This knowby provides instructions for creating work notifications or requests in SAP using transactions:
- IW24 – Create PM Notification: Malfunction Report – Notification type M2
- IW25 – Create PM Notification: Activity Report – Notification type M3
- IW26 Create PM Notification: Maintenance Request – Notification type M1.
Select the right notification transaction based on the work request:
- IW24: Report a Breakdown (stoppage in Production)
- IW25: Report a repair/adjustment to equipment or Functional Location after a Preventative/Predictive activity
- IW26: Request a repair, adjustment, modification or addition to a piece of equipment or process.
This will open Create:
- IW24 – Create PM Notification: Malfunction Report for breakdown requests
- IW25 – Create PM Notification: Activity Report for repairs/changes made during a PM
- IW26 – Create PM Notification: Maintenance Request for other requests.
When the work Notification screen appears, need to enter the Short Description.
USE ALL CAPITAL LETTERS FOR ALL TEXT FIELD ENTRIES!
Examples of descriptions are provided in the next step.
Enter a clear, concise description of the work requested using action verb, action object, and reason. Examples:
- Replace gearbox, leaking
- Inspect pump, odd noise from housing
- Monitor steam valve, slight leak at stem
- Change lift cylinder, jerky motion
- Check Thayer belt, tracking right
Use the Long Text field for additional details.
Select the priority. (IW25/IW26: "Notification" tab; IW24: "Additional data 2" tab.)
- Emergency: Breakdown, no planning. Check Breakdown box, enter start/end times (M2)
- Urgent: Immediate action, some planning
- Programmable: Schedule for next downtime or during uptime
- Low: Can be deferred
For IW24, check Breakdown box, enter start/stop times.
Enter the Equipment or Functional Location ID. If unknown, enter the Maintenance Plant in the Functional Location field. Use the Structure List button to view the asset hierarchy and locate the object. Select the object by clicking the icon on the left, highlight the line, and click the green check. Fields will auto-populate.
Enter the Equipment or Functional Location ID. If unknown, enter the Maintenance Plant in the Functional Location field. Click the Structure List button to view the asset hierarchy. Locate the object, click the icon on the left to select it, highlight the line, and click the green check at the top left.
The selected Functional Location or Equipment will auto-fill related fields. Adjust the Equipment, Planner Group, and Main Work Center as needed. Consider the notification nature and choose the appropriate Main Work Center (e.g., Electrical, Mechanical). Use Match-Lookup for available options at your plant.
The Match Look up will open the search filter for the list of options. Enter the Plant ID and PM* to pull up the list of available Maint Work Centers for you to choose from. Click on the green Check.
Double click on the Main Work Center that will be responsible for the work and it will populate on the Notification.
Enter the name of the person requesting the work in the Reported by field. We are recommending that for consistence, you use the person’s SAP User name (typically first initial of first name and last name).
Once work notification is complete, click on the ‘Save’ button by pressing the picture of a floppy disk at the top.
You may get a window to change dates and times. For IW26, select "No" to let normal work order priority scheduling assign dates. For IW24 or IW25, select "Yes" to indicate the start time for Breakdown and Inspection Activities that have already occurred. This opens the next window to change start/stop dates and times.
Enter the actual start date and time of the Breakdown and click on the green check.
This will bring you back to the main screen.
SAP will assign a Notification Number that is visible on the bottom left of the screen and return to the Notification entry screen.