Consulting

Transforming

Enterprises

Project Name

JK Cement

Title

Maintenance Processing: Notifications

Version

1.0s

Document ID

JK_BBP_PM_BP_0100_V1.0

Author

Akhilesh Kumar Singh

Reviewed By

XXXXXXX XXXXX

Date

01.11.2012

Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

IMPLEMENTATION_BLUE PRINT
Business Process Details
Module

Plant Maintenance
Process
Sub Process /
No

Maintenance Processing: Notifications

Maintenance Notification processing

Description

Maintenance Notification processing

Sr No
1.1

JK_BBP_PM_BP_010
0

Business Process Explanation

As Is Process General Explanation
At present CCR/Production person enters the breakdown report or maintenance
request for corrective action mentioning the first information report and the timing.
After completion of job the maintenance person hands over the equipment to
production and okays the report in compliance report with time of completion.

1.2

Explanation of Proposed Process

A maintenance notification, PM notification for short, is used to

1. Describe the problem condition of a technical object in the PM System by
the plants production user for notifying to maintenance department,
2. To refer the maintenance department for a task that needs to be carried out
and
3. To document the work performed.

There are three types of maintenance notification available in the standard SAP
system in PM module:
1. Malfunction Report:
A malfunction report describes a malfunction at an object, which affects its
performance in some respect. Using a malfunction report, for example, an
employee in Production can report that a system has reduced or zero
performance, or that its output is of a reduced quality.
As a rule, a malfunction report requires the maintenance department to arrange for
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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

a specific repair task to be carried out, for the ideal condition of the object to be
restored.
2. Maintenance Request:
A maintenance request is a targeted instruction to the maintenance department to
carry out an activity in the manner described. The decisive factor in this case is
that there can be no malfunction.
Maintenance requests can also be used for investments, for example if an
employee requires a new monitor, or if all the telephones in one part of the building
in a company need replacing.
3. Activity Report:
An activity report describes a maintenance activity which has already been carried
out, and which was not necessary due to a malfunction or request from plant user.
It simply provides technical documentation that records which activities were
carried out when, at what time and with what results. For this reason, activity
reports are used for the technical confirmation of maintenance activities which
were not requested and were executed by maintenance department itself by self
decision.
Typical examples of the activities documented in activity reports are "Fill up oil" or
"Checked Pressure" or "Tighten screws".

Notification structure:
The screens available in different types of notifications will vary according to the
requirement.

Notification header
Notification Description
Reference object: Functional Location, Equipment, Assembly
Subject: coding code and short text, Notification description with long text note
pad

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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

Responsibilities: Planner group, Maint. Work center (are copied from ref.
objects master record), Reported by, Notification creation
date and time (automatically by the system)
Start/End dates: Priority*, Required start date/time, Required end date/time,
Revision**
Malfunction data: Malfunction start date/time, Malfunction end date/time,
Breakdown indicator, Breakdown duration
Location data:
(is copied from technical object master on which the Notification is created)
Plant, plant section, location, ABC indicator, Cost center, Controlling area,
company code etc.
Items:
Object part code with short text, Damage codes with short text and free text
for each damage.
One item represents combination of object part and damage.
Causes:
Cause codes and short text with reference to each item, free texts for each
cause.
Tasks:
Task codes and short text with reference to each item, free texts for each task.
Planned start date/time, planned finish date/time, completed by, completion
date/ time for each task.

Priority- Priority is selectable in the notification header from the predefined

priorities. Each priority defines a set of Start date and End date formula. When
the user selects a Priority according to the requirement, the system
automatically assigns the Required start date and Required end date according
to the selected priority formula. This saves the time while filling up notification

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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

data.
** Revision- Revisions are kind of master records which can be maintained in
system customization. Revision represents plant overhauling or shutdown in
SAP. When a revision is announced in plant then its revision number should be
maintained in the system which can be then mentioned in the notifications and
orders related to the revision. Each Revision contains revision number,
description, Planning plant, start date/time, end date time and completion
indicator which is checked when the revision is over so that it can not be
assigned to notifications or orders any further.
Revisions provide a very useful selection criterion for getting the list of
notifications and orders related to a revision or shutdown for viewing the
complete history of jobs related to a shutdown.

Naming and numbering conventions:

Notification number length: 12
It is generated automatically by system at the time of notification creation and
saving according to the number range defined in configuration.
Notification description :40 characters

Following Notification types will be maintained for JK CEMENT DIVISION

M1

Maintenance request

M2

Malfunction report (Breakdown Notification)

M3

Activity report

Number range:
Different number ranges will be used for each notification type so that by seeing
the notification number series itself, maintenance person will be able to know the
type of notification received from the plant.
The notification number will be assigned at the time of notification saving only and
not before (at the time of creation), to avoid the wastage of numbers in series, in
case a notification is not saved after creation due to some reason.

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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

Notification processing steps:

1. Notification creation by plant user/CCR:
There can be Five scenarios for this
1) Production breakdown:
Whenever there is a production breakdown due to failure of any technical
object in plant, the production user will create a Breakdown Notification
(type MF) with following input data
brief description of failure,
malfunction start date/time,
technical object in the reference object screen area of header
any other information like problem area code and task code required if
he can determine it at that point of time. Please refer Business process
document JK_BBP_PM_MD0700 for Catalogs and Codes to be used
in Notifications.
2) Equipment fault/ Maintenance request:
When there is a problem or equipment failure but not a case of production
breakdown or if a service from maintenance department to be requested
then the plant user will create a Maintenance Request (notification type
MR) with following input data
brief description of failure,
Planned start/date, Planned finish date/time,
technical object in the reference object screen area of notification
header and
any other information like problem area code and task if he can
determine it at that point of time.
3. Notification receipt by maintenance department and Put in Process (release) :
Notification will be received by the planner group to which the notification is
referred.
Maintenance person will inspect the problem at site if required, enter any
technical finding like object part, damage and cause found at that point of time;
plan and assign required tasks in the notification. Please refer Business
process document JK_BBP_PM_MD0700 for Catalogs and Codes to be used
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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

in Notifications.
Authorized person from maintenance department will release or put in process
the notification which signifies the go-ahead for performing the tasks.
Following activities can not be performed on a notification until it is releasedCompletion of the notification tasks after doing the job at site
Complete the notification (NOCO) after finishing all the tasks assigned to the
notification.
4. Assign Maintenance order:
If the job involves material issuing for repairing and/or any internal/ external
service requirement then a maintenance order will be created with reference
to the notification.
Please refer Business process document
JK_BBP_PM_MD0700 for orders.
In other words if the job involves any cost other than nominal work time
devoted by maintenance person in performing the task, you need to create a
maintenance order w.r.t. the notification with operation and/or components
and/or external service requirement planning.
5. Tasks completion
Each task assigned to the notification will be completed individually after doing
it at site with additional details like completion date and time.
6. Technical confirmation
All the technical findings e.g., object parts, damages, causes etc not filled
before will be entered.
7. Notification completion
After completing of all the tasks assigned to the notification, the notification will
be completed at header level. But any technical findings which were not
entered in notification should be maintained before notification completion
(NOCO).
Notification completion is not possible if any of the tasks assigned to it is not
completed.

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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

Feed loss in terms of time units, is required in case any production machine
is out of operation. For this malfunction start and malfunction finish
date/time and breakdown indicator will be used in the notification header of
Breakdown notification, created for that production machine/line. This will
automatically calculate the breakdown duration which will represent the
feed loss of that machine.
1.3

Sr
No
2.1
2.2
2.3
Sr No
3.1
3.2

Special Organizational Considerations

None

Gap Analysis
Gap Identified in proposed solution against Requirements & Expectations
Not applicable
Impact of Requirement
Not applicable
Solution Proposed
Not applicable
Topics
Changes Management Issues
Not Applicable.
Description of Improvements
For any work request to maintenance department, plant user will have to
create a notification.
For shutdown declaration also, a notification will be created by the shutdown
decision making person with the details like top Functional Location of the
section/ area for which the shutdown is planned, required start and required
end.
An authorized person will create a Revision accordingly in PM module and
assign it to the notification for using the functionality of Revisions.
Daily routine jobs and self decided jobs by maintenance department which
were entered in the shift logbook will now be entered using Maintenance
Activity reports.
Online information will be available for breakdowns and problem status of
technical objects.
Analysis of repetitive problems will become easy using standard functionality of
defect & cause codes. JK CEMENT DIVISION will be able to track faults,
cause, task done, object part affected etc.
Less disputes between production and maintenance departments by

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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

transparent reporting of down time in the notifications.

Effective and clear communication of Break down by plant user.
Activity report will be helpful in logging of activities done on any technical
object, without receiving any request from production users thus providing daily
work history similar to logbook.
Minor malfunctions, which do not need detailed operation planning, materials
and involves no cost, could be handled by Notifications alone without any need
of creating orders.
Tasks from different notifications can be completed collectively at one screen
using List of tasks transaction in change mode (T-code: IW66). This will be
useful for shift engineer for completing days tasks at one go at the end of the
shift.
Similarly Notifications can be released or completed (NOCO) or orders can be
created /assigned for notifications collectively at one screen using List editing
of notifications in change mode (T-code: IW66).
Notifications can be seen graphically also with all the details like notification
header data, reference objects, items, causes, tasks and assigned order etc.
using multilevel notification list display.
For seeing the complete logbook for all the tasks done in short, transaction for
List of tasks (IW67) can be used with selection criteria like notification types=
all, reference date from and to etc.
For direct orders, automatically generated from maintenance plans like
preventive maintenance and calibration etc., the task done should also be
maintained in the activity report in short, in the form of one task, for getting
complete history from notification tasks itself and these activities need not to
be checked additionally from order operations list. That makes the complete
logbook using notifications tasks.
Sr
No
4.1
4.2

4.3

Topics
Interface / Enhancements considerations
Not Applicable
Reporting considerations
S.No.
Reports
1.
Machine history record
2.

Feed loss (in Hrs) analysis report

3.

Month wise breakdown report

T Code
IW67, W69,
W30
IW67,
IW69, IW30
MCI7, MCI3,
MCI4
IW28, IW29

4.
List of Notifications
Authorization considerations
As per organizational needs, not finalized yet. Authorization matrix is being prepared

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Business Blue Print- Business Process- Plant

Maintenance
File Name:
Responsibility:

PM

Release:

ECC 6.0

Status:

Closed

separately.

Business Process Signoff

Module

Plant Maintenance
Process
Sub Process /
No

Maintenance Processing: Notifications

Maintenance Notification processing

Description

Maintenance Notification processing

Copyright 2011 JKT

JK_BBP_PM_BP_010
0

Page 10 of 10