SAP PM

About the Tutorial

SAP Plant Maintenance (SAP PM) is a software product that manages all maintenance
activities in an organization. Plant Maintenance module consists of key activities to in clude
inspection, notifications, corrective and preventive maintenance, repairs, and other
measures to maintain an ideal technical system.

Audience
This tutorial has been prepared for anyone who has a basic knowledge of Plant
Maintenance activities like inspection and maintenance.
maintenance. After completing this tutorial, you
you
will find yourself at a moderate level of expertise in Plant Maintenance activities and
possess fair knowledge of the key functions mentioned in this tutorial.

Prerequisites
Before you start proceeding with this tutorial, we assume that you are well-versed with
the basic meaning of terms like inspection,
i nspection, maintenance, breakdown and other key terms
related to Plant Maintenance.

You should also have a basic understanding of other SAP modules like Material
Management, Sales and Distribution, and Production Planning. If you are not aware of
these concepts, then we recommend that you first go through an overview chapter of any
of these modules.

Disclaimer & Copyright

 Copyright 2016 by Tutorials Point (I) Pvt. Ltd.

All the content and graphics published in this e-book are the property of Tutorials Point (I)
Pvt. Ltd. The user of this e-book is prohibited to reuse, retain, copy, distribute or republish
any contents or a part of contents of this e-book in any manner without written consent
of the publisher.

We strive to update the contents of our website and tutorials as timely and as precisely as
possible, however, the contents may contain inaccuracies or errors. Tutorials Point (I) Pvt.
Ltd. provides no guarantee regarding the accuracy, timeliness or completeness of our
website or its contents including this tutorial. If you discover any errors on our website or
in this tutorial, please notify us at [email protected].
at  [email protected].
 SAP PM

Table of Contents
About the Tutorial.................................................................................................................................... i

Audience .................................................................................................................................................. i

Prerequisites ............................................................................................................................................ i

Disclaimer & Copyright............................................................................................................................. i

Table of Contents .................................................................................................................................... ii

Key Functions of Plant Maintenance ....................................................................................................... 1

Integration with Other Modules.............................................................................................................. 1

Maintenance Plant .................................................................................................................................. 3

Maintenance Planning ............................................................................................................................ 3

Structure of Technical Objects ................................................................................................................. 4

Creating a Functional Location ................................................................................................................ 5

Representing an Object as an Equipment or as a Functional Location ................................................... 12

Creating a Master Record For a Piece of Equipment .............................................................................. 12

Changing a Piece of Equipment ............................................................................................................. 15

Changing the Maintenance Plant .......................................................................................................... 16

Activating/Deactivating
Activating/Deactivating an Equipment Master Record .......................................................................... 18

Data Transfer ........................................................................................................................................ 20

Transferring Data from the Installed Equipment ................................................................................... 21

Displaying and Changing Data Origin..................................................................................................... 25

25
 SAP PM

Classification of the Objects .................................................................................................................. 26

Creating a Notification .......................................................................................................................... 35

Changing the Notification...................................................................................................................... 38

Creating Breakdown Order for Notification ........................................................................................... 39

Corrective Maintenance & Preventive Maintenance ............................................................................. 43

Corrective Maintenance & Breakdown Maintenance ............................................................................ 43

Converting a Notification to Maintenance Order .................................................................................. 45

Task Lists ............................................................................................................................................... 48

Assigning ............................................................................................................................................... 49

a Task List to a Notification ................................................................................................................... 49

Creating a New Maintenance Task List .................................................................................................. 50

Maintenance Plans ................................................................................................................................ 54

54

Creating an Outline Agreement ............................................................................................................. 61

Maintenance Event Builder (MEB)......................................................................................................... 62

Logbook ................................................................................................................................................ 63

Creating a Logbook for Equipment and Functional Locations ................................................................ 64

 SAP PM

Creating a Refurbishment Order in SAP PM .......................................................................................... 65

Work Clearance Management Objects .................................................................................................. 74

WCM Approval ...................................................................................................................................... 74

Creating Work Approval ........................................................................................................................ 75

Information Structure ........................................................................................................................... 77

Standard Analysis .................................................................................................................................. 77

Characteristics and Key Figures ............................................................................................................. 78

MTTR/MTBR ......................................................................................................................................... 78

Approval Procedure .............................................................................................................................. 82

Maintenance Manager .......................................................................................................................... 83

Maintenance Planner ............................................................................................................................ 83

Maintenance Engineer .......................................................................................................................... 83

Maintenance Supervisor ....................................................................................................................... 83

Technician ............................................................................................................................................. 84

Consultants ........................................................................................................................................... 84
 SAP PM

SAP Plant Maintenance (SAP PM) application component provides an organization with a
tool for all maintenance activities to be performed. All the activities that are performed
under maintenance are interconnected and hence this module is closely integrated with
other modules - Production Planning, Material Management, and Sales and Distribution.

Using SAP PM, you can perform automatic repairs and facilitate maintenance requests in
an organization. It allows you to record problems in SAP system, plan labor and material
activities, and to record and settle the cost.

In an organization, you can identify, document, manage problems and perform enterprise
asset management for any required assets.

To perform these activities, Plant Maintenance contains the following submodules:

 Management of technical objects and equipment master record.

 Planning of maintenance task.

 Manage workflow notifications and work orders under maintenance order

management.

Key Functions of Plant Maintenance

Following activities are performed under Plant Maintenance:

Inspection
Inspection is done to check the actual condition of a technical system.

Preventive Maintenance
Preventive maintenance is used to maintain high availability of the technical system. It
includes maintenance planning and work scheduling activities for techni cal objects.

Repair
Repair involves all measures that can be performed to restore the ideal condition. Repair
process can be performed at many planning stages - like work scheduling, resource
planning and initial costing, etc. You can respond immediately w.r.t to a damage events
causing production shutdown. You can create required purchase requisition and processed
work orders to reduce the downtime.

Integration with Other Modules

In SAP PM, you can integrate with other modules such as Material Management, Production
Planning, Personnel Management, and Sales and Distribution. These modules are used to
keep the current data as per the requirement in Plant Maintenance and are initiated
automatically to maintain the current data in the system.
 SAP PM

Following are the key modules in which integration is performed with Plant Maintenance:

 Material Management
 Sales and Distribution
 Personnel Management
 Controlling
 Production Planning

The following figure depicts a work order notification process and shows how it is executed
under Plant Maintenance.

The key steps involved are:

 Notification
 Newly Created Work Order
 Creation of Purchase request for work orders
 Purchase Order created and parts Received
 Parts issues to Work Order
 Approval and Planning of Work Order
 Scheduling and Releasing Work Order
 Work Order Execution
 Closing a Work Order
 SAP PM

In the next window, you can see the screen Create Functional Location: Master data.

Step 4: Enter all the details in the master data to create the functional location. If you
want to classify the functional location, click the Classification option.
 SAP PM

Step 5: Once you click Classification, it will open Create Functional Location: Classification
window.

Step 6: Enter the classes to which you want to assign the functional location in the column
Class.

Step 7: Select the class that is to be the standard class for the functional location in the
field StdClass.

Step 8: To specify value entries for the class, position your cursor on the class you require
and choose Edit Values.

Step 9: Select the status as shown in the following screenshot:

 SAP PM

Step 10: Once you define all the fields for the master record, go to the main screen using
the arrow buttons. Click the Save button at the top to save the Functional location.
 SAP PM

You can perform different functions on the equipment master record and functional
location.

Data Transfer 
It is possible to transfer master data from one functional location to other functional
location or between the functional location and the piece of equipment.

Using data transfer function, you can maintain data at a superior level in the hierarchical
structure or you can also maintain data for obje cts assigned to functional locations.

You can divide data transfer into the following types:

Hierarchical Data Transfer

In the hierarchical structure, you can maintain data at a high level and the system will
automatically transfer the changes to the level below.

Horizontal Data Transfer

Using the horizontal data transfer, you can transfer data from the reference location to
the functional location or from the functional location to a piece of equipment.

You can use reference functional location to transfer a specific data to the corresponding
functional locations or to a piece of equipment.
equi pment.

When you create a functional location, the following rules can be applied for data transfer:

 You can refer to a functional location, using which you can maintain data using data
transfer in an assigned master record.

 When you use another location as copy, the system also copies reference functional
location.
 SAP PM

Transferring Data from the Installed Equipment

Step 1:
1: To transfer the data from the installed equipment, go to the equipment master
record.

Step 2:
2: Go to equipment master record -> choose Structure tab -> Change InstallLoc to
display the dialog box Change Equipment
Equip ment Installation Location.
 SAP PM

You can proceed by selecting one of the following options:

Install a Piece of Equipment

Step 1:
1: Select the required superior equipment or functional location in the dialog box - >
Install w. Data Transfer.

Step 2:
2: In the next window, you can see the screen Data Transfer: Install Equipment.
 SAP PM

Step 3:
3: In this window, you have to select which data should be transferred from the
master record of the superior piece of equipment or the functional location into the
equipment master record.
 SAP PM

Step 4: Select the appropriate fields in the column IL -> which data should be individually
maintained in the equipment master.

Step 5: To do this, select the appropriate fields in the column EQ.

The other option is to Dismantle the Piece of Equipment.

Dismantle the Piece of Equipment

Step 1: Select the option Dism. W. DataTransfer as shown in the following screenshot.

In the next window, you can see Data Transfer: Dismantle Equipment.
 SAP PM

Step 2: Select which data for the installation should be retained for the piece of equipment
after the dismantling.

Step 3: Click Goto -> Back. You have to confirm the dismantling and save the equipment
master record by clicking the Save button at the top.

Displaying and Changing Data Origin

In some scenarios, you have to change the type of data transfer for technical objects.

Step 1: To change the data origin for location, go to the screen in whi ch you want to make
the changes in create or change mode.

Step 2: Click on edit -> Data Origin.

Step 3: In the next window, you have to select the required information for the field you
selected.
 SAP PM

Step 4: Save the changes to the master record by clicking the Save button at the top.

Classification of the Objects

In SAP PM, it is possible to classify all technical objects that are shown by a master record.
Classification can be done when you create the master record or using the change option
at a later stage.

Using the classification of technical objects, you can easily create a hierarchical
classification system for the company and hence you can find existing special classes.

Creating and Changing the Characteristics and Classes

You have to first create the characteristics and then you have to create a class and define
a class type.
 SAP PM

Step 6: Enter the required information in this screen.

Step 7: To save the data, click the Save button at the top of the screen.
 SAP PM

In many organizations, SAP PM module is managed in different languages. It is possible

to create multilingual short texts and long texts for each functional location and piece
of equipment.

Using short texts, the maintenance planner can identify the technical objects, whereas
long texts contain the technical data in different languages.

You can create multilingual text only when the equipment category is set to allow this.

To do so, navigate to Logistics -> Plant Maintenance -> Equipment and Technical Objects
-> Technical Objects -> Equipment -> Allow multilingual text maintenance by
EquipCategory.

To add a new language in SAP system, use T-Code: SMLT

SAP PM
 SAP PM

The maintenance order description is copied from the notification description, which can
be changed if it is in the change mode. If the object information about the existing orders
pops up, choose Enter to continue.

Step 5: On the Create Maintenance order: Cent ral Header screen -> Click the Save button.

You will see the following message regarding Maintenance Order creation.
 SAP PM

Preventive Maintenance in an organization is used to avoid system breakdown and

production breakdown. Using Preventive Maintenance, you can achieve various benefits in
your organization. Preventive maintenance term is used to perform inspections, preventive
maintenance and repairs. Maintenance plans are used to define dates and the extent of
preventive and inspection maintenance tasks which can be planned for technical objects.

Following are the key benefits of using Preventive Maintenance in an organization:

 The activities that are performed in Preventive Maintenance are stored in the form
of task lists.

 You define the extent and inspection work, and when the preventive maintenance
should be performed with details of the functional location or pieces of equipment.

 You also define the cost-based assignment of Preventive maintenance task lists.

 You can also perform a review to find the cost of pr eventive maintenance activities
to be performed in future.

Task Lists
Task list in Preventive Maintenance is defined as the sequence of activities that are
performed as part of Preventive Maintenance in an organization. They are used to perform
the repeated tasks as part of Preventive Maintenance and to perform them efficiently.

Using Task lists, you can reduce the effort by standardizing the work sequence. All the
updates are performed at one specific spot in the correspondin g maintenance task list and
all the maintenance orders and maintenance items in the system receive the updated
status of work sequences. With the help of task lists, it helps in reducing the effort required
to create maintenance orders and maintenance items as you can refer back to the Task
list to see the work sequences.

Following are the key functions of task l ists in SAP Plant Maintenance:

 Planned Maintenance
 Ongoing Maintenance

Planned Maintenance
All the scheduled activities such as inspection, maintenance, and repairs come under
Planned Maintenance. In Plant Maintenance, you define the time intervals when the work
steps have to be executed and work sequences in which they have to be executed. Task
lists are assigned to a maintenance plan i n maintenance planning.
 SAP PM

Ongoing Maintenance
The task list for ongoing maintenance contains the work sequences based on current
inspection. All inspection that is done without a regular schedule comes under ongoing
maintenance.

Assigning a Task List to a Notification

You can assign a task list to a notification and if there is any associated maintenance order,
the task list is assigned to Maintenance Order .

Step 1: To assign a task list to a Notification, open the notification in Change mode.

Step 2: Enter the Notification number and click the tick mark at the top.
 SAP PM

Step 7: Next, go to Maintenance Plan Scheduling parameters and enter the relevant data-
scheduling period and the start of the cycle.

Step 8: Click the Maintenance plan additional data tab and maintain the relevant data.

Step 9: Click on to save the single cycle plan.

Strategy Plan
In SAP PM, you can use strategy plans to show complex maintenance cycles. You create a
strategy plan and assign a maintenance strategy in which you have defined the
maintenance cycles.

A maintenance strategy contains general scheduling information, and you can assign a
maintenance strategy to many maintenance plans and maintenance task lists.
 SAP PM

Multiple Counter Plan

A multiple counter plan can be created without a maintenance strategy and is used for
performance-based maintenance. In a multiple counter plan, you create maintenance
cycles and allocate counters of equipment or functional locations with different dimensions
to them.

In live scenarios, you use multiple counter plan for individual activities or for individual
groups of activities.

Example
Multiple counter plan is suited for the airline industry. You can capture where dimensions
like inspections of the landing gear should depend on the number of kilometers flown and
the number of take-offs, etc.

Maintenance Plan for Service Procurement

The maintenance plan category for service procurement is used to combine the functions
from PM and material management applications. When you create a Maintenance plan for
service procurement with plan category MM, you can assign the following:

 External service order

 G/L account
 Settlement order
 Service specifications

Maintenance Plan for an Outline Agreement

Using maintenance plan with outline agreement, allows you to simplify the processing of
services as per the outline agreement for different objects. When you create a
maintenance plan with an outline agreement, following maintenance call objects are
created:

 Service Notification
 Service Order

In SAP PM, the maintenance plan based on an outline agreement combines the functions
from different SAP modules:

 Plant Maintenance (PM)

 Sales and Distribution (SD)
 Customer Service (CS)

To create a maintenance plan with an outline agreement, you have to maintain the
following data in Sales and distribution:

 Service Product
 SAP PM

You have to maintain the following data:

 Plant for maintenance planning

 Work center
 Order type
 Plant of maintenance work center
 Business area
 General maintenance task list

Task List Type

An outline agreement meets the following conditions:

 The contract category is Contract

 The contract type is Service and Maintenance (WV)
 SAP PM

Using mobile application Enterprise Asset Management (EAM), you can perform
maintenance processing on any mobile device. Using EAM on mobile devices, field service
technicians can access all the work-related information on their mobile devices.

To perform Mobile Asset Management, the following perquisites should be met:

You can perform order processing and notification processing using mobile end devices.
Various functions w.r.t notifications can be performed on mobile devices:

 Display a Notification List

 Display a Notification

 Create a new Notification

 Create a Notification with reference from Order, technical object or for a Functional
Location.

 Change a Notification

Functions Performed w.r.t EAM

You can perform the following functions on mobile devices w.r.t Enterprise Asset
Management:

 Order Processing
 Notification Processing
 Enter Measurement Readings
 Stock Processing
 Management of Technical Objects
 SAP PM

Work Clearance Management in Plant Maintenance is used to control and monitor the
safety measures. It provides safe working conditions for employees in the organization
and follows the environmental protection regulations.

In an organization, workplace safety depends o n multiple factors:

 Task category
 Technical specifications of the system
 Organization within the maintenance department
 Employee skills and education

Work Clearance Management Objects

In SAP system, you create WCM objects that is used to perform various functions, such
as:

 Perform and maintain administrative data, responsibilities, location, and planning

data.

 Assign partners with different functions.

 Long texts assignment.

 Assign the documents.

WCM Approval
You use approval to define rules that must be followed in Work Clearance Management.
Approvals are assigned to WCM objects at the header level.

In SAP system, it is possible to assign several approvals to a WCM object and each approval
can only be used once per WCM object. You can also assign an approval to several WCM
objects but it is not recommended to use this strategy.

You create various authorization objects and authorization profiles in Work Clearance
object. Following are the authorization profiles and description:

Authorization Profile Description

I_WCM_ALL All authorizations for Work Clearance Management
I_CONF_ALL All authorizations for checks and simulations
I_FCODE_ALL All authorizations for function codes
I_WCUSE_ALL All authorizations for uses
I_VAL_ALL All authorizations for the valuation
I_PM_ALL All authorizations for Plant Maintenance
 SAP PM

Creating Work Approval

Step 1: To create Work Approval in the system, navigate to Logistics -> Plant Maintenance
-> Work Clearance Management -> Work Approval -> Create

Step 2: In the Work Approval creation screen, enter the following details and click
Continue.

 Enter the Plant

 Enter Equipment/Functional Location
SAP PM
 SAP PM

Cross Application Time Sheet (CATS) component is a tool used for recording time and
tasks in Plant Maintenance. Employees can record their own data and hence ease the
administration workload.

CATS is a cross-application component and you must implement at least one of the
components as mentioned in the following table. You can supply data to the components
individually, or in combination.

Required Function Required Component or Solution

Decentralized recording of employee

Time Management (PT)
attendances and absences

Decentralized recording of employee

Payroll (PY)
remuneration information

Internal activity allocation and entry of

Controlling (CO)
statistical key figures

Plant Maintenance (PM)

Confirmations Project System (PS)

Customer Service (CS)

Recording external services External Services Management (PT-IN-ES)

Recording travel expenses with activity

Travel Management (FI-TV)
reports
 SAP PM

Approval Procedure
To perform timesheet approval of rel eased time and to raise notifications for rejected time,
you can use SAP Business workflows.

Navigate to Cross-Application Components -> Time Sheet -> Settings for All User
Interfaces -> Time Recording -> Determine Variant of Approval Report for Workflow

When you do not want to approve the data, you can enter a rejection reason for the
employee or other person who has entered the data.

A rejection reason can be defined under Cross-Application Components -> Time Sheet ->
Settings for All User Interfaces -> Time Recording -> Define Rejection Reasons
 SAP PM

There are various roles that are defined in Plant Maintenance to perform different
functions. Key roles include:

Maintenance Manager 
In Plant Maintenance system, the maintenance manager is responsible to manage budget,
cost and other maintenance activities arising from Maintenance notifications.

The maintenance manager monitors all the maintenance activities in an organization and
has the sole responsibility for managing all the tasks.

The maintenance manager is responsible for all people management activities in the plant
and the maintenance department which includes tasks-recruitment decisions and
assigning tasks to service providers and suppliers.

Technical name of the role: SAP_WP_MAINTENANCE_MANAGER

Maintenance Planner 
In SAP Plant Maintenance, the maintenance planner is responsible for planning
maintenance tasks based on incoming malfunction reports. The maintenance planner is
responsible to raise maintenance orders, order type, scope, resources, and schedule of
the tasks delivery.

Technical name of the role: SAP_WP_MAINTENANCE_PLANNER

Maintenance Engineer 
In SAP Plant Maintenance, the maintenance engineer is responsible for creating blueprints
for technical systems and check the efficiency and maintenance of technical objects.

The maintenance engineer is also responsible for master data - Bills of Material,
maintenance plans and notification in Plant Maintenance system.

Technical name of the role: SAP_WP_MAINTENANCE_ENGINEER

Maintenance Supervisor 
In SAP Plant Maintenance, the maintenance supervisor is responsible for ensuring that
work is executed on time and is the point of contact for technicians, external suppliers and
vendors, and other organizations.

The maintenance supervisor is responsible to manage order -related budget allocations to

ensure that they remain as per the assigned budget limit.

Technical name of the role: SAP_WP_MAINTENANCE_SUPERVISOR

 SAP PM

Technician
In SAP Plant Maintenance, the technician is responsible to execute the daily maintenance
work. Various work orders are assigned to technicians and the daily status is posted to
Maintenance Work Orders.

Technical name of the role: SAP_WP_MAINTENANCE_TECHNICIAN

Consultants
SAP PM Consultant should have good experience in SAP Plant Maintenance activities.
Working experience on Materials Management, Plant Maintenance, Preventative
Maintenance, Corrective Maintenance, Breakdown Maintenance and Refurbishment and
Warranty Claim Processing.

The consultant needs to have an understanding on establishing pieces of equipment and

functional location structure, maintenance BOMs.

The consultant also needs to perform preventive maintenance, measuring points and
counters, warranties and permits. Maintenance planning including notifications,
calibration, maintenance orders, and execution is also performed b y the consultant.

Other responsibilities include, integration of plant maintenance with material

management, quality management and production planning modules.

The consultant should have knowledge on how to design and build SAP PM/EAM solution.
Fair knowledge on E2E Implementations in SAP ECC is also desired.