SAP PM Brief Tutorial

Work Order Processing
PM_WO_300
Work Order Processing - PM_WO_300 (v1.2)
Unit 1 Work Planning Overview Unit 2 Work Orders Unit 3 Creating a Work Order Unit 4 Changing Work Orders Unit 5 PM Materials Unit 6 Work Order List Displays
Course Content
PM_WO_300_Work Order Processing (v1.2)
Prerequisites and Roles
Prerequisites Roles
PM UK_100 IRIS/SAP Awareness & Navigation PM_200 Plant Maintenance Overview
All Plant Maintenance managers, supervisors, and workers who will process work orders will take this class Each PM class taken will allow different access roles for different users, based on each users job and the IRIS functionality needed to perform that job
Plant Maintenance IRIS Project Goals
Integrate Plant Maintenance with Finance, Human Allow enhanced scheduling and planning for work Provide work scheduling as well as management Improve automated updates to customers about the Implement a Preventive Maintenance system for Use standard SAP functionality to collect utility use and
cost information for recharge calculations
Work Order Processing - PM_WO_300 (v1.2) 4
Resources, and Materials assignments
reporting tools status of work
buildings, areas, and equipment
Unit 1
Work Planning Overview

The Plant Maintenance Process

Identify the Work Web Request Phone Call Plan the Work Priority / Dates Labor Required Parts Do the Work Parts Issued Purchase Reqs
Preventive Maintenance
History/Analysis Technical History Breakdowns Costs
Procedures Schedules
Record What was Done Hours Worked Comments Codes
The Plant Maintenance Process in IRIS

Identify the Work Notification Plan the Work Work Order Do the Work Goods Issue Purchase Order
Preventive Maintenance
History/Analysis UK Business Warehouse
Task List Maintenance Plan
Record What was Done Order Confirmation
The Plants in Plant Maintenance
The Maintenance Plant

Always UK10
Represents the physical facility The entire UK campus: buildings and grounds Represents the place where maintenance materials are kept
The Planning Plant
Organizational in nature There are 3 main Planning Plants: - Main Campus PPD (CPPD), - Medical Center PPD (MPPD), and - Housing (HOUS) Work groups are grouped by plant
Functional Locations
The Functional Location Structure

The next level is the building The next level is the floor The next level is the room
The first level would be the campus (LX-)
There is a separate structure for Grounds (exterior space)
Functional Location Structure - Buildings
The Building: The Floor: The Room:
LX-0082
College of Pharmacy
LX-0082-01 LX-0082-01-116A
College of Pharmacy, 1st floor College of Pharmacy, 1st floor, room 116A
LX-0082-ST LX-0082-EL
College of Pharmacy Stairway College of Pharmacy Elevator
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Functional Locations
How are Functional Locations used?
Maintenance repairs and work requests are written referencing the functional locations. Work orders may be listed by functional location or rolled up to the organizational area (CPPD, MPPD, HOUS). Accounting information for chargeback is automatically assigned to the work order from the functional location. (This may be overridden if required.) Statistical reporting will provide summary work order counts and costs at the functional location or the organizational level(s) above it. Equipment may be assigned to a functional location.
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Unit 2
Work Orders
What is a Work Order?
A financial and work management transaction used to It is integrated with Financials, Materials Management, It may be created from a Notification or without an Multiple Notifications can be turned into ONE Work
Order existing Notification and Human Resources in the IRIS system plan and charge labor, stock materials, non-stock purchases, and services
Plan the Work
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Why are Work Orders used?

Work Orders are used:
To plan and schedule work To accumulate charges for work that will be recharged To document the costs of an event For Preventive Maintenance work
to others
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Who Creates Work Orders?
This function will be used primarily by the Dispatch
Authorized users responsible for creating orders for
area (Work Control Centers) to create orders to initiate Work Centers work to be done.
their area will also have access to create work orders in IRIS.
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Information on a Work Order

different work order types.
Order Type - A four-character code used to distinguish the Priority - An indicator of when this work should be
scheduled.
Examples: Daily Operations; Emergency Examples: REPR = Corrective Repair; RENV = Renovation
Object to be maintained Functional Location or Equipment

Functional Location - Place where the work is to be performed; i.e., a building, floor, room, or exterior (Grounds)
Example: LX-0030-01-104 = 104 Student Center (0030=Student Center, 01=First Floor, 104=Room 104)
Equipment Can be located at a Functional Location

Example: H-222 Ice Maker
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Optional Information on a Work Order
Description Text describing the work that is to be done;

this can include long text of unlimited length
Examples: Repair thermostat; Fix broken window
Work Duration Number of hours of planned labor Main Work Center = 2 fields
Example: 2 H (2 hours) Field 1 - initially created Unassigned - The work group responsible for maintaining the order, equipment, etc. Field 2 - The responsible planning plant - based on the Functional Location.
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Other Work Order Information
Person Assigned could be someone with a specialty in a Materials parts and supplies needed to perform the work
Planned labor and materials certain area
Special Conditions Examples: may have to wait to do work

when patient leaves Hospital room or when students leave residence hall, or may be hazardous materials in the area Many of these items are added later as additional planning is performed for more complex orders.
Actual labor and materials costs
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Unit 2 Work Orders
Exercise 1 Display a Work Order IW33
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Unit 3
Creating a Work Order

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Create a Work Order - IW31
There are 3 required fields There are 3 required fields on the first screen: on the first screen: Order Type Order Type Priority Priority Functional Location Functional Location or Equipment or Equipment
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Work Order Types

Click on the Possible Click on the Possible Entries icon to see the list Entries icon to see the list of Order Types. of Order Types. Double-click on the one Double-click on the one you want to use. you want to use.
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Work Order Types

Type CASH EVNT PREV RENV REPR Name Cash Chargeout Order Example: Fraternity Work Special Event Example: Commencement Preventive Maintenance Example: Oil HVAC regularly Renovation (Charged Out) Example: Install new bathroom Corrective (Repair) Example: Repair hinge on door
Priority
Click on the drop-down icon Click on the drop-down icon in the Priority field to see the in the Priority field to see the choices. choices. Each priority has a specified time Each priority has a specified time span for the work. This time span is span for the work. This time span is incorporated in the Order. incorporated in the Order.
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Priority
Description Emergency Emergency General Maint. Scheduleable Maint. Daily Operations Research Fac. Res. Priority Maintenance Patient Care Elect. Improv. Elect. Improv. Renovations Renovations/AptChk Start 10 Min 30 Min 7 Days 7 Days 1 Day 1 Hour 1 Hour 1 Hour 3 Days End 24 Hours 24 Hours 30 Days 30 Days 2 Days 4 Hours 4 Hours 4 Hours 10 Days Area(s) MPPD CPPD, Housing MPPD CPPD, Housing All CPPD Housing MPPD MPPD CPPD, Housing CPPD, MPPD Housing
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Functional Location
If you do not know the If you do not know the Functional Location code, Functional Location code, you can click on the you can click on the Possible Entries Possible Entries icon to search for it. icon to search for it. To see the complete To see the complete Functional Location Functional Location structure, enter LX first structure, and then click the and then click the Structure List icon. Structure List icon icon.
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Functional Location
The Functional Location search box will The Functional Location search box will appear. appear. Navigate to the Text (= Description) tab. Navigate to the Text (= Description) tab.
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Functional Location
Enter your search text in the Description field. Enter your search text The asterisk is the wildcard character. The asterisk is the wildcard Example: *mcvey* for McVey Hall. for McVey Hall. Example: Then press the Enter key. Then press the Enter key.
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Functional Location
The Functional Location The Functional Location matches will be displayed. matches will be displayed. Double-click on the Double-click on the appropriate location to appropriate location to populate the Functional populate the Functional Location field on the Work Location field on the Work Order. Then press enter. Order. Then press enter.
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Create a Work Order IW31
The required fields The required fields are complete. are complete. Press Enter Press Enter
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If there have been 3 or more If there have been work orders for this functional work orders for this functional location during the previous 12 location during the previous 12 months, the Object Information months, the Object Information box appears. box appears. Press Enter to proceed. Press Enter to proceed.
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The work order will appear. The work order will appear. Enter a description of the work. Enter a description of the work. To add more detail, click To add more detail, click on the Create Text icon. on the Create Text icon.
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For planning purposes you may For planning purposes you may want to enter an estimate of the want to enter an estimate of the labor time required. labor time required. Click on the Save icon Click on the Save icon to save the order. to save the order.
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Work Order Number

The Work Order number is displayed The Work Order number is displayed in the lower-left corner of the screen in the lower-left corner of the screen
Only REPR (Corrective Repair) Work Orders Only REPR (Corrective Repair) Work Orders are saved with a notification number. are saved with a notification number.
All other Work Orders are saved All other Work Orders are saved without a notification number. without a notification number.
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Unit 3 Work Orders
Exercise 2 Create a Work Order IW31
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Notifications and Work Orders
A Notification is a non-financial transaction that is A Work Order is a financial and work management
used to report a problem, request work, or record an event or activity. It is purely informational in nature.
transaction that is used to plan and charge labor, stock materials, non-stock purchases, and services.
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Create Work Order from Notification IW34
A Work Order can be created from an existing This function can be used after looking at a list of One Work Order can be created for multiple
Notifications to create an order to do the work. Notifications. For example, if 10 Notifications are received for the same power outage, only one Work Order is really needed. Notification by using transaction code IW34.
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Information for this function:
Order Type A four-character code used to describe an order type Priority Indicates when the work should be scheduled Notification (number) The number assigned to the notification by the system when the notification was created
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Fields on the first screen: Fields on the first screen: Order Type Order Type Priority Priority Notification Notification
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Notification Display
A notification is typically what, A notification is typically what, where and contact info where and contact info
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Click on the Possible Click on the Possible Entries icon to see the list Entries icon to see the list of Order Types. of Order Types. Double-click on the one Double-click on the one you want to use. you want to use.
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Click the drop-down icon in Click the drop-down icon in the Priority field to see the the Priority field to see the choices, and then click on the choices, and then click on the one you want. one you want.
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Type the Notification number in the Type the Notification number in the Notification field. Notification field. If you do not know the number, click If you do not know the number, click on the Possible Entries icon to search on the Possible Entries icon to search for it. for it.
Press the Enter key or Press the Enter key or click on the Enter icon. click on the Enter icon.
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The Create: Central Header screen is displayed. The Create: Central Header screen is displayed.
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Scroll down to the First operation section. Scroll down to the First operation section. Enter the work duration in the Work durtn Enter the work duration in the Work durtn field. field. Example: 2 (for 2 hours) Example: 2 (for 2 hours)
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When you Save the Work Order, all Costs are calculated. When you Save the Work Order, all Costs are calculated. To see the calculated cost now To see the calculated cost now Click on the Determine Costs Click on the Determine Costs icon on the Application toolbar. icon on the Application toolbar.
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This system message will appear in This system message the lower-left corner of the screen. the lower-left corner of the screen.
Click on the Costs tab to display the costs. Click on the Costs tab to display the costs.
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The Cost Overview will be displayed. The Cost Overview will be displayed.
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Click the Save icon Click the Save icon to save your Work Order. to save your Work Order.
The system will assign a number to the The system will assign a number to the order and display it in the lower-left order and display it in the lower-left corner of the screen. corner of the screen.
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Creating a Sub-order IW36
A sub-order is a work order that has a link to a The actual costs of sub-orders my be viewed from the These are typically used to break a project into units by The costs of the sub-orders may either settle to the Sub-orders may have sub-orders.
superior order or directly to another cost object. craft or shop. Each shop can estimate its costs on a sub-order and these can be tracked at the sub-order and superior order level. superior order superior order
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Create Sub-order IW36
Fields on the first screen: Fields on the first screen: Order Type Order Type Priority Priority Superior Order Superior Order
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Create Sub-order IW36
From this point on the process From this point on the process is the same as a regular work is the same as a regular work order. order.
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Display Superior and Sub-order
Superior Order Superior Order
List of Subs List of Subs
Sub-Order Sub-Order
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Unit 4
Changing Work Orders

Change a Work Order IW32
You may need to modify an existing work

order to change the following:
Description of the Work Functional Location Work Duration Components Person or Work Group Assigned And other information
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Type the Order number in the Type the Order number in the Order field and press Enter. Order field and press Enter. If you do not know the Order If you do not know the Order number, click on the Possible number, click on the Possible Entries icon to search for it. Entries icon to search for it.
The Work Order is displayed. The Work Order is displayed.
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We needed to add chairs, podium to the work description and increase the work duration from 2 hours to 3 hours.
Remember you can also change: Functional Location Work Duration Components Person or Work Group Assigned And other information
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Saving a Change to a Work Order
The Work Order is saved with its The Work Order is saved with its original number, which is displayed in original number which is displayed in number, the lower-left corner of the screen. the lower-left corner of the screen.
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Unit 5
PM Materials
Materials and Inventory
Materials Management Inventory will be replacing Stores On-shelf inventory will be minimized We are moving toward just-in-time inventory (parts will be We are moving away from ProCard being used for materials; There will be stock, non-stock, and non-file materials Materials may be planned (used on a routine basis) and Stock and non-stock materials will be identified by numbers
in IRIS unplanned instead, contracts will be set up requisitioned daily) Inventory Systems
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Types of Components
Stock materials:
Non-stock materials: Parts which are used less frequently Non Non-file materials: Non Services:
that do have IRIS material numbers. They are ordered as needed from suppliers Parts ordered as needed and do not have IRIS material numbers
are kept on hand
Parts that have IRIS material numbers and
Text Items: Text Items are instructions or comments about
Services provided by external companies and are requested as needed
materials required for a work order, such as a note to bring a ladder or supplies like electrical tape.
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Planned Materials on a Work Order
Planning a stock material results in a Reservation being created in

the Storeroom.
Planning a non-stock material results in a Reservation being

created in the Storeroom and in the automatic creation of a Purchase Requisition.
The Storeroom can then pick, stage, and deliver the materials as required.
Planning a non-file material results in a Reservation being created

in the Storeroom and in the manual creation of a Purchase Requisition. The requisition is processed by Purchasing and materials are delivered to Central Stores. The Storeroom can then pick, stage, and deliver the materials as required
The requisition is processed by Purchasing and materials are delivered to Central Stores. The Storeroom can then pick, stage, and deliver the materials as required.
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Unplanned Materials on a Work Order
Unplanned stock materials may be issued directly to a

work order.
Storeroom personnel will issue the material and charge it to the work order number. The name of the person receiving the material is also recorded.
65
How to plan stock materials

There are several ways to select the materials:
Enter the component number, if known A Possible Entries search may be performed to find the part
number or description.
Asterisks can be used as wildcards in a search, to let you search using partial information. Examples: *bearing* will find all materials with bearing in the description; *filter*16* will find all materials with filter and 16 in the description (such as Filter, Air, 16x20x1)
Future Enhancements
A Bill of Material (BOM) for the building, room, or equipment to be maintained. The BOM may be used to suggest part numbers. A Task List - if you include the Task List on an order this will also include any materials on that Task List.
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Planning Materials on an Order
We want to add materials to an We want to add materials to an order. Click on the Components order. Click on the Components tab. tab.
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Planning stock materials

The Components tab of a Work Order is displayed
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Columns on the Components Tab
Item Component Description Reqmnt Qty UM IC SLoc Plnt
Sequential number on the list The component number in IRIS Text describing the component Quantity required for the work Unit of Measure, such as EA for each Item Category; Stock, Non-stock, etc. Storage Location Plant; always UK10
We will search for the Components We will search for the Components (materials) needed by clicking on the (materials) needed by clicking on the Possible Entries icon in the Possible Entries icon in the Component field. Component field.
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Planning Materials Search by Description
When the search box appears choose When the search box appears choose the Plant Material by Description tab. the Plant Material by Description tab.
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We need a hinge, so we will search for We need a hinge, so we will search for all materials with hinge in the all materials with hinge in the description by using the wildcard description by using the wildcard characteri.e. *hinge* characteri.e. *hinge*
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The search results appear. The search results appear. Double-click on the desired material Double-click on the desired material to populate the Component field. to populate the Component field.
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Enter the quantity required. Enter the quantity required. The unit of measure and item category The unit of measure and item category fields will populate automatically. fields will populate automatically. Repeat for each component. Repeat for each component.
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Component Item Category
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Automatic Purchasing Requisition Information
For non-stock materials, an automatic For nonnon-stock materials an automatic materials, purchase requisition is created in the purchase requisition is created in the background. background. You do not see this dialog box. You do not see this dialog box.
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Text Component Item Category
The Item Category field will The Item Category field will populate automatically based populate automatically based on the component specified on the component specified BUT if you enter a text note, BUT if you enter a text note, you must select T for Text you must select T for Text item. item.
Component Item Category
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Stock Materials - Availability
Future Enhancement Future Enhancement You will be able to check You will be able to check materials available using materials available using the Material Availability the Material Availability icon icon
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Non-file Materials
For a non-file component, enter a For a nonnon-file component enter a component, description, quantity, and unit of measure. description, quantity, and unit of measure. Press the Enter key to proceed. Press the Enter key to proceed.
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Non-file Materials
This box will appear, asking for the This box will appear, asking for the information required by Purchasing. information required by Purchasing.
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Purchasing Information Reference Only Slide

Information required to order non-stock materials: nonfrom what was entered on the Components tab)
Requirement Quantity How many are needed? (defaults Price - Cost of material (defaults from Components tab) Material Group PM000001 for PM Non-Material Master Purchasing Group Defaults to 000 / UK00
000 = Work Order / UK00 = Purchasing
Material, PM000002 for PM Non-Material Master Service
Goods Recipient Who should receive the material? Requisitioner Who is requisitioning the material? Unloading Point Where should material be delivered? Vendor Material Number Description of the material
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Calculating Planned Components Cost

When you Save the Work Order, all Costs are calculated. When you Save the Work Order, all Costs are calculated.
To see the calculated cost now To see the calculated cost now After entering the components, click After entering the components, click on the Determine Costs icon. on the Determine Costs icon.
Planned Cost Display
Note that all planned costs are displayed on Note that all planned costs are displayed on the Costs Overview tab. the Costs Overview tab. Services are handled the same way as a Services are handled the same way as a non-stock material purchase. non-stock material purchase.
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When you have finished adding When you have finished adding Components, click the Save icon. Components, click the Save icon.
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Unit 5 PM Materials
Exercise 3 Add Components to a Work Order IW32
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Unit 6
Work Order List Displays

Work Order List Displays in IRIS
List Displays can help manage work.

requests for information.
Selection screens and variants can narrow your Drill-down functionality can provide detail.
You can specify criteria and produce lists of work orders for planning and analysis.
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Multi-Level Order List Display IW40
A multi-level order list allows more detailed Use this function to view an order from a list to see
more detail, such as any sub-orders or labor costs associated with the order. information.
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To display specific work orders, you can To display specific set criteria such as Order number, Type, set criteria such as Order number, Type, and/or Functional Location, etc. and/or Functional Location, etc. To search on any field, click on the To search on any field, click on the Possible Entries icon for that field. Possible Entries icon for that field.
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After filling in the criteria, After filling in the criteria, click the Execute icon. click the Execute icon.
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Order information is displayed. Order information is displayed. The legend is shown here. The legend is shown here.
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Unit 6 Work Order List Displays
Exercise 4 Multi-Level Order List Display IW40
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List Display Orders IW39
To display certain work orders, you To display certain work orders, you first specify your criteria, such as first specify your criteria, such as Order Status, Type, and Functional Order Status, Type, and Functional Location. Location.
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List Display Orders IW39
Our criteria will display a list of REPR Our criteria will display a list of REPR (Repair) Work Orders that are (Repair) Work Orders that are Outstanding (Not Released) or Outstanding (Not Released) or In process (Released). In process (Released). Click on the Execute icon. Click on the Execute icon.
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Display the List
The results display as a list The results display as a list of orders that match the of orders that match the criteria specified. criteria specified.
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Change the Layout
Click the Change Click the Change Layout icon Layout icon to add or to add or remove columns. remove columns.
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Change the Layout
You can add fields and rearrange the You can add fields and rearrange the order of the columns. Click the Save order of the columns. Click the Save icon to save the layout, or press Enter to icon to save the layout, or press Enter to simply display it once. simply display it once.
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Change the Layout
The new layout appears. The new layout appears.
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Download Data to Spreadsheet
When the list is displayed,
You will be prompted to Enter number of key You will be prompted to save to Be patient.
click on the Spreadsheet icon.
You will be prompted to choose Table or Pivot

Table. Choose Table and click on the Continue icon. MS Excel. Click on the Continue icon. The data will appear in an Excel spreadsheet and you can format, save, and use it as you wish.
columns. You can leave that unchanged (at 1).
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Unit 6 Work Order List Displays
Exercise 5 Change Layout of Order List Display IW39
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Course Summary
You should now have an understanding of:
Creating Work Orders Creating Sub-orders Changing Work Orders Adding Components to Work Orders Materials Work Order List Displays
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Contact Information
First point of contact for any problems should be the

IRIS-PM Power User in your area
Nick Arnold Nick@uky.edu 559-7605 Kevin Jones Kevin.Jones@uky.edu 7-3421 Skip Van Hook bevanh2@email.uky.edu 7-5397
IRIS Plant Maintenance Team
Kevin Cheser kchese@email.uky.edu Ben Crutcher ben@email.uky.edu
For more information visit the IRIS PM web site:

www.uky.edu/IRIS/PM
52

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Work Order Processing

Work Order Processing - PM_WO_300 (v1.2)

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

Prerequisites and Roles

PM UK_100 IRIS/SAP Awareness & Navigation PM_200 Plant Maintenance Overview

Work Order Processing - PM_WO_300 (v1.2)

Plant Maintenance IRIS Project Goals

Resources, and Materials assignments

reporting tools status of work

buildings, areas, and equipment

PM_WO_300_Work Order Processing (v1.2)

Work Planning Overview

The Plant Maintenance Process

History/Analysis Technical History Breakdowns Costs

Record What was Done Hours Worked Comments Codes

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

The Plant Maintenance Process in IRIS

History/Analysis UK Business Warehouse

Task List Maintenance Plan

Record What was Done Order Confirmation

Work Order Processing - PM_WO_300 (v1.2)

The Plants in Plant Maintenance

The Maintenance Plant

The Planning Plant

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

The Functional Location Structure

The first level would be the campus (LX-)

There is a separate structure for Grounds (exterior space)

Work Order Processing - PM_WO_300 (v1.2)

Functional Location Structure - Buildings

The Building: The Floor: The Room:

College of Pharmacy Stairway College of Pharmacy Elevator

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

How are Functional Locations used?

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

What is a Work Order?

Plan the Work

Work Order Processing - PM_WO_300 (v1.2)

Why are Work Orders used?

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

Who Creates Work Orders?

This function will be used primarily by the Dispatch

Authorized users responsible for creating orders for

Work Order Processing - PM_WO_300 (v1.2)

Information on a Work Order

Object to be maintained Functional Location or Equipment

Equipment Can be located at a Functional Location

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)

Optional Information on a Work Order

Description Text describing the work that is to be done;

Work Order Processing - PM_WO_300 (v1.2)

Other Work Order Information

Special Conditions Examples: may have to wait to do work

Actual labor and materials costs

Work Order Processing - PM_WO_300 (v1.2)

PM_WO_300_Work Order Processing (v1.2)