During execution of the maintenance work, the maintenance technician requires different information which helps him/her in performing the jobs. This starts from understanding the job details, having access to descriptions, documents, manuals etc. During or after the execution of the job, the technician needs to record the efforts spent on the jobs, he/she might need to perform goods movements or record measurement data. Once work is done, the maintenance technician can enter data about the underlying failure so that it can be used for the later analysis.
Here in this blog, I would like to draw your attention to the new Perform Maintenance Jobs Fiori app(F5104A) , which is the one stop shop solution for maintenance technicians to perform most of the activities needed for their day-to-day maintenance jobs.
The initial app was delivered with SAP S/4HANA Cloud 2105 and with SAP S/4HANA 2021 releases and has been enhanced with multiple capabilities in the recent releases. The blog explains the scope of the app as of SAP S/4HANA Cloud 2208 release.
This app is a successor app for Display Job List and Confirm Jobs apps which are been deprecated from S/4HANA Cloud 2208 release onwards.
In the context of the app the term job refers to a maintenance order operation or sub-operation which is ‘ready to be executed’ by the assigned work center / person responsible. A job is ‘ready to be executed’ when it has been dispatched for execution for the orders that follows the phase model-based approach or once the order is released when the order does not follow phase model-based approach.
Prerequisites for using Perform maintenance jobs app:
For maintenance orders that follow the best practice phase model approach related jobs will be available in the list once the underlying maintenance order operations are being dispatched from the ‘Scheduling’ phase to the ’Execution’ phase. Please refer to the following picture depicting the phases of the Reactive Maintenance process, which is one of the best practice scenarios which follows the phase model. For more information on phase model, you can refer: SAP Help documentation for Maintenance Process Phases
The list will also include jobs related to maintenance orders not following the phase model. For such jobs, it should have been released. For such jobs, subphase details will not be available.
Perform Maintenance Jobs App
As maintenance technician when you login and see the Perform Maintenance Jobs tile, it shows the count of jobs that are still open and to be executed by maintenance technician and his/her team. Once the application is launched, by default you see the list of outstanding Jobs.
App has following capabilities:
Identify outstanding jobs that need to be performed.
Self-assign jobs that are yet to be assigned.
Quick confirmation of the jobs from the list page.
Assess all information required to perform a job along with the reference documents linked to the order, operation, equipment, or functional location levels.
Record the progress of the work being performed and view confirmation data.
Record malfunction information.
Issue and return planned goods.
Issue goods that were not added previously into the order.
Save measurement for an object associated at order header, job, object list etc.
Upload and attach documents to operation or to order header.
The list of available filters allows the maintenance technician to plan his/her jobs better which need to be executed during the day, week and so on. It is possible to fine tune the list page to suit his/her needs and even set them as screen variants. A few important filters include ‘Responsibility,’ ‘Subphase,’ ‘Technical object,’ ‘Order’ etc.
In the standard variant, these jobs are sorted according to the Latest Scheduled Finish field in descending order so that the jobs that are nearing their scheduled finish time appear at the top. The jobs that are not yet assigned can be viewed (or accessed) by selecting any one of the values from the Responsibilities filter such as ‘Mine and to be assigned in my team’ or ‘To be assigned in my team.’
You can use any of the following values of the Responsibilities filter:
All Jobs: This filter shows all the jobs that are available for execution.
Mine and My team's: This filter shows all the operations that belong to your team and are already assigned to you or any other team member. It excludes all the operations that are yet to be assigned to anyone from your team.
Mine only: This filter lists all the jobs that have been assigned to you.
Mine and to be assigned in my team: This filter lists all the jobs that have been assigned to you or yet to be assigned to members of your work center (team). Hence, the Assigned To column in the list appears with your name or will appear empty.
My team’s only: This filter lists all the jobs that have been assigned to the team members of your work center (team) excluding the jobs assigned to you.
To be assigned in my team: This filter lists all jobs that belong to your work center (team) yet to be assigned to you or any other team members.
In on-premise, there is also the option to define a team, by doing individual capacity assignment directly to a work center. In this case the work center is considered as a team. When using the ‘Responsibility’ filter, the priority to determine the team you belong to will be given to the work center personalization setting. If this is not maintained, then your work center assignment will be considered.
You can configure certain actions based on plant and order type using the configuration settings available in the Define Control Parameters for Perform Maintenance Jobs
Based on the configuration settings for a particular plant and order type, you can self-assign one or more jobs that are in the execution phase using the Assign to me button at the top of the listed jobs table.
The maintenance technician can do a quick confirmation of the jobs based on the planned efforts or remaining efforts by using the available action in the list page itself.
The listed operations can be downloaded into an excel via the same app. Also use the settings option to see more details of the order operations in the list result.
Once the maintenance technician assigns the operation or choose an already assigned job and navigate to the individual job, the app further opens a plethora of options for the maintenance technician to record various facets of the activity performed on the technical object.
View details of the job and recording of the time and other details:
From the job list the maintenance technician can navigate to the job to see the specific job details. In the details view can then also record the activities performed on the technical object.
The header section of the page highlights essential information about the job, like the technical object, order number, notification assigned, sub phases, system status, earliest scheduled start and latest scheduled finish, processing context, priority etc. There is also a donut chart which represents the current work completion.
The page is further divided into various sections. As a maintenance technician you can check the job details, malfunction details, components, measurements, and attachments. Let us check the various possibilities offered by the app below.
Once you are ready to start the work on a job, you can press the ‘Start’ button to document this.This action will trigger a change of the sub phase from ‘Ready to Execution’ to ‘Work in Execution’ (in the background the system status will change to JIPR (Job in Process) - Job in Process). Once the work has been started, the technician has a possibility to ‘pause’ the work or to mark the ‘work done’ also.
After you have started the job, you are able to record time against it. Click on the record time button to get the pop up to enter the time you worked on the job.
On the Record Time pop-up, you can see the planned effort expected for the job. It is possible to enter the actual hours worked on the job. The actual work is proposed but you can change the same according to the time you worked on the job. In addition, you can update the remaining hours still required to complete the work. It is also possible to provide additional information like work start, work end, posting date. By entering a confirmation text, you can document details about the work you performed.
It is also possible to record time for other maintenance technicians who worked with you on the same job.
For analysis, a ‘Reason for Variance’ (between planned and actual work) can be added. The Reason for Variance can be configured as per your needs.
Once the final work is done, you select the ‘Final Confirmation’ check box to indicate the work is done for that job. Once you have posted the final confirmation, you can no longer record time for this job.
Manage Planned Components
In this section you can see the planned components (e.g., spare parts or consumables) which are required, and which have been requested for the job when the maintenance order was planned. You can see here the storage location from where the component is to be picked, the planned quantity and the already issued quantity, e.g., as part of the work preparation before starting the job.
Depending on your company processes, it is also possible for you to directly post the goods issue of planned components from a local store you have direct access to.
In case an already issued component is no longer required for the job, you can plan the return for the component. Subsequently you either return the component to a central store where the goods receipt is posted, or you have again the option to directly post the goods receipt to a local store yourself.
Note: This section is enabled only for the order operation and is not available for the sub-operations.
The app supports valued, batch managed as well as serialized components for the above actions.
Manage Unplanned components
Besides planned components which have been requested upfront, you might need to consume some unplanned materials (e.g., some consumables) from a local storage location while at the job. You can directly issue those materials against the job during confirmation in the unplanned component section. The issued unplanned materials and their respective cost will be posted on the related maintenance order.
When searching for the required component, the system supports you based in three ways. You can search all materials of the plant, you can search an existing bill of materials for equipment / functional location you are working on, or you can search based on history of parts consumed for previous jobs for that equipment/functional location. Please note, there is currently no option within the app to document the return of unplanned components which you issued in addition.
As part of the job, you might have taken some measurement readings (e.g., to document some operation parameters like pressure, temperature, etc.) before the maintenance activities began or after the technical object is repaired and would want to record the same. With this app, it is possible for you to record measurement readings for measuring points of the technical objects associated with the job.
In the ‘Measurements’ section you can click on the ‘Add Measurements’ button to record measurement readings.
The measurement readings can be recorded for the technical object – measuring point combination. The app supports you with three pre-filtered views when recording the measurements, as well as the option to record measurements against any technical object with an associated measuring point:
Technical object referenced in order header
Technical object referenced at order operation
Any technical object within the object list in the maintenance order
All measurement points available (unfiltered)
In this section you see the existing attachments linked to the maintenance order header, maintenance order operation, equipment, and functional location of the job.
You can add attachments, like pictures of the technical objects or of damaged spare parts etc., in this section e.g., to document the as-found or as-left condition of the technical object. It is possible to attach them either to the maintenance order operation or the maintenance order.
Add malfunction data and details
An important aspect of reactive maintenance is to document the details of the underlying malfunction (failure) of the technical object. In the app you can directly see and update the already recorded malfunction information. This can also include breakdown information as well as an extended description of the incident.
For later damage / malfunction analysis you can record your observations about the condition of the technical object in coded form. It is possible to report any damages, the related object part, associated causes, and activities performed.
Note: This section is enabled only if the order has an associated maintenance notification.
To summarize, the new Fiori app works as a one stop shop for the maintenance technician to view, manage operations, and record all the aspects of the maintenance work performed including recording time, managing components, recording measurement data, capturing malfunction data as well. The app is being continuously enhanced with every S/4HANA Cloud release and there is an interesting set of features planned for the coming releases.