Understanding Integrated Products and Shared Products Setup Considerations

This chapter discusses:

• Integrated product setup considerations.

• Shared product setup considerations.

Integrated Product Setup Considerations

Maintenance Management integrates with a large number of PeopleSoft products. Some of these products are key to the planning, scheduling, execution, and processing of work orders and may have unique or required setup considerations based on their integration with Maintenance Management.

This section discusses:

• Asset Management setup considerations.

• Project Costing setup considerations.

• Purchasing setup considerations.

• Inventory setup considerations.

• Third-party help desk application setup considerations.

Asset Management Setup Considerations

In order to maintain assets via a service request or work order, you must set up assets in Asset Management's asset repository prior to setting up Maintenance Management. In addition to the setup required for financial asset management, Maintenance Management recommends that your Asset Management setup include:

• Installation options.

• Asset locations.

• Asset type, asset subtype, manufacturer ID, and model.

• Chargeback information at the asset level.

• Component changeout rule definitions at the Asset Management business unit, asset type, asset subtype, and asset levels.

• Maintenance types. (Set Up Financials/Supply Chain/Product Related/Asset Management/Service and Repair)

• Equipment parts list (EPL). (This is optional and is located at Set Up Financials/Supply Chain/Product Related/Asset Management/Service and Repair.)

• Insurance types. (Set Up Financials/Supply Chain/Product Related/Asset Management/Service and Repair)

• Standard warranties. (Set Up Financials/Supply Chain/Product Related/Asset Management/Service and Repair)

• Warranty templates. (Set Up Financials/Supply Chain/Product Related/Asset Management/Service and Repair.)

• Interunit transfer definition.

• Asset basic information (ARM).

• Meter types. (Set Up Financials/Supply Chain/Product Related/Asset Management/Service and Repair)

• Meters.

• Tool resources.

See Understanding Asset Lifecycle Management.

Project Costing Setup Considerations

You must install and set up Project Costing prior to installing and setting up Maintenance Management. Maintenance Management uses Project Costing to:

• Collect work order costs that are generated by Inventory, Purchasing, Payables, and Maintenance Management.

• Capitalize costs incurred by a work order.

• Use costs incurred by a work order to determine the cost of removal when disposing an asset.

• Calculate chargebacks and send them to the General Ledger.

You must set up specific tables and features in Project Costing, which include:

• Selecting Enable Organization on the Installation Options - Project Costing page to calculate chargebacks.

• Following the Project Costing setup requirements, which include the setup of Project Costing ChartFields, transaction options, pricing structure, and more.

• Creating a rate set in Project Costing that applies to Maintenance Management and includes the rate options, WBI (work order labor bill rate) and WCO (work order labor cost rate).

• Establishing one or more default work order-managed projects in Project Costing to automatically associate with any new work orders that you create directly in Maintenance Management.

• Creating a project in Project Costing and clicking the Create Work Order button in the Project Costing, Activity Definition, Team, Resources by Activity page to generate a Project Costing project-managed work order.

You can also create a work order in Maintenance Management and associate it with an existing project.

Note. You may only need to create one work order-managed project that you associate with most of your work orders depending on the needs of your organization.

When you set up one or more work order business units in the Maintenance Management work order business unit's Integrations page, you must enter the Project Costing business unit that you want to use with each work order business unit to collect work order costs. You also select a rate, WBI (work order labor billing rate) and WCO (work order labor cost rate), based on the user-defined template in Project Costing to serve as the default rate value for calculating chargebacks.

In Maintenance Management, you:

• Associate projects with a work order type and service group in Maintenance Management, using Associate Projects for work order-managed projects.

• Set up the default Project Costing ChartField values to use for each combination of work order business unit, service group, work order type, project, application, and resource type.

• Set up capitalization filters that specify the minimum amount that it costs to repair or maintain an asset with a work order before capitalizing costs in Project Costing.

See Understanding the Project Costing Operational Structure, Understanding Overall System Setup Parameters for Maintenance Management.

Purchasing Setup Considerations

Maintenance Management integrates with Purchasing to enable users to create purchase orders or requisitions for materials, tools, and labor directly from the work order. You must install Purchasing before setting up Maintenance Management to create and process work orders. There are specific setup requirements related to the integration of Purchasing and Maintenance Management that you must perform, which include:

• Setting up the PO/Requisition Loader Defaults for Maintenance Management in Purchasing.

• Indicating whether you want to create a purchase order or a requisition in the work order business unit and in the User Preferences - Maintenance Management page, depending on the needs of your organization.

  The value you select determines whether you can stage purchase orders or requisitions from the work order. You may also indicate that you do not want to select either option, in which case neither option is available for staging from the work order.

  See Understanding the Purchasing Requisition Loader Application Engine Process (PO_REQLOAD).

  See Understanding Overall System Setup Parameters for Maintenance Management.

  See Defining Maintenance Management User Preferences.

Inventory Setup Considerations

While Inventory is not required to use Maintenance Management, it is highly recommended in order to keep track of materials used in performing work order tasks. Before you can use the Inventory functionality in Maintenance Management, the information that you must set up includes:

• Following Inventory set up procedures.

• Mapping the Inventory business unit to one or more work order business units and select the Inventory Commit Rule in the work order business unit Integrations page.

  You can also define the Inventory Commit Rule by shop. You can specify different commit rules for different shops, if applicable.

• Setting up the debit/credit pair for inventory transactions using pre-established transaction groups that are delivered with your system. Maintenance Management recommends setting up a generic accounting rule for transaction group 231, which means that the debit side of the accounting entry is driven from the work order.

• Configuring the ChartField selection using the Inventory transaction accounting rules and Maintenance Management transaction group 231.

  Note. If users do not perform this configuration and only set up transaction group 231, then this transaction accounting rule will be used every time an Inventory issuance occurs.

See Establishing a PeopleSoft Inventory Business Unit Structure.

See Understanding Overall System Setup Parameters for Maintenance Management.

See Understanding the Accounting Structure.

Third Party Help Desk Application Setup Considerations

You can integrate third party help desk applications with Maintenance Management using the Integration Broker. You must perform the normal setup procedures for Maintenance Management, as well as set up assets in the Asset Management asset repository. This provides the foundation to enable you to create work orders from help desk applications.

Additional activities that you must perform include:

• Setting up Integration Broker and activating application messages from Maintenance Management to the help desk application on both the help desk application and Maintenance Management databases, which include:

  • COPY_PROBLEM_TREE .

    This message copies the Problem Tree to the help desk application for all problems that have the publish data flag checked. These are the problems available to the help desk agent when creating a work order.

  • COPY_SHOP_LOC .

    This message Copies all Shop Locations to the help desk application. These are the shops (service locations) available to the help desk agent when creating a work order.

  • COPY_WM_PRIORITY

    This message copies Priority to the help desk application. These are the priorities available to the help desk agent when creating a work order.

  • COPY_WO_STATUS

    This message copies the work order statuses to the help desk application. These are the work order statuses returned to the help desk from Maintenance Management when a work order is added or updated.

  • SYNC_REQ_WORK_ORDER

    This message enables the help desk agent to add or update work orders. This message creates a work order in Maintenance Management when the help desk agent invokes the Create Work Order related action on a case. The message updates a work order in Maintenance Management when the agent changes the contact information on the case.

  • SYNC_RSP_WORK_ORDER

    This message returns an Add or Update status to the help desk application. If the Add work order is successful, this message returns the new work order number and its initial status. If unsuccessful, this message returns the errors encountered trying to create the work order.

  • SYNC_WM_WO_KEY_EVEN

    Send work order key events to the help desk application. Key events include: work order status change, work order description change, and request for more information from the work order technician.

• Setting up Integration Broker and activating all application messages from Asset Management to the help desk application on both the help desk application and Asset Management databases.

  See Enterprise PeopleTools PeopleBook: PeopleSoft Integration Broker

  See Asset Management Setup Considerations.

• Setup problems in the Problem Tree.

• Check the Publish Data flag for the problems you want to be available to the help desk application.

• Enter work order defaults (business unit, service group, type, & priority) for all problems to be published to the help desk application.

• Execute the COPY_* messages to populate the corresponding tables in the help desk application.

See Understanding Maintenance Management.

Shared Products Setup Considerations

Maintenance Management shares the functionality of specific PeopleSoft products instead of integrating with these products. This means that you are not required to install these products to benefit from their functionality. However, since these products share certain functionality, you must set up common components that are used by each product.

This section discusses:

• Expenses setup considerations.

• Resource Management setup considerations.

Expenses Setup Considerations

Maintenance Management provides a time entry user interface front-end and leverages the Expenses component interface, which enables you to use the Expenses existing time entry processing functionality. You do not have to install Expenses to use this functionality in Maintenance Management. However, there are specific setup requirements, which include the:

• Expenses business unit definition (Business Unit Related, Expenses, Expenses Definition).

  You select an Expenses business unit from a list of GL business units. The GL business unit selected for the Expenses business unit must match the GL business unit identified in the work order business unit in Maintenance Management.

  • Enter the time reporting options.

  • Ensure that the GL business unit defined for each employee in Expenses is consistent with the GL business unit defined for the work order business unit in Maintenance Management.

    See Configuring Business Units for Expenses.

• Expenses employee profile. (Expenses, Manage Employee Information , Update Profile)

  • Set up an employee profile in Expenses for each employee that enters time in Maintenance Management.

  • Select Billable as the Billing Type in the User Defaults page.

    This enables Project Costing to send the expense to Billing and create a chargeback if the project organization is set up in Project Costing for chargebacks. Selecting this field marks the expense lines and time lines with the billing code. The system carries the billing code through to Project Costing as an indicator for billable expenses or billable hours. The system charges the expense lines to the General Ledger. When the customer is billed, the payment is usually reflected as revenue offset to the expenses.

  • Indicate that the Employee Status is Active on the User Defaults page.

  • Enter the Hire Date, if not already entered on the User Defaults page.

  • Select the Default Profile check box, if not selected, on the User Defaults page.

    Important! Do not enter values for Project Defaults for Time in the Manage Profile, User Defaults page for Expenses. Maintenance Management uses the project defined for the work order instead.

    See Understanding User Defaults.

• Maintenance Management resources. (Maintenance Management, Labor Administration, Create Resources)

  Create employees that are authorized to enter time in the technician workbench as resources in Maintenance Management. Define whether a user can enter time on behalf of an employee (normally a technician) and act as a timekeeper to collect time sheets and enter the time for the employee.

• Maintenance Management user preferences.

  Identify the Time Report Method for this user as either Punch Time or Elapsed Time.

  You must set up this up for users who enter time for themselves or enter time for someone else. Each of these users must be set up as a resource in Maintenance Management. The time reporting method that you select for a user, who is allowed to enter time for someone else, applies not only to this user, but also to the one or more users for whom the time is being entered.

  For example, user DVP1 is authorized to enter time for Jane Jones and John Smith, and the time reporting method selected for DVP1 in User Preferences is punch time. This means that the Punch Time method applies to users DVP1, Jane Jones, and John Smith. However, if Jane Jones is associated with the user profile DVP1, which indicates Punch Time as the time reporting method, and DVP2, which indicates Elapsed Time as the time reporting method, then Jane's time is entered in either a punch time or elapsed time report format depending on whether the time entry clerk is signed on as DVP1 or DVP2.

  Important! Based on this example, be careful not to associate the individual who enters time with a user profile where the time entry method is different from the time-entry method associated with the resources for whom time is entered.

• Project Costing integration template. (Set Up Financials/Supply Chain, Product Related, Project Costing, Project Options, Integration Templates)

  The sample data for Maintenance Management predefines the Project Costing Integration Template for Project Costing business unit US001, and is set up to accept data from several GL business units including GL business unit US001.

See Understanding User Defaults.

Resource Management Setup Considerations

Maintenance Management leverages the Resource Management data model functionality to assign and schedule resources. This means that you do not have to install Resource Management to use the product's resource functionality in Maintenance Management. Many of the setup requirements in Resource Management now reside in the Set Up Financials/Supply Chain, Common Definitions, Resource Data component. Maintenance Management also leverages the capability to set up employees and their qualifications and add them as resources. You access these resource features directly in the Maintenance Management menu under Labor Administration. Even if you install Resource Management, you still must set up this data in Maintenance Management because the requirements are slightly different. The information you need to set up this resource data is described in detail in the chapter Setting Up Labor and Tools Resources.

See Understanding Labor and Tools Resource Setup and Maintenance.

Employee and Non-Employee Source Data

Maintenance Management applies the same principles regarding employee and non-employee source data as Resource Management.

See Understanding PeopleSoft Resource Management and PeopleSoft HRMS.

HRMS Business Unit Generation without HRMS

Every employee either in the HRMS database or the Financials database must be associated with a business unit. If you do not use HRMS, you must generate HRMS business units by setting up the Resource Management business unit. Before you set up the Resource Management business unit, you must set up the Project Costing business units that you intend to add as a default value in each of the work order business units that you set up. You can only enter one Project Costing business unit in a work order business unit. You then select this Project Costing business unit when you set up the Resource Management business unit.

If you do not integrate with HRMS, when you create the Resource Management business unit, it populates the HR Business Unit table (BUS_UNIT_TBL_HR) behind the scenes.

If you use HRMS, the HR business units that you set up in HRMS are available to Maintenance Management.

See Understanding Resource Management Business Units, Understanding PeopleSoft Resource Management Without PeopleSoft HRMS.

HRMS Setup Considerations

You can use HRMS as your employee source database. Selected data that is used to populate Maintenance Management employee records and resource profiles is imported from HRMS using application messages and the Integration Broker.

HRMS and Maintenance Management Implementation

When you implement Maintenance Management with PeopleSoft HRMS, you create a system of business unit and setID functionality that matches the way you manage processes related to both resources and HR. The system must also handle the integration issues of using multiple applications.

If your organization uses HRMS to manage employee data, you also must set up the Resource Management business unit. Consider using the same business units in the Resource Management database and the HRMS database. A one-to-one correlation between HRMS and Resource Management business units simplifies organizational structure, business rules, and processing.

See PeopleSoft Enterprise HRMS 8.9 Application Fundamentals PeopleBook

PeopleSoft 7.x HRMS or Third Party HRMS

If your organization uses a PeopleSoft 7.x HRMS or earlier, or a third-party HRMS application, you can create a bridge between your HRMS application and Maintenance Management. You use PeopleSoft Integration Broker to map your data to Maintenance Management. Although you can use other HRMS applications and Maintenance Management together, a third-party HRMS application may not support the full functionality of Maintenance Management.

See PeopleTools PeopleBook: PeopleSoft Integration Broker