SAP PLANT MAINTENANCE MASTER DATA

ASHUTOSH SHARMA
SAP PM Consultant
IBM Global Business Consultancy Services

Business Consulting Services

Overview

Master data

Data maintained once and can be used number of transaction is known

as master data.

Plant Maintenance master data can be classified as below

1) FUNCTIONAL LOCATION
2) EQUIPMENT
3) BILL OF MATERIAL
MATERIAL BOM,
FUNCTIONAL LOCATION BOM
EQUIPMENT BOM,
4) SERIAL NUMBER
5) MEASURING POINT/COUNTERS
6) MEASURING DOCUMENTS
7) WORK CENTRE
8) TASKLIST
GENERAL MAINTENANCE TASK LIST
FLOC TASK LIST
EQUIPMENT TASK LIST
9) PERMIT
10) WARRANTY
1) FUNCTIONAL LOCATION

Functional locations are hierarchically ordered structures that represent a

technical system, building, or part thereof.

Functional location is created to structure a technical system or building into

units that are relevant for Plant Maintenance.

Functional location can be structured according to

Spatial - Space oriented criteria e.g. Building

Functional - Process oriented criteria eg. Polymerization
r

-
a Technical - technology oriented criteria e.g. Press hydraulics

Functional Location Master

Functional Location is created to represent structure of technical system of

the company according to functional criteria.
Functional Location is created when maintenance tasks have to be performed
for individual areas in the structure of the technical system and this work
must or should be recorded.
Functional Location is created when technical data for certain parts of the
technical system has to be stored and evaluated over a long period of time.
Functional Location is created the costs of maintenance tasks have to be
monitored for certain parts of the technical system.
Functional Location is created when one want to analyze what effects the
usage conditions have on the the likelihood of damage to the installed
equipment.

FUNCTIONL LOCATION MASTER RECORD

The master record for functional location uses following views

General: Class, Object Type, Reference Data
Location: Location data, address
Organization: Account assignment, responsibilities
Structure: Structure indicator, higher-level functional location, equipment

Additional data or links in the master record for the functional location can also be
activated as tab pages or called up using pushbuttons
 Nomenclature of functional depends on the structure indicator define in customizing

STRUCTURE INDICATOR

Hierarchy levels 12 3456

Locationnumber At System
A1-B Area
A1-B02 Sub-area
A1-B02- 9 Function
A1-B02- 9-C Sub-function
A1-B02- 9-C- 1 Item

The identification for functional locations is created using the structure indicator.
The structure indicator consists of two input fields:
* Edit mask
* Hierarchy levels
The edit mask is used to control which characters may be used for identification
(letters, numbers, or both) and how these characters are grouped together or split.
The hierarchy levels are used to define which level ends at which character and
how many hierarchy levels the structure may contain.
A functional location can be identified using a maximum of 40 characters (=
maximum length of the edit mask).
Create Functional Location (IL01)
Change Functional Location (IL02)
Display Functional Location (IL03)

aC ee aucon
a) Create Functional Location: Initial screen

Functional loc. EERE

Edit mask NANA - SO - - S
HierLevels 1 2 a A

Labeling system A) Standard -a

Strindicator Bes Ozone Structure indicator

FunctLoccat \M| Technical system - standard

Functional loc. 411977 - = 5 | Cat. [Mm] Technical system - stan

Description PM Functional Location Lae
Status CRTE | | Ea

__General @ERSEGME Organization _— Structure Partner Ss _

Li seo

MaintPlant | 1006 |

Room |
Plant section ||

ABC indic. ||
Sort field | |
 Create Functional Location: Master data
Zea a) | 1
Functional loc. \1111 | Cat ; [m1] Technical system - stan
Oescription PM Functonal Location res
Status CRTE | i|

Planning plant [1000| Ztest

Planner group | |
Main WorkCtr i| |
Catalog profile

Create Functional Location: Master data

=) an TP i

Functional loc. 1111 Cat. |M| Technical system - stan

Description PM Functional Location
Status CRTE Hs|

Strindicator 688 Ozone Structure Indicator

= | ie

(© Functional location 1111 created

 AUTOMATIC ASSIGNMENT UPON CREATION

on
| Clarification
Existing 7 plant
functional M
locations

New
7 C1-M01-2 C1-M02-2 C1-B01-1 C1-B02-2
functional Ventilator Ventilator Pump 1 Filter cell
locations

> The structure of the functional location is based on the structure indicator.
- If you create a new functional location (for example, C1-MO1-2), the system
-¥

checks whether a hierarchy with this structure indicator already exists and
whether the new identification is suitable for the existing hierarchy. If this is the
case, when the new functional location is created, it is included in the existing
structure automatically.

CUSTOMIZING ELEMENTS

=» Structure indicator
«= Functional Location Category
2) EQUIPMENT

A piece of equipment is an individual physical object that is to be maintained as an

autonomous unit.

Equipment can be of below mentioned types

Test equipment
Customer equipment
VVVVVV

Production resource Tool

Building, Property
Vehicles
Systems, Systems parts

Pieces of equipment usually represent single objects (for example, pumps, motors,
vehicles), for which maintenance tasks should be recorded.

Equipments can be installed or dismantled at functional locations

EQUIMENT MASTER

> Equipment is created when individual data for the object has needs to be
managed.
> Breakdown, planned or preventive maintenance tasks are required for an
object and must be managed.
» Technical data for the object needs to be collected and evaluated over long
periods of time.
> The costs of maintenance tasks for this object are to be monitored.
» You need to record the usage time of this object at functional locations.

EQUIPMENT MASTER RECORD

The master record for EQUIPMENT uses following views

General: Class, Object Type, Reference Data, manufacturer data

Location: Location data, address
Organization: Account assignment, responsibilities
Structure: Structure indicator, higher-level functional location, equipment

Additional data or links in the master record for the functional location can also be
activated as tab pages or called up using pushbuttons
Create Equipment (IE01)
Change Equipment (IE02)
Display Equipment (IE03)

Create Equipment : Initial Screen

Create Equipment: Initial Screen

Equipment |
Valid On [15.09.2009]
Equipment category [m] Machines

Create Equipment : General Data

‘Create Equipment:
Equipment: General
General Data
Data ©} ©

Equipment THeeeeaceee7 TE | Category |M| Machines

Description Test Equipment |
Status AVLE e si] a ae — a!
Valid From |15.99.2009) Valid To [31.12.9999]
rete
 Create Equipment : Location

Create Equipment : Location

Equipment [TMeGeeoo00e00TIE | Category

Description Test Equipment
Status AVLE
Valid From [15.60 .2000) Valid To

| Fax

Create Equipment : Organization

Equipment THOGHGGGORGTIE Category A Machines

Description _ a = ss
Status AVLB |ERFB
Valid From 15.09.2009) Valid To 31.12.9999|
ee
Account assignment
Company Code 1000 Frankfurt
Business Area
a,

1660
 Create Equipment : Structure

=] tnd

Equipment TMOGOGGGOO1TE Category MN) Machines

Description Test Equipment (AB intemnote
Status AVL ‘ERFBO o
Valid From 15.09.2009 Valid To 31.12.9999

__Seneral_Locaton
_Organicaton ESTES (S cass andOocs
aaa
Functional loc
Description
Superord Equip.
Description
Position
TechidentNo.
ConstType

& Equipment created with the number 1036

Equipment installation at Functional Location

Two prerequisites must be fulfilled for a piece of equipment to be installed at a functional

location

» The equipment category must permit an installation (Customizing).

» The option "Equipment installation allowed" must be activated in the master record for
the functional location. You can restrict this option by using the "Individual installation"
option.

CUSTOMIZING

* EQUIPMENT CATEGORIES
CATEGORY
NUMBER RANGE
BUSINESS VIEWS
» PROFILE
» USAGE HISTORY
» OBJECT TYPES
» INSTALLATION AT FUNCTIONAL LOCATION
* FIELD SELECTION FOR EQUIPMENT MASTER RECORD
* INTEGRATION WITH ASSET ACCOUNTING
3) BILLS OF MATERIAL

BILLS OF MATERIALS IN A COMPANY

Production
bill of material Engineering/design
bill of material

Maintenance
bill of material
Costing
bill of material

Bills of material are used for different purposes. The usage depends on the
enterprise area, for example:
» The engineering/design bill of material includes all the elements of the
product (from an engineering viewpoint) and contains the technical data. It is
usually not dependent on the order.
> The production bill of material includes the items (from a production
viewpoint) and assembly conditions. For the assembly, for example, only
items relevant to production with process-oriented data are required.
> The costing bill of material reproduces the product structure and forms the
basis for automatic determination of the material usage costs for a product.
Items that are not relevant for costing are not included in this bill of material
 BILLS OF MATERIAL IN PLANT MAINTENANCE

Maintenance Technical object

bill of material

The maintenance bill of material differs from other BOM's in that it only contains items relevant
to Plant Maintenance.
The maintenance bill of material has three important functions:
* Structuring of the object
The structure of an object should be displayed as clearly as possible from a maintenance
viewpoint.
* Spare parts planning in the order
If a bill of material exists for a technical object, it can be used during the planning process
of a maintenance order for the purpose of spare parts identification and planning.
* Spare parts planning in the task list
Spare parts can be planned in the task list based on a bill of material.

There are three categories of maintenance bill of material:

> Material BOM

>» Equipment BOM
>» Functional location BOM
CREATE MATERIAL BOM (CS01)
CHANGE MATERIAL BOM (CS02)
DISPLAY MATERIAL BOM (CS03)

Create material BOM: Initial Screen

Create material BOM: Initial Screen

Material 900000000000003644
Plant 1900
BOM Usage [4]

Create material BOM: General Item Overview

CREATE FUNCTIONAL LOCATION BOM (IB11)
CHANGE FUNCTIONAL LOCATION BOM (IB12)
DISPLAY FUNCTIONAL LOCATION BOM (1B1i3)

Create functional location BOM: Initial Screen

Create functional location BOM: Initial Screen

ut] ig

Functional loc. 1111

Plant 1666) 7test

BOM Usage 4) Plant maintenance

Valid From 15.09.2909

Create functional location BOM: General item Overview

> 2Uaid) [xiv] &

Create functional location BOM: General Item Overview

Functionalloc =». 1111 |

Plant 1060 7lest

‘@ BOM created for functional location 1111

CREATE EQUIPMENT BOM (IB01)
CHANGE EQUIPMENT BOM (IB02)
DISPLAY EQUIPMENT BOM (IB03)

Create equipment BOM: Initial Screen

Create equipment BOM: Initial Screen

te rt

Equipment 1036
Plant 1000] Ztest
BOM Usage 4| Plant maintenance

15.09.2009

Create equipment BOM: General Item Overview

> PUD El WE
CUSTOMIZING BOM

* Define BOM usage

» Define item categories
4) SERIAL NUMBER

Serialization enables inventory management of a piece of equipment.

Assigning serial number to a piece of equipment enables the piece of equipment to
be managed from an inventory management perspective

You can manage the relationship between the material and the equipment as
follows:
» You can synchronize the equipment number and the serial number with each
other.
» You can synchronize the material coupled with the equipment with the
material in the Construction Type field of the equipment (Structure tab page).

The standard display of the Serialization Data view in the equipment master record
can be preset in the Customizing settings for the equipment category.
CREATE SERIAL NUMBER (1Q01)
CHANGE SERIAL NUMBER (1Q02)
DISPLAY SERIAL NUMBER (1Q03)

Create Material Serial Number : Initial

Create Material Serial Number : Initial

Material H0OGGOR0G000003645
Serial number
Category (m| Customer equipment

Create Material Serial Number : SerNo.Detail

Material ‘eeGgGG0G0000003645 Test Material 1

Serial Number [a Type [M| Machines

Status AVLB _|/ERFB mis|

CUSTOMIZATION

* Serial Number Profiles

» Serialization operations and movement types
5) MEASURING POINT/COUNTERS

Measuring points are physical and/or logical locations at which a particular condition
is described - for example, the temperature of coolant in a nuclear power station
after an outflow from the pressure vessels, or the number of rotations per minute of
the rotary blades of a wind-driven power station. Measuring points are located at
technical objects.

Counters are resources that enable you to represent the wear and tear of an object
or the consumption or reduction in its useful life - for example, the mileage indicator
of a motor vehicle or the electricity consumption meter of an electrically-powered
system. Counters are located at technical objects.

Measurement or counter readings can be entered for each object to be maintained.

CREATE MEASURING POINT (IK01)
CHANGE MEASURING POINT (IKO2)
DISPLAY MEASURING POINT (IK03)

Create Measuring Point: Initial screen

MeasPointObject IEQ) Equipment

Equipment 1036
Description Test Equipment
MeasPtCategory | MeasPoint (general)

_|MeasPoint is counter

For creating counter please check the MeasPoint is counter check box
 Create Measuring Point: General Data

Create Measuring Point: General Data

Measuringpoint [11801 —Ss_ | Cat. |M| MeasPoint (general)

MeasPosition TEST
Description Test Measuring Point [ao
Equipment 1036
Description Test Equipment

vr) a ey] ri sa noint 442 } ceroated

™ Bovesiestenass embeaete— leita 11901 create 3

CUSTOMIZATION

* Measuring Point Categories

6) MEASUREMENT DOCUMENTS

A measurement document is the overall term used to describe the data entered in
the system after measurement at a measuring point or after a meter reading.

A measurement document consists of the following data sections:

Measuring point data: This refers, for example, to the measuring point number, measurement
position, description, characteristic, and unit.

Measurement result data: This refers to the precise second when the measurement or
reading (time stamp) takes place, the measurement or counter reading respectively, as well as a
qualitative assessment of the measurement result if necessary.

CREATE MEASUREMENT DOCUMENT (IK11)

CHANGE MEASUREMENT DOCUMENT (IK12)
DISPLAY MEASUREMENT DOCUMENT (IK13)

Create Measurement Document: Initial screen

Create Measurement Document: Initial screen

Measuring point 11801

-TASHARMAS

Create Measurement Document: General Data

i=] Create Measurement Document: General Data

MeasDocument 1006820
Measuring point 11801 : Cat. |M) MeasPoint (general)
MeasPosition (TestT = =—ststété<‘is‘S;S~C*@Y Test Measuring Point
Equipment 1036
Description Test Equipment

7) WORK CENTRE
A work center is an organizational unit within an operational system.
A work center can be one of the following:

Ww Machine
Group of machines
vy

Person
We

Group of people
t
/

In Plant Maintenance, work centers are used as:

> Main work center in the master record for the equipment or functional
location
Main work center in a maintenance item
Vv

Main work center in the task list header

VVVV

Performing work center in the operations for a task list

Main work center in the order header
Performing work center in the operations for an order

Work centers belong to the master data in PM and provide the capacity required to
perform a task.
 WORK CENTRE: CONTENTS

©” Basic data
» General data

© Capacity data
= Capacity categories > e Capacity / pool capacity
= Scheduling =» Available capacity profile

ee _ E 2 = = Activity types ae
_ Links os —— = Activity types — =
= _ie Activity types eagle ss
: —_.— «= Cost center Z ze oe
= Work center og
= = > a Person — <= rae aie a

>= = Staff
Qualification
ing assignment =
-—
aoa =

The basic data contains general data such as work center category, description,
responsibility, and usage.
Work center links provide the connection between work centers and other objects
within the SAP System.

You can link a work center to the following objects:

» Cost center
* Qualifications
« Staffing positions
» People

The links are valid for certain periods of time.

Costing: Costing can be used to determine the costs of an internal activity by a
product unit. The aim of costing is to attribute the costs incurred to the individual
cost objects. It uses the work center to link the operation to cost accounting by
maintaining cost centers and activity types. If the work center is used in an
operation, standard values can be entered for the activity types specified in the work
center.

Scheduling: You can use scheduling to determine the dates when operations should
be performed. For this, the time required for the operations must be calculated and
compared with the time available in the work center. The standard values and
quantities in the operations are used as the basis for this calculation. During
scheduling, the start and end dates for the operations are calculated from this data
using formulas, which have been entered for scheduling in the work centers.

Capacity planning: In capacity planning, the capacity requirements for the

operations in the orders are determined and compared with the available capacity
defined in the work center. During capacity planning, you can use work center
hierarchies to aggregate (at higher-level work centers) the available capacity and
capacity requirements of lower-level work centers.
CREATE WORK CENTRE (IRO1)
CHANGE WORK CENTRE (IRO2)
DISPLAY WORK CENTRE (IRO3)

Create Work Center: Initial Screen

Create Work Center: Initial Screen

Plant 1000
Work center T-NE33
 Create Work Center: Basic Data

Create Work Center: Basic Data

Plant 1000 Ztest

Work center T-ME33 Test Work Centre P
Create Work Center: Default Values

Create Work Center: Default Values

7 | it

Plant 1060 Ztest

Work center T-ME33 Test Work Centre

Control key PM@1 []RefilD Plant maintenance

- internal
Standard text key []ReflD
Suitability []ReflD
Setup Type Key [_]ReflD
Wage Type [_]Refb
Wage group [_]RefilD
No. of Time Tickets [_]ReflD
No. confirm. slips [)RefiD Printer

Create Work Center: Scheduling

Create Work Center: Scheduling

Plant 1066 Ztest

Work center T-ME33 Test V¥ork Centre

Scheduling basis ~~
Capacity category 0061
Capacity

Processing formula
Teardown formula
Other formula
Create Work Center: Capacity Overview

1 tI BRIS)
fell | |G

*Jant 1000
York center T-ME33

Control CapacityReduction
0 Formula-Related =)
Processing formula 0 Formula-Related =
0 Formula-Related Ei]

Int. dist. key

Capacity category
Pooled capacity Control CapacityReduction
Setup formula | 0 Formula-Related Z
Processing formula 0 Formula-Related =
Teardown formula 0 Formula-Related =]
i ee eee

Create Work Center: Cost Center Assignment

Create Work Center: Cost Center Assignment

Plant 1000
Work center T-ME33

Validity~
Start date 15.09.2009 End Date 31.12.9999

Link to cost center/activity

types
Controlling Area 1000 CO Europe
Cost Center 1000 Corporate Services

@ Work center T-ME33 in plant 1000 was created

8) TASKLIST

Maintenance task lists describe a series of individual maintenance activities. You can
use them to standardize recurring activities, plan them more effectively, and save
time when creating maintenance orders and maintenance plans.

In the Plant Maintenance system, maintenance task lists can be used for routine and
preventive maintenance work. Task lists also specify which spare parts and tools are
required for operations and the time needed to perform the work.

If you have created maintenance task lists, you can create maintenance orders and
maintenance plans very easily, since you refer to the operations and processes
already entered in the maintenance task list. This means that if you create a
maintenance order for a task, for which all the individual operations have already
been described in a maintenance task list, you only need to specify this task list and
the required times in the maintenance order. You do not need not to enter the
individual operations because they are copied from the maintenance task list. If the
same task is required again shortly afterwards, you can again create the
maintenance order with reference to the maintenance task list.
 MAINTENANCE TASK LIST

Work center

Components

Production
Resources’tools a

The following assignments are made in the task list header:

Planner group, maintenance strategy, and a series of other parameters

The following assignments are possible for operations:

Time, components, work center, and a series of other parameters

Three types of task lists are available IN Plant Maintenance. They are distinguished
by an indicator:

>» Equipment task list (E)

> Functional location task list (T)
» General maintenance task list (A)
Equipment task lists are always object-based and created for a specific, individual
piece of equipment (example: steps for calibrating measuring device M-105).

Task lists for functional locations are also object-related and created for a
specific functional location (example: steps for inspecting hydraulic press HP-200).

General maintenance task lists are general task lists without object reference
(example: general steps for pump maintenance).

All three task list types can be used for routine and preventive maintenance.

Create Functional Location Task List (IA11)

Change Functional Location Task List (IA12)
Display Functional Location Task List (IA13)

Create Functional Location Task List: Initial Screen

Functional Location 1111

2 0LUti“(‘(Ci‘i‘<‘<i<i HAA OSS ES S DDoS FA Oe

{f=] Create Functional Location Task List: Header General View

Func. Loc. 1711 PM Functional Location

Group 33 PM Functional Location

Group 33 ; |
Group Counter 1 jPm Functional Location |

Planning plant
 Create Functional Location Task List: Operation Overview
) (a
ie i=

Func. Loc. 1111 Pi Functional Location

Group 33 PM Functional Location Grp.Countr 1

| AclSOp [Work ctr [PI Pe Salaiiaiannna

lOp y “| r yi BT] a7
H E | | i, ,

1111 1008 PAG Test

Ooo
1111 1006 PNO1 Test2
1111 = (1800 PMO1
1111 (1806 PMO1

OO
1111/1008 PMO1

'@ Task list saved for functional

location 1111

Create Equipment Task List (IA01)

Change Equipment Task List (IA02)
Display Equipment Task List (IA03)

Create Equipment Task List: Initial Screen

+ --
Create Equipment Task List Operation Overview

Equipment 1036 Test Equipment

Group §=36 © Test Equipment Grp.Countr1

OOOO
jo020 1111 1888 PMG1 Test2
o30| 1111 {1000 Pot |
ood) 1111» (1000 PHOT

‘& Equipment
task list 1036 saved

Create General Maintenance Task List (IA05)

Change General Maintenance Task List (IA06)
Display General Maintenance Task List (IA07)

Create General Task List: Initial Screen

f ‘ a: + ¥ | ae

Create General Task List: Initial Screen

Group

[=] Create General Task List: Header General View

Group 96 Test General Maintenance TL

Group Counter 1 | Test General Maintenance TL Oo

Planning plant 1000
Create General Task List: Operation Overview
yi (<$:*é“‘ | A OOM CHE HHDH
A OF

Group 96 Test General Maintenance

TL Grp.Countr 1

& General
task list 96 saved

CUSTOMIZATION

= Profile
« User field
«= Control Key
= Number Range
- Presetting for free material assignment

9) PERMIT
Permits are used to adhere to health and safety regulations, and control order
processing. It can be used to ensure that special approval has been obtained before
orders are executed.

Permits can be used in plant maintenance in two ways:

» As technical permits assigned to technical objects

» AS process-oriented permits with automatic assignment to the order

Technical permits are assigned manually to the technical object and not classified
(for example, welding permit). If an order is created for the technical object, the
permits are copied to the order and can influence the order release with a
corresponding setting.

Process-oriented permits are determined automatically based on a field in the order

header (for example, planned costs) and can likewise influence the order release.
Automatic determination is based on the classification of the permit.

Create Permit (IPMD)

 New Entries: Details of Added Entries

New Entries: Details of Added Entries

i» uy ‘zs a

Permit 500
Text Welding Permit CT
Category s
Order release ‘fi
OrderCompletn ||
Permit class PM_PERNIT ooe
Print [¥]
Not modifiable CJ

© Data
was saved

Change View "Maintain Permits": Overview

eG 8 C68 ONE HHLS BE

Change View "Maintain Permits": Overview

10) WARRANTY
A warranty is a binding commitment to the customer to provide services, partly or
fully without cost, for a specified period of time, or for the specific life of an individual
device. Warranties define the scope of the services that a company performs at a
technical object in the event of damage or problems.

Warranties can be assigned to piece of equipments, functional Locations or serial

numbers.
Before creating a warranty master record, warranty type should be defined Warranty
type indicates how a warranty should be used.

The warranty type is assigned to an internal warranty category that specifies

whether the company for which the system user works is a warrantee or guarantor.

STRUCTURE OF MASTER WARRANTY

MASTER WARRANTY

The warranty categories are strictly defined within the system and cannot be
modified. There are two types of warranty category:

Warantee: The warranty comes from an outside party, for example, buy a new
piece of equipment and receive a warranty from the manufacturer that covers a
certain period or usage (manufacturer warranty).

Guarantor: The warranty is internal and goes to the customer, for example, sell or
lease a piece of equipment and concede a warranty to your customer.
The following warranty categories are available in the standard SAP System:

Warranty category I
This warranty category is available if you are the warrantee.

Warranty category O
This warranty category is available if you are the guarantor.

Create Master Warranty (BGM1)

Change Master Warranty (BGM2)
Display Master Warranty (BGM3)
Create Master Warranty: Initial Screen

Create Master Warranty: Initial Screen

Master warranty

Create Master Warranty: Initial Screen

Warranty type 1 Customer warranty | = | [v] Pass on warmty |

WarrantySorFid Ww
'@ Master warranty 51 saved

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