Compliance Calculation Method In Preventive Maintenance

Regulatory, health, and safety requirements mandate the need to perform and complete the required maintenance activities for mission-critical assets within a fixed date. The Final Due Date (FDD) enables the maintenance planner and maintenance supervisor to keep track of maintenance jobs that are time-critical and need to be completed before this deadline is reached.

In some specific cases like preventive maintenance where the maintenance orders are created based on a frequency or a cycle, you may want to make the definition of the final due date more stringent by assigning a fixed final due date. The basic start date and the basic end date can be changed with the final due date as the reference point.

With SAP S/4HANA Cloud 2208, the Maintenance Management solution provides a flexible feature to define the final due date and adjust the basic start date and basic end date of a maintenance call object generated from the preventive maintenance plans.

Compliance Calculation Method:

At the Maintenance Item level, planner can use any one of the three-compliance calculation method available (which best suit the business need) to calculate essential dates by which the maintenance activity must be completed.

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Figure 1: Compliance Calculation Method

  • Compliance Check by Priority (Default Option): Based on the priority of the maintenance item, the final due date is calculated for the call objects generated from the maintenance plan.
  • Compliance Check by Offset:  Based on the offset days maintained in the maintenance item, the basic start date and basic end date of the maintenance order generated from the maintenance plan is adjusted. Please note: The offset days for a maintenance item is different from the cycle offset that is defined for a maintenance plan which starts the maintenance plan after that offset is reached.
  • No Compliance Check: The final due date for the call object generated from the maintenance plan is calculated without verifying the compliance requirements.

Note: This feature for compliance calculation is available only in the Fiori apps ‘F5325-Manage Maintenance Plans’ and ‘F5356- Manage Maintenance Items’ which are available from SAP S/4HANA Cloud 2208.

This feature is not available in SAP GUI transactions or the Web Dynpro app (Process Maintenance Plan).

Compliance Check by Priority:

Prerequisite: The duration and the unit of measure for the final due date must be maintained in the configuration activity Define Priorities for Each Priority Type.

Figure 2 : Define Priorities for Each Priority Type

Compliance calculation by priority will be the default calculation method for a maintenance item.

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Figure 3 : Compliance Calculation Method by Priority

Based upon the priority entered for the maintenance item and the relative duration for the final due date maintained for the priority in the configuration activity, the final due date of the call object generated from the maintenance plan is calculated using the below formula

Final due date = Planned date of the call object + Final due date duration maintained in the configuration activity.

Let us consider this example:

Planned date for the call object Priority of the maintenance item Duration of final due date for the selected priority in configuration activity Unit of measure for final due date for the priority in configuration activity Final due date for the maintenance call object
05.09.2022 2 – High 3 D 05.09.2022 + 3 Days = 08.09.2022

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Figure 4 : Priority in the Item and Planned Date for Call Object

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Figure 5 :Final due date in the call object = Planned date (05.09.2022) + Final due date duration for the priority (3 Days) = 08.09.2022

Compliance Check by Offset:

Note: Compliance check by offset is available only for single cycle plans with the category as Maintenance Order. The possibility to define the offset-based calculation for strategy-based maintenance plans will be available in future releases.

When you create or update a single cycle maintenance plan that belongs to the category Maintenance Order, you can choose to check compliance of the maintenance item by the offset days. The final due date, basic start date, and basic end date are calculated and updated based on the start offset days and the end offset days maintained in the maintenance item.

When this calculation method is selected, two fields are enabled on the screen:

  • Start Offset in Days
  • End Offset in Days

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Figure 6: Compliance Calculation Method by Offset

Based upon the values maintained as start offset days and end offset days in the maintenance item, the maintenance order that is generated will derive the following basic start date and basic end date:

Basic Start Date = Planned Date – Start Offset in Days

Basic End Date = Planned Date – End Offset in Days

Final Due Date = Planned Date

For example:

If the start offset in days = 5 days, end offset in days = 3 days, and the planned date of the respective maintenance call = 08.07.2023, the dates for the maintenance order that is generated are as follows:

Basic Start Date = Planned Date – Start Offset in Days = 08.07.2023 – 5 = 03.07.2023

Basic End Date = Planned Date – End Offset in Days = 08.07.2023 – 3 = 05.07.2023

Final Due Date =    Planned Date = 08.07.2023

Figure 7 : Offset based date calculation

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Figure 8: Critical work order dates derived based upon Offset

Note: The basic start date and the basic end date derived for a maintenance order using the offset logic can be overwritten by other scheduling parameters configuration and settings. Also, the final due date that is calculated using this offset method does not adhere to the factory calendar settings of the work center or the scheduling parameters of the maintenance plan.

When you assign a maintenance item to this single cycle maintenance plan of category Maintenance Order, the maintenance item inherits the capability to allow you to decide the dates based on compliance by offset. If you unassign the maintenance item from the maintenance plan, it loses the capability to check compliance by offset.

No Compliance Check:

If you select “No Compliance Check”, it means that there is no business need to calculate a final due date. In this case, the final due date for the maintenance order or maintenance notification will be an indefinite fixed date of “31.12.9999”

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Figure 9: Calculation method as “No Compliance Check”

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Figure 10: Final due date set as 31.12.9999

Key Takeaways:

  1. Defining a final due date based on the priority of a maintenance activity enables you as a maintenance planner to adhere to the guidelines and be able to prepare and analyze reports for such maintenance orders or maintenance notifications that have not been completed by the final due date.
  2. Defining the start offset days and end offset days in the maintenance item enables you as a maintenance planner to create a proactive maintenance order with a buffer period applied to the start and end dates of the maintenance order. This allows you to create the maintenance order within the start date and end date ensuring that it is completed ahead of the original planned date.
  3. By using the final due date on a maintenance order created from a maintenance plan, you as a maintenance planner can get a report of the preventive maintenance orders that have not been completed by the final due date, using which you can investigate, identify, and fix the issues and prevent them from recurring in the future.