PM History Card

8/12/2019 PM History Card

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PM Main tenance His to ry


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Copyright 1998 SAP AG. All rights reserved.

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Caution

Example

Note


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Displaying Operating Time Data from the Equipment Master Record ..................................... 14Displaying Operating Time Data from the Functional Location Master.................................... 15Displaying Operating Time Data with Equipment List Editing.................................................. 16

Using the Cost Structure .......................................................................................................... 32

Detailed Information on Costs and Revenue............................................................................ 37

Changing Currency................................................................................................................... 38Displaying Key Figures............................................................................................................. 39


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Managing technical systems involves not only the documentation and planning of PlantMaintenance processing; it is also desirable to have supporting documents in the form of amaintenance history on a long-term basis.

This topic cluster contains information on the aims of the maintenance history in the PM system,as well as how it is represented.


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A long-term maintenance history (PM history) is important for the following reasons:

Recording maintenance activities

From the point of view of system safety, it must be possible to prove that themaintenance and inspections requested in the past were actually carried out.

Investing in replacements

The history of a technical object contains important information on investing inreplacements. Apart from cost factors, information on breakdown behavior anddamage frequency can have a considerable influence on decisions regarding newinvestments.

Repetitive planning

A detailed history is very beneficial to maintenance planning. Analyzing completedorders enables comparisons to be made between plants, technical systems,equipment or assemblies in order that conclusions may be drawn on how to create anoptimum PM strategy. For the short-term planning of individual orders, you can referto a similar historical order and thus considerably simplify and speed up the planningprocess for the current order.

A good PM history must facilitate a differentiated analysis that is object-specific, function-relatedor task-oriented and thereby provide answers to the following:

At which functional locations was a particular piece of equipment installed in recentyears? What was its breakdown behavior in relation to the usage site? (object-relatedhistory)

What pieces of equipment were installed at a particular functional location in recentyears? Were pieces of equipment from different manufacturers suited equally well tothis functional location? (function-related history)

At which functional locations or pieces of equipment was a particular problem or typeof damage established in recent years, that was repaired by installing a replacementmaterial? (task-related history)

The particular Structure of the Maintenance History [Page 9]enables you to answer all of thesequestions.


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The PM history is structured largely automatically by the PM system. The data which will makeup the PM history is derived by maintaining the master data, entering and processing PMnotifications, scheduling maintenance plans or executing orders.

The PM history is made up of the following sections:

Usage list of equipment at functional locations

Notification history and technical confirmation documentation

Order history

PM Order

CostsMaterials

Operations

Equipment Functionallocation

PM Notification

Maintenance History

Notification historyOrder historyUsage list

These three sections form the basis for a differentiated analysis; object- and function-relatedquestions are answered from the usage list, and task-oriented questions are answered from thenotification and order histories. These are dealt with in detail in the following topic clusters:

The Usage List [Page 10]

The Notification History [Page 17]

The Order History [Page 22]


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The usage of a piece of equipment can be relevant to performance, damage frequency,breakdown behavior and the comparison of products from different manufacturers. For thepurposes of maintenance, therefore, it is important that you can find out at any time, when andwhere a piece of equipment is or was installed. This information may be found in the usage list inthe PM system.


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The usage list, or equipment history, documents the maintenance history of the equipment inrelation to its usage. This may show phases during which the equipment was installed at afunctional location, was directly allocated to a usage site (for example, a cost center), was storedin a warehouse or was passed on to a customer.

Similarly, there is a usage list for the functional location. This indicates in chronological order allpieces of equipment installed.

The usage list therefore provides both object-related and location-related information regardingequipment usage.

The system creates so-called operating time segments for each piece of equipment. These

describe certain data relating to the equipment (for example, the functional location at which it isinstalled, the cost center to which it is allocated).

The system creates new operating time segments every time certain events occur. You candefine the events you wish to be relevant to the construction of a usage list in your companyusing the customizing function.

In Customizing, you can determine when a new equipment usage period is created by thesystem. For example, the system could close the current equipment usage period and create anew one every time the following data is changed:

Location data, for example, functional location, maintenance plant, location, room

Account assignment data, for example, cost center, technical system

Planning data, for example, planning plant, planner group, responsible work center

Status, for example, freely available, in test mode, productive, breakdown

You can view the usages of a piece of equipment in list form at any time. This enables you notonly to log organizational changes and changes of location, but also to trace all status changes ofa piece of equipment.

You can evaluate equipment usage periods both directly and via the list editing function. Thefollowing functions are available to you in the PM system:

Displaying Operating Time Data from the Equipment Master Record [Page 14] Displaying Operating Time Data from the Functional Location Master [Page 15]

Displaying Operating Time Data with Equipment List Editing [Page 16]


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You can evaluate equipment usage periods both directly from the master record of the equipmentor functional location, and via the list editing function. The following functions are available to youin the PM system:

Displaying Operating Time Data from the Equipment Master Record [Page 14]

Displaying Operating Time Data from the Functional Location Master [Page 15]

Displaying Operating Time Data with Equipment List Editing [Page 16]


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If you want to view the usage list for a piece of equipment, perform the following five steps:

1. Choose This brings you to the screen

2. Choose This brings you to the initial screen for the equipment master record.

3. Enter the number of the equipment and the required validity date and press ENTER.

If several entries are to be made in the usage list for the piece of equipment on thegiven validity date, these will be displayed in a dialog box. Select the required status.

4. Choose This brings you to the usage list with all entries for that piece of equipment.

5. You can use the function keys to display usage data in relation to location,maintenance, account assignment and sales.


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If you want to view the equipment usage list for a particular functional location, perform thefollowing five steps:


2. Choose This brings you to the initial screen for the functional location master record.

3. Enter the number of the functional location.

4. If you wish to view equipment currently installed at the functional location, choose

This brings you to the screen . This list shows allequipment currently installed at the given functional location.

If you wish to view all equipment ever installed at the functional location, choose This brings you to the screen . This listshows all equipment ever installed at this location, along with the respectiveinstallation/dismantling dates.

5. You can call the individual equipment master records with the given menu optionsfrom the lists.


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If you wish to view the usage list of certain pieces of equipment or of a group of equipment inparticular constellations, use the list processing function for pieces of equipment. To do this,perform the following steps:


2. According to the type of display you require, use one of the following options:

This brings you to the selection criteria screen. Fill in the fields in accordance withyour requirements. The system help functions will help you to do this (see also SAPdocument ).

3. When you have entered all selection criteria, choose 4. This brings you to the screen . The list

displays all pieces of equipment that correspond to the selection criteria.

5. From this list you can call individual equipment master records with the given menuoptions.


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Data concerning past problems and malfunctions arising at a technical object, and maintenanceactivities that were carried out on a technical object, can have a significant bearing on futuremaintenance activities. For this reason, it is important that information on malfunctions, causes,downtime, etc. is stored on a long-term basis and can be called at any time. It is only byevaluating past maintenance activities, in particular those involving malfunctions, that usefulchanges can be made to ensure smooth operation in future. This historical data may be found inthe PM system in the maintenance history.


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The notification history, or results history, documents completed maintenance notifications. Assoon as you complete a maintenance notification, the systems transfers it into the maintenancehistory together with important object-related data. This data is made up of:

Notification number

Notification header text

Reference object

Item data

Task data

Action data

Object list

These findings enable you to answer questions such as:

At which functional locations or pieces of equipment was a particular problem ordamage established in recent years?

What were the causes of a particular damage?

How long were the downtimes for particular problems?

What actions were performed to rectify the problem?

You should not conclude a maintenance notification until it is fully processed. It is fully processedwhen:

All data relating to the reference object of the maintenance notification has beenentered and is correct.

All relevant item data has been entered and is correct.

All relevant task data has been entered and is correct.

All tasks are completed or released; no more tasks are open.

All relevant action data has been entered and is correct.

All technical data regarding system breakdown and availability has been entered andis correct.

A history for future evaluations can be built up effectively only when maintenance notificationscontain this data.

Refer to the SAP document for information on how to complete amaintenance notification.

When you complete a maintenance notification, the following occurs:


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The reference time is set: the system suggests a time based on the data in themaintenance notification, but you can overwrite this.

The reference time is the date and time at which the maintenance notification is set inthe history, with the location and account assignment data valid for the referenceobject at that time.

The system puts the maintenance notification into the history with precisely thelocation and account assignment data which were valid for the reference object at thereference time.

Changes to the maintenance notification are blocked, that is, you cannot now changethe notification data.

Evaluating the Notification History [Page 21]


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In order to analyze historical PM notifications, use the selection function described in the SAPdocument .

You call the selection function for historical PM notifications using one of the following menuoptions from the :

In the first line of selection criteria, select the field . Enter all other relevant criteria, andbegin the evaluation.

You can evaluate maintenance data both in relation to a particular technicalobject or a range of particular objects, or evaluate data independently ofindividual objects. You should, however, bear in mind that evaluations withselection criteria differing from those of the technical objects can sometimes takea very long time. This is because the system can no longer directly access thehistory with the object numbers.


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Certain data from completed and historical PM orders is particularly important for a meaningfulanalysis of the performance of past maintenance activities, and for effective and well-foundedplanning of future maintenance tasks. This data is stored in two places in the PM system:

Completed PM orders in the order database

Historical PM orders in summarized form in the order history

Completed orders have a significant bearing on medium-term evaluations, since they contain allorder data.

Historical orders contain a summarized dataset and are important with regard to long-termevaluations.

Both memory periods can be relevant to evaluations of past maintenance activities; for this

reason you are able to call completed and historical orders in one step using the selectionfunction.

If you wish to view a particular order and enter its number directly in the display or changefunction, the system performs an initial search in the order database. If it does not find the orderthere, it automatically continues the search in the order history. This means that you do not needto know whether the order is completed or historical when you call directly.


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The order history documents historical maintenance orders. Only those PM orders that arealready completed can be made historical. The order history stores a shortened dataset from theorders. This dataset comprises the following information:

Order header data

Object list

Location and account assignment data

Operations and sub-operations

Planned and unplanned material components, condensed to material number

Costs, condensed to value categories (see Contents: Cost Display in the

Maintenance History [Page 29]

The following are not stored in the order history: status, settlement rule,relationships, production resources/tools, planned and unplanned material withmaterial number 0.

This data enables you to answer questions such as:

What resources were employed in order to perform a particular maintenance task?

What costs were incurred by a particular type of maintenance task?

How much time was needed to perform a particular type of maintenance task?

How often were particular pieces of equipment or functional locations processed bymaintenance tasks?


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The order history is generated (that is, created) in one of two ways:

Automatically, by means of an archiving program

This program transfers all PM orders marked with a deletion indicator into the orderhistory.

Manually, by directly entering an order from the past

Using a special entering function, you can enter into the order history both ordersfrom non-SAP systems as well as orders from other SAP systems (that is, non-R/3).

Refer to Directly Entering Historical PM Orders [Page 26]for information on how todirectly enter historical orders.

The archiving program for PM orders is not currently available in the system.

You should make a maintenance order historical, or mark it with a deletion indicator, only whenthe following conditions have been fulfilled:

It has the status completed, that is, it has business completion.

It is finally settled, that is, it is certain, that no further costs need to be posted on theorder.

The following occurs when you make a maintenance order historical:

The archiving program places all orders with a deletion indicator in an archive. Fromthere, the data is transferred to the order history in condensed form.

The PM order is given the status "historical". It can no longer be changed.

Directly entered historical orders, that is, orders that are not from the R/3release, can still be changed.

Evaluating the Order History [Page 27]

Directly Entering Historical PM Orders [Page 26]


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If you want to enter an historical PM order, that is not from the SAP system R/3, perform thefollowing steps:

1. Call up the screen .

2. Choose This brings you to the screen .

3. Make all necessary and required entries in this and the following order screens. Themost important entries are those regarding the activities carried out, the materials usedand the cost. The system help functions will assist you in entering data.

The SAP document contains a detailed description of theorder functions.

Cost input is described in the document Entering Costs in Historical MaintenanceOrders [Page 40]

4. Save the historical PM order.

You can make unrestricted changes to directly entered historical orders using thechange function.


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Use the selection function for maintenance orders in order to analyze historical PM orders. To dothis, perform the following seven steps:

1. You call the selection function for historical PM orders using one of the followingmenu options from the screen:

The following steps describe the procedure for the single-level list. Proceedas appropriate for the multi-level list.

This brings you to the screen .

2. In the first line of selection criteria, select the field . Enter all other relevantcriteria.

3. Begin the evaluation by using .The system then shows you a list of orders that fulfill your selection criteria.

If you want to extend the evaluation to all past order data, that is, you want toevaluate historical as well as completed PM orders, select the fields historic.and completed. However, you can only change directly entered historical

orders from the selection list for the change function; if you choose otherhistorical or completed orders, the system branches to the display function.With this combination, you should also bear in mind, that in the selection listhistorical orders (unlike completed orders) have no status entry.

4. If the resulting list does not display the data you require, you can change the settings

of the fields. To do this, choose This brings you to a dialog box, that displays the fields of the list in the currentsequence.

5. You can now change the layout of the list as described in the following table:

Delete a field Select the field and press

Move a field to another position Select the field by double-clicking, position thecursor where you want the field to be; press .

Add another field to the list Press you see a dialog box containingall possible fields for the list. Select the requiredfield, and press .


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6. Save your settings by pressing in the dialog box showing the sequence ofcurrent fields.

The list has now been changed in accordance with your field selection. This setting isretained until you change it again. If your list contains a large number of fields, it maybecome too wide and you may have to scroll horizontally.

7. You can call other data from the list of orders by using the menu options displayed.


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Cost display is particularly important in Plant Maintenance; it must be set up in a special way anddoes not conform to the rules of conventional cost accounting.

One important aspect of past maintenance activities is the cost incurred by the performance ofmaintenance orders. A cost structure is needed to perform efficient maintenance, and to enablefuture maintenance tasks to be planned cost-effectively. A cost structure collects, condenses andstores maintenance costs under key maintenance points, and makes this information availablefor evaluations.

This section describes the cost structure which forms the basis for the PM order andconsequently the PM order history.


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The planned and actual costs of a PM order are stored in the CO object according to costelements, and condensed into account groups for the PS project information system. Thiscondensing logic in PS contains FI commitment items as well as costs. For this reason, the costelements in PM, like in PS, must be condensed into account groups.

The customizing functions of the PS system for condensing cost elements arealso used for the PM system.

The system performs PM order costs for each account group periodically, divided betweencredits and debits, and in various currencies if required. The cost structure contains the following:

Account group

Owing to the Customizing settings, the individual cost elements are allocated toparticular account groups.

Value type

This indicates planned costs or actual costs.

Costs/revenue

Fiscal year

Currency

The system performs order costs in the order currency as well as in the controllingarea currency, if these are different. Orders for each currency are stored.

Period fields

Using the Cost Structure [Page 32]


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The condensed PM cost structure is used in the following cases:

Overview of costs in order

Displaying costs in the order list

Cost information in logical databases

Storing costs in the order history

Entering and storing actual costs from directly entered historical orders

Updating the cost key figure in the maintenance information system PM-IS


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The system brings the planned costs up to date every time an order is changed (for example,new estimation of times, allocation of new material components).The actual costs are brought up to date every time there is a cost-relevant posting on the order(for example, completion confirmation of time required for the job, material withdrawals, invoicereceipts).

Credits to orders are not updated; only cost rates are updated, divided between revenue andactual costs.

Revenue can arise in the case of a service order, for example: an object ismaintained for a customer. Therefore, the maintenance task is sold, resulting in

revenue in the PM order.


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To use the cost structure for PM orders in the PM system, the maintenance planner orresponsible system administrator in Customizing must perform the following settings:

Definition of the account groups in accordance with PS.

Allocation of cost elements to account groups.

Definition of the account group profile for cost management in dialog.

In this profile, the account groups that should always be displayed in the costoverview, should be entered. This is necessary for the direct entry of costs forhistorical orders, and acts as a kind of template containing all fields that are relevantto this profile. In the costs display, only those fields are shown for which actual valuesexist. Values do not necessarily exist for all fields in the profile; the profile has nobearing on the cost .

Allocation of account groups to the relevant key figures in PM-IS.

SAP delivers a default setting, in order that you may be able to perform certain costevaluations in your system without special settings.


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There is a cost overview in the PM order, that shows all cost-relevant fields. This cost overview isused for current PM orders as well as historical PM orders.

If you wish to view this cost overview, perform the following six steps:

1. Use one of the following menu options, depending on the type of PM order:

, then or

,then or

This brings you to the screen or

2. Enter the order number. The system help functions will help you to do this. PressENTER.

This brings you to the header data screen of the PM order.

3. To call the cost screen, choose This brings you to the screen .

In the upper data block you can see order data and both currencies for the cost

display and cost input: Object currency (the actual order currency from the company code)

Controlling area currency

In the block, you can see totals fields for planned and actualcosts. The sum total is the difference between costs and revenue. Totals arecalculated by the system on the basis of inputs in the cost fields.

Below this are the account groups from the account group profile, that is maintainedin Customizing.

If you directly enter an historical order and this screen is blank, then there isno account group profile. You have two possibilities in this case:

- The responsible system administrator must firstly create the profile inCustomizing, and then you can select the cost screen for the order again.

- If account groups are maintained in the PS system, you can select anyaccount group from this tender for your order.

The cost fields are not ready for input. An exception to this is the actual cost fields inthe historical order, if you called the order with the change function or the inputfunction.


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The cost fields are completed as follows:

The planned costs are filled inautomatically, on the basis of the plannedresources in the transactions.

The planned costs fields are not filled in,because only actual costs are performedfor historical orders.

The actual costs are filled inautomatically, for example, on the basisof material withdrawals andconformations for the order.

The actual costs are filled in on the basisof the direct input for costs.

4. If revenue was produced for this order, press the pushbutton


When maintaining directly entered historical orders, you should bear in mindthat, as account groups cannot be defined for revenues, you will have toselect them directly for every revenue entry.

- To do this, use the menu option Edit Choose account grp. This bringsyou to the dialog box Chosen Account groups: Sequence, and (if still noaccount groups were entered) to a selection list.

- Select the required account group or groups, and press Copy. This brings

you back to the dialog box.- You can still change the sequence of chosen account groups, if

necessary, in the dialog box. Pressing Copy or ENTERbrings you back tothe Display order revenue screen.

5. You can still call the following information:

Detailed Information on Costs and Revenue [Page 37]

Changing Currency [Page 38]

Displaying Key Figures [Page 39]

6. Save any changes you have made before leaving the order.


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In the screens for costs and revenue, there is a pushbutton for detailed information. Use thisbutton to view the following information for costs or revenues you have selected:

Account group text

Origin of account group (from the cost profile or directly chosen)

Key figure relevancy; if so, which key figures are updated with this account group.


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If the currency used in the order is different from the controlling area currency, you can convertthe values entered so far to the controlling area currency.

To do this, use


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You can display key figure values, if actual values are available. For this purpose, theCustomizing for the cost structure must be maintained correspondingly, that is, the accountgroups must be allocated to the cost key figures.

To do this, press the pushbutton . You will then see how the costs entered areassigned to the key figures.

You can use the pushbutton to display the account groups from which valueshave gone to a particular key figure; several account groups can indicate one key figure.

Select the key figure for which you wish to view detailed information, and press You will then see the account group for the selected key figure with text, the valuesand the sum total for the key figure.


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If you want to enter costs for an historical PM order, perform the following ten steps:

1. Choose and then or This brings you to the screen .

2. Fill in the fields. The system help functions will help you to do this. Enter the referencedate. This must be entered correctly as it determines the period in which the costs areupdated.

Press ENTER.

This brings you to the header data screen of the historical order.

The CO and FI systems place restrictions on the reference date, since thevalid posting periods are determined from the tables in these systems. Forpostings in the past, the corresponding fiscal year variants must bemaintained in these systems; otherwise, the system cannot determine aperiod for cost updating.

3. Make all relevant entries. You should also choose the other order screens via themenu options available, in order to make the necessary entries there. The systemhelp functions will help you to do this.

4. Use the menu bar sequence to go to the screen (see Displaying the Cost Overview in the Maintenance Order [Page

35]).

5. Enter the values in the fields of the corresponding account groups, for example,warehouse issue $100, internal labor $450.

When you press ENTER, the system adds the values and shows the totals in the totalsfields.

6. If revenue was produced for this order, press the pushbutton


7. Account groups cannot be defined for revenues, so therefore you must select themdirectly for every revenue entry. For this purpose, use the menu bar sequence This brings you to the dialog box , and (if still noaccount groups were entered) to a selection list.

8. Select the required account group or groups and press

This brings you to the dialog box. You can still change the sequence of chosenaccount groups, if necessary, in the dialog box. Pressing or ENTERbrings youback to the screen.


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You can enter further value categories later on in change mode. To do this,proceed as outlined in steps 7 and 8.

9. Enter the values in the fields of the corresponding account groups.

When you press ENTER, the system adds the values and shows the totals in the totalsfields.

You can see the difference between costs and revenue in the costs screen only; thisis selected by using the pushbutton.

10. Save any changes you have made before leaving the order.

There are two ways to leave the costs screen:

a)

The system ignores the values entered; it treats the fields as if no valueshad been entered.

b)

The system implicitly stores the values. It updates the values in the costtable when you save/post the order.


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If you want to evaluate the costs resulting from several PM orders, you have three possibilities:

Use the normal order reporting with the function The advantage of this is that you can display each individual order from the list.For further information, refer to Performing Evaluations with the List Editing Function[Page 43].

Use the cost analysis in the order, via the menu option This cost analysis gives you a comparison of planned/actual costs in terms of costelements for a current PM order, but not for a directly entered, historical PM order.This display is based on the CO cost report.For further information, refer to Performing Evaluations with the Cost AnalysisFunction [Page 44].

Use standard analyses of the PM-IS maintenance information system.

In the standard analyses you see the updated costs from the point of view of location,PM planner group and object statistics. However, as this is a summarized view,individual orders cannot be displayed.For further information, refer to the SAP document .


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If you want to evaluate the costs of PM orders using the list editing function, perform the followingfour steps:

1. Choose and then or

The following steps describe the procedure for the single-level list. Proceedas appropriate for the multi-level list.

This brings you to the screen

2. Enter all required selection criteria, for example, a certain order type, an interval of

certain equipment numbers, a certain maintenance plan.Ensure that you enter the correct order status. If you want to evaluate only costsresulting from maintenance activities, you must select the statuses and

3. Choose The system then shows you a list of orders that fulfill your selection criteria.

4. If the resulting list of PM orders does not show costs, you must set the fields in such away, that the cost fields also appear in the list.To do this, choose (see Evaluating the Order History[Page 27]).


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If you want to use the cost analysis in the order, perform the following four steps:

Ensure that you can call this cost analysis for current PM orders only, and not fordirectly entered, historical PM orders.

1. Choose 2. Call the required PM order, using one of the following menu options:

3. In the header or operation overview of the PM order, use the menu option

This brings you to the screen . Here you see a list of the costelements for this PM order, a comparison of planned and actual costs within thesecost elements and various totals lines. The list is based on the CO cost report.

Documents

PM History Card