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PM USER GUIDE 05/02/2015

INDEX
Sr. No. User Guide : Plant Maintenance Processes Page No.

ERP
PM-1 Overview of PM Master data ( Refer Power Point presentation )
portal
ERP
PM-2 SAP Login & Navigation ( Refer Power Point presentation )
Portal
PM-3.0 PM Process Flow Chart ( END -to- END process flow ) 2

PM-3.1 Case 1: Breakdown Maintenance Process : Breakdown Notification 3

PM-3.2 Case 2 : Breakdown Maintenance –Internal processing only( material) 4

PM-3.3 Case 3 :Breakdown Maintenance by Vendor (Warranty/AMC is Available) 6

PM-3.4 Case 4: Breakdown Maintenance by Vendor (Need Based Service and APO/ARC is available) 8

PM-3.5 Case 5: Breakdown Maintenance by Vendor (Need Based Service requirement) 11

PM-3.6 Case 6: Maintenance expenditure is incurred through Temp Advance 13

PM-8 General Maintenance Process 15

ERP
PM-4 Equipment Phase IN Process ( Refer Process Manual )
Portal
ERP
PM-5 Equipment Phase Out Process ( Refer Process Manual )
Portal
PM-6 Equipment Scrapping process 17

PM-7 Preventive Maintenance Process 21

PM-9 Report Fault ( G1) 22

PM-10 Equipment Reparanting Process 23

PM-11 Shutdown Mtce. Process 28

PM-12 Calibration Mtce. Process 29

PM-13 Energy Audit

PM-14 Corrective Maintenance Process 30

PM-15 AMC Requirement Gathering and AMC details updation process 31

PM-16 Warranty/AMC Tracking of Card & Components / CPEs 32

PM-17 PM Reports , PM Process Flow Chart 2 , ANNEXTURE-I , ANNEXTURE- II A & II B 33-49

ERP
PM-18 Raising of PIS issues , request to create , change master data through MANTIS
Portal

Note : For detailed information please refer Process Manuals of

respective PM processes.
 FLOW CHART for End to End ERP Process "For Cable(UG/OFC) fault Maintenance, Computer Maintenance, General Maintenance etc."
For B2-
* Change of user status by initiator Assigning the
* Write down your Functional notification - ASGD
Maintenance Processs * Provide - type of
location(FL) eg 1021-2110.. * *Change of user status by Person Responsible -
( Breakdown fault / Notification ( B2 for For B2:
mark the check box & execute. break down and B3 ACKNOWLEDGE- ACKD and Put in Process - NOPR
general type mtce. ) *Change of user status by Person Responsible -
T-code: IH01
* Choose the required Equipment or for General Mtce. ), -----------------------------------------------------------------
FL from structure & select 'Goto' in Fault description , Completion- COMP and catalog data ( fault history )
Priority , Partners For B3- Put in process ( NOPR ) filling, Malfunction End time.
Menu.
CASE 1 - PM-3.1 and other parameters ( T-code - IW22/IW28 ) * Initiator will confirm - CNFR and technically
complete the notification - NOCO
( T-code - IW22/IW28 )
YES Is NO For B3: Fill catalog data ( fault history ) , complete the
material/Service notification - NOCO
is required ?

Complete the
IF Notification after
CASE 3 - PM-3.3 material NO Confirmation
Call Vendor by is Confirmation CNFR/NOCO
Is AMC / YES Vendor docket of Set various parameters
WARRANTY IS details in
required Maintenance satisfactory/Not Fill Service Entry
notification ? order -IW41 ( satisfactory, Sheet W.r.t. PO
AVAILABLE ? ( as per Storage
SET status As applicable Malfunction End
" VEND" YES ) time,Cataloge data etc. locatiions ,
( If Applicable ) Confirm/Accept/
NO Penalty Deductions as
A per PO number
centralized or
decentralised) -
( as applicable )

Create PO will be created

CASE 4 - PM-3.4 After release of
Maintenance w.r.t. PR , data will
YES Maintenance order
Is ARC Order with PM03 populated from APO
- PR is gererated
control key and ,and issued to vendor- Post Down
( APO/Contract ) and is available in Technically Complete the
reference (This PO is to be Payment, and
IS AVAILABLE ? SAP inbox of Maintenance Order
Available APO , INITIATED & Call Vendor
person releasing ( TECO-by T-Code : IW32 )
Maintain through Vendor
already available the M.O. This PR is APPROVED as per
NO "Agreement " in docket Details
Contract by Service to be INITIATED & MM Workflow )
M.O. and many
Master record , MSS etc APPROVED as per ME21N/ME22N/
more related
by AC03/ML10/ME31K MM Workflow. ME29N Cost Settlement of
parameters.
Maintenance order by
T-Code : KO88 or KO8G
( This settlement can be
done before TECO status
Is Material & After release of of M.O.)
Set Material planning in Create Purchase Order
external Service M.O. and Service
Maintenance order - PR is Post Down Payment,
and Release as per
both required YES planning PM03 control gererated and is available in and Call Vendor through
workflow.
( NEEDBASE key, set material group, SAP inbox of person Vendor docket Details
ME21N/ME22N/ME29N
SERVICEE purchasing group in responsible . This PR is to be make payment to Vendor as per
External service PO , and Bill raised Penalty
REQUIREMENT ) INITIATED & APPROVED as
NO selection
YES deduction will be issued to
? per MM Workflow. Quotations/Tendering process vendor / Invoice verification
CASE5 - PM-3.5 will follow. process MIRO/FB03
NO ( as applicable )

Maintenance Order will

Is Material B be created for Material
A
Is Only is available requirement from OWN
YES store Location
material is in Your
YES STOCK transfer from Main Business Completion
required OWN store store- ( CLOSURE of the
from Store ? ( * By creating the seperate Material will be drawn
CASE 2-PM-3.2 NO from his own Storage
M.O.)
Reservation in Main store -
Mvt. type -913, location --- Reservation
Is Material * transfer posting of stock number will effective
NO YES after release of order.
is available from main store by MIGO Mvt
B type-915, MIGO - Goods Issue
in ANY * Place in local soragae by against Reservation No.
store MIGO against material doc
Please follow the Material (Mvt type-915)).
NO After this , previous step will
Procurement process ( MM )
Is Material & ( Create PR -- PO -- Goods be followed to issue material
Receipt against PO into the against MO
external Service
STORE ).
both required (
Thru Temparary
Advance) ? For linking maintenance order expenditure during the Follow the Temparary Advance
Create Mtce. Order with Release the M.Order by temporary advance settlement, the below steps are to
YES Operation text for settlement process .
Green Flag. be followed in the "Settlement Expense" part:
CASE 6 - PM-3.6 tymp. advance , control cost can be seen under
Key - PM01 , Only 1. under “CO Object” column, select “Order Number”
2. Under “Co account” column, fill in PM order number. “COST" TAB in the
Maintenance Order

User guide of PM processes

 EXERCISE : PM-3.1
Create Notification
When we need the maintenance on Equipment or F/L we create notification , for capturing the
fault history / catalog data of the Equipment.
1 Creating the Breakdown Notification ( For detail refer 'Breakdown Manual" From page-8 )
Enter IH01 in Transaction window
Press
Write down your Functional location(FL) eg 1021-2110.. Enter
Under Explosion, mark the check box upto BOM explosion & execute
Select the required Equipment or FL & select 'Goto' in Menu.
Select 'create Notification' and then general, thereafter press enter.
Select B2 in Notification Type and press enter
Enter fault description in Notification field
Enter Priority : select Major/ Critical / Minor
Enter details of fault in Description field
Enter Planner Group: e.g. -FID , if prompted by system.
Enter Funct:- ZI Initiator; Partner :- select by search ( or as per data maintained in equipment
master )
Enter Funct:- ZP Person resp; Partner :- select by search
Object Infm window pops up; click to continue
Select No for the message "Specify new dates?"
Press Save and notedown the Notification No.
2 Assigning the notification
Enter /niw22 in Transaction window ( or IW28 search )
Click on the pencil icon at the USER Status field( Just in front of System status field ); Press
window pops up Enter
Select ASGD radio button; click to continue Save
Acknowledement and Release
Enter /niw22 in Transaction window ( or IW28 search )
Press
By default Notificn No. appears; if not enter it Enter
3 Click on the pencil icon at the USER Status field; window pops up
Select ACKD radio button; click to continue
Click Green flag icon on toolbar; Status changes NOPR - ACKD
EXECUTE the maintenance work on Equipment OR functional Location.
In case1, if material / service is NOT required , you can directly complete the notification. Save
4 Completion of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Press
Enter details of solution given in Description field Enter
Select COMP radio button; click to continue
Click on Catalog Data tab; Object Part & Damage part tab highlighted
Press
In Object part Enter Codegrp:- select by search; ex: OFC Enter
Press
in Damage part Enter Codegrp:- select by search;ex:- PM1-Damage 1 Enter
Enter Assembly text:- About fault occurred
Click on Causes tab
Enter Codegrp:- select by search; ex: PM1- cause 1
Press
Enter Cause Text: Cause for the breakdown Enter
Click on Activities tab
Enter Codegrp:- select by search; ex: PM1- Activity 1
Enter Activity text:- Action taken to restore fault
Enter Start date & Time ; End date & Time using search codes
Press Save and notedown the Notification No.
5 Confirmation of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Click on the pencil icon at the Status field; window pops up
Select CNFR radio button; click to continue
Click Black & White flag icon on toolbar; Status changes NOCO -CNFR Save

User guide of PM processes Page 3 of 49

 EXERCISE : PM- 3.2
Create Notification with Maintenance order

( When required item is available in store )- Refer Breakdown Process Manual page 8 - 59
Create,Assign & Acknowledge the Notification using steps 1 to 3 of EXERCISE PM-3.1
1
2 Creating & Approving Order
Enter /niw22 in Transaction window
Press
By default Notificn No. appears; if not enter it Enter
Press
Click on Create order icon ; Create order window pops up; click to continue Enter
Press
Ignore any mesg about date and continue Enter
Objct infm window pops up; click to continue
Click Operations tab; enter (No of units reqd ) NU:- 2; duration :- 1; Work gets calculated
Material Issue against Reservation (if the material is available in storage location of same person
who has created/released Maintenance Order ) Click
Components tab;Enter Component:e.g. 12000175; Reqd qty:- 2; UM:- EA; IC:- L(Stock item); Sloc:- Press
1000 Enter
Click on the material availability icon to ensure availability. Save
Save and Notedown Order Number.
2A
If the material is not available in storage location of same person who has created/released
Maintenance Order

Please refer MM Script of Material Stock transfer :

A. Request (Reservation with Mvt type-913 along with its work flow) is to be created for
transfer of material from Main Store/any other store to the storage location the person who
has created Maintenance Order. ( MB21 (Mvt-913)->Workflow-> Approval.)
B. Transfer of required material/store from Main Store/any other store to the storage
location of the person who has created Maintenance Order with necessary work flow for
approval process to store transfer. (MIGO ( "transfer posting" Mvt 915)-and >MIGO (Stock "
placing in storage" at receiving SLOC,w.r.t Material document of Mvt- 915)

or 2. Material Procurement process.

3 Release Order
Enter /niw32 in Transaction window
4 Click Green Flag icon for Release. Click Component tab; Click Gen data
Click Gen Data tab and Notedown Reservation No. Save
Goods Issue
Enter /nMIGO in Transaction window; select Goods Issue; & Reservation
Enter the Reservation Number you have noted above
5 Check the qty in Quantity tab ; Enter Goods Recipient in Where tab
6 Check the Item OK checkbox; Click Check; Click Post tabs
Notedown Material Document Number.
Complete & Confirm the Notification using steps of EXERCISE 3.1
7
( Breakdown Notification )
8 Technical Completion of the Order
Enter /niw22 in Transaction window
By default Notificn No. appears; if not enter it
Click Order icon ; Click Black & White Flag icon; Window pops up
save it. SAVE
9 ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours) Press enter
Press Save. (Ignore all warning messages)
User guide of PM processes Page 4 of 49
10 Actual order Settlement in FICO Module
Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk
settlement )

KO88 (i.e., ‘O’- not zero) [Role given to Finance]

Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.

Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (e.g. 2417301) and R&M GL (e.g. 5020805) in combination correctly debited.
Execute
11 Enter /niw32 in Transaction window
Press
By default Order No. appears; if not enter it Enter
Click Complete Business tab; click to continue
Status of M.O. will changed to 'CLSD' - Closed

User guide of PM processes Page 5 of 49

 EXERCISE : PM-3.3
Create Notification with Mtce. order - AMC / Warranty Available
( Refer Breakdown Process Manual page 60-125)
Create,Assign & Ackldge the Notification using steps 1 to 3 of EXERCISE 1 ( Breakdown
1
Notification )
2 Call the Warranty/AMC Vendor:
Enter The Vendor Details in Vendor Docket Screen in Notification

Communication Details (Filled to inform specific person from vendor side) and other details regarding
docket booking etc
Set Status “VEND”.
Information to Vendor is sent to Vendor’s Email ID thru SAP as per the details maintained in Vendor
Docket Screen .
REMINDER - REMD & Final Reminder - FREM can be checked as per communication.
3 Creating Order ( If material is required )
Enter /niw22 in Transaction window ( or search notification no. by IW28 )
Press
By default Notification No. appears; if not enter it Enter
Press
Click on Order icon; Create order window pops up; click to continue Enter
Press
Ignore any message about date and continue Enter

Objct information window pops up; click to continue

Click Operations tab; Goto Control Key field; select PM01 ,enter (No of units reqd ) NU:- 2; duration :- Press
1; Work gets calculated Enter
4 Material Issue against Reservation (if the material is available in storage location of same person
who has created/released Maintenance Order )
Click Components tab;Enter Component:e.g. 12000175; Reqd qty:- 2; UM:- EA; IC:- L(Stock item);
Sloc:-1000
Click on the material availability icon to ensure availability.
Press
Click Save & Notedown the Order No. Enter
4A
If the material is not available in storage location of same person who has created/released
Maintenance Order
Please refer MM Script of Material Stock transfer :
A. Request (Reservation with Mvt type-913 along with its work flow) is to be created for
transfer of material from Main Store/any other store to the storage location the person who
has created Maintenance Order.
( MB21 (Mvt-913)->Workflow-> Approval.)
B. Transfer of required material/store from Main Store/any other store to the storage
location of the person who has created Maintenance Order with necessary work flow for
approval process to store transfer. (MIGO ( "transfer posting" Mvt 915)-and >MIGO(Stock "
placing in storage" at receiving SLOC,w.r.t Material document of Mvt- 915)

or 2. Material Procurement process.

5 Release Order
Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Green Flag icon for Release. Click Component tab; Click Gen data Save
Click Gen Data tab and Notedown Reservation No.
6 Goods Issue
Enter /nMIGO in Transaction window; select Goods Issue; & Reservation
Enter the Reservation Number you have noted above
Check the qty in Quantity tab ; Enter Goods Recipient in Where tab Save
Check the Item OK checkbox; Click Check; Click Post tabs
Notedown Material Document Number.
User guide of PM processes Page 6 of 49
7 Update Catalog Data - Damage / Cause and activity for maintenance.
8 -Enter Further Details in Vendor Docket Screen in Notification regarding completion of work by
Vendor etc. - (Select User Status ) - if Penalty is not proposed ( PNP )

Maintain “Vendor Docket Details regarding completion of work and performance by Vendor etc”
Standby provided by the Vendor ? - YES or NO,
Quality of Service - Satisfactory or NOT Satisfactory

9 Complete & Confirm the Notification using steps of Breakdown Notification

User Status “Work Completed” is set by “Person Responsible”.
User Status “Confirmed” or “Rework” is set by “Initiator”.

10 Technical Completion of the Order

Enter /niw22 in Transaction window Execute
By default Notificn No. appears; if not enter it
Click Order icon ; Click Black & White Flag icon; Window pops up Save
save it.
11 ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours)
Press Save. (Ignore all warning messages)

12 Service Entry Sheet ( SES ) of Vendor ( Ref. Page no 115 - 121 of Breakdown manual)
Create Service entry sheet with reference to Purchase order ( AMC PO ) - ML81N
( AMC PO is available in Equipment Master data - as characteristics )
Refer relevant PM “Vendor Docket Report ZPM01 “ and its summary for performance of the vendor
and calculate the penalty amount if any and fill in the SES at relevant place .
Release should be affected based on PM “Vendor Docket Report ZPM01 “ and its summary for
performance of the vendor and considering the penalty amount if any
SAP INBOX WORKFLOW - Release Service entry sheet
Initiate SES release for next level.
Enter comments for next reviewer.
Select next approver by location and position and Click Initiate.
Login into system with approver’s user id, and open SAP Inbox. Select SES Release message, the
system will show the SES to be approved. Approve and Forward

13 Actual order Settlement in FICO Module

Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk
settlement )

KO88 (i.e., ‘O’- not zero) [Role given to Finance]

Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.

Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (2417301) and R&M GL (5020805) in combination correctly debited.

15 Invoice verification against purchase order / SES – MIRO ( Liability Creation )

Please refer Annexture - IIA & IIB
14 Enter /niw32 in Transaction window
By default Order No. appears; if not enter it

Click Complete Business tab; click to continue

User guide of PM processes Page 7 of 49

 EXERCISE : PM-3.4
Create Notification with Mtce. order - ARC is Available
( Advance Rate Contract ) - APO
( Refer Breakdown Process Manual page 126 - 222 )

1
Create,Assign & Ackldge the Notification using steps 1 to 3 of ( Breakdown Notification )
2 Creating Order

Enter /niw22 in Transaction window ( or search notification no. by IW28 )

By default Notificn No. appears; if not enter it Enter
Click on Order icon; Create order window pops up; click to continue Enter
Ignore any message about date and continue Enter

Objct information window pops up; click to continue

3 USING ARC contract at M.O.

Click Operations tab; Maintain new Operation with Control Key “PM03”. Select operation and
click on “External”.

Maintain APO Number in “Agreement” and continue.

Click on "EXTERNAL" for “Service Selection” and select option “From Purchasing Document”.
Select Services and adopt services. Maintain Requisitioner and Cost Element. Press
Enter

Click Save & Notedown the Order No.

4 Release of Order & Generate PR
Enter /niw32 in Transaction window
Click Green Flag icon for Release. Click Component tab; Click Gen data
Click on Document Overflow - and Note down PR No. Save
5 Releasing the Purchase Requisition
Check The SAP business workplace ( INBOX ) for initiation of PR release workflow process.
SET Forward to ---- and final release by ----- , click on INITIATE .

6 Creation of PO, and Release(PO will be created by Authorized person only)

Enter /nME21N in Transaction window
click Document overview ON; click on select variant icon; select Purchase Requisition no.
Enter Purchase Requisition No. Execute
Select Need based Order; Drag and drop the PR No. to the basket
Get the required Vendor Data created in system by FICO/MM( However vendor data is fetched from
the APO ( Available CONTRACT ) :Enter Vendor ; eg.1000046; Tax code:eg. Z0; Save

Press "Enter" to ignore warning messages, if it comes.

7 Release PO
Check The SAP business workplace ( INBOX ) for initiation of PO release workflow process.
8 Call the Vendor:
Enter The Vendor Details in Vendor Docket Screen in Notification

Fillup the PO detail in VENDOR DOCKET Screen in NOTIFICATION ( Created earlier ) -

Communication Details (Filled to inform specific person from vendor side) and other details regarding
docket booking etc

Set Status “VEND”.

Information to Vendor is sent to Vendor’s Email ID thru SAP as per the details maintained in Vendor
Docket Screen . REMINDER - REMD &
Final Reminder - FREM can be checked as per communication.

User guide of PM processes Page 8 of 49

 9 Change Order ( If material is required )
Enter /niw22 in Transaction window ( or search notification no. by IW28 )
Press
By default Notificn No. appears; if not enter it Enter
Press
Click on Order icon; Change order window pops up; click to continue Enter
Press
Ignore any mesg about date and continue Enter
Objct infm window pops up; click to continue
Click Operations tab; Goto Control Key field; select PM01 ,enter (No of units reqd ) NU:- 2; duration :- Press
1; Work gets calculated Enter
10 Material Issue against Reservation (if the material is available in storage location of same person
who has created/released Maintenance Order ) Click Components
tab;Enter Component:e.g. 12000175; Reqd qty:- 2; UM:- EA; IC:- L(Stock item); Sloc:-1000

Click on the material availability icon to ensure availability.

Press
Click Save & Notedown the Order No. Enter
10A
If the material is not available in storage location of same person who has created/released
Maintenance Order
Please refer MM Script of Material Stock transfer : A.Request
(Reservation with Mvt type-913 along with its work flow) is to be created for transfer of
material from Main Store/any other store to the storage location the person who has created
Maintenance Order. ( MB21 (Mvt-913)->Workflow-> Approval.)

B. Transfer of required material/store from Main Store/any other store to the storage
location of the person who has created Maintenance Order with necessary work flow for
approval process to store transfer. (MIGO ( "transfer posting" Mvt 915)-and >MIGO(Stock "
placing in storage" at receiving SLOC,w.r.t Material document of Mvt- 915)

or 2. Material Procurement process.

11 Goods Issue
Enter /nMIGO in Transaction window; select Goods Issue; & Reservation
Enter the Reservation Number you have noted above
Check the qty in Quantity tab ; Enter Goods Recipient in Where tab Save
Check the Item OK checkbox; Click Check; Click Post tabs
Notedown Material Document Number.
Update Catalog Data
-Enter Further Details in Vendor Docket Screen in Notification regarding completion of work by Vendor
etc.
- (Select User Status ) - if Penalty is not proposed ( PNP )

Maintain “Vendor Docket Details regarding completion of work and performance by Vendor etc”
Standby provided by the Vendor ? - YES or NO,
Quality of Service - Satisfactory or NOT Satisfactory
12
Complete & Confirm the Notification using steps of Breakdown Notification
User Status “Work Completed” is set by “Person Responsible”.
User Status “Confirmed” or “Rework” is set by “Initiator”.
13 Technical Completion of the Order
Enter /niw22 in Transaction window Execute
By default Notificn No. appears; if not enter it
Click Order icon ; Click Black & White Flag icon; Window pops up Save
save it.
14A ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours)
Press Save. (Ignore all warning messages)

User guide of PM processes Page 9 of 49

14 B Service Entry Sheet ( SES ) of Vendor ( refer process manual page no. 207 - 213)
Description of service rendered is reecorded in Service entry sheet.
Create Service entry sheet with reference to Purchase order ( PO ) - ML81N
Refer relevant PM “Vendor Docket Report ZPM01 “ and its summary for performance of the vendor
and calculate the penalty amount if any and fill in the SES at relevant place .
Release should be affected based on PM “Vendor Docket Report ZPM01 “ and its summary for
performance of the vendor and considering the penalty amount if any
SAP INBOX WORKFLOW - Release Service entry sheet
Initiate SES release for next level.
Enter comments for next reviewer.
Select next approver by location and position and Click Initiate.
Login into system with approver’s user id, and open SAP Inbox. Select SES Release message, the
system will show the SES to be approved. Approve and Forward

15 Actual order Settlement in FICO Module

Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk settlement )

KO88 (i.e., ‘O’- not zero) [Role given to Finance]

Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.

Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (2417301) and R&M GL (5020805) in combination correctly debited.

16 Invoice verification against purchase order / SES – MIRO ( Liability Creation )

Please refer Annexture - IIA & IIB
17 Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Complete Business tab; click to continue

User guide of PM processes Page 10 of 49

 EXERCISE : PM-3.5
Create Notification with Mtce. order - Extl. Services
( Refer Breakdown Process Manual page 225 - 325 )
Create,Assign & Ackldge the Notification using steps 1 to 3 of EXERCISE 1 ( Breakdown
1
Notification )
2 Creating Order
Enter /niw22 in Transaction window ( or search notification no. by IW28 )
By default Notificn No. appears; if not enter it Enter
Click on Order icon; Create order window pops up; click to continue Enter
Press
Ignore any mesg about date and continue Enter
Objct infm window pops up; click to continue
Press
Click Operations tab; Goto Control Key field; select PM03 Enter

Information window pops up; click to continue; Error window pops up; click to continue
Enter Material Group: eg .2001011, Pur Grp: eg.040, Requisnr: in the pop up window
Click External tab at the bottom;
Enter Purchasing Organization: Decentralized 2000
Enter Servcie No(if available):eg. 73000030 , if Not available use Short text field, Qty:eg2,unit:eg ea, Press
Gross Price: eg.2000 ; Cost element: eg.5020812 Enter
Click Save & Notedown the Order No.
3 Release of Order

Enter /niw22 in Transaction window

Press
By default Notificn No. appears; if not enter it Enter

Click on Order icon; click Green flag to release the order

Click on Document Overflow - and Note down PR No. Save

4 Releasing the Purchase Requisition

Check The SAP business workplace ( INBOX ) for initiation of PR release workflow process.
SET Forward to ---- and final release by ----- , click on INITIATE .
click Release icon as per R & A for Initiator & Comp Authority Save
5 Creation of PO, and Release(PO will be created by Authorized person only)
Enter /nME21N in Transaction window
click Document overview ON; click on select variant icon; select Pur Reqsn
Enter Purchase Requisition No. Execute
Select Need based Order; Drag and drop the PR No. to the basket
Get the required Vendor Data created in system by FICO/MM(For selection of Vendor, MM team may
be contacted):Enter Vendor ; eg.1000046; Tax code:eg. Z0; Save
Press "Enter" three times to ignore warning messages, if it comes.

Click on "Check" and Note down the PO No.

6 Release PO
Check The SAP business workplace ( INBOX ) for initiation of PR release workflow process.
as has been done in Para 4.
External Services are provided against this PO and falult gets attended.

Description of service rendered is reecorded in Service entry sheet.

7 Service Entry sheet. ( Refer Breakdown process manual page 305 to 311 )
Enter /nML81N in Transaction window
Click Other Purchase Order icon; Enter the Noted PO No.; continue
click create entry sheet icon;
enter Short text; click Service selection tab at the bottom; window pops up; continue
Check The SAP business workplace ( INBOX ) as has been done in PR release workflow process. Save

User guide of PM processes Page 11 of 49

8 Actual order Settlement in FICO Module
Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk
settlement )

KO88 (i.e., ‘O’- not zero) [Role given to Finance]

Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.

Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (2417301) and R&M GL (5020805) in combination correctly debited.

9 Invoice verification against purchase order / SES – MIRO ( Liability Creation )

Please refer Annexture - IIA & IIB
10 Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Complete Business tab; click to continue

User guide of PM processes Page 12 of 49

 EXERCISE : PM- 3.6
Maintenance expenditure is incurred through Temp Advance
(e.g. for attending OFC/UG Cable fault, labour is engaged and payment is made through
Temporary Advance. Requirement of Kerosin/PVC Tapes/Misc.items may also be there for
attending the fault and if same is to be purchased throgh Temp Adv)
Create,Assign & Acknowledge the Notification using steps 1 to 3 of EXERCISE 1 ( Breakdown
1
Notification )
2 Creating & processing maintenance Order
Enter /niw22 in Transaction window
Press
By default Notificn No. appears; if not enter it Enter
Press
Click on Create order icon ; Create order window pops up; click to continue Enter
Press
Ignore any mesg about date and continue Enter
Objct infm window pops up; click to continue
Click Operations tab; Set Control KEY PM01
With Description ( Operation text with “Temporary advance “ )
enter (number of units reqd ) 1; duration :- 1; Work gets calculated -> Press Enter

Press
Save and Notedown Order Number. ( e.g. 10200xxxxxx ) Enter

Release Order : Enter /niw32 in Transaction window By default Maintenance Order No.
appears; if not enter it Save

Click Green Flag icon for Release.

3 It is supposed that temparary advance taken as per ty. advance request process.
Temparary advance settlement process:
1) Use T-code ZFI069_2_2, for settlement of temporary advance.
2) Give the advance request number and Click on Create
3) ‘Create advance settlement’ screen will appear-
4) In the expense Tab , the approved amount against different expense heads will come by
default . Entries in the Settled amount and Number of Bills will filled based on entries
against the expense bill will be entered in the part.
4
For linking maintenance order with the concerned maintenance expenditure done through
temp advance:- during the temporary advance settlement, the below steps are to be
followed in the " Settlement Expenses " part:
1. under “CO Object” column, select “Order Number”
2. Under “Co account” column, fill in PM order number.( e.g. 10200xxxxxx, as created
in step 2 of PM-3.6)
( By selecting "Order Number" in “Co Object” column, cost will be traced through the
Maintenance Order for Equipment. Finally it is settled at COST CENTRE
that is defined in the Maintenance Order. cost can be seen under “COST" TAB
in the Maintenance Order. )
Follow the Temparary Advance settlement process workflow.
5 Technical Completion of the Order
Enter /niw22 in Transaction window Execute

By default Notificn No. appears; if not enter it

Click Order icon ; Click Black & White Flag icon; Window pops up Save

save it.

User guide of PM processes Page 13 of 49

6 ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours)
Press Save. (Ignore all warning messages)
7 Confirmation of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Press
Click on the pencil icon at the Status field; window pops up Enter
Select CNFR radio button; click to continue
Click Black & White flag icon on toolbar; Status changes NOCO -CNFR Save

User guide of PM processes Page 14 of 49

 EXERCISE : PM-04

General Maintenance Notification

General Maintenance Notification is used for maintenance required/observed during

Inspection.It is also used to capture those general activities which are not preventive,
corrective, break down,callibration,shut down in nature.

Creation of General Maintenance Notification(General Work scenario)

1 Enter iw21 in Transaction window
Write the Notification description
select the appropriate coding from the list available here general, then further in general again
select the required one eg cleaning
Write down the required text , select required FL or Equipment along with priority
Enter the correct partner like creator and person responsible.
2 Release the Notification
Release the Notification using green Flag under iw22
Status of Notification change to - NOPR
Send the Notification to all the required authorities using "services for this tab " at top left
3
corner
Person responsible will check their SAP mail box and , if required will create new notification
4
for actual fault/breakdown mtce.
5 Requirement of Material and service
If any material or service is required, same steps will be required as mentioned in Breakdown
Maintenance.
6 Completion of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Enter details of solution given in Description field

Click on Catalog Data tab; Object Part & Damage part tab highlighted
In Object part Enter Codegrp:- select by search; ex: OFC
in Damage part Enter Codegrp:- select by search;ex:- PM1-Damage 1
Enter Assembly text:- About fault occurred
Click on Causes tab
Enter Codegrp:- select by search; ex: PM1- cause 1
Enter Cause Text: Cause for the breakdown
Click on Activities tab
Enter Codegrp:- select by search; ex: PM1- Activity 1
Enter Activity text:- Action taken to restore fault
Enter Start date & Time ; End date & Time using search codes

7 Completion of notification
Click Black & White flag icon on toolbar; Status changes NOCO

15
 Creation of General Maintenance Notification (Inspection Work scenario)

1 Enter iw21 in Transaction window

Write the Notification description
select the appropriate coding from the list available eg. here Inspection, then further in
Inspection again select the required one eg Inspection job

Write down the required text , select required FL along with priority

2 In the Catalog data, select object part and damage tab. Enter the appropriate code group
thereafter or write description of activity
eg CIVIL-JOB,IT-JOB etc
3 Save the Notification and release the Notification thereafter.- NOPR
4 Send the Notification to all concerned using this tab available at top left corner
All the stake holders will open their SAP Mail Box and will create the new Notification with Main
Notification number in the Notification description

3 Completion of Notification
Concerned person will do the required activity
Material or service may be taken in New Notification/Order like in Break down Notification, if
required.

Thereafter person responsible will complete the causes and activity sheet in Main Notification
and will intimate the initiator using same process as mentioned above.
Click Black & White flag icon on toolbar; Status changes NOCO
 EXERCISE : PM-6

Equipment Scrapping Process

This process is used when equipment is to be scrapped, steps involved in the process are
as mentioned below

1.Preparation of scrapping proposal:- T CODE-->ZSP01

1.a Scrapping proposal is initiated using T.code ZSP01,new window will come up, then
press the "create proposal" tab.

thereafter write the description of scrapping proposal, in the required field, Click Add
Equipment Tab--> Equipment Selection Screen will appear,select the Equipment (for
Scrapping) as per selection criteria as per your convenience, after selecting the equipment
to be scrapped use this button , in the right top corner

then press save button, system will generate the Scrapping proposal number, note down
this number. There will be four Tab (i) Update, (ii) Attach Document, (iii) Assign Rv-Ap, (iv)
Submit.

1.b Now attach the scrapping document, using attach document tab.Document available in
the system can be attached only, for creating the equipment in the system by using T CODE-
-> CV01N.
The document to be attached is first uploaded in ERP using CV01N T.code, using
document type as ZSP.

then press enter and write the description of document , thereafter attach the required
document using this button at the bottom

Thereafter press save button and system will generate a document number, this document
will be uploaded in attach , document in Scrapping proposal.

after attaching the document in T.cdoe ZSP01, using attach document press save button.

1.c Now press update button , and enter the Total Mantenance cost incurred over the
Equipment, and press save button.

1.d Now press, Assign reviewer and approver(Assign Rv-Ap) button, enter reviewers and
approver IDs (as per in hierarchy), and press assign tab.

Now press submit button and system will prompt to select out of forward/return to and
press send note sheet, thereafter message will go to the reviewer's inbox.

1.e Now reviewer will open his SAP mail , and update the remarks in "status by reviewer
tab" under proposal tab then pressing save and go to notes sheet tab, and may send the
note sheet or ask for clarification(if required,otherwise press send note sheet).

after reommendations of reviewer, document will come to SAP mail box (SBWP)of
Approver.

Approver will open his SAP mail and finally approve the proposal or send back for
clarification(if required) by putting required remarks in Proposal document.
2.Formation of scrapping committee:- T CODE-->ZSP02

2.a Scrapping committee is initiated with T.Code zsp02, new window will come up, then
press the "Create-SC" tab.

thereafter write the description for scrapping committee, in the required field and write
down the approved scrapping proposal no.(SP NO.) in required field and press enter.

Mention the convener, members, chairman and approver ID,s for scrapping committee
thereafter press save button, system will generate the

scrapping committee document no.If due to any reason, committee is required to be

reformed, then go to T.Code ZSP02, and then go to update tab and re enter the member's
/name and give the required reason/comments in the bottom of Screen and save.
Contd.

Now the above mentioned scrapping committee is required to be approved by the

competent authority by going to T.code zsp02 then submit SC

Enter the user ID of competent authority for approval and send note sheet,thereafter
system will send the document to his SAP mail box.

He(competent authority) will open his SAP mail box and will approve the committee as
done earlier.

3.Scrapping Approval process:- T CODE-->ZSP03

Now, once scrapping committee is formed, committee will sit at particular date and time
and this information will be sent to all concerned to decide about scrapping of various
equipments

3.a First create the scrapping approval by T.Code. ZSP03, new window will pop up, then
press " Create-SA" tab.

thereafter , write the description of scrapping approval, and write the scrapping committee
document number then press enter and then save button.

system will generate the scrapping approval document number.(Note down this generated
SA No.) and click "Meeting Tab" for giving the intimation to all committee members of
Scrapping Approval committee meeting

Now, convener will decide and intimate to all committee members about date,time and
place of meeting .

write down the meeting date, time & place and forward to concerned committee persons
(ID), then press the tab"send meeting schedule".

Thereafter the message of the meeting will be reached to the SAP mail box of all
concerned(committee members).

Now committee members will sit to gether and decide about Equipments scrapping and will
submit its report in the form of document, now this committee report in the

form of "ZSA" will be created first in CV01N, as was done earlier with ZSP for scrapping
proposal by using document type as a "ZSA"
Now this ZSA type document will be uploaded using T.code ZSP03, using "DOC-upload"
tab,then press save button.

After up loading the Document (scrapping committee draft letter), Click "SA-Submit" Tab
and send to Approval persons as available in hierarchy for further correct the
status/approval in SAP System up to Final approver/competent authority.

Now first person in the approval heirarchy will open the SAP mail box(SBWP) and will enter
the correct status and comments as done earlier in the scrapping proposal process

After filling the required comments press" save and go to notesheet" tab, now write the
required comments in notesheet as text and press the " send notesheet" tab.

thereafter the document will reach in the SAP mail box of next person in the chain,
wherein he will put his remarks , as done in the previous step, thereafter document will go
the SAP mail box of Final approver.

Final approver will open his SAP mail box a, will select the suitable status and will write the
required comments and will press save and go to notesheet tab.

Thereafter he will write the required comments in notesheet in free text, and will press the
approved tab. The intmation regarding Equipment Scrapping approval or Rejection will
reach in the SAP Mail Box of Initiator/convener and ACE-9 Preparation will start
accordingly.

4. ACE-9 Preparation:- T CODE-->ZSP04

Contd.

4.a Go to T.code ZSP04 and press"Create ACE-9 report", then write the descreption of
ACE-9 also write the scrapping approval document no.

Enter the Net Book value, Anticipated realization value, decommission date and
decommission value whatever written in scrapping committee document (draft letter) etc
Enter it and system will generate the ACE-9 Document no.

Now ACE-9 is required to be updated for this again Click "update ACE-9" tab

Now print of system generated ACE-9 can be taken from ACE 9 print from ZSP04 T.Code,
after taking the print the same is required to be signed by committee members

Once signed, same is required to be uploaded into the system, by "upload ACE 9" tab, as
has been done earlier.

Now this uploaded ACE-9 is to be forwarded to all concerned e.g

A.O.(SBP/Plg)/CAO/AGM/DGM/DGM- SSA In-Charge/IFA/Approving Authority (SSA/CGM)
by clicking the "ACE-9 NoteSheet". Final approver (IFA/SSA/Circle Head) have to be check
Decommission value of ACE-9 and save and comments for approval as available in drop
down.

After getting approval from as above concerned competent authority, go to again "upload
ACE-9" Tab for sending this approved ACE-9 to Finance(FICO) person for further
necessary action at FICO End either through this SAP Mail.
The document to be attached is first uploaded using document type as ZAC and
Document status first "CR-Created" then "AD-approved" and Save, document will self
approved attaching poit of view

write the description of document , thereafter attach the required document using this
button at the bottom

Go to the top left corner button 'service for object'--->send--->send object with note, one
screen will open and fill/write Descriptions regarding ACE-9 sending, fill the Recipient ID---
>ENTER, Recipient name will display then go to the send button in the bottom and click,
ACE-9 will reached in the SAP Mail Box of FICO person.
 EXERCISE : PM-7
Preventive Maintenance- Single Cycle plan
1 Creation of Mtce Plan
Enter /nIP41 in Transaction window
Select Mtce plan category as "NO PM Notification"
Enter "Monthly Plan for cdot Exchange" in Mtce plan field
Enter cycle-1, unit-MON,cycle text-monthly basis
Enter "Monthly Plan for 103000000896" in Mtce item field
Enter equipment (below) as "103000000896"

Select Notification type -B1 Press enter

Click on Task list icon at the boottom, click "execute" icon- top left, select any task
Goto "Mtce Plan Schedulung Parameter-tab
Fill shift factor late-eg.100%, tolerance(+)-eg.10%, shift factor early-eg.100%,
tolerance(-)-eg.10%, call horrizon-eg.90%, schedule period-eg.1 YR
Goto "Mtce Plan Additional Data- tab

fill sort field as "SSA-….." Press save

Give "Cycle start Date…." as "NO" and continue & note the mtce plan number

Scheduling Mtce Plan

Enter /nIP10 in Transaction window
2
By default Mtce plan number appears; if not enter it Press enter
Click on Start button at top-left
Enter "start of cycle date" and save
 EXERCISE : PM-9
G1 Notification
(Used when our equipments got malfunctioned due to fault in other equipment
maintained by other maintenance Work Centre)
1 Go to iw21 T.Code, select G1 as Notification type
2 complete the Description field
3 select System impacted tab, enter the equipments/FL affected
4 Maintain the partners Initiator & Person responsible, as done already
5 Save the Notification.
Later on , the person who will acknowledge this Notification , will update the
"Actual Notification number" in system impacted tab,
after creation of actual Notification number over the faulty equipment.

Finally the initiator will confirm the G1 Notification number as done in other case.
Example:
SWITCH SWITCH goes down due to Transmission media fault TXM
G1 Notification
1 IW21 - Create Notification with TYPE -G1 by Switch side - Initiator ( Switch Person )
SYSTEM STATUS USER
G1
STATUS
OSNO
CRTD
2 Enter Description/Priority/Partners- Person Responsible (for ex.TXM persn )
3 Enter the affected equipment no.( for ex.Switch )in SYSTEM IMPECTED TAB
4 ASGD
5 save the notifiction
System generats notification number for G1 ( After saving the notification assigned to
Person responsible )
( Person responsible ( TXM ) will find this G1 notification through SAP mail/SMS or e-mail )
( you can use IW28 )
6 OPEN the notification - G1 and Acknowledge that.
ACKD
7
by TXM person responsible
8 NOPR ( put in process by green flag )
After Acknowledge the fault ( G1 ) , TXM Person responsible will create his /her OWN
9
breakdown notification ( B2 ) or use already created notification
10 Record that notification in the G1 notification at SYSTEM IMPECTED TAB
at ACTUAL FAULT NOTIFICATION ( B2)
Befor confirming the notification ( B2 ) by initiator ( TXM ) , the INITIATOR of B2 ( TXM
11 )/Person responsible of G1 will compelete ( COMP ) the G1 notification and sentd it to
initiator of G1 for confirming the G1 ( CNFR )
COMP
12
by TXM person resp. of G1
CNFR
13
by INITIATOR of G1 ( Switch )
14 NOCO by INITIATOR of G1 ( Switch )

( By recording the SERVICE RESTORATION DATE / TIME in system impected TAB )

 EXERCISE : PM-10

Re-Parenting Process :
Functional Locations and Equipments can be shifted within the same Plant,
across Plants and across Company .
For Functional Locations, the naming convention is based on Structure
Indicator and hence, the same FL cannot be shifted with the existing FL label.
Deletion Flag (DLFL) is set on the existing FL and a new FL will be created with
new label according to the new structure. To carry forward the history, the Old
FL label will be maintained in the new FL Master.
Equipment shifting within the same Plant will involve dismantling and
installation and changing of master data parameters such as Planner Group,
Work Centre, etc.

For Equipment Re-parenting across the company , Set the deletion Flag and
REPO on existing Equipment and create the new Equipment in new company.
There are four Scenerios in Reparenting process :-
A) Reparenting of Functional Location(FL) within same company:
Step 1 Search the required FL which is to be reparented by T-Code IH01
Step 2 Document approval flow -
i. Create Document (ZRP Type) by T-Code CV01N
fill the type of document ZRP and press enter

In the next screen within document data tab page fill brief description of reparenting FL
as soon as we move to the next tab page one pop menu will appear ,there we have to
filled log field and continue.
In addl data tab page fill current FL and proposed FL (Upto plant),
In Object Link tab page fill equipments & FL(which are to be re-parented) and document
will be generated as soon as we will save the document.
ii.
Go to change document by T-Code CV02N or clicking on change icon and press enter.
fill the document No. ,document type,document part and document version and press
enter.

Change the document status "Data upload(DU)" in the document data tab page.
as soon as we move to the next tab page Reviewers\Approvers, one pop menu will
appear ,there we have to filled log field and continue.
fill Reviewers , go to approver tab page and fill Approver and save.
iii. by T-Code CV02N/Clicking Change icon with enter.
assign the document to reviewer by changing the status Review Request(RR) in
document data tab page and save.
as soon as we save the document one pop menu will appear ,there we have to filled log
field and continue.On saving the SAP Mail will go to Reviewer
iv. Reviewer will open the SAP INBOX and see the mail of request reviewer

Reviewer will come back and click on review ok or review not ok and accordingly fill the
remarks and continue.Now SAP mail reached to next reviewer or Approver.
 v. Approver will open the SAP Inbox and see the mail of request approval.
Approver will come back and click approval ok or Reject or clarification required ask for
or cancel& keep in Inbox and continue.
On approval ok or reject, SAP mail reached to Initaitor and reviewers SAP Inbox.
If,the option clarification ask for selected one additional document is generated for
clarification.This document can be sent to iniator or reviewers.
This ZRP document will attached to re-parented equipments and FL in "class and Docs"
note :-
tab page.
Step3 De-asign the Task List from Maintenance Plan by T-Code IP02
Enter Maintenance Plan No and enter
Click on "Cancel asignment for Task list" Icon and save Contd.

Step4 De-activate and Deletion Flag to Maintenance Plan by T-Code IP02

Enter Maintenance Plan No and enter

Click Maintenance Plan ICON=> Functions=>Active<->Inactive=>Deactivate(double click).

Click Maintenance Plan=>Functions=>Deletion Flag=>Set(double click) and save.
Step5 Set Deletion Flag to Functional location task list by T-Code IA12.
Fill F L and enter.
Select Task List and Click on Header Icon, tick on Deletion Flag and save.
Step6 Complete Open Maintenance Order: IW32/IW38
IW32: Enter
Fill Maintenance Order No and Enter
If Maintenance Order is Released then click on Order on Menu
Bar=>Functions=>Complete=>Complete Technically and save.
if Maintenance Order is in outstanding status then click on Order on Menu
Bar=>Functions=>Complete=>do not execute and save.
Step7 Complete Open Notification IW22/IW28
Step8 De-activate the Measuring Point: IK02
Fill Measuring Point No and enter
Click Measuring Point On Menu Bar=>Functions=>Active<->Inactive=>Deactive (click) and
save.
Step9 Now dismantle of equipments from their existing FL by T-Code ZPM41.
Upload Excel File and execute
1:It Dismentle the equipment with User status NIUS
2:It remove the Superior FL from FL Structure
3: It set the DLFL on FL
Step10 Select the Required FL existing or Create FL by T-Code ZPMUPLOAD06
UpLOAD 06 Excel File and execute.
Step11 Asign new organisation data to the equipment by T-Code ZPMUPLOAD 12.
Upload ZPMUPLOAD 12 Excel File and execute
Step12
Set re-parenting status and maintained old functional location by T-Code ZPM42_N.
Upload ZPM42_N Excel File and execute.
step13 Create F L Task List by T-Code IA11/ZPMUPLOAD 20
Upload ZPMUPLOAD 20 and execute
Step 14 Create Measuring Point by T-Code IK01/ZPMUPLOAD 16
 Upload ZPMUPLOAD 16 Excel File and execute.
Step 15 Create Maintenance Plan by T-Code IP41/IP42 or ZPMUPLOAD 21.
Upload ZPMUPLOAD21 excel file and execute.
Step16 Schedule the Maintenance plan by T-Code IP10
Step17 View Re-Parenting Report by T-Code ZPM07

B) Reparenting of Equipment(EQ) within same company:

Step 1 Search the required Equipment which is to be reparented by T-Code IH01
Now follow the Approval process for re-parenting of equipment as provided in step 2 of
Step2
FL re-parenting.

Step3 Dismentle the Equipment from the existing FL by T-Code IL02.

Go to structure tab page,click the Sub-Equipment Icon,

Select the Equipment are to be dismentle and click Dismentle Icon on tool bar and save.
Step4 Delete the organisation data from Equipment by T-Code ZPM43
Upload ZPM43 Excel file and execute. This is required when new organisation data is
filled by T-Code IE02.
Step5 Complete Open Maintenance Order by T-Code IW32/IW38 Contd.

Step6 Complete Notification by T-Code IW22/IW28.

Step7 Install the Equipment on new FL by T-Code IL02/ZPMUPLOAD12
Step8 Update Task List by T-Code IA02
1. Incase of within the plant, Update of task list for Planner group, Maintenance work
center , Plant section, etc. can be done using Change
2.Incase of different plant the existing task list Group Counter is to be deleted/de-
activated and New Group Counter created)
Step9 Update/Create Maintenance Plan by T-Code IP02/IP01
1. Incase of within the plant, Update Maintenance plan for Planner group, Maintenance
work center, Plant section, etc.
2. Incase of different plant, Maintenance plan is to be deleted/de-activated and New
Maintenance Plan Created
Step10 View Equipment "Usage List" by T-Code IE03
Go to Extra on Menu bar=>Action log(Click)

C) Reparenting of Equipment(Company to Company) :

Step1 Search the required Equipment which is to be reparented by T-Code IH01

Now follow the Approval process for re-parenting of equipment as provided in step 2 of
Step2
FL re-parenting.
Step3 De-asign the Task List from Maintenance Plan by T-Code IP02
Enter Maintenance Plan No and enter
Click on "Cancel asignment for Task list" Icon and save
Step4 De-activate and Deletion Flag to Maintenance Plan by T-Code IP02
Enter Maintenance Plan No and enter

Click Maintenance Plan ICON=> Functions=>Active<->Inactive=>Deactivate(double click).

Click Maintenance Plan=>Functions=>Deletion Flag=>Set(double click) and save.
Step5 Set Deletion Flag to Equipment task list by T-Code IA02.
 Fill Equipment and enter.
Select Task List and Click on Header Icon, tick on Deletion Flag and save.
Step6 Complete Open Maintenance Order by T-Code IW32/IW38
Step7 Complete Notification by T-Code IW22/IW28.
Step8 Deactive Measuring point by T-code IK02
Fill Measuring point No and enter
Click Measuring Point On Menu Bar=>Functions=>Active<->Inactive=>Deactive (click) and
save.
Step9 Dismentle of Equipment from current F L by T-Code by T-code IE02/ZPM 44
ZPM 44:
1. Equipment dismentle from current F L
2.Set User status "REPO" on equipment
3. Set DLFL Deletion Flag on Equipment
4. Delete the organisation data from Equipment

Step10
Asset Transfer Script --------Refer FICO Process Script for Asset Transfer
Create new equipment number based on newly created Assetby T-Code
Step11
IE01/ZPMUPLOAD10.
Upload ZPMUPLOAD10 Excel File and execute.

Step12 Create Equipment Task List byT-Code IA01/ZPMUPLOAD 19.

Upload ZPMUPLOAD19 excel file andexecute.
Step13 Create Maintenance Plan by IP01/ZPMUPLOAD21.
Upload ZPMUPLOAD21 Excel File and execute Contd.

Step14 Assign Old Equipment Number in New Equipment by T-Code ZPM44_N

_ Upload ZPM44_N Excel File and execute.
Step15 View Equipment Re-Parenting Report by T-Code ZPM12

D) Functional Location Re Parenting (Company to Company)

Step1 Search the required F L( which is to be reparented )by T-Code IH01
Now follow the Approval process for re-parenting of equipment as provided in step 2 of
Step2
FL re-parenting.
Step3 De-assign FL Task list from Maintenance Item (if any) by IP02
Enter Maintenance Plan No and enter
Click on "Cancel asignment for Task list" Icon and save

Step 4 Deactivate & Set Deletion Flag for Maintenance Plans (if any) by IP02
Enter Maintenance Plan No and enter

Click Maintenance Plan ICON=> Functions=>Active<->Inactive=>Deactivate(double click).

Click Maintenance Plan=>Functions=>Deletion Flag=>Set(double click) and save.
Set Deletion Flag to Functional Location/ Equipment Task List (if any) byT-Code
Step5
IA12/IA02

Step6 Complete Open Orders(if any) by T-Code iw32/Iw38

Step7 Complete Open Notification (if any) by T-Code IW22/IW28
 Step8 Deactivate Measuring Point (if any) by T-Code IK01
Step9 A Dismentle of Equipment by T- Code ZPM41
a) Dismantle all Equipments installed on the Functional Location
b) Remove Functional Location from existing structure
c) Set Deletion Flag on Functional Location
ZPM41:-
Upload ZPM41 Excel File and Execute
Deletion of all organizational data from the Equipments and the Sub-Equipments
Step9B
and Set user status "REPO & DLFL" By T-Code ZPM44
Upload ZPM44 Excel File and Execute
Zpm44:
1Set The user status REPO and DLFL
2 It remove organisation data from Equipment
Step10 Asset Transfer Script ----Refer FICO Process Script for Asset Transfer

Step11 Create Functional location by T-Code IL01/ ZPMUPLOAD06

Upload ZPMUPLOAD06 Excel File and Execute
Step12
Create Equipment with New Organisation Data by T-Code IE01/ZPMUPLOAD10
Upload ZPMUPLOAD10 Excel File and Execute

Step13 Maintain Old Equipment No and Data byT-Code ZPM44_N

Upload ZPM44_N Excel File and Execute

Set Re-Parenting Status and maintain Old Functional Location by T-Code

Step14
IL02/ZPM42_N
Upload ZPM42_N Excel File and Execute
Set User Status “REP” and Old FL in new FL Contd…

Create Functional Location/ Equipment Task List (if required) by T- Code

Step15
IA11/IA01 orZPMUPLOAD20/ZPMupload19
Upload ZPMUPLOAD20 excel and Execute.
Upload ZPMUPLOAD 19 excel and Execute.

Step16 Create Measuring Point (if required) by T-Code IK01/ZPMUPLOAD16

Upload ZPMUPLOAD 16 excel and execute.

Step17
Create Maintenance Plans (if required) by T-Code IP41/IP42 or ZPMUPLOAD21
Upload ZPMUPLOAD 21 excel and upload.
Step18 Schedule Maintenance Plan (if required)by T-Code IP10

Step19 View FL Re-Parenting Report by T-Code ZPM 07

Step20 View Equipment Re-Parenting Report by T-Code ZPM 12

 EXERCISE : PM-11
Create Shutdown Notification
Shutdown Maintenance process is applicable to those scenarios where prior
approval is required for taking shutdown of an equipment and carrying out
maintenance activities.
1 Creating the Shutdown Notification
Enter IH01 in Transaction window
Write down your Functional location(FL) eg 1021-2110.. Press Enter
Under Explosion, mark the check box upto BOM explosion & execute
Select the required Equipment or FL & select 'Goto' in Menu.
Select 'create Notification' and then general, thereafter press enter.
Select B6 in Notification Type and press enter
Enter fault description in Notification field
Enter Priority : select Major/ Critical / Minor
Enter details of fault in Description field
Enter Planner Group: e.g. -FID , if prompted by system.
Enter Funct:- ZI Initiator; Partner :- select by search ( or as per data maintained in
# equipment master ) Press Enter
Enter Partner Function : Recom/ Forward Authority - , & Maintain User Status to -
# AREQ - ( Approval Requested ) Save

# Information will go to Recom/ Forward Authority , through SMS & Mail / SAP Mail.

# Notification is Created - Note down the Notification number for reference only.
If the authority is competant to approve the Shutdown then he/She will APPROVE it , or
2 Send to Another Approving authority by Recommanding this Notification.
- The authority can maintain the Partner function - for Recom/ Forward Authority - , &
# Maintain User Status to R & F1 ( Recommanded/Forwarded 1 ) and Save it Save

Similarly information will flow to another R & F1 authority and He/She can send Notification
3 to approve , by maintaining the Partner function - for Recom/ Forward Authority - , &
Maintain User Status to R & F2 ( Recommanded/Forwarded 1 ) and Save it Save
Similarly information will flow to another R & F2 authority and He/She can send Notification
to approve , by maintaining the Partner function - for Recom/ Forward Authority OR
4 APPROVAL AUTHORITY - , & Maintain User Status to R & F3 (
Recommanded/Forwarded 1 ) and Save it Save
Now if the Officer is competant to Approve the Shutdown request notification , HE/SHE can
APPROVE by maintaing the USER STATUS - APPROVED - APPD
5 (Approval details are to be recorded as long text by each and every approving authority)
User Staus - REJC can be use for Rejecting the Request.
Take on spot Approval from NMC through telephonically and Change user status to NMCA
6 (NMC should be contacted directly by person responsible for final clearance and set
NMCA/NMCR status)
7 After getting APPROVAL from NMC , put notification in PROCESS by Green flag ( NOPR )

Click Green flag icon on toolbar; Status changes NOPR - NMCA

8 Completion of Notification
Enter /niw22 in Transaction window ( or IW28 search ) Press Enter
Enter details of solution given in Description field

# Click on Catalog Data tab; Object Part & Damage part tab highlighted Press Enter

In Object part Enter Codegrp:- select by search; ex: OFC Press Enter
in Damage part Enter Codegrp:- select by search;ex:- PM1-Damage 1
Enter Assembly text:- About fault occurred Contd…
 Click on Causes tab Press Enter

Enter Codegrp:- select by search; ex: PM1- cause 1 Press Enter

Enter Cause Text: Cause for the breakdown
Click on Activities tab
Enter Codegrp:- select by search; ex: PM1- Activity 1
Enter Activity text:- Action taken to restore fault
# Enter Start date & Time ; End date & Time using search codes

# Click Black & White flag icon on toolbar; Status changes NOCO -NMCA

* If Material or External Service is required , please Refer the Breakdown Maintenance order
procedure

EXERCISE : PM-12
Calibration Maintenance Notification
Calibration Process is used to gauge the accuracy of equipment. Calibration can be
done at the time of installation, at regular intervals , when measurement of equipment is
erratic ,when a malfunction is encountered or if demanded by statutory body.
Calibration may be done by Internal team or by External Agency, both the cases have been
demonstrated.

1 Calibration by Internal Team

1.1 Creation of Calibration Maintenance Plan
Enter /nIP41 in Transaction window
Select Mtce plan category as "NO PM Notification"
Enter "Calibration Plan for Testing equipment" in Mtce plan field
Enter cycle-1, unit-MON,cycle text-monthly basis
Enter equipment (below) eg "103000000896"
Select Notification type -B5
Click on Task list icon at the boottom, click "execute" icon- top left, select any relevant
task list or get the same created from Central MDM Team
Goto "Mtce Plan Schedulung Parameter-tab
Fill shift factor late-eg.100%, tolerance(+)-eg.10%, shift factor early-eg.100%,
tolerance(-)-eg.10%, call horrizon-eg.90%, schedule period-eg.1 YR
Goto "Mtce Plan Additional Data- tab
fill sort field as "SSA-….."
Give "Cycle start Date…." as "NO" and continue & note the mtce plan number

1.2 Scheduling Mtce Plan & creation of B5 Notification & BM05 Mtce Order.
Enter /nIP10 in Transaction window
By default Mtce plan number appears; if not enter it
Click on Start button at top-left
Enter "start of cycle date" and save
After this system will generate the B5 type Notification, same may be searched from iw22
or iw28
From Notification create the Mtce order as is being done in Breakdonwn Mtce
Thereafter release the Mtce order and save it.Then see the inspection lot Number in Top
right hand using clicking this
Now Note down the inspection lot number. Contd…
Now Open New Transaction QE17 in T.Code, record equipment Results window will come,
thereafter write down Equipment number in the appropriate field
Then Press enter, and enter the inspected quantity as defined and value, press enter
New window will pop up having different valuation,
 we may select any of these eg can be used
Now run the T.Code QA11, for record usage decision, enter the Inspection lot and press
enter
Now select the required UD code eg."Accepted" and press Save button.
Now Run the T.code QA13 for viewing of calibration result, then enter inspection lot and
press enter
Then Go to usage decision, print, Inspection print and finally click the execute button
After this go to iw32, then in order Menu, function, and then complete business.Also please
complete the B5 Notification.
2 Calibration by External Agency
2.1 Follow the same steps as has been done in previous case till creation of Mtce order.
Go to change mode in Mtce order using iw32, go to operation tab, then in external service
tab as is being done in Break down Mtce
System will generate the PR(Purchase Requisition, as being done in Break down) further
create the PO(Purchase order)
for taking Vendor service as per MM Manuals.
Thereafter take the service and confirm the Mtce order using iw41, as was done in Break
down.
For attaching the external agency report, go to the Mtce order in change Mode, and click
on the attachment button at top left corner
Then go to create, and then create attachment, thereafter attach the requireddocument.
Then go to iw32 and further go to order menu, then complete and then
complete(technically), then do the complete business, as done earlier.
Finally complete the Calibration Notification.

EXERCISE : PM-14
Corrective Maintenance
Creation of Measuring Point ( Such measuring points are already created and available in
1 the SAP system by MDM team , as this is one time activity. This step is for your information
only . )
Enter /nIK01 in Transaction window
Enter equipment No "103000000896"
Preass
Select Measuring point category as C enter
Fill measuring position- Switch room, Description - Temperature of switch room,
Characteristics- Temperature
Preass
Select code group - CBM enter
Enter target value - 20 (bottom)
Click on additional data button at top left
Entet upper and lower tolerable values , continue and save
Note the measuring point no
2 Similarly you can create another measuring point for voltage
3 Creation of Measuring Document : w.r.t. Measuring point
Enter /nIK11 in Transaction window
By default Measuring point appears; if not , provide the measuring point of the Equipment or FL.
Enter measuring reading - 23
Enter Valuation code- either CM01 or CM02, continue and save
Similarly enter 3 to 4 readings of temperature
4 Viewing Measuring Document
Enter /nIK17 in Transaction window
Enter Measuring point appears and click Execute at top-left
Select the reading column & see the graphic view/bar representation
 EXERCISE : PM-15

AMC requirement gathering:

AMC is awarded to Vendors for a group of Equipments. The process of

AMC requirement gathering will involve communicating the list of
Equipments as well as the list of Services to the procurement department.
The list of services will be in the form of Service PR. This PR will be
generated from a maintenance order of type BM07 and in this order; the
list of equipments will be maintained as Object List.
On finalization of Vendor and awarding of AMC, the AMC P.O. Number as
well as the AMC start date and end date will be updated in the Equipment
Master.

Steps of AMC Requirement gathering process:

1. Create Maintenance Order – IW31 ( BM07)
This order contains

Functional location ( SSA ) ,

Maintenance Workcentre ,
Services required ( For AMC ),
List of equipments for which AMC is required ( Object TAB ),

There should be separate order for 1. different type of equipments and

2. RURAL OR URBAN
2. Purchase Requisition ( PR ) will be generated after Release of this
Maintenance Order.
3. Service PR generated and available in SAP Inbox of the person
releasing the Maintenance Order.Purchase requisition is initiated,
Released or Forwarded and Finally Released as per workflow.

4. All SSAs will communicate their PR’s through SAP Mail for sending to
Their Circle for further compilation. All SSA PR’s will be compiled (manual
in Excel) at Circle Level.
5. At circle level one Final Single PR will be created- ( Consolidate Item &
their Qty. of all PR’s from different SSA are noted and entered manually in
Purchase Requisition with the help of copy and paste functionality.)

This Circle PR will be Released/Approved as per SAP WORKFLOW.

6. All Circles will communicate their PR’s through SAP Mail for sending to
Corporate office for further compilation. All these PR’s will be compiled
(manual in Excel) at Corporate Level in the same way as at the circle level ,
and one single PR is created at corporate level taking in account all
services & their quantities as per requirement of SSA / Circle.
( This PR will not be used to create Contract as this has no relevance to PR
released by SSA’s / Circle’s. Corporate PR will serve to compile the requirement.

7. Again this Corporate PR will be released & approved as per workflow .

8. Rate contract will be created at corporate level ( without any reference of
PR ), using data ( Services & Quantity ) of corporate PR only. ( ME31K )

9. APO ( Contract ) is released & approved as per workflow at corporate

level.
10. This APO will be conveyed to all the concerned circles .

11. Now different PR’s ( purchase requisition sent by SSA to circle ) will be
assigned to the APO ( Created by Corporate Contract) by circle.( ME56 )
12.Circle office will create different Purchase Order ( PO ) for different SSA
with reference to their PR. These PO’s are release / approved as per
workflow. ( ME21N)
This PO will take the Rate/ Price from APO ( Contract created at corporate
level ) and Quantity of services from PR’s of respective SSA’s.
13. This PO will be updated to equipment master by circle office.
( ZAMC_UPDATE).

14. In Case of ARC gathering & it's updation , SSA will create their purchase
requisition ( PR ) and communicate to Circle office. See above step no. 3 to 11
15. The ARC ( Contract ) will be updated to equipment master through T - Code (
ZARC_UPDATE).
Select the ms excel file as per format
(Starting from third row in the format –
Equipment No. -
ARC_APO no. -
Start Date -
End Date - )

EXERCISE : PM-16
AMC Tracking of Card / CPE:
( one T-code  ZCC and radio buttons)
2. Maintain Manufacturer, Type and the ( capacity for cards only ) .

4. Data of OLD cards & CPE are to be uploaded after approval of service PO at SSA
/Circle
5. Final plant and storage location of materials are maintained by the SLOC where the
materials finally received for consumption.
- for cards / component through “EDIT” transaction
- for CPE through “ maintain final storage location “ transaction.
6. Report based on different parameters for tracking AMC/Warranty of Card & CPE are
available using radio button.
 EXERCISE : PM-17

PM REPORTS & T- Codes

Select Notification Status

Standard Work list for Enter Notification Type
Notification with Enter Notification no.
1 PM IW29
customized selection Enter Functional Location
options Enter Equipment no.
Enter Maintenance Plant
Select Order Status
Standard Work list for Enter Order Type
Maintenance Order with Enter Order no.
2 PM IW39
customized selection Enter Functional Location
options Enter Equipment no.
Enter Maintenance Plant
Enter Order no.
Enter Functional Location
Standard Order and
Enter Equipment no.
Operation List with
3 PM IW49 Enter Control Key
customized selection
Enter Material used
options
Enter Work Centre

Enter Material Document no.

Enter Posting Date
Enter Document Date
Standard Goods Movement
4 display with customized PM IW3M Enter Material No.
selection options Enter Plant
Enter Storage Location
Enter Movement Type

Select Order Status

Enter Material
Enter Order no.
Standard Material where Enter Order Type
5 used list with customized PM IW13 Enter Functional Location
selection options Enter Equipment no.
Enter Notification no.
Enter Main Work Centre
Enter Date
33

User guide of PM processes

 Standard Costing Enter Order Type:
Summary / Analysis for Enter PM Activity Type:
6 Maintenance Orders with PM MCI8 Enter Functional Location
customized selection Enter Equipment no.
options
Standard MTTR and MTBF
Enter Equipment no. /
for equipments with MCJB/M
7 PM Enter Functional Location
customized selection CJC
options
Enter Maintenance Plant
Enter Plant Section
Standard Location Enter Location
8 Analysis with customized PM MCI3 Enter Planner Group
selection options Enter Functional Location
Enter Equipment no.

Enter Planning plant

Enter Planner group
Enter Maintenance plant
Standard Planner Group
Enter Plant section
9 Analysis with customized PM MCI4
Enter Location
selection options
Enter Functional location
Enter Equipment
Enter Assembly
Enter Notification type
Enter Functional location
Enter Equipment
Standard Damage Analysis Enter Code group: damage
10 with customized selection PM MCI5 Enter Damage
options Enter CdGrp: damage cause
Enter Cause of damage
Enter Code group: activity
Enter Activity code
Standard Breakdown Enter Object class
11 Analysis with customized PM MCI7 Enter Functional location
selection options Enter Equipment

34

User guide of PM processes

 Enter Measuring point
Enter Equipment
Enter Functional location
Enter Date
Enter MeasTime
Enter Measurement document
Enter Text
Enter Source document
Standard List/Trend of
Enter Catalog type
Measurement documents
12 PM IK17 Enter Code group
with customized selection
Enter Valuation code
options
Enter Reversal indicator

Enter Reading taken by

Enter Created on
Enter Created by
Enter Changed on
Enter Changed by
Enter Equipment
Enter Equipment description
Enter Material
Enter Serial number
Standard List of Technical
Enter Period
13 objects with customized PM IH08
Enter Partner
selection options
Enter Selection Profile

Enter Class Type

Enter Class
Select Notification Status
Standard list of Enter Notification Type: B7
Notification Report with Enter Notification no.
14 PM IW28
customized selection Enter Functional Location
options Enter Equipment no.
Enter Maintenance Plant
Enter Plant
Enter Work Centre
Standard Work Center list
Enter Work Centre Category
15 with customized selection PM CR05
options
Enter Storage Loc. Storage
Resource

35

User guide of PM processes

 Enter Equipment
Enter Equipment description
Enter Material
Enter Serial number
Standard Report on
Enter Period
created Equipment with
16 PM IH08 Enter Partner
customized selection
Enter Selection Profile
options

Enter Class Type

Enter Class
Enter Equipment
Enter Equipment description
Enter Material
Standard Report on user Enter Serial number
status e. i. Phased out / Enter Period
17 Scrapped equipment with PM IH08 Enter Partner
customized selection Enter Selection Profile
options

Enter Status included

Enter Status excluded

Customized REPORTS

Enter Notification no.

Enter Planning plant
Enter Functional Location
1 Fault Docket Report PM ZPM01
Enter Equipment
Enter Vendor Name
Enter Created on Date

Enter Notification Number

Enter Maintenance Planning Plant
Enter Planner Group
Estimated Maintenance Enter User Status
2 PM ZPM02
Report Enter Functional Location
Enter Equipment
Enter Vendor Name

Enter Notifying Date

36

User guide of PM processes

 Enter Maintenance Planning Plant
AMC/ Warranty Dates
3 PM ZPM03 Enter Functional Location
Report
Enter Equipment
Enter Notification no.
Enter Maintenance Planning Plant
Enter Planner Group
Shutdown Request
4 PM ZPM04 Enter Functional Location
Deviation Report
Enter Equipment
Enter Created Date
Enter Required Start Date
Enter Notification no.
Enter Functional Location affected
5 G1 Notification Report PM ZPM05
Enter Equipment Affected
Enter Date
Enter Company Code
Enter Asset Class
Enter Business Area
6 Asset Equipment Mapping FICO ZFI085
Enter Asset Number
Enter Asset Sub Number
Enter Created On
ZPMORG Enter Plant
7 List of Plant Sections PM
1 Enter Plant section
ZPMORG Enter Plant
8 List of Locations PM
2 Enter Location
Enter Maint. Planning Plant
List of Maintenance ZPMORG
9 PM
Planner Groups 3 Enter Planner Group
37

User guide of PM processes

 T - Codes and Z- Codes in PM Module
T - Codes
1 Creation of Notification IW21
2 Change Notification IW22
3 Display Notification IW23
4 Notification List Editing - Change IW28
5 Notification List Editing - Display IW29
6 Notification List Editing - Display Multi Level IW30
7 Create Plant Maintenance Order IW31
8 Change Plant Maintenance Order IW32
9 Display Plant Maintenance Order IW33
10 Maintenance Order List Editing - Change IW38
11 Maintenance Order List Editing - Display IW39
12 Time Confirmation - Indvidual Entry IW41
13 Display Equipment Task List IA03
14 Display Functional Location Task List IA13
15 Display Work Centre IR03
16 Settle Order (Single) KO88
18 Create Single Cycle Plan (R4 onwards) IP41
19 Change Equipment IE02
20 Create Equipment IE01
21 Display Equipment IE03
22 Equipment List Editing - Change IE05
23 Equipment List Editing - Display IE08
24 Display Catalog QS42
25 Create Service Entry Sheet ML81
26 Display Material MM03
27 Display Material BOM CS03
28 Display Functional Location Structure IH01
29 Display of Material document for GR (Goods Receive) MIGO (Display)
30 Cancellation of Material document for GR (Goods Receive) MIGO (Cancellation)
31 Creation of Material document for GI (Goods Issue) MIGO (Goods Issue)
32 Creation of Material document for GI (Return Delivery) MIGO (Return Delivery)
33 Creation of Material document for GR (Transfer posting) MIGO(Transfer posting)
34 Change Maintenance Plan IP02
35 Display Maintenance Plan IP03
36 Schedule Maintenance Plan IP10
37 Deadline Monitoring IP30
38 Change Maintenance Strategy IP11
39 Display Maintenance Strategy IP12
39 a Maintenance Scheduling Overview Graphic IP19
40 Maintenance Scheduling Overview List IP24
41 Create Strategy Maintenance Plan (from R4 onwards) IP42
42 Change Functional Location IL02
43 Create Functional Location IL01
44 Display Functional Location IL03

User guide of PM processes

45 Functional Location List Editing - Change IL05
46 Functional Location List Editing - Display IL06
47 Create Functional LocationTask Lists IA11
48 Change Functional Location Task List IA12
49 Change Functional Location IL02
50 Create General Task List IA05
51 Change General Task List IA06
52 Create Equpment Task List IA01
53 Change Equipment Task List IA02
54 Display Equipment IE03
55 Create Work Centre IR01
56 Change Work Centre IR02
57 Create Measurement Documents IK11
58 Change Measurement Documents IK12
59 Display Measurement Documents IK13
60 Create Measurment Point IK01
61 Change Measurement Point IK02
62 Display Measurement Point Ik03
63 Measurement Point List Editing - Change IK08
64 Measurement Point List Editing - Display Ik07

T - Codes and Z- Codes in MM Module

T - Codes
1 Creation of PR (Purchase Requisition) ME51N
2 Change of PR ME52N
3 Display of PR ME53N
4 Approval of PR ME54N
5 Creation of APO (Advance Purchase Order) ME31K
6 Change of APO ME32K
7 Display of APO ME33K
8 Approval of APO ME35K
9 Creation of P.O.(Purchase order ME21N
10 Change of P.O ME22N
11 Display of P.O ME23N
12 Approval of P.O ME29N
13 Creation of RFQ (Request for Quotation) ME41N
14 Change of RFQ ME42N
15 Display of RFQ ME43N
16 Approval of RFQ ME45N
18 Creation of SES ML81N
19 Change SES ML81N
20 Display SES ML81N
21 Approval of SES ML81N

User guide of PM processes

22 Create Inbound Delivery document VL31N
23 Change Inbound Delivery document VL32N
24 Display Inbound Delivery document VL33N
25 Create Outbound Delivery Document VL10B
26 Post Goods Issue VL02N
27 Create Excise Invoice J1IJ
28 Creation of Material document for GR (Goods Receive) MIGO (Good Receive)
29 Display of Material document for GR (Goods Receive) MIGO (Display)
30 Cancellation of Material document for GR (Goods Receive) MIGO (Cancellation)
31 Creation of Material document for GI (Goods Issue) MIGO (Goods Issue)
32 Creation of Material document for GI (Return Delivery) MIGO (Return Delivery)
33 Creation of Material document for GR (Transfer posting) MIGO(Transfer posting)
34 Create Physical Inventory document MI01
35 Change Physical Inventory document MI02
36 Display Physical Inventory document MI03
37 Creation of Reservation MB21
38 Change Reservation MB22
39 Display Reservation MB23
39 a Approval of Reservation ZMM_RES
40 Creation of Vendor Code MK01
41 Change of Vendor code MK02
42 Display of Vendor code MK03
43 Creation of Service Code AC01
44 Change of Service code AC02
45 Display of Service code AC03
46 Creation of Material Code MM01
47 Change of material code MM02
48 Display of Material code MM03
Reports/Lists
1 List Display-Reservations MB25
2 List Display-PR ME5A
4 List Display-PO (Vendor wise) ME2L
5 List Display-PO(Material wise) ME2M
6 List Display-PO(PO number wise) ME2N
List Display-APO (Vendor wise) ME3L
9 List Display-APO(Material wise) ME3M
10 List Display-APO (Agreement number wise) ME3N
12 List Material document MB51
13 Stock Report MMBE/MB52
14 Depot Stock Report J1IDEPOTSTOCK1
Zee codes
1 Change Table ZMM_APDTLs ZMM_APDTL_CHG
2 MM: Material Update ZMM_MM02_BD
3 Start MM Workflows ZMM_WORKFLOW
4 Material Create BDC ZMM01
5 Output: Contracts not released ZMMF_APO
6 T Code for SD044 ZMMF_DEPOT
7 T.Code for Form NRGP on Mat Issue ZMMF_NRGP

User guide of PM processes

8 Print Price Comparison Report ZMMF_PC
9 Tcode for PO Amend ZMMF_POAMEND
10 Purchase Requisition Output ZMMF_PR
11 Display Quotation ZMMF_QUOTATION
12 transaction code for resv slip ZMMF_RES
13 Purchase Return Excise Invoice ZMMF_REXINV
14 Returnable Gate PAss Generation ZMMF_RGP
15 Ultimate consignee details ZMMF_SPO
16 Report For Annual Planning ZMMP_AP
17 Purchase Order Amendment ZMMP_POAMEND
18 PO Tolerance ZMMP_POTOL
19 Purchase Requisition Release ZMMP_REL
20 Create Returnable Gate Pass ZMMP_RGP01
21 Returnable Gate Pass change ZMMP_RGP02
22 Returnable Gate Pass display ZMMP_RGP03
23 RGP Return - Create ZMMP_RGPRET01
24 RGP Return - Change ZMMP_RGPRET02
25 RGP Return - Display ZMMP_RGPRET03
26 MM045 SCREEN ZMMP_SFGS
27 Tcode for maintenance(MM033) ZMMP_SMO01
28 PO Supplmnt for Consignee Wise DeL ZMMP_SPO
29 Vendor Classification Maintenance ZMMP_VC01
30 Vendor Class and Value Maintenance ZMMP_VCL01
31 Spool To PDF Download ZMMPDF
32 Annual Planning Report ZMMR_APR
33 Annual Planning Report For Pr ZMMR_ARR
34 Tcode for Material details report ZMMR_MTXT
35 QA Approved Qty ( To Be Delivered ) ZMMR_QA
36 Release Status Report ZMMR_REL
37 RGP REPORT ZMMR_RGP
38 ZMMR_ROL ZMMR_ROL
39 T-code for srialized mat. movmnt rep ZMMR_SFGS
40 Tcode for inventory report (MM033) ZMMR_SMO
41 Transaction for MM025 ZMMR_SMSTOCK
42 Transaction code for PO Supplement ZMMR_SPO
43 Stock Overview Report ZMMR_STOCK
44 Vendor Classification for Civil ZMMR_VC
45 Vendor Master Records ZMMR_VM
46 Initiate Amendment ZMMP_INI_AMEND
47 Maintain Storage Table ZZMM_MARD
48 Maintain History Table for Goods R/I ZZMM_MSEG
49 LD For Delay In Supply Of Materials ZMMP_LD

User guide of PM processes

 Telecom
POC KTK MH ALTTC WTP STR Factory BSNL CO
Gujrat /
ROP Phase -I Andhra / WTR BBNW NATFM Telecom
Punjab Store Kolkata
ROP Phase -II

Functional
Location Level 1 Level 2 Level 3 Level 4 Level 5 Level 6 Level 7
Structure FL Structure

Teritorial Circles Company

( AP/PB/Guj/MP/ Code SSA/Plant SDCA EXCH/BLDG Plant Section
TN/ ) ( XXXX ) ( xxxx) ( XXXX ) ( XXXX ) ( XXX ) xxxx-xxxx-xxxx-xxxX-xxx

Building
Company Code(AB) & Unit/Section
Teritorial Circle Code Plant Code Floor Code( code Plant Section
Offices ( XXXX ) ( xxxx) CD)- ( XXXX) ( XXXX) ( XXX ) xxxx-xxxx-xxxx-xxxX-xxx

Maintenance Company GM Area DGM Area STATION /

Plant
Regeion Code ( Region ) Sub region Division Sub Division Functional Section
( WTR / ) ( XXXX ) XXXX (X) ( XX ) ( XXX ) Unit ( XXX ) ( XXX ) xxxx-xxxx-x-xx-xxx-xxx-xxx
Company Bldg/ EXCh/ Type of
Code Plant Location FLR code Unit/ Section Equipment (
Telecom Store ( XXXX ) ( XXXX ) (X) ( XX ) ( XXX ) XXX ) xxxx-xxxx-x-xx-xxx-xxx

Company Bldg/ EXCh/ Type of

Code Plant Location FLR code Unit/ Section Equipment (
NATFM ( XXXX ) ( XXXX ) (X) ( XX ) ( XXX ) XXX ) xxxx-xxxx-x-xx-xxx-xxx
Bldg/FLR/
Company EXCh/ Type of
Broadband Code Plant BBNW UNITS Location Unit/ Section Equipment (
Network Circle ( XXXX ) ( XXXX ) (X) (XX ) ( XXX ) XXX ) xxxx-xxxx-x-xx-xxx-xxx
Company Type of
BSNL Corporate Code Plant Building Floor code Unit/ Section Equipment (
office ( XXXX ) ( XXXX ) (X) ( XX ) ( XXX ) XXX ) xxxx-xxxx-x-xx-xxx-xxx

User guide of PM processes

BACK
Equipment Maintenance
Complete the Notification
JTO/SDE Work Centre Use / Create Maintenance Confirmation of
after Confirmation
DE/DGM Planner AMC / Warranty is Call Vendor by Vendor Order, if Material is required Maintenance order -IW41
CNFR/NOCO
docket details in IW22/IW32/MB52/MIGO
available notification
Set various parameters
satisfactory/Not Fill Service Entry Sheet
A SET status satisfactory, Malfunction W.r.t. PO ( as per
Breakdown Mtce. Processs B2 " VEND"
Notification IW21/IW22/IW28 End time,Cataloge data etc. Storage locatiions ,
ASGD/RAGD/ACKD/Put In Confirm/Accept/
process Penalty Deductions as per
PO number centralized
or decentralised)

Preventive Maintenance B1
Process --- PO will be created w.r.t.
Single Cycle Plan Create Maintenance After release of PR , data will populated
Scheduling Order with PM03 Maintenance order - from APO ,and issued to
Stategy plan control key and PR is gererated and is vendor- Post Down
Technically Complete the
Dead line monitoring reference Available available in SAP inbox (This PO is to be Payment, and Call
ARC ( APO Available) APO , Maintain of person releasing Vendor through Maintenance Order (
INITIATED & TECO-by T-Code : IW32 )
"Agreement " in the M.O. This PR is Vendor docket
M.O. and many to be INITIATED & APPROVED as per MM Details
B
more related APPROVED as per MM Workflow )
parameters. Workflow. ME21N/ME22N/
Creation of Contract by ME29N
Service Master record , Cost Settlement of
MSS etc by Maintenance order by T-
AC03/ML10/ME31K Code : KO88 or KO8G (
Complete the This settlement can be done
If material is not in his Notification after
General Maintenance B3 before TECO status of M.O.)
Maintenance Order will be store, then STOCK transfer
from Main store- ( By
Confirmation
For Inspection JOB created for Material
requirement creating the seperate CNFR/NOCO
notification -
Maintain CODING
C Reservation in Main store - Set various
Mvt. type -913, transfer Maintenance order will be parameters like
OBJECT PART CODE Need Based Requirement (
posting of stock from main Confirmed -IW41 and
DAMAGE CODE For Material only ) Malfunction End
Material will be drawn from store by MIGO Mvt type- Closed after TECO- make full payment to Vendor as per
his own Storage location --- 915, Place in local soragae IW32/KO88 date/time,Catalog PO , and Bill raised Penalty deduction
another notification will be
Reservation number will by MIGO against material e data etc. will be issued to vendor / Invoice
crated w.r.t. Inspection
effective after release of doc (Mvt type-915)). After verification processMIRO/FB03
notification Need base service order)SDE level- MIGO/IW32 this , previous step will be
requirement followed to issue material
D (EXTERNAL) against MO

Create Purchase Order and Post Down Payment, and

After release of Maintenance Release as per workflow. Call Vendor through Vendor
ME21N/ME22N/ME29N docket Details Business Completion
Set Material planning in order - PR is gererated and is
M.O. and Service planning available in SAP inbox of ( CLOSURE of the
PM03 control key, set M.O.)
material group, purchasing person responsible . This PR Quotations/Tendering process
group in External service is to be INITIATED & will follow.
selection APPROVED as per MM
Workflow.

Maintenance Order is to be create

take as per material/service
Measuring points / NOT OK requirement.
Notification Raised on that
document :-readings taken decision on IF ARC case then refer ARC
equipment , and assign to
Corrective on Equipment- tested and valuation person responsible IF AMC is available - call vendor.
maintenance Process filled in measuring code or USe Need based order
document T code: OK requirement.
IK11

Ok, THEN Record the

document for observation

Create notification with

Change the notification--
maintaining Affected ACKD by Person responsible
Creation of Notification for Change G1 notification by Status of G1 notification --
Report Fault ( G1) Equipment/FL and partners of Affecting Eqpt. and--- Affecting Eqpt. --which is Entering Actual Affecting CNFR / NOCO of Affected
data. Send to Person actually faulty-- B4/B2/B3--- Eqpt. Notification Number eqpt.--by initiator
NOPR staus changed G1
responsible G1

- CASE

- Notification Type
User guide of PM processes
 ANNEXTURE - I

Temporary Advance Request Process

1) Create temporary advance request through T-code ZFI069_2_1

2) Click on Create. Employee Number (vendor code), Company Code, Business Area
will come by default.
3) In the Expenses Tab , select the Reason code for applying the advance and enter
the amount. Enter the Text in the comments box.
4) Click Save. Amendments can also be made by Change tab before submitting it for
approval.
5) Submit for approval after checking. On Submission , below message will come

Workflow for Approving Temporary Advance Request

i) First level of Approval ( SDE )

ii) Second Level of Approval ( DE )
iii) Third level of Approval (DGM)
iv) Fourth level of Approval IFA
v) Final Level of Approval ( GM )

Temporary Advance Settlement Process

1) Use T-code ZFI069_2_2, for settlement of temporary advance.

2) Give the advance request number and Click on Create
3) ‘Create advance settlement’ screen will appear-

4) In the Tab , the approved amount against different expense heads

will come by default . Entries in the Settled amount and Number of Bills will filled
based on entries against the expense bill will be entered in the

part.
Pre requisite:
Maintenance Order is to be created and released in PRD for the
concerned Maintenance by the concerned person.
1 Create, Assign & Acknowledge the Notification using steps 1 to 3 of EXERCISE
PM-3.1 ( Breakdown Notification )
2 Creating & Approving Order
 a) Enter /niw22 in Transaction window
b) By default Notification No. appears; if not enter it- Press Enter
c) Click on Create order icon ; Create order window pops up; click to continue
d) Ignore any message about date and continue
e) Object information window pops up; click to continue

f) Click Operations tab; Set Control KEY PM01

g) With Description ( Operation text with “Temporary advance “ )
enter (number of units reqd ) 1; duration :- 1; Work gets calculated -> Press
Enter

h) Save and Note down maintenance Order Number.

Release Order : Enter /niw32 in Transaction window
By default Maintenance Order No. appears; if not enter it
Click Green Flag icon for Release.

1) For linking maintenance order with the concerned maintenance expenditure

done through temp advance:- during the temporary advance settlement, the

below steps are to be followed in the part:

1. under “CO Object” column, select “Order Number”
2. Under “Co account” column, fill in PM order number.
( By selecting "Order Number" in “Co Object” column, cost will be traced through
the Maintenance Order for Equipment. Finally it is settled at COST CENTRE that is
defined in the Maintenance Order. cost can be seen under “COST" TAB in the
Maintenance Order. )
2) Select appropriate Reason Code. Based on the selected Reason code , the GL
account selection will be available in the GL account column .
3) Enter other details like vendor name, bill date, bill no., etc.
4) The total amount of the expenses cannot exceed the total advance approved
amount . In case total bill amount is more system gives the error message at
time of saving the settlement.
5) Entry in every column is mandatory for every bill entry. Once all details are
entered , user can Save the request .
6) In case of refund of any amount, the same has to be submitted at the Cash
section which in return will provide the document no., the no. needs to be
entered in the refund tab.
7) For Submitting the settlement to claim officer and for approval , go to change

option and click on . No change can be done after

settlement is submitted for approval.
8) The status of the same can be viewed under History tab.
Work flow for Temporary Advance Settlement

Once the temporary Settlement is submitted to claim officer , then same will be
pending at claim officer for acknowledgement. All the employees in particular SSA
will be attached to particular claim officer and all the settlement submitted by
those employees will be pending at that claim officer only . Now user has to take
printout and attach all the hard copies of the expense bills and submit same to
claim officer

Claim officer will login to his system and go to Tcode ZFI069_3_1.

The claim officer first has to acknowledge the receipt of document and afterwards submit
for further approval, if he found it correct.

i. First level of Approval ( SDE )

ii. Second Level of Approval ( DE / AGM)
iii. Third level of Approval (DGM)
iv. Forth level of Approval IFA
v. Final Level of Approval ( GM )
FAQ:

A) I have a cable fault and about 10 vouchers to claim in temporary advance account.
Whether I have to create 10 maintenance orders?
Ans.: NO. Any number of vouchers can be claimed in temporary advance against a single MO of
that cable.
B) I have a total number of 10 vouchers to claim in temporary advance account. Due to
amount exhausted in current advance, I am able to claim only 4 bills in current
advance. Can I claim remaining bills in next advance without creating an additional
MO?
Ans.: Yes. No need to create additional Maintenance Order. One MO can be linked to any
number of temporary advance accounts.
C) I have created a MO and linked to temporary advance account also. When I have to
set the status of Maintenance Order to TECO?
Ans.: MO created for the purpose of linking expenditure should not be set to the status
TECO, unless, Temporary advance settlement is FINAL APPROVED by the
concerned competent authority. You can always check/track the status by using T-code:
ZFI069_2_2 in display mode by going to History tab.

D) I have already set the status of Maintenance Order to TECO and my temporary
advance account is still not yet approved by the competent authority. What shall I
do?
Ans.: You can cancel the Technical completion by following procedure.

Go to IW32 and Click on “Order>Functions>Complete>Cancel Technical completion”.

By doing the above, order status will be reverted to REL state.
 ANNEXTURE – II A
Invoice verification against purchase order / SES – MIRO

Invoice verification against purchase order is covered in this step, the verification
process is based on purchase order and vendor’s invoice is accepted in the system.
This step of process covers all procurement made against purchase order whether such
procurement for goods, service & Capital goods.

Acceptance of invoice creating the liability for vendor to be paid in the books of
accounts.

Input - Required Fields Field Value / Comments

Invoice Date. Vendor’s Invoice Date
Posting Date Enter the Invoice posting date
Amount. Enter Invoice Amount
Calculate Tax. System automatically calculate the amount of Tax on
the basis of condition type
Purchase Oder No. Enter the purchase order no.

1.1. Invoice Verification against Purchase Order

Via Transaction Code MIRO

Enter the Input Data “Company Code” in the mentioned field.

Click on the Enter button to confirm your entries and continue.
Enter the Input Data in the mentioned field with the help of below mentioned table

Field Name Description

Invoice Date. Enter Vendor’s Invoice date
Posting Date Enter the Invoice posting date
Amount Enter the Invoice Amount
Calculate Tax To calculate the amount of Tax on the basis of condition
type
Tax Code Select the condition code from drop down option

Purchase order No Enter the created purchase order no.

You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button . For
Example: PO NO. 4200000482.

Click on the Enter button to confirm your entries and continue.

Click Simulate Button .

To post the vendor invoice, click Post Button .

The message bar displays “Document no. 5105600233 created”.
 ANNEXTURE – II B
1.2 Display Invoice Document.: Transaction Code- MIR4

Enter the Input Data:

- The Invoice document No created in MIRO
- Enter the fiscal year
Click on the Enter button to confirm your entries and continue.

Then click on button to display accounting document no. which is

generated at the time of MIRO

Double Click on the Accounting Document to display FI Document.

Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
Screen.

1.3 Enter MIRO ‘Subsequent Credit’.

A vendor made a mistake regarding the quantity to be invoiced and you asked for a credit memo for
material as well as service. Now you received a credit memo and you need to post it.

Via Menus Logistics  Materials Management  Logistics

Invoice Verification  Document Entry  MIRO -
Enter Invoice

Via Transaction Code MIRO

Then Click on the Button, select the credit

memo.

You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button . For Example:
PO NO. 4200000482.

Click on the Enter button to confirm your entries and continue.

Enter the Input Data in the mentioned field with the help of below mentioned table

Field Name Description

Invoice Date. Enter Vendor’s Invoice date
Posting Date Enter the Invoice posting date
Amount Enter the Invoice Amount
Calculate Tax To calculate the amount of Tax on the basis of condition type
Enter the Amount in The Amount of Subsequent Credit to Vendor
Line Item
Click on the Enter button to confirm your entries and continue.

Click Simulate Button .

To post the vendor Subsequent Credit, click Post Button .

The message bar displays “Document no. XXXXXXXXXXX created”.

1.4 Cancel Invoice Document: Transaction Code- MR8M

Enter the Input Data:

- The Invoice document No created in MIRO
- Enter the fiscal year
- Enter the Reason for Reversal

Click on the button to display the document.

Click the Invoice Document option in the menu bar & select the Reverse option.

Then System reverse the Document

Message bar display message