Module 6.

SAP Plant Maintenance

Work Order Overview

Version: V1.0

Date: 24/04/2013

Course Content

To go directly to a particular section, click

on hyperlink
1. Work Order

Definition
Order Type
PM Activity Type (TO Code)
Work Order Process Flow
Menu Path for Create, Change and Display Work Orde

2. Display Work Order

3. Work Order Document Flow
4. Work Order Action Log
5. Work Order Status
6. Display Work Order List
List Display using IW39
List Editing using ZIW38
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Work Order

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3

Work Order: Definition

What is a Maintenance Work
Order?
A maintenance order helps to plan and manage the
execution of maintenance work in SAP.
Main Features of maintenance work order:
Planning maintenance tasks
Planning the resources (both labour,
materials,...)
Monitoring the progress of work
Settling costs of maintenance tasks
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Work Order: Type

There are 5 types of Work Order. The Order type
determines the origin, the content and other
features
ofin
the
work order.
Order
Types
SAP:
O1 - Unscheduled work
(covers unscheduled regular work orders of a
value less than US$50,000 & that are covered
in the regular maintenance budget).
O2 - Planned & Scheduled work
(covers planned & scheduled regular work
orders of a value less than US$50,000 & that
are covered in the regular maintenance
budget).
O3 - Undertaking Maintenance Work
(covers work orders (both unscheduled or
planned & scheduled) of a value greater than
US$50,000 & that are covered in maintenance
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Work Order: Type

Order Types in SAP:
O4 - Investment work order
(covers work that is subject to budgetary control
from investment (capital) expenditure).
O5 - Standing work order (SWO)*
(covers on-going work of an minor maintenance
nature. They involve limited intervention &
coordination with the operations & other
departments & by their nature are considered in
a very low risk category with regard to work
permitting. They are covered in the regular
maintenance budget).
*WO type O5 will only be created by the
Methods & Reliability dept.

Work Order: PM Activity Type /

Type of Operation (TO Codes)
Definition
The Plant Maintenance activity type is used to
further define the nature of work being performed
This field will be used to define the WBS element(*)
It is a two character code that is linked to the order
type
Each order type will have its own PM Activity Types
(*) Classification
for Maintenance Cost
(TO Codes)
Reporting.
Some examples:

Notification and Work Order:

Process Flow

Operations
Maintenance
Coordinator

Maintenance
leader

End Job

Close Job

Planner

Scheduling

Area
Maintenance
Supervisor

Record
Labour hours

NO
Create
Notification

Accept
Job?
DAILY MEETING - Agree Finish Date
Approve
Job
Request

Create
Work
Order

Execute
Jobs

Plan
Work
Order

Approve
Planning

Schedule
Daily
Jobs

WEEKLY SCHEDULING MEETING

Produce
Weekly
Schedule

Work Order: Menu Path

Use the following transaction path to create,
change and display a Work order.
SAP-menu
Logistics
Plant Maintenance
Maintenance Processing
Order
IW31 - Create
IW32 - Change
IW33 - Display

Display Work Order

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10

Work Order: Display

Use transaction iW33 to display a Work
Order.
Notification on
which the Work
Order is based

Enter Work Order

Number
Values populated
from notification
Required End date
from Notification will
be copied in Basic
Start and Finish date
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Work Order: Display

The Operations tab screen shows the number of
operations, control key (internal or external
resource) & Operational Work Center.
Number of people
required for the
operation

Operation #

Control key
(internal or
external
resources

Operational
Work center
2 people for 4 hours
= 8 hours of work

All durations are now expressed in

hours

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Work Order: Display

System
Condition

An X is entered in the System Condition column against

the operation which when completed allows the
equipment to be back in service.
The X is used in the calculation of Maintenance KPIs .

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Work Order: Display

The Components tab screen shows the List of
components required to execute the
maintenance task.

Operation
number to
which this
component
is linked

Material
number

Required
Quantity

Item required is
managed in stock.
Will create a stock
reservation.

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Work Order: Display

Planned
Cost

Actual
Cost

Planned Cost will get updated once the planning is

completed.
Actual Costs will get updated after:
Material is withdrawn from stores
Actual hours taken to complete the operation is recorded
Goods receipt or Service Entry Sheet is posted

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Work Order: Display

Click to drill
down further
into cost detail

Planned
Cost

Actual
Cost

Order
balance
Cost posted to the respective
cost center (after settlement)
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Work Order: Display

WBS Element is populated

automatically (except O4 Investment Maintenance
Work Order type)

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Work Order: Display

Area Maintenance Leader enters

comments here.
Example: Comments for Planner,
During Planning Approval, etc,.

The Achieved Finishing Date refers to

the date on which the equipment was
made available to Operations. This field
will be populated automatically.

Planner enters
important notes about
scheduling constraints

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Work Order
Document Flow
Action Log
Work Order Header Status
Work Order Operation Status

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Work Order: Document Flow

Document flow retains changes made to a Work
It can !!
be accessed by clicking
Order
button
Transaction
iW33

Note:
The
document
flow can also be
viewed in iW32
(Change order)

Tip!
To view a particular
document, select it and click
on Display document button.

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Work Order: Action log

Action log retains changes made to a Work Order
It can
!! be viewed via
Transaction
menu path:
iW33
Extras
Documents for Order
Action logs

Tip!
Youll find the creators
ID here as well.

Back to Table of Contents

Note:
The action log can also be viewed in iW32
(Change Order).
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Work Order: Header Status

The Work Order Status indicates the phase of life cycle
of the work order. To access the Status, click on the
information button.
Transaction
iW33

There are 2 status types:

System status
User status
System Status:
The System Status is set
automatically during the
different phases of the
notification.
Back to Table of Contents

User status

System
status

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Work Order: Header Status

User Status:
Some user statuses are set automatically and
some are set manually.
To set a status manually the user sets/ticks the
suitable status.
The User Status can be divided
into:
Status with status number
(Only one status can be set at a time)
These user statuses are normally set
automatically by the system.

Status without status number

(More than one status check box can be
ticked at the same time)
The majority of these user statuses are
normally set manually by the user.
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Work Order: Operation

Status
The Work Order Operation statuses
indicates, in which phase of its life cycle an
operation is.

Highlight
the
operation

Click to view
status of the
selected
operation

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Work Order: Operation

Status

Some user statuses are set automatically and

some are set manually.
To set a status manually the user sets/ticks the
suitable status.
There are different types
of User Status :
Statuses with status number
(Only one status can be set at a time)
These user statuses are normally set
automatically by the system.

Statuses without status number

(More than one status check box can be
ticked at the same time)
The majority of these user statuses are
normally set manually by the user.
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Work Order: System Status

Main system statuses:

CRTD
REL
NMAT
MSPT
PRC
MANC
CSER
PCNF
CNF
TECO
NTUP
SETC

Created
Released work order
Work order without items
Missing spare parts
Planned costs calculated
Mat. Availability not checked
Error upon cost calculation
Hours of at least 1 operation are confirme
All worked hours are confirmed
Order technically closed
Dates are not updated
Settlement rule created
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Work Order: User Status

User statuses to be set manually:
RFR
Ready to be released
DFD
Deferred date
BLCO
Block time confirmation
CAN
Cancelled work order
Automatic user statuses:
PSCH

Work order partially scheduled

At least one operation have the status SCH
SCH
Work order scheduled
If all operations have the status SCH
FIN
Work order executed
If all operations have the status FIN or CNF
CET
Critical Equipment Team
If it is identified as Critical Equipment in
Functional
Location Master data
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Work Order: Process Overview

Area Maintenance Leader
Order
creation

INIT
INIT

Planner and Scheduler

Order release
CRTD
CRTD

Execution of
works

Order
planning

CRTD
CRTD

RFR
RFR

REL
REL

End of order
planning
Order scheduling

RFR
RFR

All
operations
scheduled
?

No
INIT
INIT

Maintenance

SCH
SCH

Costing
Partial
INIT
INIT

Hour confirmation
for completed
operations

PSCH
PSCH

Yes

CNF
CNF

Print works
Technical closure
of order
TECO
TECO

Accounting

Work Completion

Financial
closure of
order

FIN
FIN
FIN
FIN
FIN
FIN

Operation 0030
Operation 0020
Operation 0010
SCH
SCH

or

PSCH
PSCH

CLSD
CLSD

FIN
FIN

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Display Work Order List

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Work Order List

Use the following transaction path to List
Maintenance Work Orders:
Menu SAP
Logistics
PM maintenance
Maintenance processing
Order
Order List
IW39 Display
ZIW38 List Editing: Change
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Work Order: List Display

You can search Work Order using various
parameters (e.g. Order Status, Order type,
Functional Location, Equipment, Planning Plant,
Execute
Transaction
etc.)
Order Status: Outstanding
iW39

Order Type: O2
Planning Plant: M100
Plant Section: Provide your respective
area from the drop down (e.g. A81 for
Area 8 ISBL)

Note:
If you want to search with
Functional Location and if you
know part of the data, the
wildcard ( * ) will help in
finding the rest. E.g. AA-861S1*
will
find
all
the
notification created against
functional locations which
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begin with AA-861-S1.

Work Order: List Display

To view the details of Order(s), select the
row(s) and click on Order button.
Display
order

List of orders meeting the search

criteria is displayed

Select
row

Click to go back to
Display PM Order
screen

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Work Order: List Editing using

Variant
Transaction
ZiW38

Get Variant

The Work Order search

screen contains many
fields, so creating a
search that will return the
required results is very
complex.
A comprehensive set of
search
have
been
created/
saved
which
should meet all your
search requirements.
These saved searches are
called variants and can be
retrieved by clicking on33

Work Order: List Editing using

Variant

Maintain
search value

A81 corresponds to Area 8 ISBL

A82 corresponds to Area 8 OSBL

Execute

Choose

Choose the Variant

as per the
requirement

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Work Order: List Editing using

Variant
The screen will be populated with the search
parameters of the variant you selected. In this
example, Variant AA-A8-310 Display Work Orders for
Area 8 ISBL which are ready for release.
Transaction
Execute

ZiW38

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Work Order: List Editing using

Variant
The screen displays the list of PM orders matching
the search parameters.
To view the details of Order(s), select the row(s) and
click on Order button.

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