Breakdown Maintenance



Sometimes, the maintenance work centers need to take immediate action, due to unexpected machine breakdowns, accidents or other malfunctions, even though neither the type nor the scope of the activities required are known.  Maintenance of this nature is referred to as Breakdown Maintenance.

In SAP Plant Maintenance, we can have a process where a production manager or requester will fill out a manual work order form ( ideally the manual form should be identical to the system generated form in SAP ). The technician(s)(mechanic or groups of mechanics) will now execute the job indicated in the maintenance work order form and his findings if any.After all the work is being done, the requester will acknowledge the repairs/work done by the technician. On the next day,the maintenance planner will encode all findings and transactions (like spare parts used, actual duration of the work) in SAP with date based on the Manual Work Order form and performs the technical completion of the maintenance order(TECO). Finance department will run a periodic settlement in which it will post the proper charges to the cost center. After all items are being settled, they fill perform the business completion of the maintenance work order(BUCO) to close the maintenance work order.


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ImageIn SAP Plant Maintenance, the features of a Maintenance Orders are the following:

  • Flexible order processing

Ideally, the maintenance order must be capable of being opened with a minimum data entry (for example, in the case of a malfunction).  On the other hand, there are some business processes in Maintenance, such as revisions, transfers or new constructions, for which the maintenance order should provide a wide range of functionality – working with external companies, network configuration, permit processes, cost statements, material reservations and others.

  •  Object Reference:

The Maintenance order either refers to one specific object or to a group of any number of objects which can be displayed in an object list in the maintenance order.

  • Period of Validity

An individual order is valid for a specific piece of maintenance work only.  In the case of standing order, however, you do not create a new order every time a new piece of work needs to be done.  The standing order is valid for a certain period of time.  It is created to cover minor repairs, and all times and materials are posted to it.

  •  Execution

Maintenance orders are performed by internal company employees or are outsourced to external companies.





In SAP Plant Maintenance, A Maintenance Order can be created by the following:


  • Scenario 1 : A maintenance order is automatically created in a maintenance item by the maintenance plan
  • Scenario2 :  The maintenance notification is entered at some remote location.  A maintenance order is created for the notification by the person responsible
  • Scenario 3 :  In the maintenance order, several notifications are combined into one or more objects
  • Scenario 4 :  The Maintenance order is created directly = Malfunction-based Maintenance/Emergencies
  • Scenario 5 :  An activity report for an existing maintenance order is entered subsequently as a technical confirmation.





ImageIn SAP Plant Maintenance, when a Maintenance Plan is created, the cycle is assigned and defines the interval for the call dates and thus for the creation of orders.

ImageIn addition, different scheduling parameters can be assigned in order to adapt the call dates to various requirements.

– The Cycle Start determines the date from which call dates are to be calculated.

– The Shift Factor enables you to react to early or late confirmation.  They are stated as a    percentage related to the cycle.

Call Dates are calculated on the basis of scheduling parameters.  For each call date, an order is created.

ImageThe changes in the schedules will vary depending on what you declare on the Early/Late Shift Factors and in the Tolerance Level of your Maintenance Plan.

For Example:

A Maintenance Plan shows the shift of a planned date triggered by a late confirmation.  The following parameters are taken as a basis:

Cycle start:  01/03/98                            – Cycle duration:  3 months

Planned dates:  01/06/98, 01/09/98    – Tolerance for late confirmation:  10%

Shift factor:  50%                                   – Confirmation:  15/06/98

ImageThe tolerance always refers to the shortest cycle, so that in this case the tolerance is 9 days (10% of 90 days).  The shift factor always refers to the total number of late days.  As the confirmation date is outside the tolerance of 9 days, the shift factor of 50% of 14 days = 7 days applies.  The newly derived planned date is therefore the 08/09/98 (instead of the 01/09/98).




■Business process: The same job must be performed at regular intervals
• Yearly inspection of fire extinguishers
• Acceptance test every 2 years
• Six yearly inspection of vessels as per pressure vessel regulations.


■ The processing screen for Single Cycle maintenance plans will be much simpler.
■ It is now possible to enter a maintenance plan and the corresponding maintenance item in one screen.
■ You can also enter a task list number on this screen and assign it to the maintenance item.
■ The following functions can be performed directly via pushbuttons:
         • Create task list
         • Select task list
         • Display task list with direct call up of operation overview
         • Details of the task (for example execution factor)
■ The Table-Control-Technique enables flexible display of the maintenance item list.

In addition, you have scheduling information directly in the maintenance item list.

ImageA Single Cycle Maintenance Plan can have several Maintenance Items.
The maintenance item contains data on the following areas:
  • Planning data:

Maintenance planning plant

Maintenance planner group

Order type

Maintenance activity type

Responsible work center

Business area

  •  Reference object
  •  Intervals



Cycle text

Task list


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ImageMaintenance Task Lists describe a sequence of maintenance activities.

You can use them in order to standardize recurring activities, plan them more effectively, and create maintenance orders and maintenance plans more effectively.

In the Plant Maintenance component, maintenance task lists can be used for routine and planned maintenance work.  In addition, task lists specify the spare parts and tools required for the work steps and the time required to perform the work.


If you have maintenance task lists in your system, you can create maintenance orders and maintenance plans more effectively, because you refer to the operations and sequences specified in the maintenance task list.  This means that when you create a maintenance order for maintenance work which is already described in a maintenance task list, you only need to specify, this task list and the required times: you need not specify the individual operations because they are defaulted from the task list itself.  If the same maintenance work is required again shortly afterwards, you can again create a maintenance order and refer to the task list.

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ImageHere is a sample on how a Refurbishment is being done in Plant Maintenance:

ImageProcurement of spare parts: For certain high-value components you procure spares in order to be able to replace the component immediately in the case of a breakdown.  Procurement of spares is handled by Material Management.  The spares are ordered and delivered.

Withdrawal of repairable spares/return of defective repairable spares: When a repairable spares item becomes defective, then it must be replaced with another suitable one.  The defective part is removed and sent back to the warehouse while a replacement spare part is withdrawn from the warehouse and installed in its place.
Creating a refurbishment order: When the number of defective repairable spares in the warehouse has reached a certain level, the maintenance planner in charge creates a refurbishment order.  The planner defines the timeframe for the refurbishment and plans all the operations materials, tools, etc. required for the refurbishment.
Order release: After planning has been completed, the refurbishment order is released.
Withdrawal from the warehouse: The defective/used repairable spares as well as any additional materials planned in the order which are needed for the refurbishment are withdrawn from the warehouse.
Confirmation: The work done, the refurbishment order is confirmed by the employees concerned.  These confirmations show the work progress.
Return to warehouse: The repaired/refurbished parts are returned to the warehouse in accordance with the planning in the order as a goods receipt.  To this end, you can call up the object list from the refurbishment order as a reference.  It helps you identify individual repairable spares.  If an item cannot be refurbished, cancel the reservation and post it to scrap.
Order completion: The order can be completed as soon as refurbishment is finished.