Integrating with Maintenance Management

This chapter provides overviews of integration with Maintenance Management, work order transaction processing, work order asset capitalization and retirement, integration setup, Project Costing pages used in work order business processes, and discusses how to:

Set up rate sets and asset integration rules.
Create work orders and work order-managed projects in Project Costing.
Retire work order assets.

Understanding Integration with Maintenance Management

Maintenance Management 8.9 is an Asset Lifecycle Management solution that gives you the tools to plan and schedule maintenance and construction, facilitate the accurate completion of the work, streamline the capture of the results, and automatically process the financial implications of the work. PeopleSoft uses work orders in Maintenance Management to track the costs associated with maintaining or creating assets.

The Maintenance Management system uses Project Costing's functionality to gather work order costs from the Purchasing, Payables, Expenses, and Inventory feeder systems. Project Costing stores work order costs in the Project Transaction table (PROJ_RESOURCE) and uses the costs to capitalize assets, calculate chargebacks, and provide cost analysis data based on the execution of a work order in Maintenance Management.

This section discusses:

Terminology that is relevant to the integration between Maintenance Management and Project Costing.
Work order tasks and project activities.

Terminology

This table describes terms that are relevant to the integration between Project Costing and Maintenance Management:

Term	Description
Work Order	A document that authorizes work to be performed and costs to be incurred. Typically, you generate work orders to authorize labor resources to perform construction tasks and maintenance-related activities to create and manage assets.
Work Order Business Unit	An entity that manages work orders. The work order business unit usually has the resources required to perform the work, or can borrow the resources.
Work Order Task	A unit of work on a work order to which an asset can be attached.
Work Order Resource Type	The work order attribute that classifies resources as Material, Labor, or Tool.
Project Costing-Managed Project	A project that is created to address any of the following business needs: Monitoring and managing activity dates, dependencies, resources, percent complete, budgets, and costs. Managing, budgeting, and reporting on initiatives at a project or program level. Pooling and analyzing a variety of costs, including work order costs, related to a particular initiative. Capitalizing disparate development and construction-related costs. Retiring assets that require a significant amount of cost and effort. Use a Project Costing-managed project when there is an individual in a project manager role, who is engaged in planning the project by creating the project and its activities before actually executing work and incurring costs.
Work Order-Managed Project	A project that is used behind the scenes to enable Project Costing processes to collect, report, track, and account for costs incurred for work orders and work order tasks. You can create work orders in Maintenance Management in response to emergency, reactive, or preventive maintenance needs, and associate the work orders with work order-managed projects. Maintenance Management uses Project Costing to automatically generate activities in work order-managed projects so that you can collect, summarize, and account for the cost of work order tasks. By using work order-managed projects, you plan and manage activities on the work order, not on the project. For example, a maintenance planner can plan tasks to perform against a maintenance work order, while the work order is associated with a project and activities that the system uses to track costs, capitalize assets, calculate chargebacks, and generate costs for cost analysis.

Work Order Tasks and Project Activities

Every work order that is associated with a project contains one or more work order tasks. Project activities are used to track the costs of a work order and each work order task. You can create multiple work orders from the same project activity as long as the project is managed in Project Costing.

You can associate a work order task with only one project and activity. However, you can associate a project activity with many different work orders and work order tasks.

Associate projects and activities with work orders by using one of these methods:

Associating work orders in Maintenance Management with existing projects.
Creating work orders from project activities in Project Costing.

Associating Work Orders in Maintenance Management with Existing Projects

You can associate a work order with a Project Costing-managed project, a work order-managed project, or the default project that you establish during Maintenance Management implementation. A project must be associated with the work order business unit on the Work Order - Projects Association page to be eligible for work order creation.

You can associate a work order with a Project Costing-managed project when there is a project manager who is engaged in creating and planning the project and its activities before executing work and incurring costs. Associate a work order with a work order-managed project when you want to enable Project Costing processes to collect, report, track, and account for costs incurred for work orders and work order tasks behind the scenes. For example, if you create a work order to execute preventive maintenance, you can associate the work order with a work order-managed project that you created for that purpose.

If you do not select an activity to associate with the work order task, the system automatically creates a project activity for the work order task so you can account for the work order costs. The activity start and end dates are based on the estimated start and end dates of the work order task.

After you associate a project and activity with a work order, you can change to a different project and activity for the work order if there are no transaction rows on the work order. When you change to a different project and activity, the system does not copy any other information from Project Costing to the work order, such as activity start date, activity end date, or resources.

Creating Work Orders from Project Activities in Project Costing

You can create work orders in Project Costing from active Project Costing-managed project activities by clicking the Create Work Order button on the Activity Definitions - Team page. If Program Management is installed, click the Create Work Order button on the Resources by Activity page.

This diagram shows the process to create a work order from a project activity:

Creating a work order from a project activity

An example of using this method is when an operations or project manager creates a project to build an asset, creates a project activity, and assigns labor, material, or asset tool resources to the activity. The manager can create a work order from Project Costing to authorize the project team to work on the project.

A work order that you create in Project Costing is associated with only one project. When you create the work order, the system automatically creates a new work order task, and associates the task with the activity. You can select labor, material, and asset resources on an activity to assign to the work order task. Resources can be associated with multiple work orders for a project activity. Labor resources must have a primary craft and be established as eligible resources in Maintenance Management.

If you create a work order from a project activity, canceling a work order task does not cancel the associated activity, as other work order tasks may be associated with the activity.

The following three tables list the fields that appear on a work order from the project activity. The first table lists the fields that are mapped from the activity to the work order level:

Project Activity Level	Work Order Level
Work Order Business Unit	Work Order Business Unit that is mapped to the Project Business Unit
Project Description	Work Order Description
Project Business Unit	Project Business Unit
Project ID	Project ID
Shop ID	Shop ID
Work Order Type	Work Order Type
Service Group ID	Service Group ID
Project Duration	Work Order Duration
Project Start Date	Work Order Start Date
Project End Date	Work Order End Date

The second table lists the fields that are mapped from the activity to the work order task level:

Project Activity Level	Work Order Task Level
Project Activity Description	Task Description
Activity ID	Activity ID
Project Activity Duration	Task Duration
Project Activity Start Date	Task Scheduled Start Date
Project Activity End Date	Task Scheduled End Date

The third table lists the fields that are mapped from the activity resource level to the work order resource level:

Resource Level	Resource Level
Primary Craft	Craft
Resource ID	Employee ID (for Labor resource) Item ID (for Material resource) Asset Identification (for Asset resource)
Assigned Work	Schedule Duration
Quantity	Scheduled Quantity
Unit of Measure	Unit of Measure

Project Costing sends labor resources to the work order only if the resource exists in the Resource Management system and asset resources only if they are tools.

You cannot create a work order in Project Costing from a work order-managed project.

Understanding Work Order Transaction Processing

This section discusses:

Rate options.
Work order transaction pricing.

Rate Options

To collect work order labor costs for billing, you must create a rate set that uses the WBI (work order labor bill rate) rate option. To collect work order labor costs for costing, you must create a rate set that uses the WCO (work order labor cost rate) rate option. The WBI and WCO rate options are available for rate set source rows with the analysis type that is specified for the Mobile Time / Expense field on the Installation Options - Project Costing Integration page. By using the WBI and WCO rate options for work order-managed projects, you instruct the Pricing Application Engine process (PC_PRICING) to retrieve cost and billing rates from the work order labor rate to calculate the target amount.

Administrators can use the Default Rate Set field in the Project Costing group box on the Work Order Definition - Integration page in Maintenance Management to specify the rate set that the system uses as a default for chargebacks for work order-managed projects. The default rate set on the work order business unit overrides the default project rate set or plan on the project.

Work Order Transaction Pricing

Project Costing processes transactions for work orders that are associated with work order-managed projects only after the work order tasks are closed. This prevents the Process Project Accounting Application Engine process (PSA_ACCTGGL) from processing transactions for open work order tasks.

Project Costing Application Engine processes collect costs from PeopleSoft Enterprise feeder systems. The Pricing process assigns a value of H (on hold) as the general ledger (GL) distribution status for transactions on open work order tasks that are associated with work order-managed projects, and inserts the rows into the Project Transaction table based on the project activity rate set. When you close the work order task, the Work Order Close Application Engine process (WM_CLOSE) updates the status to C (costed) for transactions that are associated with work order-managed projects, and the Process Project Accounting process generates the accounting entries.

Understanding Work Order Asset Capitalization and Retirement

This section lists prerequisites and discusses:

Asset capitalization.
Asset retirement for work order-managed project assets.

Prerequisites

For project assets to be eligible for the Express Retirement process, you must:

Select the Work Order Managed option for the project, and change the project processing status to Active, on the Project Definition - General Information page.

You can select or clear the Work Order Managed option until you save the page for the first time, after which the field is not editable.
Establish express asset filter criteria for the business unit on the Express Asset Filter Criteria page.
Select Derive from Work Order Task for the project in the Asset Identification group box on the Asset Integration Rules page.
Accumulate costs in Project Costing directly (using online transaction entry) or indirectly (from feeder systems such as Payables, Expenses, and Inventory).

Note. Transactions that the Expenses application sends to Project Costing do not contain work order-related field values, such as work order business unit, work order ID, work order task ID, work order resource type, and work order line number. Therefore, the Express Asset Retirement Integration process does not include transactions that originate in the Expenses application unless you manually update the work order-related field values on the transactions in Project Costing.

Asset Capitalization

Maintenance Management maintains assets from work order tasks and relates the assets to projects and activities. You can maintain multiple assets from a single project, or you can consolidate a single asset from multiple projects.

Each work order task can specify one asset that is being maintained, one related project, and one related activity. The task contains the transaction costs of creating and maintaining the asset. These costs flow from Maintenance Management into various PeopleSoft applications such as Purchasing, Payables, Time and Expense, and Inventory, and from these systems into Project Costing.

See Also

Asset Assignment To Multiple Projects

Asset Retirement for Work Order-Managed Project Assets

You can use the Express Retirement Application Engine process (PC_EXPRET_AM) to fully retire assets that are associated with work order-managed projects. If a project asset is eligible for the Express Retirement process, this is the process flow for retiring the asset for work order-managed project activities:

A user closes the work order task.
Maintenance Management updates values for the project activity on the Asset Integration Rules page to synchronize the Project Costing and Maintenance Management systems.
The work order closed status triggers the Express Retirement process and indicates to the system that the project activity is ready to process.
The Express Retirement process determines the assets to send to Asset Management, stamps the Project Transaction table rows with asset information, and initiates the Asset Retirement Application Engine process (PC_RETIRE_AM).

Understanding Integration Setup

You use pages in both Maintenance Management and Project Costing to set up the integration between these systems. This table lists the integration setup steps, the application pages used to accomplish the steps, and the applications that own the pages:

Step	Application Page	Owner Application
Select the Enable Organization option if you want to use the charge back feature.	Installation Options - Project Costing (INSTALLATION_PC)	Project Costing See Defining Project Costing Installation Options.
Map work order business units to project business units.	Work Order Definition - Integration (BUS_UNIT_TBL_WM2)	Maintenance Management See Setting Up Integration Parameters for a Work Order Business Unit.
Map work order-managed projects and business units to work order business units.	Work Order - Projects Association (WM_PC_DFLT_PRJ)	Maintenance Management See Associating Projects with a Work Order Business Unit, Work Order Type, and Service Group.
Map project-related ChartFields to work order business units.	Work Order Project Chart field Mapping (WM_PC_DFLT_CFS)	Maintenance Management See Setting Up Default Project Costing ChartFields.
Define minimum capitalization limits that must be met before Project Costing capitalizes selected assets.	WO Capitalization Limit (WM_PC_CAP_INTGRTN)	Maintenance Management See Defining Work Order Capitalization Limits.
Define capitalization rules that associate adjustment filters and retirement filters with project business units and asset types.	WO Capitalization Filter (WM_PC_CAP_FLTR)	Maintenance Management See Associating Capitalization Filters with an Asset.
Set up rate sets that use WBI and WCO rate options.	Rate Sets (PC_RATE_DTL) and Rate Sets - Target (PC_RATE_DTL_LN)	Project Costing See Defining Rate Sets and Plans.
Specify a standard rate set that the system uses as a default for chargebacks for work order-managed projects.	WO Business Unit - Integration Options (BUS_UNIT_TBL_WM2)	Maintenance Management See Setting Up Integration Parameters for a Work Order Business Unit.

Understanding the Project Costing Pages Used in Work Order Business Processes

This table summarizes the Project Costing application pages that work order business processes use:

Project Costing Application Pages and Processes	How the Page or Process Is Used in Work Order Business Processes
Asset Integration Rules page	Use this page to select the Derive from Work Order Task asset identification rule option to enable the Express Capitalization process to identify the transaction rows in activities that belong to assets. Additionally, the system automatically updates certain fields on this page during the life of a work order-managed project, such as: When you save a project as a work order-managed project, the system automatically selects the asset identification rule of Derive from Work Order Task and the adjustment trigger of Automatic. If the Work Order Managed Project flag is activated for a project, and if assets do not require approval before they are sent to Asset Management, the system selects an asset processing destination of Summarize and Run Interface on the Asset Integration Rules page. When you change a work order task status to complete, the system updates these fields at the activity level to reflect the criteria in Maintenance Management: Selects the Enable Integration flag. Selects an integration type of Retirement. Enters a value for Filter ID. If the Work Order Managed flag is activated for a project, the system: Selects an asset adjustment trigger of Automatic. Selects a transaction load type of Adjust Cost/Acquisition Detail. Selects an end of year rule of Ignore End of Year. See Defining Asset Integration Rules for Express Capitalization.
Define Assets page	Use this page to view the details of asset definitions that are associated with work order-managed projects.
Relate by Project page	Use this page to view the details of the relationship of assets to projects for assets that are associated with work order-managed projects.
Project Definitions - General Information page	Use this page to designate the project as a work order-managed project, which indicates that the project is managed with work orders in Maintenance Management, instead of by a project manager in Project Costing. Additionally, you can click links in the More drop-down list box to access: The Work Order Project Chart field Mapping page for a business unit, work type, and service group combination to specify default project ChartField values for work order tasks. The Work Order - Projects Association page to specify default work order values on projects. See Creating and Defining Projects.
Project Costing Activity Definitions - Team page or Program Management Resources by Activity page	On this page you can click a button to access the Create Work Order page to create a work order in Maintenance Management for this project activity. See Creating Project and Activity Teams.
Create Work Order page	Use this page to create a work order from a Project Costing-managed project activity. See Creating Work Orders and Work Order-Managed Projects in Project Costing.
Show All Transaction Details page	View the work order business unit, work order number, task number, resource type, and resource line number for a transaction. See Viewing and Adding Transactions.
Express Retirement Process page	Use this page to run the Express Retirement Application Engine process (PC_EXPRET_AM) to send assets that are associated with work order-managed projects to the Asset Management Loader table and (optionally) to the Asset Management production tables. See Retiring Work Order Assets.
Pricing process	This Application Engine process calculates labor cost amount and billing amount by using the work order labor cost rate and bill rate. Additionally, the process holds transactions that are associated with work order-managed projects so that the Process Project Accounting process does not process them until the work order task closes. See Running the Pricing Application Engine Process.

Setting Up Rate Sets and Asset Integration Rules

You use pages in both Maintenance Management and Project Costing to set up the integration. This section discusses the setup pages that are in Project Costing only.

This section lists the pages used to define asset integration rules.

Pages Used to Set Up Rate Sets and Asset Integration Rules

Page Name	Object Name	Navigation	Usage
Rate Sets	PC_RATE_DTL	Set Up Financials/Supply Chain, Product Related, Project Costing, Pricing Structure, Rate Sets, Rate Sets	Enter a row with an analysis type that is specified in the Mobile Time / Expense field on the Installation Options - Project Costing Integration page, which enables you to select the WBI and WCO rate options for work order-managed projects on the Rate Sets - Target page. See Defining Rate Sets and Plans.
Rate Sets - Target	PC_RATE_DTL_LN	Setup Financials/Supply Chain, Product Related, Project Costing, Pricing Structure, Rate Sets, Target Click the Target link on a row in the Define Criteria for Incoming Transactions grid.	Select the WBI rate option to collect work order labor costs for billing, or the WCO rate option to collect work order labor costs for costing. These rate options are available for source rows with the analysis type that is established for Mobile Time / Expense on the Installation Options - Project Costing Integration page.
Project Costing Options - Asset Integration Rules	PC_AM_RULE_BU	Setup Financials/Supply Chain, Business Unit Related, Project Costing, Project Costing Options Select the Asset Integration Rules tab.	Select the Derive from Work Order Task asset identification rule option to enable the Express Capitalization process at the business unit level. See Defining Asset Integration Rules for Express Capitalization.
Project Definitions - Asset Integration Rules	PC_AM_RULE_PRJ	Project Costing, Project Definitions, General Information Select the Asset Integration Rules tab.	Select the Derive from Work Order Task asset identification rule option to enable the Express Capitalization process at the project level.
Activity Definitions - Asset Integration Rules	PC_AM_RULE_ACT	Project Costing, Activity Definitions, General Information Select the Asset Integration Rules tab.	Select the Derive from Work Order Task asset identification rule option to enable the Express Capitalization process at the activity level.

Creating Work Orders and Work Order-Managed Projects in Project Costing

This section discusses how to create work orders in Project Costing.

Pages Used to Create Work Orders and Work Order-Managed Projects in Project Costing

Page Name	Object Name	Navigation	Usage
Create Work Order	PC_CREATE_WO	Project Costing, Activity Definitions, Team, Team Click Create Work Order on the Activity Definitions - Team page in Project Costing, or the Resources by Activity page in Program Management.	Create a work order for a Project Costing-managed project. Note. The Create Work Order button is available on the Activity Definitions - Team page only for active Project Costing-managed projects.
Project Definitions - General Information	PROJECT_GEN_01A	Project Costing, Project Definitions, General Information, General Information	Designate a project as a work order-managed project, and access work order-related pages in Maintenance Management.

Page Name

Object Name

Navigation

Usage

Create Work Order

PC_CREATE_WO

Project Costing, Activity Definitions, Team, Team

Click Create Work Order on the Activity Definitions - Team page in Project Costing, or the Resources by Activity page in Program Management.

Create a work order for a Project Costing-managed project.

Note. The Create Work Order button is available on the Activity Definitions - Team page only for active Project Costing-managed projects.

Project Definitions - General Information

PROJECT_GEN_01A

Project Costing, Project Definitions, General Information, General Information

Designate a project as a work order-managed project, and access work order-related pages in Maintenance Management.

Creating Work Orders in Project Costing

Access the Create Work Order page.

The system populates the project business unit, project, activity, start date, and end date from the project activity. These fields are not editable.

Work Order Business Unit	Enter a business unit from the list of work order business units that are mapped to the project business unit.
Work Type	Enter a work type from a list of valid work types that are defined in Maintenance Management.
Service Group	Enter a service group from a list of valid service groups that are defined in Maintenance Management. The service group work order attribute represents the group that performs the work order service. The default value is based on the work order business unit.
Shop	Enter a shop from a list of valid shops that are defined in Maintenance Management. A shop is composed of individual technicians or crews, and represents the level at which a scheduler typically has responsibility for dispatching resources.

Select Resources to Include in Work Order Creation

Resources appear in the grid and are available for selection if these conditions exist:

The resource exists on the Activity Definitions - Team page in Project Costing or the Resources by Activity page in Program Management.
The resource exists in Maintenance Management as a labor resource.

If you use Program Management, you can also select material and asset resources to include in work orders. Asset resources must be defined as tools in Maintenance Management.

Resources do not appear in the grid if either of these conditions exist:

The resource is classified as generic resource.
The labor resource does not exist in Maintenance Management as a labor resource.
The asset resource is not a tool.

	Indicates that the corresponding resource is assigned to another work order that is created from this project activity.
Select Resource	Select the check box to copy the corresponding resource to Maintenance Management when you create the work order. You can associate a resource with one or more work orders for a project activity.
Assigned Work	Displays the assigned work for the resource for the corresponding activity. This field is available only if you use Program Management.
Unit of Measure	Displays the unit of measure for the resource for the corresponding activity. This field is available only if you use Program Management.
Create	Click to create a work order with one work order task, and return to the Activity Definitions - Team page or the Resources by Activity page.
Cancel	Click to return to the Activity Definitions - Team page or the Resources by Activity page without creating a work order or work order task.

See Also

Project Costing

Retiring Work Order Assets

This section lists the page used to retire work order assets.

Page Used to Retire Work Order Assets

Page Name	Object Name	Navigation	Usage
Express Retirement Process	RUN_PC_EXP_RET	Project Costing, Assets, Express Retirement Process, Express Retirement Process	Run the Express Retirement process to retire assets that are associated with work order-managed projects. See Retiring Work Order Assets.

Page Name

Object Name

Navigation

Usage

Express Retirement Process

RUN_PC_EXP_RET

Project Costing, Assets, Express Retirement Process, Express Retirement Process

Run the Express Retirement process to retire assets that are associated with work order-managed projects.

See Retiring Work Order Assets.