5 Ways to Implement PM Checklists in SAP S/4HANA EAM
Introduction
In this article, we’ll explore different ways to implement checklists in SAP PM/EAM, using our favorite example: the Texas Workshop. But remember, here I just show a portion of it—the video covers everything in detail, so make sure to check it out!
Business Case: Why Checklists Matter
Imagine a technician, Pasha Dankov, receives a maintenance order for a vehicle. The checklist includes:
- General inspection
- Checking fluids and levels
- Tire and wheel inspection
- Brake and suspension checks
- Engine performance assessment
- Test drive
Currently, Pasha uses a paper-based checklist, manually ticking off tasks and writing notes. But wouldn’t it be better if SAP handled all of this? That’s why, we will explore five different ways to digitize checklists in SAP!
1. Checklists as PM Task Lists
PM Task Lists are predefined sets of maintenance steps that can be reused across multiple maintenance plans and work orders. They help standardize procedures and ensure technicians follow a structured workflow. Technically, it is possible to reflect a PM checklist as a Tasklist, with multiple operations inside. Following our example – each type activity like general inspection, checking fluids and levels etc. could be a separate operation with detailed description (called long text in SAP) inside. And this description could hold information about the checks, just have a look:
Pros:
- simple to build, implement, and reuse
- simple to migrate
- uses existing PM Task List functionality
Cons:
- limited functionality (not a real checklist)
- cannot capture quantitative values (e.g., fuel pressure test results)
- each operation requires processing/confirmation – can be overwhelming for technicians
How it works:
- Create a General Task List (e.g., “Vehicle Maintenance Checklist”).
- Define steps like “Check Fluids” or “Inspect Tires”.
- Create maintenance plan, assign the task list and schedule Work Orders.
- Execute the ‘checklist’ by confirming PM Operations
- Optionally, add a workaround for defect documentation using the “Reason for Variance” field.
2. Checklists as DMS Attachments
Using SAP’s Document Management System (DMS), checklists can be stored as PDF attachments and linked to maintenance orders or task lists. However, this is not a real paperless approach. You still stick to the paper document in a .PDF form for example, which most probably needs to be anyway printed, filled out, scanned and uploaded again. Or, if you are equipped with a .PDF reader on your mobile device, it’s possible to capture the data and upload straight away, from the device.
Pros:
- easy to migrate your existing paper checklists to SAP
- simple data maintenance
Cons:
- it’s not a paperless approach
- we are not really collecting the data
- data cannot be analyzed in a massive way
- documented data has no influence on SAP
3. Checklists as Measuring Points
Measuring Points in SAP allow users to record qualitative and quantitative maintenance data. They are linked to specific equipment or functional locations and enable structured condition-based monitoring.
Pros:
- standard PM solution
- measurements are well documented
- measurement documents can trigger follow-up activities
- enablement of condition-based maintenance
Cons:
- 1:1 relationship with Equipment/Functional location
4. Checklists as Custom Development
For companies requiring a tailored solution, custom-developed checklists offer flexibility. By creating custom SAP tables and UI enhancements, organizations can streamline their maintenance processes and enhance reporting.
Pros:
- scalable, easy, intuitive
- simplified process
- improved accountability
- easy reporting
- cost efficient
Cons:
- initial development effort
- limited out of the box features
- support for custom code needed
- enhancement of Work Order screen etc. needed
5. Checklists as Inspection Checklist
SAP Inspection Checklists integrate Enterprise Asset Management (EAM) with Quality Management (QM) to provide a structured approach to inspections. This solution is beneficial for industries requiring compliance and regulatory adherence. Important thing – this feature is available from S/4HANA 2021 onwards.
Pros:
- standard, new solution from SAP
- proper digitalization of checklists
- integrated with QM
Cons:
- additional QM master data to be maintained
- special classes & characteristics to be prepared for relevant assets
- process if done via GUI – it’s not user-friendly
6. Checklists as BTP Dynamic Form
This is a new product and new approach how to handle the checklists. BTP forms can be easily build via drag-and-drop activity. You are equipped with a form builder, the form which you build can be then embedded in the standard Fiori Application ‘Create Maintenance Request’ or ‘Perform Maintenance Jobs’. If you have a custom mobile application – you can also embed it there. And if you plan to use SSAM – SAP Service and Asset Manager, this feature is already there, by standard. Of course Dynamic Form requires separate license, as this is another product in your environment.
Pros:
- can be part of standard Fiori Apps
- can be launched directly in SSAM
- can be launched in your custom mobile App
- checklists or any other form can be digitalized
Cons:
- additional license is required
Final thoughts
Checklists are a fundamental part of SAP PM/EAM, and now you know multiple ways to implement them. Whether you’re going for a simple task list or an advanced digital solution, choosing the right approach depends on your industry, processes, and system capabilities.
And remember—this is just a portion of what I covered in the below video.
Cheers,
Dan
