SAP-PM-WCM-Process documentation.

1. 1. Purpose: This document highlights the basic process flow for a PM WCM (Work Clearance
Management) scenario using an Enhanced Model. 2. Inclusions in this document: Primarily the WCM
enhanced process flow details with touch points with PM order processing 3. Exclusions from this
document: PM Order processing steps in details particularly post Release processing like Time
confirmation, Material Issue, Service entry, TECO, Settlement etc. These are current ongoing processes
and it is understood that end users are experts in such process steps. Just the touch points have been
mentioned in this document. 4. WCM Process and terminologies:There are 2 WCM models that SAP
supports: Standard Model and Enhanced ModelAt Planning Plant level only 1 model can be
activated.Enhanced model was chosen for the prototype over the standard model as it provides the
flexibilityof ensuring multiple Work Applications (like Hot work, Hazardous Chemicals, etc) apart from
astandard WCA (Work clearance application) supported by Standard model. In Enhanced model,there is
an additional object called Work Approval which binds together PM orders to WCA andWAs. A snapshot
of the basic linkages in the Enhanced model is as shown below:

2. The enhanced model follows the following rules:- An application can be assigned to several
work approvals and vice versa- A work approval can only be assigned to one application of an application
type (WCA, WA of different types have a different application type)- A WCA can be assigned to several
Operational WCDs and vice versa. In Enhanced model, PM Order is linked to WCM Objects as below: PM
Order --> WAP (Work Approval) --> WCA & WA --> WCD (Work Clearance documents- Linked to WCA) In
Standard model, PM Order is linked to WCM Objects as below: PM Order --> WCA --> WCD (Work
Clearance documents- Linked to WCA) 5. Terminologies: Work approvalis an Umbrella Object in WCM
which can have under it WCA, other Work applications (WA) including Hot work Approvals, Chemical
environment approvals, Hazardous Gas approvals etc. Work approval links PM Maintenance Orders to
WCA and other applications in an Enhanced WCM scenario. In a standard scenario, it is the WCA which
links PM Order to WCDs. Work Clearance application (WCA) is a WCM Object which represents a
Safety certificate in particular for Lockout/Tagout. It is used to control maintenance processing and groups
together Operational WCDs. A Work clearance Application can be assigned to several Operational
WCDs and vice versa.. In the Enhanced model (as configured), a WCA is used to control communication
between work approvals and Operational WCDs. The term WCD will be elaborated in next step Work
applications are additional specific work related certificates. For example Hot work application, Hazardous
Chemical/Gas/Particulate work certificate etc. The Hot work application, for instance, is to protect a
maintenance personnel from a hot working environment before entering the actual maintenance site.
 Operational WCDis a WCM Object that is actually meant for executing the Operational cycle. The default
operational cycle is Tagging with Temporary Untagging phase. It would consist of 3 key phases namely
Tagging phase, Temporary Untagging phase (To test when work has been done before making a system
fully operational) and Untagging phase.It is in the WCD that we define Lockout/Tagout operations for
Technical Objects which need to be isolated temporarily from Technical system. Operational WCDshould
be assigned to WCA and its status will affect the status of WCA. Here the status of WCD will be
transferred to the linked WCA. For example, once the Tagging operation is finished, the Tagged status will
be assigned to WCD and transferred to WCA. The various system statuses that the Operational WCD
goes through owing to these phases include: Tagging Phase:

3. ITG: Initial statusBTG: TagPTAG: Print TagETG: TaggedTemporary Untagging Phase:BTUG:

Untag TemporarilyPTST: Test Tag PrintedETUG: Temporarily UntaggedUntagging Phase:BUG:
UntagEUG: UntaggedThe diagram below illustrates the switching stages in Operational cycle. 6.
Configuration considerationsAll configuration settings have been done in Sandbox (SAN) environment
and the process has beenset up to provide the users with a brief view on the process for future process
improvement keepingin view stringent work safety requirements in maintenance work. The SAN
environment is based onECC 6.0, EHP4.

4. Only the Mid-West Mining 0011 plant has been activated for Work Clearance Management in
SAN(Sandbox) environment.As an example a High Voltage Distribution unit at Mid-West Mining 0011
planning plant. 7. Master Data used in this documentPlanning Plant: 0011Functional Location:EN24-E01-
006 High Voltage DistributionEquipment:10026639 - Elect Switch ABS#2-SSC SupplyPlanner Group:
101Main WorkCtr: MWM3Plant: 0011 8. Process Flow in SAP 8.1 PM Work Order is created Planned or
Immediate In this document PM Work Order type PM02 Manually Generated Work Order is used. Also
Linkage to Notifications is not considered. That can be done separately as per current process. In that
case a Notification would be created first followed by and Order In planned scenario, Order would be
generated through scheduling of a Maintenance plan Tcode: IW31

5. While planning Order Operation for WCM relevant operations - use Control Key WCM.This will
introduce a Valuation tab on the Icon bar at top.Also in System status, a new status WCM would
automatically get addedGo to -> Permits and assign a relevant permit indicating that it is a WCM work

6. Enter other necessary details in the order like Component, Service details etc and save the
Order
 7. Define Valuation in PM Order Valuation means which applications would be included for
WCM purposewhile performing the Maintenance workYou must define explicitly for each application
whether or not it is necessary.For valuation Click on the Valuation Tab on top and select the applications
required. In this case we haveselected WCA and Hot workStatus changes to WCM VAL REL MACM PRC
SETC

8. Click on the + sign to add the valuations

9. Click on the Green tick and Save the Order detailsOutcome - Order saved with number
2296521 8.2 Create a Work Approval (WAP) and Link it to Maintenance Order Transaction code: WCR8
With reference to a Maintenance Order <Or> WCTA if created without reference WCTB (Change)/ WCTC
(Display)

10. A popup will come as to what to copy into the WAP from a maintenance order. Select all and
click on theGreen check.

11. Most of data gets copied from Maintenance order. A few good to have field values like Overall
condition(Operating condition of Technical object) can be maintained. In the currently configured scenario
it is areporting field only (for information purpose) but this filed can be used for automatic switching
inOperational Cycle in Mode dependant tagging (not activated).Please Note: Here Order is only being
used as a Template to create the WAP. However, assigning theOrder No to the WAP is a separate activity
within the same transaction detailed below.Mode dependant tagging is a feature available EHP 4
version.You can also maintain value for the fieldRevision phase(defines the time when plant is shut
downtemporarily due to maintenance work)

12. Link the Order by Clicking on Orders -> Search List Opens -> Enter Order No Execute der
into a Link withthe WAP -> Select the order and assign it to the WAP by clicking on the green Tick ->
Continue

13. The planning data of the WAP can be updated with Basic/Scheduled Start/End date and time

14. Partners Like Department responsible, User Responsible, Vendor, Person responsible can be
assigned tothe WAP by clicking on the Partner icon on topAfter having maintained necessary entries in
the WAP, Save the WAPOutcome - Work Approval was saved with number 8.3 Create a Work Clearance
Application (WCA) and Work Applications (WA) for other relevant work such as Hot Work, Hazardous
Chemical/Gaseous/Particulate environment clearance a. For WCA - Transaction code: WCTK (Create)/
 WCTL (Change)/ WCTM (Display)/ WCR6 (Create with Template Work Approval)or The easiest way is
to create it in Work Approval Change transaction WCTB

15. Create with template with reference to Work approval No

16. Enter Planning Plant, Work Approval No., and press enterIn Data Transfer popup that comes
up -> Select all and continue

17. Most of data gets copied like in step 6.2. You need to just update the Date and times specific
to the WCA (ifrequired), assign Partners (if necessary like Person responsible, User responsible etc.),
Assign theWork approval to the WCA (Click on Link Work Approval)

18. Click on Multiple selection Option .A report opens up. As the Work approval No is known from
step 6.2, you can directly enter the workapproval no in selection criteria. Select and assign the WAN no. to
the WCA

19. Save the WCAOutcome:WC Application was saved with number b. For Work Application (WA)
Optional as per work environment requirement Transaction code: WCTH (Create)/ WCTI (Change)/
WCTJ (Display) WCRK (Create with approval)or the easiest way is to create it in Work Approval Change
transaction WCTB

20. In the field Object Type select the relevant application you want to create. Please note that
bydefault Object type WC Application (is displayed). Change it from dropdown to relevant applicationto be
created. Here in example, we are creating a Hot Work applicationEnter Planning Plant, Work Approval
No., Object Type and press enterIn Data Transfer popup that comes up -> Select all and continue

21. Most of fields get copied as in case of WCA. Make changes/additions to relevant fields such
asDescription, Dates, Partner etc. and assign the Work approval No. as was done in case of WCA instep
6.3 a

22. Save the Work Application. A work application No would be generatedExample: Hot work
application was saved with number 100000000001 8.4 Create an Operational Work Clearance Document
(O-WCD) for the WCA created In Step 6.3a Transaction code: WCT6 (create)/ WCR3 (Create with
Template Application)/Can also be created in WCA Change (transaction WCTL) Creating in WCTL as
below

23. Enter the WCA Application no. and press enter

 24. Click on the Link Operational WCDIn the Popup that comes up click the Create icon

25. It again gives a pop up detailing what all details to copy from WCA -> Operational WCD.
Select all andcontinue

26. Maintain details as required.

27. Click on the icon for Maintenance screenEnter the following detailsItem category: F
(Functional Location) or E (Equipment) if you want to be more specificTechnical Object: In example we
have used F and Functional Location EN24-E01-006Press enterOperation Type: E (Electrical)Tagging
condition: OFFTagging Type: RDT (Red Danger Tag)Tagging Format: XXXXComments: As requiredSave
the WCD.

28. Outcome: WCD created and assigned to the WCA. Save the WCA documentThis completes
the entire linkage for Enhanced Model:Order -> WAP -> WCA, WA -> WCDThis can be viewed in click
sequence inside Maintenance Order, Tcode: IW32 6.5. Setting WAP, WCA, WA to prepared Transaction
code: These steps can be done through a single transaction as all Objects are linked Use Transaction
code WCL9 - List editing of Work ApprovalIn selection criteria, select Status of work approval = Created,
Validity period

29. Select the WAP and click on Hierarchy icon A Hierarchical display of connected objects will
come up

30. Double click on object numbers in sequence WAP --> WCA --> WA and set them as Prepared
by clickingon Prepare icon in individual objects On clicking on this icon system will ask for a confirmation.
Confirm the same. Save each object after making changes

31. 6.6. Approve the WA (Ex Hot work) firstAny work approval ensures a safe work environment
before users go in to perform tagging of theTechnical object. Hence work approvals are to be approved
first.Transaction WCTL (WCA Change) or to keep it simple use Transaction code WCL9 as above,
tohave a single point access to it

32. Double click on WA No.On the Change WA screen, click on Approval icon

33. Save the WA after approving the Work permit in it. You will see that the Traffic Light against
the WAdocument in this case Hot work changes to Green LightNote: There is a Hierarchy of approval
functionality within WCM with which sequence of approvals ofWCM object can be controlled. For ex. Work
 approval permits to be cleared before Tagging approvalpermit can be cleared. In this case it has not been
activated. 6.7. Approve the Tagging approvalTransaction WCTL (WCA Change) or to keep it simple use
Transaction code WCL9 as above, to have asingle point access to itDouble click on WCA No.On the
Change WC Application screen, click on Approval icon Approve the Permit relevant for Tagging approval,
in example below WCM _TAGAPR. Select the permit and click on Issue tab. Save the WCA. As we have 3
approvals assigned for Tagging approval, Test Untagging, Untagging approval, the Traffic light will change
to yellow At least one approval is issued.

34. 6.8. Set WCD to prepared to start Tagging Repeat Step 6.5 for WCD documents also listed in
List report (Tcode: WCL9)Operational WCD status updated to PREP ITG (Initial status) 6.8. Perform
TaggingTransaction code: WCT7 (Change Operational WCD) or WCL9 (as used in steps above)

35. Double click on WCD No.

36. Click on the icon Switching screen

37. In the switching screen select the Line entry and click on simulate CheckIt will give you a
messageThen click on the Tab Tag and then click on Print tagThe Tag will be printed and system status
of the WCD will be changed to PTAG (Tag Printed) I tested printing out the Tag. It printed out successfully
in a standard format which can be changed if required. Also you will find that within the WCD some of the
assigned permits will automatically get approved by the system

38. 6.9. After physically tagging the object, perform switching to TaggedTransaction code: WCT7
(Change Operational WCD) or WCL9 (as used in steps above)

39. Click on the icon Switching screenSelect the Line and Click on the Tab Tagged this will
mean that Tagging has been done on the object System will generate a message Approvals were
issued/revoked automatically Also the system status of WCD will include ETG implying that the object
has been taggedIn the switching screen of the WCD you will find the operational cycle status progress to
ETG as active status

40. This marks the end of the Tagging phaseIn addition an option exists to Set protection for
Tagging after setting protection in any operational WCD,the Tagging condition cannot be changed in any
other operational WCD except the original WCD.Extras --> Protection --> Set 6.10. Approving Safety
Measurement in WAP level After tagging is finished, maintenance planner need to approve if all the safety
action is proper, if everything is Ok and then issue the Safety approval permit in WAP Use the same
 transaction WCL9 -> Double click on WCA number Please note: in certain cases, Safety approval permit
is applied at WCA level. In that case clearance is to be issued at WCA level. Here we have assigned it to
WAP level.

41. Select the approvals relevant and issue the same.In this example we have considered
primarily Hot work and Safety approval permitsSave the WAP 6.11. Issue the Permit at PM Order Level
and Release PM Order Transaction code: IW32 Change Order

42. Without issuing the Order permit system will not allow Releasing the PM OrderPlease note:
Auto issue of Permits up the hierarchy after permits at lower level (WAP) have been issued ispossible. In
this case just to keep the scenario simple and to demonstrate manual control, automation hasnot been
done.After issuing the permit, Planner can release the PM order.Order is Released for execution (New
Tab to be clicked in PM Order in IW32) giving it the Status WCMEXEC REL CNF MACM PRC
SETCStatus updated as per screenshot below

43. All status as indicated above will be activated. Save the Order. 6.12. Maintenance work
carried out on Object As usual 6.13. Test Untagging cycle Optional but recommended After the
maintenance work has been completed, it is often required to Test the system first and only if it has been
successfully found to be running bring it back on Line. For this reason, in WCM functionality, SAP has
provided an option for Test Untagging i.e. Untagging the Technical Object temporarily for Testing Please
note: Test Untagging is an Optional process which can be deactivated based on configuration. It has been
kept active in this scenario just to show full scope available. Transaction code: WCL9

44. Double click on the WCA no.In WCA, click on Icon Permit (to permit Test Cycle for Untagging)
and save WCAThe status would change to PREP TENTNext click on WCD Document No

45. 1. Click on the Switching screen icon and switch Operational cycle to Untag Temporarily,.
Print a Test tag if required by clicking on the next tab that comes up on Test Tag

46. Status of WCD changes to PREP PROC TEST UNT PTSTTest Tag would have been
printedSave the WCDAfter physically Untagging temporarily, click on switching condition Temporarily
Untagged in WCD again andsave WCDStatus would have updated to PREP PROC TEST UNT ETUG
6.14. After Test Untagging is complete, Tagging condition is switched back Its just a repeat of step 6.8.
This step is not requiredin the Operation cycle which does not require Test Untagging Once the WCD is
Tagged back status of WCD changes toPREP PROC TEST UNT ETG
 47. 6.15. Complete the maintenance work and all posting in SAPIncludes Time confirmation of
Labour, Material postings (can be done earlier as well post Release oforder), Service entries etc.Above
steps are parts of Business as usual process for Cost booking in maintenance orders andhave not been
elaborated.6.16. Perform Untagging before taking the Technical object OnlineUntagging needs to be done
before the Technical object can be made fully functionalTcode: WCL9 a. Clear the Untagging permit at the
level of WCA Run report -> click on WCD No. -> In WCD screen open up the switching screen -> Select
the Technical Object -> Click on Untag

48. After having issued the Permits, click on Permit tab and save the WCA, so that its status
changes to PREP TENT b. Untag at WCD levelRun report -> click on WCD No. -> In WCD screen open
up the switching screen -> Select theTechnical Object -> Click on Untag

49. Click on Untagged and the Technical object is defined as Untagged and ready to go for
operation.

50. Status changes to PREP PROC TEST UNT EUGand pending permits (if any are
automaticallyissued)6.17. In PM Order mark Work Completed and Technically close orderTransaction
code: IW32 Change OrderIn PM Order Click on TabStatus of PM Order will next show as WCMWOCO
REL CNF MACM PRC SETCUntil and unless this is done PM Order cannot be Technically Completed
(TECO Flag comesappears in screen only after Work completed is marked in Order)WOCO signifies work
completion taking into account all WCM activities (Till Untagging)

51. 6.18. Close WCM Objects Transaction code: WCL9 Close WAP, Close WCA, Close WA (Hot
work in this case), Close WCDOnce PM Order has been marked as WOCO, and saved, on clicking on the
WAP, WA, WCA, WCD, systemwill automatically prompt user to confirm their closure.Status of WAP,
WCA, WA (if any), and WCD will now be appended with CLSD status marking the Objectsas closed. 6.19.
PM Order Technically completed and Settlement carried out Transaction codes: IW32/IW38 (For TECO),
KO88 (For settlement) As per normal Business procedure in current SAP system