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S43400
Exploring Advanced Functions in
Maintenance Processing

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PARTICIPANT HANDBOOK
INSTRUCTOR-LED TRAINING
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Course Version: 26
Course Duration: 1 Day(s)
Material Number: 50164626

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Contents

vii Course Overview

1 Unit 1: Using the Phase Model

3 Lesson: Describing Benefits

7 Lesson: Initiation and Screening
11 Lesson: Planning, Approval and Preparation
17 Lesson: Scheduling, Execution and Completion
21 Lesson: Customizing the Phase-Based Process

35 Unit 2: Managing Inspection Checklists

37 Lesson: Managing Inspection Checklists

43 Lesson: Customizing Checklists

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Course Overview

TARGET AUDIENCE
This course is intended for the following audiences:
● Project Manager
● Project Stakeholder
● Application Consultant

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UNIT 1 Using the Phase Model

Lesson 1
Describing Benefits 3

Lesson 2
Initiation and Screening 7

Lesson 3
Planning, Approval and Preparation 11

Lesson 4
Scheduling, Execution and Completion 17

Lesson 5
Customizing the Phase-Based Process 21

UNIT OBJECTIVES

● Describe benefits of phase model

● Create, prioritize, and accept a request
● Plan, approve, and prepare an order
● Perform scheduling
● Perform execution, post execution, and completion
● Customize the phase-based process

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Unit 1: Using the Phase Model

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Unit 1
Lesson 1
Describing Benefits

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Describe benefits of phase model

Benefits of the Phase-Based Process

Figure 1: Benefits of the Phase-Based Process

The comprehensive phase-based process supports you in the maintenance of technical

objects. Maintenance requests and orders are processed according to nine phases.
All maintenance orders of the Reactive Maintenance and Proactive Maintenance order types
are processed with additional planning, approval, preparation, scheduling, and execution
steps that are also reflected in additional system statuses.

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Unit 1: Using the Phase Model

Processes using the Phase Model

Figure 2: Processes Using the Phase Model

The following processes support the phase model:

● Reactive Maintenance: The process that involves this order type allows you to perform
maintenance of technical objects whenever a breakdown or a failure occurs. This process
helps you reduce an asset’s downtime and increase productivity.
● Proactive Maintenance: The process that involves this order type allows you to prevent the
failure or breakdown of an asset by implementing preventive maintenance and using
proactive measures. This ensures that the assets are well utilized and are available. It
encourages optimal performance of assets and reduces cost by minimizing breakdowns.
● Improvement Maintenance (4VT) : Perform and track work that leads to improvement of
assets such as redesign, upgrades etc. - integrated with Project Management (Supports
the phase model).
● Operational and Overhead Maintenance (4WM): Record activities such as training,
development, documentation, routine work, and so on (Supports the phase model).

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Lesson: Describing Benefits

Phases and Subphases

Figure 3: Phases and Subphases

Phases
All maintenance orders of the Reactive Maintenance and Proactive Maintenance order types
are processed with additional planning, approval, preparation, scheduling, and execution
steps that are also reflected in additional system statuses.

Phase Control Codes

Phase control codes allow you to control the transition of phases. If you activate a phase
control code for a maintenance order for blocking a phase, the system will not allow you to
transition to the phase until you deactivate the phase control code. Phase control codes can
be activated for order headers and operations.
As of SAP S/4HANA 2023 you can control the validity of phase control codes.
The business or legal requirements might have changed in a way that a previously configured
phase control code becomes irrelevant. To depict this, you can determine the validity of a
phase control code. You can indicate whether the phase control code is still valid (Valid), will
no longer be used in future (Deprecated) or is an invalid entry (No longer valid).

LESSON SUMMARY
You should now be able to:
● Describe benefits of phase model

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Unit 1: Using the Phase Model

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Unit 1
Lesson 2
Initiation and Screening

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Create, prioritize, and accept a request

Initiation and Screening

Initiation
During the Initiation phase, you can create maintenance requests for a technical object such
as an equipment or a functional location using the Create Maintenance Request app. You can
enter all necessary details to help in screening, processing, planning, and execution of the
request. You can also include attachments and links. The app allows you to view open
requests of a technical object. Until a maintenance request is submitted, the latest draft is
available.

Figure 4: Maintenance Request

Each maintenance request can be prioritized using one of the two options. You can select a
priority from the list or assess priority. The priority assessment is done based on a
combination of consequence categories, consequences, and likelihoods. Priorities can be
assessed only if prioritization profiles are maintained for a combination of maintenance plant
and notification type.
When you submit a maintenance request, the new request is available in My Maintenance
Requests app. Only your requests are displayed. The requests are grouped and displayed
based on their processing statuses. You can view the requests that you submitted, the
requests that have been sent to you because information was insufficient, the requests that
were rejected, and the requests that have been completed. If you have a request that requires

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Unit 1: Using the Phase Model

additional information, edit the request and resubmit it for screening. From this app, you can
also navigate to Create Maintenance Request app to create a new request.
When you enter details to create a maintenance request and exit the app without submitting
the details, the maintenance request is saved as a draft.
As of SAP S/4HANA 2023 it is possible to create several drafts by saving the existing draft
and creating an new one. The My Drafts button allows you to view all your drafts in the My
Maintenance Requests app.
As of SAP S/4HANA 2023 you can upload a document, add a link or assign an existing
document to the maintenance request. Two predefined document types are available – YP1
and YP2. If you configure a document type in the configuration activity Define DMS Document
Types, the document type that you define will be available for selection in the dropdown list.

Screening
The submitted maintenance request moves to the Screening phase. Here, maintenance
requests are screened and accepted.
As a supervisor, you can review all the open maintenance requests in the Screen Maintenance
Requests app. If information is insufficient, you can send the request back to the initiator.
When the initiator provides information and resubmits the request, you can review the
request again.
In the home screen of the app, the maintenance requests are grouped according to their
statuses (Open, Accepted, Rejected, Action Required, and Completed). By default, open
requests are displayed.

Notification Processing Context

Definition
Notification processing context allows you to create maintenance requests that do not have
to follow all the nine steps of the maintenance process. Based on the notification processing
context, the maintenance request can receive exception and skip few steps of the
maintenance process.

Figure 5: Notification Processing Context

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Lesson: Initiation and Screening

Prerequisites
You should be using the nine-phase maintenance process.
You need to ensure that the business catalog SAP_EAM_BC_EXCP_MREQ_MNG_PC (EAM –
Maintenance Notification Exception Process) is assigned to your role. This catalog has the
restriction type Notification Processing Context (IEXCP_MN).
Maintenance requests work with so-called restriction types:
● 01 (emergency work)
● 02 (minor work)

Emergency Work
When an asset requires immediate maintenance or urgent repair work, you can create a
maintenance request for emergency work. This request will get accepted without the need for
screening. This reduces the time it takes for a maintenance request to be accepted for
processing and prevents delay in the maintenance work. This also saves the situation from
greater damage.

Minor Work
In a minor work, you create a maintenance request with Minor Work as the notification
processing context. The minor work maintenance request will be accepted as soon as you
submit it. You can record malfunction details and complete the maintenance request.

Note:
Minor work is used to record malfunction data for maintenance issues that can be
fixed immediately and do not need a maintenance order.

LESSON SUMMARY
You should now be able to:
● Create, prioritize, and accept a request

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Unit 1: Using the Phase Model

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Unit 1
Lesson 3
Planning, Approval and Preparation

LESSON OBJECTIVES
After completing this lesson, you will be able to:
● Plan, approve, and prepare an order

Planning
The Planning phase begins when a maintenance request is accepted. The accepted
maintenance request is now known as a maintenance notification. As a Maintenance Planner,
you can now create and plan orders.
When you create an order, the order is in the phase Planning and subphase In Planning
(Order). Depending upon the configuration of the order type (Activate Workflow for Order
Type), an order needs a cost approval. An order can be released without an approval if the
order type is not configured for workflow. If the workflow is configured for the order type, the
order goes through the workflow steps for approval. If the workflow is configured for
automatic approval, then the order is approved immediately. If workflow is set up for manual
approval, it will move to the approver's inbox.

Figure 6: Planning

The submitted order moves to My Inbox app. When an order is submitted for approval, the
phase and subphase of the order are Approval and Submitted for Approval (Order)
respectively. If the order is approved, then the subphase of the order is Approved (Order). If
the order is rejected, then the subphase is Rejected (Order).
You can release the accepted maintenance orders for preparation. You can edit a rejected
maintenance order and submit it for approval. It moves to the Approval phase.

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Unit 1: Using the Phase Model

Material Availability Check

Figure 7: Material Availability Check – Extended Template

You can use the Schedule Material Availability Check app to execute material availability
checks for several maintenance orders. You can also schedule these checks as a recurrent
batch job. The Material Availability Check for Maintenance Orders template enables you to
reassign committed stock from one maintenance order to another of higher priority and
urgency.
To check the availability of the required stock components and reassign required material,
proceed as follows:
● Create a new job and select the Material Availability Check for Maintenance Orders
template.
● After having defined the Scheduling Options, select values for the filter parameters and
thereby determine which maintenance orders shall be included in the ATP run (various
selection parameters incl. start/end date).
● Select one or more process phases. The system only includes maintenance orders in the
ATP run that belong to one of the selected phases.

Note:
To use process phases, you need an order type with activated phase model.
The availability check can also work with order types for which the phase model
was not activated.

● Select one or more execution stages.

● Determine the scheduling options: checkboxes Reset Availability Data and Execute
Availability Check.

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