USER MANUAL

SUBMITTED

TO

BY

INFRABEAT TECHNOLOGIES PVT. LTD.

PLANT MAINTENACE
CALIBRATION ORDER PROCESS
Jan. 2022
Version 1.0
 User Manual

USER MANUAL – PLANT MAINTENANCE

CUSTOMER: - SBPL

PROJECT: - PLANT MAINTENANCE

DOCUMENT DETAILS:

Name Version No. Description

Preventive 1.0 This document outlines the User Manual of PM business

maintenance processes of SBPL in SAP.

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Contents
1. CALIBRATION PROCESS OVERVIEW.................................................................................................5

2. CREATE TASK LIST............................................................................................................................6

2.1 FIELD DESCRIPTION:...............................................................................................................................................6

2.2 PROCEDURE..........................................................................................................................................................7

2.3 CREATION OF MIC..................................................................................................................................................11

3. CALIBRATION PLAN......................................................................................................................15

3.1 CREATE CALIBRATION PLAN (STRATEGY)......................................................................................................................16

3.2 SCHEDULING OF STRATEGY CALIBRATION PLAN............................................................................................................22

3.3 SCHEDULING OVERVIEW LIST.......................................................................................................................................25

3.3.A CHANGE ORDER: T CODE-IW32...............................................................................................................................26

3.3.B PROCESS INSPECTION LOT & USAGE DECESION (UD)...........................................................................................27

3.3.C ORDER CONFIRMATION: T CODE-IW41......................................................................................................................32

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3.3.D ORDER TECO: T CODE-IW32..................................................................................................................................33

3.3.E ORDER SELLEMENT : TCODE -KO88............................................................................................................................33

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1. CALIBRATION PROCESS OVERVIEW

This overview describes how to process the test or measurement equipment in a calibration inspection. The
objective of a calibration process is to determine whether each piece of equipment specified in the maintenance
order meets the predefined performance specifications. Calibration of few equipment is inhouse and for few
equipment it will be done by external vendor. After calibration test equipment location details, calibration date are
updated in document Quality control team has to review documents regularly to know Test equipment’s pending for
Calibration.

Following steps involved for Calibration process,

1)Create general task list for calibration Equipment ( IA01, IA05)

2) Create strategy cycle plan (IP42)

3) Schedule the maintenance plan (IP10)

4) Order Generation, Generation of Inspection lot and Purchase Requisition (IW32 / QA32)

5) In the case of external calibration order, create & release PO, create service entry sheet.

6) Process inspection lot and UD (QA32)

Process
The process of the Calibration Maintenance shall be:

1.1. Task list is created for the technical object whose calibration plan has to be created for proper planning and
execution of maintenance activities.

1.2 Maintenance plan is created by choosing plan category based on what should be the call object (e.g. Maint.
order) of plan. Based on what is the frequency of maintenance, cycle time is given to the plan. If plan is counter
based then the measurement counter number for the individual equipment/functional location will be maintained in
plan. Respective reference object and task list is assigned to the maintenance plan. If call object is “order” then
Order type ZM05: calibration Maintenance will be maintained in plan.

In strategy plans are used to show complex maintenance cycles. We create a strategy plan and assign a maintenance
strategy in which we define the different maintenance cycles of the strategy (called as Packages) to be used. For
example, it makes sense to use a strategy plan if different maintenance tasks for a vehicle service oil checking are
due in different cycles: oil check every 500-running km and oil change every 1500 running km.

In time-based strategy plan, we can plan maintenance item for Weekly, Monthly, Quarterly or Half Yearly
maintenance activities for total period of the plan
Calibration plan is scheduled so that the planned dates and call dates are displayed based on the scheduling
parameters maintained in plan. The call object is generated based on call horizon and planned date. Order or
notification will be processed in usual manner.

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2. CREATE TASK LIST

Use

Maintenance task lists describe a sequence of individual maintenance activities which are repeatedly performed
within a company. They are used to standardize repetitive work processes to plan them more effectively and to save
time when creating maintenance orders and maintenance plans.

Transaction:

Logistics>Plant Maintenance > Planned Maintenance > Maintenance

SAP menu
Task Lists> Task lists > Equipment Task List>Create
Transaction code IA01

Logistics.>Plant Maintenance > Planned Maintenance > Maintenance

SAP menu
Task Lists > Task lists > General Task List >Create
Transaction code IA05

2.1 FIELD DESCRIPTION:

On the Create Equipment/General Task List: Task List Overview press “New Entries” button and enter the following
entries:
Field Name Description R/O/C User Action and Values Comments

Group If a group contains several R Accept the default or manually key in

counter standard task lists, they are a unique number.
identified by a group counter.

Task list Description of task list O Enter a description Long text is possible.
description The text is
transferred to the
first line of the long
text for the task list.

Assignments Section Header

to header

Work Center Key for identifying the work O Enter the work center.
center. Work center
responsible for the completion
of the maintenance tasks

Work Center Number which clearly identifies Enter the plant. There is no name for
Plant the maintenance plant. The this field
plant that the work center
belongs to.

Usage Indicates the area(s) where the O Enter or select from list. Usage 4 will limit the
task list can be used. usage to only Plant

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Field Name Description R/O/C User Action and Values Comments

Maintenance.

Planner group Key which identifies the O Enter a planner group within the
planner group responsible for maintenance plant
maintaining the task list.

Strategy Rule for the sequence of O Enter a strategy. (For strategy-based Choose from codes
planned maintenance and task lists) PM-ST and OH-ST
inspection tasks.

Deletion flag Used to identify that task list O Enter only if planned to be deleted. You can reset the
should deletion flag anytime
before the next
be deleted on the next
archiving run.
archiving run.

QM data Section Header

Inspec. points Set this indicator if you desire O Enter the inspection point field Enter 300 for
to use the task list to process combination. Equipment specific
the task on the basis of and 310 for
inspection points. Functional location
specific task list

(Note: On above table, “R” = Required, “O” = Optional, “C” = Conditional)

2.2 PROCEDURE

Here we shall process with general task lists .enter the T code as shown in below screen

New screen will be displayed as shown below

Enter group name if number range is external or keep blank then click on arrow mark

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After entering above screen will open new screen

Enter all required relevant fields here ,ensure usage & status always selected to ‘4’. Select maint. Strategy(1) as per
process requirement

Ensure always inspection points 300 as marked in red.

Tab on operation menu will take u details operation screen will be displayed as

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Enter the tasks /operations (1) required to perform during preventive maintenance of particular equipment’s

Notes: In case if strategy entered in header view then tab on operation select maintenance pack as marked in red,
following screen will be displayed.

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Here tick mark as per your maintenance activity to be performed during particular time frame

Next click on button 1 to assign the MIC created, will take the user to next screen

Here type MIC or select suitable by dropdown (F4) . press enters

Note: 1. Master Inspection characteristics are required to describe the inspection specifications for
materials/equipment’s like length, width, viscosity, current, voltage, etc.(please Refer Sr no 2.3 steps )

Now click on save button will be displaying message as “General task list CALTL1 saved”

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2.3 CREATION OF MIC
Master Inspection characteristics are required to describe the inspection specifications for materials like length,
width, viscosity.

In MIC, there are 2 types.

Quantitative – It will have some value range & the instrument inspected value should be within that range so that
that instrument can be concluded as in good condition.

Qualitative – There won’t be any specific range, these parameters can’t be measured with specific value

E.g Pass /Fail, Ok /Not Ok etc.

A. Access the T code as

SAP Menu > Logistics > Quality Management > Quality Planning > Basic
SAP menu
Data > Inspection Characteristic > Create
Transaction code QS21

Enter plant and MIC name ,will the user to below screen

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Here enter the relevant field as define in above screen

Control data: Check the option quantitative characteristic

Status: Update status as “Released” and Complete copy model”

Short: Update short description of inspection characteristic

Search field: Update the key for search field

B. Click on Control indicator will the user to below screens

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Lower Limit Value & Upper Limit Value check box should be selected.

Target value is optional, Results conformation should be Sum. Recording

Sampling Procedure check box should be selected.

Click on ,following screen will get pop up

3.Tick mark the fields as shown in screen ,then enter

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4. In next screen enter the upper /lower specification limit

Press enter save the MIC

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3. CALIBRATION PLAN
Use:
Maintenance plans merge the records of specific strategies, task lists, items and measuring points (when necessary)
to generate a recurring maintenance schedule for the resultant orders/notifications which are copied from the task
lists.

Field Details:
Input – Required Fields Field Value/Comments

Maintenance Plan leave this field blank and the system will number the plan on
saving.

Maint. Plan cat. Key used to categorize the maintenance plan. Further process is
influenced by the category chosen. The standard categories are

PM-Preventive Maintenance Plan

NO-Notification/Inspection

CM-Condition Monitoring Plan

CL- Calibration Plan

Maintenance Plan short text Short text description of the maintenance plan.
(description)

Cycle / Unit For the single cycle plan, this must be entered to tell the system
when to automatically generate the PM order or notification.

Planning Plant If a technical object is entered, this will default from the
technical object master record.

Order Type This is the order type that will automatically be generated when
the maintenance plan is scheduled.

Main Work Center If a technical object is entered, this will default from the
technical object master record.

Maintenance Item The maintenance item contains the information that will be
populated onto the PM order/notifications generated by the
maintenance plan.

Output - Results Comments

Maintenance plan is created. The outputs of all three types of maintenance plans are work
orders (and notifications) automatically created based on pre-
established work requirements and planning parameters.

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3.1 CREATE CALIBRATION PLAN (STRATEGY)
Access transaction by executing following t codes

Via Menus Logistics > Plant Maintenance > Planned Maintenance > Maintenance
Planning > Maintenance Plans > Create > Strategy plan

Via Transaction Code IP42

Type the T code & enter

After entering will take the user to following screen

Enter Main plan cat. Like Order etc. as per requirement and strategy

After entering will take u new screen

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On screen Create Maintenance Plan: enter information in the fields as specified in the table below:

Field Name Description R/ User Action and Values Comments

O/C

Maintenance A short description in the R Enter a description of the plan.

plan header for the maintenance
plan

Item Tab Strip

Reference Section Header

Object

Funct. Functional Location Identifier C Enter functional location

Location of technical object assigned to
plan

Equipment Equipment Identifier of C Enter Equipment Identifier

technical object assigned to number
plan

Assembly Assembly Identifier of C Enter Assembly Identifier

technical object assigned to
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plan

Planning Data Section Header

Planning plant Identifier for Plant where R Enter Planning Plant if different
technical objects and planning from default from technical
object are defined object

Planner group Identifier for persons O Enter Planner Group if different Departments like
responsible for maintaining from default from technical TMD, BMD are used
plan profiles object as planner groups

Order type Identifier for Order type. O Enter Order Type if different from
Different order types may default from technical object
have different options

Maint. Activity Identifier for Maintenance O Enter Maintenance Activity Type

Type Activity Type if different from default from
technical object

Main WorkCtr Identifier for Work Center R Enter Main Work Center if
which has responsibility for different from default from
maintenance of technical technical object
object

(Main Identifier for Plant that Main R Enter Main Work Center Plant if
WorkCtr) / Work Center is assigned to different from default from
technical object

Business area Identifier for Business Area O Enter Business Area if different
organizational unit from default from technical
object

Priority Importance level for O Enter Priority if different from

processing default from technical object

Task list / Section Header O Select the Task List to be assigned

General task to orders via this plan
list

Object list Tab Strip O Used to assign multiple technical

item objects to the plan

Item Location Tab Strip O Displays location information of

technical objects

Maintenance Tab Strip

plan cycle

Cycle/Unit The cycle length or frequency R Enter a number for the cycle Ex: 100 days, 1000
which the plan will be based length and select a unit of KM
on. measure
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A basic label to describe the
numeric data in a field
IMP: The cycle can only be
entered for single cycle plans
only
The cycles will be entered as
default for strategy based
plans.
Cycle text A short description of the R Add a free text description (For
cycle(For single cycle plans) single cycle plans)

Counter A performance monitoring O Enter a counter number which is Only necessary if

gauge attached/linked to a linked to the reference object. the cycle unit is
piece of equipment or based on activity
functional location (performance)

Maintenance Tab Strip O The scheduling parameter data

plan which defaults into maintenance
scheduling plans can be changed as
parameters necessary. This allows the
planner some flexibility in the
execution of the maintenance
plans, without getting too far
from the standardization
provided in the maintenance
strategy

Date Section Header

determination

Call control Section Header

parameter

Call horizon Call horizon is how much of R Accept the default or modify
the cycle length you want to
wait before SAP creates the
next order automatically

Scheduling Used to determine the length C Accept the default or modify .

Period of time for which the system
creates maintenance calls
during scheduling of a
maintenance plan.

Requires The next call is generated only O Put a check in the box if this is
confirmation when the previous one has desired.
been closed.

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Scheduling Section Header
Indicator

Time A maintenance strategy based C Accept the default or modify Used with time-
on the 12-month calendar. Ex: based plans
A 30-day maintenance
package will be due every 30
days, 7/1, 7/31, 8/29 etc.

Time-key date A maintenance strategy based C Accept the default or modify Used with time-
on the 12-month calendar, based plans
which allows the planner to
select a specific date the
maintenance, will be
performed on, regardless of
the day of the week. Ex: every
20th of the month.

Time-factory A maintenance strategy based C Accept the default or modify Used with time-
calendar on the 12 months calendar based plans
which only takes working days
into consideration. Ex: A 30-
day maintenance package will
have maintenance due ever
30 working days (usually 6
calendar weeks)

Start Section Header

scheduling

Start Counter Counter reading which the C Enter a counter reading Used with strategy
Reading plan starts the planned plans based on
maintenance activities
(performance)

Maintenance Tab Strip

plan
additional
data

Sort field Maintenance plan sort field O Select one of the pre-maintained
used as selection parameter entries to group maintenance
to group maintenance plans plan
with similar characteristics

As shown in below screen in create mode, enter description, Equipment press enter. Rest details like work center,
plant & function location will get copied from equipment master, Maintenance strategy also get copied & displayed (

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Here select suitable task lists by pressing F4.

Notes : ensure to select Order type -ZM05 for calibration order as shown in red

Press enter, then tab on Main. Plan scheduling will take u below screen

Here enter all relevant fields like call control parameters, start of cycle etc.

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Press save button to save the maintenance Plan, Creation message will be display as “Maintenance plan 1256
created

3.2 SCHEDULING OF STRATEGY CALIBRATION PLAN

Use :

In order to generate call objects (Maintenance orders/Notifications) the plans need to get scheduled

Transaction:

Via Menus Logistics > Plant Maintenance > Planned Maintenance

>Maintenance Planning > Maintenance Plans > Schedule

Via Transaction Code IP10/IP30

Kindly follow the preventive maintenance maintenance process user manual, here few important screens only
being displayed .

Scheduled list of calls defined in maintenance Plan got displayed includes plan date & call date .

Important Icons:

-Manual release of a call-This can be used to release a call object i.e. to call an order or a notification whose date
lies in the future and is still on hold and provided that the previous call has occurred.

Fix call- This functionality can be used to fix a call for a particular date, provided the previous call has occurred.
The fixing can only be done between the previous call date and next call date.
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Skip call-This functionality can be used to skip a call which is on hold provided the previous call is released or
skipped or called.

Select call no.1 to be release manually in order to the generate object (here order /ZM05)

Press to save scheduling, the action needs to be saved and the output is as follows:

The scheduling status displays the status as Called ie Calibration order has been generated as marked in red color .

In order to display the maintenance order selects the line and below a display icon can be used to

display the order.

Work order 4000184 generated as shown below.

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3.3 SCHEDULING OVERVIEW LIST

Used for Scheduling overview lists in SAP

Transaction:

Via Menus Logistics > Plant Maintenance > Planned Maintenance >
Maintenance Planning > Maintenance Plans > Scheduling for
maintenance plans > Scheduling Overview>List display

Via Transaction Code IP24

Kindly follow the preventive maintenance user manual for steps, here we shall use few required steps only

By executing IP24 t code following overview scheduling lists got displayed, here Call object (work order) also get
displayed, Press button to modify the layout of reports.

User specific notification list layout variant can be saved after setting the columns & their sequence. This way every time
the user will get the order list layout defaulted when he will execute the transaction IP24.

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3.3.A CHANGE ORDER: T CODE-IW32

Type order number and prese enter will take you below screen

Press button 1 to check inspection lot (140000000000) be generated

Check correct control to be PM01, now tab on operation tab

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All operations defined in task lists , work center are copied from task list which was assigned to maintenance plan,
Assign acctype(2) to each operation as well as select C.key(1) from drop down for each operations. Press enter

Press enter, release and save the calibration main. order

3.3.B PROCESS INSPECTION LOT & USAGE DECESION (UD)

Use :

In system, you can perform the incoming inspection for different material like raw material inspection, in progress
material inspection or equipment inspection. Goods receipt is generated as a part of purchasing or against a
scheduling agreement.

For each good receipt, SAP system creates a one-inspection lot, which contains details such as vendor, date or
purchase, etc.

Usage decision is used to decide whether you want to accept or reject the goods in the inspection lot based on the
results of the inspection. As per inspection results the process is marked as completed.

Transaction:

Via Menus Logistics > Quality management > Quality inspection > Work list >
Inspection > Change data
Via Transaction Code QA32

Enter the T code QA32 Following screen will be displayed

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Here enter proper date range and select suitable list setting

After executing following screen will be displayed

Select suitable inspection lot(1) and press on result(2),will take u below screen

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Select equipment as marked in red ,press enter will take he user to new screen

Here enter calibration results ,select Accept (2) if results are within range ,press save

Again go back to main screen

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Click on usage decision which are marked in red ,below screen will get pop up

Here press f4 ,new screen will get pop up

Select UD “Results are accepted “ , press enter will take the user to new screen

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Here with usage decision steps completed

3.3.C ORDER CONFIRMATION: T CODE-IW41

Type the code and enter will take u new screen as

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Here enter all relevant field like actual duration, personnel number, text. etc. and press on right arrow

to confirm next operation if any and continue till last operation. Press save will display the message

“Number of confirmations saved for order 4000184: 1

3.3.D ORDER TECO: T CODE-IW32

Change the order and press button for technically completion of order

Status of Order changed to TECO as

3.3.E ORDER SELLEMENT : TCODE -KO88

Note: Order settlement & business closure to be done by finance department.

Here cost of order will be settled to cost center and order cost becomes zero

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