JK_BBP_PM_BP_0100

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Project Name

Title

JK Cement

Maintenance Processing: Notifications

Version

Document ID

1.0s

JK_BBP_PM_BP_0100_V1.0

Author Akhilesh Kumar Singh

Reviewed By XXXXXXX XXXXX

Date 01.11.2012

T r a n s f o r m i n g E n t e r p r i s e s

Consulting

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Business Blue Print- Business Process- PlantMaintenance

File Name: Release: ECC 6.0

Responsibility: PM Status: Closed

Copyright © 2011 JKT Page 2 of 10

IMPLEMENTATION_BLUE PRINT

Business Process Details

ModulePlant Maintenance

Process Maintenance Processing: Notifications Sub Process /No

Maintenance Notification processingJK_BBP_PM_BP_010

0

Description Maintenance Notification processing

Sr No Business Process Explanation

1.1 As Is Process General Explanation

At present CCR/Production person enters the breakdown report or maintenancerequest for corrective action mentioning the first information report and the timing. After completion of job the maintenance person hands over the equipment toproduction 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 bythe plant’s production user for notifying to maintenance department,

2. To refer the maintenance department for a task that needs to be carried outand

3. To document the work performed.

There are three types of maintenance notification available in the standard SAPsystem in PM module:

1. Malfunction Report:

A malfunction report describes a malfunction at an object, which affects itsperformance in some respect. Using a malfunction report, for example, anemployee in Production can report that a system has reduced or zeroperformance, 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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a specific repair task to be carried out, for the ideal condition of the object to berestored.

2. Maintenance Request:

A maintenance request is a targeted instruction to the maintenance department tocarry out an activity in the manner described. The decisive factor in this case isthat there can be no malfunction.

Maintenance requests can also be used for investments, for example if anemployee requires a new monitor, or if all the telephones in one part of the buildingin a company need replacing.

3. Activity Report:

An activity report describes a maintenance activity which has already been carriedout, and which was not necessary due to a malfunction or request from plant user.It simply provides technical documentation that records which activities werecarried out when, at what time and with what results. For this reason, activityreports are used for the technical confirmation of maintenance activities whichwere 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 therequirement.

Notification header

Notification Description

Reference object: Functional Location, Equipment, Assembly

Subject: ‘coding’ code and short text, Notification description with long text notepad

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Responsibilities: Planner group, Maint. Work center (are copied from ref.object’s master record), Reported by, Notification creationdate 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 eachcause.

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, completiondate/ time for each task.

* Priority- Priority is selectable in the notification header from the predefinedpriorities. Each priority defines a set of Start date and End date formula. Whenthe user selects a Priority according to the requirement, the systemautomatically 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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data.

** Revision- Revisions are kind of master records which can be maintained insystem customization. Revision represents plant overhauling or shutdown inSAP. When a revision is announced in plant then its revision number should bemaintained in the system which can be then mentioned in the notifications andorders 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 beassigned to notifications or orders any further.

Revisions provide a very useful selection criterion for getting the list ofnotifications and orders related to a revision or shutdown for viewing thecomplete 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 seeingthe notification number series itself, maintenance person will be able to know thetype of notification received from the plant.

The notification number will be assigned at the time of notification saving only andnot before (at the time of creation), to avoid the wastage of numbers in series, incase a notification is not saved after creation due to some reason.

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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 technicalobject 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 ifhe can determine it at that point of time. Please refer Business processdocument JK_BBP_PM_MD0700 for Catalogs and Codes to be usedin Notifications.

2) Equipment fault/ Maintenance request:

When there is a problem or equipment failure but not a case of productionbreakdown or if a service from maintenance department to be requestedthen the plant user will create a Maintenance Request (notification typeMR) with following input data

brief description of failure,

Planned start/date, Planned finish date/time,

technical object in the reference object screen area of notificationheader and

any other information like problem area code and task if he candetermine 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 isreferred.

Maintenance person will inspect the problem at site if required, enter anytechnical 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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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 released-

Completion of the notification tasks after doing the job at site

Complete the notification (NOCO) after finishing all the tasks assigned to thenotification.

4. Assign Maintenance order:

If the job involves material issuing for repairing and/or any internal/ externalservice requirement then a maintenance order will be created with referenceto the notification. Please refer Business process documentJK_BBP_PM_MD0700 for orders.

In other words if the job involves any cost other than nominal work timedevoted by maintenance person in performing the task, you need to create amaintenance 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 doingit 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 filledbefore will be entered.

7. Notification completion

After completing of all the tasks assigned to the notification, the notification willbe completed at header level. But any technical findings which were notentered in notification should be maintained before notification completion(NOCO).

Notification completion is not possible if any of the tasks assigned to it is notcompleted.

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

feed loss of that machine.

1.3 Special Organizational Considerations

None

Sr No Topics3.1 Changes Management Issues

Not Applicable.3.2 Description of Improvements

For any work request to maintenance department, plant user will have tocreate a notification.

For shutdown declaration also, a notification will be created by the shutdowndecision making person with the details like top Functional Location of thesection/ area for which the shutdown is planned, required start and requiredend.

An authorized person will create a Revision accordingly in PM module andassign it to the notification for using the functionality of Revisions.

Daily routine jobs and self decided jobs by maintenance department whichwere entered in the shift logbook will now be entered using Maintenance Activity reports.

Online information will be available for breakdowns and problem status oftechnical objects.

Analysis of repetitive problems will become easy using standard functionality ofdefect & 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

SrNo

Gap Analysis

2.1 Gap Identified in proposed solution against Requirements & Expectations

Not applicable

2.2 Impact of Requirement

Not applicable

2.3 Solution Proposed

Not applicable

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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 dailywork history similar to logbook.

Minor malfunctions, which do not need detailed operation planning, materialsand involves no cost, could be handled by Notifications alone without any needof creating orders.

Tasks from different notifications can be completed collectively at one screenusing 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 theshift.

Similarly Notifications can be released or completed (NOCO) or orders can becreated /assigned for notifications collectively at one screen using List editingof notifications in change mode (T-code: IW66).

Notifications can be seen graphically also with all the details like notificationheader 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 likepreventive maintenance and calibration etc., the task done should also bemaintained in the activity report in short, in the form of one task, for gettingcomplete history from notification tasks itself and these activities need not tobe checked additionally from order operations list. That makes the completelogbook using notifications tasks.

SrNo

Topics

4.1 Interface / Enhancements considerations

Not Applicable

4.2 Reporting considerationsS.No.

ReportsT Code

1. Machine history record IW67, W69,W30

2. Feed loss (in Hrs) analysis report IW67,IW69, IW30

3. Month wise breakdown report MCI7, MCI3,MCI4

4. List of Notifications IW28, IW29

4.3 Authorization considerations

As per organizational needs, not finalized yet. Authorization matrix is being prepared

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separately.

Business Process Signoff

ModulePlant Maintenance

Process Maintenance Processing: Notifications

Sub Process /No

Maintenance Notification processingJK_BBP_PM_BP_010

0 Description Maintenance Notification processing

Documents

JK_BBP_PM_BP_0100