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Time-based Maintenance Planning With a Cycle

Business Process Single Cycle Plan Scheduling Deadline Monitoring Customizing

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Business Process

1999 1997

94

96 98

2000

D KE EC CH ars
e 2y

It is important that I perform the same inspections at regular intervals.

SAP AG

Inspection as per DIN 14406 Portable fire extinguishers"

In your company, portable fire extinguishers are inspected at two-year intervals. Inspections should be planned with a maintenance plan which automatically creates a maintenance order on the date of the inspection. The maintenance order contains all the necessary worksteps as well as all relevant capacity and account assignment data. Since inspections are performed at fixed intervals, planning and entering work when creating the maintenance plan can be minimized by using single cycle plans.

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Unit Objectives:
At the end of this chapter you should be able to:
Create a single cycle plan Schedule a single cycle plan Carry out deadline monitoring using cycle

modification and shift factors

Handle different scheduling overviews Make the most important settings in

Customizing

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Topic Overview
Business Process Single Cycle Plan Scheduling Deadline Monitoring Customizing

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General Information on Maintenance Plans

Maintenance plan Maintenance plan

Single cycle plan Single cycle plan

Strategy plan Strategy

Multiple counter plan Multiple counter plan

Time-based Time-based

Performance-based Performance-based

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Structure
Interval (cycle)
1

3 months

Maintenance item

Reference object Task list Planning data

R

SAP AG

The maintenance item contains the following data areas: - Planning data: Maintenance planning plant Maintenance planner group Order type Maintenance activity type Main work center Business area - Reference object - Maintenance task list The maintenance interval (cycle) is assigned at the level of the maintenance plan: - Interval Cycle Offset Cycle text A maintenance plan can consist of several items.

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The Single Cycle Plan

On the same screen:

Object

Planning

Maintenance task list

Cycle

SAP AG

As from Release 4.0A, the processing screen for maintenance plans will be much simpler. The maintenance plan can now be entered on one screen which contains all the relevant data: - Object - Planning data - Maintenance task list - Cycle

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Integrate Operation List Using Task List

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

SAP AG

Within the maintenance item, a task list is assigned. This defines the operations to be executed for the objects specified in the maintenance item. There is also the option of creating new general maintenance task lists from the maintenance plan.

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Object List and Sort Field

1 2 2 1 1 3 3

Equipment
P-3000-n001 P- 3000-n008 P- 3000-n005

Sort key
R

SAP AG

The object list contains all the objects requirng maintenance under this item. The sequence of the table control columns in the object list can be changed as required. The sort field contained in the first column of the table enables you to sort the objects and thus determine the sequence in which the objects are maintained. This enables the planning of an inspection tour for the responsible workman. You can use either a numberic or an alpahnumeric key for sorting the objects.

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Topic Overview
Business Process Single Cycle Plan Scheduling Deadline Monitoring Customizing

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Scheduling Functions
Last actual date Last maintenance package

Cycle start

Start
Manual call

Start in the current cycle

Last actua l date

Next planned date Next maintenance package

Scheduling

SAP AG

Start: This is the standard function to start a maintenance plan for an object which is just being brought into service or for which preventive maintenance needs to be carried out. Scheduling: This is the standard function to call up the next maintenance order after the last maintenance order has been completed. Start in the current cycle: You can restart scheduling your maintenance plan in the current cycle. This function is useful if your maintenance planning was performed without a computer system or with a computer system other than the SAP system. The maintenance strategy you have assigned to your maintenance plan could have 3 packages, for example: monthly, every 4 months and every 6 months. Instead of starting scheduling with the monthly package, you can decide to start with the 6-month package and specify the date on which preventive maintenance was last carried out. Manual call: You can schedule an additional maintenance plan call for a particular date manually. A manual call enables you to add further dates without changing the standard scheduling. To do this, enter the following data: - Call date - Due maintenance packages

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Scheduling Indicator
1997

Scheduling indicator

Time Multiple counter Key-date scheduling Time factory calendar

Performance

SAP AG

The scheduling indicator defines the scheduling type. It is part of the scheduling parameters in the maintenance plan. There are different types of scheduling indicators: Time-based For monthly maintenance tasks, planned dates are calculated in 30-day intervals (1 month = 30 days). Time-based with key date For monthly maintenance tasks, planned dates are calculated for a certain key date in the following month. Time-based by factory calendar For monthly maintenance tasks, planned dates are calculated at an interval of 30 workdays. Performance-based Planned dates are first calculated on the basis of the estimated annual performance. These are then recalculated whenever a measurement document is entered. Multiple counter plan Maintenance after 1000 operating hours or after 3 months.

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Call Date
1

Call date

Order

8 3/9 5/0 1

8 6/9 5/0 1

Cycle start

Cycle 3 months

SAP AG

When a single cycle plan is created, the cycle is assigned first, in other words, the interval for the call dates and thereby the creation of orders. The cycle start defines the date from which the calculation of the call dates should begin.

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Scheduling Period

Scheduling period Call dates 365 days Orders

8 3/9 5/0 1

9 3/9 5/0 1

Cycle start

Scheduling period
R

SAP AG

The scheduling period is one of the scheduling parameters of the maintenance plan. The scheduling period specifies the period for which call dates (calls on hold) are calculated. Orders will be created from the call dates in a later step. The scheduling period can only be used for time-based preventive maintenance.

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Shift Factor and Tolerance

1

Confirmation 06.30.98

New planned date 09.30.98

Cycle 3 months Planned date Tolerance 10% = 9 days Shift factor 100%
8 5.9 3.1 0 8 5.9 6.1 0

Planned date

8 5.9 9.1 0

8 0.9 9.3 0

Cycle start

Tolerance

15-day delay
R

SAP AG

The shift factor and tolerances are part of the scheduling parameters of the maintenance plan. The shift factor enables you to react to early or late confirmations. If the shift factor is 100%, the difference (delay/earlier date) will be added in full to the confirmation date to determine the new planned date. Whether or not a shift facto will be activated depends on the tolerances. Shift factors are expressed as a perccentage of the total difference. In this context, the confirmation is understood as the technical completion of the order resulting from the planned date. Tolerances can be specified for both early and late confirmations. If the confirmation date is within the tolerances, there will be no shift of the following call dates. Tolerances are specified as a percentage of the cycle.

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Deadline Monitoring
Orders for the next 5 days
20.000 Order 20.000 Order 20.000 Order 20.000 Order

Dead line

mon itorin

10/05/98

10/10/98

10/15/98

10/20/98 = Pending calls

Time

= Scheduling period
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SAP AG

You can use deadline monitoring to create orders from pending calls for the next n days. If no scheduling period is defined, a new pending call is added automatically when a pending call is changed into an order. Deadline monitoring can be executed either in dialog or automatically (batch program).

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Scheduling Overviews
List Item
1

Start 20/01/98 20/03/98

332 332

Graphic Jan P-100 P-200 Feb Mar

SAP AG

Scheduling overviews can be called up as a list or a graphic. The list contains the call dates for each maintenance item. In the graphic, call dates are displayed in different colors according to their status.

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Maintenance Plan Calculation

1

?
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With the maintenance plan calculation, you can determine the cost of maintenance for a planned period.

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Operation 10 Operation 20 Operation 30 Operation 40 Operation 50 ...

on th s

fo r

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Maintenance Plan-supported Procurement of Services

Business Process Processing Scheduling Customizing

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Process for Maintenance Plan-supported Service Procurement

MM
Framework order No. 45000125 M
Quick Ltd. 1.1.98-30.6.98 Settlement order

PM

M M

Maintenance plan

Value limit $ 60,000

PM

Service entry sheet

MM Enter services
Actual services

Serv

ice

entr

y sh ee t

01 Electrical work
01 Laying cables 10 pc. at $ 12

02 Sanitary work
01 Skilled worker 10 hrs at $ 80

Sign off
R

Planned services
SAP AG

Sequence of Steps for Maintenance Plan-Supported Service Procurement: 1. Create framework order (MM) 2. Create settlement order (PM) 3. Create maintenance plan and enter required services (PM) 4. Generate service entry sheet (schedule maintenance plan) (PM) 5. Enter services (MM) 6. Accept service entry sheet (MM)

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Creating a Framework Order (MM)

Framework order No. 45000125
Quick Ltd.

Vendor

1.1.98-30.6.98

Value limit

$ 60,000

Value limit

SAP AG

1. Creating a Framework Order A framework order (category: FO) must first be created in Materials Management (Purchasing). The vendor and a value limit are entered. Entries are not required for the service specifications.

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Creating a Settlement Order (PM)

Settlement order Related to object

Collects costs

Service

Costs
SAP AG

2. Creating a Settlement Order In Plant Maintenance, an order is created with reference to an object. This order is used as a settlement order and collects the costs.

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Creating a Maintenance Plan (PM)

Order 903045

M M

Framework order No. 45000125 M

Quick Ltd. 1.1.98-30.6.98

Value limit 60,000 DM Service specifications Service specifications 01 Electrical work 01 02 02 Sanitary work 01 02
R

FI
G/L account
SAP AG

Cycle

3. Creating a Maintenance Plan - A maintenance plan of category MM is created with reference to the framework order and to the settlement order. - A G/L account must be entered in the maintenance plan for updating costs in G/L accounting. - Costs are updated in Controlling using the settlement order. - The services to be performed can be entered using service specifications (standard or sample service specifications). - Services can also be entered manually with reference to different purchasing documents (contract, purchase order, purchase requisition, quotation) or a service master record (MM). The outline function can be used to assemble new service specifications from individual services. - Pricing is made using the conditions recorded at the level of service (service master record), vendor and service or plant, vendor and service.

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Generating a Service Entry Sheet (PM)

M M
Schedule

Service entry sheet 01 Electric work

01 Laying cables 10 pc. at $ 12

02 Sanitary work
01 Skilled worker 10 hrs at $ 80

SAP AG

4. Generating Service Entry Sheets The scheduling of the maintenance plan is used to calculate a planned date, for which the services are called up. When the services are called up, a service entry sheet is automatically generated for the framework order. Note: When the service entry sheet is called up, the external company can be notified automatically (for example, by automatic fax or automatic E-mail) using the MM messaging function.

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Entering Services (MM)

Service entry sheet

01 Electrical work
01 Laying cables 10 pc. at $ 12

02 Sanitary work
01 Skilled worker 10 hrs at $ 80

Actual values

SAP AG

5. Entering Services In Materials Management, the service entry sheet is updated for the purchase order; this means that the actual services and prices are entered, in case these differ from the values previously entered.

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Acceptance (MM)
Service entry sheet

FI
G/L account Costs

01 Electrical work
01 Laying cables 10 pc. at $ 12

02 Sanitary work
01 Skilled worker 10 hrs at $ 80 Settlement order

SAP AG

6. Acceptance of the Service Entry Sheet In Materials Management, the service entry sheet is accepted after the services have been entered. This leads to the costs being updated on both the settlement order in PM and the G/L account entered in the maintenance plan.

7. Additional Procedure Further planned dates for calls can be generated by re-executing the deadline monitoring for the maintenance plan.

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Customizing
Maintenance Plan Category

SAP AG

Maintenance Plan Category In PM Customizing, a maintenance plan category must be created with the call object Service entry sheet. The setting No reference object should be chosen.

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Summary (1)
The framework order is the starting point for

maintenance plan-supported service procurement.

The settlement order is used to collect costs. The maintenance plan contains the settlement

order number, a cycle, the services (for example, from service specifications) and the G/L account for updating in G/L accounting.

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