SAP PM - WCM: Enhanced Model - Entire process flow with SAP

screenshots
1. 1. 1. Purpose: This document highlights the basic process flow for a PM – WCM (Work
Clearance Management) scenario using an Enhanced Model. 2. Inclusions in this
document: Primarily the WCM – enhanced process flow details with touch points with PM
order processing 3. Exclusions from this document: PM Order processing steps in details
particularly post Release processing like Time confirmation, Material Issue, Service entry,
TECO, Settlement etc. These are current ongoing processes and it is understood that end
users are experts in such process steps. Just the touch points have been mentioned in
this document. 4. WCM Process and terminologies:There are 2 WCM models that SAP
supports: Standard Model and Enhanced ModelAt Planning Plant level only 1 model can
be activated.Enhanced model was chosen for the prototype over the standard model as it
provides the flexibilityof ensuring multiple Work Applications (like Hot work, Hazardous
Chemicals, etc) apart from astandard WCA (Work clearance application) supported by
Standard model. In Enhanced model,there is an additional object called Work Approval
which binds together PM orders to WCA andWA„s. A snapshot of the basic linkages in
the Enhanced model is as shown below:
2. 2. The enhanced model follows the following rules:- An application can be assigned to
several work approvals and vice versa- A work approval can only be assigned to one
application of an application type (WCA, WA of different types have a different application
type)- A WCA can be assigned to several Operational WCDs and vice versa. In
Enhanced model, PM Order is linked to WCM Objects as below: PM Order --> WAP
(Work Approval) --> WCA & WA --> WCD (Work Clearance documents- Linked to WCA)
In Standard model, PM Order is linked to WCM Objects as below: PM Order --> WCA -->
WCD (Work Clearance documents- Linked to WCA) 5. Terminologies: Work approvalis an
Umbrella Object in WCM which can have under it WCA, other Work applications (WA)
including Hot work Approvals, Chemical environment approvals, Hazardous Gas
approvals etc. Work approval links PM Maintenance Orders to WCA and other
applications in an Enhanced WCM scenario. In a standard scenario, it is the WCA which
links PM Order to WCD‟s. Work Clearance application (WCA) is a WCM Object which
represents a Safety certificate in particular for Lockout/Tagout. It is used to control
maintenance processing and groups together Operational WCD‟s. A Work clearance
Application can be assigned to several Operational WCD‟s and vice versa.. In the
Enhanced model (as configured), a WCA is used to control communication between work
approvals and Operational WCD‟s. The term WCD will be elaborated in next step Work
applications are additional specific work related certificates. For example Hot work
application, Hazardous Chemical/Gas/Particulate work certificate etc. The Hot work
application, for instance, is to protect a maintenance personnel from a hot working
environment before entering the actual maintenance site. Operational WCDis a WCM
Object that is actually meant for executing the Operational cycle. The default operational
cycle is Tagging with Temporary Untagging phase. It would consist of 3 key phases
namely Tagging phase, Temporary Untagging phase (To test when work has been done
before making a system fully operational) and Untagging phase.It is in the WCD that we
define Lockout/Tagout operations for Technical Objects which need to be isolated
temporarily from Technical system. Operational WCDshould be assigned to WCA and its
status will affect the status of WCA. Here the status of WCD will be transferred to the
linked WCA. For example, once the Tagging operation is finished, the Tagged status will
be assigned to WCD and transferred to WCA. The various system statuses that the
Operational WCD goes through owing to these phases include: Tagging Phase:
3. 3. ITG: Initial statusBTG: TagPTAG: Print TagETG: TaggedTemporary Untagging
Phase:BTUG: Untag TemporarilyPTST: Test Tag PrintedETUG: Temporarily
UntaggedUntagging Phase:BUG: UntagEUG: UntaggedThe diagram below illustrates the
switching stages in Operational cycle. 6. Configuration considerationsAll configuration
settings have been done in Sandbox (SAN) environment and the process has beenset up
to provide the users with a brief view on the process for future process improvement
 keepingin view stringent work safety requirements in maintenance work. The SAN
environment is based onECC 6.0, EHP4.
4. 4. Only the Mid-West Mining 0011 plant has been activated for Work Clearance
Management in SAN(Sandbox) environment.As an example a High Voltage Distribution
unit at Mid-West Mining 0011 planning plant. 7. Master Data used in this
documentPlanning Plant: 0011Functional Location:EN24-E01-006 – High Voltage
DistributionEquipment:10026639 - Elect Switch ABS#2-SSC SupplyPlanner Group:
101Main WorkCtr: MWM3Plant: 0011 8. Process Flow in SAP 8.1 PM Work Order is
created – Planned or Immediate In this document PM Work Order type PM02 – Manually
Generated Work Order is used. Also Linkage to Notifications is not considered. That can
be done separately as per current process. In that case a Notification would be created
first followed by and Order In planned scenario, Order would be generated through
scheduling of a Maintenance plan Tcode: IW31
5. 5. While planning Order Operation for WCM relevant operations - use Control Key
WCM.This will introduce a Valuation tab on the Icon bar at top.Also in System status, a
new status WCM would automatically get addedGo to -> Permits and assign a relevant
permit indicating that it is a WCM work
6. 6. Enter other necessary details in the order like Component, Service details etc and save
the Order
7. 7. Define Valuation in PM Order – Valuation means which applications would be included
for WCM purposewhile performing the Maintenance workYou must define explicitly for
each application whether or not it is necessary.For valuation Click on the Valuation Tab
on top and select the applications required. In this case we haveselected WCA and Hot
workStatus changes to WCM VAL REL MACM PRC SETC
8. 8. Click on the + sign to add the valuations
9. 9. Click on the Green tick and Save the Order detailsOutcome - Order saved with number
2296521 8.2 Create a Work Approval (WAP) and Link it to Maintenance Order
Transaction code: WCR8 – With reference to a Maintenance Order <Or> WCTA if created
without reference WCTB (Change)/ WCTC (Display)
10. 10. A popup will come as to what to copy into the WAP from a maintenance order. Select
all and click on theGreen check.
11. 11. Most of data gets copied from Maintenance order. A few good to have field values like
Overall condition(Operating condition of Technical object) can be maintained. In the
currently configured scenario it is areporting field only (for information purpose) but this
filed can be used for automatic switching inOperational Cycle in Mode dependant tagging
(not activated).Please Note: Here Order is only being used as a Template to create the
WAP. However, assigning theOrder No to the WAP is a separate activity within the same
transaction detailed below.Mode dependant tagging is a feature available EHP 4
version.You can also maintain value for the fieldRevision phase(defines the time when
plant is shut downtemporarily due to maintenance work)
12. 12. Link the Order by Clicking on Orders -> Search List Opens -> Enter Order No –
Execute der into a Link withthe WAP -> Select the order and assign it to the WAP by
clicking on the green Tick -> Continue
13. 13. The planning data of the WAP can be updated with Basic/Scheduled Start/End date
and time
14. 14. Partners Like Department responsible, User Responsible, Vendor, Person
responsible can be assigned tothe WAP by clicking on the Partner icon on topAfter having
maintained necessary entries in the WAP, Save the WAPOutcome - Work Approval was
saved with number 8.3 Create a Work Clearance Application (WCA) and Work
Applications (WA) for other relevant work such as Hot Work, Hazardous
Chemical/Gaseous/Particulate environment clearance a. For WCA - Transaction code:
WCTK (Create)/ WCTL (Change)/ WCTM (Display)/ WCR6 (Create with Template – Work
Approval)or The easiest way is to create it in Work Approval – Change transaction WCTB
15. 15. Create with template with reference to Work approval No
16. 16. Enter Planning Plant, Work Approval No., and press enterIn Data Transfer popup that
comes up -> Select all and continue
17. 17. Most of data gets copied like in step 6.2. You need to just update the Date and times
specific to the WCA (ifrequired), assign Partners (if necessary – like Person responsible,
User responsible etc.), Assign theWork approval to the WCA (Click on Link Work
Approval)
18. 18. Click on Multiple selection Option .A report opens up. As the Work approval No is
known from step 6.2, you can directly enter the workapproval no in selection criteria.
Select and assign the WAN no. to the WCA
19. 19. Save the WCAOutcome:WC Application was saved with number b. For Work
Application (WA) – Optional – as per work environment requirement Transaction code:
WCTH (Create)/ WCTI (Change)/ WCTJ (Display) WCRK (Create with approval)or the
easiest way is to create it in Work Approval – Change transaction WCTB
20. 20. In the field Object Type – select the relevant application you want to create. Please
note that bydefault Object type WC Application (is displayed). Change it from dropdown to
relevant applicationto be created. Here in example, we are creating a Hot Work
applicationEnter Planning Plant, Work Approval No., Object Type and press enterIn Data
Transfer popup that comes up -> Select all and continue
21. 21. Most of fields get copied as in case of WCA. Make changes/additions to relevant
fields such asDescription, Dates, Partner etc. and assign the Work approval No. as was
done in case of WCA instep 6.3 a
22. 22. Save the Work Application. A work application No would be generatedExample: Hot
work application was saved with number 100000000001 8.4 Create an Operational Work
Clearance Document (O-WCD) for the WCA created In Step 6.3a Transaction code:
WCT6 (create)/ WCR3 (Create with Template – Application)/Can also be created in WCA
Change (transaction WCTL) Creating in WCTL as below
23. 23. Enter the WCA Application no. and press enter
24. 24. Click on the Link Operational WCDIn the Popup that comes up click the Create icon
25. 25. It again gives a pop up detailing what all details to copy from WCA -> Operational
WCD. Select all andcontinue
26. 26. Maintain details as required.
27. 27. Click on the icon for Maintenance screenEnter the following detailsItem category: F
(Functional Location) or E (Equipment) if you want to be more specificTechnical Object: In
example we have used F and Functional Location EN24-E01-006Press enterOperation
Type: E (Electrical)Tagging condition: OFFTagging Type: RDT (Red Danger Tag)Tagging
Format: XXXXComments: As requiredSave the WCD.
28. 28. Outcome: WCD created and assigned to the WCA. Save the WCA documentThis
completes the entire linkage for Enhanced Model:Order -> WAP -> WCA, WA ->
WCDThis can be viewed in click sequence inside Maintenance Order, Tcode: IW32 6.5.
Setting WAP, WCA, WA to prepared Transaction code: These steps can be done through
a single transaction as all Objects are linked Use Transaction code WCL9 - List editing of
Work ApprovalIn selection criteria, select Status of work approval = Created, Validity
period
29. 29. Select the WAP and click on Hierarchy icon A Hierarchical display of connected
objects will come up
30. 30. Double click on object numbers in sequence WAP --> WCA --> WA and set them as
Prepared by clickingon Prepare icon in individual objects On clicking on this icon system
will ask for a confirmation. Confirm the same. Save each object after making changes
31. 31. 6.6. Approve the WA (Ex Hot work) firstAny work approval ensures a safe work
environment before users go in to perform tagging of theTechnical object. Hence work
approvals are to be approved first.Transaction – WCTL (WCA Change) or to keep it
simple use Transaction code WCL9 as above, tohave a single point access to it
32. 32. Double click on WA No.On the Change WA screen, click on Approval icon
33. 33. Save the WA after approving the Work permit in it. You will see that the Traffic Light
against the WAdocument in this case Hot work changes to Green LightNote: There is a
Hierarchy of approval functionality within WCM with which sequence of approvals ofWCM
object can be controlled. For ex. Work approval permits to be cleared before Tagging
approvalpermit can be cleared. In this case it has not been activated. 6.7. Approve the
Tagging approvalTransaction – WCTL (WCA Change) or to keep it simple use
 Transaction code WCL9 as above, to have asingle point access to itDouble click on WCA
No.On the Change WC Application screen, click on Approval icon Approve the Permit
relevant for Tagging approval, in example below WCM _TAGAPR. Select the permit and
click on Issue tab. Save the WCA. As we have 3 approvals assigned for Tagging
approval, Test Untagging, Untagging approval, the Traffic light will change to yellow – At
least one approval is issued.
34. 34. 6.8. Set WCD to prepared to start Tagging Repeat Step 6.5 for WCD documents also
listed in List report (Tcode: WCL9)Operational WCD status updated to PREP ITG (Initial
status) 6.8. Perform TaggingTransaction code: WCT7 (Change Operational WCD) or
WCL9 (as used in steps above)
35. 35. Double click on WCD No.
36. 36. Click on the icon Switching screen
37. 37. In the switching screen select the Line entry and click on simulate CheckIt will give
you a messageThen click on the Tab “Tag” and then click on Print tagThe Tag will be
printed and system status of the WCD will be changed to PTAG (Tag Printed) I tested
printing out the Tag. It printed out successfully in a standard format which can be
changed if required. Also you will find that within the WCD some of the assigned permits
will automatically get approved by the system
38. 38. 6.9. After physically tagging the object, perform switching to TaggedTransaction code:
WCT7 (Change Operational WCD) or WCL9 (as used in steps above)
39. 39. Click on the icon Switching screenSelect the Line and Click on the Tab “Tagged” –
this will mean that Tagging has been done on the object System will generate a message
“Approvals were issued/revoked automatically” Also the system status of WCD will
include “ETG “implying that the object has been taggedIn the switching screen of the
WCD you will find the operational cycle status progress to ETG as active status
40. 40. This marks the end of the Tagging phaseIn addition – an option exists to Set
protection for Tagging – after setting protection in any operational WCD,the Tagging
condition cannot be changed in any other operational WCD except the original
WCD.Extras --> Protection --> Set 6.10. Approving Safety Measurement in WAP level
After tagging is finished, maintenance planner need to approve if all the safety action is
proper, if everything is Ok and then issue the Safety approval permit in WAP Use the
same transaction WCL9 -> Double click on WCA number Please note: in certain cases,
Safety approval permit is applied at WCA level. In that case clearance is to be issued at
WCA level. Here we have assigned it to WAP level.
41. 41. Select the approvals relevant and issue the same.In this example we have considered
primarily Hot work and Safety approval permitsSave the WAP 6.11. Issue the Permit at
PM Order Level and Release PM Order Transaction code: IW32 Change Order
42. 42. Without issuing the Order permit system will not allow Releasing the PM OrderPlease
note: Auto issue of Permits up the hierarchy after permits at lower level (WAP) have been
issued ispossible. In this case just to keep the scenario simple and to demonstrate
manual control, automation hasnot been done.After issuing the permit, Planner can
release the PM order.Order is Released for execution (New Tab to be clicked in PM
Order in IW32) giving it the Status WCMEXEC REL CNF MACM PRC SETCStatus
updated as per screenshot below
43. 43. All status as indicated above will be activated. Save the Order. 6.12. Maintenance
work carried out on Object As usual 6.13. Test Untagging cycle – Optional but
recommended After the maintenance work has been completed, it is often required to
Test the system first and only if it has been successfully found to be running bring it back
on Line. For this reason, in WCM functionality, SAP has provided an option for Test
Untagging i.e. Untagging the Technical Object temporarily for Testing Please note: Test
Untagging is an Optional process which can be deactivated based on configuration. It has
been kept active in this scenario just to show full scope available. Transaction code:
WCL9
44. 44. Double click on the WCA no.In WCA, click on Icon Permit (to permit Test Cycle for
Untagging) and save WCAThe status would change to PREP TENTNext click on WCD
Document No
45. 45. 1. Click on the Switching screen icon and switch Operational cycle to Untag
Temporarily,. Print a Test tag if required by clicking on the next tab that comes up on Test
Tag
46. 46. Status of WCD changes to PREP PROC TEST UNT PTSTTest Tag would have been
printedSave the WCDAfter physically Untagging temporarily, click on switching condition
Temporarily Untagged in WCD again andsave WCDStatus would have updated to PREP
PROC TEST UNT ETUG 6.14. After Test Untagging is complete, Tagging condition is
switched back It‟s just a repeat of step 6.8. This step is not requiredin the Operation cycle
which does not require Test Untagging Once the WCD is Tagged back status of WCD
changes toPREP PROC TEST UNT ETG
47. 47. 6.15. Complete the maintenance work and all posting in SAPIncludes Time
confirmation of Labour, Material postings (can be done earlier as well post Release
oforder), Service entries etc.Above steps are parts of Business as usual process for Cost
booking in maintenance orders andhave not been elaborated.6.16. Perform Untagging
before taking the Technical object OnlineUntagging needs to be done before the
Technical object can be made fully functionalTcode: WCL9 a. Clear the Untagging permit
at the level of WCA Run report -> click on WCD No. -> In WCD screen open up the
switching screen -> Select the Technical Object -> Click on Untag
48. 48. After having issued the Permits, click on Permit tab and save the WCA, so that its
status changes to PREP TENT b. Untag at WCD levelRun report -> click on WCD No. ->
In WCD screen open up the switching screen -> Select theTechnical Object -> Click on
Untag
49. 49. Click on Untagged and the Technical object is defined as Untagged and ready to go
for operation.
50. 50. Status changes to PREP PROC TEST UNT EUGand pending permits (if any are
automaticallyissued)6.17. In PM Order mark Work Completed and Technically close
orderTransaction code: IW32 Change OrderIn PM Order Click on TabStatus of PM Order
will next show as WCMWOCO REL CNF MACM PRC SETCUntil and unless this is done
PM Order cannot be Technically Completed (TECO Flag comesappears in screen only
after Work completed is marked in Order)WOCO signifies work completion taking into
account all WCM activities (Till Untagging)
51. 51. 6.18. Close WCM Objects Transaction code: WCL9 Close WAP, Close WCA, Close
WA (Hot work in this case), Close WCDOnce PM Order has been marked as WOCO, and
saved, on clicking on the WAP, WA, WCA, WCD, systemwill automatically prompt user to
confirm their closure.Status of WAP, WCA, WA (if any), and WCD will now be appended
with CLSD status marking the Objectsas closed. 6.19. PM Order Technically completed
and Settlement carried out Transaction codes: IW32/IW38 (For TECO), KO88 (For
settlement) As per normal Business procedure in current SAP system