenance request, you can also view the open maintenance requests for the same technical object.
View hierarchy of the technical object. After you have selected a technical object, you can choose the selected technical object to view its hierarchy. You can also view the open maintenance requests.
Scan barcode to enter the ID of the technical object.
Note
This feature is available only on mobile device and is enabled by the SAP Fiori Client.
Enter description of the current location of the technical object. It is applicable for the technical objects that are not fixed assets.
Enter name of the user who reported the maintenance request.
Enter the start date of the malfunction.
Select a priority that you want to assign to the maintenance request. You can create priorities in the Define Priorities for Each Priority Type Self-Service Configuration UI (SSCUI).
You can also assess priority by selecting a combination of consequence categories, consequences, and likelihood. Prioritization profiles can be defined using the SSCUI Define Prioritization Profiles.
The priority defines the importance of the maintenance request. The priority helps to derive the key dates for a maintenance request such as the required start date, required end date, and the final due date.
Upload documents related to the maintenance request. You can upload documents that have information related to the maintenance request and will help the processor to provide quick resolution.
Provide link to documents related to the maintenance request.
When you start creating a maintenance request, the maintenance request is saved as draft by default. Until you submit the maintenance request, the draft is available for you to edit or discard. You can resume working on the same draft when you access the app the next time. For each user,only the latest draft is available.

My Maintenance Request (F4513)

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.

Key Features

View maintenance requests that were submitted only by you. All the requests you submitted can be seen here.
View maintenance requests based on the status of the request. The statuses are:
- Submitted: These are the maintenance requests that you had submitted. When you submit a maintenance request, it moves to the Screen Maintenance Requests app where the Maintenance Gatekeeper will review the request.
- Action Required: During screening, if the Maintenance Gatekeeper requires additional details to accept the request, the maintenance request is sent back to you. You can enter the required details and submit the request for screening. After you submit the request, the status of the request changes to Submitted.
- Accepted: When the Maintenance Gatekeeper accepts a maintenance request, the request appears here. The accepted requests are sent for planning and processing.
- Rejected: You can view the maintenance requests that were rejected. During screening, if information is incorrect or incomplete, the maintenance request is rejected. You cannot resubmit a rejected maintenance request.
- Completed: You can view all your maintenance requests that have been processed. Solution has been provided for these maintenance requests.
Navigate to the Create Maintenance Request app to create a new maintenance request.

Screening Phase

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.

Key Features

Filter, group, or sort maintenance requests by various parameters such as planning plant, planner group, main work center, maintenance plant,technical object, location, and so on.
Filter maintenance requests according to the status:
- Open: All maintenance requests that need to be screened are displayed.
- Action Required: The maintenance requests that you sent back to the initiator to receive more information are displayed.
- Accepted: The maintenance requests that you reviewed and accepted are displayed. The accepted requests are sent for planning and processing.
- Rejected: The requests that you rejected are displayed.
- Completed: You can view all your maintenance requests that have been processed. Solution has been provided for these maintenance requests.
View details of the maintenance request such as priority, technical object, ABC indicator, superior functional location, failure mode, open maintenance requests, open maintenance orders and so on.
Use quick views to get more information about open maintenance requests and open maintenance orders.
View details of the technical object.
View hierarchy of a technical object. The hierarchy displays the technical object's superior piece of equipment and functional location.
Edit a maintenance request. If you have details that are missing or incomplete in the maintenance request, you can edit the request. You can update any information in the request to ensure that the request has all the details that is necessary to process it.
Review and assign priority. You can also assess priority by selecting a combination of consequence categories, consequences, and likelihood. Prioritization profiles can be defined using the SSCUI Define Prioritization Profiles.
The priority defines the importance of the maintenance request. The priority helps to derive the key dates for a maintenance request such as the required start date, required end date, and the final due date.
Note
Without the priority, you cannot accept a maintenance request.
Review the details of the maintenance request and accept it. If the maintenance request has all details that are required for processing,you can accept it. The accepted request is available for planning and execution.
Reject a maintenance request. A rejected maintenance request cannot be edited or resent for screening.
During screening, if you require additional information to accept a maintenance request, you can send the request back to the initiator.
Change responsibility for the maintenance requests. You can select several maintenance requests and choose this button to set, overwrite,or clear the values of the responsibility-related fields, such as the main work center, main work center plant, planner group, planning plant,and the person responsible.
You can select one or more maintenance requests and accept or reject them.

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