Concept of Catalog Profile in SAP PM

I am writing this blog to explain the concept of Catalog Profile in SAP PM. I faced questions

on Catalog profile many times in interviews. This concept is simple and every SAP PM

Consultant must know it.

Definition:

A combination of code groups from several catalogs (ex: Cause, Damage, Object Part, Activity) that have been

grouped together as allowed values for notification processing. Below picture shows the correlation

between Catalog Profile, Catalog, Catalog group, codes and code text.

Explanation:

While doing the notification processing, user wants to records the maintenance history.

They use Catalogs, catalog groups and codes to do so. Now while selecting the codes

user wants to have only relevant code groups and codes in the drop down menu. This

avoids confusion, reduces time of data entry and user maintains accurate information in

system.

This improves accuracy of various reports.

Application:

While writing this article I was confused about the starting. I was unable to figure out where

to start, what to write down first. So finally I decided to start this section with a business

scenario.

Suppose there is a factory XYZ. One morning production engineer heard an abnormal

sound in a motor and he created a maintenance notification with equipment, functional

location and description of abnormality with the technical object. Once maintenance job is

completed, the maintenance engineer will enter the technical findings and maintenance

history in the form of catalog codes. When he goes to the drop down menu of catalog, (say

Cause), he will get a list of code group and codes (provided there is a catalog profile

assigned to notification type in SPRO). Now he can select the relevant code and assign it

to notification.

Now there are two questions:

Q 1. How user is getting a list of catalog code groups and codes drop down with reference to each catalog ?

Q2. What to do to get only relevant catalog code groups in the drop down?

Now I will answer both questions one by one and try to make you understand the concept

of catalog profile.

Q 1. How user is getting a drop down with reference to each catalog?

A. To get the drop down first you will have to define the catalog code groups and code with

code text in QS41. You can read another blog to understand the process of creating

catalog code groups and code texts.

Once the code groups and code with text are defined. We will go to SPRO and define a

Catalog profile. Here is the step by Step process to define a Catalog Profile in SPRO:

Step 1: Go SPRO.

Step 2: Then click on Reference IMG button at the left most corner.

Step 3: This will open the SAP Configuration screen. Here you will have to go to below

navigation to create a new Catalog Profile.

Step 4: Click on New Entry button to create new Catalog profile.

Step 5: A new screen will appear where you will have to enter the Catalog Profile name

.Name can contain Alphabets or numbers or combination of both. I am creating two

Catalog profiles “Motors” and “1000” for better understanding.

I have assigned limited Catalog groups to Catalog Profile “Motor”. Please refer below

screen shot:

Now enter Code Group “MOTORS” with respect to each catalog. This means that each of the code and code text created in Code Group “MOTORS” is available in the drop down list.

In the same way you can select Catalog profile “1000” and assign Code Groups to it. Here

enter ‘*’ (asterisk) in code group. This means that all the code groups which are created

with respect to certain catalog, will be available in the drop down list.

But this not enough to bring the catalog code groups and code in the drop down of catalogs

in maintenance notification.

One more step is still remaining.

Step 6: So far we have defined Catalog profile. Now we will have to assign the Catalog

Profile. Here SAP provides us three options:

1. You can assign Catalog profile to Notification Type in Configuration (SPRO).

2. You can assign Catalog profile to Equipment Master Data in Organization Tab. 3.

You can also assign Catalog profile to Functional Location Master in Organization

Tab.

Please refer below screen shot and see the assignment:

Catalog profile assignment to notification type:

Catalog Profile assignment to Equipment Master. Here we will assign Catalog profile

“MOTORS“.

In the same way we can assign Catalog profile to Functional Location Master in

organization tab at the same place.

Please note that it is not mandatory to assign the Catalog profile to all three places. You

have to assign it at any one of the place. Means either assign it to Notification type (in

SPRO) or equipment or functional location.

Step 7: Now if go to maintenance notification and create a notification with notification type

M1 and equipment “10006575” (same equipment where we have assigned the Catalog

profile “MOTORS”). While creating the maintenance notification we will get a message at

the bottom that “MOTORS” is copied to the notification. Please refer below screen for the

same.

Step 8: Now go to the drop down of catalogs such as Cause, Damage or object parts. Here

you will get the Code group “MOTORS” and all the codes assigned to code group

“MOTORS”. Please refer below screen for clarification.

This is how you will get the Code Groups and codes in the drop down of the catalogs in

maintenance notification. If you create the catalog profile and do not assign it nowhere,

then you will get nothing while selecting the data. This answers our first Questions (Q1)

Now you will think why I got codes related to catalog profile “MOTORS”, why not for other

code groups and codes are appearing in the list.

Here is answer to our second Questions (Q2):

How to get relevant Catalog Code groups and codes in Maintenance notification?

As I mentioned above that you can assign the Catalog profile to any one of the places

either notification type or equipment or functional location. Suppose a MOTOR got

malfunction and while maintaining the catalogs you want only motor relevant codes to

appear, then assign the Catalog Profile to Equipment. If you want codes related to

functional location then create a profile and assign code groups related to functional

location and assign it to functional location. If you want all the code groups to appear then

create a profile and put a ‘*’ (asterisk) with respect to each catalog and assign profile to

notification type.

This is how we can get the relevant Catalog Profile. This answers our second question.

Now again a new question arises,

What if you assign three different profiles to Equipment, functional location and notification

type? Which Catalog profile will be copied to notification?

Which hierarchy will system follow?

Here is the answer. The preference goes like this

1. Equipment Catalog profile

2. Functional Location Catalog profile

3. Notification type Catalog profile