Level 1: Easy; 10 minutes read
Audience: Subject Matter Experts
Author: Ramandeep Goyal, SAP S/4HANA RIG EMEA
Introduction – This blog is about historical work orders which is a unique functionality in SAP PM. With historical work orders, you can transfer the data of your legacy work orders into SAP so that maintenance history can be analyzed over a period of time.
Historical PM Work Orders
Every organization which has technical system installed and deals with Plant Maintenance is using PM work order (maintenance order or job order) as their main object for
- Work Execution Dates
- Internal Manpower
- External Manpower
- Stock able Materials
- Non-Stock able Materials
- This results in planned cost being captured against the work order.
- Scheduling – scheduling is done to adjust the execution dates for the work order depending upon the available capacity of the work centers and constraints between activities etc. Criticality of the asset is also considered while scheduling the work orders.
- Execution and cost collection
- Consumption of materials
- Time booking of internal resources
- Confirmation of services performed by external resources
- This results in booking of actual cost on the work order. Later this cost will be transferred to the final receiver through settlements. Final receiver could be a cost center, fixed asset, WBS element etc.
Work order may also contain the information about the permits issued against the work order. It will also have the information about the technical object (Assembly, Equipment or Functional Location). In case, integration with the notification is activated then work order can also capture the information about the object part which was damaged, kind of damage and reason for the damage. In short, the maintenance history of a technical object is primarily captured in the work order.
Maintenance history of technical objects is generally evaluated over a period of time to understand the cost of overall maintenance, cost of corrective vs. preventive maintenance, MTTR (Mean time to repair), MTBR (Mean time between repairs), MTBF (Mean time between failures) etc. It also helps to change the frequency of preventive maintenance or to replace certain components which are getting failed repeatedly or to replace the complete technical system if needed.
That’s why, maintenance history of the technical systems is so important that every organization would like to maintain it over a longer period of time. Considering this, SAP has given a functionality to create historical orders while migrating your data from legacy system to SAP or while archiving your existing work orders.
What is a Historical work order and what data is stored into it?
Since we are talking about the maintenance jobs executed in the past; we already know the actual resources (actual time spent by internal resources, materials used to carry out the job etc.) consumed on a work order. We also know the actual cost of the work order. Overall equipment effectiveness is being calculated based upon the actual resources consumed or actual cost of the maintenance. Following this philosophy, we have the capability to store all the actuals (time, materials, cost) into a historical work order.
Historical work order in detail –
As we all know that a normal work order can capture information about planned resources and actual consumption of those resources while executing the job.
While in historical work orders, we are capturing the information for the work done in the past. So, we capture the actual labour hours spent to complete the job. We also capture the execution start date and execution end date. This is different from the regular work order where we capture the planned resources and planned dates to carry out the job.
Components – Similarly for components, we enter the materials which were consumed to carry out the job along with withdrawal or consumed quantities. Stock able and non-stock able materials can be entered here.
Please note that consuming actual resources on the historical work order will not have any impact on the balance sheet. This is recorded purely from analytical point of view.
Also, it is important to note that historical work orders can only be created for maintenance jobs. There is no provision to create historical work order for a refurbishment order.
While running reports like “Order List – Change”, There is a provision to run it for historical orders only.
Please note that there is no system status or user status assigned to historical orders. Also, there is no concept of order release or TECO for historical orders. These orders were executed in the past and important information related to the execution is captured through historical orders.
Usage – Historical work order are usually created to transfer maintenance data from legacy system to SAP. With this, you can maintain the complete history of maintenance in SAP even though actual work was performed in a different system.
Historical work orders can also be created before / while achieving the maintenance orders. This could be helpful if you want to reuse the number ranges or free up some space in your production system.
Note: as of now, there is no LTMC object to upload historical work orders so others tools like batch input or LSMW need to be used.
SAP S/4HANA Discovery
- SAP help.sap.com – S/4HANA 1809 , S/4HANA Cloud
- SAP Simplification Item Catalog
- SAP Best Practices Explorer – S/4HANA Enterprise Cloud , On premise
- SAP Roadmap Viewer – Cloud , On premise, Cloud – Single Tenant Edition
- SAP Fiori Library – https://fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer/