Sample SAP PM Roles for Manufacturing


Below are samples of Plant Maintenance Roles, whenever we implement it in a plant, we also want to determine persons job and the access to be granted within the maintenance process and its role in the organization.

Maintenance Manager

The maintenance manager monitors all the maintenance activities in an organization and holds sole responsibility for revisions.

The maintenance manager:

  •   Monitors the maintenance budget
  •  Approves Improvement work orders
  •  Draws up statistics and performs analyses (for example, with reference to breakdowns and costs)
  •  Monitors the key performance indicators (for example, maintenance efficiency)
  •  Draws up cost center reports as well as breakdown and maintenance statistics
  •  Displays notifications, orders, master data, and maintenance plans

Maintenance Planner

The maintenance planner sets up orders, and plans the type, scope, resources, and deadlines of the necessary tasks with regard to operational constraints.

The maintenance planner, known as a work scheduler, is also responsible for Planned Maintenance (Inspection and Preventive Maintenance)

The maintenance planner:

  •  Sets up orders
  •  Plans work, material, deadlines, personnel, and costs, as well as external services and material
  •  Coordinates maintenance activities with Production
  •  Approves planned work orders
  •  Works out the weekly timetable
  •  Draws up long-term planning
  •  Monitors the deadlines for orders, completion confirmations, and maintenance work

Maintenance Engineer

The maintenance engineer is responsible for ensuring that maintenance work is executed correctly and on time. As the direct contact person for technicians, external companies, and maintenance planners, the maintenance engineer oversees the daily work in the workshop.

The maintenance engineer also monitors order-related budget allocations to ensure they are not exceeded and operational regulations in processing.

The maintenance engineer:

  •  Accepts malfunction reports and maintenance requests
  •  Draws up the daily planning for individual technicians
  •  Organizes breakdown maintenance
  •  Processes notifications and orders
  •  Prints and distributes shop papers
  •  Enters actual times and material consumption, as well as measurement documents and technical confirmation data
  •  Ensures that deadlines are met
  •  Monitors order-related budget allocations
  •  Communicates directly with external companies and accepts their services
  •  Monitors the quality of the work performed

Maintenance Technician

The technician executes the daily maintenance work that is due. The actual job title or description depends on the specific work involved (for example, mechanic or electrician).

The technician:

  • Executes planned and unplanned maintenance work
  • Withdraws materials from the warehouse
  •  Enters actual data for the work performed (in the Work order form)
  •  The technician reports to the maintenance engineer.

Call-up User/End-user

The Call-up User/End-user:

  •  Reports maintenance request
  •  Encodes the request thru the SAP system
  •  Prints out the request for approval (case-to-case basis)
  •  Acknowledges work done by the technician




Maintenance Order Settlement & PM Accounting Entries




  • The resources used in carrying out maintenance work are debited to the maintenance order as material costs, labor hours, external services etc.
  •  These costs are temporarily collected in the maintenance order and then transferred to the receiver specified in the settlement rule of the maintenance order.  This process is called settlement.
  •  The receiver of these costs is an Accounting object, for example the cost center of the functional location, the asset to which the equipment belongs or the order combining several maintenance orders together.
  •  The following requirements must be met for the settlement of a maintenance order:

a.  The maintenance order must have been released.

b.  The maintenance order must have been given the status “settlement rule created”.

c.  The maintenance order should have accumulated costs that have not yet been settled.


For other accounting entries, for stock items done through reservation, Goods Issue, this will be debited through GL account or Work Order & credit to M&S or RMS ( repairs and maintenance ) depending on what kind of activity it is.

For Services and purchase on Non-Stock Items, done upon Goods Receipt and debited through GL account or Work Order and credited through Vendor Acoount.

Come Settlement time, all the activities  will be debited through the Work Order and Credited through the Cost Center.


Maintenance Notification Structure



Every maintenance notification includes HEADER data, i.e., information needed for the identification and management of the maintenance notification.  This data is valid for the complete maintenance notification.

  • In a Notification item, you can enter and maintain data in order to determine, in more detail, a problem or the damage that has occurred.  A notification can have several items.


  • Activities document the tasks performed for a notification. They are particularly important in inspections, as they prove that certain tasks have been performed.


  • Task data describe maintenance work which needs to be executed.  The emphasis is on planning and organizing the work.  With tasks you can plan the work across different people, and monitor the execution of activity over time.

<head> (adsbygoogle = window.adsbygoogle || []).push({ google_ad_client: “ca-pub-6866453427162785”, enable_page_level_ads: true });


Time Confirmation:SAP-PM Standard Functionality


pm confirm

The standard confirmation functionality in SAP Plant Maintenance offers the following forms of entry:

  • Single entry  per maintenance order and operation (You call up an overview of all operations and sub-operations for a specific maintenance order and enter confirmation data for the required order operation).
  • In many cases the data to be entered as operation confirmations will be entered on a paper form by the technician carrying out the work.  This data will then be entered into the system later on by a typist.  Entering the data is made easier by Multiple Confirmation.
  • Whenever confirmations for operations/sub-operations of a maintenance order have been entered, the operations/sub-operations will automatically be assigned the status Partially Confirmed  by the system.
  • As soon as all operations/sub-operations of a maintenance order have been completely confirmed, the maintenance order itself will be assigned the status Completely Confirmed.
  • Occasionally, confirmations may have been assigned to the wrong operation/sub-operation or have been entered with incorrect data.  For this reason the system provides the possibility to Cancel the confirmation.

PM Reports: Standard Analysis options


Standard Analysis Options:

Standard Analyses offer many functions which enable you to target specific data for detailed analyses.

The information structures provide the data basis for the standard analyses:

=> You can specify the range of the data to be analyzed.

=> You can define the key figures or choose them interactively during the analysis itself.

Drill-down allows you to vary the detail of information.

=> You can specify the sequence in which the levels of information are displayed or you can follow the standard drill-down sequence.

=> At each level, you can carry out additional functions, including cummulative frequency curves, ABC analysis, correlation, classification, dual classification, and ranking lists.

=>All results can be displayed graphically.

The data selected for a standard analysis can be saved as a selection version.

=> Selection versions also enable you to pre define the way in which you view the data.

=>You can select data in the background any time.

You can access summary information in the information structure and branch into the display of master data and transaction data.


PM Reports: An Overview


In Plant Maintenance , SAP also provide various standard reports for various KPI’s.


■Once maintenance work is completed, you transfer specific data to history.  This occurs after all the work has been carried out, changes to the equipment have been recorded, resources use confirmed, costs allocated, etc.

■ The information comes from the maintenance of master data and notifications, work orders, and other transaction documents.  This PM History is available to evaluate past work and to plan future work.

■ The following information is available for reporting and analysis from Plant Maintenance:

  • Maintenance History (List Reports) – Data related to the problems and malfunctions recorded on Notifications plus data from work orders. List reports that reference the values entered on the original transaction documents can be generated.
  • Condition and Performance – readings recorded on a measurement document, which can be queried for unusual values or specific readings that could be a basis for triggering follow-on processes.
  • Usage History – will show you the master record as it existed at the time a change was made.
  • Change History – This means keeping track of “changes” and recording the changes, for example, for a piece of equipment, who made the change, when, what the change was, etc.
  • Evaluation and Analysis – This refers to Standard Analyses and Flexible Analyses in PMIS.

Refurbishment Scenario



Many companies manage objects which, whilst being technically the same, may have different condition statuses (for example new, used, defective). The technical objects need to be refurbished, which means that, as a result of maintenance work, one or more technical objects are to be transformed from one status (for example, j3=defective) to another (for example j2=refurbished). The items that need to be refurbished (defective parts)are withdrawn from the j3 batch of the material stock. The refurbished parts are returned to the j2 batch of the material stock.

Where: j2 & j3 are pieces of equipment –Just in case =)

The items that need to be refurbished (defective parts)are withdrawn from the C3 batch of the material stock. The refurbished parts are returned to the C2 batch of the material stock.

The value of the material is changed by this refurbishment process.


In SAP-Plant Maintenance,  we can use or implement it as such, depending on the business requirement.

For instance,you commission a work center to repair a certain number of defective/worn repairable spares by a specific date.

■ The refurbishment order is suitable for non-customer-specific stock-based refurbishment.

■ The refurbishment order is a specific type of maintenance order which is used for the refurbishment of repairable spares and for which a special order type must be identified.

■ The order can relate to the following types of repairable spares:

  • one or more individual repairable spares (combination of material and serial number, for which an equipment master record may have been created)
  • one or more non-individual repairable spares (material)

■ The repairable spares planned in the order are transferred from a common starting status to a common final status.  These statuses are distinguishable via batches or various valuation types.  A from-status and to-status are specified in the order:  The from-status (for example j3=defective part) and the to-status (for example j2=refurbished part) describe the refurbishment process.



Maintenance Plan: Scheduling Functions



Start is the normal function to start a maintenance plan for a technical object that has just been brought into service for which inspection activities need to begin.

Scheduling is the function that calls up the next maintenance order after the previous one has been completed.  It is not normally performed manually but triggered by the technical completion of the order and the deadline-monitoring program.

Start in the current cycle: You can start scheduling your maintenance order in the current cycle.  This function is useful if, previously, you have been using a different system to SAP for your maintenance.

If, for example, the maintenance strategy you have assigned to your maintenance plan has three packages-monthly, every 4 months, and every 6 months, then instead of starting scheduling with the package ‘monthly’ you can decide to start with the 6-monthly package and give the date that the last preventive maintenance work was carried out.

Manual call: In addition, you can schedule a maintenance plan call for a specific date manually.  With a manual call you can enter further dates I between without affecting the normal schedule.  To do so, enter the following data:

Call date and due maintenance packages.


What are Notificatons?


In SAP-Plant Maintenance, Notifications are the means you use in the event of malfunctions or exceptional operational situations to describe, to request a Required task in the maintenance department.

Here are examples of Notifications:

Job Request

A maintenance request is a targeted instruction to the maintenance department to perform an activity in the manner described. The decisive factor in this case is that there is no malfunction.

Malfunction Report

A malfunction report describes a malfunction at an object that affects its performance in some respect.

Depending on the need or requirement of your business, you can configure more notifications . For example, Inspection Activity , Service Entry , Emergency Notification etc.