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ERP - PROJECT

SUGMAYA

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FOR

PLANT MAINTENANCE

REFURBISHMENT MAINTENANCE

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TABLE OF CONTENTS

1 DOCUMENT CONTROL 3
1.1 DOCUMENT HISTORY ......................................................................................................................... 3
1.2 DISTRIBUTION .................................................................................................................................... 3
2 PROCESS OVERVIEW: REFURBISHMENT MAINTENANCE 4
3 RETURNING OF DAMAGED MATERIAL/COMPONENT TO STORE WHENEVER RECLAIMED FROM PLANT 6
4 CHECKING THE STOCK OF DAMAGED GOODS & DECISION FOR REFURBISHMENT 11
5 CREATE REFURBISHMENT ORDER 14
6 RESOURCE PLANNING IN REFURBISHMENT ORDER (FOR EXTERNAL SERVICE) 18
7 DAMAGED MATERIAL/COMPONENT WITHDRAWAL FROM THE STORE 24
8 ISSUE OF DAMAGED MATERIAL FROM THE STORE – BY MM DEP’T 25
9 SERVICE PR FOR EXTERNAL SERVICES REQUIRED IN ORDER 26
10 EXECUTION OF WORK 28
11 RETURN OF REFURBISHED MATERIALS TO STORE – BY MAINT. DEP’T 29
12 GOODS RECEIPT FOR REFURBISHED ITEMS BY STORE 30
13 TECHNICAL COMPLETION OF ORDER 35
14 GLOSSARY 37
15 APPENDIX 38
15.1 T - CODES FOR REOPRTS .............................................................................................................. 38
15.2 T - CODES FOR PM ........................................................................................................................ 39

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1 DOCUMENT CONTROL

This is a controlled document and will be maintained on UJVNL portal.

Changes to this document will be recorded below and must be published to all interested parties.

1.1 DOCUMENT HISTORY

Version Date Author VERSION DETAILS

V0 19-02-2018 Nimish Agrawal First ISSUE

1.2 DISTRIBUTION

Date Name Purpose

Mandeep Singh For Information
Brijesh Yadav For Information

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2 PROCESS OVERVIEW: REFURBISHMENT MAINTENANCE

 The process of refurbishment is applicable to refurbish-able materials only. A refurbish-able material is
one for which valuation type (e.g. New, Damaged and Refurbish) is defined in material master.
Stock is maintained for these materials in storage locations for each valuation type/batch separately.
The price of material is different for each valuation type. For valuation type NEW the price will be as per
the purchase price, for valuation types REFURBISH and DAMAGED, nominal price e.g. 0.1 INR (Indian
rupee) or so will be decided by F&A and MM dep’t as per the company policy.

 When such a material/component gets damage in the operative plant, it is removed from its equipment
and immediately replaced with its spare, drawn from the stores. The damage material is returned to the
stores in valuation type DAMAGED, which increases the stock of damaged materials.

 Later whenever the refurbishment of faulty materials will be planned based on the availability of
manpower to do refurbishment or requirement of working condition spare materials in near future like
for shutdown or overhauling event, material refurbishment will be done using Refurbishment orders.

 Based on the stock level of DAMAGED, batch of a material in the storage location, decision can be taken
whether to go for refurbishment or not. This can be done in Daily Planning meeting.

A material which has no standby stock and which is not split valuated in the batches of New, Damage &
Refurbish based on its condition; is not in the scope of SAP refurbishment process. It must be repaired
immediately and installed back on to its equipment using the corrective maintenance cycle (through Breakdown
order).

Benefits of Refurbishment Process:

1. Stock of a material in each of its batch NEW, DAMAGED & REFURBISH will be visible by any PM, MM or
any authorized user across the organization.
2. For common materials being used in different plant sections, less no. of standby materials/inventory will
be required which will cater collectively to all the sections. This will reduce inventory cost.
3. The maintenance person can decide whether to issue New material or Refurbished material if
maintenance cost needs to be controlled.
4. This is particularly useful in case of high cost items, imported items, items with high procurement lead
time and obsolete materials which can be repaired and working condition spares will always be available
and need not to purchase unnecessarily.
5. Faulty material stock is always visible (since they will be stocked centrally in the store) to all unlike when
they are kept in individual department’s possession and over the time there is a possibility to lose or
forget them.

Refurbishment Process can be done in two ways:

1. Refurbishment with in plant - The refurbishment will be done in plant by internal manpower and/or
contractual manpower. Refurbishment order (in PM module) will be used in this case.

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2. Refurbishment at vendor’s place – The refurbishment will be done at vendor’s place. The material(s) will
be sent to vendor for repairing. The material(s) will be sent and received with the help of store.
Service Purchase Order will be created for the repair of material against the automatic service PR
generated from the Refurbishment order or a Contract will be in place for repair service of specific items.
Returnable Gate pass will be created by referring to the service PO or Contract for sending damaged
material(s) to the vendor for refurbishment.

Gate pass will have the material details (Quantity, Out-date, Vendor details etc.) that is being sent out to
the vendor for repair as per the process design in Materials Management module.
After repair, materials will be received back against Returnable gate pass.
Service Entry Sheet will be furnished by receiving maintenance dep’t after inspecting the repaired
materials. Service charges will be paid to the vendor against the service PO or contract.

Icons:

Caution

Note

Abbreviations:

PM Plant Maintenance
MTP “Maintenance Planning”
group in the Plant
WCM Work Clearance
Management
WAP Work Approval
WCA Work Clearance
Application
WCD Work Clearance Document
PTW Permit to Work

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3 RETURNING OF DAMAGED MATERIAL/COMPONENT TO STORE WHENEVER RECLAIMED FROM PLANT

Any defective material removed from its equipment location shall be identified by the maintenance department
either as refurbish-able or scrap, and returned to stores.

The scrap will be returned as per the procedure defined by MM module. Please refer MM module’s
documents for this process.
When the faulty material is removed from equipment/machine during a breakdown/overhauling maintenance
and replaced by a working spare then the removed material should be returned to store (if found refurbish-able)
by entering in the maintenance order being used for that breakdown/overhauling maintenance activity.
The returned quantity will be entered in negative with batch DAMAGED and a reservation will be generated
through the order for this returning quantity. The faulty material will be returned to store against this reservation
no./order no.

The order’s actual cost will be reduced by the cost of returned faulty material(s) when the goods
movement will be posted in MM module by stores person.
The faulty material which is to be returned to store, will be entered in the current maintenance order of the
maintenance activity where the faulty material was reclaimed. Following steps should be performed for this.
SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Order →
Menu Path Change
Transaction
Code IW32

Step No Field Name Description User Action and Values

1 Order Enter the current order no. where You can also select from dropdown
the returning faulty material is to be list (F4 help for the field) by giving
entered. proper selection criteria in selection
option ‘PM orders using order list’.

Press “Enter” key or select “Enter” icon . Change General Maintenance order screen will open.

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Click on components
tab

Component Overview will appear as shown below.

Enter the faulty material no. with quantity in negative and batch DAMAGED in the component list as shown
below
Step No Field Name Description User Action and Values
1 Component Material number. You can select from dropdown list
Enter the material no. of the faulty (F4 help for the field) using search
item to be returned to store. option ‘Plant Material by
Description’.
2 Reqmnt Qty Enter the quantity of removed Quantity should be always negative
faulty material in negative. for the material to be returned to
store.
3 SLoc Enter the Number of storage You can select from dropdown list
location in plant where the material (F4 help for the field).
is to be returned
4 Batch Enter the Valuation type DAMAGED Select from dropdown list (F4 help
for the field).
5 Item Category Enter L if material is in stock

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How to select a material batch from drop-down list is shown below.

Enter return qty in

negative.

Click the drop-

Click the drop- down help icon
Enter material number down help icon
to return

Press ENTER key and component description & unit will be fetched by the system from material master.

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Check the reservation no. for returning the faulty material as shown below.

Select your
component (material)

Click this ‘Gen. data’

button.

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Click to save

Click Save button in the standard toolbar at top of the screen to save the changes in the order.

System will give a message in the message bar that your Order saved as shown above.

Physically return the faulty material in stores against this reservation no./order no.

The store person will post the goods movement transaction (MIGO)in MM module and the Damaged batch stock
of this material will increase by the returned quantity.

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4 CHECKING THE STOCK OF DAMAGED GOODS & DECISION FOR REFURBISHMENT

 Any damaged material removed from its equipment location shall be returned to store by the
maintenance department if the material is refurbish-able and a Fresh (New) or Repaired material will be
issued to replace the faulty material at site. Thus, over a period the stock of Damaged material will be
increased and stock of working condition material (in New and Refurbished batch) will be reduced. Hence
the Damaged materials should be repaired using Refurbishment orders in good time so that in
emergencies enough numbers of working condition spares should be available.

 By seeing the stocks of refurbish-able materials, a central planning dep’t can take judicious decision to
initiate refurbishment process by notifying it to responsible department. By seeing the criticality of the
material and its current stock level/ procurement lead time, oncoming shutdown or overhauling
schedule, the central planning dep’t in co-ordination with all the Maint. Dept.’s shall prioritize and plan
the refurbishment job. Accordingly, they shall coordinate with the concerned maintenance section which
is responsible for repairing the material and plan the refurbishment jobs.

The material stock can be checked using stock overview transaction as explained below.

SAP Menu → Logistics → Material Management → Inventory Management →

Menu Path Environment → Stock → Stock Overview
Transaction
Code MMBE

On the screen Stock Overview: Company Code/Plant/Storage Location/Batch, make the following entries:
Step No Field Name Description User Action and Values
1 Material Enter material no. for which stock to Or select from dropdown list (F4
be checked. help for the field)
2 Plant Enter your plant code Can be selected from dropdown list
(F4 help for the field).
If plant code will be left blank then
system will show the material stock
overview in all the plants where this
material is maintained.

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Click to execute

Click button at top of the screen.

The Stock Overview: Basic List screen appears where the material stock is shown plant-wise, Storage location
wise and Batch wise as shown below.

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Batch/Valuation
Company Code type wise stock of
material

Storage Location
Batches

Plant

The Unrestricted use quantity is withdrawable quantity. The reserved quantity shows that material is
reserved for this quantity of material by material reservations created through maintenance order or manually.

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5 CREATE REFURBISHMENT ORDER

For refurbishment of any material, some repair work need to be executed. For execution of work, responsible
dep’t will do the planning e.g. for manpower, material (if required) etc and then execute the work. For this
purpose, a Refurbishment order will be created.

A refurbishment order needs to be created directly. It cannot be created with respect to a notification,
nor can the copy reference to an order be used.
Refurbishment order can be created for one material code only with the required quantity.

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Order →

Menu Path Create (Special) → Refurbishment order
Transaction
Code IW81

Step No Field Name Description User Action and Values

1 Order Type ZM04 You can also select from dropdown
list (F4 help for the field)
2 Priority Select a priority, if needed

3 Material Number Refurbish-able Material number Or select from dropdown list (F4
Enter the Material No. help for the field)
4 Planning Plant Plant Code Or select from dropdown list (F4
Enter the plant code help for the field)

Press “Enter” key or select “Enter” icon

Create Refurbishment order: Central header, enter the following entries as specified in the table below and
depicted in the screen shots:

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Step No Field Name Description User Action and Values

1 Order description Order short text. Enter a short text.
Long text is available, if needed.
2 Planner Group Group responsible for planning Enter planner group (department)
tasks responsible for refurbishment of
the selected material. Or select
from the dropdown list.
3 Main WorkCtr Work center responsible for the Enter work center responsible for
completion of the refurbishment refurbishment task of the selected
tasks material. Or select from the
dropdown list.
4 User Responsible Person responsible for execution of Enter employee code of person or
work select from the dropdown help
using Last name and First name.
5 Target qty Target or planned quantity of Enter the quantity. (Default
components to be refurbished on quantity 1 will be entered if no
the work order quantity is specified.) The unit of
measure is defaulted from material
master.
6 From Plant Plant code from which the material Enter the plant code from which
has to be issued the material will be issued. Or
select from the dropdown list.
7 From Stor. Loc. Storage location within plant from Enter the storage location or select
where the defective & repairable from the drop-down list. If the
spare will be obtained or defective material is unaccounted
withdrawn. and was kept in the plant only then
no need to enter this field.
8 To Plant Plant code to which the material Enter the plant code to which the
should be sent after the material will be send after the
refurbishment refurbishment
9 To Stor. Loc Storage location within plant to Enter the storage location.
which the repairable spare will be
returned after refurbishment.
10 From Val. Type Valuation type or condition of the Enter valuation type DAMAGED.
repairable spare Or select from dropdown list (F4
help for the field).
11 To Val. Type Valuation type or condition in which Enter valuation type REFURBISH.
the repairable spare will be returned Or select from dropdown list (F4
after repairing. help for the field).

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Enter concise description

of order

Enter suitable
planner group

Enter suitable
work Center

Enter suitable
Valuation types in
these fields

Enter the plant

code & Stor. Loc.
(From & To)

Now go to the components screen by clicking on the components tab

On the screen Create Refurbishment order: Components overview, the defective material with target quantity
and Batch (valuation type) as planned in the order header is defaulted by the system (with item no. 0000) as
shown below.

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If some other materials are required for refurbishment, they can be added here and issued with the damaged
material which is to be refurbished.

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6 RESOURCE PLANNING IN REFURBISHMENT ORDER (FOR EXTERNAL SERVICE)

Go to the ‘Operations’ page by clicking on tab. On the screen Create Refurbishment order:
Operation overview enter the operations to be executed, manpower required, predicted duration for execution
and then release the order and save it.

The first operation in the operations screen gets copied from the order header description as default by
the system as shown below. It can be replaced with some other operation text as required.

Select Control Key PM03 for the

operation to be performed by
Contractor (i.e. External service)

2 Enter the duration

First operation gets copied from the order System will calculate this work 1 Enter the manpower
header, it can be replaced if required time based on entries of step 1 & 2 numbers

Control Key Description

PM01
For Internal operations
PM03
For external services (operations to be performed by contractor)

WCM Work Clearance Management (For operation pertaining to Permit for work)

Press ENTER key.

System message will appear, since external operation with Control key PM03 is entered:

Click button and then enter/ select data in the following popup screen, which appears next.

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Select appropriate material group & purchasing group by pressing F4 on both the fields

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Press “Enter” key or select “Enter” icon

Enter the details for External services required.

Go to the External tab of Operation detail screen as shown below.
Select the required Service(s) and assign to the operation.

Select the operation

by clicking this
button.

Click this
button

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Enter Notification type or use

F4 help & select from drop
down help

Activity Number screen will open

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Press “Enter” key or select “Enter” icon

Again, a new window will be open as shown below which will display all the services available.

Select appropriate service as per the requirement

Enter Enter gross

quantity price

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Go back to Operation overview by clicking button at top of the screen.

Click this green flag to release the

order

Click this button to save the

order

System will give a message in the message bar that your Order saved as shown below.

Materials can be withdrawn from the store only after releasing the order.
If any operation is to be carried out by contractual manpower then change the control key of that operation to
PM03 and assign services. This includes service entry sheet maintenance when the job is completed by external
manpower.

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7 DAMAGED MATERIAL/COMPONENT WITHDRAWAL FROM THE STORE

Before executing the actual work, defective material which needs to be refurbished will be withdrawn from the
store by responsible department.

When the order will be released system will automatically check the availability of material (If assigned in the
order) in the store and generate a Reservation no. for that material(s), against which that material can be drawn
from the store. To get that reservation no., open Component tab of your order, select the component & click on

button. Note the Reservation no.

 For drawing material from store, please follow process as defined in the Materials management (MM)
module of UJVNL
(Please refer relevant user manual of MM module.)
 Now the maintenance person will go to store with the reservation no. (if required and if defined in MM
module process), and draw the material.

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8 ISSUE OF DAMAGED MATERIAL FROM THE STORE – BY MM DEP’T

If any materials have been assigned to any operations in the order, with stock available in store then store person
will issue that materials against the order with reference to the reservation no. generated for the refurbishment
order.
 The maintenance person will go to store for picking the materials against order no./Reservation number
 Store person will run goods movement transaction in SAP MM module, enter the Reservation no./Order
no. & execute the goods issue in the system. This will result in posting of Material document with

following system message

 Then store person will physically issue all the materials to the maintenance person.

When the material gets issued from the store against Maintenance order, the order gets a new
status GMPS (Goods movement posted) as shown below. The Actual cost of Materials is also updated in
the Costs tab as shown below.

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9 SERVICE PR FOR EXTERNAL SERVICES REQUIRED IN ORDER

Sometimes some operations of Maintenance order need to be performed by vendor/ contractor. In that case, the
contractor’s job is assigned to the order operation(s) as External service(s) during order planning. External
services can be assigned in form of standard Service masters.
There will be annual service Contract available for regular services or sometimes once-in-a-while kind of services/
new services are required for which fresh Purchase order cycle is executed.

 In case of regular services assigned in order, Service PR gets automatically generated against the existing
service.

 Once the services are performed by the contractor/ vendor at site as per the PO, the responsible
maintenance supervisor will accept (confirm) the performed service quantities/ measurements using the
Service Entry sheet. This can be done immediately or at regular interval.
 The Finance dep’t does the payment to contractor/ vendor based on the actual service quantities as per
Service Entry sheet.

When the Maintenance order is released, the service PR gets generated automatically as shown below.
In the Change order screen, go to Operations tab

Click to go to Operations tab

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Click to select the external

operation with Control key PM03

Click to go to Actual Data

screen

Service PR, created at

the time of order
release.

Double click to display

the service PR

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10 EXECUTION OF WORK
Now the damaged material(s) will be sent to the external agency by process defined in MM module. Please refer
the user manual of MM for the same (UJVNL_MM_PURCHASE REQUISITION_SERVICES, UJVNL_MM_PURCHASE
ORDER_SERVICES & UJVNL_MM_SES) & will be refurbished by the external agency.

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11 RETURN OF REFURBISHED MATERIALS TO STORE – BY MAINT. DEP’T

After the material has got refurbished it will be physically returned by the responsible Maint. Dep’t to store but
with a new valuation type i.e. REFURBISHED

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12 GOODS RECEIPT FOR REFURBISHED ITEMS BY STORE

Store will receive the refurbished materials from maintenance dep’t and maintain the stock accordingly for that
item.
Store person will run Refurbishment goods receipt transaction for the Refurbishment order and then the
refurbished stock of the material will be updated and increased by the quantity returned.

SAP Menu → Logistics → Plant Maintenance → Maintenance Processing → Completion

Menu Path Confirmation → Goods Movement → Refurbishment → Goods Receipt
Transaction
Code IW8W

On the screen Goods Receipt for Refurbishment order, enter the order no. as shown below and then press enter

or click button. Click to continue

Enter Refurbishment
Order

Following screen will appear with all the information like Material no., Quantity, Valuation type, Plant and storage
location defaulted from Refurbishment order.

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Click this indicator only if all

damaged material is
refurbished and are being
returned to store. By default,
it will be checked

Step No Field Name Description User Action and Values

1 Material no. No action. Will default from order.

2 Quantity in UnE Quantity in Unit of Entry Will default from order. But can be
edited to reduce the quantity if all
the materials planned in the order
are not repaired and only some
items to be returned which were
repaired.
3 Valuation Type No action. Will default from order as planned
in the To Valuation type field in
order header.
4 Plant No action. Will default from order as planned
in the To Plant field in order
header.
5 Stor.Location Storage Location where the Will default from order as planned
repaired material is to submit. in the To Stor.Loc. field in order
Maintain if not maintained in the header.
order.
6 Deliv.Compl. “Delivery Completed” indicator Deselect this indicator if delivery is
Will be selected by default. not complete i.e. the return
quantity is less that target quantity
mentioned in order.

Click Save button in the standard toolbar at top of the screen to save the changes

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System will give a message in the message bar that your Order saved as shown above.

In case not all quantity of the issued defective material is returned, the indicator needs
to be un ticked and the quantity needs to be reduced to quantity that is being returned. If remaining material are
refurbished later and returned, IW8W can be executed again for the same order with this indicator ticked and
with remaining quantity.

After goods receipt of repaired materials by store, the stock of refurbished material is increased as shown
below.

The stock of refurbished material increases from 0 to 1. As 1 damaged material is refurbished in our example

When the Repaired material gets received in the store, Refurbishment order status will change to DLV as
shown below.

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After the repaired material

return (goods receipt at
Store), this status DLV will
come here, which means
goods delivered.

Delivered quantity
of repaired
material will also
be updated.

If all defective materials issued are not returned, i.e. is un ticked, the status updated in
order is PDLV (partially delivered). Later; when remaining materials are refurbished and returned this indicator
can be ticked. The order status will change from PDLV to DLV.

The Refurbishment order cost is also updated as shown below.

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13 TECHNICAL COMPLETION OF ORDER

After returning refurbished material piece(s) to store, the responsible Maint. dep’t will technically complete the
order.
For technical completion open the Refurbishment order in change mode as shown in breakdown process user
manual.

On the screen Change Refurbishment order, as shown below, click button to technically complete the
order.

Click this button to

technically complete the
order.

Following popup will come with reference date & time proposal. Confirm this by clicking the green tick button as
shown below.

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Click Save button in the standard toolbar at top of the screen to save the changes

System will give a message in the message bar that your Order saved as shown above.

After the technical completion of the order, order status REL will be replaced by TECO as shown below.

After TECO the order fields become grey and cannot be changed. Only limited functions can be done on order like
 Actual cost can come on order e.g. external service cost through service entry sheet when done after
TECO
 Order cost settlement can be done to settle the cost on cost centre by the F&A dep’t at their month end
activities.
 Order closing (business completion) after settlement.

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14 GLOSSARY

SAP term for legal entity for which a complete self-contained set of accounts can be
Company code
drawn up for external statutory reporting
In Logistics, a plant is an organizational unit for dividing an enterprise according to
Plant production, procurement, maintenance, and materials planning.
A place where materials are produced, or goods and services are provided.
Maintenance plant is a plant in which the technical objects of the company are
Maintenance Plant
installed and where maintenance is done.
A plant in which maintenance tasks are planned and prepared. The planning
responsibility for a maintenance plant is defined using a planning plant. Maintenance
Maint. Planning Plant plant are assigned to planning plants. Planning is performed for the Maintenance
plants in the planning plants.

Plant section is subdivision of Maintenance Plant into different process / functional

Plant Section
areas.
Planner Group is a group of persons responsible for maintenance planning in a
Planner Group
Planning plant.
The business object functional location is an organizational unit within Logistics, that
structures the maintenance objects of a company according to functional, process-
Functional Location
related or spatial criteria. A functional location represents the place at which a
maintenance task is to be performed.
An equipment is known as an individual object in the system that is maintained
independently. Equipment can be installed at different functional locations. You can
Equipment
create an individual equipment in an organization based on the object-based
structure of a technical system.
An organizational unit that defines where and when an operation must be
performed. The work center has an available capacity. The activities performed at or
by the work center are evaluated by charge rates, which are determined by cost
Work Center centers and activity types. Work centers can be:
- Machines
- People
- Production lines
Task List It’s the set of operations to be performed for the maintenance of a technical object
You can assign each piece of equipment and each functional location to a technical
object type. This allows pieces of equipment that have the same use, for example, to
Object Type
be combined into groups. You can use this grouping for evaluating your master data
or maintenance data.
Catalog profile will group distinct characteristics of the notification which will cater
the needs of management to analyze the company assets & to ascertain the
Catalog Profile
decisions accordingly. Catalog profiles have sub class of code groups which will group
the codes as per their feature.

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 END USER DOCUMENT

15 APPENDIX

15.1 T - CODES FOR REOPRTS

T-Code Description
IW38 PM Order List Change
IW39 PM Order List Display
IW47 Display PM Order Confirmation using Operation List
MM60 Materials List
MMBE Display Material Stock Overview

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For Internal Circulation Only
 END USER DOCUMENT

15.2 T - CODES FOR PM

T-Code Description
IW81 Create Refurbishment Order
IW32 Change PM Order
IW33 Display PM Order
IW41 PM Order Confirmation
IW42 Overall Completion Confirmation
IW43 Display PM Order Confirmation
IW45 Cancel PM Order Confirmation
IW8W Goods Receipt with respect to Refurbishment Order
ML81N Service Entry Sheet

V0 P a g e | 39 Refurbishment Maintenance
For Internal Circulation Only