400.05.PM.

04

S/4 HANA – Business User Guide

(Training Manual)

Plant Maintenance-PM

Calibration Maintenance
Version 0.1

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 CHANGE RECORD
Date Approved Author Version Change Description
11.03.2023 Suyash Chhawala 0.1 Document Created

REVIEW AND SIGN-OFF

Name Role Date Comments Signature
Reviewer –
Functional Lead
Devendrasinh
Team Lead- Manager
Vansiya
Abhishek Kumar Assoc Manager
Prashant Kawale QA Reviewer

Reviewer-HPCL
Binoy D Theruvan CTM Lead
Bhupendra Test Owner HPCL
Kumar
Gopal Mishra Core Team Member
Sandeep Kumar Core Team Member
Dharampal
Amit Rathore Core Team Member

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Contents
1 Introduction 4
1.1 About Document: 4
1.2 Target Audience: 4

2 Business Process 4
2.1 Calibration Maintenance: Overview 4

3 Process Steps 4
3.1 Maintenance scheduling overview list 4
3.2 Master Instrument Assignment in Calibration Order 6
3.3 Release Calibration Order: 8
3.4 Check Inspection Lot: 10
3.5 Results recording for Calibration Order: 11
3.6 Usage Decision for Calibration Order 16
3.7 Settlement Process for Calibration Order: 19
3.8 Business completion for Calibration Order 20
3.9 Maintenance Order Report: 21
3.10 Scheduling overview list: 23
3.11 Calibration certificate: 24

4 Process Step-FIORI View: 26

4.1 Display Master Inspection Characteristics (MIC) 26

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1 Introduction
1.1 About Document:
✓ This document explains Calibration Process in the SAP S/4 HANA environment and is to be considered
as a business manual for embedding learning HPCL user community on its functionality and usage.

1.2 Target Audience:

✓ HPCL Business Team is granted access to execute this specific transaction with authorized controls.
2 Business Process
2.1 Calibration Maintenance: Overview
✓ The objective of a calibration inspection is to determine whether each piece of equipment specified in
the maintenance order meets the predefined performance specifications.

✓ To ensure that the test equipment used always fulfills the defined performance criteria, we have to
regularly test and calibrate the test equipment with the Master Calibrator (Master Instrument) Required
Master Inspection characteristics (MICs) will be maintained as Master Data and attached to respective
task lists. These task lists when scheduled through a plan or when pulled into a maintenance order,
Inspection lot will be generated.

3 Process Steps

Note: Calibration Plan and Schedule Calibration Plan steps kindly refer to the master data user manual.

3.1 Maintenance scheduling overview list

Use
It is used to view the calibration order number.

Procedure
1. Access the transaction by choosing one of the following navigation options:

SAP menu SAP Easy Access Menu → Logistics → Plant Maintenance→

Preventive Maintenance → Maintenance Planning →Schedule
for Maintenance Plan → Scheduling Overview
Transaction Code →IP24(List-display)

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Enter the order type, scheduling dates & Planning Plant as shown in the below screen & click execute button to
view the order number.

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 • See the list overview of Calibration Order.

3.2 Master Instrument Assignment in Calibration Order

Use
It is the process of verifying the accuracy of an instrument with the help of a master instrument. (ex: This
is done by comparing the output of the gauge to a reference gauge)

Procedure
SAP menu SAP Easy Access Menu → Logistics → Plant Maintenance →
Maintenance processing → Order
Transaction Code → IW32(Change)

• IW32 → Enter order number in initial screen & continue.

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• Select operation no & go to the PRT icon. After clicking the PRT icon, the PRT assignment screen will be
opened.

PRT
BUTTON

• In this screen, the user needs to select the Equipment tab & enter the “Q” category equipment number.

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 • Control key → 1.
• Click on copy button

COPY
Button

3.3 Release Calibration Order:

Use

After Releasing the calibration order we can check the inspection lot details and record the results.

Procedure
SAP menu SAP Easy Access Menu → Logistics → Plant Maintenance →
Maintenance processing → Order → Change.
Transaction Code → IW32(Change)

• Enter the order number in the Initial screen

• Click on the release flag button to release the order. After the order was released system status
changed from CRTD to REL.

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 • Save the order

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_______________________________________________________________

Calibration maintenance order User status should be maintained as per the priority of the
maintenance work.
The following user status will be available in the Calibration maintenance work order.
User status Description of user status
CANC Canceled
INPR In Progress
SVND Sent to Vendor
WBUD Waiting for Budget
WFSR Waiting for Services
WMAT Waiting for Material
WPCD Waiting for Plant Conditions
WPMT Waiting for Permit
_______________________________________________________________

3.4 Check Inspection Lot:

Procedure
SAP menu SAP Easy Access Menu → Logistics → Plant Maintenance →
Maintenance processing → Order → Change.
Transaction Code → IW32(Change)

• Enter the order number in the initial screen

• Next, go to the Environment icon and check the inspection lot.

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 • Check the inspection lot no

3.5 Results recording for Calibration Order:

Use
Record inspection results for each MIC to determine whether the recorded values are within the
predefined inspection specifications. Based on the inspection results evaluate and close each operation.
The valuation specifies whether you accept or reject the equipment at the operation level.

Procedure
SAP menu SAP Easy Access Menu → Logistics → Quality management
→ Quality Inspection → work list → Inspection
Transaction Code → QA32 (change data)

• Enter Plant details.

• Enter the Lot creation date.
• Inspection lot origin-14
• Select all Inspection Lots indicator
• Press execute icon to display the list of Inspection Lots.

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 • On the next screen, you can see Inspection Lot details
• Check the inspection lot status as REL CALC which indicates that inspection specifications are
copied in the inspection lot and the sample size is calculated.
• Select the inspection lot & press the “Results” button, to do the resulting recording.

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 • After clicking on the result button, the Inspection tab will be opened, here click→ “Assigned Insp.
Point”.

• The “Result Record Overview” screen will be opened and record the results against all the line items.
• Select all operations and press evaluate button.
• Click on the lock icon and save it.

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 Close button

EVALUVATE button

• At the time of saving valuation tab will be popup, here select the confirmation icon & do the
confirmation.

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 • Enter actual work and unit and click on the back button

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3.6 Usage Decision for Calibration Order

Use
The usage decision for an inspection lot confirms whether you accept or reject the equipment.

Procedure
SAP menu SAP Easy Access Menu → Logistics → Quality management
→ Quality Inspection → work list → Inspection
Transaction Code → QA32 (change data)

• Perform usage decisions using T code → QA32.

• Select the inspection lot & Press the usage decision button to move to the next screen.
• Select the UD code from the dropdown functionality

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 • Press the save icon.

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 Note: After the Usage decision Calibration Order will be “TECO” automatically. After the usage
decision, automatically the system status will be set to TECO.

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3.7 Settlement Process for Calibration Order:
Use
The actual cost of consumption (materials and external services) for Maintenance orders is loaded on the order
itself as and when resources are consumed during the order processing cycle.
At the month-end finance, Department settles the actual cost of all the maintenance orders which are technically
completed to the respective cost centers.
After the settlement, the actual cost of the order is transferred to the cost center, and the actual cost of the
order will become zero.

Procedure

SAP menu SAP Easy Access Menu → Logistics → Production →

Shop Floor Control → Period-End Closing →Settlement →
Individual Processing
Transaction Code → KO88

• Perform settlement of work order using T code → KO88

• Set Controlling area screen will pop up, here need to provide the controlling area “HPCL”.
• The Settlement screen will be opened, here provide relevant details.
→ Settlement period, Fiscal Year & Processing options tab - Click on the check transaction Data icon
• After that Maintenance Order cost will be settled to the settlement receiver.

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3.8 Business completion for Calibration Order

Use
• Order Balance is Zero
• The order is Technically Complete
• All cost is settled in Cost Centre/WBS.
• No PR & PO is open.

Procedure

SAP menu SAP Easy Access Menu → Logistics →Plant Maintenance

→ Maintenance Processing → Order
Transaction Code →IW32(Change)

• Click on the Complete business icon using the T code→ IW32.

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 • After completion, the system status changed from TECO to CLSD (closed).

3.9 Maintenance Order Report:

Procedure

SAP menu SAP Easy Access Menu → Logistics →Plant Maintenance

→ Maintenance Processing → Order → Order list
Transaction Code → IW38(Change)

• Click on the complete checkbox indicator, and provide the order type, and period (date) to get the order
list.

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 • Check Calibration Order completion list-

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3.10 Scheduling overview list:

SAP menu SAP Easy Access Menu → Logistics → Plant Maintenance

→ Preventive Maintenance → Maintenance Planning →
Scheduling for maintenance plans → Scheduling Overview

Transaction Code→ IP24(List display)

• Enter the order type and press execute button as shown below snapshot-

• In this report, you can see the completion date tab

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3.11 Calibration certificate:
Procedure

SAP menu SAP Easy Access Menu → Logistics → Plant Maintenance →

Maintenance processing → Order → Change.
Transaction Code → IW32(Change)

T code →IW32
• Click on the order icon and select the print option to get the Calibration certificate. As shown in the
below screen.

• Select Output Device → ZPDF to fetch the certificate from order.

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 • Select the checkbox indicator of the calibration form and click on Print Preview-
Note -
• For Safety Valve Calibration Order- Select ZPM3 print key
• For General instrument Calibration Order- Select ZPM2 print key

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4 Process Step - FIORI View:
4.1 Display Master Inspection Characteristics (MIC)
Use
IN SAP Fiori Display MIC Fiori tiles are the same as display MIC in SAP GUI, it gives the user an easy way to
display MIC.
Procedure
Enter the FIORI URL in a web browser, the following screen will appear as shown below.

Enter login details and Click on the display Master Inspection Characteristics tile as shown below.

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 • After clicking on the display MIC tile Following Screen Will Appear, enter mandatory details (Plant) and
click the Go Button.

• A List of MICS details will be shown with respect to the plant details.

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