SAP Terminology

Finance + Sales & Distribution

Business Blueprint (BBP)
A Business Blueprint (BBP) is a critical document in an SAP System implementation process. It serves as a
detailed plan outlining how a company intends to use SAP system to meet its business requirements.

The BBP captures the company's Current-Business processes (As-Is), desired Future-State(To-Be), and how SAP
will be configured and customized to support those processes effectively.

Its main purpose is to guide the SAP implementation process, from initial planning to system configuration,
testing, and deployment. It ensures that the implemented SAP system effectively supports the organization's
business processes and objectives.

After Go-Live, the BBP acts as a reference document for support and maintenance for troubleshooting issues,
making enhancements and addressing user issues.

Therefore, it MUST be comprehensive, regularly reviewed and updated to ensure that the business processes
are well covered and documented as implemented.
Business Blueprint (BBP)
A complete SAP BBP should contain the following key components:
• Scope and Objectives: Clearly define the scope of the module being implemented and the objectives the organization aims to
achieve through the implementation.
• As-Is and To-Be: Document the existing business processes and outline the desired future state after the SAP
implementation. Include process flows, roles, responsibilities, and any proposed improvements or optimizations.
• Gap Analysis: Documented gaps identified during gap analysis to identify differences between the As-Is and To-Be business
processes and highlight areas where SAP functionality may need to be customized or enhanced.
• System Configuration: Detail how SAP will be configured to support the identified business processes. This includes
configuration settings, master data requirements, customizations, and integration points with other systems.
• Business Rules: Define the guidelines, principles, and constraints that govern how business processes should be executed
within the SAP system. Cover aspects such as data validation, workflow, authorization, compliance, integration, and exception
handling.
• Interfaces: Identify any interfaces or integrations with other systems that are required. Describe the data exchange
mechanisms and communication protocols between SAP and external systems.
• Reporting and Analytics: Define the reporting and analytics requirements of the organization. Specify the reports,
dashboards, and key performance indicators (KPIs) that will be used to monitor business performance.
• Roles and Responsibilities: Clarify the roles and responsibilities of key stakeholders involved in the SAP implementation
project, including the project team members, business process owners, IT personnel, and external consultants.
SAP Enterprise Structure
Client
Definition
In SAP, a client is like a separate workspace within the
System/Landscape.
• Each client has its own data and settings, so changes in one
client don't affect the others.
• It helps in keeping different types of activities, like
development, testing, and live operations, separated..
Landscape
Definition
In SAP, the Landscape refers to the setup of different environments you use for
various purposes:

1. Development (DEV):
Where new features and changes are created usually by the consultants

2. Quality Assurance (QAS):

Where those changes are tested to make sure they work correctly. Done by both consultants and Super Users.

3. Production (PROD):
Where the actual business operations happen with real data. Only Users use this one. This is the Live System.

This setup helps ensure that new changes are tested thoroughly before they affect
the live system.
Company Code
Definition

In SAP, a company code is a key organizational unit for financial accounting. It

represents a legal entity or a business unit within a company that has its own set of
financial records.

• Financial Accounting: Each company code maintains its own accounting records,
including balance sheets and profit & loss statements.
• Legal Entity: It often corresponds to a legal entity or business unit that must report
financial information separately.
• Independent: Each company code operates independently in terms of financial
transactions, reporting, and compliance.
• All Company Codes MUST be assigned to a Chart of Accounts, and also to a
Controlling Area if management accounting is required.
Plant
Definition
In SAP, a "plant" is like a specific location or facility within a company where certain activities happen. A plant
important in the following
1. Inventory Management:
It helps track where materials and products are stored and keeps an eye on stock levels.
2. Production:
It indicates where manufacturing or assembly of products takes place.
3. Buying Goods:
It shows where purchased items are delivered and stored.
4. Sales and Shipping:
It helps manage where products are sent from when sold to customers.
5. Maintenance:
It identifies where company equipment is located and maintained.
6. Cost Tracking:
It helps keep track of costs related to different activities at specific locations.
In short, a plant helps organize and manage all the materials, products, and activities happening at different
locations within a company.
Plant Maintenance (PM)
 SAP Plant Maintenance Org. Structure
• Client - A grouping or combination of legal, organizational, business and/or administrative units with a common
purpose.

• Company Code - This level represents an independent accounting unit within a client. Each company code has its own
balance sheet and its own profit and loss statement. A subsidiary company or member of a corporate group.

• Plant - An operational unit within a company code. A plant produces goods, renders services, or makes goods
available for distribution. A production facility or a branch office.

• Maintenance Plant - Location of physical facility where maintenance works are done. Provides a way to group
people and tasks into an organizational unit

• Work Center - refers to the person or work group responsible for handling maintenance orders or maintaining
equipment. Mechanics, electricians, technicians are samples of units that fall under this category

• Maintenance Planning Plant - This is a plant at which the maintenance operations are planned. It is possible that
requirements come from own plant or from another maintenance plant assigned to the maintenance planning plant. In
most cases, the maintenance planning plant is same as the maintenance plant.

• Maintenance Planner Group - It is a group of employees responsible for planning and processing of maintenance tasks in
a plant. A different maintenance planner group is created for each plant.
List of Plant Maintenance Master Data
1. Work Center
2. Functional location
3. Characteristics and Class
4. Equipment
5. Bill of Materials
6. Measuring Point and Counters
7. Maintenance Strategy
8. Maintenance Task List
9. Maintenance Plan
Functional Location
Definition: A Functional Location is a hierarchical, multi-level structure that represents the physical locations where the maintenance tasks are
performed. Objects that can be installed at functional locations are called pieces of equipment in SAP System. Functional locations are used to
manage and record maintenance tasks and histories related to physical spaces or areas within a plant or building. Each Functional location is
managed independently in the system, so that the following can be performed:

• Manage individual data from a maintenance perspective for the Functional location
• Perform individual task for the Functional location
• Keep a record of the maintenance tasks performed against a Functional location
• Collect and evaluate data over a long period of time for the Functional location

Example: In a manufacturing plant, the functional location could be structured as :

"Plant A > Section 1 > Assembly Line 2 > Conveyor Belt 3."

Here, each level represents a specific area, and maintenance tasks can be associated with each.
Equipment
Definition:
An equipment is a uniquely identifiable physical asset upon which maintenance activities can be carried out
and about which costs, and history can be recorded. It is defined as a Technical Object in the SAP system
that is used to record maintenance history and costs. Each piece of equipment has a unique identifier and
can be linked to functional locations, maintenance plans, and work orders.

The business object "Equipment" is an individual, physical object that is to be maintained and managed
independently in the system so that the following can be met.
• Manage individual data from a maintenance perspective for the Equipment.
• Perform individual maintenance tasks for the Equipment.
• Keep a record of the maintenance tasks or activities performed for the Equipment.
• Collect and evaluate data over a long period of time for the Equipment.
• It can be installed and/or dismantled from a functional location or part of an equipment
• The usage for a piece of Equipment at a Functional Location is documented over the course of time.

• Example: Equipment could be "Pump P-1001" in a chemical plant, which is identified by a specific serial
number, model, and location within the plant.
Bill of Materials
Definition: A Bill of Materials (BOM) in SAP PM is a structured list of all the components, sub-assemblies, assemblies, and
materials required to carry out maintenance activities on a piece of equipment. BOMs ensure that the right parts and
quantities are available for maintenance tasks. . The components can be stock or non-stock spares or assemblies, which in
turn can be described using maintenance BOMs.
Maintenance BOMs are primarily used for spare parts assignment to technical object (Functional Location, Equipment and
main unit). This is useful for Materials/Spare parts assignment and planning during Work Orders or when using maintenance
task list.
Example: For "Pump P-1001," the BOM might include items like "Seal Kit," "Bearing Set," and "Impeller." Each of these
components would be listed with their quantities and specifications.
Measuring Point & Counter
Measuring point is the physical and/or logical locations at which a
condition is described and measured. Counters are special forms
of Measuring Points which can count data cumulatively such as
odometer in a car.

Measuring Points and Counters are located on technical objects

(Equipment or Functional Locations). Measurement readings are
documented in the form of Measuring Documents. Measurement
reading can be entered in quantitative, qualitative or a
combination of both.

To enter measurement readings, Measuring Point must be defined

first. The Measuring Point Characteristics describe what to
measure into the system.

Example: A measuring point could be a "Temperature

Sensor" on a boiler that records the operating temperature.
A counter could be an "Hour Meter" on a generator that
tracks the total running hours.
 Measuring Point Characteristics
Measuring Point Characteristics determine the Unit of Measurement and numeric format (decimal
places, etc.) of Measuring Points.
Each Measuring Point must refer to a Measuring Point Characteristics for determining the Unit of
Measurement of readings to be entered against the Measuring Point.

Characteristic Name Unit of Measurement Description

TIME USAGE_RHR RHR Usage (Running Hours)

MOVEMENT_MVS MVS Movement (Moves)

DISTANCE_KM KM Distance (Kilometer)

TEMPERATURE_OC OC Temperature (Degree Celsius)

FREQUENCY_HZ HZ Frequency (Hertz)

VOLUME_LTR LTR Volume (Liter)

Maintenance Strategy
Maintenance strategy defines the timing and frequency of maintenance
activities. It can be based on time (calendar-based) or usage
(performance-based), and it determines how often specific
maintenance tasks should be performed.

Planned maintenance tasks in sequence are defined as maintenance

package where specific maintenance task for certain interval are
described.

A Maintenance Strategy Contains the maintenance packages that define

the cycle in which individual tasks must be performed,
Example: A time-based maintenance strategy might specify that
"Pump P-1001" should undergo a major overhaul every 6 months,
while a usage-based strategy might trigger maintenance after
every 1000 hours of operation.

It contains additional scheduling parameters such as shift factor,

preliminary and follow-up buffers, and hierarchy.
Maintenance Plan
Definition: A Maintenance Plan in SAP PM is a specific schedule that
outlines when and how often maintenance tasks should be performed
on a particular piece of equipment or functional location. It triggers the
creation of maintenance orders or notifications based on the defined
schedule.
Maintenance plans can be time-based, performance-based, or based
on a combination of both.
Example:
A maintenance plan for a cooling tower might schedule inspections every three
months and a comprehensive cleaning every year. The plan would automatically
generate work orders based on the defined schedule.
 Types of Maintenance Plan
1. Single Cycle Maintenance Plan
 Single Cycle Maintenance Plan (Time-based)
A single cycle plan is the simplest form of maintenance plan. In time-based single cycle plan, a Maintenance Planner or Section Engineer defines
exactly one-time interval for a certain routine maintenance task for a Functional Location or Equipment. A technical object (Equipment or
Functional Location) perhaps has more than one routine maintenance task with different time intervals. To be able to plan those activities, more
than one single cycle (time-based) maintenance plan is to be defined for the technical object.

 Single Cycle Maintenance Plan (Performance-based)

Like time-based single cycle plan, the maintenance tasks in performance based single cycle maintenance plan are predefined for certain interval
based on performance of the Functional Location or Equipment. This interval is not related to time but to performance or usage, for example running
hours, kilometers, etc. Therefore, the execution of routine maintenance is based on how often the Functional Location or Equipment is used in terms
of performance.
The prerequisites to implement this maintenance task are as follow:
o A measuring point counter for the Equipment must be defined in the Equipment Master Data.
o A measurement document for this measuring point counter that record performance (operation/running hours, kilometers, etc.) of the
Equipment must be created.
o The system calculates the planned date by which interval of performance (for example 3000 hours) of the Equipment has worked.
o Measured values for performance are entered in the system as measurement documents over the course of time. Each time a new
measurement document is created, the system recalculates the planned date.
o When the measured value exceeds pre-defined limit, a maintenance call object (notification or order) is triggered by the system
automatically.
Types of Maintenance Plan
2. Strategy Maintenance Plan
Maintenance strategy defines the rules for the sequence of planned maintenance work. The planned maintenance tasks in
sequence are defined as maintenance package where specific maintenance task for certain interval are described.

Strategy Plan assigns maintenance strategy in scenarios where maintenance cycles have been defined. The maintenance package and
strategies maintained in maintenance strategy are utilized by strategy plan.

3. Multiple Counter Maintenance Plan

Multi counter plan is the combination of a time based and performance-based maintenance plan. Cycle sets are used to assign
maintenance cycles where possible times and performance levels for planned maintenance are defined.
 Maintenance Task List
Maintenance task lists describe a sequence of individual step of maintenance tasks (operations), which must be performed
on a technical object (Equipment, Functional Location).

There are three types of maintenance task lists:

1. General Maintenance Task List (A)

These are task lists that are used for general maintenance tasks. As a result, they can be used for both equipment and
functional location. They are not specific to any technical object. General maintenance tasks allow you to define and manage a
sequence of maintenance tasks and use them for scheduling.

2. Equipment Task List (E)

A list that deals with equipment. The equipment task list, therefore, is used to manage maintenance tasks using specific
equipment.

3. Functional Location Task List (T)

This list is assigned to a specific functional location. Consequently, you can use a functional task list to centrally define and
manage maintenance tasks for your functional location.

Example: A task list for "Pump Maintenance" might include steps such as "Inspect seals," "Replace worn bearings,"
and "Lubricate moving parts." Each task is detailed with specific instructions and required materials.
SAP PM Transactional Data
Transactional Data are business documents which are created using master data i.e. Maintenance
Orders. Data relating to the day-to-day transactions. Data that is associated with processing of
business transaction

Measurement Document Scheduling of Maintenance Plan

Pre-Requisites
1. You have created a piece of equipment
2. You have assigned a task list (equipment task list or general task list) to the maintenance plan.
3. You have assigned a measuring point or counter to this piece of equipment. The characteristic of the measuring
point/counter must have been created with reference to a class characteristic of the classification system.
4. Maintenance Plan has been maintained for the equipment with corresponding Task list and other data.
Measurement Document
The data transferred to the system after a measurement has been taken at a measuring point or a counter is
described in the SAP system as a measurement document. This transfer can be performed automatically or manually.
The measurement document is therefore the result of a measurement or counter reading being entered in the
system.

Structure
• Measuring point data:
This includes measuring point number, measurement position, description, characteristic and unit.

• Measurement result data

This includes the time of the measurement or reading (time stamp) to the exact second, the measurement or
counter reading, and any qualitative judgment regarding the result of the measurement.

• Possible additional information (as short and long text)

This includes information about which employee who took the measurement or counter reading, and where
necessary, the number of the measurement document from which the measurement or counter reading result
has been copied.
SAP PM Maintenance Process
Planned Maintenance
The care and servicing by personnel for
the purpose of maintaining equipment
and facilities in satisfactory operating
condition by providing for systematic
inspection, detection and correction of
incipient failures either before they occur
or before they develop into major defects.

Preventive maintenance is conducted to

keep equipment working and/or extend the
life of the equipment
 Types of Preventive Maintenance
1. Time Based:
Tasks are triggered at a specific frequency;
For example, every three months or every
six months

2. Performance Based:
Task are triggered when the specific
performance level of the object is
reached; For example, electric meter
reading every 1500 units

3. Condition Based:
Task are triggered when external conditions
fall within a specific range; For example,
temperature outside higher than 85° C
Preventive Maintenance
Preventive Maintenance
1 Create Plan • Maintenance Plan

• Counter Readings
2 Reading • Measurement Documents

• Maintenance Plan Scheduling

3 Scheduling • Deadline Monitoring

• Maintenance Order Processing •

4 Execution •
Labor Spare Parts receipt & Issue

5 Confirmation • Job Confirmation

• Order Completion
6 Completion • Order Settlement

Maintenance History
Unplanned Maintenance
Can be defined as a maintenance task performed
to identify, isolate, and fix a fault so that the failed
equipment, machine, or system can be restored to
an operational condition within the tolerances or
limits established for in-service operations.

Corrective maintenance, also called "repair,“ is

conducted to get equipment working again.
Business Cycle
Unplanned Maintenance
1 • Maintenance Request • Activity Report
Notification • Malfunction Report

2 • Object Parts • Activities

Inspection • Damages and Causes

• Breakdown
3 Order • Corrective

• Capacity Planning • PR/PO

4 Planning • Parts availability check

• Maintenance Order Processing •

5 Execution • Labor Spare Parts GR/GI

6 Confirmation • Job Confirmation

• Order Completion
7 Completion • Order Settlement

Maintenance History
Maintenance Notification
A Maintenance Notification is used to describe the condition of technical objects
(Functional Location or Equipment) by the operations, engineering or maintenance
users and request the respective maintenance department to perform a necessary
task, and to record complaint. The notification contains information about
• where the event took place,
• when it happened,
• how urgent it is,
• what the symptom is,
• when the responsible person should response, etc.

Maintenance Notifications are created in the event of maintenance request, activity

reporting and master data request.
Maintenance Orders
Work Orders are classified into Order types according to the nature of work and report requirements.
In terms of technical view, the Order type controls some of the Orders characteristic.
For example, work orders are grouped into Scheduled or Unscheduled.
Work Orders are detailed planning for maintenance tasks to be performed.

The following Work Order characteristics depend on the Order type:

• Number ranges (work order numbers e.g. 1200 series for Auto workshop, 13000 series for Maintenance)
• Settlement receiver proposal (what object should be responsible for the costs in the Work Order)
• Maintenance activity types and default value for maintenance activity type
• Permitted Order types for each maintenance planning plant

Use of Work order:

• Plan tasks in detail regarding work order type, scope, parts needed, dates and resources
• Monitor the execution of tasks
• Define rules for account assignment, settlement and budgets
• Enter, assign and settle the costs which arise from tasks

The objective of Maintenance Order Processing is to capture the actual cost incurred during the processing of Maintenance
Activities.
a. Issuance of Spare parts
b. Confirmation of actual labour hours consumed by the Maintenance Work Center
c. Goods receipt of non-stock items Purchase Order
d. Service acceptance of Service Purchase Orders.
Preventive Maintenance Process
To be able to effectively utilize SAP PM, we need to have Preventive Maintenance plans for their
Equipment to maintain the target condition of their technical objects.

Preventive Maintenance is defined as the sequence of activities that are performed as part of preventive
maintenance in an organization. They are used to perform repeated tasks as part of PM and to perform
them efficiently. This process addresses the preventive maintenance based on time interval for the pieces
of equipment.

The following are the application components in maintenance processing:

1. Maintenance Plan (MP)describes the dates and scope of the tasks
2. Plan tasks in detail regarding type, scope, dates, and resources
3. Monitor the execution of tasks
4. Define rules for account assignment, settlement and budgets
5. Enter, assign and settle the costs which arise from tasks
Condition-Based Maintenance Process
Condition-based maintenance is defined as a maintenance strategy, for which a maintenance task is
triggered by a difference in the actual condition of a technical system or part of a technical system
compared to the target condition.

You must fulfill the following prerequisites for condition-based maintenance:

• You must first define the target conditions of the technical systems and parts of a technical
system.
• You must monitor the technical system and parts of it regularly or permanently in terms of the
target conditions.
• You are not required to define any maintenance plan
Examples of when Conditioned-based Maintenance is triggered:
• The temperature has risen too high or fallen too low.
• The flow rate is too quick or too slow.
• The oil shows too high a level of pollution.
• The voltage has dropped too low or has built up too far.
• The viscosity of the lubricant is too high or too low.
Corrective Maintenance Process (Planned Repairs)
Corrective Maintenance is a maintenance task performed to identify, isolate, and
rectify a fault so that the failed equipment, machine, or system can be restored to an
operational condition within the tolerances or limits established for in-service
operations.

This process overview describes the procedure for addressing equipment failures or
defective component of the system that may cause or have already caused service
interruption.

The following are the application components in the maintenance processing:

• PM Notification is used to describe the condition of a technical object or to report a

malfunction at a technical object and request that the damage be repaired.

• Work order (WO) is used to:

1. Plan tasks in detail regarding type, scope, dates, and resources
2. Monitor the execution of tasks
3. Define rules for account assignment, settlement and budgets
4. Enter, assign and settle the costs which arise from tasks
Corrective Maintenance Process (Planned Repairs)
Breakdown Maintenance Process (Immediate Repairs)
In order to effectively utilize SAP Plant Maintenance (PM), we need to have a
business process for Breakdown maintenance whenever an equipment has
broken down and is unusable. It is based on a breakdown maintenance
trigger.

This business process describes the procedure for addressing equipment

outages and needs an immediate response and action from the
maintenance team. SAP breakdown maintenance process is the process of
resolving the equipment defect and bringing back the equipment to its
operational condition.
Project Order Process
In order to effectively utilize the Plant Maintenance (PM) module in SAP, we need to
record or document all Engineering Projects related work orders as Project Orders such
as asset improvement projects, civil works, facilities, fabrication, etc.

This process refers to the creation and execution of Engineering Projects related work
orders and operations.
Settlement: Asset
Refurbishment Order Process
In order to effectively utilize SAP Plant Maintenance (PM), we
need to have a business process for the refurbishment or repair
of damaged or defective spare part(s).

The refurbishment process refers to the servicing of defective

spare part(s) to bring it to a working condition. Refurbish
spare parts are parts that can either be repaired internally or
sent out to an external vendor.

The refurbished spare parts are then placed back into inventory
for future use. This process is necessary for parts that are no
longer commercially available and for parts that can be
overhauled and re-used at a fraction of the price of a new item.

Parts that cannot be refurbished undergo disposal process.

Refurbishment Order Process
Notification Priority
Priority is a key that indicates the importance of the processing of an order/notification.

PriorityCode Description Basic Start Date Basic End Date

1 High Day of notification 7Days from day of notification

2 Medium 14Days from day of notification
3 Low 21 Days from day of notification

Notification User Status

User Status gives additional information on what is the current status of the document.

Status No. StatusCode Description Use

1 INIT Initially Created Default User Status for all newly created
Maintenance Notification
2 APPD Approved Maintenance Notification is in-process
3 CLSD Closed Maintenance Notification is completed
4 CNCL Cancelled Maintenance Notification is rejected or cancelled

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Work Order Types
Maintenance orders are classified into order types according to the nature of work and report requirements.
For example, orders are grouped into corrective maintenance and preventive maintenance.

Order TypeCode Description

CRMO Corrective Maintenance Order

PRMO Preventive Maintenance Order

MISC Miscellaneous Order

RFRB Refurbishment Order

BRMO Breakdown Maintenance Order

PROJ Project Order (Refurbishments e.t.c)

 Work Order User Status
User status is the status for orders which can be set/reset by user.
Status No. Status Short Text Use
1 INIT Work Order Created Default User Status for all newly created work order

2 HOLD Work Order on Hold Work Order is put On-hold for some reason(Manual)

3 APPD Work Order Approved Work Order is Approved and Released (Automatic during Release)
4 CNCL Cancelled Work Order is no longer valid for execution(Manual)
5 MCOM Maintenance Complete Work for the Work Order is already done with the maintenance (Automatic during TECO)
Work Order is awaiting on the availability of materials, either spare parts or consumables.
6 WMAT Awaiting on Material
(Ticked manually, but is automatically unticked upon Work Order Release)
Awaiting on Equipment Work Order is awaiting on the availability of the machine or equipment for maintenance.
7 WEQA
Availability (Ticked manually, but is automatically unticked upon Work Order Release)
Awaiting on Resource Work Order is awaiting on the availability of resources whether Technician, Engineer, or Vendor.
8 WRSA
Availability (Ticked manually, but is automatically unticked upon Work Order Release)
All materials entered in the Work Order are subject for approval. Goods Issuance is not possible
9 MFAP Materials For Approval
unless material reservations are approved.
Materials Reservations
10 MAPP All reserved materials entered in the Work Order are approved.
Approved
Maintenance Activity Types
Maintenance activity types can be defined for each Order type to provide a broad categorization of Work Orders based on
type of maintenance job to be performed or the main reason for raising the Order.
Maintenance activity type is used for reporting purposes.
Analysis reports will enable to analyzing cost or number of jobs by maintenance activity type.
Maintenance
Order Order Type Maintenance Activity Type Description
Activity Type
Type Code Description
Code
INS Inspection
PRT Time-Preventive
Preventive
PRMO Maintenance CBM Condition-Based
Order CAL Calibration
PRC Counter-Based Preventive
PRB Condition-Based Preventive
Corrective COM Corrective / Repair
CRMO Maintenance
Order DAM Damage
EQU Equipment
PROJ Project Order INF Infrastructure
AUT Automation
RFMO Refurbishment REF Refurbishment
Order
CLN Cleaning
MISC Miscellaneous MOD Modification
Order TLS Tools
TRN Training

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