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Useful Information on SAP PM

This document refers many of the existing documents. As its not possible to mention all the documents / blogs link, I thank you all the authors who gave some insight on that.


This document will give some overview on giving extra mileage by using SAP PM.

Role wise requirements:

In a company, each user will play different role & each would like to see different set of data. As per their wish, some of their requirements can be mapped this way.

Generally, all the PM related organizational structure will contain Maintenance Manager, Maintenance In-Charge, Maintenance Planner / Engineers, Maintenance Foremen & Maintenance Technicians.

Each will request / desire to view different set of data.

Set Start Transaction:

I had this requirement from one of my client to get the details immediately once he log-in to SAP.

Maintenance Manager – He wish to look at only Approvals pending from his side on day to day basis

Maintenance In-Charge – He wish to have either list of Pending Approvals from his side or List of PM Orders running currently

Maintenance Engineers – He wish to have list of Outstanding Orders which needs to be executed today / Status of In Process Orders

Maintenance Foremen – He wish to see list of In Process / Released Orders assigned to him

Maintenance Technician – List of Operations assigned to him on day to day basis

This may not be the exact requirement in all cases, but most of the case.

Of course, through development, anything & everything can be achieved. But in standard, there are some constraints.

For the above requirement of having the screen at log in time, Set Start Transaction functionality will work out on some extent. But constraint here is only one transaction can be defined here.

For Maintenance Manager, either Work Order approval or PR approval will be the priority. As all / most of the Maintenance PR will be triggered from Maintenance Orders, the appropriate transaction could be either Permit Release or Work Order release. This is again based on the company hierarchy.

  1. Permit Approval (IPM2)
  2. Work Order Release (IW38)

Here, user based selection screen variant can be defined to make their job easy. Just one click, they get the report with the List of Permits pending from their side.

Layouts can be defined as U_<User Name>, so that default layout for that user id will be created.

For Maintenance In-Charge, again the same set of transactions as Maintenance Manager has in case of multi level permits & work order release.

  1. Permit Approval (IPM2)
  2. Work Order Release (IW38)
  3. In Process Orders display (IW39)

Layouts can be defined for each transaction as U_<User Name>. But any one of the transactions can be set in Set Start Transaction.

For Maintenance Engineers, following transactions can be set.

  1. Mass Release of Work Orders (IW38)

For Maintenance Foremen:

  1. Mass Confirmation (IW48)

For Maintenance Technician:

  1. Display of Orders with Operations (IW49N)

For Maintenance Store Keeper:

  1. Maintenance Availability Information (IWBK)
  2. Material where used List report (IW13)

These are the day to day activities done by people as per their role in the Organization.

Reporting through Mail – Background Job:

All the reports as per the interest of the users can be sent to their outlook.

Already creation of Background jobs & sending reports through that have been discussed & documented.

  1. Do the settings in SCOT
  2. Define Selection Screen Variant for any kind of Report
  3. Get the Program name either through Status bar in the bottom or through menu System – Status
  4. Define distribution list in SO23
  5. Define the Background job in SM36 using the Program, Variant
  6. Schedule on Daily basis before office hours

The above link explains about sending mail to SAP inbox. It could be even outlook as well.


All the users desire to get the information on single click. They will not even prefer to log in to SAP to get the data. For those kinds, this will be very much helpful. Even small things can make the users happy. I feel its one of them. There are many such.

So, the list goes on.

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      Author's profile photo Amala Srinivasa Rao
      Amala Srinivasa Rao

      Nice explanation 🙂

      Author's profile photo Former Member
      Former Member
      Blog Post Author

      Thank you...

      Author's profile photo Former Member
      Former Member

      Very helpful document .

      Author's profile photo Ravi Prakash
      Ravi Prakash

      Very nice for better understanding

      Author's profile photo Former Member
      Former Member

      Very helpful document .Gr8 !!! Thanks Maheswaran