Business Blueprint Document (TO-BE)
Maintenance Planning Plant & Fleet
Management
Client: DRC
Implementation Partner: RSI
Date Submission: July 2021
Authors
Date
Abdulla Jassim
July 2021
Signature
Document Number:
Document Number
PM_PREVENTIVE__V1.0
Document date
July 2021
Version History:
Version Number
V1.0
Version date
11/07/2021
Summary of Changes
As per the review comments
Ref: Minutes of review
Meeting held on July
2021
Approval List
Name
Signature
Business Blueprint Document
Page 2 of 123
Date
TABLE OF CONTENT
1
2
3
BLUE PRINT AGREMENT
LEGEND
OVERVIEW
3.1
Introduction to RSI Proposal Maintenance Module
3.2
Scope of the document
4 ORGANIZATIONAL STRUCTURE
4.1
Maintenance Plant
4.2
Maintenance Planning Plant
5 MASTER DATA
5.1
Functional Location Master Data
5.1.1 Definition
5.1.2 Process Overview (As Is)
5.1.3 Process Overview (To Be)
5.1.4 Configuration data
5.1.5 RSI PROPOSAL Enhancement
5.2
Equipment Master Data
5.2.1 Definition
5.2.2 Process Overview (As Is)
5.2.3 Process Overview (To Be)
5.2.4 Configuration data
5.2.5 RSI PROPOSAL Enhancement
5.3
Bill of Material
5.3.1 Definition
5.3.2 Process Overview (As Is)
5.3.3 Process Overview (To Be)
5.3.4 Configuration data
5.3.5 RSI PROPOSAL Enhancement
5.4
Work Center
5.4.1 Definition
5.4.2 Process Overview (As Is)
5.4.3 Process Overview (To Be)
5.4.4 Configuration data
5.4.5 RSI PROPOSAL Enhancements
5.5
Task List
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5.5.1 Definition
5.5.2 Process Overview (As Is)
5.5.3 Process Overview (To Be)
5.5.4 Configuration data
5.5.5 RSI PROPOSAL Enhancements
5.6
Measurement Points and Counters
5.6.1 Definition
5.6.2 Process Overview (As Is)
5.6.3 Process overview (To Be)
5.6.4 Configuration data
5.6.5 RSI PROPOSAL Enhancement
5.7
Maintenance Plan
5.7.1 Definition
5.7.2 Process Overview (As Is)
5.7.3 Process Overview (As Is)
5.7.4 Configuration data
5.7.5 RSI PROPOSAL Enhancement
5.8
Codes and Catalogs
5.8.1 Definition
5.8.2 Process Overview (As Is)
5.8.3 Process Overview (To Be)
5.8.4 Configuration data
5.8.5 RSI PROPOSAL Enhancement
6 Maintenance Processing-General Data
6.1
Definition
6.2
Process Overview (As Is)
6.3
Process Overview (To Be)
6.4
Configuration Data
6.5
RSI PROPOSAL Enhancement
7 Preventive Maintenance Process (MNT01A)
7.1
Definition
7.2
Process Overview (As Is)
7.3
Process Overview (To Be)
7.3.1 Process Overview Description
7.4
Configuration Data
7.5
RSI PROPOSAL Enhancement
8 Reactive Maintenance (MNT01B)
8.1
Definition
8.2
Process Overview (As Is)
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8.3
Process Overview (To Be)
8.3.1 Process Overview Description
8.4
Configuration Data
8.4.1 RSI PROPOSAL Enhancement
9 Quality Inspection (MNT01F)
9.1
Definition
9.2
Process overview (As Is)
9.3
Process overview (To Be)
9.3.1 Process Description
9.4
Configuration Data
9.5
RSI PROPOSAL Enhancement
10
Cost Allocation (MNT01C)
10.1
Definition
10.2
Process Overview (As Is)
10.3
Process Overview (To Be)
10.3.1
Process Description
10.4
Configuration Data
10.5
RSI PROPOSAL Enhancement
11
Routine Maintenance (MNT01D)
11.1
Definition
11.2
Process Overview (As Is)
11.3
Process Overview (To Be
11.3.1
Process Description
11.4
Configuration Data
11.5
RSI PROPOSAL Enhancement
12
Fleet Management (FLT01)
12.1
Definition
12.2
Process Overview (As Is)
12.3
Process Overview (To Be)
12.3.1
Process Overview Description
12.4
Configuration Data
12.5
RSI PROPOSAL Enhancement
13
Fleet Hiring Process (FLT01B)
13.1
Definition
13.2
Process Overview (As Is)
13.3
Process Overview (To Be)
13.3.1
Process Description
13.4
Configuration Data
13.5
RSI PROPOSAL Enhancement
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Fuel Card Management (FLT01A)
14.1
Definition
14.2
Process Overview (As Is)
14.3
Process Overview (To Be)
14.3.1
Process Description
14.4
Configuration Data
14.5
RSI PROPOSAL Enhancement
15
MiscellanDRCus Processes (MNT01E)
15.1
Definition
15.2
Process Overview (As Is)
15.3
Process Overview (To Be)
15.3.1
Process Description
15.4
Configuration data
15.5
RSI PROPOSAL Enhancement
16
Procurement for Plant Maintenance
16.1
Definition
16.2
Process Overview (As Is)
16.2.1
Process Overview Description
16.3
Process Overview (To Be)
16.4
Configuration data
16.5
RSI PROPOSAL Enhancement
17
Budgeting for Plant Maintenance
17.1
Definition
17.2
Process overview (As Is)
17.3
Process overview (To Be)
17.3.1
Process Overview Description
17.4
Configuration data
17.5
RSI PROPOSAL Enhancement
18
Calibration Process (MNT01G)
18.1
Definition
18.2
Process overview (As Is)
18.3
Process overview (To Be)
18.3.1
Process Overview Description
18.4
Configuration data
18.5
RSI PROPOSAL Enhancement
19
Issues
20
Reporting Requirements
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1 BLUE PRINT AGREMENT
Signing this document records your agreement to the contents of the Blueprint, and confirms that
the remainder of the project can proceed
Name
Position
Business Blueprint Document
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Date
Signature
2 LEGEND
The following describes the symbols used in the process map:
Legend
Description
Legend
Description
Process Start and
End
Decision Box
Process / Activity
step
Document and
Output
Step Numbers
Pre defined
process &
Automatic
triggering of
subsequent
process
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Continuation of
the process map
to a different
page and Process
Link
Manual Steps in
the process
3 OVERVIEW
Introduction to RSI Proposal Maintenance Module
3.1
Plant Maintenance comprises the following activities
•
Inspection: All measures which establish the actual condition of a technical system
•
Preventive maintenance: All measures which maintain the ideal condition of a technical
system
•
Repair: All measures which restore the ideal condition of a technical system
•
Other measures taken using the maintenance organization
Through integration with other modules (for example, Materials Management, Production, Sales
and Distribution, Personnel Management, and Controlling) the data is always kept current and
processes that are necessary for Plant Maintenance are automatically triggered in other areas (for
example, a purchase requisition for non-stock material in the Materials Management/Purchasing
area)
Followings are the subsection within the plant maintenance module
1.
2.
3.
4.
Management of Technical objects
Preventive Maintenance
Maintenance Processing
Information System
Management of Technical objects
Management of technical objects section of RSI PROPOSAL covers the structuring of the functional
location, Equipments and Bill of Materials.
Advantages of structuring:
•
•
•
•
The time required for managing the technical objects is reduced
Maintenance processing is simplified
The time spent entering data during maintenance processing is reduced considerably
More specific, thorough and faster evaluation of maintenance data
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Preventive Maintenance
Preventive Maintenance section of RSI PROPOSAL covers the activities of the maintenance, which
are well planned in advance. You can use this component to:
•
•
•
Store activities to be performed, in the form of maintenance task lists
Define the extent of preventive maintenance and inspection work and when it should be
performed at pieces of equipment and functional locations
Define the frequency of recurring maintenance and service tasks, either:
o Time-based or counter-based
o Time-based and counter-based
Maintenance Processing
Maintenance Processing section of RSI PROPOSAL covers processing of the all the documents (such
as Processing of Maintenance Notification, Maintenance orders etc) that relevant for maintenance
activities. Maintenance processing can be divided into the following three areas:
•
Description of the object condition
The most important element in this area is the maintenance notification. This is used to
describe the condition of the technical object, or to report a malfunction at a technical
object and request the damage is repaired.
•
Execution of maintenance tasks
The most important element in this area is the maintenance order. This is used to plan
the execution of maintenance activities in detail, monitor the progress of work and settle
the costs of maintenance tasks.
•
Completion of maintenance tasks
The most important element in this area is the maintenance history. This is used for
long-term saving of the most important maintenance data. This data can be called up for
evaluation at any time.
Information System
The Plant Maintenance Information System can be used at a variety of levels (reports) in the
decision making process as an instrument for monitoring, controlling and planning your business
operations.
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It is a flexible tool for collecting, aggregating and evaluating data from Plant Maintenance. The
information system allows you to view all information in the operative application from a wide
range of perspectives. You can also define the level of detail in which you wish to see the
information.
3.2
Scope of the document
The functions identified to be implemented in this phase of implementation from Plant
Maintenance and Fleet Management module in RSI PROPOSAL R/3 system are as follows:
1.
Preventive Maintenance
2.
Reactive/Breakdown Maintenance
3.
Routine Maintenance
4.
Cost Allocation
5.
Hiring of Equipment/Fleet (Internal Hiring falls under the module ECO-ETM)
6.
Procurement for Plant Maintenance (This falls under MM module)
7.
Budgeting for Plant Maintenance (This falls under PS module)
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4 ORGANIZATIONAL STRUCTURE
Maintenance and Fleet Management incorporate the existing organization structure by making
assignments to the organizational units defined in Accounting and Logistics Modules. The
Organizational Structures defined for DRC are as follows,
Controlling area
An organizational unit within a company, used to represent a closed system for cost accounting
purposes. A controlling area may include single or multiple company codes that may use different
currencies
For DRC, there would be only one controlling area, which is assigned to single company code as
follows
Sl No
Controlling area
Description
1
1000
DRC Controlling Area
Company code
Company code is the smallest organizational unit of Financial Accounting for which a complete
self-contained set of accounts can be drawn up for purposes of external reporting. In Financial
Accounting, business transactions are mainly entered, saved, further processed and managed at
the level of company code. You can set up several company codes for each client, so that you can
process the accounts of several independent firms at the same time. However, you must set up at
least one company code.
For DRC, there would be only one company code as follows
Sl No
1
Company code
1000
Description
DRC
Plant
In Logistics a plant is an organizational unit for dividing an enterprise according to production,
procurement, maintenance, and materials planning. Plant is a place where materials are produced,
or goods and services are provided.
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For DRC, following plants would be used
Sl
No
Plant
1
1100
Projects Plant
2
1200
Facilities Management
3
1300
Landscape and Irrigation
4
1400
Transport and Engineering services
5
1500
DRC Plant
Description
Cost Center
An organizational unit within a controlling area that represents a defined location of cost
incurrence.
The definition can be based on, functional requirements, allocation criteria, physical location,
responsibility for costs
Note: Please refer the Material Management (MM) and Finance Accounting and Controlling (FICO)
blueprints for more details.
4.1
Organization Structure for Plant Maintenance
4.1.1
Maintenance Plant
The plant, at which the operational systems of a company are installed, is called the maintenance
plant. If the maintenance work is planned at this plant, the maintenance plant is also the
maintenance planning plant. Locations subdivide a maintenance plant according to location
criteria, for example, site, building, coordinates. A maintenance plant can also be subdivided into
plant sections based on responsibility for production. The person responsible for the plant section
is the contact person who coordinates production and maintenance (plant engineer).
For DRC:
The following are the maintenance plant for DRC
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Sl No
Maintenance Plant
Description
1
1200
Facilities Management
2
1300
Landscape and Irrigation
3
1400
Transport and Engineering services
4.1.2
Maintenance Planning Plant
A maintenance planning plant is the organizational unit in which maintenance requirements are
planned. These requirements can either come from your own plant or from another maintenance
plant assigned to this maintenance planning plant. The planners within a maintenance planning
plant are defined by maintenance planner groups. The units of capacity in Plant Maintenance are
managed as maintenance work centers in the PM system. The maintenance work centers are
usually assigned to the maintenance planning plant. However, you can also use maintenance work
centers from other plants to perform maintenance tasks.
For DRC:
The following are the maintenance plant for DRC
Sl
No
Maintenance
Plant
Maintenance
Planning Plant
Description
1
1200
1200
Facilities Management
2
1300
1300
Landscape and Irrigation
3
1400
1400
Transport and
Engineering services
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5 MASTER DATA
The basic data is stored in master records in the system. When processing business events and
transactions, the system accesses master records and the data stored in them.
5.1
5.1.1
Functional Location Master Data
Definition
Functional locations are hierarchically ordered structures that represent a technical system,
building, or part therDRCf. You can structure the functional location according to spatial (for
example, building 1, building 2), technical (for example, press, press frame, press hydraulics), or
functional, that is, process-oriented criteria (for example, polymerization, condensation).
5.1.2
Process Overview (As Is)
Currently, there is no common database to store Functional Location. For facilities, project codes
given by Projects Department are being utilized to identify each facility.
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5.1.3
Process Overview (To Be)
Functional Location
TESD/FMD/LID
Start
Project
Handover
Process
Outside SAP
1
Receive the details of the new
location and update details as per
the functional location master
data template
Not approved
2
Get the approval
Approved
3
Functional
location Master
data
Create Functional Location
master (If the number of records
are less than 25, create them
manually or use a BDC)
End
Roles:
1- User Department
2 – As per the delegation of authority
3 – Master data controller
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The aim of creating a functional location is to structure a technical system or building into units
that are relevant for Plant Maintenance.
The master record for the functional location uses the following views:
 General: Class, object type, reference data, and manufacturer data.
 Location: Location data, address
 Organization: Account assignment (for example, company code, cost center), responsibilities
(for example, maintenance planning plant)
 Structure: For example, structure indicator, higher-level functional location, equipment
Structure Indicator for Functional Location
The identification for functional locations is created using the structure indicator. The structure
indicator consists of two input fields:
 Edit mask
 Hierarchy levels
The edit mask is used to control which characters may be used for identification (letters, numbers,
or both) and how these characters are grouped together or split. The hierarchy levels are used to
define which level ends at which character and how many hierarchy levels the structure may
contain.
For DRC:
The Following Structure Indicator would be used
DRC001 – Structure Indicator for DRC
Edit Mask:
Hierarchy Level:
XXXX-XXX-AXX-XX-XX
1
2
3 4 5
X- Accepts both alphanumeric
A - Accepts only alphabets
Level 1: XXXX – Facility Number
This level is represented by four characters. First character represents the type of facility as in the
as-is system. Next three char are running serial number and/or alphanumeric combination for each
facility.
Level 2: XXX – Sub facility number
This level will have three char. Running serial numbers and/or alphanumeric combination would be
used to represent each sub facility.
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Level 3: AXX – This level is for Building and landscape.
This level will have three characters. First character is an alphabet. For example A-for apartment,
V-for Villas and L- for Landscape
Second and third characters are running serial numbers and/or alphanumeric combination.
Differentiating landscape by L at this level is for common landscapes or where there are no
buildings and only landscape maintenance is carried out.
Level 4: XX – This level is level indicates floors for apartment and type of landscape for landscapes.
This level will have two characters. For example basement floor - B0, B1, B2 etc and for ground
floor 00, first floor 01 and so on. For landscape, L1-Landscape, L2-Irrigation etc
Level 5: XX – This level represents the physical location of the Equipment. For functional location at
this level maintenance activity will be carried out.
This level will have two characters. Running serial number and/or alphanumeric combination
would be used. For the apartments, rooms within a house are identified by the description.
Equipments are assigned only to level 5.
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5.1.4
Configuration data
Code
Description
DRC001
Structure Indicator for DRC
XXXX-XXX-AXX-XX-XX
Edit Mask
1
5.1.5
2
3 4 5
Hierarchy Level
RSI PROPOSAL Enhancement
There are no enhancements for functional location master data.
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5.2
Equipment Master Data
5.2.1
Definition
A piece of equipment is an individual physical object that is to be maintained as an autonomous
unit. Pieces of equipment usually represent single objects (for example, pumps, motors, vehicles),
for which maintenance tasks should be recorded.
5.2.2
Process Overview (As Is)
Currently, there is no standard codification for equipment. Each department is following its own
codification logic
TESD
For Registered Vehicle – Running serial number starting with V
For Non Registered Vehicle – Running Serial number starting with P
For Marine Equipments – Running serial number starting with M
For long leased vehicles – Running serial number starting with LV
FMD/LID
Running serial number.
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5.2.3
Process Overview (To Be)
Equipment Master Data
TESD/FMD/LID
Start
Purchase
Requisition
Process
(PRC01A)
Outside SAP1
Project
handover
Process
(PRJ02C)
Receive the details of the new
equipment and update details as
per the equipment master data
template distributed
Not approved
2
Get the approval
Approved
3
Equipment
Master data
Development
Create Equipment master (If the
number of records are less than
25, create them manually or use a
BDC)
Print barcode
End
Roles:
1- User Department
2 – As per the delegation of authority
3 – Master data controller
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5.2.3.1 Process Overview Description
All the equipment/fleets would be created as master data in the system. These data are used while
processing the maintenance order and notifications.
Equipment can be installed/dismantled at functional locations. You can monitor the installation
times for a piece of equipment from both the functional location view and the equipment view.
The equipment master record uses the following views in the standard system:
• General:
Class, object type, reference data, and manufacturer data.
• Location:
Location data, address
• Organization: Account assignment (for example, company code, cost center),
responsibilities (for example, maintenance planning plant)
• Structure: For example, structure indicator, higher-level functional location,
equipment
You can use the time-based data to monitor a piece of equipment dynamically, that is, track
changes to the equipment over a specific period of time It automatically creates a new time
segment whenever certain changes are made in the master record. The time segment describes
the equipment usage.
Fleet Master Data
Fleet master record is extension of equipment master record. Fleet objects include cars, trucks,
ships, building machinery and transport containers. A fleet object can be displayed as an
equipment master record with fleet object-specific views. As a piece of equipment, a fleet object
can be a reference object for a notification or an order.
For example, fleet object-specific data can be:
• Identification data (number plate, chassis number)
•
Dimension data (height, width, length)
•
Transport-relevant data (weight, maximum load, loading volume)
•
Task list data (counter reading data)
•
Other features (fuel card number, key number)
•
Engine data (engine type, engine performance, revolutions per minute, cubic capacity)
•
Fuel and lubricant data (fuel type, oil type)
For DRC:
Equipment structure will have two hierarchy levels. First level is main equipment, second level is
sub equipment. Old unit IDs can be maintained on the field ‘Technical ID’
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Equipment Category
This allows you to control which basic characteristics a corresponding equipment master record
should have. Using the control characteristics, you can decide how many and which equipment
categories you require.
The following are the some of the control characteristics of equipment category:
•
•
•
•
•
Screen sequence during the maintenance of master data
Number interval and number assignment
Ongoing usage history
Option of installation at functional locations
Documents verifying changes to master data
For DRC:
The following equipment categories would be used
F – Fleet Objects – all vehicles.
This category would be used to create a master data of all the fleet objects. This category would be
mainly used all type of vehicles. This category would have external number range as existing in the
present system.
M – Machines
This category is used to create master data of all the non fleet objects.
L – Leased Vehicles
This category would be used to create master data of long leased equipments, which are treated as
DRC equipment from maintenance point of view.
E – Equipments
This category is used to create master data of all the equipments, used by FMD and LID.
T- PRT (Production resource tools) and testing tools
This category would be used to create master data of all the testing tools and production resource
tools.
G- General
This category would be used to create equipment/fleet master which are not owned by DRC but
maintained by DRC.
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Partner functions for equipment
The business object 'Partner' is a natural person, organization, group of natural persons, or group
of organizations, in which the company has a business interest. This can also be a person,
organization, or group within the company.
Types of partner are:
Internal partner - for example, internal employees, partners in the HR personnel system
External partner (for example, customers, vendors)
Document Management
Information about the technical object may be in the form of construction drawing, user manual,
photographs etc. Documents are managed in Document management system (DMS) of RSI
PROPOSAL and you can link the document master records directly to the master record of the
technical object.
Classes and Characteristics
Classes
Classes are used to group the objects together according to certain criteria that you define. One
aim of classification is to assign features in detail to a technical object that the master record
cannot handle in this quantity. A classification system has the task of describing objects using
characteristics, and grouping similar objects into classes, to classify them and make them easier to
find.
For Example: TRUCK, CAR, BUS, MECH_EQUIP (Mechanical equipment), ELEC_EQUIP (Electrical
equipment) etc.
Characteristics
Characteristics are used to describe the properties of the objects and are assigned to the class.
The properties are specified by the values of a characteristic.
For Example: For class CAR characteristics may be, type of cooling, type of coolant, Salik tag,
Objects (Type of technical object)
Technical object is a generic term user for a component in a technical system on which a
maintenance task is performed (e.g. functional location) or a physical object that is maintained as
an autonomous unit (e.g. equipment). Type of technical object or simply object is a division of a
technical object for precise description. These objects may be assigned to a class.
For example: SPLT_AC (Split A/C), which may be assigned to the class ELEC_EQUIP (Electrical
equipment)
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5.2.4
Configuration data
Equipment Category
Equipment
category
Description
F
Fleet Objects
M
Machines
E
Equipments
T
Testing tools and PRT (Production Resource Tools)
G
General Equipments (Non DRC equipments)
Number ranges
For all the equipment category internal number ranging would be used.
Equipment
category
Number Range
Int/Ext
F
A-Z
External
M
A-Z
External
E
1000000-1999999
Internal
T
5000000-5999999
Internal
G
6000000-6999999
Internal
Partner Functions
There would be one partner function PM with following partners
Partner
Function
Description
Partner
Code
Description
PM
PM partner function
VN
Supplier of the equipment
PM
PM partner function
VU
Employee
PM
PM partner function
AB
Department Responsible
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PM
PM partner function
VW
Person Responsible
PM
PM partner function
VU
User responsible
Objects (Type of technical object)
The list of technical object to be configured would be decided during realization phase. Template
to collect the required data has been distributed already.
5.2.5
RSI PROPOSAL Enhancement
Following enhancement is required
Enhancemen
t
Description
Enhancement
Additional screen and
fields on Fleet master
Output
Bar code printing
Remarks
To maintain the following fields:
Fuel card expiry date, fuel card supplier,
salik card number, salik card expiry date.
User should be able to print bar codes for
equipment/asset number
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5.3
5.3.1
Bill of Material
Definition
A maintenance bill of material (BOM) is a complete, formally structured list of the components making up
a technical object or an assembly.
5.3.2
Process Overview (As Is)
Currently, there is no bill of materials for the equipments.
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5.3.3
Process Overview (To Be)
Bill Of Material
TESD/FMD/LID
PCD
Start
1
Equipment Master
exist?
No
Equipment
Master
Data
Yes
2
Is material master
exist?
No
Material
Master
Data
Yes
Outside SAP
3
Update details as per the BOM
master data template
Not approved
4
Get the approval
Approved
5
BOM master
data
Create Bill of Material (If the
number of records are less than
25, create them manually or use a
BDC)
End
Roles:
1,2, 3 - User Department
4 – As per the approval authority
5 – Master data controller
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5.3.3.1 Process Overview Description
The BOM list contains the object numbers of the individual components together with their
quantity and unit of measure. The components can be stock or non-stock spares or assemblies,
which in turn can be described using maintenance BOMs.
The maintenance bill of material has three important functions:
 Structuring of the object
The structure of an object should be displayed as clearly as possible from a maintenance
viewpoint.
 Spare parts planning in the order
If a bill of material exists for a technical object, it can be used during the planning process of a
maintenance order for the purpose of spare parts identification and planning.
 Spare parts planning in the task list
Spare parts can be planned in the task list based on a bill of material.
For DRC:
The following Bill of materials would be used:
Material BOM: A material BOM is a bill of material that is first created for a material
(assembly/sub assembly) independently of a technical object. This bill of material can then be
assigned to equipment.
Equipment BOM: Equipment BOM contains material BOM and direct materials.
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5.3.4
Configuration data
There is no specific configuration for DRC on BOM. RSI PROPOSAL standard settings would be used.
5.3.5
RSI PROPOSAL Enhancement
There are no enhancements for BOM. RSI PROPOSAL standard functionality would be used.
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5.4
5.4.1
Work Center
Definition
A work center is a group of employees, machines etc which are responsible to carry out the
maintenance activities.
5.4.2
Process Overview (As Is)
Currently, there no concept of work center is followed in DRC.
5.4.3
Process Overview (To Be)
5.4.3.1 Process Overview Description
A work center is an organizational unit within an operational system. A work center can be one of
the following:
- Machine
- Group of machines
- Person
- Group of pDRCple
In Plant Maintenance, work centers are used as:
- Main work center in the master record for the equipment or functional location
- Main work center in a maintenance item
- Main work center in the task list header
- Performing work center in the operations for a task list
- Main work center in the order header
- Performing work center in the operations for an order
Work centers belong to the master data in PM and provide the capacity required to perform a task.
Work center the basic data contains general data such as work center category, description,
responsibility, and usage.
Work center links provide the connection between work centers and other objects within the RSI
PROPOSAL System. You can link a work center to a Cost center and HR master record. The links are
valid for certain periods of time. The Work center is used for costing, scheduling and capacity
planning
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5.4.4
Configuration data
RSI PROPOSAL standard settings would be used for DRC.
5.4.5
RSI PROPOSAL Enhancements
There are no enhancements for work center. RSI PROPOSAL standard functionality would be used.
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5.5
Task List
5.5.1
Definition
Maintenance task lists describe a sequence of individual maintenance activities which must be
repeatedly performed within a company.
5.5.2
Process Overview (As Is)
Each department is having the list of activity for each type of maintenance. These lists contain the
activities to be carried out, i.e. instruction set to the Technicians.
5.5.3
Process Overview (To Be)
5.5.3.1 Process Overview Description
The maintenance task lists in the PM System are combined into task list groups. A task list group
contains all the maintenance task lists with the same or similar maintenance steps. The
maintenance task lists within a task list group are identified by the group counter, which numbers
the task lists within the group sequentially.
A task list structure consists of header data and operation list.
The assignments which are made in the task list header are plant, work center, planner group,
maintenance strategy, status etc.
The assignments which are made to operation list are:
The control key which defines whether an operation is to be processed internally or
externally.
Services can be assigned to an operation in the task list as service packages (= service
master records)
You can assign material components to the operations in maintenance task lists with
stock/non stock indicator.
The header data and operation list data of the task list are copied into the maintenance order
when the maintenance task list is expanded in the maintenance order.
You can execute the cost analysis program for task list for each task list type. The following data is
entered in the cost analysis:
- All material costs
- All costs for external processing
- All costs for internal processing
For DRC
The following three types of task lists would be used:
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•
Equipment Task List - have a specific link to a piece of equipment
•
Functional Location Task List - is assigned to a specific functional location
•
General Maintenance Task List – These are used for general maintenance tasks. They do not
refer to a specific technical object.
All three task list types can be used for routine and preventive maintenance. The numbers for
equipment task lists and task lists for functional locations are assigned internally. The numbers for
general maintenance task lists can be assigned internally or externally.
5.5.4
Configuration data
There are no configuration data for task list. RSI PROPOSAL standard settings would be used for
DRC.
5.5.5
RSI PROPOSAL Enhancements
There no enhancement for task list. RSI PROPOSAL standard settings would be used for DRC.
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Measurement Points and Counters
5.6
5.6.1
Definition
Measuring points describe the physical and/or logical locations at which a condition is described,
(for example, the coolant temperature in a Diesel Generator after the coolant has left the water
jacket, vibration of the engine etc)
5.6.2
Process Overview (As Is)
Only for the few of the equipments and for fleets, measurement points are being used.
Measurement readings are not used for preventive maintenance triggering.
5.6.3
Process overview (To Be)
Tools that we use to represent the wear and tear of an object, consumption, or the reduction of an
object’s useful life are described as counters in the RSI PROPOSAL System (for example, the
milometer for a vehicle, or an electricity meter for an electric-powered system).
Measurement readings are taken at measuring points in particular measurement units at particular
intervals.
In Plant Maintenance, measuring points and counters are located on technical objects, in other
words, on pieces of equipment or functional locations.
For DRC:
Standard functionality of RSI PROPOSAL will be used. Standard functionality allows you to maintain
the measuring point for equipment/functional locations. The readings of the measurement point
can be recorded in the measurement documents
5.6.4
Configuration data
No configuration data for measurement point. RSI PROPOSAL standard settings would be used for
DRC.
5.6.5
RSI PROPOSAL Enhancement
Type of Enhancement
Enhancement of User exit
IMRC0001
Description
An email should be triggered to the concerned person, when
the measurement reading crosses the limit.
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5.7
5.7.1
Maintenance Plan
Definition
Maintenance plan is the description of the maintenance and inspection tasks to be performed at
maintenance objects.
5.7.2
Process Overview (As Is)
Currently, a weekly or monthly plan would be prepared for maintenance plan. FMD is using FSI
software and TESD is using ‘Whitelink’ software to maintain the maintenance plans. LID is making
maintenance plans manually.
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5.7.3
Process Overview (To Be)
Maintenance Plan
TESD/FMD/LID
Start
Equipment Master/
Functional location exists?
No
Equipment/
Functional
location master
data
Yes
Task list exists?
Task List
No
Create Task List
Yes
Outside SAP
3
Update details as per the
Maintenance Plan master data
template
Not approved
4
Get the approval
Approved
Create Maintenance Plan
Single Cycle
Multiple counter
Strategy
5
5
Create Single cycle plan (If
the number of records are
less than 25, create them
manually or use BDC)
5
Create strategy Plan (If the
number of records are less
than 25, create them
manually or use BDC)
Create multiple counter plan
(If the number of records are
less than 25, create them
manually or use BDC)
Maintenance
Plan
Roles:
1,2, 3 - User Department
4 – As per the approval authority
5 – Master data controller
End
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5.7.3.1 Process Overview Description
The maintenance plans describe the dates and scope of the tasks. A maintenance plan is used to
generate a call object automatically for a particular date. A call object can be a maintenance order
or maintenance notification.
You can create maintenance plans for the technical objects in your company, thereby ensuring that
your technical objects function optimally. The maintenance plan you use depends on the type of
maintenance planning that you would like to use in your plant.
Maintenance Plan has maintenance item and scheduling data.
The maintenance item contains the following data:
• Planning data: Maintenance planning plant, maintenance planner group, order type,
maintenance activity type, main work center
• Reference object
• Task list
The scheduling data consists of following details:






Cycle start: Start date for calculating planned and call dates.
Call horizon: Determines when a maintenance call object (for example, a maintenance order)
should be generated for a waiting maintenance call.
Scheduling period: Determines the period of time, for which the system generates planned
or call dates during scheduling.
Shift factors: The shift factors for early/delayed confirmation of a maintenance task define
what percentage of the shift should be considered for the next date.
Tolerances for shift factors: The tolerances for early/delayed confirmation define the time
period, for which positive or negative differences between actual and planned dates do not
affect subsequent scheduling.
Scheduling indicator: Specifies the type of time-based scheduling involved
A maintenance plan can consist of several maintenance items. In this case, an order (or
notification) is created for each maintenance item. You can Start, Restart, Schedule, Manually call
or deactivate a maintenance plan.
For DRC:
The following three types of maintenance plan would be used:
-
Maintenance planning with single cycle
-
Maintenance planning with strategy
-
Maintenance planning with cycle of different dimensions
Maintenance planning with single cycle
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A single cycle plan is the simplest form of maintenance plan. You create a single cycle plan and
define exactly one time-based or performance-based maintenance cycle, in which you specify the
interval at which the maintenance plan should be executed.
It might be used, for example, for the annual maintenance of a car or for the repair of a
photocopier after every 10,000 copies.
Maintenance planning with strategy
You create a strategy plan and assign a maintenance strategy in which you have defined the
maintenance packages. A maintenance strategy contains general scheduling information, and can
therefore be assigned to as many maintenance plans and maintenance task lists as required.
For example, it makes sense to use a strategy plan if different maintenance tasks for a car are due
in different cycles: oil check every 1,242.74 mi, oil change every 6,213.71 mi.
Multiple counter plan
A multiple counter plan is a maintenance plan that can have cycles of different dimensions (for
example, time and distance). You can assign cycles freely to the multiple counter plan. A strategy
cannot be used here and a maximum of one time-based cycle can be used within a multiple
counter plan.
5.7.4
Configuration data
There is no configuration data for maintenance plans. RSI PROPOSAL standard settings would be
used for DRC.
5.7.5
RSI PROPOSAL Enhancement
No enhancement for maintenance plan
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5.8
Codes and Catalogs
5.8.1
Definition
Catalogs are used to manage, uniformly define, and standardize information (for example, defect
types, follow-up actions, tasks or characteristic attributes) on a client-wide or plant-wide basis for
a notification.
5.8.2
Process Overview (As Is)
Currently, no concept of codes and catalog is being used in DRC
5.8.3
Process Overview (To Be)
The catalogs can help you to record and subsequently evaluate qualitative data, and to describe
problems.
Catalog: Combination of code groups, grouped together according to content (for example,
damage and cause of damage).
Code groups: Combination of code groups, grouped together according to content (for example,
damage to vehicles, pumps, motors) or mechanical damage and electrical damage.
Codes:
Description of damage and activity.
Advantages of catalogs:
• Reduction in number of incorrect entries
• Statistical evaluations are possible using the standard analyses in the Plant Maintenance
Information System
All the activities types can be codified into ‘Codes’ and report such as list of notification can be
generated for each code.
5.8.4
Configuration data
Required codes and catalogs would be created during realization phase.
5.8.5
RSI PROPOSAL Enhancement
There are no enhancements for codes and catalogs. Standard RSI PROPOSAL settings would be
used.
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6 Maintenance Processing-General Data
6.1
Definition
The Maintenance Processing –General Data is the details on the documents i.e. Maintenance
Notification and Maintenance Order required to carry out the maintenance activity.
The maintenance process cycle consists of five steps:
Step 1: Notification of a damage or request for particular work (for example, a new construction)
Step 2: Creation and planning of an order based on the notification. Typical planning tasks include
creating operations, making reservations for spare parts, or planning execution times.
Step 3: Order control with availability check, provision of capacity, printing of order papers.
Step 4: Actual execution of the work that was requested, including withdrawal of spare parts from
the warehouse and execution of the order.
Step 5: Completion of the work that was actually performed with confirmation and documentation
of technical findings in order to record the condition of the technical object. The order is settled in
Controlling.
6.2
Process Overview (As Is)
For processing maintenance activity work order is being used. Work order contains the details such
as work requested, facility, contact person, type of activity etc.
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6.3
Process Overview (To Be)
Notification
Notifications are used to convey maintenance requirements and the documentation for technical
findings and activities performed.
A Notification is used to
•
Describe the exceptional technical condition at an object
•
Request the maintenance department to perform a necessary task
•
Document work that has been performed
Maintenance notifications document maintenance tasks completely, and make them available for
analysis in the long term. You can use them for preliminary planning and execution of tasks.
Each maintenance notification contains header data. Header data is information used to identify
and manage the maintenance notification. This data is valid for the entire maintenance
notification.
You enter and maintain data in the notification item sub-screen area to specify object parts,
damage and cause in detail. A notification can identify several items for which similar data can be
maintained.
Action Box
Action Box contains the ‘Tasks’ and ‘Activities’ and are assigned to notification type. These are
available at header level when processing notifications. When the function is called up, the system copies the
task or activity defined into the notification.
The following Notification types would be used for DRC
Notification
Description
Remarks
Service Request
This Notification type is used for
Type
SR
registering any maintenance request from
the facility.
SN
Service
Request-
Non Maint.
This
Notification
type
is
used
for
registering any non maintenance request
from the facility. This Notification type will
have one level of approval
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M1
Maintenance Request
This
Notification
type
is
used
for
processing any maintenance activity other
than facility request. This will be mainly
used by TESD.
M2
Breakdown Notification
This notification is used for registering any
breakdown of the equipment.
N1
Inspection Notification
This Notification would be used for
processing and recording the inspection
details of newly arriving vehicles.
SY
Survey Notification
This Notification is used for period survey
of customer satisfaction.
AR
Accident Report
This Notification would be used for
making a report on vehicle accidents. This
will have one level of approval.
Maintenance Order
Maintenance Orders are used for detailed planning of tasks and their accompanying
documentation. The order is a document which is used for planning, scheduling and executing of
the maintenance task. Order captures the details of the resources consumed for the maintenance.
The order is created independently using separate transaction code or directly from the
notification. Orders are also triggered automatically by the system based on the maintenance plan
You can use an order to:
•
Plan tasks in detail with regard to type, scope, dates and resources
•
Monitor the execution of tasks
•
Define rules for account assignment, settlement and budgets
•
Enter, assign and settle the costs which arise from tasks
Some of the data on the Maintenance order are:
•
Header data is information that serves to identify and manage the maintenance order. It
is valid for the whole maintenance order - for example, the number, description and type
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of order, scheduled dates for order execution, priority of tasks, creator, and the last
person who changed the order.
•
Object List consists of functional locations and/or pieces of equipment and/or
assemblies. You can enter these objects in the order header as reference objects and/or
in the object list
•
Operations are used to describe the work to be performed when the maintenance order
is executed. (For example, work center, standard time, control key)
•
Materials are spare parts, which are required and used or consumed when the
maintenance order is executed
•
Cost data provides information on how high the estimated, planned and actual costs are
in the value categories, which cost elements are relevant for the order etc
The following Order types would be used for DRC
Order Type
PM01
Description
Reactive Maintenance
Remarks
This Order type would be used for
processing any type of maintenance
requests
PM02
Routine Maintenance
This Order type would be used for
processing the routine jobs.
PM03
Preventive Maintenance
This Order type would be used for
processing
planned
activities.
These
automatically
maintenance
orders
triggered
from
are
the
maintenance plans and users are not
supposed to create it manually.
PM05
Calibration Order
This Order type would be used for
processing the testing/inspection tool
calibrations.
Control key
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The control key is a default value which defines how an operation should be processed. The
following are the some of the control function of the control key:
Function
Description
External
Controls whether an operation or sub-operation is processed externally.
processing
Schedule
Controls whether an operation is scheduled or determines the time
position of a sub-operation.
Service
Controls whether you can plan services for an operation.
Maintenance activity type
A key for the type of maintenance activity provided. Activities are divided into repairs, shutdowns,
regular activities, inspections and so on.
In cost evaluations (total costs, number of orders per technical object) you can differentiate the
data using the maintenance activity type.
For DRC:
For example Routine, Breakdown, Plumbing, Painting etc would be used.
Status Management
You can use status management to describe and recognize whether particular business
transactions can be performed for an object.
There are two types of status:
o
System Status
o
User Status
System Status:
System statuses are set internally by the system within the framework of general status
management when you perform certain business transactions. They inform you that a certain
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business transaction was performed on an object, which enables you to determine which business
transactions you can now perform on the object as a result of this status.
In Plant Maintenance module, system statuses are available for the following objects
-
Notification
-
Tasks on Notification
-
Order
-
Operation on order
-
Equipment master data
-
Functional location master data
User Status:
These statuses are defined by the user and can be used to further limit the business transactions
allowed by the various system statuses.
You can assign and delete any user statuses that have been defined in your system provided you
have the appropriate authorization.
In Plant Maintenance module, system statuses can be defined for the for the following objects
-
Notification
-
Tasks on Notification
-
Order
-
Operation on order
-
Equipment master data
-
Functional location master data
For DRC user status will be defined for Maintenance Order and Equipment/Fleet Master.
Object information
You can use the object information to obtain a swift overview of the condition and history of the
object concerned.
The dialog box contains data (where available) about the classification of the object. It displays
statistics for the maintenance notifications related to the object and the last three maintenance
notifications entered for this object with short text, date, and completion. You can also call up
information about orders, maintenance items, and maintenance dates
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Priority
A priority can be assigned to each maintenance order and notification. This priority determines the
required start date and end dates of the notification or order, relative to the creation date.
In maintenance processing you can work with internal priority types for notifications and orders.
Action Log
Changes to notifications, orders, equipment, and functional locations are displayed in
chronological order in an action log. This enables you to track who has changed the data or status
of specific fields and when they were changed.
To use this function, the respective change documents created (for each object, status, or partner)
must be active.
Document flow
All the document types created for the order can be displayed under document flow such as:
-
Notification
-
Completion confirmation
-
Goods movement
-
Purchasing requisition
-
Purchase order
Note: To start the maintenance processing, respective master data and WBS element is required.
For example for the facilities, functional location and WBS element should exist before starting the
maintenance process on RSI PROPOSAL.
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6.4
Configuration Data
Control Key
Control key
PM01
PM03
Function
Processing Internal Activity
Processing External Services
Status for Equipment Master Data
Status
No
Code
Description
Remarks
10
INIT
In Operation
With this user status, it is not
possible to set the Deletion indicator
to the equipment master
20
SCRP
Scrapped
With this user status, it is not
possible to create Maintenance
order/Notification
30
SOLD
Sold
With this user status, it is not
possible to create Maintenance
order/Notification
40
OBS
Obsolete
With this user status, it is not
possible to create Maintenance
order/Notification
Status for work orders
Similar to the equipment master record, work order also have the system status and user status.
For DRC:
Following user status would be used for orders
Status
No
Code
Description
Remarks
10
INIT
Initial
Technical Completion is not
allowed for this user status
20
WIPS
Work under progress at
site
Technical Completion is not
allowed for this user status
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6.5
30
WIPW
Work under progress at
workshop
Technical Completion is not
allowed for this user status
40
WTFM
Waiting for materials
Technical Completion is not
allowed for this user status
50
WFAP
Waiting for approvals
Technical Completion is not
allowed for this user status
60
ROUT
Sent out for repair
Technical Completion is not
allowed for this user status
70
TEMP
Temporarily released
Technical Completion is not
allowed for this user status
80
JOBC
Job Completed
Only with this status technical
completion is allowed.
RSI PROPOSAL Enhancement
There are no specific enhancements for this process.
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7 Preventive Maintenance Process (MNT01A)
7.1
Definition
Preventive maintenance process is the one which is carried out periodically to ensure the high
availability of technical systems, for example, equipment, fleet, or any other facility such as land
and irrigation system. As the name indicated, all the activities along with the resources are planned
in advance
7.2
Process Overview (As Is)
On a periodic basis, each department is preparing a preventive maintenance plan. Work orders are
created to carry out the activity. This work order has the details of the jobs carried out, material,
labor required etc. Upon the completion of the activity quality inspection is carried out. After the
satisfactory completion of the job, work order will be updated with jobs carried out. Once the job
is completed, work order will put in history.
Following processes are covered from the as-is document
TESD
General Process Preventive Maintenance
Quality control in preventive maintenance - This is covered in separate process ‘Quality
Inspection (MNT01F’)
Equipment safety certification
FMD
General Process – Preventive Maintenance
LV Electrical System health check up
Lifts Systems
Testing of Generators
Control of Inspection, measuring and test equipments – This process is covered in a separate
process ‘Calibration Process (MNT01G)
Fire sprinkler testing system
Fire alarm and Evacuation system
Testing of fire hose reels and risers
Cleaning
LID
General Process – Preventive Maintenance
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7.3
Process Overview (To Be)
Preventive Maintenance (MNT01A)
TESD/FMD/LID
PCD
Start
1
Create, Task list, maintenance
plan
2
Schedule the maintenance
Plan
3
B
Auto triggering of
maintenance order and/or
Notification based on the
scheduling data
4
Maintenance
Order/Notification
Release the order
Development
An auto mail would be
triggered to Supervisor/
Engineer/Foreman
Is material
required
No
Yes
Development
6
Material
Reservation Slip
Approval for the material
reservation number
8
Print the material
reservation number
Purchase
requisition for
Materials
(PRC01A)
A
Roles
1,2,4 – Maintenance Planner
8- Foreman/Engineer/Supervisor
6 – As per the delegation of authority
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FI/CO
Preventive Maintenance (MNT01A)
TESD/FMD/LID
PCD
FI/CO
A
Job done by Internal/
External manpower?
External
Auto triggering
of Purchase
Requisition
Purchase
Requisition
Purchase
requisition for
services
(PRC01A)
Internal
Development
9
Print the Work order and
task list/Gate pass
Work order Print
Gate Pass Print for
Warranty/outsourced
repair
Outside SAP
10
Perform the job
Quality
Inspection
Process
(MNT01A)
No
Is quality OK?
Yes
11
WO Confirmation
Confirmation
Number
Settlement
Process
12
Technical completion
B
13
Business completion
End
End
Roles:
9, 11, 12 - Foreman/Engineer/Supervisor
10 – Technician
13 – Maintenance Planner
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7.3.1
Process Overview Description
Preventive Maintenance Planning
This is the first step in the preventive maintenance processing. This step involves creation of
master data and maintenance plan etc.

Check whether master data exists for technical object (equipment/fleet/functional location)
on which you want to process the preventive maintenance. If the master data does not exist,
create a master data for the technical objects and also create other master data such as such
as maintenance item, task list and maintenance plan.

If all the master data are available, schedule the maintenance plan. Scheduling of the
maintenance plan refers to the starting of a maintenance plan. Based on the scheduling data
on the maintenance plan, system give you list of planned date for the respective maintenance
plan. Once the planned date is reached, system automatically triggers a maintenance order or
maintenance notification depending on the call object set on the maintenance plan.
Preventive Maintenance Scheduling
This is the second step in the Preventive Maintenance processing. This process involves releasing
of the order and maintaining the settlement rule on the work order.

All the orders triggered are available as list. From the list, you can select the order to be
processed and go to order change mode. In the work order you can enter additional
operations, components etc (apart from the task list attached) if required.

For the equipment which is under warranty, you can see the details from the object
information on the notification or order header.

Release the maintenance order.

As soon as the work order is released an email will be triggered to the concerned
engineer/supervisor/foreman. This is not a standard functionality of RSI PROPOSAL. This will
be done through workflow. To trigger an email to the concerned person, ID of the responsible
person should be maintained either on the equipment master record as partner function or
on the maintenance order header as ‘person responsible’

A provision would be provided to access the RSI PROPOSAL through the web on the PDA.
Supervisor/Engineer/Foreman would be able to access the RSI PROPOSAL with limited
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functionality on his PDA. There would be a custom screen to access RSI PROPOSAL with only
few fields which would be developed during realization phase.
Preventive Maintenance Execution
This is the next step in preventive maintenance processing. Execution part involves, printing the
Material Request, getting the material from warehouse, sending the technician to the site to carry
out the maintenance activity.

For stock items, a reservation number will be generated by the system (Similar to the existing
MR number). Reservation number will have approval process as per the existing level of
authority. Get the approval from the necessary authority.

Print the reservation number and get the signature from the concerned person and handover
it to warehouse. If the stock is available, Warehouse pDRCple will issue the material against
the reservation number.

For non stock item, a purchase requisition will be generated by PCD. This purchase requisition
will have release strategy (approval process based on the existing level of authority). Further
processing of purchase requisition will be done in MM. For more detail, please refer the
document “Purchase requisition process (PRC01A)”

For activities carried out internally, a confirmation number will be generated, which will be
used for confirmation of the internal activity.

For external activity, a purchase requisition will be triggered by the system. This purchase
requisition will have release strategy (approval process based on the existing level of
authority). Further processing of purchase requisition will be done in MM. For more detail,
please refer the process “Purchase requisition process (PRC01A)” of MM to-be document.

Print the work order/task list and execute the work.

For equipment which are under warranty or the equipments which are to be sent to outside
for repair, Gate pass printing provision would be provided. (This Gate pass printing is only for
the equipments and not for the employees).
Quality Inspection during Preventive Maintenance
This step involves, inspecting the maintenance activity against some predefined standards. For
quality inspection details, please refer the process ‘Quality Inspection Process (MNT01F)
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Confirmation
During confirmation process, all the activities will have to be updated on the work
order/Notification.

Once the job is completed and quality is satisfactory, do the order confirmation.

Confirmation involves:
-
Recording the actual time of the work performed by the internal manpower.
-
Recording the technical findings of maintenance activity on the notification.
-
Recording the measurement point/counter readings
-
Creation of the service entry sheet for the activity/service done by the external vendor
and accept the service entry sheet. Further processing of service entry sheet will be done
in MM.
Completion
This step involves completing the order from technical perspective and business perspective.
•
Technical completion of the order means, the work order is completed technically, i.e the
work order is updated with all the details of the jobs carried out. The work order editing is no
more after technical completion. System will set the work order status as ‘Technically
complete’. Technical completion can be cancelled if required. Once the order is technically
completed, system will schedule the next call date for the maintenance plan.
•
Settlement of the order refers to the transferring of the actual cost from order to receiving
object. (In case of DRC, WBS is the receiving cost object). Settlement of the actual cost will be
done either after the confirmation or after the technical completion. Order can be settled
either partially or fully.
•
At the end of the financial year, close (business completion) the work order. System will set
the order status as ‘Closed’. After the business closure no more cost will flow to the
maintenance order. It is possible to reset the status.
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7.4
Configuration Data
Order type
Order Type
Maintenance
Code
Description
PM03
Preventive Maintenance
Priority
Following priorities would be used for maintenance order and notifications
Priority type
7.5
Code
Description
PM
1
Very high
PM
2
High
PM
3
Medium
PM
4
Low
RSI PROPOSAL Enhancement
Following enhancements are required to meet the business requirement
Type
Description
Remarks
Workflow
Work order status
‘Released’
A mail should be triggered to the
person responsible on the work order
Form
Work order print out
for FMD/LID
Maintenance person should be able to
print the work order.
Form
Work order print out
for TESD
Maintenance person should be able to
print the work order.
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8 Reactive Maintenance (MNT01B)
8.1
Definition
Reactive maintenance process is the one which is carried out to restore the normal condition of
the equipment. This may be small repair, break down repair or any request from the facilities.
8.2
Process Overview (As Is)
Reactive maintenance starts with logging call against the customer complaint. It may be break
down maintenance, corrective maintenance or may be a repair work. The reactive maintenance is
carried out either at site (Facility) or at work shop.
Following reactive maintenance processes are covered from as-is document:
TESD
General Process – Reactive Maintenance
Breakdown repair of vehicle and equipment
Quality control in break down jobs – This process is covered under separate ‘Quality
Inspection’ process (MNT01F)
Outsourced repair
Warranty repair
Maintenance and repair of Boats and Jet skies
Marine Services during Events – This process is a part of PS module. Please refer the PS
process documents (PRJ01A-C and PRJ02, PRJ02A-C)
FMD
Facilities request for services – Maintenance Work
Facilities request for services – Non Maintenance Work - Critical
Facilities request for services – Non Maintenance Work – Non Critical
LID
General Process – Reactive Maintenance
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8.3
Process Overview (To Be)
Reactive Maintenance (MNT01B)
FMD/TESD/LID
PCD
Start
Development
Out side SAP
1
Receive the call from the
customer
Print Notification
Log a call and upon saving an
auto mail would be triggered
to the employee responsible
Maintenance
Notification
2
Access through PDA
3
Maintenance
Order
Create maintenance order
Plan for the resources
4
Release the order
Development
An auto mail would be
triggered to Supervisor/
Engineer/Foreman
Is material required
No
Yes
Development
5
Approval for the material
reservation number
Material
Reservation slip
6
Print the Reservation
number
Purchase
requisition for
Materials
(PRC01A)
Job done by Internal/
External manpower?
Internal
External
Auto triggering of
Purchase
Requisition
Purchase
Requisition
Purchase
requisition for
services
(PRC01A)
A
Roles
1, 2 - Call Center Agent
3,6 – Foreman/Engineer/Supervisor
4 – Maintenance Planner
5 – As per the delegation of authority
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FI/CO
Reactive Maintenance (MNT01B)
FMD/TESD/LID
PCD
FI/CO
A
Development
7 Print the Work order and
task list /Gate pass
Work order Print
Gate Pass Print
for Warranty/
outsourced repair
Outside SAP
8
Perform the job
No
Quality
Inspection
Process
(MNT01F)
Is quality OK?
Yes
Confirmation
Number
9
WO Confirmation
Settlement
Process
10
Technical completion
11
Business completion
End
End
Roles
7,9,10 – Supervisor/Foreman/Engineer
8 – Technician
11 - Maintenance Planner
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8.3.1
Process Overview Description
Call logging process:
Call logging process involves the following steps:

Receive the call from the client/user/operator

Log the call. Logging the call is the creation of the notification. Details such as description of
service requested, location, reference object, reported by, time by when the service is
required, priority etc will be maintained on the notification.

Upon saving the notification, a document number would be generated by the system. This is
the reference number for processing all other activity. At the same time an auto mail would be
triggered to the employee. This is not a standard functionality of RSI PROPOSAL. This will be
done through workflow. To trigger an email to the concerned person, ID of the responsible
person should be maintained either on the notification or on the equipment master record as
partner function.

There would be provision to print the Notification.

For SMS functionality, through workflow as soon as the call is created and saved, an auto
email would be triggered to the SMS service provider. Service provider in turn will trigger SMS
to the respective mobile number. (As it is there in the as-is process). It is the responsibility of
DRC to get the service from the SMS service provider.

The Foreman/supervisor/Engineer would be able to access the call on PDA (Personal Digital
Assistant). This is not a RSI PROPOSAL standard functionality. Provision would be give to the
user to access RSI PROPOSAL over web with limited functionality. There would be custom
screen, which will have only necessary fields which would be required by the field pDRCple to
get the necessary information of the job requested.
CIC: Customer Interaction Center: CIC is used for integrating the telephone technology with RSI
PROPOSAL. CIC provided direct interaction with the client from RSI PROPOSAL. The detailed
feature would be provided during realization phase.
Maintenance Planning
The following steps are involved in maintenance planning phase
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
Create a Maintenance order from the notification, if spares and other resources are required.
Enter the components (material required) required and quantity of the material. A reservation
would be generated for the materials.

Plan the activity in detail. Enter the man hours required for each activity. A confirmation
number would be generated by the system for each operation

If the activity is carried out by the external manpower (services), select the corresponding
control key (PM03) and enter the required service master record. Enter the list of operations
to be carried out, material required or external services required.
Maintenance Scheduling
Maintenance Scheduling involves, the following steps

Release the maintenance order.

As soon as the work order is released an email will be triggered to the concerned
engineer/supervisor/foreman. This is not a standard functionality of RSI PROPOSAL. This will
be done through workflow. To trigger an email to the concerned person, ID of the responsible
person should be maintained on the equipment master record as partner function.

For stock items, a reservation number will be generated by the system. Reservation number
will have approval process as per the existing delegation of authority. Get the approval from
the concerned authority.
Maintenance Execution
This is the next step in maintenance processing. Execution part involves, printing the Material
Request, getting the material from warehouse, sending the technician to the site to carry out the
maintenance activity.

For stock items, a reservation number will be generated by the system (Similar to the existing
MR number). Reservation number will have approval process as per the existing level of
authority. Get the approval from the necessary authority.
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
Print the reservation number and get the signature from the concerned person and handover
it to warehouse. If the stock is available, Warehouse pDRCple will issue the material against
the reservation number.

For non stock item, a purchase requisition will be generated by PCD. This purchase requisition
will have release strategy (approval process based on the existing level of authority). Further
processing of purchase requisition will be done in MM. For more detail, please refer the
document “Purchase requisition process (PRC01A)”

For activities carried out internally, a confirmation number will be generated, which will be
used for confirmation of the internal activity.

For external activity, a purchase requisition will be triggered by the system. This purchase
requisition will have release strategy (approval process based on the existing level of
authority). Further processing of purchase requisition will be done in MM. For more detail,
please refer the process “Purchase requisition process (PRC01A)” of MM to-be document.

Print the work order/task list and execute the work.
Quality Inspection
This step involves, inspecting the maintenance activity against some predefined standards. For
quality inspection details, please refer the process ‘Quality Inspection Process (MNT01F)
Confirmation

Once the job is completed and quality is satisfactory, do the order confirmation. Confirmation
involves:
- Recording the actual time of the work performed by the internal manpower. This done
through activity confirmation.
- Recording the technical findings of maintenance activity on the notification.
- Recording the measurement point/counter readings
- Creation of the service entry sheet for the activity/service done by the external vendor and
accept the service entry sheet. Further processing of service entry sheet will be done in
MM.
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Completion
This step involves completing the order from technical perspective and business perspective.
•
Technical completion of the order means, the work order is completed technically, i.e the
work order is updated with all the details of the jobs carried out. The work order editing is no
more after technical completion. System will set the work order status as ‘Technically
complete’. Technical completion can be cancelled if required. Once the order is technically
completed, system will schedule the next call date for the maintenance plan.
•
Settlement of the order refers to the transferring of the actual cost from order to receiving
object. (In case of DRC, WBS is the receiving cost object). Settlement of the actual cost will be
done either after the confirmation or after the technical completion. Order can be settled
either partially or fully.
•
At the end of the financial year, close (business completion) the work order. System will set
the order status as ‘Closed’. After the business closure no more cost will flow to the
maintenance order. It is possible to reset the status.
Equipments under Warranty
Warranty details should be maintained on the equipment master record. While creating
Notification or Order, if the equipment under Warranty is entered as reference object, a message
will be popped up in a separate window. If the equipment is not under warranty, this message will
not be displayed. On the work order, enter the maintenance activity type as ‘warranty repair’. If
the equipment to be sent outside for warranty repair, print the gate pass, and set the user status
of the work order as ‘sent out for repair’. All other process steps are similar to the above process.
Facilities Request for Services – Non Maintenance Work – Critical and Non Critical
There would be a separate Notification type ‘SN- Service Request – Non Maintenance’ to process
the non maintenance requests. This Notification type will have one level of approval. Until the
Notification is approved, user will not be able to create a work order for this notification. Once the
call is approved, further processing such as creation of the work order etc will follow the same
procedure as normal service request.
Priority on the Notification indicates the criticality of the call.
Note: Call center persons have to decide whether it is maintenance or non maintenance request
before creating a Notification, since changing of the Notification type after saving is not possible.
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Configuration Data
8.4
Order Type
Order type
Description
PM01
Reactive Maintenance
Number Range for Order type
Number range
Order Type
From
To
Int/Ext
01
PM01
2000000
2999999
Internal
Notification Type
Notification type
Description
SR
Service Request
SN
Service Request – Non Maintenance
Number Range for Notification Type
Number range
Notification type
From
To
Internal/External
01
SR, SN
2000000
2999999
Internal
Priority
Please refer the Preventive Maintenance Process. Same priority type would be used for Reactive
Maintenance order too.
8.4.1
RSI PROPOSAL Enhancement
Following enhancements are required:
Type
Triggering point
Description
Workflow
Work order status ‘Released’
A mail should be triggered
to the person responsible on
the work order
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Form
Work order print out for FMD/LID
Maintenance person should
be able to print the work
order.
Form
Work order print out for TESD
Maintenance person should
be able to print the work
order.
Workflow
Service Request created
Upon creation of the service
request a mail should be
triggered to the person
responsible maintain on the
notification header.
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9 Quality Inspection (MNT01F)
9.1
Definition
To ensure that the job is carried out satisfactorily, quality inspection is carried out.
9.2
Process overview (As Is)
Once the maintenance activity is over, quality inspector will be intimated to inspect the quality of
the work. Quality inspector inspects the quality of the work. If the quality is not as per the norms,
QI will prepare a non confirmatory report and give the feed back to respective foreman. Foreman
will get it rectified with the help of technicians. Non confirmatory report along with action taken
will be sent to Director of the respective Department.
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9.3
Process overview (To Be)
Quality Inspection
TESD/FMD/LID
Start
Is notification
Exist for Order
1
Yes
Create a
Notification
1
Assign the task, ‘Inspection
request’, select the ‘employee
responsible’ in the Notification
Development
A mail would be triggered to the
employee responsible,
requesting for the inspection
2
Quality Inspector will inspect the
job and update as ‘Activity”
done on the Notification
3
Set ‘Task’ ‘Quality Inspection
Complete” in Notification
Yes
Is quality OK
Development
No
A auto mail would be triggered to
the ‘Person responsible’, which
is entered on the Notification
Header
4
Enter the task ‘Rework required’
, Enter any comments,
explanation in the long text field.
Development
Auto mail would be triggered to
the employee responsible
End
5
Perform job and update it on
notification
6
Set the task as ‘Inspection
Request’ again and enter the
‘Person responsible’
Development
Auto mail to ‘Person responsible’
Roles:
1,5,6 – Supervisor/ Engineer/Foreman
2,3,4 – Quality inspector
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Notification
Process Description
9.3.1
•
Quality inspection process starts with the completion of the maintenance activity. Check
whether a Notification exists for the work order (Maintenance order). If the notification
exists, proceed to the next step. If the notification does not exist, create a maintenance
notification from the order. Header data of the order will be copied to the Notification.
Quality inspection makes use of Notification and codes and catalogs.
•
On the Notification, enter ‘Task’ as ‘Inspection request’; System will prompt you to enter
the employee responsible. Enter the employee who is responsible to carry out the Quality
Inspection.
•
A mail would be triggered to the person responsible, entered on the task. This is not a
standard RSI PROPOSAL feature. This will be done through work flow.
•
Quality Inspector will inspect the job carried out and enter the inspections done on the
Notification as ‘Activity’.
•
If the quality is not satisfactory, QI will enter the ‘Task’ as ‘Rework required’. Additional
comments can be maintained as long text for each task.
•
An auto mail would be triggered to the ‘person responsible’ who is maintained on the
Notification header. This is not a standard RSI PROPOSAL feature. This will be done
through work flow.
•
Carryout the rework, if any. Once the rework is over, enter the task ‘Inspection request’
once again. Auto mail would be triggered to the QI. This cycle is repeated until the quality
of the job is satisfactory.
•
Once the quality of the job is satisfactory, QI will set the ‘Task’ as ‘Quality complete’.
•
Again an auto mail would be triggered to ‘person responsible’ who is maintained on the
notification header. This is not a standard RSI PROPOSAL feature. This will be done
through work flow.
•
Enter any other technical findings on the notification.
•
Once the job is over, close the notification along with the work order.
Note: The above QI process is same for both quality inspections carried out at site and at work
shop. The work order will have the user status whether the work is being carried out at site or at
work shop.
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9.4
Configuration Data
Notification type
Notification type defined in the Preventive, Routine and Reactive Maintenance processes would be
utilized for inspection process also.
Number Range for Notification types
Please refer the respective maintenance processes.
Codes and catalogs
Required codes and catalogs would be created during realization phase.
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9.5
RSI PROPOSAL Enhancement
Following enhancements would be required to meet the business process.
Type of enhancement
Triggering point
Description
Workflow
Task- ‘Inspection Requested’
A mail should be triggered
to the person responsible
enter for the task.
Workflow
Task - ‘Rework required’
A mail should be triggered
to the person responsible on
the Notification header
Workflow
Task-‘Inspection Complete’
A mail should be triggered
to the person responsible
enter for the task.
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10 Cost Allocation (MNT01C)
10.1 Definition
Cost allocation refers to the actual distribution of the cost to the respective cost object such as to a
cost center or to a WBS element.
10.2 Process Overview (As Is)
Currently, there is no auto allocation of the cost to the respective cost center/project. A periodic
cost summery is created on manpower, services and material and will be allocated to the
respective Project/Facility.
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10.3 Process Overview (To Be)
Cost Allocation (MNT01C)
TESD/LID/FMD
Start
Internal Manpower
cost
Internal Manpower
activity confirmation
Material Cost
External Services
Cost
Equipment
Purchase
Requisition
process
(PRC01A)
Purchase
Requisition
process
(PRC01A)
Hiring process
(FLT01)
Actual Cost on
Maintenance Order
Periodic Settlement of
maintenance Order
Actual Cost on WBS
Periodic settlement of WBS
Actual Cost on Respective
Cost center
End
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10.3.1
Process Description
•
Value concept in Plant maintenance
Based on the type of task (order type) and the processing stage, the values in the order can be
differentiated according to costs, activities and settlements.
Costs: In general, costs refer to the consumption of resources in order
Activities: Activities are the result of the products and services required to execute an
operation.
Settlements: Settlements are the partial or complete transfer of costs from one object to
another.
The maintenance order is debited with costs at the rate of the respective resources
consumed.
Settlement means that the order is credited by transferring costs to another object.
You can differentiate between the following costs, depending on the stage of order
processing:
Estimated costs
In resource-independent order planning, you can specify the expected costs for an order.
The estimated costs are entered manually in the order.
Planned cost
The system automatically determines planned costs for the order when order-specific
resources are scheduled (operations with internal service, materials...).
You cannot maintain planned costs manually.
Actual costs
Since resources (internal services, materials...) are consumed for an order, the order is
automatically debited with actual costs during costing.
You cannot enter actual costs manually.
Both planned and actual costing procedures use specific rules for putting a value on resources.
the value placed on internal service assigned to an operation is calculated from the rate
assigned to the activity type for this purpose. For stock materials, the price is taken from the
material master records.
•
Cost Views on Plant maintenance order
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Two views with differing levels of detail are used to monitor costs in the maintenance order:
The cost report displays costs according to cost elements and thereby reflects the cost
accounting view. You can also identify quantities here. MorDRCver, you can identify the
amounts debited and credited during settlement.
The cost overview displays the order costs in a condensed form, for example, after all the cost
elements for stock materials have been combined into one value category for stock
withdrawals. The focus here is more on displaying costs by type of resource rather than on
account assignment of individual resources.
You cannot identify quantities and credits here
In addition to identifying the costs incurred by a specific cost element, you can also use the
cost report to analyze which planned or consumed resources were responsible for planned or
actual costs
•
Order Settlement
You can use the maintenance order as an instrument for planning and executing maintenance
work. This means that the order initially bears all the costs that result from the planning and
consumption of resources.
The costs generated by consuming the resources required appear on the debit side of the
order as actual costs
Depending on the type of task, the order is settled to its actual originator and credited with
the costs of resources consumed.
Order costs are borne by another receiver which is also a cost accounting object (For example
Cost center, WBS element)
A fully settled business transaction can be further debited by actual costs. This is particularly
the case for orders that extend over a number of posting periods.
This means that the balance of actual costs for the order is once again greater than zero and
can be evened out with another settlement.
The system allows you to perform a settlement, so long as you have not fully completed the
order.
For DRC order will be settled to the respective WBS element.
•
Option for order completion
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The completion of an order consists of many steps:
The order is technically completed from a maintenance perspective as soon as all the
necessary tasks have actually been executed. No cost flows take place in this case. Only the
settlement rule is defined here, if it has not already been specified. You can no longer modify
the order.
After technical completion, you can settle the order when you choose. The order is credited
with the actual costs. It is possible to debit the order with additional costs and then make
another settlement.
A fully settled order (that is, when the actual costs are equal to zero) can be fully completed,
in other words, completed from a business perspective. After this point, you can no longer
debit the order with actual costs.
However, it is possible to reset this status.
Material Cost: Actual cost of the material comes from the material master record. Once the goods
issue happens, actual cost of the material will be allocated to the order automatically.
Internal manpower cost: Actual cost of the internal manpower is allocated to the order once the
internal activity is confirmed against the order.
You can generate the report per operation in an order (like painting, plumbing etc). However
these activity types have to be created in FICO, only then you can generate the report. Decision on
activity types from the FI is still pending.
Alternatively, apart from creating zones as work centers, you can create these groups (painting,
plumbing) as work centers and maintain it on operation of the work order. You can generate the
cost report for each work centers. Or for each activity, you have to create a separate work orders.
External services: Actual cost of the external services will be allocated to the order, once the
service entry sheet is accepted. If there is any variation in the cost on invoice, the invoice cost will
be updated as actual cost on the maintenance order.
Hired Equipment cost: Equipment cost will be directly allocated to respective WBS element.
Equipment cost will not flow to the maintenance order.
Fuel cost: Fuel cost will initially be posted to a common cost center and subsequently distributed
to each project/facility. However consumption quantity for each equipment will be captured
through measurement points. Please refer the “Fuel card management (FLT01A)” process.
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10.4 Configuration Data
Value Categories
Value categories are used to display the costs on the maintenance order. A consolidated value will
be appeared on each value category. Each value category would be assigned to one or more cost
elements.
Following value categories would be defined
Value category code
Description
Cost element
INMN
Manpower
To be decided
INMT
Material
To be decided
SERV
External Services
To be decided
10.5 RSI PROPOSAL Enhancement
No enhancement is required for this process
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11 Routine Maintenance (MNT01D)
11.1 Definition
Routine Maintenance refers to the day to day maintenance activity. These activities are not well
planned as in the case of Preventive Maintenance. Also, for Routine Maintenance, there may not
be service request from the client as in the case of Reactive Maintenance
11.2 Process Overview (As Is)
Currently, only FMD is having routine maintenance processes. Same process can be adopted by the
other department, if the similar process exists.
Following processes are covered in to-be from as-is documents.
FMD
Maintenance of Zaabeel Arena- Equestrian Surface
Race Night Procedures – Sand Track NAS
Tracks and Stables – Camel Race Meeting
Godolphin Whether Tack
The Turf Track Racing Procedure
FMS Race horse training Track Procedure
Camel Training Track Routines
Turf Track Routines
Endurance Training Track Routines
Track and Stable Routines
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11.3 Process Overview (To Be
Routine Maintenance (MNT01D)
FMD/TESD/LID
PCD
Start
1
Maintenance
Order
Create maintenance order
Plan for the resources
2
Release the order
Development
An auto mail would be
triggered to Supervisor/
Engineer/Foreman
Is material required
No
Yes
Development
3
Material
Reservation slip
Approval for the material
request
4
Print the material
reservation
Purchase
requisition for
Materials
(PRC01A)
Job done by Internal/
External manpower?
External
Auto triggering of
Purchase
Requisition
Purchase
Requisition
Internal
A
Roles
1, 4 – Foreman/Engineer/Supervisor
2 – Maintenance Planner
3 – As per the delegation of authority
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Purchase
requisition for
services
(PRC01A)
FI/CO
Routine Maintenance (MNT01D)
FMD/TESD/LID
PCD
FI/CO
A
Development
5
Print the Work order and
task list
Work order Print
Outside SAP
6
Perform the job
No
Quality
Inspection
Process
(MNT01F)
Is quality OK?
Yes
Confirmation
Number
7
WO Confirmation
8
Technical completion
Settlement
Process
9
Business completion
End
End
Roles
5,7,8 – Supervisor/Foreman/Engineer
6 – Technician
9 - Maintenance Planner
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11.3.1
Process Description
Routine maintenance starts either with creation of Notification or directly Maintenance Order. The
Routine Maintenance process procedure is similar to that of Reactive Maintenance.
Maintenance Planning
The following steps are involved in maintenance planning phase

Create a Maintenance order from the notification, if spares and other resources are required.
Enter the components (material required) required and quantity of the material. A reservation
would be generated for the materials.

Plan the activity in detail. Enter the man hours required for each activity. A confirmation
number would be generated by the system for each operation

If the activity is carried out by the external manpower (services), select the corresponding
control key (PM03) and enter the required service master record. Enter the list of operations
to be carried out, material required or external services required.
Maintenance Scheduling
Maintenance Scheduling involves, the following steps

Release the maintenance order.

As soon as the work order is released an email will be triggered to the concerned
engineer/supervisor/foreman. This is not a standard functionality of RSI PROPOSAL. This will
be done through workflow. To trigger an email to the concerned person, ID of the responsible
person should be maintained on the equipment master record as partner function.

For stock items, a reservation number will be generated by the system. Reservation number
will have approval process as per the existing delegation of authority. Get the approval from
the concerned authority.
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Maintenance Execution
This is the next step in maintenance processing. Execution part involves, printing the Material
Request, getting the material from warehouse, sending the technician to the site to carry out the
maintenance activity.

For stock items, a reservation number will be generated by the system (Similar to the existing
MR number). Reservation number will have approval process as per the existing level of
authority. Get the approval from the necessary authority.

Print the reservation number and get the signature from the concerned person and handover
it to warehouse. If the stock is available, Warehouse pDRCple will issue the material against
the reservation number.

For non stock item, a purchase requisition will be generated by PCD. This purchase requisition
will have release strategy (approval process based on the existing level of authority). Further
processing of purchase requisition will be done in MM. For more detail, please refer the
document “Purchase requisition process (PRC01A)”

For activities carried out internally, a confirmation number will be generated, which will be
used for confirmation of the internal activity.

For external activity, a purchase requisition will be triggered by the system. This purchase
requisition will have release strategy (approval process based on the existing level of
authority). Further processing of purchase requisition will be done in MM. For more detail,
please refer the process “Purchase requisition process (PRC01A)” of MM to-be document.

Print the work order/task list and execute the work.
Confirmation

Once the job is completed and quality is satisfactory, do the order confirmation. Confirmation
involves:
- Recording the actual time of the work performed by the internal manpower. This done
through activity confirmation.
- Recording the technical findings of maintenance activity on the notification.
- Recording the measurement point/counter readings
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- Creation of the service entry sheet for the activity/service done by the external vendor and
accept the service entry sheet. Further processing of service entry sheet will be done in
MM.
Completion
This step involves completing the order from technical perspective and business perspective.
•
Technical completion of the order means, the work order is completed technically, i.e the
work order is updated with all the details of the jobs carried out. The work order editing is no
more after technical completion. System will set the work order status as ‘Technically
complete’. Technical completion can be cancelled if required. Once the order is technically
completed, system will schedule the next call date for the maintenance plan.
•
Settlement of the order refers to the transferring of the actual cost from order to receiving
object. (In case of DRC, WBS is the receiving cost object). Settlement of the actual cost will be
done either after the confirmation or after the technical completion. Order can be settled
either partially or fully.
•
At the end of the financial year, close (business completion) the work order. System will set
the order status as ‘Closed’. After the business closure no more cost will flow to the
maintenance order. It is possible to reset the status.
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11.4 Configuration Data
Order Type
Order type
Code
Description
Maintenance
PM02
Routine Maintenance
Number Range for Order type
Number
range
Order Type
From
To
Int/Ext
01
PM02
3000000
3999999
Internal
Notification Type
Notification type
Code
Description
Maintenance
RT
Routine Maintenance
Number Range for Notification Type
Number range
Notification
type
From
To
Internal/External
01
RT
3000000
3999999
Internal
Priority
Please refer the Preventive Maintenance Process. Same priority type would be used for Reactive
Maintenance order too.
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11.5 RSI PROPOSAL Enhancement
Following enhancements are required:
Type
Triggering point
Description
Workflow
Work order status ‘Released’
A mail should be triggered
to the person responsible on
the work order
Form
Work order print out for FMD
Maintenance person should
be able to print the work
order.
Form
Work order print out for TESD
Maintenance person should
be able to print the work
order.
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12 Fleet Management (FLT01)
12.1 Definition
Fleet objects include cars, trucks, ships, building machinery and transport containers. Fleet
management refers to the entire life cycle management of the fleet i. e. staring from procurement
till retirement of the fleet.
12.2 Process Overview (As Is)
Currently, custom built software ‘Whitelink’ is being used for managing the fleet. This has the
feature of movement tracking of the fleets, fuel card details, image view, monthly lease, warranty
details, insurance details, asset disposal, fine entry, tyre replacement, certificate renewal, internal
hiring and external hiring process and maintenance data of the fleets and equipments. This is stand
alone software and not integrated with other departments.
The processes covered in fleet management are
Processing for new vehicle
Receiving new vehicle
Vehicle and Equipment Accident report and Repair
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12.3 Process Overview (To Be)
Fleet management (FLT01) -Processing/Receiving New Vehicle
TESD
PCD
Starrt
Outside SAP
Receive the request fro
new vehicle
Prepare request letter
Get the approval from
the executive
management
Available in pool of
TESD?
No
Purchase
requisition for
Materials
(PRC01A)
Development
Print Unit arrival
form
Equipment
Master data
Yes
1
Notification
Create a Notification for
quality inspection
Development
2 Trigger an email to the
quality inspection
Development
5
3
Update the user assigned
on the equipment master
Comply with EO
specification?
Yes
Development
4
END
No
Trigger an email to PCD
Outside SAP
Get it rectified by
the supplier
Roles
1, 2, 5 – Fleet services
3,4 – Quality Inspector
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12.3.1
Process Overview Description
Processing for New Vehicle
The following processes have to be handled outside RSI PROPOSAL.
a.
Initiating for the new vehicle
b.
Initial approval from HOD and DoTESD for the initiation request
c.
Getting the approval from the Executive management
Once the request is approved by the executive management, following steps will be done on RSI
PROPOSAL
a.
Check whether requested equipment is available in the pool from the equipment status
b.
If the equipment is not available in the pool, request for the creation of the asset master
record to finance department.
c.
With reference to this asset, create a purchase requisition. The purchase requisition will
have to be created against a internal order. If the internal order does not have enough
budgets, system will not allow the user to save the purchase order. This purchase
requisition will have approval process as per the existing authorization limit (Release
strategy)
d.
Get the approval on purchase requisition from HOD and DoTESD. Inform the PCD on the
request.
e.
PCD will arrange for leasing or procuring and get the quotation from the vendor. Hard
copy of the quotation will be sent to TESD
f.
Get the approval from HOD and DoTESD on hard copy and forward it to PCD.
g.
PCD will create a service purchase order and arrange for leasing or procuring new
vehicle/equipment.
Receiving new vehicle
a.
Once the new vehicle is received, create an equipment master record and maintain all the
details on the equipment master record. Create an inspection notification, with reference
to this equipment and trigger an email from the Notification to Quality inspector,
requesting for inspection
b.
Quality inspector will inspect the vehicle and enter all the technical findings on the
Notification. If the quality is not as per the DRC specification, trigger an email to PCD. PCD
will coordinate with the supplier for rectification of the defect.
c.
Once the quality is satisfactory, technically complete the notification.
d.
Fleet services will assign the fleet to employee/department. On the equipment master
data, assign the partner function user/department
e.
To maintain the details of the Salik tag, a custom table would be provided, on which you
will be able to maintain the Salik tag number, expiry date,
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Equipment movement tracking
Since there is no standard process on RSI PROPOSAL to track the equipment as per the DRC
requirement, this needs a development. There will a custom program to track the equipment
status such as assignment of the equipment to the department, employee or project.
Breakdown report
For breakdown report, create breakdown notification. Enter the reference object
(Equipment/Fleet). All the causes, objects parts, damage are maintained as catalogs in form
of codes.
Since all the fields required by DRC are not available on RSI PROPOSAL, there would be
custom screen on the notification, where the required field would be maintained.
Once the inspection is over, fill all the details on the notification. If the vehicle is to be
scrapped, complete the notification and set the status of the equipment master record
‘Scrapped’ and set the deletion indicator.
If the equipment/fleet is sold off, set the status ‘Sold’ and set the deletion indicator to
equipment master record.
If the equipment is to be repaired/serviced at work shop, trigger maintenance order from the
notification and process the maintenance order.
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12.4 Configuration Data
Notification Type
Notification type
Code
Description
Maintenance
AR
Accident Report
Maintenance
N1
Inspection
Number Range for Notification Type
Number range
Notification
type
From
To
Internal/External
01
AR
4000000
4999999
Internal
02
N1
5000000
5999999
Internal
12.5 RSI PROPOSAL Enhancement
Type
Triggering point
Description
Workflow
Quality Notification created
A mail should be triggered
to the person responsible on
the Notification task.
Form
Quality Inspection Report
Maintenance person should
be able to print the quality
inspection
Form
Accident report
Maintenance person should
be able to print the Accident
report notification
Enhancement
Custom Screen
Custom screen on Quality
inspection notification
Enhancement
Custom screen
Custom screen on Accident
report Notification
Work flow
Assign task ‘Defective Product’
A mail would be triggered to
PCD
Enhancement
Custom table
User should be able to
maintain the details of Salik
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tag, such as Salik card
number etc.
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13 Fleet Hiring Process (FLT01B)
13.1 Definition
Fleet hiring is the process, where in the equipment are sent to the project/facilities on chargeable
basis. This hiring may be internal equipments or from the external supplier.
13.2 Process Overview (As Is)
Currently, custom made software ‘Whitelink’ is being used for managing the hiring process and
covers the following main processes
a.
Requisition
b.
Supplier enquiry
c.
Confirmation to supplier
d.
Internal hiring
e.
External hiring
f.
Requisition extension
g.
Off hiring
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13.3 Process Overview (To Be)
Hiring of the Internal Fleet and Equipment (FLT01B)
TESD
Start
1
Requisition
User/ requestor will create a
requisition
Development
Development
An auto mail will be triggered
to the Hiring section
Is available within EO
External
Yes
5
Confirm the requisition and
assign the equipment to the
requisition
Development
Development
6
An auto mail will be triggered
to the Requisitioner and
contact person
Shipping
document
External
Hiring
(FLT01B)
End
7
Create a shipping document
8
SD document
Billing
document
Create the SD order
9
Create a Billing document
End
Roles:
1- User department
5, 8, 9 - Hiring section
7 – Fleet services
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Hiring of External Fleet and Equipment (FLT01B)
TESD
PCD
FI/CO
Start
1
Requisition
User/ requestor will create a
requisition
Development
An auto mail will be
triggered to the Hiring
section
Is available within EO
Yes
No
Internal Hiring
(FLT01B)
Reject the Requisition
Development
2
Purchase
Requisition
Automatic Creation of PR
Enquiry
Create an enquiry from the
PR
Purchase Order
(Confirmation
to the to the
supplier)
4
Create a Service Purchase
order against the enquiry
with reference to WBS
element
Outside SAP
5
Send a confirmation to the
user
Service entry
sheet
7
End
Outside SAP
6
Site person will
maintain the time
sheet of the
equipment
Vendor will
bring invoice
along with time
sheet to PCD
TESD will create a service
entry sheet
8
Accept the service entry
sheet
Forward to
Finance
Invoice
processing and
vendor
payment
(FIN01B)
End
Roles:
1 – User Department
2,3, 4,5,7,8 – Hiring Section
6 – Site person
End
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13.3.1
Process Description
Internal hiring
Internal rental stands for the rental within one company and comprises the rental of equipments
to cost objects within one company code (projects, internal orders etc). “Time Based Equipments”
is usually commissioned and shipped for a specific period of time to a specific location and is billed
on a daily basis.
The process for the internal equipment rental starts with a requisition note to be created by the
requisitioning party, i.e. a site manager. In the requisition note the basic requirements are stated,
like the equipment class needed (i.e. excavator), the time period, the location etc.
The responsible equipment manager reviews the requisitions and therefore displays a list of
existing requirements. He checks for available equipments and allocates them to the requisitioning
party. Equipments can be transferred from the equipment pool to the recipient or from one
recipient to another
The use of equipments is invoiced and settled on a regular basis, usually once a month. All shipping
documents in the settlement period are therefore grouped by recipients and transferred into
billable orders by the system. These orders are then transferred into invoices (billing documents).
The controlling objects of the recipient will be debited with the costs.
1.
Report a requirement for the equipment/fleet.
This is done through the requisition. Requester has to enter the basic requirements such as
type of the equipment (Class), required start date/time and end date/time, quantity required.
Recipient on the requisition represents the project site or a facility where the equipment
should be delivered. While maintaining, recipient master data, maintain the name of contact
person and the same can be accessible while creating a requisition.
While saving the requisition, system will check for the budget on the WBS element assigned to
the recipient. If the budget is not available on the WBS element, system will not allow the user
to save the requisition. This is not a standard feature and will be achieved through
enhancement.
Once requisition is saved, system will assign an internal number. This is the reference number
for further processing.
2.
Allocate the equipment to request.
During allocation of the equipment to the request, request can be changed. From the
equipment list, list of the equipment available for use can be viewed. Confirm the request and
assign the equipment number to the request.
Upon saving the request, a confirmation mail will be triggered to the requestor and contact
person.
3.
Create a shipping document
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Shipping document is created with reference to the requisition. Once equipment is assigned
to a demand, it has to be physically delivered to the location. This is done through shipping
document. The shipping document will be used to move the equipment from the current
location to the requested location. In ETM, a shipping document is not only used to represent
the movement of equipment from one place to another, also acts as a documentation of the
way the equipment is used in the various locations (“activity type”, i.e. “in operation”,
“available for use”, “repair”).
For off hiring create a shipping document with recipient as fleet services/hiring , with activity
type ‘off hired’ which is the indication that equipment/fleet is in pool.
4.
Settlement of the cost
Create SD order
To be able to settle/invoice the cost of the equipment for the period of time utilized, SD
orders must be created. Create SD document with reference to the shipping document.
During settlement, system takes the cost for the activity type ‘in operation’. The cost for the
specific activity comes from the ETM catalogs. On the catalog, the original cost equipment,
cost of maintenance, depreciation etc. will have to be maintained along with the formula to
calculate the per hour cost of the equipment. The cost for per hour will have to be decided
along with the FI/CO pDRCple, which will be done during the realization phase.
Create a billing document
Create a billing document with reference to the SD document.
External hiring
Hiring of external equipment will follow the standard RSI PROPOSAL service hiring. Each type of
equipment would be created as service master record.
The external hiring will follow the following steps:
3.
1.
Receive the request from the user: Similar to internal hiring, for external hiring too, a
requisition will have to be created by the designated user. An auto mail would be triggered to
the hiring department upon saving the requisition.
2.
Hiring section will check in the pool and other site, whether any internal equipment is
available or not. If the internal equipment is available, the process ‘Internal hiring process’
would be followed.
If the equipment is not available within DRC, ‘Reject’ the requisition. This rejection will trigger a
purchase requisition automatically. This is not a standard RSI PROPOSAL functionality. This would
be achieved through some custom development. Please refer MM document “Purchase
requisition process (PRC01A)” for more details on purchase requisition. System will identify the
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relevant service master automatically based on the classification similar to the equipment. User
has to validate the service master record in the PR.
4.
Convert the purchase requisition into Request for quotation. Please refer the MM to-be
documentation ‘Request for Quotation (PRC02A)’. However, there would be an enhancement
on the enquiry to maintain the details like requisition number, from date to date and time.
This enquiry has to be created vendor wise. Please refer MM process ‘Request for Quotation
(PRC02A)’
5.
If the vendor /supplier do not respond or does not have the requested vehicle / equipment,
create an enquiry on another vendor. Once you receive the reply from the supplier, send a
confirmation mail to the user.
6.
Once you receive the equipment at site from the supplier, create a purchase order. Please
refer MM document process “Purchase order process (PRC03A) for more details on purchase
order. This purchase order is the confirmation to the supplier and will be created with
reference to the enquiry sent to the supplier. This confirmation document would be used for
creation of service entry sheet and invoice processing of the supplier.
7.
To track the status of the hired equipment: Each type of equipment would be created as
Non-valuated materials. When you create purchase order, along with the service master
record, maintain another line item per equipment type with respective material master.
Make the goods receipt for the non valuated materials once the supplier delivers the
equipment.
When you make the goods receipt, enter the vehicle registration number as a serial number.
In the back end system will generate one equipment number for each registration number
with the status ‘ESTO- In Warehouse’, This is the indication that you have ‘hired’ the
equipment.
If DRC driver is assigned to the vehicle, update the partner function on the equipment master
record.
Once the Vehicle is taken back by the supplier, make the goods receipt reversal. This will set
the status of the equipment as ‘AVLB-Available’. This is the indication that you have ‘off hired’
the equipment. For any other status of the equipment such as ‘breakdown’, replacement etc,
will have to be set manually on the equipment master record.
Fuel issued to the external hired equipment will have to be updated on measurement point.
For this similar to internal the equipment, create measurement point for the external hired
equipment. Fuel posting will be similar to that of for internal equipment.
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8.
Time sheet for each equipment should be maintained by the site pDRCple. This has to be
done outside RSI PROPOSAL.
9.
Receive the invoice along with the time sheet and confirmation, create a service entry sheet.
Accept the service entry sheet. Once the service entry sheet is accepted, accounting
document would be created in the back ground by the system and the actual cost will be
posted to the WBS element. Payment to the supplier would be made based on the accepted
service entry sheet. For details on service entry sheet please refer the MM process “Service
entry sheet process (WRH02A)”.
10. Forward the hard copy of the invoice to PCD
11. Further processing for payment will be done in MM and FI
Urgent requests
There is no separate process for urgent requests, as in the as-is process. All the request will follow
the same process steps as mentioned above. In case of urgent request, hiring section has to create
the requisition and process it.
Extension request
An email would be triggered to the requestor three day before the expiry date of the requisition
requesting for either sending the extension for off hiring the equipment. This is not RSI PROPOSAL
standard process and will be done through workflow
For any extension, the request has to be created with reference to the original requisition number.
When a requisition is created with reference to another requisition, all the data will be copied and
these data can be edited before saving the requisition. Further processing of extension requisition
is similar to normal requisition.
Replacement of the equipment
In case of replacement during a breakdown of equipment, hiring section should create a
requisition and process it as normal requisition. There would be a separate activity type
‘replacement’ which is equivalent to ‘In operation’ activity, and will be used for settlement
purpose.
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13.4 Configuration Data
No specific configuration data for this process
13.5 RSI PROPOSAL Enhancement
Type
Triggering point
Description
Workflow
Requisition created
Mail to hiring section
Workflow
Requisition
equipment
internal
Mail to the initiator and
contact person
Enhancement
Triggering an enquiry from the requisition
Once the user sets the
status “rejected” a PR will
have to be generated.
Enhancement
Maintaining the status for the external
hired equipments
For tracking of the external
equipment status hired, ff
hired, breakdown etc
confirmed
for
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14 Fuel Card Management (FLT01A)
14.1 Definition
Fuel card management refers to the maintaining and tracking the fuel card, fuel card consumption
etc.
14.2 Process Overview (As Is)
There are mainly two types of fuel cards: Fuel cards assigned to Equipment and open fuel cards
which are not assigned to any specific equipment. These fuel cards are procured from the supplier
and this has specific validity date.
Apart from fuel, DRC uses fuel vouchers also. These vouchers are procured from the supplier and
issued to the user as and when request comes.
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14.3 Process Overview (To Be)
Fuel Card Management (FLT01)
TESD
Start
Outside SAP
1
Receive the fuel card from
the supplier
Development
3
Maintain the fuel card expiry
date, vendor in the custom
table
3
Maintain the fuel card
number on the equipment
master record
Outside SAP
4
Receive the Monthly
consumption report from the
fuel card supplier, convert it
to uploading format
Development
5
Batch uploading of the
supplier report to the system
Automatic posting of fuel to a
common cost center and
updating of measurement
point of the equipment
End
Roles:
1, 2 - Fleet Services
3 – Master data controller
4, 5 – Fuel Section
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Fuel Distribution by Tanker and from TESD Storage Tank (FLT01)
TESD
Start
1
Issue the fuel to the vehicle
Outside SAP
2
Note down equipment number,
run hours/kilometer reading
Development
3
Batch uploading/Individual
entry into the system
Automatic posting of fuel to a
common cost center and
Updating of measurement
point of the equipment
End
Roles:
1, 2 , 3 – Fuel section
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14.3.1
Process Description
Fuel Card Management
1. Fuel Cards assigned to equipment/fleet
a.
All the fuel card numbers are maintained in the respective equipment master record. On
the equipment master record there would be a provision to maintain the expiry date,
supplier of the fuel card.
b.
There will be custom program to upload the fuel card report is received from the
supplier, into RSI PROPOSAL. Run this program and give the flat file upload.
Following data are required on the excel sheet to be uploaded.
-
Equipment registration number or Fuel card number
-
Date and time
-
Fuel consumption
-
Type of fuel (petrol, diesel etc)
Fuel consumption should be measurement point on the equipment/ fleet master record.
For each supplier one open purchase order will have to be created. While uploading the excel
sheet in the custom screen, input ‘consolidated fuel quantity’ and ‘purchase order number’
for each supplier.
In the back end, system will call a program which reads the data from the flat file/custom
screen. Goods receipt (GRN) will be done against the purchase order and goods issue (GI) will
be done to a common cost center. At the same time measurement document would be
created for fuel consumption on the respective equipment master.
2. Open fuel card
All the open fuel cards would be maintained as material master record. Whenever request
comes for the open fuel card, issue the material to the common cost center; enter the
recipient as equipment registration number. This you can track each open card issued to
equipment/user.
The process for posting the fuel consumption is similar to the fuel card assigned to
equipment.
Note: If an equipment has both open fuel card and permanent fuel card, you will not be able to
distinguish the consumption on vehicle by fuel card type.
Fuel Distribution by Tanker and by TESD Storage Tank
The person who distributes, should get the following details
a. Equipment number/registration number
b. Quantity of the fuel
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c. Run hour/Kilometer reading
Make the goods issue on RSI PROPOSAL with the above details. Fuel cost and quantity will be
posted to a common cost center and equipment fuel consumption (quantity) will be updated.
Fuel Voucher
a.
All the vouchers would be maintained as one material master record for each denomination
with serial number. Whenever you receive the voucher post the goods as stock item.
Procurement process is similar to any other material procurement. For details process on
procurement please refer the MM document ‘Purchase requisition process (PRC01A)”
b.
When you get the request from the department, make a goods issue against the common fuel
cost center. Enter the recipient as equipment registration number.
c.
Update the equipment measurement point.
Approval for the Fuel issuance
There is no approval system for fuel issue on the system. However, there would be a provision to
print goods issue slip which will have to used for approval purpose.
Fuel Procurement
This process is similar to any other material procurement. Please refer the MM to-be document
‘Purchase requisition process for materials (PRC01A)’. Take the fuel storage tank level and the send
a request through email to PCD for procuring the fuel. PCD will arrange for the procurement of the
fuel.
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14.4 Configuration Data
No specific configuration data
14.5 RSI PROPOSAL Enhancement
The following enhancements are required to carry out this process
Type
Description
Development
A custom table to maintain the fuel card, expiry date and vendor
User should be able to maintain the details of the fuel card number and expiry
date along with the fuel card supplier code.
Development
Batch uploading of the fuel supply data.
There would be one custom screen with different options to upload the fuel
consumption
1. For Fuel card – User should input the fuel card number/registration
number, fuel quantity, running hours/kilometers, date and time.
2. For open fuel card – User should input the fuel card
number/registration number, fuel quantity, running hours/kilometers,
date and time.
3. For fuel distribution – User should input the fuel card
number/registration number, fuel quantity, running hours/kilometers,
date and time.
4. Fuel voucher
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15 MiscellanDRCus Processes (MNT01E)
15.1 Definition
MiscellanDRCus process covers those processes which are not a maintenance activity, but as a
business process it is a part of the regular activity.
15.2 Process Overview (As Is)
Followings are the various processes covered in as-is document
Correspondence management – This is a part of Document Management System (DMS). Please
refer the DMS document
Client Satisfaction survey
Client satisfaction Management
Issuance of the tool
AV SMATV Channel listing
Assets and Scrap Disposal
Procurement using Petty cash
Asset control procedure
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15.3 Process Overview (To Be)
Client Satisfaction survey
FMD
Start
1
Create Notification ‘Survey’ with
reference to the service request
notification for which survey to be
carried out.
Outside SAP
2
Carry out the survey
Development
3
Update the Notification custom
screen with inputs from the
customer
Start
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Notification
15.3.1
Process Description
Client Satisfaction Survey
Whenever the survey is to be carried out, trigger a ‘Survey’ Notification with reference to the
original client service request notification.
A custom screen would be provided on the Notification to enter the questionnaires.
Carry out the actual survey.
Once you get the feedback from the customer, update the Notification and close.
Client satisfaction Management
For client satisfaction management, there would be codes ‘Yes’ and ‘No’. Maintain the required
client satisfaction management form through DMS module. While taking the print out of work
order, take the print out of ‘survey form’ too. Once you get the signed form from the client, update
the notification. Any comment from client if any has to be maintained as long text for each code. A
report can be generated for each type of code ie with ‘yes’ and with ‘no’.
Issuance of the tool
Issuance of the tool will be done through HR master data. Object on Loan (Infotype 0040) would be
created as ‘Tool Box’ and will be assigned to the HR master data. This ‘Tool Box’ will not have any
details of the tools issued. This is just to have a record that a technician is having the ‘Tool box’.
AV SMATV Channel listing
For this process, card number can be maintained on the respective master data in the field
‘Inventory number’. This field is an open field and accepts both alphanumeric characters. For the
procurement of the cards please refer the ‘Procurement of material process (PRC01A)’
Asset control procedure
On RSI PROPOSAL there is no separate process as asset control procedure. The processes which
covered in as – is document have been addressed already.
•
Acquisition of assets
Acquisition of asset is part of procurement process. Any procurement of the facilities assets will
follow the MM process ‘Procurement of material (PRC01A)’.
Once the material is received, create an equipment master and update all the relevant data on the
equipment master record.
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•
Maintenance of assets
For maintenance of facilities assets please refer the following maintenance processes:
•
1.
Preventive maintenance (MNT01A)
2.
Reactive Maintenance (MNT01B)
Facilities assets Tracking
All the facilities assets movement will be tracked from the master data. There would be a provision
to print the bar code.
Whenever the equipment is moved from one facility to another, update the equipment master.
System captures changes and details are available as ‘Action log’. In the ‘Action log’ a chronological
change details are available.
Assets and Scrap Disposal
All the approval and processing should be done outside RSI PROPOSAL
Once equipment/ fleet is disposed off or scrapped, set the user status accordingly and set the
deletion indicator.
Inform the FI pDRCple on the disposal of the asset. Finance pDRCple will make direct finance entry
into the system and update the asset master data.
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15.4 Configuration data
Notification
Notification Type
Code
Description
Maintenance
SY
Customer Survey
Number range for Notification
Notification
Number range
Internal/External
SY
7000000-7999999
Internal
15.5 RSI PROPOSAL Enhancement
Type
Description
Development
A custom screen/table would be provided to maintain the
questionnaire
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16 Procurement for Plant Maintenance
16.1 Definition
Procurement for the plant maintenance and fleet management involves the procurement of
material, assets, and external services.
16.2 Process Overview (As Is)
16.2.1
Process Overview Description
Currently, DRC procures material, external services for various maintenance activities.
For TESD following are the various procurement processes:
-
Spare parts procurement
-
Outsourced repair
-
Procuring boats and jet skies
-
Hiring /chartering of landing craft and passenger boats
-
Procurement using petty cash
For FMD following are the various procurement processes
-
Temporary manpower hiring
-
Material Procurement
-
Supply and fix
-
Procurement using petty cash
-
Asset control procedure
For LID following are the various procurement processes
-
Spare parts procurement
-
Procurement of external services
-
Procurement using petty cash
16.3 Process Overview (To Be)
All the departments will have to follow the same Procurement Process.
Procurement of the material and services:
This has been explained in the respective maintenance processes. For detailed explanation please
refer the following MM documents
‘Purchase requisition for material (PRC01A)’
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Procurement of the Assets:
Procurement of assets will be done trough the direct creation of purchase requisition with
reference to an asset. All the process of procurement is similar to any other material procurement.
‘Purchase requisition for Services (PRC01A)’
Procurement using Petty cash
All the petty cash process will be done in FI module and all the approval process will have to be
done outside the RSI PROPOSAL system.
Whenever the procurement is done through the petty cash, create a maintenance order (if the
order does not exist) for the technical object (Functional location or equipment) for which the
petty cash has been utilized. Hand over the maintenance order number and supporting bills to the
petty cash clerk. Actual amount will be posted to the order directly in FI. Thus cost will be booked
to respective equipment/functional location.
16.4 Configuration data
Covered in MM to-be document.
16.5 RSI PROPOSAL Enhancement
Covered in MM to-be document
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17 Budgeting for Plant Maintenance
17.1 Definition
Budget is a forecast of an individual department’s income/expenses expected for some period in
the future. Maintenance Budgeting is the process of anticipating the costs, and planning the
expenditure of financial resources for the execution of the maintenance activity.
17.2 Process overview (As Is)
Currently, a half yearly budget is prepared for each facility. Each section will prepare its budget and
a consolidated budget will be prepared. Approval will be taken from the department directors and
will be sent to the finance department. Finance department will distribute the budget.
17.3 Process overview (To Be)
17.3.1
Process Overview Description
Expense Budget
Expense budget planning, budgeting and control will be done through PS module (projects and
WBS element)
Each facility will have a WBS element at reactive maintenance and preventive maintenance level so
that the budget is controlled at that level for each sections of the department.
Whenever, a maintenance order is created, before releasing the order, WBS element should be
maintained on the order. This creates a link between PM and PS modules thus control the budget.
Planned values are checked, only if the value leads to the commitment.
For details on the budget planning, distribution and structure of the project, please refer the PS
module to-be document processes (Process ID PRJ02A, B, C and E and PRJ01B)
Capital Budget
Capital budget is used to control the capital expenditures. For plant maintenance, capital
expenditures are mainly DRC asset procurement. Capital budgets are controlled through the
Controlling Module (CO) internal orders.
Please refer the ‘Capital budget process (FIN01A.4)’ of FI module.
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17.4 Configuration data
Covered in PS to-be document
17.5 RSI PROPOSAL Enhancement
Covered in PS to-be document
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18 Calibration Process (MNT01G)
18.1 Definition
Test equipment is used in many companies for performing quality inspections. In order to ensure
that the test equipment used always fulfils the defined performance criteria, most companies
regularly test and calibrate their test equipment.
Using the functions in the component Test Equipment Management, you can manage equipment
data, plan and schedule inspections, and perform calibration inspections for the equipment. This
process has the integration with Quality Management (QM) module.
18.2 Process overview (As Is)
Currently, this process is not being followed. This is the requirement from the user department. A
detailed procedure has been documented in as-is document.
Following process from FMD department is covered in this to-be document:
‘Control of inspection, measuring and test equipment’
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18.3 Process overview (To Be)
Calibration Process (MNT01G)
TESD/FMD/LID
PCD
Start
1
Create, Task list, maintenance
plan
2
Schedule the maintenance
Plan
3
B
Auto triggering of
maintenance order and/or
Notification based on the
scheduling data
Maintenance
Order
4
Inspection lot
Release the order
Development
An auto mail would be
triggered to Supervisor/
Engineer/Foreman
Is material
required
No
Yes
Development
6
Material
Reservation Slip
Approval for the material
reservation number
8
Print the material
reservation number
Purchase
requisition for
Materials
(PRC01A)
A
Roles
1,2,4 – Maintenance Planner
8- Foreman/Engineer/Supervisor
6 – As per the delegation of authority
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FI/CO
Calibration Process (MNT01G)
TESD/FMD/LID
PCD
FI/CO
A
Job done by Internal/
External manpower?
External
Auto triggering
of Purchase
Requisition
Purchase
Requisition
Purchase
requisition for
services
(PRC01A)
Internal
Development
9
Print the Work order and
task list
Work order Print
Outside SAP
10
Perform the job
9
Usage decision
No
Is accepted?
Yes
11
WO Confirmation
Confirmation
Number
Settlement
Process
12
Technical completion
B
13
Business completion
End
End
Roles:
9, 11, 12 - Foreman/Engineer/Supervisor
10 – Technician
13 – Maintenance Planner
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18.3.1
Process Overview Description
The calibration process is similar to the Preventive Maintenance process (MNT01A).
Planning
This is the first step in the preventive maintenance processing. This step involves creation of
master data and maintenance plan etc.

Check whether master data exists for technical object (equipment/fleet/functional location)
on which you want to process the preventive maintenance. If the master data does not exist,
create a master data for the technical objects and also create other master data such as such
as maintenance item, task list and maintenance plan. On the task list maintain master
inspection characters (MIC). MIC is the parameter for which the calibrations readings are
recorded.

If all the master data are available, schedule the maintenance plan. Scheduling of the
maintenance plan refers to the starting of a maintenance plan. Based on the scheduling data
on the maintenance plan, system give you list of planned date for the respective maintenance
plan. Once the planned date is reached, system automatically triggers a maintenance order or
maintenance notification depending on the call object set on the maintenance plan.
Scheduling
This is the second step in the Preventive Maintenance processing. This process involves releasing
of the order and maintaining the settlement rule on the work order.

All the orders triggered are available as list. From the list, you can select the order to be
processed and go to order change mode. In the work order you can enter additional
operations, components etc (apart from the task list attached) if required.

For the equipment which is under warranty, you can see the details from the object
information on the notification or order header.

Release the maintenance order.
-
As soon as the work order is released an email will be triggered to the
concerned engineer/supervisor/foreman. This is not a standard functionality of
RSI PROPOSAL. This will be done through workflow. To trigger an email to the
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concerned person, ID of the responsible person should be maintained either on
the equipment master record as partner function or on the maintenance order
header as ‘person responsible’
-
An Inspection lot would be created by the system automatically.
Execution
This is the next step in preventive maintenance processing. Execution part involves, printing the
Material Request, getting the material from warehouse, sending the technician to the site to carry
out the maintenance activity.

For stock items, a reservation number will be generated by the system (Similar to the existing
MR number). Reservation number will have approval process as per the existing level of
authority. Get the approval from the necessary authority.

Print the reservation number and get the signature from the concerned person and handover
it to warehouse. If the stock is available, Warehouse pDRCple will issue the material against
the reservation number.

For non stock item, a purchase requisition will be generated by PCD. This purchase requisition
will have release strategy (approval process based on the existing level of authority). Further
processing of purchase requisition will be done in MM. For more detail, please refer the
document “Purchase requisition process (PRC01A)”

For activities carried out internally, a confirmation number will be generated, which will be
used for confirmation of the internal activity.

For external activity, a purchase requisition will be triggered by the system. This purchase
requisition will have release strategy (approval process based on the existing level of
authority). Further processing of purchase requisition will be done in MM. For more detail,
please refer the process “Purchase requisition process (PRC01A)” of MM to-be document.

Print the work order/task list and execute the work.
Usage Decision
Once the calibration process is carried out, enter the values for the inspection characters which are
on the task list. If the calibration values are satisfactory, accept the usage decision. If the values are
not satisfactory, reject the usage decision and carryout the rework.
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Note: Required quality parameters would be collected during realization phase.
Confirmation
During confirmation process, all the activities will have to be updated on the work
order/Notification.

Once the job is completed and quality is satisfactory, do the order confirmation.

Confirmation involves:
-
Recording the actual time of the work performed by the internal manpower.
-
Recording the technical findings of maintenance activity on the notification.
-
Recording the measurement point/counter readings
-
Creation of the service entry sheet for the activity/service done by the external vendor
and accept the service entry sheet. Further processing of service entry sheet will be done
in MM.
Completion
This step involves completing the order from technical perspective and business perspective.
•
Technical completion of the order means, the work order is completed technically, i.e the
work order is updated with all the details of the jobs carried out. The work order editing is no
more after technical completion. System will set the work order status as ‘Technically
complete’. Technical completion can be cancelled if required. Once the order is technically
completed, system will schedule the next call date for the maintenance plan.
•
Settlement of the order refers to the transferring of the actual cost from order to receiving
object. (In case of DRC, WBS is the receiving cost object). Settlement of the actual cost will be
done either after the confirmation or after the technical completion. Order can be settled
either partially or fully.
•
At the end of the financial year, close (business completion) the work order. System will set
the order status as ‘Closed’. After the business closure no more cost will flow to the
maintenance order. It is possible to reset the status.
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18.4 Configuration data
Order type
Order type
Code
Description
Calibration
PM05
Calibration order
Number Range for Order Type
Order
Number Range
Internal/External
PM05
5000000-5999999
Internal
18.5 RSI PROPOSAL Enhancement
Already covered in preventive maintenance and routine maintenance processes
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19 Issues and Gaps
Issue
Remarks
BMS (Building Management system)
should be integrated with RSI PROPOSAL.
MBS integration with RSI PROPOSAL is not a
part of scope of implementation.
Barcode reading device should be
integrated with RSI PROPOSAL
Barcode reading interface and reading needs
RSI PROPOSAL mobile infrastructure.
Assets and scrap disposal – Currently,
DRC has approval process with
supporting documents (such as Image of
assets, asset disposal forms etc), before
disposing off any assets or scraps
There is no standard process on RSI PROPOSAL
to map this requirement. All the forms and
images can be maintained on RSI PROPOSAL
through DMS.
For internal equipment, DRC wants to
maintain the time sheet on RSI
PROPOSAL
Since all the equipments are charged on daily
basis, time sheet has to be maintained outside
RSI PROPOSAL.
When a vehicle is used for multiple
projects, where to book the fuel
cost/cost of the equipment?
Since it is very difficult to determine the exact
WBS element/fuel quantity, it is advisable to
book the cost to a specific cost center. This
issue needs to be discussed with FI/CO
If the employee exceeds approved
quantity of fuel for a month, excess
amount will be deducted from his salary
– For this process DRC needs integration
to HR
There is standard process on RSI PROPOSAL.
Hence this should be handled outside RSI
PROPOSAL. For deduction of salary, inform HR
department over email with the details.
For the traffic fines, because of
employee fault, the amount should be
deducted from his salary - For this
process DRC needs integration to HR
There is standard process on RSI PROPOSAL.
Hence this should be handled outside RSI
PROPOSAL. For deduction of salary, inform HR
department over email with the details.
For the repair cost, which exceeds the
insurance amount, should be deducted
from employee salary
There is standard process on RSI PROPOSAL.
Hence this should be handled outside RSI
PROPOSAL. For deduction of salary, inform HR
department over email with the details.
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20 Reporting Requirements
The following reporting requirement from DRC has been received. But analysis and feasibility of
the same will be done during the realization phase. Standard RSI PROPOSAL report will be
explained to the core team/super users after the first process work shop.
S.No
Reports
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Purpose
of the
report
Priority