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T r a n s f o r m i n g Consulting E n

T r a n s f o r m i n g

Consulting

E n t e r p r i s e s

Project Name

JK Cement

Title

Maintenance Processing: Orders

Version

1.0s

Document ID

JK_BBP_PM_BP_0200_V1.0

Author

Akhilesh Kumar Singh

Reviewed By

XXXXXXX XXXXX

Date

01.11.2012

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

Business Process Details

IMPLEMENTATION_BLUE PRINT

Module

 

Plant Maintenance

Process

 

Maintenance Processing: Orders

Sub Process / No

 

Maintenance Orders processing

JK_BBP_PM_BP_020

0

Description

 

General Maintenance Orders processing internal operations

Sr No

 

Business Process Explanation

1.1

As Is Process General Explanation

 
 

There is no existing system by which JK can track work center utilization tracking and operation recording. Data is not available from where JK can track how much cost is involved in maintaining the particular technical object.

1.2

Explanation of Proposed Process

 
 

Maintenance order is a SAP document which provides detailed planning assistance for maintenance operations to be performed on a technical object and costs involved.

Use

You can use an order to:

 
Plan operations in detail with regard to type, scope, dates and resources (manpower, materials and

Plan operations in detail with regard to type, scope, dates and resources (manpower, materials and external services) Monitor the execution of tasks Define rules for account assignment and cost settlement Estimate, assign, consume and settle the costs, which arise from tasks

You can process an order internally, that is, have it processed by your own employees, or you can process an order externally, that is, assign it to another company for processing.

You can create an order with or without reference to the notification. It is possible to assign the order subsequently to one or more notifications.

Copyright © 2011 JKT

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

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ECC 6.0

Responsibility:

PM

Status:

Closed

You can also assign an order to each of the following:

Revision (Turn around/Shutdown/Overhaul ) Project

Revision (Turn around/Shutdown/Overhaul ) Project

Order Structure:

An order document consists of:

Order header) Project Order Structure: An order document consists of:   Description Dates: Basic start, Basic finish,

 

Description

Dates: Basic start, Basic finish, Priority, Revision

(Dates are copied from notification if order is made w.r.t. a notification otherwise comes from priority selected or can be maintained manually. Definition of Priority and Revision is same as in notifications)

Reference object: Functional location, Equipment, Assembly

Responsibilities: Planner group, Maint. work center (copied from the ref. object master record)

Notification (assigned notification number)

Estimated cost

PM activity type (selectable, e.g. Repair, preventive maint, calibration etc.)

System condition (whether the ref. object on which order is created, is in

 

operation or not in operation during job execution)

Location : (field values are copied from the ref. object master record) : (field values are copied from the ref. object master record)

Plant, plant section, location, ABC indicator, Cost center, Controlling area, company code etc.

Object list: List of objects assigned to order e.g., Notifications, Equipments etc. Permit list : All : List of objects assigned to order e.g., Notifications, Equipments etc. Permit list: All the permits assigned to maintenance order.

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

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Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

Operation list: operations with required manpower, duration, total work time Material list : Material codes with required quantity and storage locations Production resources/tool*: operation numbers wise PRTs to be used in order. Settlement rule** Costs: Estimated, Planned & Actual (consumed) cost under different heads, e.g. Materials, Internal manpower, external services etc.

*Production resource/tools (PRTs) PRTs are objects which are used as Production resources in Production planning module and used as Tools to perform maintenance operations in Plant maintenance.

PRTs can be either Material, e.g. welding rods or movable/portable Equipments, e.g. welding machine. PRTs are assigned to operations of PP or PM orders when they are required to perform any operations. Availability

or status of a equipment PRT can be checked in order.

**Settlement rule- It defines that after completion of the job, order cost should go to which cost receiver(s), how much percentage and by which type of settlement, e.g. Periodic or Full. In PM the order cost receiver is generally the cost center of the technical object on which the maintenance order is created. Settlement rule is created automatically at the time of PM order release.

The order data reside in the maintenance history and is extremely important for evaluations and future planning.

Maintenance orders for various activities like break down, regular/ day to day routine maintenance, preventive maintenance etc, are maintained.

Order also pertains to task list and permits.

Certain data from completed and historical PM orders is particularly important for a meaningful analysis of the performance of past maintenance activities, and for effective and well-founded planning of future maintenance tasks.

Triggers / Inputs:

Following are the inputs or triggers for order creation

a.

Notification

b.

Direct Order Creation

c.

Maintenance Plan (for Preventive maintenance and calibration order)

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

Naming and numbering conventions:

Order number length: 12

It is generated automatically by system at the time of saving a newly created order and according to the number range defined in configuration.

Order description :40 characters

Above explanations indicates following requirements :

1. Order should be generated for the following.

 

a. Regular day-to-day general maintenance

b. Breakdown maintenance

c. Preventive maintenance work

d. Shutdown maintenance

e. Calibration work

f. Spare equipment maintenance

2.

Order should contain the following information

a. Task list / operation list

b. Material list

c. All relevant BOMs

d. Status of material availability

e. Manpower requirement

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Business Blue Print- Business Process- Plant Maintenance

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ECC 6.0

Responsibility:

PM

Status:

Closed

f. Permit/ permission requirements

Maintenance order types:

Following order types will be maintained for JK CEMENT DIVISION

PM01

Breakdown Maintenance order

PM02

Preventive Maintenance order

PM03

General Maintenance order

PM04

Refurbishment/Spare Equipment Maintenance order

PM05

Calibration order

Number range:

Different number ranges will be used for order types for easy identification of the type of order by the order number itself.

For JK CEMENT DIVISION, following system generated order number ranges (internal) will be used

PM Order type

Number range

All Maintenance order (PM01 to PM06)

600000000 ~

799999999

The order number will be assigned at the time of order saving.

Assignment of order to Notification:

While creating maintenance order from a notification header screen, the order type will be proposed by the system according to the assignment scheme given below.

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Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

Notification type

Order type

M2

Malfunction report

PM01:

Breakdown Maintenance order

(Breakdown Notification)

 
 

NA

PM02:

Preventive Maintenance order

RM

Running Maintenance

NA

Notification(Logbook)

M1

Maintenance Request

PM03: General Mtc./Request order

 

NA

PM04: Refurbishment order

 

NA

PM06: Calibration order

Maintenance Order processing steps:

 

1.

Order creation and planning:

 

There can be three scenarios for creating order:

 

1. With reference to the notification(s):

 

Whenever a notification (either Maint. request, Breakdown report or Shutdown notification) will be received from plant and if it requires materials to be issued or any external service requirement, in other words if any direct cost will be involved in performing the requested job, then an order will be created w.r.t. notification. The order type will be defaulted as per the settings of order type assignment to notification types as described above. One can edit the order type here if required.

Order types PM01, PM02 and PM03 will be created mainly in this scenario.

2. Direct:

Orders will be created directly e.g. order type PM03 for spare equipment maintenance job.

Orders for routine and on-line maintenance decided and taken itself by maintenance shift in-charge will also be created directly using order type PM02 (Preventive maint. order).

3. Automatically from Maintenance plans:

 

Certain type of orders, e.g. Preventive maintenance, scheduled Shutdown maintenance and Calibration orders will be created automatically through Maintenance plans, on their due dates as per the schedule decided for these jobs.

Copyright © 2011 JKT

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

Order can be created by any user having authorization to create the orders and following data will be planned and entered while creating the order:

Planning of operations with number of manpower, duration and man-hours. Planning of materials to be issued, for each operation. Planning of estimated costs (optional). Manual assignment of any permit(s) required for carrying out planned operations. Assignment of ‘Revision’ at order header, in case of Shutdown order.

Save order

Save order

2.

Maintenance order release/ putting in process:

An authorized person like Shift Engineer will check the planned order and then release the order to give the go ahead for executing the planned operations.

An order can not be released until all the permits assigned to the order, if any, are issued by authorized person(s) after checking and insuring the required conditions at the job site, required by the permits. So all the permits should be issued before releasing the order.

When order is released following activities take place in background:

Material availability is checked for all the planned material and message is issued if any

Material availability is checked for all the planned material and message is issued if any material is short in the stock.

Reservation(s) is created for planned materials. Planned cost is calculated based on the resources planned

Reservation(s) is created for planned materials. Planned cost is calculated based on the resources planned in the order. Order is scheduled according to the availability of work hours capacity in the maint. work center.

Following activities can be performed after order is released-

Material for order can be issued

Material for order can be issued

Time confirmation of operations can be done after job execution at site Orders can be

Time confirmation of operations can be done after job execution at site Orders can be technically completed (TECO) After TECO, Order cost settlement needs to be done on a monthly basis by finance department.

3.

Order operations Execution:

This involves two steps

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Business Blue Print- Business Process- Plant Maintenance

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Responsibility:

PM

Status:

Closed

   
Issue planned materials from the store. The actual cost of materials is updated in the

Issue planned materials from the store. The actual cost of materials is updated in the order accordingly.

from the store. The actual cost of materials is updated in the order accordingly. Execution of

Execution of planned operations at site.

 

4.

Completion confirmation:

 

In this step time confirmation of each operation is done where actual start date/time, actual finish date/time, actual work time and duration etc. is entered through a separate transaction for completion confirmation. Additionally Final confirmation, No remaining workand Clear open reservationstatus are also indicated here. When clear open reservationis indicated then the open reservations for the planned material quantity which were not issued, are cleared automatically from the store books.

Based on the feedback of the maintenance persons who have actually performed the operations in the field, an Authorized person like shift engineer performs the completion confirmation in SAP.

5.

Technical Completion:

 

Now the technical completion (TECO) is done for the order which means that order is fully completed from technical side.

After technical completion, the order data can not be changed in any respect except order can be settled and its Business completion can be done.

Cross Functional Reference(s):

 

Plant Maintenance Orders will be linked or integrated with following SAP modules for different purposes:

MM module: for online material availability check, reservation* and purchase requisition for external services.

*Reservation: It is a request to the warehouse or stores to keep a material ready for issue at a future date for a certain purpose.

The purpose of a reservation is to ensure that a material is available when required. A material can be reserved for a cost center, a plant or an order. In PM orders, when a material is planned in the order, a reservation is automatically created online for that material with reference to the order and saved when the order is saved.

Copyright © 2011 JKT

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

 

CO module: for order cost display and cost settlement to receivers e.g. cost center after technical completion of order.

QM module: for inspection lot generation and usage decision in calibration inspection orders.

1.3

Special Organizational Considerations

 

None

Sr

 

Gap Analysis

No

 

2.1

Gap Identified in proposed solution against Requirements & Expectations

 

Not applicable

 

2.2

Impact of Requirement

 

Not applicable

 

2.3

Solution Proposed

 

Not applicable

 

Sr No

Topics

 

3.1

Changes Management Issues

 

Not Applicable.

 

3.2

Description of Improvements

   

Various selection options will be available for analysis / reporting purposes, for example:

o

Using Order status (created/ released/ completed), Order Types, order number, description, created on date, start/end dates

o

General - By Technical object number, planner group, Plant section, Location, maintenance work center, Maintenance plan etc.

o

Account assignment - With a certain account assignment (e.g. cost center etc), Plan/actual costs

o

Notifications - By the notifications

o

User- By the users who created or changed maintenance orders

Tracking of Cost, down time etc will be available on line: Order type, Plant, Functional location, Equipment, Plant section, Planner group & Location wise.

Resources (material/ manpower/ external service) consumed in maintenance activity will be available on line.

Cost records for estimated, planned and actual cost of order will be available for:

Materials

Materials

Manpower

Copyright © 2011 JKT

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

External service

External service

Order related documents (notification, Material movement document or GI, Operations time confirmation etc) & Document Flow can be seen with respect to the Order.

Order logs for warning & errors related to material availability, costs, release etc., at different stages of order can be seen.

With the help of above-mentioned order types JK CEMENT DIVISION will be able to organize its Plant Maintenance activities and work in a systematic manner.

Loading of different maintenance work centers will be known before placing the order hence more realistic planning of work.

Material and PRT availability status will be available online before the actual work starts on the site.

Material reservation for order would be automatically created on release of order and thereafter if any new material is added in the order.

Scheduling of order and operations automatically depending on requirement and manpower capacity availability in the maint. work center allocated to the order, at the time of order release.

Multiple notifications can be assigned to one order.

This is useful when notifications for same problem is received from multiple users then all the notifications can be referred to one order. Sometimes you can receive multiple maintenance requests for small general problems from one section, then only one general order can be created with multiple operations and all the notifications can be assigned to that order.

Operations from different Maintenance orders can be completed collectively at one screen using Collective time confirmation transaction. This will be useful for shift engineer for completing days operations at one go at the end of the shift.

In addition overall completion confirmation can be done for a single order where you can

confirm the order operations enter the technical findings of assigned notification and complete the tasks Enter the measurement readings Technically complete the order and notification

So all the activities regarding completion of a maintenance assignment can be done at one go and at one place.

Similarly using ‘List editing of orders’ transactions in change mode (T-code:

IW38), a list of selected orders can be drawn and following activities can be performed on each order in the produced order list:

Copyright © 2011 JKT

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Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

   

Release:

ECC 6.0

 

Responsibility:

 

PM

Status:

Closed

     

Orders can be released Available materials for the orders can be checked Revision can be assigned to order Collective confirmation of orders can be done Overall completion confirmation Orders can be completed (TECO) Multilevel list of technical objects, notifications and orders

   
 

Orders can be seen graphically also with all the details like order header data, reference objects, notifications, permits, permit issues, materials, goods movements, operations, confirmations and costs using multilevel order list display.

Maintenance order and Notifications together make the complete history of a maintenance assignment.

 

Notification will give the details of technical findings like object part, damage, cause, tasks and additionally Malfunction Start and End date/times and breakdown duration etc.

On the other hand, order will contain the detail planning of operations, materials, manpower, external service and costs etc.

 

Sr

 

Topics

No

 

4.1

 

Interface / Enhancements considerations

 
   

Not Applicable

 

4.2

 

Reporting considerations

 

S

Reports

T Code

 

No

1

Breakdown report

 

MCI7, IW29,

 

IW39, IW30,

IW40

2

Order operations report

 

IW49

3

Preventive maintenance report

 

IP19, IP24

4

Maintenance cost report

 

MCI8

5

Maintenance report logbook

 

IW67

6

Equipment history card

 

IE03

7

Defect List

MCI5, IW69

8

MTTR/MTBF Equipment

 

MCJB

9

MTTR/MTBF Functional Location

 

MCJC

10

List of Orders

 

IW38,IW39

4.3

 

Authorization considerations

 

Copyright © 2011 JKT

Page 12 of 13

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

Business Blue Print- Business Process- Plant Maintenance

File Name:

 

Release:

ECC 6.0

Responsibility:

PM

Status:

Closed

As per organizational needs, not finalized yet. Authorization matrix is being prepared separately.

As per organizational needs, not finalized yet. Authorization matrix is being prepared separately.

Business Process Signoff

Module

Process

Sub Process / No

Description

Plant Maintenance

Maintenance Processing: Orders

Maintenance Orders processing

JK_BBP_PM_BP_020

0

General Maintenance Orders processing internal operations

Copyright © 2011 JKT

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