- SAP Managed Tags:
Welcome to this blog post about Asset Management in SAP S/4HANA Cloud Private Edition!
SAP has released SAP S/4HANA Cloud Private Edition and SAP S/4HANA 2023 FPS03 on the 26th February 2025. You can find an overview of selected innovation highlights across all lines of business in the two blog posts from my colleague @Harish_Mangtani:
Blog Part 1 (Line of Business): SAP S/4HANA Cloud Private Edition | 2023 FPS03 Release Part 1
Blog Part 2 (R&D - Engineering, Industries & Localization): SAP S/4HANA Cloud Private Edition | 2023 FPS03 Release Part 2
In this blog post we showcase the new features for Maintenance Management as part of the line of business Asset Management in SAP S/4HANA Cloud Private Edition Release 2023 FPS03.
Here you will find:
Updates on Perform Maintenance Jobs Fiori app (F5104A)
- Visibility of Data from Service with Advanced Execution
- Perform Jobs and Record Time without HR Number
- Updated Recording of the “as-found” Condition
- Controlling the Defaulting Behavior of Actual Work during Time Confirmation
- Counter Replacement Function for Measuring Points
- Extended failure data–based code handling in SAP S/4HANA
Updates on Manage Maintenance Items Fiori app (F5356)
- New filters and columns for causes and reasons in the Manage Maintenance Items app
Updates on Manage Inspection Checklist Fiori app (F6607)
- Improved Handling of Maintenance Checklists
Integration of SAP Asset Performance Management into SAP S/4HANA Asset Management
Adapting the Phase-Based Process With Events
Maintenance Task List and Maintenance Plan using the Situation Handling Framework
Manage Maintenance Orders app (F5241)
Enhancements of Maintenance Planning Buckets
Updates on Perform Maintenance Jobs Fiori app (F5104A)
Let's get started with the enhancements delivered by SAP for FPS 03 on Perform Maintenance Jobs Fiori app (F5104A).
Visibility of Data from Service with Advanced Execution
The integration of Service with Advanced Execution into the Perform Maintenance Jobs app marks a significant enhancement for asset management. The SAP S/4HANA 2023 FPS03 release introduces:
- new filter group “Billable Maintenance Details” for bundling the filters regarding the service with advanced execution process
- new filters to find jobs which are related to the service with advanced execution process
- new columns in the list view to gain immediately insights to the service with advanced execution process
- semantic objects for: Service Order, Service Product (Material), and Sold-To Party (Business Partner)
In the Object Page, the enhancements include the new section “Billable Maintenance Details” in the job details tab, if the order has a service assignment. Also, service and sales data are displayed along with the semantic object-based cross-app navigation. Such a feature ensures that SAP users can navigate between related applications effortlessly, maintaining a fluid workflow within the maintenance operations.
The inclusion of advanced execution capabilities doesn’t stop at data visualization. The app also features extended functionality within the time recording dialog and confirmations table.
Here, the accounting indicator plays a pivotal role, defaulted by the maintenance order yet flexible enough to be modified as required. This attribute is visible for any order affiliated with a service assignment, enhancing transparency by displaying the indicator used across each confirmation.
Moreover, in the Post Goods Issue tab, the accounting indicator functionality extends to material movements, with the accounting indicator applicable to both planned and unplanned goods issues (if the order has a service assignment). Here, the accounting indicator gets defaulted by the service order and can be changed. In the Planned Components area, the flag “Has Accounting Indicator” flag is active if at least one goods movement contains an accounting indicator.
For more information, check here: Visibility of data from service with advanced execution
Perform Jobs and Record Time without HR Number
Following the innovations in the Perform Maintenance Jobs app (F5104A), users can now enable maintenance technicians without employee master data to perform jobs and post time confirmation. The technicians can now support starting, pausing, resuming, and completing work assignments without a personnel number, as well as record time for supporting activities performed by other technicians without this HR information.
The update ensures that the time recording feature maintains precision even in diverse operational circumstances. This flexibility is particularly beneficial in environments where quick confirmations are required directly in the field without the preliminary need for full employee records.
For more information, check here: Increasing flexibility for time confirmation without an HR number
Updated Recording of the “as-found” Condition
Also in the Perform Maintenance Jobs app (F5104A), we introduce a streamlined approach to documenting failure data and "as-found" conditions, closely intertwined with technical object assignments. For maintenance technicians, this update means that they can record malfunction data effectively, even when a notification isn't initially associated with the order or operation. If the technical object isn't specifically detailed at the job level, the system defaults to capturing failure data in the notification associated with the order header.
Furthermore, if no relevant order header notification exists, the system creates a new one, ensuring that valuable failure information isn't lost and can be leveraged for later analysis and reference.
A key technical component of this update is the conditional creation of notifications when recording malfunction data. If the technical object at the job level differs from the one at the order header, a new notification is automatically created to ensure data accuracy and relevancy. This operation-level notification takes precedence unless the technical objects align across levels.
The introduction of the "Malfunction Data" tab allows technicians to record failure data directly, and upon saving, the system assigns priorities and associates the notification according to the configured parameters. This advancement not only enhances data recording but ensures that maintenance insights are captured for the most pertinent technical objects, facilitating deeper analysis and informed decision-making.
Check more in the roadmap: SAP Road Map Explorer
Learn more in the SAP Help Portal: Perform Maintenance Jobs
Controlling the Defaulting Behavior of Actual Work during Time Confirmation
Following the new features in the Perform Maintenance Jobs app (F5104A), we introduce the ability for maintenance planners to control the system behavior of actual work during time confirmations. This new capability allows them to tailor the process of recording maintenance work more precisely, supporting either no defaulting of the actual work or the remaining work field being empty but editable
The customization is handled through the SM30 table view, specifically V_T350_CONF_CTRL, where configurations can be set based on the combination of plant and order type. It's important to note a technical restriction with this release: with 2023-FPS03 the plant is the order operation work center plant. In a future release, it will be changed to the order planning plant.
Check the roadmap item: SAP Road Map Explorer
Find more information in the SAP Help portal: Perform Maintenance Jobs
Counter Replacement Function for Measuring Points
An enhancement introduced in SAP S/4HANA 2023 FPS03 offers a streamlined approach to performing counter replacements within Perform Maintenance Jobs (F5104A) app. This feature allows for a more efficient handling of technical objects and their measuring points. At its core, the counter replacement function facilitates the precise management of the measuring points and counters associated with technical objects.
When executing a counter replacement, the system generates a unique document, marked by a counter replacement flag—enabled through WDA customization—ensuring that all historical records remain intact and accessible.
From a technical standpoint, the app introduces a new column to easily identify counters within the maintenance job interface. Users can now choose a dedicated counter-based measuring point, input new counter values, assign a valuation code (if available) and enter crucial timestamps for the replacement process.
With this update we not only enable the maintenance technician to record the counter replacement during job processing, but also eliminate the required switch between the SAP Fiori user experience and GUI.
Check more in the SAP Help portal: Perform Maintenance Jobs | SAP Help Portal
Find more in the road map: Counter replacement function for measuring points
Extended failure data–based code handling in SAP S/4HANA
One of the key improvements for FPS03 is the extended failure data-based code handling integrated into both the Perform Maintenance Jobs (F5104A) and Create Maintenance Request (F1511A) Fiori apps. This feature allows for more precision in catalog-based failure data management.
In the Perform Maintenance Jobs app (F5104A) you can now edit malfunction data directly from the object page. During this process, users can change the initially recorded failure effects, allowing for adjustments that reflect real-time insights gathered during maintenance.
In the Create Maintenance Request app, users can now view detailed failure effect and mode information through a newly added icon, facilitating a deeper insight into the issues at hand. This precise display of catalog-based details ensures maintenance teams can quickly identify and address the root causes of equipment malfunctions.
Find more information in the SAP Road Map Explorer: SAP Road Map Explorer
Check more in the SAP Help Portal: Create Maintenance Request and Perform Maintenance Jobs
Update on Manage Maintenance Items Fiori app (F5356)
New filters and columns for causes and reasons in the Manage Maintenance Items app
The Manage Maintenance Items app (F5356) introduces significant enhancements for handling causes and reasons associated with maintenance items. By providing users with a more comprehensive overview and easier access to relevant data, maintenance management becomes more intuitive and efficient.
Advanced Filtering Options: The introduction of new filters allows users to sort and review maintenance items based on specific criteria such as Cause Code, Cause Short Text, Reason Code, and Reason Short Text. Simplified filters like "Has Causes" and "Has Reasons" further streamline the review process.
Enhanced Transparency: The app now has calculated columns for both "Has Causes" and "Has Reasons," which indicate whether a maintenance item has an associated cause or reason. This additional visibility enables faster identification and action on maintenance tasks.
Find more details in the SAP Road Map Explorer: New filters and columns for causes and reasons
Updates on Manage Inspection Checklist Fiori app (F6607)
Improved Handling of Maintenance Checklists
The SAP Fiori app Manage Inspection Checklists (F6607) introduces in SAP S/4HANA 2023 FPS03 several enhancements aimed at improving the handling of maintenance checklists.
Key features include:
Filter Enhancements: New filters such as Inspection Lot Usage (QALS-PPLVERW) and Defect Class.
Additional columns in the Inspection Lot view and Characteristics view, including Inspection Lot Usage, Inspection Lot Status, Inspection Result Status, Planned Code Group, and Quantitative Characteristic.
Mass Record Results: New actions in the characteristics list view allow for mass results recording, provided certain conditions are met (e.g., inspection lot not canceled, locked, or deactivated). The results recording dialog offers an overview of used code groups, automatic display of defect class, dropdown list with possible codes, and an optional remark field.
Usage Decision with Tolerated Defect Class: The usage decision functionality now supports accepting inspection lots with rejected inspection characteristics by tolerating defect classes.
Lock and Send for Approval: Activation of the "Lock and Send for Approval" action, which sets the inspection lot into a locked status and can create measurement documents if customized.
Cross-App Navigation: Implementation of cross-app navigation via BAdI EAM_CROSS_APP_NAV_CONTROL, allowing navigation from the Inspection Lot view to SAP APM and Manage Work Packs app.
Find more in the Road Map: SAP Road Map Explorer
Integration of SAP Asset Performance Management into SAP S/4HANA Asset Management
For users who configured the system integration of SAP Asset Performance Management (SAP APM) into SAP S/4HANA Asset Management, and a technical object has been assigned to a recommendation, a new tab “Recommendations” will be available in the object page of the Find Technical Objects app (F2072).
The new tab has details such as:
- APM Recommendations with status “Implemented” or “Implementation in Process”
- Relevant Recommendation fields
- Cross app navigation* to SAP APM in a new window: Implementation Workbench list report (if no Recommendation is assigned) or Implementation Workbench Recommendation object page (if a Recommendation is assigned)
(*note that the cross-app navigation gets enabled with a dedicated Fiori business catalog)
It is also possible to view all detailed information of each assigned Recommendation line item, such as description, ID, type, subtype, and validity, facilitating comprehensive asset performance insights. Also, the overview of assigned Failure Modes is available. The assigned documents of the Failure Mode get fetched from the SAP S/4HANA system.
Another improvement is the translated SAP Asset Performance Management recommendation data of Type, Subtype, Source, and Status descriptions, what increases user acceptance of the recommendation data from SAP Asset Performance Management.
Check more information and learn about all pre-requisites: SAP Road Map Explorer
Adapting the Phase-Based Process With Events
SAP S/4HANA 2023 FPS03 introduces enhancements to the phase-based process in Asset Management, allowing for greater adaptability and automation. With the release of SAP S/4HANA 2021, SAP introduced a best practice approach for managing both reactive and proactive maintenance, featuring a Fiori-based user interface. The phase-based process in SAP S/4HANA Asset Management is designed to manage reactive and proactive maintenance efficiently. It includes a nine-phase model that covers the lifecycle of maintenance backlogs, ensuring compliance and reliability of enterprise-wide assets. The phases are:
- Initiation
- Screening
- Planning
- Preparation
- Approval
- Scheduling
- Execution
- Closure
- Post-Execution
As multiple customers began actively using the nine-phase processes, SAP received requests to make the process more adaptable for specific situations to ensure seamless execution of maintenance backlogs.
To address these additional needs, the SAP S/4HANA 2023 FPS03 release introduces the ability to control business processing contexts after the initiation phase. This allows for the automation of certain steps, making the execution of maintenance backlogs more frictionless. Key enhancements include:
- Overall Status Profiles: These profiles determine the process phases that maintenance requests and orders run through. With this feature, you can configure events for the Reactive Maintenance overall status profile to adapt some steps within the end-to-end process to your business needs.
- Events for Overall Status Profiles: Events can be configured for specific subphases, affecting entities such as notification headers or order headers. This allows for skipping single process steps in the phase-based business process, streamlining the maintenance workflow.
Example Configurations
- Skipping Preparation and Scheduling Phases:
Overall Status: In Preparation (Order)
Affected Entity: Order Header
Execute Business Transaction: Dispatch
Outcome: Maintenance orders are automatically dispatched once released, moving directly to the Execution phase.
- Skipping Order Release:
Overall Status: Approved (Order)
Affected Entity: Order Header
Execute Business Transaction: Release
Outcome: Approved maintenance orders are automatically released, bypassing the Preparation phase.
- Combining Skipping of Phases (Skipping Order Release, and Preparation and Scheduling Phases):
Overall Status: Approved (Order) and In Preparation (Order)
Affected Entity: Order Header
Execute Business Transaction: Release and Dispatch
Outcome: Orders move directly to the Execution phase after approval.
- Moving from Preparation to Scheduling Automatically:
Overall Status: In Preparation (Order)
Affected Entity: Order Header
Execute Business Transaction: Set Ready for Scheduling
Outcome: Orders automatically move to the Scheduling phase once released.
With these enhancements, SAP helps automating phase transitions that reduces manual intervention, speeding up the maintenance process. The new features also enhance flexibility, with customizable events to allow businesses to adapt the maintenance workflow to specific operational needs, and streamline processes to ensure consistent execution of maintenance tasks, improving asset reliability.
Maintenance Task List and Maintenance Plan using the Situation Handling Framework
The next enhancements focus on simplifying the management of maintenance task lists and maintenance plans. Central to this update is the Manage Situation Types - Extended app (F5437), where users can observe revised labels for filters in condition settings that help trigger situation instances more efficiently. This means that when configuring maintenance plans or task lists, users can now leverage value help to select appropriate filtering criteria, allowing for a more focused and organized view.
Further empowering SAP users, the My Situations - Extended app (F4537) now offers enhanced filtering capabilities. Users can filter situation instances specifically for maintenance tasks and plans, allowing for a more focused and organized view.
Additionally, the Manage Teams and Responsibilities - Asset Management app (F4988) now includes Maintenance Planning and Execution (MAINT_P_E), Maintenance Work Center Team (MAINT_TEAM), and Maintenance Management (MAINT_MGMT) as default filters. This introduces a layer of default filters, allowing for better alignment with organizational roles and responsibilities. Users have the freedom to tailor these filters to align with specific requirements.
Find more in the SAP Road Map Explorer: SAP Road Map
Find related information: Situation Handling | SAP Help Portal
Manage Maintenance Orders app (F5241)
The new app Manage Maintenance Orders app (F5241) introduces significant enhancements aimed at simplifying planning, improving visibility, and easing the scope definition for maintenance orders.
Comprehensive Order List View
The Manage Maintenance Orders app offers a robust list view that allows users to search and filter maintenance orders efficiently. Users can input alphanumerical strings to locate specific orders or use the input help for more complex searches. The filter bar is adaptable, enabling users to insert values directly during filter adaptation, similar to other list views in SAP.
Creating and Managing Maintenance Orders
Creating new maintenance orders is streamlined with the ability to use existing orders as templates. Users can specify the order type and planning plant, or create orders based on accepted notifications, ensuring all relevant data is copied accurately. The app also supports creating orders from references, allowing for efficient duplication without establishing a relationship to the original order.
System Status Management
The app facilitates both individual and mass changes to the system status of maintenance orders. Users can select multiple orders and update their statuses simultaneously, with the system ensuring only permissible changes are applied. This feature enhances operational efficiency by reducing the time required for status updates.
Detailed Order Object Page
The Order Object Page consolidates all relevant information into a single, comprehensive view. Key sections include:
- Order Scope: The Order Scope serves as the default landing page in the app. It provides an overview of the order, including reference objects, responsibilities, detailed descriptions, dates, priorities, and locations. Additionally, all assigned Notifications and Objects are now in this first section.
- Operations and Resources: Central planning pages detailing tasks, resources, and costs. The split-screen layout ensures users maintain context between operations and their details. In Operations, the following functions are available with FPS03: Assign and Unassign Technical Objects to Operations, Add Predefined Content as Task List to the Order, Add and Remove Operations, and Maximize the Table (for mass data editing). Similar to Operations also Resources can by managed via table in the Operations and Resources section below the operations and via split-screen view where all resource-related content is available.
- Costs: Displays planned, baseline, and actual costs, allowing for detailed cost analysis and comparison. They are differentiated in: Planned Costs, Baseline Costs, and Actual Costs.
- Status: Lists active system statuses and phase control codes, providing clear visibility into the order's lifecycle.
- Attachments and History: Users can add attachments to provide the maintenance technicians with all the information they need to process their maintenance or repair work, and view a chronological record of all changes, ensuring transparency and accountability.
- Long Texts: you can create Long Texts at order, operation, and component level. You can specify a long text for the maintenance order to provide further information that is relevant for the repair or maintenance work. Furthermore, you can specify three additional long texts in the Note, Remark, and Comment fields of each non-stock component, lean service, and external operation.
Learn more about about Manage Maintenance Orders app: SAP Help Portal
Check this item in the Road Map: SAP Road Map Explorer
Enhancements of Maintenance Planning Buckets
The FPS 03 release brings updated and enhancements in Maintenance Planning Buckets management. A planning bucket is a logical container used to group maintenance orders, facilitating easier management of maintenance backlogs. The key selection criteria for defining a planning bucket include:
- Maintenance Planning Plant
- Time Period: Compared to the scheduling dates of each maintenance order
- Main Work Center or Maintenance Planner Group
- Maintenance Plant or Maintenance Plant Section
- Technical Object
The new features in the process include:
- List Report Enhancements: Includes remaining time indicators, hierarchical views, and tab-based navigation for reference and recurring planning buckets.
- Simplified Creation: Introduction of internal numbering for easier creation and tracking of planning buckets.
- Extended Scope: Additional fields for grouping maintenance backlogs and customizable attributes for each planning plant.
- Event Planning and Execution: Ability to add multiple notifications and orders directly in the app, with quick actions for linked events.
- Change Scheduling and Status Management: Users can adjust scheduling and manage system statuses for planning buckets.
These updates in SAP S/4HANA 2023 FPS03 significantly enhance the functionality and usability of maintenance planning buckets, providing SAP experts with powerful tools to streamline maintenance operations.
Check more details in the Road Map Items:
Improved user experience with a tabbed view for reference and recurring planning buckets
Simplified creation of reference- and event-based planning buckets with internal numbering
Extension of scope for reference- and event-based planning buckets
Ability to pull maintenance notifications or maintenance orders in an event-based planning bucket
Enabling quick actions for maintenance notifications or orders linked with an event-based planning bucket
Enabling status management for recurring and event-based planning buckets
More Information / Additional Links
Thanks for reading this blog post.
Learn more about Asset Management in SAP S/4HANA Cloud Private Edition with our videos and blog posts from SAP Expert Gerhard Welker:
- Expert Talk: Inspection Checklist in Maintenance Management – SAP S/4HANA Cloud Private Edition
- Expert Talk: Getting Started with Phase Model in Maintenance Management
- Asset Management in SAP S/4HANA Cloud Private Edition | 2023 FPS02 Release
- Asset Management in SAP S/4HANA Cloud Private Edition | 2023 FPS01 Release
- Asset Management in SAP S/4HANA Cloud Private Edition 2023
- Highlights for Asset Management in SAP S/4HANA Cloud, private edition and SAP S/4HANA | 2022 Release
- Highlights for Asset Management in SAP S/4HANA 2021
If you want to learn more about SAP S/4HANA Cloud Private Edition, join our SAP Community.
For more information on SAP S/4HANA Cloud Private Edition, check out the following links:
- The Link Collection for Asset Management
- SAP S/4HANA Cloud Private Edition release info: here
- SAP S/4HANA Cloud Private Edition Community here
- SAP S/4HANA PSCC Digital Enablement Wheel here
- Inside SAP S/4HANA Cloud Podcast here
- Best practices for SAP S/4HANA Cloud Private Edition here
- Help Portal Product Page here
- What’s New here
