ETHOPIAN ELECTRIC POWER – User Manual
Breakdown maintenance process
User Training Manual
For
Module: Enterprise Asset Management
Sub-Module: Plant Maintenance
Process: Breakdown maintenance Process
August 2023
ETHOPIAN ELECTRIC POWER – User Manual
Breakdown maintenance process
VERSION HISTORY
Date Version No. Change to Previous Version Reference Section
11-03-2024 V1.0 Initial N/A
27-04-2024 V1.1 Changes Incorporated Reffered GO BBP
based on highlighted EEP_BBP_EAM_GO_V1.3
comments for Process flowchart
Organization Name Responsible Department
Orane/ Ethiopian Air lines GO Management Team
ISSUING ORGANIZATION
Software Product Version No.
SAP S/4HANA 1909
SOFTWARE PRODUCT
MANUAL APPROVER
Name Position Title Organization Date
Manoj kumar Diwakar Consultant Orane
Rabuma Abate Consultant ET
Mesganaw Consultant ET
Table of Contents
Version History...........................................................................................................................2
Issuing Organization..................................................................................................................2
Software Product........................................................................................................................2
Manual Approver........................................................................................................................2
Chapter 1 - Introduction.............................................................................................................5
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Intended Audience.................................................................................................................5
Main topics to be addressed..................................................................................................5
Outcome expected.................................................................................................................5
Chapter 2 – Getting Started.......................................................................................................6
Setting Up SAP.......................................................................................................................6
Starting SAP...........................................................................................................................6
Error Message and Problem Resolution…………………………………………………………8
Definition of Terms Acronyms and Abbrivations………………………………………………9
Process Flow Chart……………………………………………………………………………….10
Chapter 3 – Process Overview................................................................................................11
Step- 1 – Create Maintenance Notification...........................................................................12
Step 2 – Create Maintenance Order...................................................................................20
Step 3 – Release Maintenance Order.................................................................................26
Step 4 – Change Maintenance Order (with Reservation no. ………………………………....27
Step 5 – Goods Issue...........................................................................................................29
Step 6 – Order Confirmation.................................................................................................32
Step 7 – Technical Completion of Order ………………………………………………………..34
Step 8 – Order Settlement………………………………………………………………………..35
Step 9 – Business Completion of Order ………………………………………………………..39
Step 10 – Open Closed Maintenance Notification….…………………………………...……..40
Reports Overview……………...………………………………………………………..41
PURPOSE
To create and process maintenance notification and order to inform and carryout any
maintenance request/job.
SCOPE
Applicable for General/ Routine maintenance processing at EEP.
PROCESS NUMBER
PM_BP_02.
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RESPONSIBILITY
Instrument HOD has the overall responsibility to ensure the implementation of this process
ICONS
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
Save
TECO (technically complete)
Release
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INTRODUCTION
This user manual provides information on general concepts and specific instructions on how to
use the SAP Plant and Maintenance for GO
The manual is intended to serve a training manual and also a reference.
INTENDED AUDIENCE
This manual shall primarily be used by;
Generation and Operation (GO) Department
GO Maintenance team
Transmission Substation Construction department personnel
Generation Operation department personnel
Transmission, Substation Operation and Maintenance department personnel
Management and staff members in all other departments who must carry out Plant and
maintenance related activities.
MAIN TOPICS TO BE ADDRESSED
The manual covers the following topics……
1. Notification Creation
2. Work Order Creation and Processing
3. Material Assignment and Goods Issue
4. Order Confirmation on completion
5. Technical Completion of Order
6. Settlement of Order cost
7. Business Closure of the Work Order.
OUTCOME EXPECTED
After completing this training, the trainee is expected to be able to carry out the Breakdown
Maintenance Process using the SAP S/4HANA system.
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GETTING STARTED
SETTING UP SAP
Do the following to check whther you have SAP set up on your PC or not.
- E.g. Click the Start icon, , and check if the SAP application
is in the list of applications
- Alternativel, if you are going to access the SAP using the internet, ….
- …
-
If SAP is not set up on your PC, talk to your system administrators.
STARTING SAP
The SAP may be started in 2 ways;
From an icon on the desktop
From the Programs list
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TO START SAP FROM AN ICON ON THE DESKTOP
1. Double click the SAP shortcut icon on your desktop.
2. Key in your user name and password in the following dialog box
3. Click OK.
TO START SAP FROM THE PROGRAMS LIST
1. Click the Windows Start icon at the bottom left of your screen ..
2. Click SAP Front End -
3. Click SAP Logon -
4. If there are several versions, select the version you want to start
5. Key in your user name and password in the following dialog box
6. Click OK.
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ERROR MESSAGES AND PROBLEM RESOLUTION
This section lists known problems in using the SAP so that the users can understand the
messages and either recover from the problems themselves or clearly report the problem to
technical support personnel.
The following general steps are followed:
Error message Error message text What to do for its resolution
code
55 Fill out all required entry fields Fill the mandatiry fields
58 Entry XXXX XXX does not exist in Check for the correct entry in the
T024I (check entry) system
IW426 Forward scheduling: Please enter Maintain the Basc start date and Basic
start date Finish Date under Header Tab of the
Order
NA Please mention the Department under Maintain the Vertical Group under
department tab Department Tab of the Order
IW557 Order cannot be released: settlement Maintain the Cost Center in the order in
rule not maintained
case of manual
CO010 Material 6000000006 not found in Check for the Material Code, if the
plant GGB1 (check entry) material is not in the respective Plant
get it extended from material
Management Team
M7064 Document 0000045533 does not Check for the Order Release, if not
contain any selectable items Released then Release it and proceed
M7018 Enter Stor. Loc. Enter The Storage Location
M7021 Deficit of SL Unrestricted-use 34- EA : Check for the Stock available under
000000006000001257 GGB1 GG11 unrestricted.
RU049 Order 2100000198 is already Order already confirmed
confirmed
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DEFINITION OF TERMS, ACRONYMS AND ABBREVIATIONS
Term/ Acronym / Description/Definition
Abbreviation (in
alphabetical order)
SAP SYSTEM APPLICATIONS AND PRODUCTS IN DATA PROCESSING
GUI GRAPHICAL USER INTERFACE
PM PLANT MAINTENANCE
EAM ENTERPRISE ASSET MANAGEMENT
T-CODE TRANSACTION CODE
TSO TRANSMISSIONS & SUBSTATION OPEARATIONS
GO GENERATIONS AND OPERATIONS
TSC TRANSMISSION & SUBSTATION CONSTRUCTION
GNC GENERATIONS & CONSTRUCTIONS
ENGG ENGINEERING (CENTRAL)
EEP ETHIOPIAN ELECTRIC POWER
ORG. ORGANIZATION
BPML BUSINESS PROCESS MASTER LIST
KDS KEY DATA STRUCTURE
RICEFW REPORTS, INTERFACE, CONVERSIONS,
ENHANCEMENTS, FORMS AND WORKFLOWS
FM FLEET MANAGEMENT
TECO TECHNICAL COMPLETION OF ORDER
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PROCESS FLOWCHART
Planned Maintenance (Shutdown/ Breakdown) Process
Process Start / End
Activity on SAP
Decision
Event
Manual Input
Manual Opration
Start End
Yes
Holders
Receive Failure/
Stake
Create
Identify
Login Access? Notification M1 -
Requirements
Work Request
WCM (Permit
Assignment)
Assign the
Isolation Identify the
Isolation
Assign Work Required ? YES Isolation
Assign Work Condition Condition to
Permit Permit
Approval
(Applications)
NO
(Permit Approval)
WCM Approval
Initiate
Permit Approval Work Approval Approval
YES Process
No
Permit
Required ? NO
Release Reservation
Maint Departments
Inform Maint Create M1- Work Review Maint. Order Create Maint. Component Stock
Yes Maintenance Yes Yes Created Against
Dept Request Notification
Required ? Order PM02 Type Required? Available?
Order Work Order
No No No
Close Notification Purchase Requisition
External/ Service
Yes Created Against
Request
Work Order
No
Update Technical
Complete Work
findings In M1
order PM02
Notification
Technician
Execute Work
Purchase Order Goods Issue
MM
GR/ SES process Against Purchase process by MM
Requisition Team
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PROCESS OVERVIEW
The PM Breakdown maintenance process shall consist of the following major activities:
1. Raising of breakdown notification by Dept. to notify the responsible
Maintenance department/ main work centre.
Based on effect on Object, Breakdown notification shall need to be
prioritized by assigning correct priority.
a. Breakdown which directly affects the Equipments or cause safety threat to
man will be given ‘1-very high’ priority and required to be attended within 24
hours.
b. Breakdowns which are related to equipment which are indirectly related to
production/generation and do not cause immediate production/generation
loss shall be given priority ‘2-High’. Such jobs are required to be attended in 3
days.
c. Breakdowns related to equipment which are not directly or indirectly related
to production/generation but are important otherwise, shall be given priority
‘3-Medium’. Such jobs are required to be attended in (1+2) days.
d. For other jobs priority shall be given ‘4-Low’. Such jobs are required to be
attended in (2+3) days.
The notification will be raised by user department only.
2. Receipt of Notification by individual dept. for dates scheduling.
Scheduling approval of breakdown notifications by department
hierarchy.
3. Notification release (Put in process) by maintenance dept.
4. Release of order after approval by authorized persons (as per user status profile).
5. Materials Reservation no. to be given to purchase and stores dept. for issuing
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materials from store by maint. dept.
6. Issue of materials from store by purchase and stores dept.
7. Execution of work at site by internal manpower and/or external agency.
8. Time confirmation of order operations by maint. dept.
9. Entry of technical findings (Damage, cause, tasks etc.) and Malfunction end time in
the notification by maint. dept.
10. Technical Completion (TECO) of order.
11. Month-end settlement of maint. order by concerned dept.
BUSINESS PROCESS PROCEDURE:
CREATE NOTIFICATION: -
You use this application component in maintenance processing in the event of a
malfunction or exceptional situation to:
Describe the exceptional technical condition at object
Request the maintenance department to perform a necessary task
Document work that has been performed
Maintenance notifications document maintenance tasks completely and make them available
for analysis in the long term. You can use them for preliminary planning and execution of
tasks.
USE
A defect has occurred, and you create a Notification. You enter a brief description of
defect, Equipment on which defect has occurred, optionally the detail description in
subject long text and task required to be done.
PROCEDURE
1. Access the transaction choosing following navigation options:
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SAP menu Logistics? Plant maintenance? Maintenance processing?
Notification? Create (General)
Transaction code IW21
2. On the screen Create PM Notification: Initial Screen, make the following entries:
Field name Description R/O/ C User action Comment
and values
Notification type R M1 Notification type M1 is for
General reporting, Select from
dropdown list (F4 help for the
field).
STEP-1:
IW21- CREATE MAINTENANCE NOTIFICATION
Enter the notification type: M1 Breakdown Notification
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Choose or press ENTER.
On the screen Create Notification: Notification-general, enter the following
entries as specified in the table below and depicted in the screen shots:
(Note: In the table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)
Field Name Description R/O/C User Action and Values Comments
Notification Notification short text R Enter a short text. Long text is
(short text) (or title of the GO available, if
notification) needed.
Functional Functional Location C Enter a functional Can be
Location number for which the location number, if determined from
notification refers known or select from F4 the equipment
help.
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Equipment Equipment number for C Enter an equipment
which the notification number, if known or
refers (reference object) select from F4 help.
Assembly Material or assembly num O Enter a material or
from the BOM assembly BOM.
Description Long text description O Enter a long text for It is also used for entering
detail explanation comments at any stage of
of defect or entering notification processing by
comments. different persons. The person
name and time is logged with
each comment.
Planner Group Group responsible for R Enter Will be automatically
planning tasks department and determined from the reference
maintenance object.
plant.
Main WorkCtr Work center R Enter a work Will be automatically
responsible for the center and determined from the
completion of the maintenance reference object.
maintenance tasks plant.
Reported By Person who reported O
request/problem
Notif.Date Date and time the NA Defaults to current date and
request/ problem Noted time.
Breakdown Indicator for R Check the indicator. Used for technical
breakdown reporting.
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Malfunction Malfunction Start date R Defaults to current date Is editable if reporting
Start & time and time. the BD at a later
time.
Malfunction Malfunction end date NA at this stage.
End & timer
If required, then postpone it.
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Enter the order short description, equipment
Reported by, long description and Check the breakdown indicator.
System will take the current malfunction start date and time by default.
Press Enter.
Release the notification by clicking the icon
Save the notification.
Notification number generated by system.
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The General notification should not be saved until following entries are maintained.
One reference object- either Functional location or Equipment
Breakdown indicator
If some required entry is missing, then system gives suitable error message. In such
event, press ENTER key and maintain the missing data and save the notification again.
Release of Breakdown notification by maintenance:
Use
The maintenance department will receive and act on the notifications.
1. Go to change notification
Access the transaction choosing one of the following navigation options:
SAP menu Logistics? Plant maintenance? Maintenance processing?
Notification? Change
Transaction code IW22
2. On the screen Change PM Notification: Initial Screen, make the following entries:
Field Description R/O/C User Actions Comments
Name and Values
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Notificatio n Number of the R Enter the notification
notification to number
be changed /
updated
Press ENTER key Alternately, click on the
green check mark icon
or press the
notification button.
(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =
Conditional)
1. Notification will be Released.
After Opening the Notification Maintenance Department will check the Notification
data e.g. Planner group, main work center, Priority of the job etc. If any change in the
data is required, then that will be changed otherwise If no change is required then the
Notification will be Put in Process (Released).
Click Green Flag button at top left of the screen to put Notification in process as shown in
the above screen.
Creation of breakdown maintenance order from notification by maintenance
dept.
Use
After releasing the Notification, the maintenance department will do the planning and
therefore create an order to act upon the notifications.
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STEP-2: (CREATE MAINTENANCE ORDER)
Procedure
Process continues from the previous screen.
1. An Order can be created directly from the Notification screen. To create
an Order directly from the notification screen click create order.
Fill the relevant order type and press enter.
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Enter maintenance order short text
Enter the person responsible
Enter the estimated costs and PM Activity Type and Priority
Enter the malfunction start and malfunction end date and time
Enter Operations to be performed and work involved in activity
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Go to the components TAB
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Enter the material code, quantity and item category and press Enter. The system
will fill rest of the Entries automatically.
Select the operation number in which the material is to be assigned and press Enter
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Go to the cost tab and click on the determine cost icon to determine the planned
cost.
Now planned cost is visible in maintenance order.
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Go to the Department’s tab and select the Department from the drop down
SAVE the order
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STEP-3: (IW32): CHANGE MAINTENANCE ORDER (RELEASE ORDER)
Go to the transaction code IW32
Click on the release icon to release the notification
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STEP-4:
(IW32) CHANGE MAINTENANCE ORDER (WITH RESERVATION NUMBER)
Enter the material code no if known or select the material from the drop down
and enter the required quantity as per the requirement. Then press enter, now
system will ask you for which operation you want to assign this material as shown
below, either enter the operation no or click on operation list and select the
desired operation.
Click on components tab and select the components.
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Click on General data tab.
Now, goods will be issued on this reservation number by stores.
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STEP-5 (MIGO) GOODS ISSUE AGAINST RESERVATION NUMBER)
Issue of material from the Store by Purchase & Stores dep’t
Use
If any materials have been assigned to any operation in the order, and if those materials
are available in the store then store person will issue that material against the reservation
no. generated for that order.
Procedure
Store person will run transaction MIGO and enter the reservation no. there and then will
issue the material against that reservation no.
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Select Goods Issue, Reservation
Enter the reservation number
Press Enter
Check the item ok box at the bottom of the page then click on check at the top and
post to issue the goods.
If all entries are ok. System will generate a message.
Press SAVE.
System will generate a document number.
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Goods issued on maintenance order and same is reflected in status as shown below.
When the material gets issued from the store order status will change to GMPS.
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STEP-6 (IW41) ORDER CONFRMATION
Time confirmation of order operations by responsible Dept
Use
After executing the actual work only, the actual time consumption for each operation
will be known. Then you will have to confirm to the system that how much time was
taken for each operation.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP menu Logistics > Plant maintenance > Maintenance processing >
Completion
confirmation > Entry Individual time confirmation
Transaction code IW41
1. On the screen Create PM GO order confirmation: Initial screen, enter the order no.
as shown below and then press enter or click button.
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Once the time confirmation is done.
Click on
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STEP-7 (IW32) CHANGE MAINTENANCE ORDER (TECO)
Click on TECO and SAVE the order.
After an order has got status TECO, no changes can be done in the order.
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STEP-8 (KO88) ORDER SETTLEMENT
Settlement of the order by Finance at month end
Use
At the month end finance dep’t will open the orders which are technically completed and
settle them, after the se settlement the actual cost of the order will be transferred to the
cost centre, and actual cost of the order will become zero.
Enter Controlling Area: EEP1
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Enter Order number
Enter settlement period
Enter Fiscal year
Remove Test Run check button.
Execute
Order settlement done.
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Go to the change mode of order by IW32 to check the settled cost and business closure
Enter Order number and press enter
Go to the cost tab and click on Rep. Plan/Act to check order got settled.
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STEP-9 (IW32) BUSINESS COMPLETION (Closing the maintenance order)
Click on complete (business).
After this activity the order will be Business completed and the notification will be closed.
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STEP-10 IW22: OPEN CLOSED MAINTENANCE NOTIFICATION (In process again)
Enter the notification number
Click on in process again button if you want to open the closed notification.
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Reports Overview
Notification Reports
Transaction code IW28 Change Notifications
IW29 Display Notifications
IW28: Change Notifications: Selection of Notifications
1. Fields to filled as per Required search
2. Click on execute
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List of Notifications is generated:
Click on any Notification which needs to be changed.
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IW29: Display Notifications: Selection of Notifications.
Click on Execute.
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List of Notifications is generated:
Maintenance Orders Report
Transaction code IW38 Change GO Orders
IW39 Display GO Orders
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IW38: Change Orders
1. Fields to filled as per Required search
2. Click on execute
IW39: Display PM Orders
1. Fields to filled as per Required search
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2. Click on execute
List of Orders Generated in Display Mode
END
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