1.  Background

When a production unit or utility company runs its operation 24X7 and 365 days a year, it operates in shift. It is normally expected to get an overall view of the shift as a dashboard to middle management and details at transaction level for front line managers and supervisors. Though SAP Plant Maintenance module and its functionalities thereof are capable of handling the scenarios of breakdown maintenance, preventive maintenance, adhoc maintenance with resource scheduling and integration with other SAP module like MM, FI/CO and many more to have integrated view across the enterprise however, this expectation from customer was always a customized solution.

2.  Objective

Recent Enhancement Packages bring some additional features in SAP PM⁺ (which is EAM- Enterprise Asset Management) like Log book (LBK1) and shift note/shift report. This document will highlight about the features in details, its customizability in terms of BADIs & configurations available, advantages and disadvantages and integration with advances SAP solutions.

3.  Pre Requisite

The prerequisite to understand this document is to have working knowledge of SAP PM Module. Working experience in shift will have added advantage to understand the context of the requirement.

4.  Document Usage

This document can be used as a reference by the Functional consultants/Technical Consultants for understanding the functionalities available as part SAP log book or shift note/shift report. This document is produced during exploring various functionalities available in SAP.

5.  Details of the Context

To further detail the requirement followings KPIs/information are minimum for any logbook for a shift at a section of plant. The same can be aggregated at plant level as a dashboard view for higher management.

          Maintenance perspective

1.       Breakdowns, faults, emergencies with details

2.       Adhoc  job carried out

3.       Major material withdrawn with cost details

4.       Inspection round details and finding of exceptions with readings

5.       Message to next shift

6.       Any major incident with Environment/occupational Health and safety

7.       Any other performance measurement to be measured

Operation/Production Prospective

1.       Production figures

2.       Any major quality rejections

3.       Machines performances figures

4.       Any other performance measurement to be measured

Above requirement is just a list of minimum expectations, however can be further added or modified based on the specific requirement.

6.     System Prerequisite and Activating Business Functions

You have to activate the below business functions (T. Code SFW5)

7.  SAP Solution of Log book – LBK1

SAP designed LBK1 with following features for DIMP and is now available in ECC with enterprise business function LOG_EAM_ELBK, LOG_EAM_POM_2. This can be activated by SFW5.

New configuration and transaction in to SPRO and SAP easy access path is shown as below.

1. SPRO-> Plant Maintenance and Customer Service-> Maintenance and Service Processing-> Logbook
2. Logistics->Plant Maintenance-> Maintenance Processing -> Logbook -> LBK1 - Logbook

Log book is designed based on the structure as below.

SAP Log book is created at either for equipment or functional location level which we designate as a log book folder.  Log book hierarchy is built based on Object Hierarchy Framework(Fig-1). The hierarchy is shown as the left side of the screen based on the selection screen button . This can be defaulted based on the variant of report DIACL_SELECTION_NEW. Left hand side of the screen shows the objects and its hierarchy and the right hand side will be shown the details of the object. Like in this case the right hand side shows functional location (FLOC)fig -2

As SAP has not provided any standard screen and functionalities, screen shown here is possible by activating few BAdis and importing example code into the implementation.

Customer sub screens can be activated at below level with following BADI.

Below table shows additional BADis which are available.

7.1        Main Log Entry

Once sub screen BADI (LGETY_SUBSCR_ACL) is implemented with relevant fields, log entry can be made and the data are saved in DIACL_LOG_ENTRY its entire hierarchy is stored  DIOHFW_NODES. Various sub functionalities are associated with main log entries.

a)      Status Control

Various system statuses are activated and deactivated based on the standard functionality. Below table show the status control. User status can be configuredand assigned to log entry type level.

b)      Log entry hierarchy

Log entry can be created as ‘follow up’ or ‘preceding’ so that hierarchy of the same is made.

c)      Digital Signature

Log entries can be digitally signed. For this we need to create signature strategy and assign it to log entry type.

                                     In SPRO -> Plant Maintenance and Customer Service-> Maintenance and Service Processing-> Logbook-> Controlling Digital

                                      Signature Process.

                                   We can digitally certify log entry, log notification and can be configured as below(Fig-6).

Create signature strategy as below(Fig-7).

When the log book is completed, then this can be certified as shown below(Fig-8) through SAP digital signature methodology.

7.2        Log Notification

a)      Log notifications can be created with respect to a log entry. This can be any notification type. However the screen fields available in the header screen are limited. For more fields user need to click the button beside notification text(Fig-9).

A new field is available in notification as ‘Reference no’ in log book and the same is not available in standard screen(Fig-10).

In operation tab, we can identify any task list or without task list we can create work order with respect to the log notification.  The log notification can have all standard functionalities and its life cycle of a maintenance notification(Fig-11).

We can release the order from log book screen and after release we can put the actual work and the save the same and this will post confirmation to the work order(Fig-12).

We can certify the order operation confirmation digitally by clicking . The status of the operation list line item in log book becomes PCNF COCE REL.

In components tab, we can install, consume, remove, and exchange materials and equipment into or from superior technical objects. The process is performed with a synchronized goods movement (an issue from or to a receipt to stock). The functionality is similar to IE4N. Following major functionalities are available in component list.

Minimum configuration required to use Component list().

SPRO->Plant Maintenance and Customer Service ->Maintenance and Service Processing ->Configuration Contrl->Determine Properties of Notifications for Installing and Dismantling Parts

BADI (BADI_CCM_CLIST_APL and BADI_CCM_NOTIF_GENER)example code should be imported.

·         ‘Consume’ material for an order in component list which creates a reservation and post the 261 movement type to order from inventory when we save the same. For this we have to use ‘Material On’ related fields in ALV. For the same serialization is not mandatory.

·         We can also return the material to Inventory by posting 262 movement type to inventory from order by using ‘Material Off’ related fields in ALV.

·         We can ‘Remove’ (dismantle) serialized material (Equipment) which create reservation and post 262 movement to inventory from order. During this also one more notification will be created for dismantling. The text for the notification can be transferred from the Component list ALV

·         We can ‘install’ serialized material (Equipment) which creates reservation and post 261 movement to order from inventory. During this also one more notification will be created for dismantling. The text for the notification can be transferred from the Component list ALV

·         We can also exchange one equipment from one location another location which posts two material documents (261 and 262). This will also create 2 notifications.

A typical screen for the same is shown below(Fig-13).

In ‘Fast data capturing’ tab functionalities related to notification, operation and component tab is available in a single tab and confirmation for the 1st operation can be posted from this tab. A typical screen is shown below(Fig-14).

7.3        Log Measurement Document

Log measurement documents can be posted automatically when a log entry is saved if the BADI CNTR_DFLT_ACL is activated with example code. Standard code will update counters as FH1 (Flying hours) and LC1 (No. of cycles).

The measuring points for the technical object (FLOC/EQPT)  for FH1 and LC1 need to be created.

Below Configuration needs to be maintained for the same(Fig-15).

Plant Maintenance and Customer Service-> Maintenance and Service Processing-> Logbook->Controlling Counter Updates

FH1 is calculated time difference in Hrs between takeoff and landing timings (Fig-16)

LC1 is calculated from field ‘ No of Cycles’ field which is shown below(Fig-17).

7.4        Warranty Details

Warranty details can be seen from log book screen for the equipment and functional location. Standard SAP warranty screen appears as below(Fig-18).

7.5        Solution Mapping for the Context

After seeing the standard functionalities available and capabilities log book has got, the requirement with which we started from section 5, needs to be mapped in the below matrix

7.6        Analysis

From the above matrix, it is clear that the requirement can be achieved by major development. There are no APIs available for creating log entry, log notification, order related to notification, component list, hence the front end transaction functionality of LBK1 needs to be enhanced.

8.  SAP Solution for Shift Note/Shift Report

When short note is to be recorded for a shift which can’t be recorded as per current standard SAP functionalities available throughout life cycle of notification or work order process with respect to a shift, then Shift note can be used.

Shift report is digitally signed collated information of shift notes in PDF format for a shift. This PDF format can be changed with more details like production figures and can be integrated with SAP MII.

This is activated by business function LOG_PP_SRN_CONF. New configuration and transaction in to SPRO and SAP easy access path is as below.

1. Logistics-> Central Functions->Shift Report and Shift Note for Technical Objects
2. SPRO->Plant Maintenance and Customer Service-> Maintenance and Service Processing-> Shift Reports/Notes

Shift note is conceived to be a special type of notification with minimum screen fields available for configuration. This can be created with respect to a work centre or a FLOC/EQPT. For this to happen, we need to maintain the ‘shift note type’ and ‘shift report type’ in the respective master data of work centre or FLOC/EQPT(Fig-19 & 20 ).

8.1        Shift Note

For creating shift note either the for EQPT/FLOC or for the work centre, a notification type needs to be configured as shift note. This can be done in two ways.

1.       Independent Shift Note:

a.       Creating a notification type as shift note type  and assigning shift note related screen area (path: SPRO-> Plant Maintenance and Customer Service-> Maintenance and Service Processing-> Shift Reports/Notes-> Define Screen Templates -  for 10\TAB01 – screen area 130 and 131) and in-> Make Settings for Shift Note Type

b.      Assign ‘Use’ for the shift note as ‘Independent Shift Note’ as below. For this we have to use transaction SHN1 or ISHN1 for creating shift note for work centre and FLOC/EQPT respectively(Fig-21).

Transaction screen looks like below(Fig-22).

1.      2. Generic Notification with other screen area

a.       Repeat step 1 a and add more tabs whichever is needed.

b.      Repeat step 1b and assign ‘Use’ to radio button ‘Screen Area of Notific’ and origin as either work center or Floc/EQPT based on the requirement. For this notification type, we can use IQS1/IQS2 etc for transacting notification.

Transaction screen looks like below.

Note: for the both above cases the notification will be created as shift note however they are of ‘General Notification’ category. In case of 2, though additional tabs are added and we can transact the data as general notification however creating maintenance order from this notification is not allowed. Moreover all functionalities of General Notification’ category will be available.

In addition the above configuration, configuration is needed for controlling shift start and end, long text control, category as part of catalog as below. These additional functionalities related to shift note gives control over shift start and shift end. If shift grouping is done in HR module, then it is further integrated with Shift report.

Following RFCs are available to use to create shift note from 3rd party systems.

8.2        Shift Report

Shift report is collated view in PDF of shift notes with functionality of approval, digital certification and open integration of other customer specific data through BADi. The shift report is always with respect to a FLOC/EQUP or work centre for which shift report type needs to be configured as below (Fig-24) and assigned to individual master data of FLOC/EQPT or work centre.

This makes the shift report output configurable with respect to shift note, confirmations, list good movement, Maintenance notification, Maintenance orders, Measuring document, WCM objects,

Note: The data will be shown based on the above configuration if the shift notes, maintenance notification, order or measuring document are created with respect to the FLOC/EQPT or Work centre. Measuring document, WCM objects are not available in the configurations for shift report type related to work center/hierarchy.

A typical shift report is as below (Fig-27).

Additional BADis and enhancement spots are available in package COCF as below. 

Shift note and shift report can used for PP and/or  PM, hence confirmation, good movements, missing parts etc related functionalities with respect to Production Planning module can be further explored to suit business requirements.

8.3        Solution mapping for the context

After seeing the standard functionalities available and capabilities shift note/report has got, the requirement with which we started from section 5, needs to be mapped in the below matrix.

8.4        Analysis

From the above matrix, it is clear that the requirement can be achieved by major development. Shift report gives the maximum flexibility of including data related to notification, order, confirmation, list of goods movement, measurement document, however the definition of structuring of FLOC/EQUIP or work centre or creation of dummy FLOC/EQPT or dummy work center to be critically considered. APIs are available to create shift note, maintenance notification, maintenance order, measuring document, confirmation, goods movement etc.

9.  Conclusion

From section 7 and 8, it is clear that none of the solution is a perfect match for the requirement, however each solution has got its advantages and disadvantages. Below table details out the same for log book and shift note/shift report SAP solution.