Planning requirements for servicing or repairing equipment, such as the number of hours, the components, and the type of operation, may vary depending on features, use, and operating conditions. In such a situation, you usually use either a task list with a generic data set and adjust planning in each maintenance or service order later, or you create and manage multiple variants of a task list. Instead of using this method, however, you can account for the requirements of all equipment using one comprehensive general maintenance task list with a classification system, variant configuration, and Plant Maintenance/Customer Service (PM/CS) maintenance plans and orders. I explain the following processes:

• Create the basic master data for the configuration solution
• Maintain the configurable general maintenance task list
• Apply the configurable general maintenance task list in the selection of required service or maintenance operations and planning data

I also explain the basic master data and configuration setup requirements for using configurable maintenance task lists, and how they work. Two sidebars introduce the basic process and coding:

• “An Introduction to PM/CS Preventive Maintenance”
• “A Brief Introduction to Object Dependency Syntax”

In my example scenario, there are two maintenance/service objects – electric motors that are installed in air conditioners (AC). These motors are defined as equipment masters. Motors used in a one-ton AC and a two-ton AC have different planned hour requirements for a common operation. Additionally, a special operation is required for each motor.

Create Basic Master Data for the Configuration Solution

The following list provides a summary and purpose of each master data object used in basic master data setup:

• Characteristics: Characteristics define the features of the motor such as AC tonnage. I create reference characteristics for table field work and duration (for example, planned hours). These help determine the value based on object dependencies. Additionally, I create a characteristic that is used in a variant table to store the value to be derived by object dependency.
• Variant class: A variant class holds characteristics. In my example, I assign the characteristics that define the features of the motor (for example, AC tonnage). I use standard configuration class type variant class 300 to create a variant class. It supports variant configuration and has the variant class type indicator set in customizing.
• Configurable material: I use configurable material type KMAT.
• Configuration profile for material: The configuration profile defines the central setting. In this profile, you assign the variant class created above. The class assignment creates a link in the configurable material and characteristics of the class.
• Equipment: An equipment master is a master data object in PM/CS. In my example motors are defined as equipment. I assign the configurable material to equipment (e.g., electric motors). This setting allows equipment to be configured based on characteristics in the variant class assigned to the material.
• Variant configuration table: The variant configuration table stores the allowed combination of characteristics values: for example, AC tonnage, rotations per minute (RPM), and extra planned hours for a common operation. You can use a variant configuration table in dependencies. This table helps you determine or check a value based on a characteristic value (e.g., four hours to be added in a common operation for a one-ton AC’s motor). One characteristic is maintained as a key field and other characteristics are used as data fields. Only AC tonnage is defined as a key field in this case.
• Variant configuration table combination value assignment: For the variant configuration table created above, I store the values for all combination possibilities. When I create a service order, the data field value (for example, an extra hour) is inferred (determined) based on the key field (AC tonnage in my example).

I now discuss the steps for creating master data for this solution.  

Step 1.  Create Characteristics

  In the configuration solution you create characteristics for three purposes:

1. Maintain characteristics (define features of the equipment [machine])
2. Create reference characteristics (reference table and field names in characteristic definitions)
3. Create characteristics for variant tables (maintain extra planned hours per AC tonnage)

To maintain the characteristics to define features, I use the characteristics AC tonnage, power rating, and RPM features for configuration purposes. In this configuration solution, characteristics and their value assignment precisely describe the features of a machine or component. For example, AC tonnage values are one ton or two tons. You create characteristics by following SAP menu path Logistics > Central Functions > Variant Configuration > Environment > Classification > Master Data > Characteristics or use transaction code CT04. Click the Basic data tab, and then the Additional Data tab to go to Figure 1.   I use the reference characteristics TL_Duration and TL_Workhour. A reference characteristic does not need a direct value assignment by the user. It references a table and field name in the characteristic definition. In my example, these characteristics reference the Work (Field Technical Name PLPOD-ARBEI) and Duration (Field Technical Name PLPOD-DAUNO) fields, respectively. The Work field is shown in Figure 1. (The procedure explained in this example also can be used to find the table and field name for the Duration field.) These fields are in the operations overview screen of a general maintenance task list. As shown in Figure 2, you can find the table and field name by keeping the cursor in the field for which you want to create a reference characteristic. For example, keep the cursor in a field in the Work column or in a field in the Duration column. Press F1 on the keyboard or right click in the field and select Help from the list that appears. Click the Technical Information button on the new screen. Reference characteristics infer value from object dependencies.     Characteristics for the variant table: I use another characteristic in the variant table, VARTAB_HR, as the field to maintain extra planned hours per AC tonnage. This characteristic is used to define the data field of a variant table. A data field of the variant table stores the value to be inferred. In my example I create the VARTAB_HR characteristic to specify the hour required for AC tonnage (Figure 3).   A variant table has two types of fields: key and data. The system determines the data field value based on the key field value. For example, if the AC tonnage is one ton, and in the variant table corresponding to the one-ton value, the extra hours data field has four hours, the system drives four hours to the service/maintenance order. In this example the extra hour is the data field characteristic used in the variant table.  

Step 2. Create the Variant Class

  Class type 300 (class type for variants) supports variant configuration. Variant configuration helps the service or maintenance planners to set up motor specification (using characteristics of this variant class), operation selection, and planning data in  a common operation  based on the motor’s characteristic (AC tonnage in my example) while they create a service/maintenance order. In this process I create the class named Motor_Class and assign characteristics AC_Tonnage, R_P_M, and Power_Rating. To create Variant class Motor_Class of class type 300 follow menu path Logistics > Central Functions > Variant Configuration > Environment > Classification > Master Data > Classes or use transaction code CL01 (Figure 4). These assigned characteristics describe configurations or features by linking the variant class to configurable materials.     Step 3. Create the Configurable Material A configurable material can define materials with different possible variants. Variants are materials with differences in certain features only, such as color. In this solution the role of configurable material is to facilitate the definition of variants of equipment by its own assignment to the equipment master. As shown in Figure 5, I use configurable material Demo Configurable Material for Task list with system-generated material number 3319, which describes material type KMAT (configurable material).  

Step 4. Maintain a Configuration Profile for the Material

To maintain the configuration profile, follow menu path Logistics > Central Functions > Variant Configuration > Configuration Profile > Create or use transaction code CU41. The configuration profile allows you to define the central settings for configuring. In the configuration profile, I link configurable material to variant class Motor_Class as shown in Figure 6. This connects this configurable material (in my example, material number 3319) to the characteristic of Class, making configuration possible. To use configuration functionality, I maintain the status as Released and assign a priority in the profile overview screen of the configuration profile (Figure 7).   The variant class is assigned in the configuration profile as shown in Figure 8. Step 5. Create a Variant Configuration Table   You create the variant configuration table using menu path Logistics > Central Functions > Variant Configuration > Tools > Table Structure > Create or use transaction code CU61 to store a predefined combination of characteristics values. For example, for the motor used in the one-ton AC, the labor requirement is four hours. You determine the number of labor hours based on AC_Tonnage in the service/maintenance order operation. In the variant configuration table, you can assign the characteristics for which you want to maintain the characteristics value combination. You can save the table after marking the status of the table as Released in the Basic Data tab (Figure 9). To mark the table’s status Released, click in the Status field and choose Released Status from the dropdown menu. Now click the Value Assignment Alternative tab. In this tab, assign three characteristics to the table DEMO_VARCONFIG. You can use single-value characteristics only in the variant table. A single-value characteristic can have only one value assignment at a time. For example, one AC device can have the tonnage value 1, 2, or 3. The characteristics used in the variant class can also be used in the variant table. For example, AC_Tonnage and R_P_M.

In Value Assignment Alternatives, characteristics are mentioned as key fields or data fields. In Figure 10, the check indicates a key field; others are data fields.

Step 6. Assign Combination Values to the Configuration Table

In this step you define possible value combinations for each key characteristic. In my example, I define RPM and extra hours required for each AC tonnage. During maintenance/service order creation, dependencies in the general task list check the equipment characteristic value. For that particular value, dependencies further check the assigned combination values in the variant table and infer value or select the operation – for example four hours for one-ton AC and eight hours for a two-ton AC. To maintain characteristics values combinations for the table created in earlier steps follow menu path Logistics > Central Functions > Variant Configuration > Tools > Table Contents > Maintain or use transaction code CU60. Check the consistency of data entries via Table > Check or use the check icon. A consistency check prevents a combination of wrong entries. For example if there is an overlap in the combination of values in more than one table line, the system informs you that you need to correct the assignment. In the DEMO_VARCONFIG variant table, the key field helps in inferring data-field values relevant to that table line. As shown in Figure 10, AC_Tonnage is a key field. As shown in Figure 11, one ton has four hours defined. Therefore, this table line value infers four hours in operation.  

Step 7. Configure the Equipment Master

  In this step you add configurable material and later assign the characteristic values to configure this equipment. In the variant configuration process values are inferred or the operation selection happens based on the characteristic value assignment in the variant tab of equipment. Go to the equipment change view by following menu path Logistics > Customer Service > Management of Technical Objects > Equipment > Change or use transaction code IE02. You can access an existing equipment master record that you need to configure. Add the Configuration tab in change equipment mode via Edit > View selection > Configuration (Figure 12). Place a check mark in the Configuration box and then click the green check icon. From here, navigate to the Configuration data tab by click on the forward pushbutton highlighted on the near right of Figure 12 until the Configuration tab appears, or click on the Forward List button highlighted on the far right of Figure 12. This displays all the tabs in the equipment master. Select Configuration data from the list of tabs. In the Configuration data tab, go to the Configuration section (Figure 13). Enter the number for the configurable material (in this example, internal no. 3319 for configurable material) and press Enter. This step makes the assignment of configurable material to equipment. After assigning the number for the material, maintain individual configuration values by clicking the Maintn button.   After clicking Maintn button, the screen in Figure 14 is displayed. The characteristics from variant class assigned to configurable material are listed here. I configure the equipment master 10006939 by assigning characteristics value relevant to 1 Ton AC Motor (1 Ton, 25 KW and 1000 R.P.M.) and save the equipment master changes. This way, I configure equipment master 10006939 (Air Conditioner's Motor A:25 KW 1000 RPM) first. I repeat the process to configure equipment master 10006940 (Air Conditioner’s Motor B: 50 KW 2000 RPM) in the same way, using configurable material 3319 and configurable characteristic value assignments (2 Tons, 50 KW and 2000 R.P.M.) and save the transaction.  

Maintain a Configurable General Maintenance Task List

Change the General Maintenance Task list by following menu path Plant Maintenance> Preventive Maintenance > Work Scheduling > Task Lists > General Maintenance Task Lists change (transaction codes IA06). Then, on the Change General Task list: initial screen, enter group, group counter (in this example, 98 and 1, respectively) and press Enter. The screen Change General Task list: Operation Overview (Figure 15) is displayed. In my example, I use an existing general maintenance task list (group 98 and group counter 1) with four operations: 10, 20, 30, and 40. A general maintenance task list group (in my example, 98) can have more than one task list. A group counter (in my example, 1) identifies each individual instance. The group and group counter together uniquely identify a task list. Operations 10 and 30 need work hours based on certain features of the motor in the service/maintenance order. Operations 20 and 40 are needed for motors of one ton and two tons AC, respectively. Based on the above requirements, I now configure this general task list.    

Step 1. Maintain the Configuration Profile for a General Maintenance Task List

  The purpose of a configuration profile for a general maintenance task list is similar to configuration of configurable material discussed earlier. To create a configuration profile, follow menu path Logistics > Central Functions > Variant Configuration > Configuration Profile > Create  or use transaction code CU41. A screen to select a configurable object appears (Figure 16). Alternatively, if another object is already selected, you can click the Change configurable obj. button to select the general mainteance task list.   In the Select Configurable Object screen, click the General maintenance task list button. After you press Enter, you see the Create Configuration profile for general maintenance task list initial screen. Provide the task list group, group counter (in this example, task list group 98 and group counter 1), and validity start date (valid from date) of your general maintenance task list for which you want to create a configuration profile. After entering the details, press Enter. In the next screen (Figure 17), maintain a configuration profile for general maintenance task list similar to the configuration profile set up for material.  

Step 2. Maintain Object Dependencies

You write dependencies using special syntax in the dependency editor as discussed in the sidebar, “A Brief Introduction to Object Dependency Syntax.” You can create a dependency using menu path Logistics > Central Functions > Variant Configuration > Dependency > Single Dependency > Create/Change or transaction code CU01 or CU02. In the configurable task list, you can use dependencies to do the following:

• Control which operations are selected from a general task list in a service/maintenance order. To control selection of operations, use the selection condition dependency type.
• Change field values in an operation based on configuration. To change the field values, use the procedure dependency type.

You can create a global object dependency. In this example, I use global dependency to manage it centrally from the create/change dependency transaction. Global dependencies have user-defined nomenclature, and you can use them in multiple objects. You also can manage them centrally. You write a dependency in the dependency editor. Alternatively, you can create a local dependency directly from the general task list change transaction itself. A local dependency is useful when you do not want to manage a dependency centrally or when it is created on a one-off basis specifically for a general task list’s requirement. To create a local dependency, when you are in the General Task list, change or create a view using menu path Logistics > Customer Service > Service Agreements > Maintenance Task Lists > Task Lists > General Maintenance Task Lists > Create or use transaction code IA05 or IA06. Choose the operation to which you want to assign dependency by selecting the operation line. To select an operation line, click on the button to the left of the operation number in the operation line. After clicking this, the entire row is highlighted. As an example, in Figure 18 operation 0010 line is highlighted. After creating local dependency for one operation, you can create local dependency for another operation by deselecting the previous line (to deselect an operation, click on button to the left of an operation number in an operation line) and repeating the process of selecting the new operation and creating local dependency. Navigate via Extras > Object dependencies > Assignments (Figure 18). In the new screen that is presented, enter the name of the dependency and create a local dependency similar to a global dependency.   In my example, I use four global dependencies to illustrate the use of constants and variant tables for selection conditions and procedure dependency types, as shown in Table 1.

Dependency Procedure Using a Constant

As per requirements, Operation 10’s work hours need to be changed based on the power rating characteristic value of the motor. Create a dependency by using the menu path and details to create/change global dependency or local dependency presented earlier in this step and check the Procedure radio button (Figure 19). This example does not use a variant table.   Click the Depencency editor button. In the next screen (Figure 20) you write the source code.   The procedure in Figure 20 checks the power rating characteristic value in the equipment master of the motor and adds the corresponding constant hours to the Work field in Operation 10 (Figure 18).

Selection Condition Using Constant

Because Operation 20 needs to be selected only for the motor of the one-ton AC, I create the dependency with the dependency type Selection condition, as shown in Figure 21. Click the Dependency editor button in Figure 21.   In the next screen (Figure 22), I use the RPM characteristic value 1000 to write this selection condition.  In the dependency editor, you write code for this selection condition using a constant characteristic value. Because R_P_M characteristic’s data type is a character as discussed in the “General Rules for Writing Dependency Syntax” section, the value is written in single quote marks.  

Procedure Using Configuration Table

The Work field value of Operation 30 needs to be inferred based on the value specified in table DEMO_VARCONFIG. The code begins with a declaration of table. The procedure finds the table line in variant table DEMO_VARCONFIG for the key characteristic AC_tonnage’s value specified in the equipment configuration. Later, it infers Data field VARTAB_HR’s value. As shown in Figure 23, the code also copies the Work field value calculated to the Duration field.  

Selection Condition using Configuration Table

Because Operation 40 is selected only for two tons, I create a dependency type selection condition (Figure 24). I write code with the table declaration, as in line 10, and specify the condition to select the operation line, as in line 20.    

Step 3. Assign Dependencies to Task List Operations

As shown in Figure 18, you can assign global dependencies to the concerned operation line. For this, choose the operation line and make the assignment via Extras > Object dependencies > Assignments. In the screen that is presented make the assignment of the dependency to the operation line. You can check the consistency of the task list or a dependency in particular and save.

Application of a Configurable General Maintenance Task List in the Selection of Required Service/Maintenance Operations and Planning Data

The configurable task list setup is now ready. You can run the business process to verify its function. In my example, I create maintenance plan 440 for equipment 10006939 (AC Motor A:25 KW 1000 RPM) and maintenance plan 441 for10006940 (AC Motor B:50 KW 2000 RPM). Both of these maintenance plans use configurable general task list group 98 and counter 1. To schedule maintenance plan 440, I run transaction schedule maintenance plan using menu path > Plant Maintenance > Preventive Maintenance > Maintenance Planning > Scheduling for Maintenance Plans > Schedule. Transaction IP10. In the Schedule Maintenance Plan: initial screen, I provide the maintenance plan number (440) to be scheduled and press Enter. In the case of first-time scheduling, I provide a start date to define when the system should start the maintenance plan and save the transaction. Based on the maintenance plan’s scheduling parameters, a service order is created. In this example, service order 503306 is created for equipment 10006939 (Figure 25) as a result of the scheduling of the maintenance plan. In this service order, as shown in Operation Overview screen in Figure 26:

• Operation 10: Has two hours added to base one hour from task list in the Work field.
• Operation 20: Selected because as per selection conditions, R_P_M is 1000 for this equipment.
• Operation 30: Has four hours because the inferred value of data field VARTAB_HR from the variant table is four for the motor with key characteristic AC_tonnage value one ton.
• Operation 40: Not selected because the AC_tonnage value does not match.

  I follow the same procedure for scheduling maintenance plan 441. In this case, service order 503307 is created for equipment 10006940, as shown in Figure 27. In this service order, as shown in the Operation Overview screen in Figure 28:

• Operation 10: Has five hours added to base one hour from task list in the Work field.
• Operation 20: Not selected because, as per selection conditions, the RPM characteristic value 2000 for this equipment does not qualify.
• Operation 30: Has eight hours because the inferred value of data field VARTAB_HR from the variant table is eight for the motor with key characteristic AC_Tonnage value of two tons.
• Operation 40: Selected because the AC_tonnage value matches.

  As illustrated in the business process scenario, configurable task lists provide ample opportunities to improve planning in customer service or plant maintenance. It can help you minimize task list instances and provide a way to manage data centrally. Figures 29 to 31 recapitulate setup and use of configurable task lists in business processes. You can follow the alphabet tags for master data objects and their use in subsequent transaction data records. Figure 29 shows the basic master data setup for Characteristics, Class, Material Master, and configuring Equipment master and configuration profile for material. It demonstrates with the help of tag and arrow lines the use of each master data object in its higher data object; for example, Characteristics are used in Classes.   Figure 30 shows the basic master data set up for Variant configuration table definition and assignment, Dependencies. It demonstrates with the help of tags and arrow lines the use of the predecessor master data object (e.g., Characteristics in the Variant configuration table and use of tables in defining dependencies).   Figure 31 shows the process of setting up the configurable general maintenance task list setup, assigning dependencies to operations of task list, maintaining configuration profile, and setting the maintenance plan. This figure also demonstrates that on scheduling maintenance plans the service orders are generated for each AC’s motor. The planned hours data and operation selection are based on the configuration value of the AC motor equipment and configurable task list and assigned dependencies.