Integrating PSM with Maintenance Management

Maintenance Management enables a Public Sector organization to plan and perform planned and unplanned maintenance of operational systems, such as machines or production installations.

The integration of the Maintenance Management with Public Sector Management (PSM) allows the monitoring of budget-relevant maintenance processes in PSM.

Above all, this affects the external procurement procedures and material withdrawals from an internal warehouse triggered by maintenance orders as well as internal processing operations.

The maintenance order is a normal account assignment element called "Order" in most of the screens. Therefore you can always use it in non-maintenance management transactions such as invoices (Financial Accounting), direct activity allocations (Overhead Accounting) and manual purchase orders.

The following figure gives an overview of the integrated processes. Steps in yellow are updated in budgetary accounting.

Using the maintenance order, you can automatically trigger the creation of purchase requisitions for the required non-stock materials and services. These purchase requisitions are checked and updated in Public Sector Management. Purchase requisition are automatically created from the maintenance order.

• Immediately during the creation of the maintenance order (still an internal number) or
• After releasing the maintenance order

You cannot add / change the PSM account assignment manually in these documents. Specific derivation steps are available to derive fund, functional area and grant from the maintenance order master data for purchase requisitions (see Unit 2, Lesson 2, Explaining Account Assignment Derivation).

All other PSM specific rules related to purchase requisitions, such as the following:

• Commitment updating and AVC
• Derivation of budget period, budget account and cash origin account
• Validation

In this same way, apply for maintenance order purchase requisitions, as for non maintenance order purchase requisitions.

For stock materials, material reservations are created. The related goods issues (financial documents) are also checked and updated in PSM as actual posting.

Non-stock material maintained in the maintenance order triggers (during creation or release of the order) the creation of a purchase requisition with PSM account assignment.

Non-stock material maintained in the maintenance order triggers (during creation or release of the order) the creation of a purchase requisition with PSM account assignment.

Non-stock material maintained in the maintenance order triggers (during creation or release of the order) the creation of a purchase requisition with PSM account assignment.

For the stock material, a material reservation is automatically created. Based on this, a related goods issue is posted.

The corresponding financial document includes the PSM account assignments and is updated in budgetary accounting.

The following figure shows you an example of a goods issue for the maintenance order (financial document).

The technician performs the required maintenance tasks according to the recommendations provided in the order operation.

Times are recorded by adding time confirmation for the operation of the maintenance order.

When 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 overhead controller settles the costs collected in the order financially to the receivers maintained in maintenance order.

The settlement is also updated in Public Sector Management (for details please see Unit 5, Lesson 4, Understanding the Integration with Overhead Accounting and Project Management).

All maintenance management processes integrated with Public Sector Management are subject to active availability control (AVC). Therefore, AVC has an influence on these processes and can for example stop the creation or release of a maintenance order (if the triggered purchase requisition would lead to a budget overspending). For details on commitment updating and AVC, see Unit 4, Understanding Budget Consumption and Using Availability Control.

Note the following for budget types:

• Only budget data created with Budget Types marked as "consumable" are subject to AVC
• Budget Types are defined in configuration
• Take note that only Budget Types with the status "Released" can be defined as "consumable"

Maintenance order master data does not include PSM account assignments. They are neither entered nor stored in the maintenance order master data. For all postings (commitments and actuals) to a maintenance order, the PSM account assignments fund, grant, and functional area are derived from the controlling objects (cost center or WBS element) maintained in the maintenance order master section, Organizational Data.

The following priorities apply here:

1. If the WBS element is maintained as an account assignment, the PSM account assignments are derived from the WBS element master.
2. If rule 1 does not apply and a cost center is maintained as an account assignment, the PSM account assignments are derived from the cost center.
3. If the rules 1 and 2 do not apply and a cost center is available as a responsible cost center, the PSM account assignments are derived from this responsible cost center.

These rules apply individually to the fund, grant, and functional area.

In other words, a specific WBS element has a higher priority than a cost center. However, if one of the PSM account assignments is not available in the WBS element master data, the PSM account assignments from the cost centers are used instead.

You can influence these rules using customer substitutions/validations.

Exception: In the case of maintenance order settlement, the PSM account assignments for the sender lines are taken from the documents posted to the selected order and period (no derivation).

In addition to the PSM account assignments, all budget-relevant lines require a cost center for PSM that updates to ACDOCA. This means that in addition to the plant maintenance order, which is an actual CO cost collector, an additional (statistical) cost center is derived and updated to ACDOCA based on the following priorities:

1. The cost center is maintained as an account assignment in the maintenance order master.
2. If a cost center is not defined in rule 1, use the responsible cost center.
3. If the maintenance order does not contain a cost center and the WBS element is specified as the account assignment, the cost center is derived from the WBS element master data.