This knowby contains instructions on creating a work order so that it can be scheduled for execution. The transaction we will use for this SOP is: IW31 – Creating a Work Order

Type in IW31 into the command box to bring up the following pop up box.

Enter the Order Type:

• PM01 for Non-Routine maintenance work
• PM02 for system use only, PM work only. Do not use, reserved for System generated work orders
• PM03 for project or improvement work. WBS (formerly known as Capital work)
• PM04 for component rebuild only (internal or external). Do not use. Used with T-Code IW81

Enter the priority, functional location or equipment. The Plng plant and the Bus. Area will populate automatically based on your selection for functional location or equipment. Your popup should look something like this.

Select the green check mark to go to Create Maintenance: Non-routine work: Central Header seen below.

Fill in the following information:

• Description: Provide a clear, concise description of the work requested using an action verb (e.g., change, replace, inspect), action object (e.g., pump, motor), and reason (e.g., leaking, noisy).
• Estimated Cost: Enter the estimated cost, including all parts and labor.

PMActType.

• Enter the correct codes in the following fields. (See “Standard WO Codes for SAP May 2015” Document Center - Standard WO Codes for SAP May 2015.xlsm)

PMActType:

011 – Corrective Emergency Maintenance. Maintenance Repair Work 012 – Corrective Emergency Operations. Operational Work 013 – Corrective Planned Inspection. Scheduled Inspection/follow up Work 014 – Corrective Planned System. Scheduled Predictive Work 015 – Corrective Safety. Follow up Safety & Environmental Work

System Condition:

• a) 1 – Downtime Work/Machine down
• b) 3 – Uptime work/Operating
• c) 4 – Downday
• d) 5 – Shutdown

Select the Operation Tab.

Break down work into individual tasks. Add all operations to the operational long text field or job plan for one completion confirmation. Enter the number of workers and hours needed for each task. Avoid too many small tasks. Separate external services for easier management.

See SOP for adding External Services.

When adding operations (external services or specific tasks), check or change the Work Center to the person performing the task. Enter the Operation short text with task description. Specify the number of workers (whole number) and the duration (time needed). The Work field calculates total task hours (Duration x Number of workers).

Select the Components Tab. This is where all parts are identified, inventory checked and required quantities reserved.

Enter (or Lookup) required materials with Catalog #. Clicking on Enter will populate the Description, Stock Location and Plant. When you select the stock part you want, you will be asked to associate it to an Operation Item (if there is more than 1 operation). You can look it up from the request screen.

Requirement Quantity:

• Enter the required quantity based on the Unit of Measure for the component.

Component Status. The table provides component status:

• L = Stock Item
• N = Non-stock

Storage Location:

• SLoc. indicates the storage location (standard is 0060)

See separate SOP for adding/purchasing non-stock items.

To activate the part reservation and purchasing process without having to release the work order, click on the Matchstick icon on the application toolbar. This is not the standard process but can be used if there is a long lead time to get non-stock items ordered and delivered.

You will get a comment on the bottom left indicating the reservation and purchase requisitions are live now.

When the materials have been identified, go to the Costs tab and we can now update the estimated costs for the work order.

The Cost screen will open to the Overview tab.

To populate the costs to this screen click on the Determine costs icon on the application tool bar.

Overview Tab:

• Populates plan costs by category (stock materials, labor, etc.).

Collect Costs:

• Gather all costs for the work order here.

Estimated Costs:

• Note estimated costs from the HeaderData tab.

Planned Costs:

• Update total planned costs on the HeaderData tab.

Go back to the Header Data tab.

On the Header Data tab, update the Cost field with the total cost from the Cost Tab.

In the bottom section named First operation, should have updated the Work duration, Number and Operational Duration with the data from the Operation tab.

At this point you can Release the work order which will allow costs to be expensed against it. Click on the Green Flag icon on the application toolbar (top left).

Note: It is not necessary to release the work order if the plan is incomplete (e.g., parts not identified). Saving the work order keeps it in "Created" status (CRTD), preserving all work done. You can filter by this status to revisit and complete the planning later.

• You will get a note on the bottom left indicating the “Order xxxx will be released after update.”

• Click on the Save icon.

• You will get a note on the bottom left indicating the “Order xxxx saved.”