Step by step Instructions for Plant Maintenance Master Data Management in SAP

1. SAP PLANT MAINTENANCE MASTER DATA
ASHUTOSH SHARMA
SAP PM Consultant
IBM Global Business Consultancy Services

2. 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

3. 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
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

4. Nomenclature of functional depends on the structure indicator define in customizing
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).
STRUCTURE INDICATOR
Edit mask
Hierarchy levels
A = Alpha
N = Numeric
X = Alphanumeric
System
Area
Sub-area
Function
Sub-function
Item
Location number A1
A1-B
A1-B02
A1-B02- 9
A1-B02- 9-C
A1-B02- 9-C- 1
1 2 3 4 5 6
AN-ANN-N-X-X

5. Create Functional Location (IL01)
Change Functional Location (IL02)
Display Functional Location (IL03)

7. The structure of the functional location is based on the structure indicator.
If you create a new functional location (for example, C1-M01-2), 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
AUTOMATIC ASSIGNMENT UPON CREATION
C1-B
Biological
cleaning
C1C1
ClarificationClarification
plantplant
C1-M
Mechanical
cleaning
C1-M01
Sand trap
C1-M02
Oil/fat
trap
C1-B01
Pump
plant
C1-B02
Filtering
station
Existing
functional
locations
New
functional
locations
C1-M01-2
Ventilator
C1-M01-2
Ventilator
C1-M02-2
Ventilator
C1-B01-1
Pump 1
C1-B02-2
Filter cell

8. 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
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

9. Create Equipment (IE01)
Change Equipment (IE02)
Display Equipment (IE03)

12. 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

13. 3) BILLS 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 MATERIALS IN A COMPANY
Engineering/design
bill of material
Costing
bill of material
Production
bill of material
Maintenance
bill of material

14. 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
BILLS OF MATERIAL IN PLANT MAINTENANCE
Maintenance
bill of material
Structuring
of object
Spare parts planning
in task list
Technical object
Spare parts planning
in order

15. CREATE MATERIAL BOM (CS01)
CHANGE MATERIAL BOM (CS02)
DISPLAY MATERIAL BOM (CS03)

16. CREATE FUNCTIONAL LOCATION BOM (IB11)
CHANGE FUNCTIONAL LOCATION BOM (IB12)
DISPLAY FUNCTIONAL LOCATION BOM (IB13)

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

18. CUSTOMIZING BOM
Define BOM usage
Define item categories

19. 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.

20. CREATE SERIAL NUMBER (IQ01)
CHANGE SERIAL NUMBER (IQ02)
DISPLAY SERIAL NUMBER (IQ03)

21. CUSTOMIZATION
Serial Number Profiles
Serialization operations and movement types

22. 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.

23. CREATE MEASURING POINT (IK01)
CHANGE MEASURING POINT (IK02)
DISPLAY MEASURING POINT (IK03)
For creating counter please check the MeasPoint is counter check box

24. CUSTOMIZATION
Measuring Point Categories

25. 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)

26. CHANGE MEASUREMENT DOCUMENT (IK12)
DISPLAY MEASUREMENT DOCUMENT (IK13)
7) WORK CENTRE

27. A work center is an organizational unit within an operational system.
A work center can be one of the following:
Machine
Group of machines
Person
Group of people
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
Main work center in the task list header
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.

28. 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.
WORK CENTRE: CONTENTS
Basic data
General data
Capacity data
Capacity categories
Scheduling
Capacity / pool capacity
Available capacity profile
T i m e
LinksLinks
Activity types
Activity types
Activity types
Work center
Person
Qualification
Staffing assignment
Cost center

29. 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.

30. CREATE WORK CENTRE (IR01)
CHANGE WORK CENTRE (IR02)
DISPLAY WORK CENTRE (IR03)

34. 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.

35. 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)
MAINTENANCE TASK LIST
Task list header
Operation 10
Operation 20
Operation 30
Planner group
Maintenance
Strategy 3 months3 months
6 months6 months
12 months12 months
Work center
Production
Resources/tools
Components

36. 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)

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

38. Create Equipment Task List (IA01)
Change Equipment Task List (IA02)

39. Display Equipment Task List (IA03)

40. Create General Maintenance Task List (IA05)
Change General Maintenance Task List (IA06)

41. Display General Maintenance Task List (IA07)

42. CUSTOMIZATION
Profile
User field
Control Key
Number Range
Presetting for free material assignment
9) PERMIT

43. 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)

44. 10) WARRANTY

45. 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
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.
MASTER WARRANTY
WARRANTY
HEADER
WARRANTY
ITEMS
WARRANTY
COUNTER
Warranty Type,
Description,
Classification
Service activities
Counters, Limits

46. 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)

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