Preventive Maintenance

Preventative maintenance (PM) is the systematic servicing of equipment to reduce the possibility of failure. It is a generic term for inspections, Preventative maintenance work, and planned repairs. PM deals with the maintenance tasks, for which the time and scope of the work can be planned in advance.

It ensures maximum availability of equipment (objects) in the long term is an important part of Plant Maintenance. Preventative maintenance is used to improve the availability of the technical objects, without which breakdown of the machines will increase and repair costs will be higher. The scope of Preventative Maintenance covers all the Plant & Machinery.

One of the most significant advantages offered by the SAP Plant Maintenance application 
component is the option of split-level maintenance. You can use maintenance planning to describe the dates and scope of Preventative maintenance and inspection activities of technical objects. You can plan for your technical objects to be maintained on time and thereby function optimally.

Why Preventive Maintenance is required?

  • To carry out Preventative maintenance on the technical object on a fixed frequency.
  • To plan procurement of components and provision of service for any technical object in a fixed interval.
  • Budgeting of resources like men and material.
  • To have standard check lists with operations to check the health of the machine periodically and optimize the maintenance schedules based on the results.
  • To perform tasks in Preventative Maintenance to maintain the target condition and to determine the condition of a technical system.
  • Mass planning of Preventative maintenance of all the equipment in a section / area.
  • Any maintenance activity, which needs to be carried out at a fixed frequency, can be planned and scheduled using this functionality.
Master Data required for Preventive Maintenance
  • Functional Location
  • Equipment
  • Work Center
  • Catalogs
  • Maintenance Task list

Components of Preventive Maintenance : 

1) Maintenance Strategy : 

A maintenance strategy defines the rules for the sequence of planned maintenance work. It contains general scheduling information, and can therefore be assigned to as many maintenance task lists (PM task lists) and maintenance plans as required. A maintenance strategy contains maintenance packages in which the following information is defined:
  • The cycle in which the individual work should be performed (for example, every two months, every 3,106.86 Kms, every 500 operating hours and both)
  • Other data which affects scheduling
Benefits of having maintenance strategy : 
  • Reduce maintenance plan creation time
You do not need to create the same scheduling information for each maintenance plan.

  • Update scheduling information easily

Maintenance packages are referenced. In other words, when you make changes in the maintenance strategy (for example, delete packages, change the preliminary or follow-up buffer), the changes are also valid for the assigned maintenance plans. However, the scheduling parameters are copied into the respective maintenance plan.

2) Maintenance Items : 

A maintenance item describes which Preventative maintenance tasks should take place regularly at a technical object or a group of technical objects.

A maintenance item could, for example, be “perform safety test”. You then assign exactly the reference objects (for example, equipment, functional locations or assemblies) to a maintenance item at which you want to perform the maintenance task “safety test”.

You can assign one or more maintenance items to a maintenance plan. A maintenance plan always automatically contains at least one maintenance item. Maintenance plans for service procurement and maintenance plans, which refer to an outline agreement, have only one maintenance item.

  • A maintenance item can only be assigned to one maintenance plan.
  • You must have created the maintenance item you want to assign to a single cycle plan or multiple counter plans without reference to a maintenance strategy.
  • The maintenance item you assign to a strategy plan must have the same maintenance strategy as the maintenance plan.

You can assign maintenance items to a maintenance plan in the following ways:

  1. You create a maintenance plan and create a maintenance item directly in the maintenance plan by entering the required data in the tab strip Item.
  2. You create additional maintenance items in a maintenance plan.
  3. You create a maintenance item without assignment and subsequently assign it to a maintenance plan.

3) Maintenance Plans : 

Maintenance plans is nothing but a "Description of the maintenance and inspection tasks to be performed at maintenance objects". The maintenance plans describe the dates and scope of the tasks. You can create maintenance plans for the technical objects in your company, thereby ensuring that your technical objects function optimally.

The Maintenance plans would be created for the following objects,

  • Functional locations
  • Equipment
Maintenance plans contains following information

     1) Maintenance Item ( Functional location/Equipment)
     2) Scheduling information 

    • For single cycle plans, from the maintenance cycle
    • For strategy plans from the maintenance strategy assigned to the plan
    • For multiple counter plans from the maintenance cycles
    • From the scheduling parameters specific to this maintenance plan

3.1) Maintenance Plan Types

You can perform time-based and performance-based (counter reading-based) maintenance planning in your organization using the Plant Maintenance component.

  • Time-Based Maintenance Plan
Maintenance is performed in specific cycles for time-based maintenance planning, for example, every two months or every six months.To represent simple maintenance cycles, you can create a single cycle plan. To represent complex maintenance cycles, you can create a strategy plan based on a time-based maintenance strategy.

  • Performance-Based Maintenance Plan:

With performance-based maintenance plans, you can plan regular maintenance based on counter readings maintained for measuring points at pieces of equipment and functional locations. To represent simple maintenance cycles, you can create a single cycle plan. To represent complex maintenance cycles, you can create a strategy plan based on a performance based maintenance strategy.

Assign a counter to the maintenance plan. Maintenance takes place when the counter for the technical object has reached a certain reading, for example, every 100 operating hours, every 500 molding cycles. The calculated planned date depends on the counter reading at the time of planning, and the estimated annual performance that has been defined for the counter.

3.2) Maintenance Plans Classification

  • Single Cycle Plans:

Single cycle plans or maintenance plans with which you can do time-based or performance-based maintenance cycles. A single cycle plan is the simplest form of maintenance plan. You create a single cycle plan and define exactly a time-based or performance-based maintenance cycle, in which you specify the interval at which the maintenance plan should be executed.

  • Strategy Cycle Plans:

Strategy plans are used to define complex maintenance cycles. We create a strategy plan and assign a maintenance strategy in which you have defined the maintenance cycles (in the strategy maintenance packages). A maintenance strategy contains general scheduling information and can therefore be assigned to as many maintenance plans and maintenance task lists as required. For Example: A maintenance task is performed on a reference object after every 100, 250 & 500 operating hours

  • Multiple Counter Plans:

Multiple counter plans are used in counter-based (performance-based) maintenance. This type of maintenance planning is not based on a maintenance strategy. This means that you create a multiple counter plan without a maintenance strategy.

In the multiple counter plan you create maintenance cycles and allocate counters of equipment or functional locations with different dimensions to them, for example, flight hours, number of takeoffs and landings, kilometers traveled. You can also integrate time-based cycles into the maintenance plan. However, these do not have counters. Alternatively, you can also create a multiple counter plan with a cycle set as a copy model for maintenance cycles.

3.3) Maintenance Plans Category

There are three maintenance plan categories are possible based on call object generated by a maintenance plan

1) Maintenance Order

2) Maintenance Notification
3) Service Entry sheet

3.4) Maintenance Plans scheduling

We schedule a maintenance plan with which the system generates maintenance Notification/Order for the defined cycles.  For each scheduling, the system calculates the due date (planned date) for a maintenance call object based on the scheduling parameters and the defined frequency like weekly, monthly, quarterly, yearly etc and generates maintenance calls. These maintenance calls can be fixed or skipped as per 
requirement. If the call object is selected as notification, then the maintenance order of required type can be created through the notification screen.

3.5) Deadline Monitoring

You can use this function to simplify the generation of maintenance call objects for maintenance plans. Start the deadline monitoring at regular intervals using an internally programmed report. The system then generates the maintenance call objects according to the cycles defined. A start date or an initial counter reading must have been entered in the scheduling parameters for the maintenance plan, or you must have already scheduled the maintenance plan once.

When you run the deadline monitoring function, the system converts all the maintenance calls, for which the call horizon has been reached, into maintenance call objects. The system also performs a complete rescheduling of the maintenance plan and ensures that maintenance calls are always available for the period which you have defined as the scheduling period.


  1. Hi,
    Please plan to add Refurbishment Processing scenarios. mainly refurbishment with serial Numbers

  2. Crafsol is the top IT company in Thane, Nashik which provide Top SAP Application Maintenance Support.It provides services like User Support, Applications Continuity, Minor Upgrades.