Enterprise Software Tips: Convert Notifications To Work Orders

By Kristina Gordon, DuPont

Maintenance coordination and converting notifications to work orders are among the most critical steps in the work-management process.  The first step in this process is work validation. The maintenance coordinator, or the production designee, should review the notification with area operations personnel to ensure that the scope of work is appropriate and justified and will not be superseded by other maintenance work or capital projects. If the work will not proceed, then the notification shall be rejected. If the work will proceed, then the notification will be edited or corrected and then turned into the appropriate work order.

Work order types are configured by each company, depending on how its work is performed. Typical work orders include those for preventive, predictive, emergency, assistance to production, capital projects, and small jobs. Follow your own company practices for determining work order costs.

First, review the notification, using transaction IW22. You can also use transaction IW28 to search for a notification. Next, review the notification Type, Title, Equipment description, Planner group, Priority, Failure Mode, and Notification Long Text to determine if the correct notification type was used (it cannot be changed), and to determine what work-order type should be created. Verify that the priority field and the Req. start and End dates meet the needs of the area.

Select (8) save once you have finished.

When you have verified the notification information and are ready to convert to a work order, press the Create Work Order button.

You should always edit the notification to ensure the information is correct prior to converting to Work Order. This will ensure accuracy for the Notification and the Work Order. If modifications were made to the notification to correct the information prior to converting to Work Order, you should use this as a coaching opportunity to meet with the Notification creator and alert them of the changes you made and the importance of accurately filling out the notification.

After reviewing the Notification, use these three factors to determine whether it should be rejected:

• Duplicate notification already exists in the system.
• It is determined that the work is not required.
• The information or the notification is not valid.

After rejecting a notification, the maintenance coordinator or shift designee shall consult the Notification creator and notify them why it was rejected. This feedback loop is a critical element of the work-management process to ensure everyone is informed and updated.

Enter the desired work-order type. Change Main Work Center if necessary. Click check mark to proceed.

Enter your activity type and revision code to complete the work, then Click the save button. EP

Kristina Gordon is SAP PM Leader, DuPont Protective Solutions Business, and SAP WMP Champion, Spruance Site, Richmond, VA. If you have SAP questions, send them to editors@efficientplantmag.com and we’ll forward them to Kristina.