DMS User Manual - ECM

ECM Bhushan Power and Steel Ltd

Ver : 1.0 Classification : Internal Page 1 of 17

Document Management System

SAP R/3 User Training

Document

Engineering Change Management

Version 1.0 20/03/2013



Change Record

Date Approved

Author Version Change Description

Prateek Goel

1.0 Document Created

SUPPORTING DOCUMENTS

Date Appvd Document Title Document Reference

REVIEW AND SIGN-OFF

Name Role Date Comments Signatur

e



Contents

1 Business Process 4

1.1 Overview 4 1.2 Procedural steps 4

2 Procedural Steps 5



1 Business Process

1.1 Overview

Change management process is defined if any revision to an approved document is required in the released drawing.

1.2 Pre-requisites

Following document types are identified for ECM process ZPS & ZTS. The department and discipline wise approvers must be maintained in table ZECM_REVAPP.



2 Procedural Steps

Firstly goto transaction CC01 and enter the profile ZDMS

Press enter

Now maintain the description, valid from date and reason for change.



Now goto menu path Extras -> Accompanying Docs



On next screen maintain the DIR number for which the revision needs to be created.



Press enter or click on

Now goto the objects tab



Mention the next version of the DIR for which ECM is triggered. This helps in auto-population of change number during creation of new version of DIR after after approval of ECM.



On pressing enter, system issues a warning message of document not found.

Ignore it by pressing enter.

ECM header can be reached again by clicking on



Now press on save button to trigger the workflow.

The approver will go to the SAP Inbox through transaction SBWP or by clicking on the highlighted button



The mail for ECM approval is visible in the inbox

Double click on the mail to open it. First the ECM is displayed in display mode.



The approver can see the ECM and verify the request.

Now click on back button to goto inbox again

Click on refresh and the mail is visible again



Again open the mail to give the decision

Now decision can be given by clicking on the corrosponding button.

Based on the decision, user status is set in ECM as following:

1. If approver gives the decision Approved, the status REL (released) is set in ECM.

2. If approver gives the decision Approved with comments, the status AWC (approved with comments) is set in ECM.

3. If approver gives the decision Rejected, the status REJ (rejected) is set in ECM.

4. If multiple disciplines are maintained in the DIR for which ECM is triggered, the mail will go to the approver of each of those disciplines as maintained through ZECM_REVAPP. In this case RL status is set only when all the approvers give the decision Approved. Even if one approver rejects the ECM, status REJ is set.



In this case the decision given was Approved, hence the status REL is set in the ECM.

Now the new version of the DIR (for which ECM is approved), can be created through CV01N

On creating the new version system gives the ECM number automatically in popup and copies it to the DIR



Now the original can be attached to the DIR and sent again for reviewal/approval.

After the DIR is successfully reviewed/approved and released, the revision number appears in the DIR

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DMS User Manual - ECM

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