Setting Up Maintenance Management System Parameters

This chapter provides an overview of Maintenance Management's product integration and system parameters setup requirements and discusses how to:

• Define a service request business unit.

• Set up a work order business unit.

• Set up resource assignment approval options in Maintenance Management.

• Set up work order types, service groups, and priorities.

• Set up rules and data related to Project Costing.

• Set up ChartField distributions for Maintenance Management.

Understanding Overall System Setup Parameters for Maintenance Management

This section discusses:

• Maintenance Management installation options.

• Permission lists, roles, and user profiles.

• Maintenance Management user preferences.

• SetID considerations in Maintenance Management.

Maintenance Management Installation Options

Select the Maintenance Management check box on the Installation Options - Products page to enable you to install Maintenance Management. You must install Asset Management, Project Costing, and Purchasing prior to installing Maintenance Management. Also, if your organization intends to obtain items from Inventory to use in the repair and maintenance of assets via Maintenance Management, you should install Inventory.

See Setting Up Application-Specific Installation Options.

Permission Lists, Roles and User Profiles

You must set up permission lists using PeopleTools Security. You then define roles and select permission lists to apply to these roles. Once the roles are set up, you select the roles that apply to specific user profile.

For example, the sample data contains the following permission lists:

• EPPC2100 – Project/Activity Team

• EPPG4000 – Detailed Project Planning

• Work Order Management

The Maintenance Management sample also has these roles defined:

• Project Manager

• Maintenance Technician

• Maintenance Planner

• Maintenance Supervisor

• Warehouse Clerk

• System Administrator

• Self-Service User

Examples of user profiles are:

• SRVP - Senior Vice Presidents

• SRMGR - Senior Managers

See Enterprise PeopleTools 8.46 PeopleBooks: Security Administration

Maintenance Management User Preferences

Your organization may enable specific users to perform selected service request and work order functionality by accessing the User Preferences, Maintenance Management page.

Important! User Preferences is where you determine the time reporting method (Punch Time or Elapsed Time) that applies to the work order labor hours that apply to this user or for the labor hours entered by this user for other users.

See Defining Maintenance Management User Preferences.

SetID Considerations in Maintenance Management

Maintenance Management uses system data, which is set up in Asset Management, Project Costing, Purchasing, Payables, Inventory, Resource Management, and other subsystems to create and process work orders. Much of the data that is set up in these subsystems is organized by setID.

It is important to understand the difference between business units, setIDs, and records:

SetID mapping is used to coordinate the various set control record groups. For example in Maintenance Management, work order task and work order job templates reference setIDs from various subsystems. You must set these templates to copy labor, inventory, purchase/on hand materials, and tool task requirement values, which are derived from various subsystems, to a work order task. These requirements must be compatible with the various work order business units used for each work order. To accomplish this, you set up the setIDs as set control values using setID mapping:

You must follow one rule and guideline to perform setID mapping for work order job and work order task templates.

See Understanding Work Order Templates.

Prerequisites

Set up the following products prior to setting up Maintenance Management:

• Asset Management

• Project Costing

• Purchasing

• (Optional) Inventory

See PeopleSoft Enterprise Asset Management 8.9 PeopleBook

See PeopleSoft Enterprise Project Costing 8.9 PeopleBook

See PeopleSoft Enterprise Purchasing 8.9 PeopleBook

See .PeopleSoft Enterprise Inventory 8.9 PeopleBook

Defining a Service Request Business Unit

To set up a service request business unit, use the Service Request (BUS_UNIT_TBL_WR) component.

This section provides an overview of service request business units and discusses how to:

• Set up the service request business unit Definition page.

• Select service request fields for audit control.

Understanding Service Request Business Units

The primary purpose of the service request business unit is to separate service requests by request center. The service request business consists of two separate pages:

• Definition page.

  Service Request Options, which enable you to set up a default service center and service request priority value of critical, urgent, standard, or low. You also indicate the number of days between completion of a service request and the actual automatic closing of a service request. A requester is notified when a service request is complete and can respond within the number of days entered here if the work was not performed satisfactorily or something more needs to be done. The system also tracks the number of the last service request issued for this service request business unit.

• Audit Control page.

  This page enables you to select the service request fields to audit for changes.

There is no direct correlation between service request business units and work order business units. If an agent creates a work order from a service request, the work order business unit is derived from the problem definition and the service center (location) on the service request. For example, if you create a service request indicating that there is a malfunctioning desktop computer in Pleasanton for the HQ-IT agent, the agent can create a work order using work order business unit US001, which is the business unit for which this problem and service center were defined.

Note. The system does not use the service request business unit to process any accounting transactions.

See Understanding Service Request Creation and Use, Understanding PCR Setup and Tracking.

Pages Used to Set Up a Service Request Business Unit

Setting Up the Service Request Business Unit Definition Page

Access the Service Request Definition page.

When you set up a new service request business unit, you enter the new business unit number in the Add a New Value page and when you access the Definition page, you describe this new business unit, select a default setID, and create the business unit using:

Service Request Options

Selecting Service Request Fields for Audit Control

Access the Audit Control page.

Service Request Audit Fields

Select the service request fields in which you want to audit changes. The fields include: Asset Identification. Assigned By. Assigned To. Location Code. Service Request Center. Service Request Priority. Service Request Status.

Setting Up a Work Order Business Unit

To set up a work order business unit use the Work Order Definition (BUS_UNIT_TBL_WM) component.

This section provides an overview of work order business unit setup and discusses how to:

• Define the work order business unit.

• Set up integration parameters for a work order business unit.

• Enter preventive maintenance parameters for a work order business unit.

Understanding Work Order Business Unit Setup

Work order business units are synonymous with work centers. You can set up as many work order business units as necessary to support your business requirements. The business unit represents the highest level of the default hierarchy within Maintenance Management, which means that the values specified in a work order business unit are used as default values and controls throughout Maintenance Management.

The work order business unit consists of three parts, which include:

• The Definition page in which you define information unique to this business unit, select specific set up options and warranty claim information, define default values and default hierarchies, and specify work order numbering characteristics.

  The required fields on this page are Location, GL Business Unit, Base Currency, Rate Type, Service Group, and Accounting Default Order.

• The Integration page in which you identify specific options that enable a business unit to integrate with Project Costing, Inventory, and Purchasing and define default labor rates for resources.

  The required fields on this page are Project Costing Business Unit, Inventory Business Unit, and Inventory Commit Rule.

• The PM Options page defines specific options that enable you to use this business unit to enter and process preventive maintenance work orders.

  The required fields on this page are Priority Code, Work Order Type, and Task Status.

See Understanding Integrated Products and Shared Products Setup Considerations.

Work Order Business Unit Defaults and Default Hierarchies

You can set up specific values in the work order business unit that you want to display as default values in the work order. You can also set up different default hierarchies that use a weighting formula (algorithm) to determine which setup data to use as default data in the work order.

Work Order Business Unit Default Values

You can enter the default field values in the work order business unit that you want to display in fields in the work order. These fields include:

• Service Group

  When you create a work order using this business unit, the service group value that you enter here in the work order business unit becomes the default value for the service group field in the work order header.

  You can override this value in the work order.

• Shop

  When you create a work order using this business unit, the shop value that you enter here in the work order business unit becomes the default value for the service group field in the work order header.

  You can override this value in the work order.

• Close Days

  When you complete a work order task in a work order that was created with this business unit, the system uses the default value that you enter here in the work order business unit to determine the number of days between the completion and the close of a work order task.

  You can override this value for a specific work order type.

See Setting Up Work Order Types, Service Groups, and Priorities.

Work Order Business Unit Default Hierarchies

You can also set up default hierarchies in a work order business unit to determine the various types of data that you want to display in a work order. The default hierarchies include:

• Control Default Order

• Project Default Order

• Accounting Default Order

Control Default Order

Control Default Order is used to determine the default data that you want to use for work order control procedures such as work order close and work order approvals. You can choose from two different default hierarchies:

• Unit, WO Type, Shop.

  In this hierarchy, the system checks the default values for a work order created with this business unit based on the following order:

  1. Shop.

  2. Work order type.

  3. WO business unit.

• Unit, Shop, WO Type.

  In this hierarchy, the system checks the default values for a work order created with this business unit based on the following order:

  1. Work order type.

  2. Shop.

  3. WO business unit.

Important! There must be a specified value in a level for one level to override another level. For example, if you specified at the shop level that you want the work order approved, and you either do not specify a value or select default for the work order type, the system ignores the work order type and looks at the default value specified in the work order business unit. If the value specified in the work order business unit is Pre-Approved, since the shop's value takes precedence or the value in the business unit based on the default hierarchy, then the system applies the shop's value, which requires work order approval to any work order created with the specific business unit and shop.

Project Default Order

Project Default Order is used to determine the default project to use in a work order created with this business unit using values specified in the Associate Projects component, as well as values specified in the Project Costing Chartfield distribution template. Both the Associate Projects component and the Default PC ChartFields component are set up based on the value specified for the business unit, service group, and work order type. In this case, a formula is applied to these values to determine the default level. You can choose from two different hierarchies:

• Unit, Service Group, Type.

• Unit, Type, Service Group.

You can set up the Default PC ChartFields component based on various combinations of service group and work order type. For example, you could set up the Default PC ChartFields component with these values:

• WO BU 01, Service Group %, Work Order Type %

• WO BU 01, Service Group MAINT, Work Order Type %

• WO BU 01, Service Group MAINT, Work Order Type CAPT

Since there can be numerous combinations, the system needs some method to determine which Project Costing ChartFields to use as default values in the work order. It determines the default values based on the following formula and based on the combination that you select in the work order business unit. This is also the way the default project is determined based on the setup of the Associate Projects component.

The formula to determine the default project ID in the work order is:

1x₁+2x₂ = Default Row Value

Where:

For: x₁ If value is % (wildcard) then x₁= 0 Or: If value is not % (wildcard) then x₁= 1

Where:

For 2x₂If value is % (wildcard) then x₂= 0 or If value is not % (wildcard) then x₂= 1

For example, if you select the Project Default Order in the work order business unit as Unit, Service Group, Type, and the rows that you set up in Associate Projects contain the information in the following table. Based on your selection in the work order business unit, the Service Group value is 1x₁ and the Work Order Type value is 2x₂ in the formula. When the system applies the formula, the default Project ID in the work order would be PC002, because the sum of the values in Row #2 = 2, which is greater than the sum in Row #1 (0) or Row #3 (1).

If you select the Project Default Order as Unit, Type, Service Group, then the Service Group = 2x₂ and the Work Order Type = 1x₁ , then when you apply the formula to the same rows, then Row #1 = 0, Row #2 = 1, and Row #3 = 2.

Therefore, the default Project ID based on Unit, Type, Service Group in the work order is PC003 in Row #3, which is the row with the greatest value.

Once the default Project ID is selected, the system uses the Project Default Order that you select in the work order business unit and applies the formula again to the PC Default ChartFields component to determine which row containing default Project Costing ChartField values for the default project ID has the highest calculated value. This row contains the defaulting Project Costing ChartField values that display in the work order task when you click the Distribution link for a work order task.

See Understanding Project Defaulting and Capitalization Rules in Maintenance Management, Associating Projects with a Work Order Business Unit, Work Order Type, and Service Group.

Accounting Default Order

Accounting Default Order is used to determine the default ChartField distribution template to use in the work order based on the values set up in the Distribution Template Rules component. There are seven values to which you can assign default attribute levels from 1 to 7, where 1 is the lowest and 7 is the highest. These default attributes include:

• Service Group.

• Work Order Type.

• Asset Type.

• Asset Subtype.

• Asset Location.

• Asset ID.

• Asset Unit.

Important! You must assign a numeric value to each of the seven attributes, with no duplicate values allowed. For example, you cannot assign a numerical value of 2 to Asset Type and Asset Location. The values must each be different. You cannot save the work order business unit unless you assign these values.

The formula to determine the default ChartField Distribution Template in a work order works basically the same way as the Project Order Default.

The formula to apply to the default values for the Accounting Default Order is:

1x₁+2x₂+3x₃+4x₄+5x₅+6x₆+7x₇= Default Row Value

1x₁+2x₂ = Default Row Value

Where:

For x₁: If value is % (wildcard) then x₁= 0 Or:If value is not % then x₁= 1

Where:

For x₂: If value is % (wildcard) then x₂= 0 Or: If value is not % then x₁= 1

Where:

For x₃: If value is % (wildcard) then x₃= 0 Or: If value is not % then x₁= 1

Where:

For x₄: If value is % (wildcard) then x₄= 0 Or: If value is not % then x₁= 1

Where:

For x₅: If value is % (wildcard) then x₅= 0 Or: If value is not % then x₁= 1

Where:

For x₆: If value is % (wildcard) then x₆= 0 Or: If value is not % then x₁= 1

Where:

For x₇: If value is % (wildcard) then x₇= 0 Or: If value is not % then x₁= 1

For example, if you set up the values in the work order business unit and sequence them in the following order:

1. Service Group =

   x₁

2. Work Order Type =

   x₂

3. Asset ID =

   x₃

4. Asset Subtype =

   x₄

5. Asset Type =

   x₅

6. Asset Location.

   x₆

7. Asset Unit =

   x₇

The rows that you set up in the Distribution Template Rules contain the following values and the formula calculated for each value. In this example the default Distribution Template in the work order would be FLEET because the sum of the values = 13.

See Understanding ChartField Distribution Setup in Maintenance Management.

Currency Conversion

You must set up a base currency in each work order business unit, which establishes the base currency in the work order. You cannot which override this value in the work order. When you create and schedule resources for a work order, the transactions generated in the subsystems based on the work order for Inventory, Purchasing, Payables, and Asset Management can undergo currency conversions if the base currency in the subsystem differs from the base currency in the work order business unit. When a user closes a work order task or runs the Cost Summarization process in Maintenance Management to return the actual costs from Project Costing to Maintenance Management, the costs are converted back to the base currency in the work order.

Note. This does not apply to labor and tool costs.

This section discusses:

• Currency conversion for labor costs.

• Currency conversion for inventory costs.

• Currency conversion for purchasing/on-hand costs.

• Currency conversion for tool costs.

Currency Conversion for Labor Costs

You enter time entries for employees based on labor rates set up in Maintenance Management. These entries use the base currency in the work order. No currency conversion is performed for time recorded. Only the hours and labor rates are provided to Project Costing's cost collection process for the calculation of labor cost.

Currency Conversion for Inventory Costs

When you enter or select an Inventory item in the Inventory Requirements and/or Inventory Schedules grids of a work order, Inventory returns the cost of the item using the base currency in the Inventory business unit. If the base currency for the work order differs from the Inventory base currency, Maintenance Management converts the cost of the item to the base currency in the work order. When the transactions are sent to Inventory for processing, they are converted back to the Inventory base currency, which sends them to Project Costing. After Project Costing processes the actual costs and chargebacks in the Inventory base currency, then it sends the actual costs back to the work order, where the Maintenance Management Cost Summarization process converts the currency back to the base currency in the work order business unit.

For example:

• Work Order Business Unit base currency = EUR

• Inventory Business Unit base currency = USD

Currency Conversion for Purchasing/On-Hand Costs

There are several ways to capture purchase/on-hand costs in Maintenance Management. The currency conversions are based on whether the work order task transaction uses a purchase order or a requisition in Purchasing, or whether the work order transaction came from Payables.

An example of currency conversions based on Purchasing:

• Work Order Business Unit base currency = EUR

• Purchasing base currency = USD

An example of Payables currency conversions:

• Work Order Business Unit base currency = EUR

• Purchasing base currency = USD

• Payables base currency = AUD

Currency Conversion for Tool Costs

Tools are set up as assets in Asset Management's asset repository and normally have a cost rate assigned to them. A default currency is set up in the Asset Management business unit. However, you can also specify a default currency, as well as a cost and billing rate for an asset subtype or an individual asset. The default values for currency, cost rate, and billing rate that appear in the work order task schedule line, depend on your selection. When you schedule a tool for a work order task, the system converts the base currency for the asset to the base currency for the work order, which is established in the work order business unit. When a user enters tool usages in the technician workbench, Maintenance Management calculates the cost of the tools and updates the total actual costs in the Costs page of the work order using the base currency in the work order. Because these costs do not update Asset Management or Project Costing, they are not converted back to the base currency in Asset Management.

Pages Used to Set Up a Work Order Business Unit

Defining the Work Order Business Unit

Access the Work Order - Definition page.

When you set up a new work order business unit, you enter the new business unit number in the Add a New Value page and, when you access the Definition page, you describe this new business unit, associate a setID, and create the business unit.

Business Unit

See Currency Conversion.

See Understanding Overall System Setup Parameters for Maintenance Management.

Business Unit Setup Options

Select the options that you want to apply to your work order transactions.

Defaults

Define each of these fields to use as default fields on a work order associated with this business unit. You can override these values when you enter a work order.

See Work Order Business Unit Defaults and Default Hierarchies.

Numbering

Setting Up Integration Parameters for a Work Order Business Unit

Access the Work Order - Integration page.

Project Costing

This section links any work order associated with this business unit to Project Costing so that Project Costing can serve as the cost repository for all work order costs, which includes the calculation and capitalization costs of assets. Project Costing also calculates chargebacks and sends them to the appropriate GL business unit.

See Analysis Groups.

Inventory

These fields only display if Inventory is installed.

Purchasing

Maintenance Management requires the installation of Purchasing to enable users to obtain materials, tools, labor, and other goods and services by creating either a requisition or a purchase order directly from the work order or work order workbench. You can also create a requisition or purchase order in Purchasing and link it to a work order.

Labor Rates

Note. You can override these rates for a specific shop at the shop level, as well as associate specific crafts and craft labor rates with a shop.

Entering Preventive Maintenance Parameters for a Work Order Business Unit

Access the PM Options page.

Calendar	Select a business calendar to use in determining valid business days for preventive maintenance work orders that are generated for this business unit. Selecting this option enables you to avoid scheduling preventive maintenance work orders on holidays or weekends.
Priority Code	Select H (High), M (Medium), or L (Low) to appear as the default priority in any preventive maintenance work order that the application automatically creates for this business unit. This is a required field. Important! This default value appears for all work orders except for work orders that you create for a project for a Project Costing-managed project. See Setup and Processing of Preventive Maintenance Work Orders.
Work Order Type	Select the work order type that you want to use as the default value in any preventive maintenance work orders that the application generates for this business unit. This is a required field.
Task Status	Select the work order task status for a work order task that you want to appear as the default value for any preventive maintenance work orders created during Preventive Maintenance processing that are associated with this business unit. You can select any work order task status except for statuses that you defined for the internal statuses of complete, closed, and canceled. This is a required field. See Understanding Work Order Statuses.
Last PM Schedule ID	This identifies the last number used to create a preventive maintenance schedule and automatically increments each time a new preventive maintenance schedule is created. See Setup and Processing of Preventive Maintenance Work Orders.

Setting Up Resource Assignment Approval Options in Maintenance Management

To set up resource assignment approval options use the Work Order Options (WM_BUS_UNIT_OPT) component.

This section provides an overview of labor resource assignment approval workflow and discusses how to define resource assignment approval options.

Understanding Labor Resource Assignment Approval Workflow

For a work order task, you have the option of approving the assignment of labor resources who are associated with a shop that is different from the shop associated with the work order. The employee data, regardless of the source, identifies the supervisor of each employee. You can also set up employee data and identify the supervisor of an employee using the Manage Employee Data component in Maintenance Management. When you set up the Work Order Options component to indicate that assignment approval is required, this automatically activates the assignment approval workflow. Once this approval workflow is activated, then when you create a work order task and assign a labor resource who works for a shop other than the shop in the work order, the system sets the assignment to Pending Approval status and sends the assignment to the worklist of the supervisor of the resource for approval. The supervisor can approve or reject the assignment. If the supervisor approves the assignment, the system sets the assignment approval status to Assigned. If the supervisor does not approve the assignment, the system sets the assignment approval status to Rejected. Only the supervisor of the resource can save an assignment with a status of Assigned.

In addition, you can set up email notifications to the manager of a resource and to the resource being assigned. You can select one or more assignment statuses that trigger an email notification to the manager of the resource and to the resource.

For example, if Jim Dobson is identified as the supervisor of Jill Stanton who is assigned to Shop A. And Tyler Jones is identified as the manager of Jill Stanton. You set up the Work Order Options page to require assignment approval and you indicate that you want to notify Jill's manager, Tyler Jones, when Jill is Assigned to the task. You also indicate that you want to notify Jill when the assignment is either Pending Approval, Assigned, or Rejected.

When you create a work order associated with Shop B and assign Jill Stanton as the technician on the task, then the worklist for Jill's supervisor, Jim Dobson, is updated to indicate that the assignment of Jill Stanton is Pending Approval. Based on the notification setup, Jill also receives an email notifying her that the assignment is Pending Approval. When Jim Dobson approves the assignment, a email is sent to Jill notifying her that the assignment is Approved, and an email is sent to Jill's manager, Tyler Jones, that indicating that the assignment is Approved.

Sample Manager Notification

The following information is an example of the notification sent to the manager designated in the Options page:

Assignment # 0000000263 has been created for Ng, Edward

Work Order Business Unit: US001

Work Order ID: 0000000001

Requestor: Edward Ng

Assignment Description: Replace tires on dump-truck.

Required Start Date: 07–01–2005 Required End Date: 07–01–2005

Project: Truck Maint - QTR 3

Work Order Task Scheduler: Jon Renquist

Work Location: US001 – San Francisco

Assignment Detail:

Schedule Start Date: 07:01:2005 Time: 8 a.m., End Date: 07–01–2005 Time: 5 p.m. for 8 hours

Sample Resource Notification

The following information is an example of the notification sent to the resource designated in the Options page:

Your assignment # 0000000263 has been created for:

Work Order Business Unit: US001

Work Order ID: 0000000001

Requestor: Edward Ng

Assignment Description: Replace tires on dump-truck.

Required Start Date: 07–01–2005 Required End Date: 07–01–2005

Project: Truck Maint - QTR 3

Work Order Task Scheduler: Jon Renquist

Contact Name: George Jacobson

Telephone: 415 454–2315

Email ID: [email protected]

AM Business Unit: US001

Asset ID: TR114423

Asset Description: 1997 40 Ton Ford Dump Truck

Asset Location: US001 – San Francisco

Work Location: US001 – San Francisco

Assignment Detail:

Schedule Start Date: 07:01:2005 Time: 8 a.m., End Date: 07–01–2005 Time: 5 p.m. for 8 hours

Page Used to Set Up Resource Assignment Approvals

Defining Resource Assignment Approval Options

Access the Work Order Options page.

These options are set up by setID, which means that they can apply to all work orders regardless of their business unit or other required fields.

Assignment Approval Options

E-mail Notification Options

You can enable email notifications to notify a resource's manager and the resource about changes in the assignment status.

Setting Up Work Order Types, Service Groups, and Priorities

To set up:

• Work order types use the Work Order Type (WM_WO_TYPE) component.

• Service groups use the Service Group (WM_SRVC_GRP) component.

• Work order priorities use the Work Order Priority (WM_PRIORITY) component.

This section provides an overview of work order types, service groups, and priorities and discusses how to:

• Create work order types.

• Create work order service groups.

• Establish work order priority codes.

Understanding Work Order Types, Service Groups, and Priorities

Work order types and service groups are used to categorize work orders, work order data, and work order behavior.

Work Order Types

Work order types are user-defined and specify in general terms the kind of work performed within the work order. Work order type is an element in each of the default hierarchies defined in the work order business unit. It is used to identify some of the basic functionality of the work order, which includes:

• The distribution accounting template that the work order uses.

• The distribution template rules setup.

• The associate projects setup.

• The grace period for closing a work order and work order task.

• The use or nonuse of chargebacks in a work order.

• The default commitment rule for inventoried materials.

• The display of project-related fields in the work order.

• The work order workflow approval options.

See Work Order Business Unit Defaults and Default Hierarchies, Defining Shop Information.

Service Groups

Service groups are used to group work orders by major categories such as Fleet, IT, and Facilities. A service group is required when you create a work order. While a work order business unit is not specifically associated with a service group, it may be used in conjunction with several service groups. A default service group may be set up in a work order business unit. Service groups help define certain work order behaviors, such as:

• Triggering the relevant data that displays in the work order at both the task level and the asset lookup level.

• Identifying the defaulting Chartfield distribution templates in the work order for each of the resource types: labor, parts, materials, and tools.

  Note. You set up ChartField distributions to enable you to perform manual allocations to GL to generate accounting entries. These ChartField distributions for tools are not used by Project Costing.

• Applying the ChartField distribution template rules to the work order.

• Enabling the Project ID default value in the work order based on the setup of the Associate Projects component.

Priorities

You set up priorities for work orders to identify each work order's level of urgency or importance to a scheduler or technician. Examples of priorities are high, medium, and low.

Note. Service request priorities are system-defined values (Critical, Urgent, Standard, and Low). Users cannot define them.

Pages Used to Set Up Work Order Types, Service Groups, and Priorities

Creating Work Order Types

Access the Work Order Type page.

Work Type	Enter and describe each type of work order that you use in your organization such as Ad Hoc, Preventive, Capital.
Chargeback	Select one of these values: Default Selecting this value means that the system applies the value specified in the work order business unit to any work order that you create with a specific business unit. Specify Selecting this value enables you to select the Generate Chargeback check box, which means that you can generate chargebacks for any work orders that you create using this work order type.
Close Days Task	Select one of these values: Default Selecting this value means that the value that you specify at the business unit level applies to any work order that you create with a specific business unit. Specify Selecting this value enables you to specify the number of days between the completion of a work order task and its closing. This value applies to every work order that you create using this work order type.
Enable Workflow Approval	Select one of these values: Default Selecting this value means that the system bypasses the work order type based on the default hierarchy that you selected in the business unit, and looks at the values at the shop and work order business unit levels. Specify Selecting this value enables you to click either the Pre-Approved option, which means that work orders that you create using this work order type are always pre-approved. Or click the Workflow Approval option if you want to require the approval of work orders that you create using this work order type based on the established workflow approval process. This specification is used depending on the default hierarchy selected in the work order business unit.

See Understanding the Work Order Approval Workflow Architecture.

Creating Work Order Service Groups

Access the Work Order Service Group page.

Service Group

Enter and describe each type of service group, such as IT and Facilities, to use for defining specific work order behaviors. See Understanding Work Order Business Unit Setup.

Establishing Work Order Priority Codes

Access the Work Order Priority page.

Priority Code

Enter a level of priority such as High, Medium or Low or whatever values are meaningful to your organization. When you create a work order, you select its level of priority in relation to other work orders.

Setting Up Rules and Data Related to Project Costing

To set up:

• Associate projects use the Associate Projects (WM_PC_DFLT_PRJ) component.

• Project Costing Chartfield mappings use the Default PC ChartFields (WM_PC_DFLT_CFS) component.

• Capitalization rules use the Capitalization Rules (WM_PC_CAP_INTGRTN) component.

This section provides an overview of Project Costing related rules and data in Maintenance Management and discusses how to:

• Associate projects with a work order business unit, work order type, and service group.

• Set up default Project Costing ChartFields.

• Define work order capitalization limits.

• Associate capitalization filters with an asset.

Understanding Project Defaulting and Capitalization Rules in Maintenance Management

This section discusses:

• Project defaulting in work orders.

• Capitalization rules for work order-managed projects.

Project Defaulting in Work Orders

A project ID displays in the work order header and an activity ID displays in the work order task for work orders that are created from Project Costing. To display this information in the work order and work order task, you must map the project IDs with the Project Costing business unit that is specified in Integrations page of the work order business unit, as well as map these values to a work order business unit, work order type, and service group.

Default Project Costing ChartField Template

Project Costing has its own set of ChartFields that are used to sort costs for Projects. These ChartFields are different from ChartFields used for accounting entries in General Ledger and do not impact the flow of costs into General Ledger. You can edit everything except the Project Costing business unit, project ID, and activity ID.

This template is used to load defaulting Project ChartField values to each work order distribution row and applies to both work orders associated with work order managed projects and Project Costing managed projects. Users can override these ChartFields for each resource row, if desired. These ChartFields are carried over to Purchasing, Payables, the time entry infrastructure shared with Expenses, and Inventory along with the accounting ChartFields. You can map a specific project to an integration module, resource type, source type, category and subcategory for a work order business unit, work order type and service group. You can enter wildcards for the work order type and service group values.

Capitalization Limits for Work Order-Managed Projects

You set up the capitalization limits to establish a minimum amount that it costs to repair or maintain an asset in a work order before Project Costing capitalizes the costs. For example, if facility repairs have a capitalization limit of $500, this means that you must spend a minimum of $500 on a facility repair work order task before the costs of that repair are capitalized in Project Costing and sent to Asset Management. You must specify the Asset Business Unit and the asset currency code for which the capitalization of costs is calculated. This feature only applies to work orders associated with work order-managed projects and not work orders associated with Project Costing-managed projects.

The following table is an example of capitalization limit setup:

Capitalization Filters for Work Order-Managed Projects

Project Costing uses capitalization filters to capitalize costs for work orders that are associated with Project Costing-managed projects. However, to enable Project Costing to capitalize costs used in work orders associated with work order-managed projects, you must set up an adjustment filter and a retirement filter for an asset type and subtype in the WO Capitalization page in Maintenance Management. You associate these filters with the Project Costing business unit that is specified in the work order business unit. The adjustment filter is user-defined, and you can set one up, for example, so that Project Costing only capitalizes the material costs to the asset. The retirement filter is used for Project Costing to calculate the cost of removal for an asset.

Pages Used to Set Up Rules and Data Related to Project Defaulting

Associating Projects with a Work Order Business Unit, Work Order Type, and Service Group

Access the Work Order - Projects Association page.

Business Unit	Enter the work order business unit that you want to associate with these projects.
Work Order Type and Service Group	Enter a specific work order type and service group to associate with these projects or you can use a wildcard (%) for all work order types. The system weights these fields with the wildcard taking precedence over a specified value. See Work Order Business Unit Defaults and Default Hierarchies.
Effective Date	Enter the date that this setup became effective. This date is checked against the start date in the work order to assure that you can apply these rules to the work order.
PC Business Unit (Project Costing business unit)	This value defaults from the value entered in the work order business unit's Integrations page.
Project	Select the option next to the project ID that you want to be the default value in the work order.

Setting Up Default Project Costing ChartFields

Access the Work Order Project ChartField Mapping page.

Project	Select the project with which to associate these ChartFields.
Integration Module	Select either: Internal. Inventory. PO/AP. Expenses.
Resource Type	Select: Labor for Expenses and PO/AP. Tools for Internal. Material for PO/AP and Inventory.
Source Type	Select the Project Costing source type ChartField value. See Source Types.
Category and Subcategory	Select the category and subcategory to associate with this source type. See Categories and Subcategories.

Defining Work Order Capitalization Limits

Access the WO Capitalization Limit page.

Effective Date	Enter the date that the information in this page becomes effective. The system checks this date against the work order start date.
AM Business Unit (Asset Management business unit)	Select the business unit to which this cost capitalization limit amount applies. A default book and currency code that are set up set up for this business unit display.
Default Book	The default book associated with the Asset Management business unit displays for reference purposes. See Defining Business Unit/Book Feature Options.
Currency Code	Displays the currency code based on the currency code specified in the default book of the Asset Management business unit, which Project Costing uses when capitalizing the asset This can be a different code from the code set up in the work order business unit.
Capitalization Minimum	Enter the minimum cost of repairing this asset in a work order task before Project Costing capitalizes the costs.

Associating Capitalization Filters with an Asset

Access the WO Capitalization Filter page.

PC Business Unit (Project Costing business unit)	Select the PC business unit to which you want to associate specific Project Costing filters that the system uses to determine which costs to capitalize or count as costs of removal for a work order.
Adjustment Filter	Select a user-defined filter. This filter determines which of the asset repair or maintenance costs to capitalize.
Retirement Filter	This filter identifies the cost of removal of an asset that is being disposed using a work order task. The system uses this filter for asset gain and loss calculations.

Setting Up ChartField Distributions for Maintenance Management

To set up Maintenance Management ChartField distributions, use the Distribution Template (WM_DIST_TMPL) component.

This section provides an overview of ChartField distribution setup and discusses how to:

• Set up a distribution template.

• Set up distribution template rules.

Understanding ChartField Distribution Setup in Maintenance Management

PeopleSoft delivers financial identifiers referred to as ChartFields to group Maintenance Management activities by their accounting treatments. Organizations must define ChartFields to account for and classify work order-related costs. Although work order ChartField distribution default values are set up prior to the creation of a work order, users can override them, if necessary, in the work order before the system passes them to the feeder systems, such as Inventory, Purchasing, and Payables with other work order data. Once the system passes these ChartFields to the feeder systems, it inserts them into the transaction documents of the feeder system, and they are then sent to Project Costing for financial cost tracking, cost capitalization, and cost recovery, including markup and discount, if appropriate. The need to pass along ChartField values to distribution lines in different feeder systems requires slightly different data element requirements for each specific product. For example, Purchasing and Accounts Payable require the same active ChartFields, while Inventory requires a transaction group and distribution type codes along with the active ChartFields.

Work in process (WIP) accounting is handled in Project Costing only for work orders associated with Project Costing managed projects and not for work orders associated with work order managed projects.

Inventory only supports one ChartField distribution row for materials. The cost element in Maintenance Management is not part of this distribution row. For Inventory stock items, there is always an Inventory distribution row even if the requested item is fully procured through Purchasing. In this situation, distribution rows exist for both Inventory and Purchasing in the Materials and Procurement distribution records, because all stock items eventually must have an issue transaction associated with them in order to decrease the Inventory balance.

The accounting rules in Project Costing handle the chargeback ChartField distribution setup for a work order business unit. To mark up or discount costs, the system books the costs to the work order organization then charges them to the recipient at the close of a WO task. Alternatively, you can override default ChartField values and charge the as-incurred costs (without discount or markup) directly to other organizations without having to process them via the accounting rules.

If Maintenance Management integrates with Expenses for the purpose of labor time entry, the system only allows one distribution row because the labor distribution data in Expenses is embedded in the time entry structure. The distribution line is generated once you assign a resource to the work order task.

Important! You must set up the integrated modules that you know that you will be using to default distributions properly to the work order. If you do not use tools for a work order, then you do not need to define a value for Internal. You also do not need to all the resource types in Purchasing if you do not intend to associate or create purchase orders and vouchers with work orders.

Users create a distribution template in Maintenance Management for a work order business unit, which contains the ChartField distributions and default values for integration with Inventory, Purchasing/Payables, and Expenses using the Distribution Template component. You can also define ChartField distributions for tools, by selecting Internal as the integration module value in the template, although the tools usage costs do not flow into Project Costing.

ChartField Distribution Template Rules

After setting up a distribution template, users can define distribution template rules based on the work order business unit, service group, work order type, asset type, asset subtype, asset business unit, asset ID, and asset location combinations. Users can use wildcards (%) to apply the same template across more than one work order type, service group, and asset location. The accounting default order is set up in the work order business unit, where you can sequence the service group, work order type, asset type, asset subtype, asset location, asset ID, and asset business unit to determine the weighting of each option listed. Defaulting can also occur at the shop level. Users can specify default ChartFields at the shop level that override ChartField default brought over from the distribution template. Only the fields that are populated at the shop level override the default values specified in the template. The system does not change any other default template field values.

Users can override the ChartField defaults up to the point that an inventory issue or requisition/purchase order is created and labor and tools usage actuals are entered. In other words, the ChartFields are set in stone from the moment that a transaction containing the distributions is generated in any of the feeder systems.

Chartfield template selection is based on the work order business unit, shop, work order type and service group identified on the work order header, which is based on how the distribution template is set up. Generally the system triggers default ChartField distributions at the point of scheduling. If requirements or assignments are not required, then the default distribution occurs when the actuals are recorded.

If assignments are not used, the ChartField distribution line defaulting occurs when you add actual hours or units of measure for labor and tools usage. Entry or update of labor hours in the Technician Workbench populates actuals on the work order. Maintenance Management looks up the correct default ChartField templates and populates the time record for data integration into Project Costing. However, if only actuals are recorded, the default values of the distribution lines are directed into the feeder system transaction.

See Work Order Business Unit Defaults and Default Hierarchies.

ChartField Combination Editing

Because other PeopleSoft products use and interface with ChartFields, Maintenance Management supports combination editing based on transactions that originate from the work order. The groups that are attached to the GL business unit and the ledger group associated with the work order business unit are the combination groups that are used for Maintenance Management. You can turn off combination editing at the work order business unit level. As long as you turn on combination editing at the work order business unit level, the system validates each row in the work order.

Pages Used to Set Up ChartField Distributions for Maintenance Management

Setting Up a Distribution Template

Access the Distribution Template page.

Integration Module

Set up a template for each product (Inventory, Payables/Purchasing, and Expenses), as well as a template for tools using the internal Integration Module.

Distribution Lines

Configure the distribution lines for each integration module based on these rules:

• For Inventory:

  • Users can configure only one distribution line.

  • The Inventory transaction group associated with the ChartField distribution is not shown on the page because Inventory always uses transaction group 231, which is used exclusively for Maintenance Management work orders.

  • Users cannot blank out the default fields that were set up in the Inventory Accounting Rules Template.

• For Payables/Purchasing:

  Users can enter multiple distribution lines and specify the percentage of costs or quantity to allocate to each row. Your choice of Quantity or Amount determines the default values that appear in the Purchasing schedule row of the work order task. You can modify these values prior to staging the purchase order or requisition schedule row.

Setting Up Distribution Template Rules

Access the Distribution Templates Defaulting Rules page.

You can add multiple rows containing different values.