SALSA - Maintenance

Work Order

10/30/23
 Welcome to the Course

• Trainer and Key users presentation

 IBM trainer :
 Key users :

• Practical details
 Timetable, breaks
 Others

• Introduce yourselves
 Name
 Role at Total ...
 SAP experience and/or other softwares
 Expectation for the courses ...

2
 Training documents

• This PowerPoint presentation (majors concepts, business flows, roles)

• Document to support the training sessions

 Work instructions
 Exercises

3
 Module Agenda

• Welcome & Introduction

• Work Order Preparation

 Create, planning & change orders

• Questions & Answers

4
 Format of the Training

• Presentations
 Concepts & business background

• Work Instructions
 Step by step guide on how to complete an SAP transaction

• Demonstrations
 Demonstration of the SAP transaction

• Exercise
 Your chance to complete the SAP transaction using the exercise
data provided

• Please ask questions throughout the course!!!

5
 Module Agenda

• Work Order Preparation

 Key information in work order processing
 Create work order from Notification (IW22/IW28)
 Plan work order (IW32/IW38)
 Release work order (IW32/IW38)
 Print work order (IW3D/IW38)
 Evaluate and Level capacity (CM01/CM33)

• Questions & Answers

6
 How will SAP affect
me?

• PM work orders help the business to plan and schedule

maintenance tasks, and also capture costs

 By using this information the

business can document work
to improve maintenance
efficiency

7
 PM Process

Report Need Prepare for Perform Document

for Labour and Physical Work and
Maintenance Materials Work in Plant Save to
History
Create Create & Release & Complete
Notification Prepare Work Print Work Notification and
Order Order Work Order

8
 Key information

 Plan the execution of maintenance tasks

WHAT?  Monitor the work process
 Allocate the costs of the tasks

 General details of the work required...

 Work steps (operations) that detail time, resources,
CONTENTS
materials and services
 Account assignments

 Unplanned maintenance (corrective)

USAGE  Planned maintenance (preventive)

 To ensure proper documentation of

WHY?
work

9
 PM WORK ORDER PROCESS

A PM ORDER…
 serves as a JOB instruction…
 Provides the mechanism for preparing the WORK…
 Acts as a mailbox for receiving and sending COSTS…
 Provides scheduling information, Start/Finish/Duration…
 Provides a historical record of work completion…

The TFE EP CR-EXP-200 & GS-EXP-209, defines the basic rules for the
“Work Orders”

• The PM ORDER, as a COST OBJECT…

 drives FINANCIAL COMMITMENTS…
 ESTIMATES the COSTS of the WORK…
 Then collects all ACTUAL COSTS as they are incured.

10
 Types of Work Orders
• The standard order types used by the business are:
Type of Notification Type of Work Order Maintenance Activty Type
NC - Malfunction Report WDF Defect/Breakdown Work Order BK Breakdown
DE After Defect
PC Preventive on Condition
NG - Maintenance Request WGN Work Order on Request CN After Construct/Modif
EX External/Others
FO For Operations
MD Modifications
MS General Maint. Support
RP After Repair
SP Special
WRO Special Order EX External/Others
FO For Operations
PC Preventive on Condition
PS Preventive Scheduled
SP Special
NP - Activity Report WPM Planned Work Order BL Baseline
PS Preventive Scheduled
RO Routine
ST Statutory

11
 WORK ORDER Header Data - WO Types

• WDF or Defect WO is generated from an NC or Breakdown

Notification...
• All new Corrective Notifications are discussed during the daily Co-
ordination meeting, to agree whether or not they are converted to
WOs...
• If rejected, the Notification should be completed with reasons for
rejection noted.
• If approved…
 The WO is then created and prepared…
 The WO is then authorised financially, to automatically generate
the resources and material requirements…

12
 WORK ORDER Header Data - WO Types

• WGN or General WO is generated from an NG or General

Notification...
• All new General Notifications are discussed during the daily Co-
ordination meeting, to agree whether or not they are converted to
WOs...
• If rejected, the Notification should be completed with reasons for
rejection noted.
• If approved…
 The WO is then created and prepared…
 The WO is then authorised financially, to automatically generate
the resources and material requirements…

13
 WORK ORDER Header Data - WO Types

• WRO or Special WO is generated from an NG or General Notification...

• Special WOs are used to collect incidental maintenance costs such
as…
 Shutdown preparation costs…
 Cost of consumables…
 Safety clothing…
 Any Cost that impacts the Maintenance ”WORKS” Budget and
cannot be allocated correctly to individual WOs…
 For support team, who are not working on intervention, to record
time

14
 WORK ORDER Header Data - WO Types

• WPM or Planned WO is generated from the Preventive Maintenance

Process. (linked to notification NP)

15
 Overview

Elements of a work order :

16
 Creating Work Orders

• You create work orders from notifications

• You may attach more than one notification to a work order

• It is not possible to assign several work orders to a notification

• The operations in the work order can be performed as a continuous

process or individually over time

• If you want to create a multi-trade work order, use different operations

- at least one for each work center

17
 WORK ORDER Header Data - Priority

• The WO must have a priority defined in the CR-EXP-200

- 1 : immediately

- 2 : within 2 days

- 3 : within 1 week

- 4 : waiting for opportunity

18
 WORK ORDER Header Data - Activity Types
Guideline In our R/3 EXAMPE SYSTEM on how to use NOTIFICATION types for ACTIVITY TYPES
…
TYPE DESCRIPTION Activity type Use EXAMPLE

NG General Wk EX-External To carry out/control an activity, •Civil construction work

Req. which is not normal Maint. work •Painting campaigns
•Office Maint; joinery, painting…
•Major lagging/insulation surveys &
repaires
NG General Wk MD-Modif. Used to assist Engineering •Scaffolding, Lagging, Spading, carried
Req. Projects, for modif. out by Maint. to allow engineering
Install/de-install. Also Minor work…
modifs. •Maint. Technicians re-route pipework…
NC Correct Wk Req. BK-BDown Used where the equipment no •Isolation valve passing…
longer perfoms •Control valve blocked
•Loss of output on Pressure
transmitter…

Cont…
19
 WORK ORDER Header Data - Activity Types
…
TYPE DESCRIPTION Activity type Use EXAMPLE

NG General Wk CN-Inspect. Used where inspection is required •Radiograph welds for new pipe
Req. to perform work as a consequence •Survey on Punch-listing a new vessel
to Modif. work •NDT on patch repair to damaged tank

NC Correct Wk Req. PC- Used where the equipment no •Isolation valve stiff to operate. Grease to
OnCond. longer perfoms 100% efficiency improve operation…
•Control valve erratic, fluctuating
control
•Drift in calibration on Pressure
transmitter…

20
 WORK ORDER Header Data - Other data

 Main Work Center

– This Work center will come from the equipment or functional
location reference object. It indicate the main trade responsible
for the work.
 Plant
– You indicate the plant in which the work has to be done
 Dates
– You indicate estimated start & end dates for the global work
order
 Revision
– This Revision is used to group work orders in order to follow a
shutdown (for example).
 Reference Object
– You indicate here the object concerned with the maintenance
task : Functional location (required) & equipment (optional)

21
 WORK ORDER Components & Services
• Component requirements
– When a component is needed to perform an intervention, you have to
assign the component to the corresponding Work Order internal
operation. For this component, when the order will be released, a stock
reservation (stock material) or a purchase requisition (non stock material)
will be created.
• Services requirements
– When a service needs to be purchased to perform an intervention, the
corresponding material number should be identified and planned in the
Work Order Component tab. Consequently, a Purchase Requisition will
be created during the Work Order release process.

22
 Planning PM Work Orders

• Operations
 The initial planning process involves defining and scheduling the
tasks to be performed
– Each task is assigned to an operation

 Each operation can be assigned to a different work centre

– For example, certain tasks can be assigned to internal (INT)
maintenance work centers while other tasks can be assigned
to internal (INT) construction work centers

 The Control Key defines the type of Operation

– INT Internal labour

 Each operation needs to have description (short text), number of

hours (work) and number of people (number)

23
 Planning PM Work
Orders
• Components
 All components must have a material master number, required
quantity, recipient, unloading point and is carried out against the
relevant operation

 Reservations for stock items are generated automatically in MM

 Purchase Requisitions for non-stock items and services are

generated automatically in MM
• Enhancement
 For Inspection and Corrosion: Inspection scope must have
“Route”, a group of Measuring Point

24
 WORK ORDER Costs
•Estimated Costs have to be
entered manually. This costs
will be frozen at the WO
release.
•Planned costs are
automatically calculated with
opérations durations and
material & services indicated
in the operations
•Actual costs are the costs
already confirmed (stock
movement, hours
confirmations)

25
 Demonstration / Exercise 1

• Create/Prepare Work Order

 Transaction IW22/IW32

• Tips

 Remember to set the system status to WREL before you save the
work order

26
 Capacity Planning

• There are two main tools for Capacity Planning:

 Capacity evaluation : allows you to evaluate the Work Center
capacity versus the requirements in the PM work orders. This
evaluation can be made up to the individual´s capacity

 Capacity levelling : lets you level overloads and underloads at work

center or for individuals

• Capacity Levelling is the ultimate scheduling tool as it helps planner to

distribute work based on real finite scheduling

27
 Planning Table

• The planning table screen is divided into two parts:

 Lower part : where you have the orders not yet dispatched
 Upper part : where you have work centers and work periods,
here you may make changes for each operation

28
 Profiles

• Capacity requirements are read on a specific period

determined by a time profile

• Every profile used by the capacity levelling tool is contained

in the overall profile

• One of the most important profiles is the strategy profile

• The strategy profile determines how dispatching is done and

what rules will be applied

29
 Dispatching
• Dispatching may be done manually using drag-and-drop functions, or
automatically

• In the case of automatic dispatching, another profile (dispatch sequence) will give
hints which parameters to consider to automatically dispatch the PM work orders
 The standard profile is a combination of start date/time and priority, but
things like work order type can also be added if relevant
 A log records the results of every action

30
 Release & Print Work
Order
• When the labour and purchasing needs have been entered, the Work
Order can be released

• Individuals will be assigned directly to each work order operation

• The release process initiates the following:

 The work order can be printed, work can be started and time can
be posted against the work order

 Purchase Requisitions can be processed and Purchase Orders

created. Reservations are also made for material

31
 Release & Print Work
Order

• Work Order print

 Many documents can be printed :

– Material issue slip
– Work order operations
– …..
 In case of multiple-trades Work Order, the Work Order will have to
be printed several times by the Supervisor (several copies can be
printed at once by specifying the required quantity of copies in the
“Select Shop paper” screen).

32
 Perform Physical Work

• Prior to performing the work:

 The Work Order should be printed and available

 The materials should be available

• Depending on the work to be performed additional reference

documents may be needed

• Note that:

 The Permit-To-Work system is still external to SAP R/3

33
 Summary

• Work Orders form the documentation basis for the preparation and
performance of work

• Once completed, Work Orders capture the cost information for the
work

• Notifications hold the maintenance history

• The steps in the Work Order process can be performed as a

continuous process or individually

34
 Key Learning Review

• Why are Work Orders used?

To provide the documentation basis for the planning, scheduling, and
accomplishing of work

• What are the major steps in processing a Work Order?

Create, Prepare operations, materials and services, Release, Print, Confirm
and report, Complete

35
 Questions?

• Ready to go?

36