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Task Lists
Business Process Task List Management Task List and Order Configurable Task Lists Customizing

SAP AG

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Business Process

10 20 30 40 50 60

Switch off Dismantle Clean Reassemble

Material PRT Target time Inspection characteristic

Which operations have to be performed?

SAP AG

In your company, specific maintenance tasks are to be performed for all pumps at regular intervals. This work consists of a number of standard operations such as deactivation, safety check, disconnecting power supply of pump and so on. Therefore, these operations are grouped together in one maintenance task list which can be used repeatedly for different maintenance orders.

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Unit Objectives:
At the conclusion of this unit, you should be able to
Create task lists Assign material, PRTs and so on to

operations
Manage where-used lists Perform mass changes Analyze costs Copy task lists into orders Make the most important settings in

Customizing
SAP AG

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Topic Overview
Business Process Task List Management Task List and Order Configurable Task Lists Customizing

SAP AG

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Maintenance Task List Types

Equipment task list

A T

General maintenance task list

Functional location task list

SAP AG

The PM System provides three types of maintenance task lists. They are distinguished by an indicator: - Equipment task list (E) - Functional location task list (T) - General maintenance task list (A) Each type can be used for routine and for planned maintenance.

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Maintenance Task Lists: Organization

Group counters

Task list header Pump_Wtg. Group counter: 1

Plangruppe Plangruppe Pump_Wtg.

Pumps

Group counter = 3

Operation 10 Operation 20 Operation 30

Group counter = 2

Group counter = 1
R

SAP AG

The maintenance task lists in the PM System are combined into task list groups. A task list group contains all maintenance task lists with the same or with similar maintenance job steps. The maintenance task lists within a task list group are identified by the group counter which numbers the task lists within a group sequentially. The task list group is of particular importance for the general maintenance task lists because they are called up using the group number. The group number for general task lists can be assigned internally or externally. The group numbers for equipment and functional location task lists are only assigned internally. The PM System handles all the maintenance task lists within a group as a unit. Therefore, you should subdivide your maintenance task lists into several small groups to facilitate processing. The data volume that the system has to process upon access to a task list group will thus be reduced and the system response times will be shorter.

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Maintenance Task Lists: Number Assignment

K1-M01 Funct. loc. Task list group Counter 742 01 02 03 Internal number assignment 200125 Equipment Task list group 395 Pump_Wtg. Counter 01 02 03 04 Internal number assignment
SAP AG

Task list group Pump_Wtg.

Counter 01 02 03 04

Internal and external number assignment

R

Number assignment for equipment and functional location task lists

The numbers for equipment and functional location task lists are assigned internally. This means that the system assigns the number when you create the task list and informs you of the number under which the task list is saved. The first task list that you create for a particular piece of equipment or functional location is identified by a task list group number and a group counter. Further task lists for the same piece of equipment or functional location are identified by the task list group counter within the group. Number assignment for general maintenance task lists The numbers for general maintenance task lists can be assigned internally or externally.

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Maintenance Task Lists: Structure I

Plant Task list header Work center

Planner group Maintenance strategy

Operation 10 Operation 20 Operation 30

QM data Insp ecti on p o

3m on 6 m ths ont hs 12 mo nth s

ints
R

SAP AG

The task list header contains the following assignments: - Plant - Work center - Planner group - Maintenance strategy - QM data - Status - Condition of the technical system - Profile

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Maintenance Task Lists: Profile

General maintenance task list

Profile B

Profile A
Increment Unit Purchasing org. Currency . . . 0005 H 0001 US $

Operation 05 Operation 10 Operation 15 Operation 20

Time H H H H

SAP AG

It is quite often the case that particular fields contain the same value or data in different maintenance task lists. In order to reduce the time required to fill out these fields, you can create a profile. A profile contains standard information which is required in the same or in similar combinations during the processing of maintenance task lists. When you create a task list, you can specify the key for the profile containing the required data in the initial screen. The data is automatically entered in the new maintenance task list. The profile data can be overwritten at any time. Profiles are maintained in Customizing.

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Maintenance Task Lists: User Fields

Gen. maint. task list Preventive maintenance: Diesel locomotive
05 Operation
Field key 1 Drive: Transmission: Rail gauge: Tract. power: Last check: Usage Hydropneum. Shaft 1435 mm 38 tons 01.10.1993 Pers.

Field key 2: Motor

Text (20) Text (10) Quantity Gear shift Mount Power

Field key 1: Diesel locomotive

Text (20) Text (10) Quantity Value Date Indicator Control type Transmission Rail gauge Tractive power Last check Usage Pers.
R

SAP AG

User fields constitute additional, user-specific data in the maintenance task list which are assigned at operation level. User fields are maintained in Customizing. User fields are: 10 or 20-character text fields Quantity fields Value fields Date fields Indicator fields

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Control of Operations
Internal processing

Task list header

Control key PM01 Content: Work center Standard text key Work required Oper. duration Wage data

Operation 10
Sub-operation 10 Sub-operation 20

External processing Control key PM02 Content: Vendor Purchasing grp Net price Purchasing org.
R

Operation 20 Operation 30

Info record
SAP AG

The control key defines whether an operation is to be processed internally (own labor) or externally (external labor). Control keys are maintained in Customizing.

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Maintenance Task Lists: Component Assignment

Task list header
is t ture l struc Using

Operation
Operation 10
Sub-operation 10 Sub-operation 20

Using structure graphics

Dire ct as

Operation 20 Operation 30

mat eria l nu mbe r

SAP AG

You can assign material components to the operations in the maintenance task lists. On the one hand, you can retrieve these material components from the bill of material for the maintenance object (equipment, functional location or header assembly) which is assigned to the maintenance task list. In this case, the bill of material corresponds exactly to the content of the structure list. On the other hand, you can freely assign materials, which are not listed in the bill of material for the maintenance object, to the maintenance task list directly. In this case, the assignment is made using the material number. The material components assigned to the maintenance task list are copied into the maintenance order when the maintenance task list is exploded in the maintenance order.

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General Task Lists: Component Assignment

Gen. maint. task list
Assembly 1 Bill of material Assembly 1 Material Operation 10 Operation 20 Operation 30 Material Assembly 2 1 2 Bill of material Assembly 2 Material Material 3 4

SAP AG

Material components in the general maintenance task list are assigned by the assembly in the general task list header. In order to assign material components to a general task list, you must therefore enter an assembly in the general task list header first. You can assign material components to a general maintenance task list from the assembly bill of material (assembly 1) or from the sub-assembly bill of material (assembly 2) or from the general list of materials. Once material components have been assigned to the general maintenance task list from the assembly, the assembly in the general task list header can no longer be changed.

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FL / Equipment Task Lists: Component Assignment

FL/equipment task list

Bill of material FL/equipment 1 FL/ Material Operation 10 Operation 20 Operation 30 Material Assembly 1 2 1 Bill of material Assembly 1 Material Material Material
R

3 4 5

SAP AG

You can assign material components from the bill of material for the functional location/equipment or from the bill of material for the sub-assemblies to functional location/equipment task lists. The material components you wish to assign to an equipment task list or functional location-task list do not have to be available in the bill of material when the assignment is made. You can also freely assign material. The system does not automatically add the freely assigned material to the bill of material. The initial bill of material is kept in its original form so that you can call it up again at any time. In order to enable the free assignment of materials for maintenance task lists, your system administrator has to specify a BOM usage for maintenance-relevant BOMs (for example usage 4 in the SAP standard system) within the Customizing for maintenance task lists. As soon as material has been freely assigned, no more changes may be made to the assigned BOM usage. Failure to observe this requirement may result in existing free material assignments being lost.

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Relationships
OP 010 OP 020 FS relationship

OP 010

OP 020

SS relationship

OP 010

OP 020

FF relationship

OP 010

OP 020

SF relationship

SAP AG

The chronological order and time-based dependency of the individual operations is very important for efficient planning and implementation of comprehensive maintenance work. Therefore, it is important to set up the individual operations for a maintenance task list with one another based on time. This means being able to link or network them to one another. For this, network technology and relationships are available in the system. A relationship describes the logical dependency between two operations in a maintenance task list. The relationship indicates whether an operation preceeds or follows another operation. The type of relationship defines how the individual operations are linked with each other. There are four types of relationship: - FS relationship: The end of an operation is linked with the start of the following operation. - SS relationship: The start of an operation is linked with the start of the following operation. - FF relationship: The end of an operation is linked with the end of the following operation. - SF relationship: The start of an operation is linked with the end of the following operation.

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Mass Functions: Where-used List

Usage work center 1: IH-Anleitungen IH-Anleitungen --IH-Anleitungen --- ----- --Task lists----- --------- ----- --- ----- --- ----- ----Work center 1 Work center 1 Pump_WTG 1 Pump_WTG 9 Pump_WTG 7

Work center 1 Work center 1

PRT

SAP AG

It is often necessary to work out the usage of work centers or production resources and tools (PRTs) in different task lists in order to be able to plan capacities efficiently.

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Mass Functions: Changes

IH-Anleitungen IH-Anleitungen --IH-Anleitungen --- ----- --Task lists----- --------- ----- --- ----- --- ----- -----

Work center 2

XX X X

PRT

Work center 1

SAP AG

Existing assignments of work centers and production resources and tools to task lists can be changed.

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Maintenance Task List: Cost Analysis

Task list header

Costs

Internal processing Op. 10: Mechanics 3hrs Op. 20: Electricians 1hr External processing Op. 30: Contractors 1hr

Internal processing:

$ 500

External processing:

$ 150

Stock material: Stock material 2 pc. material ABC Non-stock material 2 pc. material XYZ

$ 300

Non-stock material: Total:

R

$ 500 $ 1450

SAP AG

You can only execute the cost analysis program for one task list type. This means that if you want, for example, to determine the costs for equipment and functional location task lists, you must run the program once for equipment task lists and once for functional location task lists. You can either refer the cost analysis to complete maintenance task lists or single out individual operations (for example, all external processing operations). The following are all entered into the cost analysis: - All material costs - All costs for external processing - All costs for internal processing In the cost analysis, you can request a log which checks all the master data relevant to the calculation for completeness and consistency. The system checks, for example, whether all the activity types and valuation segments for the assigned materials are maintained. In the case of errors or inaccuracies, there are the relevant system messages in the cost analysis log.

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Topic Overview
Business Process Task List Management Task List and Order Configurable Task Lists Customizing

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Task List Transfer

Task list

Order 902059 1

PM01 Task list factor Work center: Mechanics Fct

X X

1 1

Operation 10 Operation 20

Operation 10 Operation 20 Operation 30 Operation 40 Operation 50 Operation 60 Operation 70

Operation selection

Change possible
R

SAP AG

To make creating orders for preventive maintenance much easier, existing task lists can be integrated directly into the order. As from Release 4.0, you will be able to change the work center. You can also determine how often an operation is to be executed: - For all operations using the task list factor - For individual operations using the factor (fct) in the operation

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Selection Procedure for Task Lists I

Order 902059

PM01

Pump_Wtg

Direct entry
Pump_Wtg 7

Operation 10 Operation 20 Operation 30 Operation 40 Operation 50 Operation 60 Operation 70

SAP AG

Task lists can be selected in different ways within an order. If the task list group and task list group counter are known, the task list can be selected by direct entry (as from 4.0A).

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Selection Procedure for Task Lists II

Selection of general task lists:
Pump_WTG Pump_WTG Pump_WTG Pump_WTG 1 2 3 4

Order 902059

PM01

List

Selection For the object structure

For the assembly

R

SAP AG

Further selection procedures for task lists: - General task lists - For the object structure - For the assembly

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Selection Procedure for Task Lists III

Order 902059 PM01 Selection object-related

Equipment / Functional location

Construction type P-1000

Pump_Wtg 7 Pump_Wtg Assembly: Pump_Wtg 7 P-1000 7

Operation Operation 10 10 Operation Operation 10 20 20 Operation Operation Operation 20 30 30 Operation Operation Operation 30 40 40 Operation Operation 40

SAP AG

The object-related selection procedure enables task lists to be selected based on the reference object. If the specified reference object is a piece of equipment with construction type, all equipment task lists and functional location task lists for the piece of equipment concerned will be supplied as well as all general task lists with an assembly in the task list header that corresponds to the construction type for the equipment.

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Included Task Lists - Overview

Task lists ----IH-Anleitungen PM01----- --- --IH-Anleitungen --- --- ----- -----

Order 902059

Pump_WTG 8 Pump_WTG 23 Pump_WTG 6 Pump_Inst 4

0010 Operation 0020 Operation 0030 Operation 0040 Operation

----- ----- --- ----- --- --- ----- --- ----- -----

SAP AG

If operations from several different task lists are used in an order, the list of all task lists used can be displayed (as from 4.0A).

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Topic Overview
Business Process Task List Management Task List and Order Configurable Task Lists Customizing

SAP AG

Configurable work lists are available in release 4.0A.

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What are Configurable Task Lists?

General task list Pumps
Order 902059

Variant 1
Operation 10 Operation 20 Operation 30 Operation 40 Operation 50

Operation 10 Operation 20 Operation 30 Operation 40 Operation 50 Operation 60 Operation 70

Variant 1

Variant 2

Pump = Variant 1

Variant 3
R

SAP AG

Configurable task lists enable you to combine operations for objects which only differ to a small degree. Thus, you only need to create one single task list for different variants. When a configurable task list is included in an order, the selection of operations is based on characteristics. Operations use object dependencies, in other words, a combination of characteristics and values. When a task list is selected, the characteristic value is requested.

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Functions I
Classification system General maintenance task list
Task list grp: Pump_Wtg TLGC: 5

Class
Class: Pumps Class type: 300 Charac.: Pressure head

Operation 10 Operation 20 Operation 30 Operation 40 Operation 50 Operation 60 Operation 70

Object dependency
Pressure head = 30 Pressure head = 20 Pressure head = 10

Variant configuration Profil

Object: Pump_Wtg 5 Class: Pumps Class type: 300 SAP AG

s listt sk i task l ce a nc e t na n na aiintte ane rall m a m e ne r l e ge n e ge urab l urab g fig Con fi Con

The prerequisites for creating configurable task lists (general maintenance task lists) are:A A class must be created for the relevant objects in the classification system. A configurable class must be assigned as the class type (class type 300 in the standard system). The characteristics which play a role in the differentiation between objects are assigned to the class. A configuration profile is created in the variant configuration. This profile links the general maintenance task list (task list group and task list group counter), the class and the class type. An object dependency is assigned to the operations in the general maintenance task list which should be made configurable (example: pressure head = 20).

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Functions II
Order 902059

General maintenance task list

Task list grp: Pump_Wtg TLGC: 5

Operation 10 Operation 20 Operation 30 Operation 40

Object dependency

Operation 50 Operation 60 Operation 70

Pressure head

SAP AG

When the configurable general task list is included into an order, the characteristic value is requested. The values available can be displayed using F4. When a value is entered, the operations which have this value for this characteristic in their object dependency are selected from the task list.

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Topic Overview
Business Process Task List Management Task List and Order Configurable Task Lists Customizing

SAP AG

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Customizing
Profile User Fields Control Key

SAP AG

Profile The profile can be used to perform settings when creating task lists such as increment of the operations, calculation key, unit of measure for duration, unit of measure for work and so on. User fields The user fields can be used to define user-specific fields for texts, information regarding quantities, values, date, deadlines, indicator and so on. Selection is performed using a field key. Control key The control key defines the following parameters for the operations in the task list: Scheduling, determining capacity requirements, general costs activity, costing, printing the time ticket, printing the completion confirmation, printing, completion confirmation, external processing, service, text (calling up the long text, long text available).

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Summary (1)
Task lists enable recurring work steps to be

summarized.
Task lists can be related to a piece of

equipment or a functional location, or they can be created as a general maintenance task list.
Material, production resources/tools,

inspection characteristics, maintenance strategies and relationships can be assigned to the operations in task lists.

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Summary (2)
Task lists can be included fully or in part in

maintenance orders.
Configurable task lists enable operations for

different variants of an object in a task list to be summarized. The operations can be selected based on characteristics depending on the variant.

SAP AG

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