Date : 15/06/20

Work Instruction
Doc : 480171033.doc

Tool Procedure

RELEASE A PM ORDER

Domain : PM
Process : Corrective Maintenance – Preventive Maintenance
Person in charge : Ida-Marie KASTRUD / Yves-Olivier NZUE-
BEYEME
Author :

VALIDATION
ROLE DATE SIGNATURE
RESPONSIBLE

Version Document N° Status No. of Pages

V0  : Creation

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Summary

1. RELEASE THE PM ORDER..................................................................................3

1.1 Objective and task description.............................................................................................. 3

1.2 Prerequisite.............................................................................................................................. 3

1.3 Glossary................................................................................................................................... 3

1.4 Detailed step by step.............................................................................................................. 4

1.4.1 Transaction............................................................................................................................ 4
1.4.2 Data to be filled in : PM order list.......................................................................................... 5
1.4.3 Data to be filled in : release the PM order.............................................................................8

1.5 Change................................................................................................................................... 10

1.6 Display.................................................................................................................................... 10

2. BUSINESS RECOMMENDATIONS....................................................................11

3. Appendix : Preparation and approval flows.........................................................12

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1. Release the PM order

1.1 Objective and task description

The corrective and preventive PM orders have been created to define the required maintenance
operations and components.
The PM order approval procedure is managed by the application of various system statuses.
These are monitored according to the cost allocation life cycle and the user authorizations profiles
which are defined in the system (see appendix "Preparation and approval flows").
The release of the PM order means the approval of estimated commitment.

1.2 Prerequisite
The PM orders, which have the user status « WREL » activated, are correctly filled in (operations,
components, estimated costs) and are created in the right plant.

1.3 Glossary
Release the PM order :

Release the PM order with only one approval stage :

From a functional point of view, the release of the PM order confirms :

- the maintenance to be performed (what ?),
- the required resources to carry out the maintenance (how many  ?),
- the planning dates of the operations (when ?),
- the work requirements of each maintenance operation (how ?).

From a technical point of view, the release of the PM order allows :

- the consumption of stocked components,
- the creation of purchase orders resulting from the purchase requisitions previously generated in
the PM order (purchased materials and external services)
- the time writing on the PM order
- the printing of the PM order

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1.4 Detailed step by step

1.4.1 Transaction

Path :

Logistics  Plant Maintenance  Maintenance Processing  Order  Order list 

IW38 – Change

Transaction code : IW38 (consequently : IW32)

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1.4.2 Data to be filled in : PM order list








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 Click on to go to the display variant list.

 Select the requested display variant. Click on to confirm your selection.

OR
 Enter your selection manually.

 Complete/review the following fields :

Field Mand Description

at.
Main Work center Work center which is in charge of maintenance activities on all
installations

Maintenance plant Number which clearly identifies a maintenance plant.

Period The period of time you want to search

And, according to the cases :

Status inclusive WTA  "Awaiting technical approval" to select PM orders to be

submitted to a technical.

or :
Status exclusive WREL "Awaiting release " to select PM orders not to be submitted
to a financial approval from the Onshore supervision.

You can specify criteria in other fields to fine-tune the selection, for instance, the « Functional
location » and the « Equipment » on which the maintenance has to be performed.

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 to display the list of PM orders according to the required criteria from selection variants

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1.4.3 Data to be filled in : release the PM order

From the PM order list :





 Select a released PM order

 to go to the selected order




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After checking the master data of the PM order (more particularly the estimated costs : tab) :

 to release the PM order.

System message : « work order xxxxxxx will be released after update".

System status is changed from « CRTD » to « REL » status.

 save the changed PM order.

Alternatively in the ”List of Orders” screen click the release the PM order icon to release all
selected orders.

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1.5 Change
The PM order is modified individually by using the transaction IW32.

1.6 Display
The PM order is displayed individually by using the transaction IW33.

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2. Business recommendations

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3. Appendix : Preparation and approval flows

PM order approval
Release Strategy

18/09/03

After order
Preparation : set Examples of budget approval authorization
Supervisor of
WREL status SPTSuperintendent < 5k$
maintenance
AM: Site Manager < 50k$
OM: Onshore Site Manager > 50k$

N Y
Costs < 5K$
(example) The information ways to get approval from
the n + x approver
 SAP internal message
Designate approver Approver n + 1 Order  Lotus Notes mail
n+1 Ex. AM Release  Telephone
Procedure

Each subsidiary has to provide the recommendations

Costs< 50k$ Y about the budget authorization :
N  Authorization levels related to positions (roles)
 Special authorization for approved budget (WBS)
Ex. GES Project : only the person in charge is able to
Order confirm the orders which are attached to WBS
Designate approver Release  What costs to be validated ?
Approver n + 2
n+2 Ex.. OM Procedure All
External costs only
External/stocked components (except
outsourcing)
Each subsidiary has to provide the recommendations
to accept external commitment additions when
Order the order is released
Release  All external components/services can be added
Procedure  No external component/service can be added
after order releasing
 Some external components/services may be
added only if the planned costs do not exceed
estimated costs
 Some external components/services may be
added only if the planned costs do not exceed
by X % the estimated costs (ie. 10)%
Released order
REL
Each subsidiary has to provide the recommendations
to check estimated costs before releasing the order
 The estimated costs has to be at least equal to
planned costs
 The estimated costs has to exceed by X% the
planned costs

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Order requiring a technical approval

18/09/2003

Site
Remove WREL Prepare the supervisor
status order

Onshore engineer
WREL supervisor
supervisor
Set WTA status
on order as soon
 No external commitment approval required
as external YES
commitment External  All external commitment approvals required
allocations commitments  Only external service approvals required
System  Only approval of external component
NO purchasing required
 All External Costs
 Non Stock Materials
 Services
“Methods” checks
WREL – WTA Onshore
status engineer

Approved
checking ?

NO
YES

Onshore
Remove WTA
status engineer

Order
releasing
procedure

Released order
REL

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Prepare the order

18/09/2003

Prepare the Site

order supervisor

Onshore
Y assistance N
needed
Standard
procedure
to prepare
Set work center an order
or PM Onshore Offshore
planner group supervisor

Select and Offshore

prepare order supervisor

To be checked by
Y Site supervisor N
?

Set work center Set WREL Onshore

or PM Offshore Onshore status engineer
planner engineer
group

Set WREL Offshore

status supervisor

Release order

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