assign status profile to pm order type

Stating the Functionality of System and User Statuses

After completing this lesson, you will be able to:

• State the Functionality of System and User Statuses

Status Management

Production orders have a status management that controls on the one hand, which status is set by the execution of a business process in the order, and on the other hand, which business processes are allowed or forbidden in which order status. System statuses are predefined by SAP and cannot be changed. However, SAPs system status concept can be supplemented by user statuses to record additional information in the order or fine-tune whether a business process can be executed.

System Status

The figure shows a basic example of the relationship between business processes and system status: When a production order is created, the status CRTD Created is set. In Created status, among other things, the order can be scheduled, a material availability check can be performed, and the order can be released (→ column Allowed Business Processes). However, it is not allowed, for example, to print the order and to post goods issues, confirmations and goods receipts (→ column Not Allowed Business Processes). If the order is released, the CRTD Created status is deleted and the REL Released status is set. Now, the previously forbidden business processes are allowed. However, due to the REL Released status, the order cannot be released again.

System and User Status

In the SAP S/4HANA standard, you can post a goods receipt for a production order as soon as the order was released. If you want to ensure that, for example, an order was completely manufactured before the warehouse clerk can post the goods receipt, you can implement this restriction without the necessity of additional programming by assigning a user status profile to a production order type. In our example, the assigned user status profile consists of two statuses GRNO and GROK: The status GRNO forbids posting of the goods receipt; the status GROK does not forbid posting of the goods receipt. The latter is automatically set once the order was confirmed.

We first consider a released order (upper part of the figure): The system status REL Released allows the confirmation of the order and the goods receipt, however, no sequence is specified in which these two business processes must be processed. In our scenario, however, the user status GRNO No Goods Receipt is set in addition. Due to the fact that GRNO forbids posting of the goods receipt, the user cannot post the goods receipt to this order unless the user status changed to GROK.

Now we confirm the order. The system is configured such that the confirmation posting automatically deletes the user status GRNO No Goods Receipt and sets the user status GROK Goods Receipt OK instead. Since the latter does not forbid posting of the goods receipt, the warehouse clerk can now post goods receipt for the production order.

As you can see in this simple example, you can leverage user statuses to forbid the execution of business processes which would be allowed in SAP standard. In addition, you can also automatically set a user status if a certain business process is performed in the system. As a consequence, you can, for example, enforce a sequence in which the user must execute two business processes. Alternatively, you could also define a list of conditions (each condition corresponds to one user status) which must be fulfilled before, for example, an order can be released.

To use user statuses with production orders, you must define a status profiles and assign the status profile to the respective order type in the Customizing activity Define Status Profile . A status profile defines a) the available status values, b) whether status values are initially set, c) the sequence of status values, d) authorizations required to set the values, e) the allowed or forbidden business processes, and f) whether a status value is automatically set when a business process is executed.

In the example above, we limited our discussion to user status profiles on order header level. Since the operations of a production order also have a status management, you can also enrich the default operation status values with a customer-specific user status concept.

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• June 20, 2023

Sara Sampaio

• Technical Articles

To guarantee seamless operations in SAP Plant Maintenance (PM), effective work order management is essential. SAP PM provides the idea of a User Status Profile to speed up the process and enforce control over order release. We will delve into the definition of User Status Profile, its importance in limiting order release, and how it may be set up in SAP PM in this blog post.

Understanding User Status Profile:

In SAP PM, the user-definable User Status Profile is a framework that enables you to define and assign user statuses to work orders. A work order’s lifecycle stage or condition are represented by a user status. It can be used to manage different system processes and workflows and serves as a flag indicating the status or progress of an order.

Benefits of User Status Profile:

There are many advantages to implementing a User Status Profile in SAP PM, including:

• Improved order control:  The User Status Profile feature enables you to impose a formal approval procedure and manage the release of work orders.
• Efficiency gain : By establishing specified conditions, you can make sure that orders comply with particular requirements before being distributed, reducing errors and rework.
• Improved compliance:  User Status Profile makes sure that orders follow specified checks and approvals, which aids organizations in meeting regulatory standards.
• Workflow transparency:  Orders with designated user statuses have insight into the status and progress of each order, allowing for more efficient monitoring and decision-making.

Configuration User Status Profile:

Goto SPRO > Plant Maintenance and Customer Service > Maintenance and Service Processing > General Data > User Status for Orders > Define Status Profile > Define User Status Profile for Orders

Or you can use T-code BS02

Here Create a User Status Profile  with an object Maintenance Order

The status order number is used to define the sequence of the user statuses in a status profile.

Status is Key which informs you of the current status of an object.

Init. status If status is marked as an initial status, it is automatically activated in an object when the object is created.

The system records the highest status number reached so far, and the “lowest number” within that range determines the number for a new status.

Auth. code You provide each of those user statuses an authorization key if you want to guarantee that only members of a specific group can change a particular user’s status.

now check the details for each status

Now after creating User Status profile assign this to the Order type.

After these configuration settings now create a maintenance order.

Currently, it is not possible to change the system status for the order because the required approval is missing. as here in the screen.

Once all necessary information has been inputted in the maintenance order, save and submit the order for approval. The approving user must possess the authorization code as in our example  PM_APPR .

now approving user set status  APPR -Release Approve  after verifying all information.

Conclusion:

An effective structure for organizing work orders and imposing control over their release is provided by SAP PM’s User Status Profile. You can construct a speedy approval procedure by establishing user statuses inside the profile, ensuring that orders match preset criteria before they are issued for execution. Improved maintenance operations are a result of the deployment of User Status Profile, which increases order management process efficiency, compliance, and transparency in SAP PM.

Kindly leave a comment with your thoughts and feedback on this blog post.

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SAP PM – Create Order Types for Maintenance in SAP

In SAP PM Tutorial , you learn how to create order types for maintenance in SAP using transaction code OIOA.

How to create maintenance order types in SAP PM

In this activity you create maintenance order type in SAP used for routing and process of order is to be done in costing.

You can define maintenance order types in SAP by using the following navigation method.

Configuration steps

Perform the following configuration steps to configure order types in SAP plant maintenance module.

Step 1 : Execute t-code OIOA  in command field from SAP easy access screen.

Step 2 : On change view maintenance order types overview screen, choose new entries button to create the new the order types as per requirements of an organization.

Step 3 : On new entries of order types overview screen, update the following details.

• Order Category : – Order category filed will be updated automatically by SAP system.
• Order type : Update the 4 digits key that defines as order types for maintenance, and update the descriptive text of an order type.
• Settlement Profile : Update the settlement profile with the key 40 (Maintenance Order).
• Budget Profile : Choose the appropriate budget profile key from drop down list.
• Screen Object : Choose the screen object key by choosing drop down list.

After maintaining all the required details for order types, choose save icon and save the configured details.

Successfully we have created order types for maintenance in SAP PM.

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Checking SAP configuration for Plant Maintenance

Plant maintenance (PM) status can be categorized into two status:

System status and User status. System status is used by the system for recognizing business transactions for a certain object type. Ideally System status cannot be changed by Users. They are defined by SAP and hence are immutable.

Whereas User status relies on how it is set in the configuration. User Status is defined as per the business requirements.

To modify the User status follow the below steps

• Go to SPRO → Plan Maintenance and Customer Service → Maintenance and Service Processing → Maintenance and Service Orders → General Data → User status for Orders → Define Status profiles. Select Assign User Status to Order types

• User can view the mapped status profile to target order type
• The user can select for any of the status profiles and use Define to change the status.

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SAP Plant Maintenance Configuration: Orders

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• Set up orders to plan and carry out maintenance work in SAP PM
• Configure order types that apply to one or more plants
• Configure material planning, scheduling, capacity planning, printing, and more

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User Status Profiles: The Key to Effective Maintenance Order Management

Introduction:.

To guarantee seamless operations in SAP Plant Maintenance (PM) , effective work order management is essential. SAP PM provides the idea of a User Status Profile to speed up the process and enforce control over order release. We will delve into the definition of User Status Profile, its importance in limiting order release, and how it may be set up in SAP PM in this blog post.

Understanding User Status Profile:

In SAP PM, the user-definable User Status Profile is a framework that enables you to define and assign user statuses to work orders. A work order’s lifecycle stage or condition are represented by a user status. It can be used to manage different system processes and workflows and serves as a flag indicating the status or progress of an order.

Benefits of User Status Profile:

There are many advantages to implementing a User Status Profile in SAP PM, including:

• Improved order control: The User Status Profile feature enables you to impose a formal approval procedure and manage the release of work orders.
• Efficiency gain: By establishing specified conditions, you can make sure that orders comply with particular requirements before being distributed, reducing errors and rework.
• Improved compliance: User Status Profile makes sure that orders follow specified checks and approvals, which aids organizations in meeting regulatory standards.
• Workflow transparency: Orders with designated user statuses have insight into the status and progress of each order, allowing for more efficient monitoring and decision-making.

SAP PP Certification Preparation Guide

Configuration User Status Profile:

Goto SPRO > Plant Maintenance and Customer Service > Maintenance and Service Processing > General Data > User Status for Orders > Define Status Profile > Define User Status Profile for Orders

Or you can use T-code BS02

Here Create a User Status Profile with an object Maintenance Order

The status order number is used to define the sequence of the user statuses in a status profile.

Status is Key which informs you of the current status of an object.

Init. status If status is marked as an initial status, it is automatically activated in an object when the object is created.

The system records the highest status number reached so far, and the “lowest number” within that range determines the number for a new status.

Auth. code You provide each of those user statuses an authorization key if you want to guarantee that only members of a specific group can change a particular user’s status.

now check the details for each status

Now after creating User Status profile assign this to the Order type.

After these configuration settings now create a maintenance order.

Currently, it is not possible to change the system status for the order because the required approval is missing. as here in the screen.

Once all necessary information has been inputted in the maintenance order, save and submit the order for approval. The approving user must possess the authorization code as in our example PM_APPR .

now approving user set status APPR -Release Approve after verifying all information.

Conclusion :

An effective structure for organizing work orders and imposing control over their release is provided by SAP PM’s User Status Profile. You can construct a speedy approval procedure by establishing user statuses inside the profile, ensuring that orders match preset criteria before they are issued for execution. Improved maintenance operations are a result of the deployment of User Status Profile, which increases order management process efficiency, compliance, and transparency in SAP PM.

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How to configure Phase maintenance model in SAP S/4HANA EAM?

Hello again! This is a follow-up to my previous article , where I showed you how does the Phase maintenance work from Business perspective. Personally, I find it as a cool thing, a game changer which can simplify daily work of your people with the system. 

If you are curious about SAP Phase Maintenance configuration – follow the  steps, which I prepared for you below, and you will be ready to go with the Phase-based maintenance in your SAP system.

Before we start – SAP Best Practices

We have to remember,  that your people, especially from Maintenance Department should focus on the things they are the best at – it means pure maintenance work. The system should be intuitive, easy to operate and reliable – so they can spend couple of minutes each day to get what they need, and come back to their duties. Before we do anything in the configuration – one ‘small’ remark. Phase maintenance model is available for SAP S/4HANA 2021 onwards. It applies to either SAP on Premise and SAP Cloud.

Second thing is, this maintenance model is pre-delivered via so called SAP Best Practices (BP). These are some kind of packages, which once downloaded from SAP and imported to your system – implement the configuration automatically in your system. It means, the steps which you will see below could be done with less effort, via implementation of BP.  But we all know, we would need some personalization in the future, so we have to understand the configuration anyway. It means, even if you use Best Practices, this article will be helpful for you, to understand all the aspects of the configuration.

You can access the relevant BPs for S/4HANA on Premise and Maintenance Model here: Reactive Maintenance (4HH) , Proactive Maintenance (4HI) .

1. Business feature activation

We start with the Business feature activation. Launch SPRO and find the below customizing path, then add the feature, which you see on the screenshot.

2. Defining Event Proritization – Consequences and likelihoods

This step consists of a few minor steps. First, we start by defining consequence categories. It is up to you, what categories you create in your system. By default, it is People, Asset, Environment and Reputation. Make sure you aligned with the Business, maybe in your case you need only People, Environment and for example Purchasing.

Once created, we save it and go to each of the categories by clicking the ‘Assign consequences to Consequence categories’. Here we have to determine the list of consequences. Below you will see, that each of the categories have 6 items. Of course, in your case it can be less/more. Everything depends on your needs, but it’s highly recommended to stick to the best practices provided from SAP.

Now, we have to define the likelihood of the events, that we determined in the above steps.

Then, we go to the ‘Define Consequence Category Group’. It’s just about creation of a group. In my case, I have created a one called ZEAM01. As you can imagine, you can have more groups in the future.

And now we jump to ‘Assign Consequence Category to group’. As you see, I’ve only assigned 3 out of 4 categories, which I determined in my first step. It means, the ‘Reputation’ category is not relevant for this group, and won’t be considered in event prioritization. By the way – this prioritization thing is available during Notification creation – if you do not know this functionality, check out my other article with the full business process for Phase maintenance model.

3. Defining Prioritization Profile

Now we have to create a profile, which will link the previous configuration steps with the Plant we select and Notification types. So, first – we create the profile.

We save it, and go down to ‘Assign Prioritization Profile to Plant and Notification type’.

Well done, now we go down one more time and assign Consequence Group and then the UI positions.

Here comes some time-consuming configuration. Now we have to config the priority for each consequence category and its likelihoods. This part defines, what priority will be picked by the system during Notification Creation and option ‘Assess Priority’. A User will answer the questions related to the Consequences you set up, and at the end he/she will receive the generated priority. Again – all these things are delivered with Best Practices, if you need some customization – now you know where to do it.

4. Detection Methods (optional)

In the Fiori Application ‘Create Maintenance Request’ your users can also select the Detection Method of the malfunction/request they want to report. To have a drop-down list available there, you go to the below configuration path and do your magic stuff.

It’s time to define detection method group and assigned the detection methods from the previous step to it. When it comes to BP, the detection group is called Y0000001.

We end this step with a creation of a Detection Method Profile. We assign the detection group afterwards.

5. Configure Order Type

Finally, we have some classic step, which is part of Plant Maintenance Configuration for many many years. Phase Maintenance model does not work for each order type by default. Below you have the screenshot from my system – as you see starting from S/4HANA 2021 – there is a checkbox, which you have to activate.

Configuration for Order Types is pretty extensive, there are at least 10 Configuration points, which have to be set-up. Otherwise, the system will throw errors to the end-users during processing. The most vital one was mentioned above, the rest does not have Phase model-specific checkboxes etc., that’s why I do not display their details.

6. Set up Template for the Material Availability Check (optional)

Phase Maintenance Model is supported by amazing standard Fiori Apps. One of them is Maintenance Backlog Overview. You can monitor a lot of things there, one of them is visual status of Components Availability. To have it it set up, you got to visit the below configuration path:

7. Activate Event Type linkage for Procurement Milestones (optional)

Alright, so this step is totally optional for this whole Phase Maintenance Model. However, I would recommend to align with Materials Management Team and set it up. Why with MM? Here we have a touchpoint with them – I’ve already mentioned the Maintenance Backlog Overview Fiori App – you can also monitor status of external services there. Let’s say the MM team created a Purchase Order for the Services, which you requested – you will see the respective milestone there. Going further – the service has been provided, this is also something, you will see as a next milestone straight in the app, without jumping thru different transactions.

8. Define Assignment Rules for Procurement Milestones (optional)

We continue the optional touchpoint with Materials Management. It’s time to define assignment rules for Procurement Milestones.

8. Configure Overall Status Profile

Here comes the most important part of Phase Maintenance Model. As you know from my previous article, we have 9 Phases like Initiation, Screening and others. To have them available and working smoothly – we follow the below configuration path and do what’s to be done!

PMSP1 is the standard Profile for the Best Practice 4HH Reactive Maintenance. As you see, I have also MAINTJOB status, it is not for Phase maintenance model. It was configured for Report and Repair Malfunction Fiori App, but it was deactivated.

You can have as many profiles as you want.

Once the profile is created, we go into its details and add all the statuses. Some of them are relevant for Notification, others for a Work Order. Moreover, you can set that some status can be skipped or not logged.

Now we have to select every single status and set up conditions for it. For instance, status Accepted of a Notification is set once the Notification is in process and the approval has been issued. Because of amount of the conditions, I put only one example below.

9. Assign overall status profile to Order Type

It’s time for the link between the Overall Status Profile and Order Type, which we created in the previous step.

10. Define Process Subphases

It’s almost the end, so no worries. We will now define Subphases, which we will then link with 9 Process Phases.

Time for the mapping:

And again, another mapping, but this time we map overall statuses with process subphases:

That was it! Trust me, it couldn’t be shorter – Phase based maintenance requires a lot of configuration steps, and I hope this article put some light on the different steps in SPRO. Remember about the Order Type configuration – it’s not only about creating a Z* type. They are many small steps, like for example Time Confirmation configuration – without this one you won’t be able to register your confirmations in the app ‘Perform Maintenance Jobs’ and so on. If you like this article, consider sharing with others. If you do not know yet what the Phase Maintenance Model is, check out this article and the below video, which I uploaded on YouTube some time ago.

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