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School Transportation Maintenance

School Transportation Maintenance. Training Manual. Table of Contents. SAP Basics Logging on to SAP Setting up Favorites Setting up Local Printers Part Numbers and Material Numbers View Material Data Setting a Variant Setting up Personal Lists Work Orders

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School Transportation Maintenance

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  1. School Transportation Maintenance Training Manual

  2. School Transportation Maintenance

  3. Table of Contents • SAP Basics • Logging on to SAP • Setting up Favorites • Setting up Local Printers • Part Numbers and Material Numbers • View Material Data • Setting a Variant • Setting up Personal Lists • Work Orders • Create/ Change Work Order (IW31/IW32) • Confirm and Technically Complete Work Order (IW42) • Cancel Time Confirmation (IW45) • Inventory Issues (IW42) • Change PM Order (IW32) School Transportation Maintenance

  4. Table of Contents (cont’d) • Work Orders (cont’d) • Refurbishment Work Orders (IW81/W42/MIGO) • Non-Inventory Issues (ZFB61) • Materials Management • Create a Purchase Order (ME21N) • Change a Purchase Order (ME22N) • Goods Receipt (MIGO) • Transfer from SLOC to SLOC (MB1B) • Display Material Document (MB51) • Stock Overview (MMBE) • Material by Location (ZMB21) • Equipment History for Repair Parts (ZMB36) • Display Warehouse Stock (ZMB19) School Transportation Maintenance

  5. Table of Contents (cont’d) • Fuel/Oil Management • Issue Fuel (ZFE2) • Receive Fuel Into Inventory (MIGO) • Master Data • Display Equipment Master (IE03) • Create Measurement Documents (IK22) • Display Material Master (MM03) • Extend Material Master (ZMM01Z) • Change Material Master (ZMM02Z) • Bin Location • Set Deletion Flag for Material Number by Plant (ZMM06) • Display Equipment by Classification (CL30N) • Order List Selection (IW40) School Transportation Maintenance

  6. Table of Contents (cont’d) • Physical Inventory • Reporting • Print Historical (technically completed) Work Orders School Transportation Maintenance

  7. Logging on to SAP • Double-click on the SAPlogon icon on your desktop. • Client: • 499 (Sandbox) – to be used to play in the system before go live. • At ‘Go Live’ Client number will be a default. • Enter your username and password. • In Client 499 username/password to be determined. • At ‘Go Live’ an official username and a temporary password will be given to you by the System Administrator. • Click on the green checkmark or press Enter. School Transportation Maintenance

  8. Logging on to SAP (cont’d) • Initial sign-on at ‘Go Live’ will require you to set up a password. • Type a password in the “New password” field. • Repeat the password in the “Repeat password” field. • Click on “Transfer”. • This is now your password until you are requested to change it again (30-45 days). School Transportation Maintenance

  9. Setting Up Favorites Once you have logged on successfully, you will be taken to the SAP Easy Access screen. This is where you will start your transactions.You can make this easier by setting up Favorites. • Go to Extras>Settings • In the Dialog box, select • Display technical names • Click on the green check . School Transportation Maintenance

  10. Setting Up Favorites (cont’d) • Right-click on the folder labeled “Favorites” School Transportation Maintenance

  11. Setting up Favorites (cont’d) • Select “Insert Transaction”. This brings up the “Manual entry of a transaction” dialog box. Enter a transaction code in the “Transaction code” field. • Click on the green check or hit Enter. • This enters the system-generated name for the transaction. • You can change this by clicking on the pencil . • In the “Change a favorite” dialog, enter a description you feel comfortable with (school bus list). • Click on the green check or hit Enter. School Transportation Maintenance

  12. Setting up Favorites (cont’d) Use this process to set up favorites for your other transactions. For example: • IW31 – Create Work Orders (EQRL) • IW32 – Change Work Orders • IW42 – Confirm Work Orders and Charge Stock Materials Once you have set these up, you can double-click on the name to go directly to the initial screen of that transaction. School Transportation Maintenance

  13. Setting up Local Printers • On SAP Easy Access screen, follow menu path • System>User profile>Own data • This will open a new session of SAP. School Transportation Maintenance

  14. Setting up Local Printers (cont’d) • Select the Default tab. • Under “Output Controller”, click in the “Output Device” field. • Click on the matchcode icon School Transportation Maintenance

  15. Setting up Local Printers (cont’d) • In dialog box, enter • LP01* • Click on the green check School Transportation Maintenance

  16. Setting up Local Printers (cont’d) • Doubleclick on LP01 as the Output device. School Transportation Maintenance

  17. Setting up Local Printers (cont’d) • Verify that “Output immediately” is checked. • Click on the Save icon. School Transportation Maintenance

  18. Parts Numbers and Material Numbers • Inventory Number = Bus number (6XXX-XXXX) • Note: Inventory numbers may be reused. • Equipment Number = R/3 assigned number (6XXXXXXX) • Note: Equipment numbers may not be reused. • Plant Number • Derived from old shop numbers • i.e. 6010=6001; 6020=6002, etc. • Shop 6995 is Plant 6100 School Transportation Maintenance

  19. Parts Numbers and Material Numbers(cont’d) • Converting old DOT number format to new R/3 material number. • Old number consisted of 2-digit class and 5-digit sequence number • New number consists of 3-digit class and 6-digit sequence number • Class Identifier • Numeric classes: add a "1" to beginning of class- 150, 180, 181, etc. • Alpha classes: add "A" at the end of class - ABA, FEA, FQA, etc. • Sequence Number • Add a zero at the beginning of the number • 011525, 025560, etc. School Transportation Maintenance

  20. Parts Numbers and Material Numbers(cont’d) • Examples of complete numbers: • 50-00250 becomes 150000250 • 80-25656 becomes 180025656 • AB-36563 becomes ABA036563 • FQ-95325 becomes FQA095325 School Transportation Maintenance

  21. View Material DataSAP Transaction Code: MB52 • Enter Plant Code • Check “No zero stock lines” • Click on the Execute icon. School Transportation Maintenance

  22. View Material Data (cont’d) School Transportation Maintenance

  23. Setting a Variant Variants are used to display a list or report based on a previously-established selection criteria or to create a new selection criteria to be used repeatedly. Sample here is a report showing the equipment in a particular Plant Code. School Transportation Maintenance

  24. Setting a Variant • Enter transaction code IH08 • Display Equipment: Equipment Selection screen. School Transportation Maintenance

  25. Setting a Variant (cont’d) • Scroll down screen to “Location data” section. • Enter Maintenance Plant code. • Same as Shop code School Transportation Maintenance

  26. Setting a Variant (cont’d) • Click on the Execute icon. School Transportation Maintenance

  27. Setting a Variant (cont’d) • On “Display Equipment: Equipment List” screen, click on icon. School Transportation Maintenance

  28. Setting a Variant (cont’d) • In dialog box, move the following column names from “Column set” side to the “Columns” side. For example: • Inventory Number • Construction year • License Number • Click on the Save icon. School Transportation Maintenance

  29. Setting a Variant (cont’d) • In dialog box, in “Save layout” field enter a name for the variant. Must begin with “/”. • In “Name” field put a more descriptive definition of the variant. • DO NOT Check the “Default setting” box • Click on the green check . • Systems puts the following message in the Status bar. School Transportation Maintenance

  30. Exporting Data to an Excel Spreadsheet • System populates with the additional information requested. • This can be exported to an Excel document. • Click on the spreadsheet icon. School Transportation Maintenance

  31. Exporting Data to an Excel Spreadsheet(cont’d) • Accept the default on dialog box. • Click on the green check . School Transportation Maintenance

  32. Exporting Data to an Excel Spreadsheet(cont’d) • Select “Table” on the next dialog box. • Click on the green check • Select Microsoft Excel on the next dialog box. • Click on the green check School Transportation Maintenance

  33. Exporting Data to an Excel Spreadsheet(cont’d) Data will be exported to a Microsoft Excel spreadsheet. This can be sorted and saved. School Transportation Maintenance

  34. Setting up Your Personal Lists You can set up Personal Lists in SAP to make finding your Storage Location and Station Code easier. Transaction ZFE2 is being used to demonstrate setting up a personal list. • Click n the “Station” field and select the matchcode icon. This will give you all the entries. • Click on the “inverted triangle”. • This opens a dialog box. School Transportation Maintenance

  35. Setting up Your Personal Lists (cont’d) • Enter 6* in the StationNumber field. • Click the green check or hit Enter. • This opens a dialog box showing only the LEA Station Numbers. • Scroll down until you see the number of your Station(s). • Click on that number and then on the “Insert in Personal List” Icon. • The system moves to the next name. • When you have added all the numbers, click on “Keep” icon. • Click on the green check or press Enter. • If necessary, click on the “x” to close the dialog box. School Transportation Maintenance

  36. School Transportation Maintenance

  37. Create a Work (Repair) OrderSAP Transaction Code: IW31 • One transaction (IW31) is used for all types of Work Orders. • The Work Order type is selected on the opening screen of the create Work Order transaction. • Selecting the Work Order type affects the choices available on the following screens. School Transportation Maintenance

  38. Create Work (Repair) Orders (cont’d) • Enter Transaction Code IW31 to begin creating a Work Order or select it from your favorites. • Place the cursor in the Order type field to display the matchcode button. Click to display possible order types and select DP01. • This list can be made into a personal list. School Transportation Maintenance

  39. Create DP01 Corrective Maintenance Work Order By referencing the Vehicle Number (XXXX-XXXX), SAP will populate the Equipment field with the equipment Number. • Click the match-code icon in the Equipment field School Transportation Maintenance

  40. Create DP01 Corrective Maintenance Work Order(cont’d) • Click to display search types. • Select “Equipment by equipment list”. School Transportation Maintenance

  41. Create DP01 Corrective Maintenance Work Order(cont’d) • Enter Plant Number followed by the Vehicle Number in the Inventory Number field. • Click on button. School Transportation Maintenance

  42. Create DP01 Corrective Maintenance Work Order(cont’d) • SAP returns to the Create DPI Corrective Maintenance Order: Initial Screenwith the SAP Equipment Number. Note:This number is SAP Master Data; as a result SAP will transfer data about this Equipment into the Work Order. School Transportation Maintenance

  43. Click to verify the data and to go to the next screen. Create DP01 Corrective Maintenance Work Order(cont’d) 1 2 3 School Transportation Maintenance

  44. Create DP01Corrective Maintenance Work Order(cont’d) • System displays the following message in the Status Bar. School Transportation Maintenance

  45. Create DP01 Corrective Maintenance Work Order(cont’d) • Click in the highlighted field across from Order. • Enter the 4-digit Vehicle Number (Inventory Number) and a description of the work to be done. • Enter “PMActType”code • Click on green checkmark to populate the first operation field. • Click on Save icon and record order number that appears in Status Bar. School Transportation Maintenance

  46. Change DP01 Corrective Maintenance Work Order • From Main Menu, go to Order>Change (IW32). • Click on Header Data button. School Transportation Maintenance

  47. Change DP01 Corrective Maintenance Work Order(cont’d) • Enter • Planner Group • Temporary until default is configured • Person Responsible • Click on Matchcode • From drop-down, enter the first letter of the last name followed by “*” • Click on green checkmark and search for correct name NOTE: Person Responsible is not necessarily the person that will perform the maintenance. In most cases it will be a shop foreman or supervisor in charge of assigning the work. • Click on “Damage” Tab and “Cause” field • Click on matchcode • From drop-down, select cause code School Transportation Maintenance

  48. Change DP01 Corrective Maintenance Work Order(cont’d) • Person reporting can be added, if applicable. School Transportation Maintenance

  49. Change DP01 Corrective Maintenance Work Order(cont’d) • Click on “Operations” tab to assign VMRS code. • Highlight Operation row. • Click on “Enhancements” tab. • Enter VMRS code here. • Click on the matchcode icon. School Transportation Maintenance

  50. Change DP01 Corrective Maintenance Work Order(cont’d) • Scroll down to the assembly description appropriate for this Work Order • Use to search by text. • Double-clicking populates the field. School Transportation Maintenance

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