JK_BBP_PM_BP_0200

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Project Name

Title

JK Cement

Maintenance Processing: Orders

Version

Document ID

1.0s

JK_BBP_PM_BP_0200_V1.0

Author Akhilesh Kumar Singh

Reviewed By XXXXXXX XXXXX

Date 01.11.2012

T r a n s f o r m i n g E n t e r p r i s e s

Consulting

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Business Blue Print- Business Process- PlantMaintenance

File Name: Release: ECC 6.0

Responsibility: PM Status: Closed

Copyright © 2011 JKT Page 2 of 13

IMPLEMENTATION_BLUE PRINT

Business Process Details

ModulePlant Maintenance

Process Maintenance Processing: Orders Sub Process /No

Maintenance Orders processingJK_BBP_PM_BP_020

0

Description General Maintenance Orders processing – internal operations

Sr No Business Process Explanation

1.1 As Is Process General Explanation

There is no existing system by which JK can track work center utilization trackingand operation recording. Data is not available from where JK can track how muchcost is involved in maintaining the particular technical object.

1.2 Explanation of Proposed Process

Maintenance order is a SAP document which provides detailed planningassistance for maintenance operations to be performed on a technical object andcosts involved.

Use

You can use an order to:

Plan operations in detail with regard to type, scope, dates and resources

(manpower, materials and external services)Monitor the execution of tasks

Define rules for account assignment and cost settlement

Estimate, assign, consume and settle the costs, which arise from tasks

You can process an order internally, that is, have it processed by your ownemployees, or you can process an order externally, that is, assign it toanother company for processing.

You can create an order with or without reference to the notification. It is possibleto assign the order subsequently to one or more notifications.

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You can also assign an order to each of the following:

Revision (Turn around/Shutdown/Overhaul )

Project

Order Structure:

An order document consists of:

Order header

Description

Dates: Basic start, Basic finish, Priority, Revision

(Dates are copied from notification if order is made w.r.t. a notificationotherwise comes from priority selected or can be maintained manually.Definition of Priority and Revision is same as in notifications)

Reference object: Functional location, Equipment, Assembly

Responsibilities: Planner group, Maint. work center (copied from the ref. objectmaster record)

Notification (assigned notification number)

Estimated cost

PM activity type (selectable, e.g. Repair, preventive maint, calibration etc.)

System condition (whether the ref. object on which order is created, is in

operation or not in operation during job execution)

Location : (field values are copied from the ref. object master record)

Plant, plant section, location, ABC indicator, Cost center, Controlling area,company code etc.

Object list: List of objects assigned to order e.g., Notifications, Equipments etc.

Permit list: All the permits assigned to maintenance order.

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Operation list: operations with required manpower, duration, total work time

Material list : Material codes with required quantity and storage locations

Production resources/tool*: operation numbers wise PRTs to be used in order.

Settlement rule**

Costs: Estimated, Planned & Actual (consumed) cost under different heads, e.g.Materials, Internal manpower, external services etc.

*Production resource/tools (PRTs) – PRTs are objects which are used as

Production resources in Production planning module and used as Tools to performmaintenance operations in Plant maintenance.

PRTs can be either Material, e.g. welding rods or movable/portable Equipments,e.g. welding machine. PRTs are assigned to operations of PP or PM orders whenthey are required to perform any operations. Availability

or status of a equipment PRT can be checked in order.

**Settlement rule- It defines that after completion of the job, order cost should goto which cost receiver(s), how much percentage and by which type of settlement,e.g. Periodic or Full. In PM the order cost receiver is generally the cost center ofthe technical object on which the maintenance order is created. Settlement rule is

created automatically at the time of PM order release.

The order data reside in the maintenance history and is extremely important forevaluations and future planning.

Maintenance orders for various activities like break down, regular/ day to dayroutine maintenance, preventive maintenance etc, are maintained.

Order also pertains to task list and permits.

Certain data from completed and historical PM orders is particularly important for a

meaningful analysis of the performance of past maintenance activities, and foreffective and well-founded planning of future maintenance tasks.

Triggers / Inputs:

Following are the inputs or triggers for order creation

a. Notification

b. Direct Order Creation

c. Maintenance Plan (for Preventive maintenance and calibration order)

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Naming and numbering conventions:

Order number length: 12

It is generated automatically by system at the time of saving a newly created orderand according to the number range defined in configuration.

Order description :40 characters

Above explanations indicates following requirements :

1. Order should be generated for the following.

a. Regular day-to-day general maintenance

b. Breakdown maintenance

c. Preventive maintenance work

d. Shutdown maintenance

e. Calibration work

f. Spare equipment maintenance

2. Order should contain the following information

a. Task list / operation list

b. Material list

c. All relevant BOMs

d. Status of material availability

e. Manpower requirement

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f. Permit/ permission requirements

Maintenance order types:

Following order types will be maintained for JK CEMENT DIVISION

PM01 Breakdown Maintenance order

PM02 Preventive Maintenance order

PM03 General Maintenance order

PM04 Refurbishment/Spare Equipment Maintenance order

PM05 Calibration order

Number range:

Different number ranges will be used for order types for easy identification of thetype of order by the order number itself.

For JK CEMENT DIVISION, following system generated order number ranges(internal) will be used

The order number will be assigned at the time of order saving.

Assignment of order to Notification:

While creating maintenance order from a notification header screen, the order typewill be proposed by the system according to the assignment scheme given below.

PM Order type Number range

All Maintenance order (PM01 to PM06) 600000000 ~799999999

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Notification type Order type

M2 Malfunction report(Breakdown Notification)

PM01: Breakdown Maintenance order

NA PM02: Preventive Maintenance order

RM Running MaintenanceNotification(Logbook)

NA

M1 Maintenance Request PM03: General Mtc./Request order

NA PM04: Refurbishment order

NA PM06: Calibration order

Maintenance Order processing steps:

1. Order creation and planning:

There can be three scenarios for creating order:

1. With reference to the notification(s):

Whenever a notification (either Maint. request, Breakdown report or Shutdownnotification) will be received from plant and if it requires materials to be issued orany external service requirement, in other words if any direct cost will be

involved in performing the requested job, then an order will be created w.r.t.notification. The order type will be defaulted as per the settings of order typeassignment to notification types as described above. One can edit the order typehere if required.

Order types PM01, PM02 and PM03 will be created mainly in this scenario.

2. Direct:

Orders will be created directly e.g. order type PM03 for spare equipmentmaintenance job.

Orders for routine and on-line maintenance decided and taken itself bymaintenance shift in-charge will also be created directly using order type PM02(Preventive maint. order).

3. Automatically from Maintenance plans:

Certain type of orders, e.g. Preventive maintenance, scheduled Shutdownmaintenance and Calibration orders will be created automatically throughMaintenance plans, on their due dates as per the schedule decided for these jobs.

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Order can be created by any user having authorization to create the orders andfollowing data will be planned and entered while creating the order:

Planning of operations with number of manpower, duration and man-hours.

Planning of materials to be issued, for each operation.

Planning of estimated costs (optional).

Manual assignment of any permit(s) required for carrying out plannedoperations. Assignment of ‘Revision’ at or der header, in case of Shutdownorder.

Save order

2. Maintenance order release/ putting in process:

An authorized person like Shift Engineer will check the planned order and thenrelease the order to give the go ahead for executing the planned operations.

An order can not be released until all the permits assigned to the order, if any, areissued by authorized person(s) after checking and insuring the required conditionsat the job site, required by the permits. So all the permits should be issued beforereleasing the order.

When order is released following activities take place in background:

Material availability is checked for all the planned material and message isissued if any material is short in the stock.

Reservation(s) is created for planned materials.

Planned cost is calculated based on the resources planned in the order.

Order is scheduled according to the availability of work hours capacity in themaint. work center.

Following activities can be performed after order is released-

Material for order can be issued

Time confirmation of operations can be done after job execution at site

Orders can be technically completed (TECO)

After TECO, Order cost settlement needs to be done on a monthly basis byfinance department.

3. Order operations Execution:

This involves two steps

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Issue planned materials from the store. The actual cost of materials is updatedin the order accordingly.

Execution of planned operations at site.

4. Completion confirmation:

In this step time confirmation of each operation is done where actual startdate/time, actual finish date/time, actual work time and duration etc. is enteredthrough a separate transaction for completion confirmation. Additionally ‘Finalconfirmation’, ‘No remaining work’ and ‘Clear open reservation’ status are alsoindicated here. When ‘clear open reservation’ is indicated then the openreservations for the planned material quantity which were not issued, are clearedautomatically from the store books.

Based on the feedback of the maintenance persons who have actually performedthe operations in the field, an Authorized person like shift engineer performs thecompletion confirmation in SAP.

5. Technical Completion:

Now the technical completion (TECO) is done for the order which means that orderis fully completed from technical side.

After technical completion, the order data can not be changed in any respectexcept order can be settled and its Business completion can be done.

Cross Functional Reference(s):

Plant Maintenance Orders will be linked or integrated with following SAP modulesfor different purposes:

MM module: for online material availability check, reservation* and purchaserequisition for external services.

*Reservation: It is a request to the warehouse or stores to keep a materialready for issue at a future date for a certain purpose.

The purpose of a reservation is to ensure that a material is available whenrequired. A material can be reserved for a cost center, a plant or an order. In PMorders, when a material is planned in the order, a reservation is automaticallycreated online for that material with reference to the order and saved when theorder is saved.

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CO module: for order cost display and cost settlement to receivers e.g. costcenter after technical completion of order.

QM module: for inspection lot generation and usage decision in calibrationinspection orders.

1.3 Special Organizational Considerations

None

Sr No Topics3.1 Changes Management Issues

Not Applicable.3.2 Description of Improvements

Various selection options will be available for analysis / reporting purposes, forexample:o Using Order status (created/ released/ completed), Order Types, order

number, description, created on date, start/end dateso General - By Technical object number, planner group, Plant section,

Location, maintenance work center, Maintenance plan etc.o Account assignment - With a certain account assignment (e.g. cost center

etc), Plan/actual costso Notifications - By the notificationso User- By the users who created or changed maintenance orders

Tracking of Cost, down time etc will be available on line: Order type, Plant,Functional location, Equipment, Plant section, Planner group & Location wise.

Resources (material/ manpower/ external service) consumed in maintenanceactivity will be available on line.

Cost records for estimated, planned and actual cost of order will be availablefor:

Materials

Manpower

SrNo

Gap Analysis

2.1 Gap Identified in proposed solution against Requirements & Expectations

Not applicable

2.2 Impact of Requirement

Not applicable

2.3 Solution Proposed

Not applicable

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External service

Order related documents (notification, Material movement document or GI,Operations time confirmation etc) & Document Flow can be seen with respectto the Order.

Order logs for warning & errors related to material availability, costs, releaseetc., at different stages of order can be seen.

With the help of above-mentioned order types JK CEMENT DIVISION will beable to organize its Plant Maintenance activities and work in a systematicmanner.

Loading of different maintenance work centers will be known before placing theorder hence more realistic planning of work.

Material and PRT availability status will be available online before the actualwork starts on the site.

Material reservation for order would be automatically created on release oforder and thereafter if any new material is added in the order.

Scheduling of order and operations automatically depending on requirementand manpower capacity availability in the maint. work center allocated to theorder, at the time of order release.

Multiple notifications can be assigned to one order.

This is useful when notifications for same problem is received from multipleusers then all the notifications can be referred to one order. Sometimes youcan receive multiple maintenance requests for small general problems fromone section, then only one general order can be created with multipleoperations and all the notifications can be assigned to that order.

Operations from different Maintenance orders can be completed collectively atone screen using Collective time confirmation transaction. This will be usefulfor shift engineer for completing days operations at one go at the end of theshift.

In addition overall completion confirmation can be done for a single orderwhere you can

confirm the order operations

enter the technical findings of assigned notification and complete the tasks

Enter the measurement readings

Technically complete the order and notification

So all the activities regarding completion of a maintenance assignment can bedone at one go and at one place.

Similarly using ‘List editing of orders’ transactions in change mode (T-code:IW38), a list of selected orders can be drawn and following activities can be

performed on each order in the produced order list:

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Orders can be released

Available materials for the orders can be checked

Revision can be assigned to order

Collective confirmation of orders can be done

Overall completion confirmation

Orders can be completed (TECO)

Multilevel list of technical objects, notifications and orders

Orders can be seen graphically also with all the details like order header data,reference objects, notifications, permits, permit issues, materials, goods

movements, operations, confirmations and costs using multilevel order listdisplay.

Maintenance order and Notifications together make the complete history of amaintenance assignment.

Notification will give the details of technical f indings like object part, damage,cause, tasks and additionally Malfunction Start and End date/times andbreakdown duration etc.

On the other hand, order will contain the detail planning of operations,materials, manpower, external service and costs etc.

SrNo

Topics

4.1 Interface / Enhancements considerations

Not Applicable

4.2 Reporting considerations

SNo

Reports T Code

1 Breakdown report MCI7, IW29,

IW39, IW30,IW40

2 Order operations report IW493 Preventive maintenance report IP19, IP24

4 Maintenance cost report MCI8

5 Maintenance report logbook IW67

6 Equipment history card IE03

7 Defect List MCI5, IW698 MTTR/MTBF Equipment MCJB

9 MTTR/MTBF Functional Location MCJC

10 List of Orders IW38,IW39

4.3 Authorization considerations

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As per organizational needs, not finalized yet. Authorization matrix is being preparedseparately.

Business Process Signoff

ModulePlant Maintenance

Process Maintenance Processing: Orders

Sub Process /No

Maintenance Orders processingJK_BBP_PM_BP_020

0 Description General Maintenance Orders processing – internal operations

JK_BBP_PM_BP_0200

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