Workshop:
Maintenance Work
Orders
May 9, 2006
Project Goals
Implement SAP Plant Maintenance system
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Provide integration with Finance, HR, and Materials
Allow enhanced scheduling and planning for work assignments
Provide work scheduling as well as management reporting tools
Accommodate the use of mobile technology to reduce paperwork
Accommodate the use of GIS with SAP
 Improve automated updates to customers about the status of work
 Implement a Preventive Maintenance system for buildings, areas, and
equipment
 Utilize standard SAP functionality to collect utility usage and cost
information for recharge calculations
Agenda
Introduction
Discussion of Maintenance Work Orders
Preview of Next Blueprinting Session
Other Discussion
What is the SAP Work Order Process?
Work Order
 This is a financial and work management transaction which is used to
plan and charge labor, stock materials, non-stock purchases, and
services
 It is integrated with Financials, Materials Management, and Human
Resources
 It may be created from a Notification or without an existing notification
 A notification may be automatically created while creating a Work
Order
Why should a work order be used?
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To document the costs of an event
To accumulate charges for work which will be recharged to others
For Preventive Maintenance work
What information does a work order capture?
 Descriptive information. This includes “long text” which is of unlimited
length
 A priority for the work
 A object to be maintained: A functional location (Building, Room) or
piece of Equipment
 Contact information for the person reporting the problem or requesting
work
 The ability to assign a responsible person to this work order
 Planned labor and materials
 Actual labor and materials costs
What information is required?
 SAP requires a description, Functional Location or Equipment, and
Work Center
Work Order Types
Order Type
PMC1
PMC2
PMC3
PMM1
PMM2
PMM3
PMM4
PMH1
PMH2
PMH3
PMH4
PMU1
PMU2
PMU3
Organiza
tion
CPPD
CPPD
CPPD
MPPD
MPPD
MPPD
MPPD
HOUS
HOUS
HOUS
HOUS
UTIL
UTIL
UTIL
Description
General Maintenance Order
Preventive Maintenance Order
Recharge Work Order/Project
General Maintenance Order
Preventive Maintenance Order
Recharge Work Order/Project
Emergency Work Order (Auto)
General Maintenance Order
Preventive Maintenance Order
Recharge Work Order/Project
Damage/Vandalism Work Order
General Maintenance Order
Preventive Maintenance Order
Recharge Work Order/Project
Recharge
Settlement Rule
Default-Building
Default-Building
Manual
Default-Building
Default-Building
Manual
Default-Building
Default-Building
Default-Building
Manual
Manual
Default-Building
Default-Building
Manual
Release
Manual
Automatic
Manual
Manual
Automatic
Manual
Automatic
Manual
Automatic
Manual
Manual
Manual
Automatic
Manual
Some Order Types from Other SAP Installations
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Repair
Preventive Maintenance
Sales (Recharge)
Safety Related
 Capital Project
 Standing Work Order
 Emergency
What does the “Priority” do?
 It can determine the dates based upon predefined criteria for each
priority
The “Start Date” is calculated based on the current date. It may also
include a “Start Time”. (Dates and times for this calculation may be in
minutes, hours, or days.)
The “End Date” is also calculated based on the current date.
(Note: The Start Date and End Date calculation may be in different
units.)
 Each Order type may have its own set of priorities or several order
types may share the same set of priorities
What are Maintenance Activity Types?
 This field is used to further define the type of work being performed.
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Some examples:
 Modify/Convert/Improve
 Maintain
 Predictive/Inspection
 Regulatory
 Correct/Repair/Replace
 Training
 Project support
 Refurbish Stores Parts
 Routine Maintenance
 Lubrication
 Safety
 Rework
 Each order type may have its own Maintenance Activity Types
What are User Statuses?
 SAP tracks the process of a work order via System statuses. Some
examples are Created, Released, Technically Completed, Closed
 There is the ability to use a separate field “User Status” to add statuses
which may be used for additional tracking. Some examples:
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Cancelled
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Transferred to another work group
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Waiting for Parts
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Waiting for Contractor
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Waiting for Customer
 A different group of User Statuses may be set up for each order type
 Some order types may have NO User Statuses
What are Order Scheduling Options?
 There are 3 primary scheduling types for orders: No Scheduling,
Forward Scheduling, Backward Scheduling
 SAP normally performs scheduling by calculating the labor required
and either adding to the start date to determine the end date or
subtracting from the end date to determine the start date
 “No Scheduling” allows control of the dates independently of the labor
requirements
 Each order type is assigned a scheduling method
What are Shop Papers?
 SAP uses the term “Shop Papers” to describe printed work orders
 A sample is provided with the system. (It is NEVER used—it’s just a
sample!)
 It is possible to have a different Shop Paper for each order type,
although that is a lot of design work
 A sample follows
Sample Shop Paper-1
Sample Shop Paper-2
What is the Object Info Box?
 The Object Info Box tracks the number of orders or
notifications created for a certain building, room, or
equipment in a given time period
 For example: 3 orders in a year or 2 orders in a month,
etc.
 Several order types may share the same Object Info
Box criteria
 A sample display follows
Sample Object Info Box
What is a Sub Order?
 A suborder is a work order which has a link to a “superior” order
The costs of suborders my be viewed from the “superior” order
These are typically used to break a project into units by craft or shop.
Each shop can estimate its costs on a suborder and these can be
tracked at the suborder and superior order level.
The costs of the suborders may either settle to the superior order or
directly to the receiving cost object.
Suborders may have suborders!
Work Order Fields
 Determine which fields should be eliminated because they will
not be used
 Determine which fields should be required (if any)
 Sample screens follow this presentation
Topics For Next Blueprinting Session
Determine Work Order Completion Processes
 Time Recording for Payroll and Recharge
 Closing (and Updating) Notifications
 Closing Orders
 Time Confirmations and Reversals
 Non-time Confirmations - Documentation
Work Order Screen Copies - 1
Work Order Screen Copies – 1.1
Work Order Screen Copies – 2
This is the second tab-Operations
Work Order Screen Copies – 3
This is the third tab-Components (Maintenance Materials)
Work Order Screen Copies – 4
This is the fourth tab-Costs
Work Order Screen Copies – 4
This is the sixth tab-Objects. Additional notifications are assigned
to the order here.
The other tabs are display only.