Usage of Permits in SAP Plant Maintenance

Purpose
This process describes the use of permits during order processing. Before an order can be executed or technically completed, a planner ensures that: All the necessary safety precautions have been taken The required financial resources are available The work has been approved at management level

Prerequisites
You define permit categories in the Customizing for Plant Maintenance and Customer Service by choosing Master Data in Plant Maintenance and Customer Service - Basic Settings - Permits - Define Permit Categories. These permits can be assigned to Technical Objects and / or Orders. Assignment of Permits to the PM Order can be done in 2 ways. Manually without referring any condition Automatically using the condition
Permits Assignment in Technical Object:

Permits can be assigned to Technical Objects viz., Equipment & Functional Location. These permits will be called in all the PM orders which are created with reference to these Technical Objects with the condition of Proposal tick box selected in Permits Screen. To assign the Permits to Technical Objects in Technical Objects, follow this path. Transaction Code is IE02 / IL02 In the Technical Object, Go to Permits. Prerequisites: Permits should be created. Refer Transaction Code IPMD. Creation of Permits will be discussed at a later phase of this document.

This type of Permits assignment to the technical objects will be done whenever critical equipments are used & approval is required prior to all kinds of maintenance.

Permits Assignment to Order:

Apart from assigning Permits to technical objects, Permits can be assigned directly in PM order. In some of the Technical Objects, Approval will not be required always whenever maintenance is being done. So whenever approval required, permits can assigned in PM Order. To facilitate this, Permits can be assigned to PM Order either manually or automatically.

Manual Assignment of Permits in PM Orders:

Menu Path: IW32 - Menu Goto - Permits.

Automatic Assignment of Permits to PM Orders:

Also Permits can be assigned to PM Order automatically based on Business Transactions. 1. Based on Cost 2. Based on Type of Activity 3. Based on Other Conditions

Based on Cost:
Here, approval will be asked from the manager or responsible person if the maintenance cost goes beyond certain limit. Here costs include Total Planned Cost of Order, Total Estimated Costs of Order & Total Actual Costs of Order.

Scenario: (Whenever Total Planned Costs is more than limit)

Here, Permits should be created automatically whenever Total Planned Costs of Order goes beyond the limit. The following steps are to be followed. 1. Create Characteristics for the Parameters to be considered (T- Code is CT04) a. Total Planned Costs of the Order (CSEVPERMIT PKOSTEN) b. If the approval is for specific type of Order (ex. Only for Preventive Maintenance), then add Order Type as another characteristic (CSEVPERMIT AUART)

2. Create Class by including all the created characteristics (T Code is CL02) Once all the required characteristics are created for the Permits configuration, Permit Class should be created. Pre-Requisites: Permit Class should be configured in OIPG. The class name in CL02 should be same as the class mentioned in OIPG.

In the class of Permit, all the required characteristics should be assigned.

1. Creation of Permits Once after creating Required Characteristics & Class, Permits can be configured using these details. Transaction Code is IPMD

As shown above, Permit Code, Permit description & Permit category should be given. After that, Approval stage should be mentioned with requirement status of approval. Approval stages are Order Release & Order TECO. Requirement statuses are 1. Warning message if permit is not issued 2. Error message if permit is not issued 3. Permit is optional Once after defining above mentioned details, click Classification button.

Here the condition is that approval is required for the maintenance if the planned cost is more than 1000 SAR & order type is ZM03.

Usage of these Permits:

With above configured Permit, the following usage will be derived. Whenever order is created with order type ZM03 & total planned costs goes beyond the limit of 1000 SAR, this permit will be assigned automatically in the order. By having proper authorisation, only authorised person can issue this permit. Without having the issue of permit, Order release can be rectified.

As per the required parameter to be considered for approval process, all the characteristics should be created & assigned the Permit class. All the possible conditions can be referred from the table CSEVPERMIT.

Some Additional Information:

1. There are 3 different Order types (PM01, PM02 & PM03); but for all order types, approval is required if the total planned cost is more than 1000 SAR. Then there are 2 ways. a. One, create 3 different approvals with the combination PM01 & 1000 SAR, PM02 & 1000 and PM03 & 1000. b. Second, Create only one permit by assigning all 3 order types. Pre-Requisite to assign multiple values in Permit configuration is that Select Multiple Values while creating Characteristics & giving appropriate no. of characters.

2. Authorisation for Permits Issue can be controlled using Authorisation Object I_SOGEN

PM: Permit

Multiple values can be mentioned while defining the permits.

ADDITION-1
3 extra points to augment the excellent document above: Costs and Currencies

When you create a currency relevant characteristic, such as total planned costs (PKOSTEN), the characteristic maintenance transaction will require a currency. The values assigned to the characteristic are interpreted always in this currency. If the order contains costs in another currency, the system converts the costs from the order cost currency to the characteristic currency before the comparison is made. The costs are converted using the exchange rate type 'M' as at the current date. For those curious, see subroutine LIMSPF00_COMWWA_CREATE in Function Group IMSP.

Characteristics form AND conditions The characteristics of the class are always interpreted as AND conditions - meaning that any permit classified using the permit class must fulfil ALL conditions. Permits can only be classified using the (one) permit class defined in Tx OIPG. Given characteristics form AND conditions, you must design your class classification very carefully if you work with multiple characteristics. Table T357G_GR - PM: Permit Groups This table maps the assignment of the class to a permit group. You should note that the table key supports multiple permit groups each with a possibly distinct class assignment. You might wonder what happens if multiple entries were maintained. The function module PERMIT_PROPOSAL_BY_CLASS just gets the first entry with a class assigned. In short - multiple permit groups are not supported. So don't even try it.
* determine permit class * (permit class is defined in permit group; * ONLY one permit group can be defined) SELECT SINGLE CLASS INTO L_CLASS FROM T357G_GR WHERE ( PERGR NE SPACE ). "#EC *

ADDITION FROM SAP

Entering, Issuing and Canceling a Permit

Prerequisites
You require one of the following authorizations: Authorization to change orders When changing the order, you can enter, issue and cancel permits. Authorization to issue and cancel permits You can only enter, issue and cancel permits using the permit list.

You can only cancel issued permits in the following cases: If the order has not yet been released and the permit must be issued with the release If the order has been completed and the permit must be issued for when the order is technically completed

For more information, see Displaying a Permit List.

Procedure When Changing the Order

1. Depending on the application component in which you are working, choose one of the following menu paths: o o Logistics Plant maintenance Maintenance processing Order Change Logistics Customer service Service processing Order Service order Change

1. Enter the number of the order, in which you want to issue permits, and choose Continue. The header data screen for the order appears. 2. Choose Goto Permits. This takes you to a dialog box with all the permits valid for the order. You can assign additional permits if required, as described in Assigning Permits. 3. Select the permit which you want to process and choose one of the following options: - If you want to record that someone else is issuing the permit, enter their name and yours in the corresponding columns. Save your entries or choose the Issue permit pushbutton. The permits are issued. o o To issue the permit yourself, choose Issue permit. To cancel the permit, choose Cancel permit. The system cancels the issuing data.

Depending on the permit attributes and the system status of the order, the reissue can be refused. The system writes the relevant data to the appropriate fields. 1. Save your data.

From the Permit List

1. Depending on the application component in which you are working, choose one of the following menu paths: Logistics Plant maintenance Maintenance processing Order Permit list Change Logistics Customer Service Service Processing Order Service Order Permit List Change A selection screen appears. 2. Enter data as required. Specifying the duration until the key date is necessary to see which permits should be issued until this date.

3. Choose Execute. The list of permits appears. The urgency of issuing permits is represented using a traffic light. 4. Select the permit which you want to process and choose one of the following options: o o To issue the permit yourself, choose Issue permit. To cancel the permit, choose Cancel permit. The system cancels the issuing data. The permit needs to be issued again.

Depending on the permit attributes and the system status of the order, the reissue can be refused. The system writes the relevant data to the appropriate fields. 1. Choose Back. The selection screen reappears. 1. Save your data.

A Problem on Permit.
Problem : Client requirement is not to release order if Planned cost exceeds Rs.15000. I attached one permit for this. But system is asking only for Permit issue. If I issue this permit then system releases the order. System is not checking the Planned cost value at all. Solution: You can make use of permit, create a permit with the controls of order release refuse if the permit is not issued. Create characterisic as the name specified in the IMG, in the characteristic addtional tab specify the table as CSEVPERMIT and the field name as PKOSTEN, assign the characteristic to the permit and specify the values for the class as say > Rs 15000. Then while creating the order if the plan cost is higher than Rs15000, then system will not release the order unless you have specified the permit to the order. Additional, in your permit, put 2 in Order release :