SAP PM - WCM: Enhanced Model - Entire process flow with SAP screenshots

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Based on configuration done for a mining site of a Mineral Sand mining company using a sample Technical object..Configuration set to enable the process is available through WCM - Enhanced model is available from SAP over internet

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SAP PM - WCM: Enhanced Model - Entire process flow with SAP screenshots

  1. 1. 1. Purpose: This document highlights the basic process flow for a PM – WCM (Work Clearance Management) scenario using an Enhanced Model. 2. Inclusions in this document: Primarily the WCM – enhanced process flow details with touch points with PM order processing 3. Exclusions from this document: PM Order processing steps in details particularly post Release processing like Time confirmation, Material Issue, Service entry, TECO, Settlement etc. These are current ongoing processes and it is understood that end users are experts in such process steps. Just the touch points have been mentioned in this document. 4. WCM Process and terminologies:There are 2 WCM models that SAP supports: Standard Model and Enhanced ModelAt Planning Plant level only 1 model can be activated.Enhanced model was chosen for the prototype over the standard model as it provides the flexibilityof ensuring multiple Work Applications (like Hot work, Hazardous Chemicals, etc) apart from astandard WCA (Work clearance application) supported by Standard model. In Enhanced model,there is an additional object called Work Approval which binds together PM orders to WCA andWA„s. A snapshot of the basic linkages in the Enhanced model is as shown below:
  2. 2. The enhanced model follows the following rules:- An application can be assigned to several work approvals and vice versa- A work approval can only be assigned to one application of an application type (WCA, WA of different types have a different application type)- A WCA can be assigned to several Operational WCDs and vice versa. In Enhanced model, PM Order is linked to WCM Objects as below: PM Order --> WAP (Work Approval) --> WCA & WA --> WCD (Work Clearance documents- Linked to WCA) In Standard model, PM Order is linked to WCM Objects as below: PM Order --> WCA --> WCD (Work Clearance documents- Linked to WCA) 5. Terminologies: Work approvalis an Umbrella Object in WCM which can have under it WCA, other Work applications (WA) including Hot work Approvals, Chemical environment approvals, Hazardous Gas approvals etc. Work approval links PM Maintenance Orders to WCA and other applications in an Enhanced WCM scenario. In a standard scenario, it is the WCA which links PM Order to WCD‟s. Work Clearance application (WCA) is a WCM Object which represents a Safety certificate in particular for Lockout/Tagout. It is used to control maintenance processing and groups together Operational WCD‟s. A Work clearance Application can be assigned to several Operational WCD‟s and vice versa.. In the Enhanced model (as configured), a WCA is used to control communication between work approvals and Operational WCD‟s. The term WCD will be elaborated in next step Work applications are additional specific work related certificates. For example Hot work application, Hazardous Chemical/Gas/Particulate work certificate etc. The Hot work application, for instance, is to protect a maintenance personnel from a hot working environment before entering the actual maintenance site. Operational WCDis a WCM Object that is actually meant for executing the Operational cycle. The default operational cycle is Tagging with Temporary Untagging phase. It would consist of 3 key phases namely Tagging phase, Temporary Untagging phase (To test when work has been done before making a system fully operational) and Untagging phase.It is in the WCD that we define Lockout/Tagout operations for Technical Objects which need to be isolated temporarily from Technical system. Operational WCDshould be assigned to WCA and its status will affect the status of WCA. Here the status of WCD will be transferred to the linked WCA. For example, once the Tagging operation is finished, the Tagged status will be assigned to WCD and transferred to WCA. The various system statuses that the Operational WCD goes through owing to these phases include: Tagging Phase:
  3. 3. ITG: Initial statusBTG: TagPTAG: Print TagETG: TaggedTemporary Untagging Phase:BTUG: Untag TemporarilyPTST: Test Tag PrintedETUG: Temporarily UntaggedUntagging Phase:BUG: UntagEUG: UntaggedThe diagram below illustrates the switching stages in Operational cycle. 6. Configuration considerationsAll configuration settings have been done in Sandbox (SAN) environment and the process has beenset up to provide the users with a brief view on the process for future process improvement keepingin view stringent work safety requirements in maintenance work. The SAN environment is based onECC 6.0, EHP4.
  4. 4. Only the Mid-West Mining 0011 plant has been activated for Work Clearance Management in SAN(Sandbox) environment.As an example a High Voltage Distribution unit at Mid-West Mining 0011 planning plant. 7. Master Data used in this documentPlanning Plant: 0011Functional Location:EN24-E01-006 – High Voltage DistributionEquipment:10026639 - Elect Switch ABS#2-SSC SupplyPlanner Group: 101Main WorkCtr: MWM3Plant: 0011 8. Process Flow in SAP 8.1 PM Work Order is created – Planned or Immediate In this document PM Work Order type PM02 – Manually Generated Work Order is used. Also Linkage to Notifications is not considered. That can be done separately as per current process. In that case a Notification would be created first followed by and Order In planned scenario, Order would be generated through scheduling of a Maintenance plan Tcode: IW31
  5. 5. While planning Order Operation for WCM relevant operations - use Control Key WCM.This will introduce a Valuation tab on the Icon bar at top.Also in System status, a new status WCM would automatically get addedGo to -> Permits and assign a relevant permit indicating that it is a WCM work
  6. 6. Enter other necessary details in the order like Component, Service details etc and save the Order
  7. 7. Define Valuation in PM Order – Valuation means which applications would be included for WCM purposewhile performing the Maintenance workYou must define explicitly for each application whether or not it is necessary.For valuation Click on the Valuation Tab on top and select the applications required. In this case we haveselected WCA and Hot workStatus changes to WCM VAL REL MACM PRC SETC
  8. 8. Click on the + sign to add the valuations
  9. 9. Click on the Green tick and Save the Order detailsOutcome - Order saved with number 2296521 8.2 Create a Work Approval (WAP) and Link it to Maintenance Order Transaction code: WCR8 – With reference to a Maintenance Order <Or> WCTA if created without reference WCTB (Change)/ WCTC (Display)
  10. 10. A popup will come as to what to copy into the WAP from a maintenance order. Select all and click on theGreen check.
  11. 11. Most of data gets copied from Maintenance order. A few good to have field values like Overall condition(Operating condition of Technical object) can be maintained. In the currently configured scenario it is areporting field only (for information purpose) but this filed can be used for automatic switching inOperational Cycle in Mode dependant tagging (not activated).Please Note: Here Order is only being used as a Template to create the WAP. However, assigning theOrder No to the WAP is a separate activity within the same transaction detailed below.Mode dependant tagging is a feature available EHP 4 version.You can also maintain value for the fieldRevision phase(defines the time when plant is shut downtemporarily due to maintenance work)
  12. 12. Link the Order by Clicking on Orders -> Search List Opens -> Enter Order No – Execute der into a Link withthe WAP -> Select the order and assign it to the WAP by clicking on the green Tick -> Continue
  13. 13. The planning data of the WAP can be updated with Basic/Scheduled Start/End date and time
  14. 14. Partners Like Department responsible, User Responsible, Vendor, Person responsible can be assigned tothe WAP by clicking on the Partner icon on topAfter having maintained necessary entries in the WAP, Save the WAPOutcome - Work Approval was saved with number 8.3 Create a Work Clearance Application (WCA) and Work Applications (WA) for other relevant work such as Hot Work, Hazardous Chemical/Gaseous/Particulate environment clearance a. For WCA - Transaction code: WCTK (Create)/ WCTL (Change)/ WCTM (Display)/ WCR6 (Create with Template – Work Approval)or The easiest way is to create it in Work Approval – Change transaction WCTB
  15. 15. Create with template with reference to Work approval No
  16. 16. Enter Planning Plant, Work Approval No., and press enterIn Data Transfer popup that comes up -> Select all and continue
  17. 17. Most of data gets copied like in step 6.2. You need to just update the Date and times specific to the WCA (ifrequired), assign Partners (if necessary – like Person responsible, User responsible etc.), Assign theWork approval to the WCA (Click on Link Work Approval)
  18. 18. Click on Multiple selection Option .A report opens up. As the Work approval No is known from step 6.2, you can directly enter the workapproval no in selection criteria. Select and assign the WAN no. to the WCA
  19. 19. Save the WCAOutcome:WC Application was saved with number b. For Work Application (WA) – Optional – as per work environment requirement Transaction code: WCTH (Create)/ WCTI (Change)/ WCTJ (Display) WCRK (Create with approval)or the easiest way is to create it in Work Approval – Change transaction WCTB
  20. 20. In the field Object Type – select the relevant application you want to create. Please note that bydefault Object type WC Application (is displayed). Change it from dropdown to relevant applicationto be created. Here in example, we are creating a Hot Work applicationEnter Planning Plant, Work Approval No., Object Type and press enterIn Data Transfer popup that comes up -> Select all and continue
  21. 21. Most of fields get copied as in case of WCA. Make changes/additions to relevant fields such asDescription, Dates, Partner etc. and assign the Work approval No. as was done in case of WCA instep 6.3 a
  22. 22. Save the Work Application. A work application No would be generatedExample: Hot work application was saved with number 100000000001 8.4 Create an Operational Work Clearance Document (O-WCD) for the WCA created In Step 6.3a Transaction code: WCT6 (create)/ WCR3 (Create with Template – Application)/Can also be created in WCA Change (transaction WCTL) Creating in WCTL as below
  23. 23. Enter the WCA Application no. and press enter
  24. 24. Click on the Link Operational WCDIn the Popup that comes up click the Create icon
  25. 25. It again gives a pop up detailing what all details to copy from WCA -> Operational WCD. Select all andcontinue
  26. 26. Maintain details as required.
  27. 27. Click on the icon for Maintenance screenEnter the following detailsItem category: F (Functional Location) or E (Equipment) if you want to be more specificTechnical Object: In example we have used F and Functional Location EN24-E01-006Press enterOperation Type: E (Electrical)Tagging condition: OFFTagging Type: RDT (Red Danger Tag)Tagging Format: XXXXComments: As requiredSave the WCD.
  28. 28. Outcome: WCD created and assigned to the WCA. Save the WCA documentThis completes the entire linkage for Enhanced Model:Order -> WAP -> WCA, WA -> WCDThis can be viewed in click sequence inside Maintenance Order, Tcode: IW32 6.5. Setting WAP, WCA, WA to prepared Transaction code: These steps can be done through a single transaction as all Objects are linked Use Transaction code WCL9 - List editing of Work ApprovalIn selection criteria, select Status of work approval = Created, Validity period
  29. 29. Select the WAP and click on Hierarchy icon A Hierarchical display of connected objects will come up
  30. 30. Double click on object numbers in sequence WAP --> WCA --> WA and set them as Prepared by clickingon Prepare icon in individual objects On clicking on this icon system will ask for a confirmation. Confirm the same. Save each object after making changes
  31. 31. 6.6. Approve the WA (Ex Hot work) firstAny work approval ensures a safe work environment before users go in to perform tagging of theTechnical object. Hence work approvals are to be approved first.Transaction – WCTL (WCA Change) or to keep it simple use Transaction code WCL9 as above, tohave a single point access to it
  32. 32. Double click on WA No.On the Change WA screen, click on Approval icon
  33. 33. Save the WA after approving the Work permit in it. You will see that the Traffic Light against the WAdocument in this case Hot work changes to Green LightNote: There is a Hierarchy of approval functionality within WCM with which sequence of approvals ofWCM object can be controlled. For ex. Work approval permits to be cleared before Tagging approvalpermit can be cleared. In this case it has not been activated. 6.7. Approve the Tagging approvalTransaction – WCTL (WCA Change) or to keep it simple use Transaction code WCL9 as above, to have asingle point access to itDouble click on WCA No.On the Change WC Application screen, click on Approval icon Approve the Permit relevant for Tagging approval, in example below WCM _TAGAPR. Select the permit and click on Issue tab. Save the WCA. As we have 3 approvals assigned for Tagging approval, Test Untagging, Untagging approval, the Traffic light will change to yellow – At least one approval is issued.
  34. 34. 6.8. Set WCD to prepared to start Tagging Repeat Step 6.5 for WCD documents also listed in List report (Tcode: WCL9)Operational WCD status updated to PREP ITG (Initial status) 6.8. Perform TaggingTransaction code: WCT7 (Change Operational WCD) or WCL9 (as used in steps above)
  35. 35. Double click on WCD No.
  36. 36. Click on the icon Switching screen
  37. 37. In the switching screen select the Line entry and click on simulate CheckIt will give you a messageThen click on the Tab “Tag” and then click on Print tagThe Tag will be printed and system status of the WCD will be changed to PTAG (Tag Printed) I tested printing out the Tag. It printed out successfully in a standard format which can be changed if required. Also you will find that within the WCD some of the assigned permits will automatically get approved by the system
  38. 38. 6.9. After physically tagging the object, perform switching to TaggedTransaction code: WCT7 (Change Operational WCD) or WCL9 (as used in steps above)
  39. 39. Click on the icon Switching screenSelect the Line and Click on the Tab “Tagged” – this will mean that Tagging has been done on the object System will generate a message “Approvals were issued/revoked automatically” Also the system status of WCD will include “ETG “implying that the object has been taggedIn the switching screen of the WCD you will find the operational cycle status progress to ETG as active status
  40. 40. This marks the end of the Tagging phaseIn addition – an option exists to Set protection for Tagging – after setting protection in any operational WCD,the Tagging condition cannot be changed in any other operational WCD except the original WCD.Extras --> Protection --> Set 6.10. Approving Safety Measurement in WAP level After tagging is finished, maintenance planner need to approve if all the safety action is proper, if everything is Ok and then issue the Safety approval permit in WAP Use the same transaction WCL9 -> Double click on WCA number Please note: in certain cases, Safety approval permit is applied at WCA level. In that case clearance is to be issued at WCA level. Here we have assigned it to WAP level.
  41. 41. Select the approvals relevant and issue the same.In this example we have considered primarily Hot work and Safety approval permitsSave the WAP 6.11. Issue the Permit at PM Order Level and Release PM Order Transaction code: IW32 Change Order
  42. 42. Without issuing the Order permit system will not allow Releasing the PM OrderPlease note: Auto issue of Permits up the hierarchy after permits at lower level (WAP) have been issued ispossible. In this case just to keep the scenario simple and to demonstrate manual control, automation hasnot been done.After issuing the permit, Planner can release the PM order.Order is Released for execution (New Tab to be clicked in PM Order in IW32) giving it the Status WCMEXEC REL CNF MACM PRC SETCStatus updated as per screenshot below
  43. 43. All status as indicated above will be activated. Save the Order. 6.12. Maintenance work carried out on Object As usual 6.13. Test Untagging cycle – Optional but recommended After the maintenance work has been completed, it is often required to Test the system first and only if it has been successfully found to be running bring it back on Line. For this reason, in WCM functionality, SAP has provided an option for Test Untagging i.e. Untagging the Technical Object temporarily for Testing Please note: Test Untagging is an Optional process which can be deactivated based on configuration. It has been kept active in this scenario just to show full scope available. Transaction code: WCL9
  44. 44. Double click on the WCA no.In WCA, click on Icon Permit (to permit Test Cycle for Untagging) and save WCAThe status would change to PREP TENTNext click on WCD Document No
  45. 45. 1. Click on the Switching screen icon and switch Operational cycle to Untag Temporarily,. Print a Test tag if required by clicking on the next tab that comes up on Test Tag
  46. 46. Status of WCD changes to PREP PROC TEST UNT PTSTTest Tag would have been printedSave the WCDAfter physically Untagging temporarily, click on switching condition Temporarily Untagged in WCD again andsave WCDStatus would have updated to PREP PROC TEST UNT ETUG 6.14. After Test Untagging is complete, Tagging condition is switched back It‟s just a repeat of step 6.8. This step is not requiredin the Operation cycle which does not require Test Untagging Once the WCD is Tagged back status of WCD changes toPREP PROC TEST UNT ETG
  47. 47. 6.15. Complete the maintenance work and all posting in SAPIncludes Time confirmation of Labour, Material postings (can be done earlier as well post Release oforder), Service entries etc.Above steps are parts of Business as usual process for Cost booking in maintenance orders andhave not been elaborated.6.16. Perform Untagging before taking the Technical object OnlineUntagging needs to be done before the Technical object can be made fully functionalTcode: WCL9 a. Clear the Untagging permit at the level of WCA Run report -> click on WCD No. -> In WCD screen open up the switching screen -> Select the Technical Object -> Click on Untag
  48. 48. After having issued the Permits, click on Permit tab and save the WCA, so that its status changes to PREP TENT b. Untag at WCD levelRun report -> click on WCD No. -> In WCD screen open up the switching screen -> Select theTechnical Object -> Click on Untag
  49. 49. Click on Untagged and the Technical object is defined as Untagged and ready to go for operation.
  50. 50. Status changes to PREP PROC TEST UNT EUGand pending permits (if any are automaticallyissued)6.17. In PM Order mark Work Completed and Technically close orderTransaction code: IW32 Change OrderIn PM Order Click on TabStatus of PM Order will next show as WCMWOCO REL CNF MACM PRC SETCUntil and unless this is done PM Order cannot be Technically Completed (TECO Flag comesappears in screen only after Work completed is marked in Order)WOCO signifies work completion taking into account all WCM activities (Till Untagging)
  51. 51. 6.18. Close WCM Objects Transaction code: WCL9 Close WAP, Close WCA, Close WA (Hot work in this case), Close WCDOnce PM Order has been marked as WOCO, and saved, on clicking on the WAP, WA, WCA, WCD, systemwill automatically prompt user to confirm their closure.Status of WAP, WCA, WA (if any), and WCD will now be appended with CLSD status marking the Objectsas closed. 6.19. PM Order Technically completed and Settlement carried out Transaction codes: IW32/IW38 (For TECO), KO88 (For settlement) As per normal Business procedure in current SAP system

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