The inspection checklist process in SAP Plant Maintenance (PM) is an end-to-end solution that covers the entire lifecycle from creating inspection plans to recording results and initiating follow-up actions. At its core, it leverages Quality Management (QM) inspection lots, which are created by the system with reference to maintenance order operations and technical objects such as equipment or functional locations.

Inspection checklists are a new feature introduced in SAP S/4HANA 2021, designed to facilitate regular inspections of assets. They serve as a bridge between Asset Management and Quality Management, allowing users to record the actual state of assets systematically. These checklists can include various types of questions, such as yes/no queries, multiple-choice options, and measurable values, which help in assessing the condition of equipment

The SAP PM inspection checklist process flow diagram shown in picture follows below structure:

1. Master Data Setup:

• Technical objects must use classification functionality with characteristics.
• These characteristics determine the classified inspection plan (checklist template).
• Inspection plans contain all relevant inspection characteristics for the process.
• This lean master data model allows one inspection plan to be used for multiple similar technical objects.

2. Maintenance Order Planning:

• Assumes the order type and planning plant combination is activated for the checklist solution.
• During order creation, a header reference object is used.
• Operations are planned with details like description, work, and checklist type.
• Technical objects below the header reference object can be automatically derived and placed in the object list upon initial order save.
• The system sets a new status OLGE (Object list generated) after object list derivation.

3. Creating Checklists:

• Occurs after planning and approval, when the maintenance order is released.
• If automated checklist generation is activated, checklists are created during order release.
• The system uses technical objects from the object list and the operation-based checklist type to determine the inspection plan.
• This creates the inspection lot for the checklist process.
• Checklists are associated with the maintenance order operation.
• A new system status CLGE (Checklists generated) is set on the order.
• The cross-app navigation function “Manage Inspection Lot” is activated for reviewing generated checklists.

4. Transfer to Technician:

• Multiple methods available for transferring checklists to technicians.
• One way is passing the operation to the execution phase, making checklists available in the “Perform Maintenance Jobs” app as a backlog.
• Alternatively, use the work pack functionality to send a checklist report via email.
• Work packs can be grouped by the new attribute “operation checklist type”.
• A checklist report feature is planned for the 2023 FPS02 release.

5. Recording Checklists:

• Results recording and time confirmation done in the “Perform Maintenance Jobs” app.
• Technicians can assign jobs, record results for multiple checklists, and confirm time.
• Each checklist has its own inspection characteristics with specialized codes and numbers.
• With the 2023 FPS02 release, a new system check can ensure all required inspection characteristics are valuated before final time confirmation.

6. Closing Checklists:

• After results recording, checklists can be closed using predefined codes and assigned follow-up actions.
• The new Fiori app “Manage Inspection Checklists” (coming in 2023 FPS02) provides insights and actions.
• Usage decisions accept or reject inspection lots.
• Rejected lots can trigger follow-up actions, such as setting a new system status (e.g., FLCO – Faulty Condition) on the technical object.

7. Maintenance Order Completion:

• The maintenance planner reviews the order to validate if open main work exists and if attachments from the checklist process are assigned.
• When everything is valid, the order can be technically completed.
• Configuration can ensure technical completion is only possible if all assigned checklists have a usage decision.

The diagram emphasizes the benefits of using checklists in maintenance management, which include:

• Recurring Activities: Managing visual and functional inspections as well as measurement capturing.
• Process Integration: The checklist is fully integrated into the maintenance process, providing a seamless flow from planning to completion. The use of digital checklists reduces paperwork and manual data entry, leading to more efficient maintenance operations.
• Legal Compliance: Checklists ensure that all tasks are documented properly, meeting legal and regulatory requirements.
• Efficiency: Automates and streamlines follow-up actions, reducing manual effort and errors.
• Improved Asset Reliability: Regular inspections help in identifying potential issues before they escalate, thus enhancing asset reliability.