Usage of Permits in SAP Plant Maintenance

blogs.sap.com/2012/12/07/usage-of-permits-in-sap-plant-maintenance

Purpose

This process describes the use of permits during order processing. Before an order can be
executed or technically completed, a planner ensures that:

All the necessary safety precautions have been taken

The required financial resources are available

The work has been approved at management level

Prerequisites

You define permit categories in the Customizing for Plant Maintenance and Customer
Service by choosing Master Data in Plant Maintenance and

Customer Service – Basic Settings – Permits – Define Permit Categories.

These permits can be assigned to Technical Objects and / or Orders. Assignment of

Manually – without referring any condition

Automatically – using the condition

Permits Assignment in Technical Object:

Permits can be assigned to Technical Objects viz., Equipment & Functional Location.
These permits will be called in all the PM orders which are

created with reference to these Technical Objects with the condition of Proposal tick box
selected in Permits Screen.

To assign the Permits to Technical Objects in Technical Objects, follow this path.

Transaction Code is IE02 / IL02

In the Technical Object, Go to è Permits.

Prerequisites: Permits should be created. Refer Transaction Code IPMD. Creation of

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This type of Permits assignment to the technical objects will be done whenever critical
equipments are used & approval is required prior to all kinds of

maintenance.

Permits Assignment to Order:

Apart from assigning Permits to technical objects, Permits can be assigned directly in PM
order. In some of the Technical Objects, Approval will not be

required always whenever maintenance is being done. So whenever approval required,

To facilitate this, Permits can be assigned to PM Order either manually or automatically.

Manual Assignment of Permits in PM Orders:

Menu Path: IW32 – Menu Goto – Permits.

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Automatic Assignment of Permits to PM Orders:

Also Permits can be assigned to PM Order automatically based on Business Transactions.

1. Based on Cost

2. Based on Type of Activity

3. Based on Other Conditions

Based on Cost:

Here, approval will be asked from the manager or responsible person if the maintenance
cost goes beyond certain limit. Here costs include Total

Planned Cost of Order, Total Estimated Costs of Order & Total Actual Costs of Order.

Scenario: (Whenever Total Planned Costs is more than limit)

Here, Permits should be created automatically whenever Total Planned Costs of Order
goes beyond the limit. The following steps are to be followed.

1. Create Characteristics for the Parameters to be considered (T- Code is CT04)

a. Total Planned Costs of the Order (CSEVPERMIT – PKOSTEN)

b. If the approval is for specific type of Order (ex. Only for Preventive
Maintenance), then add Order Type as another characteristic

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(CSEVPERMIT – AUART)

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2. Create Class by including all the created characteristics (T – Code is CL02)

Once all the required characteristics are created for the Permits configuration, Permit
Class should be created.

Pre-Requisites: Permit Class should be configured in OIPG. The class name in CL02
should be same as the class mentioned in OIPG.

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In the class of Permit, all the required characteristics should be assigned.

1. Creation of Permits

Once after creating Required Characteristics & Class, Permits can be configured using
these details.

Transaction Code is IPMD

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As shown above, Permit Code, Permit description & Permit category should be given.
After that, Approval stage should be mentioned with

requirement status of approval. Approval stages are Order Release & Order TECO.
Requirement statuses are

1. Warning message if permit is not issued

2. Error message if permit is notissued

3. Permit is optional

Once after defining above mentioned details, click Classification button.

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Here the condition is that approval is required for the maintenance if the planned cost is
more than 1000 SAR & order type is ZM03.

Usage of these Permits:

With above configured Permit, the following usage will be derived.

Whenever order is created with order type ZM03 & total planned costs goes beyond the
limit of 1000 SAR, this permit will be assigned automatically

in the order. By having proper authorisation, only authorised person can issue this
permit. Without having the issue of permit, Order release can be

rectified.

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As per the required parameter to be considered for approval process, all the
characteristics should be created & assigned the Permit class. All the

possible conditions can be referred from the table CSEVPERMIT.

Some Additional Information:

1. There are 3 different Order types (PM01, PM02 & PM03); but for all order types,
approval is required if the total planned cost is more than 1000

SAR. Then there are 2 ways.

a. One, create 3 different approvals with the combination PM01 & 1000 SAR,
PM02 & 1000 and PM03 & 1000.

b. Second, Create only one permit by assigning all 3 order types. Pre-Requisite to
assign multiple values in Permit configuration is that Select

Multiple Values while creating Characteristics & giving

2. Authorisation for Permits Issue can be controlled using Authorisation Object

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Multiple values can be mentioned while defining the permits.

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35 Comments

Excellent Stuff , Great work

thanks for sharing

Maheswaran KD

Good Document to learn cost permit functionality.

Superb document..

Thanks for Sharing ! Very good document.

good work. thanks for knowledge sharing!

3 extra points to augment the excellent document above:

Costs and Currencies

When you create a currency relevant characteristic, such as total planned costs
(PKOSTEN), the characteristic maintenance transaction will require a currency. The
values assigned to the characteristic are interpreted always in this currency.

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If the order contains costs in another currency, the system converts the costs from the
order cost currency to the characteristic currency before the comparison is made. The
costs are converted using the exchange rate type 'M' as at the current date. For those
curious, see subroutine LIMSPF00_COMWWA_CREATE in Function Group IMSP.

Characteristics form AND conditions

The characteristics of the class are always interpreted as AND conditions - meaning that
any permit classified using the permit class must fulfil ALL conditions.

Permits can only be classified using the (one) permit class defined in Tx OIPG. Given
characteristics form AND conditions, you must design your class classification very
carefully if you work with multiple characteristics.

Table T357G_GR - PM: Permit Groups

This table maps the assignment of the class to a permit group. You should note that the
table key supports multiple permit groups - each with a possibly distinct class assignment.
You might wonder what happens if multiple entries were maintained.

The function module PERMIT_PROPOSAL_BY_CLASS just gets the first entry with a
class assigned. In short - multiple permit groups are not supported. So don't even try it.

* determine permit class

Thanks for sharing the informative stuff in easily understandable way..

BR

Kalicharan.

Thanks for sharing!

Thanks for sharing

Good Document. thanks for sharing this .

Thanks for making this summary of permits functionality

Thanks for the comments..

Thank you..... its really Helpful... I tried it worked

Very useful document for learning permit concept

Very helpful document. Thanks for sharing.

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Thanks for sharing!

Very helpful document!

Thanks for sharing! Very helpful document!

Good document to understand the concept

Thanks for sharing

Very good document. Thanks a lot, very useful.

1. During my assignment of value I'm getting error as currency INR not found in IPMD-
classification.

2. Also I'm unable to find order type for the same. Can you pls help me out on the same.

@Ashish Rao

Kindly check the characteristics .

Regards,

Shareeq

nice documents,,

Good one.. Really helpful in simple terms..

thanks Maheswaran KD

it's Avery useful document thanks for sharing your knowledge

best regards Sadin

Other than ABAB development and restriction based on User status, is there any option
available to restrict user to reserve material post release? Without which i hope there is no
much use to I_SOGEN.

Thanks for sharing

Hello Maheswaran,

Excellent document, really it's very useful.

Thanks,

PS R

Hi,

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I am implementing the same functionality in my project but I am getting an error during
creation of permit class

Please help me out of this.

Thanks!

Ashish

Hi ASHISH SINGHAL,

I was getting same error so I changed 'PERMIT Group' and than follow all step mention
by Former Member, it's working fine.

Regards,
Faizan

Guys,

Is it possible create more than one permit class? Or due to the AND conditions I must
adapt my needings to only one class with multiple characteristics? I'm quite confused.
Because when I change the permit class at tcode OIPG, all permits listed at IPMD change
to this permit class.

Everything works good to me for the class permit I've created. (using the ILART field
issue permits for electrical work for example)
But I really would like to create another permit to control costs, just like it is shown above.
And this one has no connection with the first permit.
What to do?

Thanks in advance,

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Thanks Former Member for sharing such a great document. The only question i have is
what if the order has to undergo multiple approval process?

Lets say like 1000 $ approval 1

2000 $ approval 2

3000 $ approval 3.

In such case, once the order is released for approval 1, it is released and we don't have any
additional checkpoint over the order further cost.

Other situations would be, if they have only one cost approval process instead of
multiple.....Once the permits are issued..there would be situations to add additional costs
to the existing order...so how to handle such situations if the management wants to get
notified for additional costs?

Hi Former Member,

Is there any field we can add Permit Number before we issue a permit?

Thanks in advance.

SP

Hi It is really a very useful document. But going further my requirement is to create

Before starting any maintenenace, Planner has to complete list of check lists for eg.

Lock out,Tag out, Permit from Food and Safety Manager- Physically done , Health and
Safety and few more.

Is there any way we complete this checklist in SAP and then only permit approved for
Work order.

Thanks

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