Setting Up Labor and Tools Resources

This chapter presents an overview of labor and tools resource setup and discusses how to:

• Set up qualifications and employee data in Maintenance Management.

• Generate employees as resources in Maintenance Management.

• Set up shifts, shops, and crews.

• Maintain resources in Maintenance Management.

Understanding Labor and Tools Resource Setup and Maintenance

This section discusses:

• Labor resource setup.

• Comparison of FSCM and HRMS employee source database tables.

• Steps to create employee data, generate resources, and manage resources without HRMS.

• Tool resource setup.

• Resource cache administration.

Labor Resources Setup

The operations manager's and shop supervisor’s goal is to ensure the accurate inventorying and easy deployment of the labor resources (technicians) who are needed to complete work order assignments. Normally, the supervisor sets up the labor resources and assigns them to a shop. When a work order is created, the scheduler can assign resources to the work order task by simply selecting resources directly from the list of eligible labor resources, by using the Recommend Labor feature to search for the most qualified and available resources, or by manually searching for available labor resources. Before you set up shops and assign resources to the shops, you must set up competencies and accomplishments and associate them with employees.

You can generate labor resources by setting up employee data using one of these methods:

• Integrating with HRMS.

• Integrating with 7.X HRMS or Third-Party HRMS.

• Set up employee and non-employee data in the FSCM database using Maintenance Management.

Important! You must access Set Up Financials/Supply Chain, Common Definitions, Resources Data, Resource Setup and indicate whether you intend to use PeopleSoft HCM 8.0+, PeopleSoft HCM 8.0+ and PeopleSoft Financials Database, or PeopleSoft Financials Database for your employee source data. If you use PeopleSoft Front Office Staffing, then the PeopleSoft Financials Database option is not available for selection.

You set up accomplishments and competencies using tables that are common to Resource Management, Staffing, and Maintenance Management. You assign these accomplishments and competencies in qualification profiles, which you can associate with a craft or use to specify the labor qualification requirements for a work order task in the Work Order component. You can assign one or more resources to a craft. When you assign resources to a craft, you can update the qualification profiles from the craft only if the labor resource is set up in the Financials Database using Maintenance Management. For each work order task, you can specify all the crafts required to perform the task and then modify the competencies and accomplishment qualifications needed for each of the specified crafts if necessary. You can also update and review each resource's qualification profile in Maintenance Management to keep the profile current.

Once the resources and the qualifications are set up, you assign the resources to a shop. You must associate the resources with a shift in the shop. You can then create crews for the shop by associating one or more shop labor resources to a crew.

After this data is set up, you must run the Cache Administration process (Set Up Financials/ Supply Chain, Common Definitions, Resource Search, Cache Administration) to refresh the current eligible resources cache, the resource schedule cache, and the search indexes (for example, Verity Search Indexes). We recommend that you run this process nightly to keep the cache up to date. You must update the cache if you want the system to recommend labor resources based on their qualifications and availability, and you want to enable users to see the availability score for each labor resource in relation to each work order task. The availability cache is run automatically when assignments are created and canceled. Once you establish your labor resources, you can then create work orders and assign these resources to the work order tasks in Maintenance Management by:

• Directly assigning the labor resource to a task.

• Selecting of the Recommend Resource button, which runs the Resource Matching process that recommends qualified and available resources for the task.

  This Matching process matches eligible resources to resource demand as specified in the work order task. It objectively assesses resource availability and qualification level and presents resource assignment possibilities at the work order task level.

• Manually searching for available resources that possess the required craft and are available for the work order task.

Important! If you use Resource Management and have set up your employee data in Resource Management, then you do not have to set up the employee data again in Maintenance Management because the employee data is set up in the same tables for both Resource Management and Maintenance Management. However, after the employee data is set up, you must create the employees as resources using the Create Resources or Create Resource Program components in Maintenance Management before you can schedule the labor resources to a work order. The system marks them as Maintenance Management resources in the same table Resource Management uses. Once you create the employees as resources in Maintenance Management, then you must perform all other activities such as managing a resource profile using the Labor Administration components in Maintenance Management.

See HRMS Setup Considerations.

See Understanding Resource Scheduling.

See Understanding PeopleSoft Resource Management and PeopleSoft HRMS.

Comparison of FSCM and HRMS Employee Source Database Tables in Resource Profile

The Resource Management PeopleBook identifies the tables used in the Financial Database versus the HRMS Database to derive data for the pages in the Manage Profiles component. All of this information also applies to Maintenance Management except for:

• The row describing Preferences, which does not apply to Maintenance Management.

• The row describing Supply Categories, which does not apply to Maintenance Management.

• Additional pages in the Resource Profile specifically for Maintenance Management, which include:

  • A Craft page.

  • A Shop page.

See Understanding Resource Profile Maintenance, Labor and Tool Resource Matching.

This describes the use of the Resource Profile Craft and Shop pages.

Important! Maintenance Management does not use pool, regions, or industry in the resource profile.

Steps to Create Employee Data, Generate Resources, and Manage Resources Without HRMS

You can set up labor resources based on integrating with HRMS and using the established employee data and competencies from HRMS. You might also be able to use the data from a third-party product if you use HRMS 7. x or earlier. However, if you do not use HRMS, you can set up accomplishments and competencies in the Financials/Supply Chain database for employees that you define in Maintenance Management.

Follow these steps to establish accomplishments and competencies for use in with resources in Maintenance Management:

1. Set up fundamental resource and competency data in Set Up Financials/Supply Chain, Common Definitions, Resource Data, which includes:

   • Resources setup.

   • Honors and awards.

   • Memberships.

   • Languages.

   • Licenses and certifications.

   • Degrees.

   • Majors.

   • Schools.

   • Competency types.

   • Competencies.

   • Competency tree.

   • Job codes.

   • Holidays.

   Note. You also can set up a competency tree using Tree Manager.

   See Using the Competency Tree to Organize Competencies.

   See Setting Up Resources.

2. Set up relevant qualification and employee data in Maintenance Management including:

   • Task categories.

   • Qualification profiles.

   • Crafts.

   • Employee data.

3. Create resources from employees using one of these methods:

   • Create resources (individual employees).

   • Create resources using the batch (RS_CW_AE) process.

4. Set up key features in Maintenance Management used to manage and assign resources to a work order and work order task, which include:

   • Defining shifts.

   • Setting up shops.

   • Setting up crews.

5. Manage resources by:

   • Creating a resource group.

   • Assigning resources to a craft.

   • Maintaining employee eligibility.

   • Managing employee profiles.

Tools Setup

Tools are assets that are identified as tools in Asset Management's asset repository. The tool assets should be assigned to a shop, and the shop operating hours determine the availability of the tools. You can assign a tool for use in a work order task in the work order component and can track the actual usage of the tool in the Technician Workbench in Maintenance Management. You can set up tool rates based on the asset type and subtype in the shop's Tool Rates page. These are the default rate values that display in the Tool Requirements and Tool Schedules grids of the work order task that is created for a work order associated with a specific shop. If the rates are not set up in the shop, the default values are derived from the asset subtype, which is set up in Asset Management. When you search for a tool, the availability is based on the operating hours of the shop.

When you use the matching engine to recommend the qualified and available tools to use for a work order task, the availability of tools is determined by the shop's operating hours. You can set up resource groups by more than one shop. For example, you can set up a resource group for SHOP A to SHOP C, which includes all resources belong to SHOP A, SHOP B, and SHOP C. You can use a resource group to restrict the search for tools available to use in the performance of a work order task to the shops specified within the resource group. If you do not specify a resource group, the system searches through all the assets marked as tools based on the asset characteristics that you specify when you schedule tools in the work order task line.

Important! The accuracy of the recommendation provided by the Match Engine for labor and tools depends on the status of the cache records. You should refresh the cache regularly.

Resource Cache Administration

You run the Cache Administration Application Engine (RS_CACHE_AD) process to manage various cache records in order to enhance system performance. Maintenance Management uses only three cache records: Resource Eligibility, Resource Schedule, and Verity Search Index. You run this process periodically to purge unnecessary data from the system and to update cache tables that are used by various Maintenance Management activities which include:

• Incorporating a Verity search index for searching.

• Keeping the available dates and times in the resource schedules up to date.

• Keeping the resource eligibility up to date.

The matching engine uses the current Verity search index, resource eligibility, and the resource schedules cache to determine the qualification and availability fit scores that the matching engine uses to determine whether a resource is qualified and available to perform a specific work order task.

You should run the resource eligibility cache every time you run the Create Resources process.

Important! It is important to keep the cache records current in order to produce accurate results when you run processes such as the Match Engine, the resource availability checking routine, and resource assignment creation. To keep the cache current at any point in time, we recommend that you should schedule this process to run nightly.

Maintenance Management uses the resource schedules and resource eligibility to determine the availability of a resource for assignment in a work order task.

See Enabling Resource Matching and Cache Processes.

Setting Up Qualifications and Employee Data in Maintenance Management

To set up task categories, crafts, employees, and qualification profiles, use the:

• Setup Task Categories (RS_TASK_TYPE) component.

• Define Crafts (RS_SETUP_CRAFT) component.

• Qualification Profiles (RS_RESRC_TEMPLT) component.

• Manage Employee Data (RS_CM_PERSONAL) component.

This section provides an overview of qualification and employee data in Maintenance Management and discusses how to:

• Set up task categories.

• Add and maintain qualification profiles.

• Add competencies.

• Define crafts.

• Add employee personal data.

• Add employee job data.

• Add employee visa and work permit data.

• Add employee citizenship and passport data.

Important! Before you set up this data, you must set up the Resource Setup component, as well as specific competency components located in Set Up Finanicals/Supply Chain, Common Definitions, Resources Data. The links to access this information are located in the Pages Used to Define Qualifications and Set Up Employee Data in Maintenance Management section later in this section.

Understanding Qualification and Employee Data in Maintenance Management

This section discusses:

• Task categories.

• Accomplishments and competencies.

• Qualification profiles.

• Craft definitions.

• Employee data.

Task Categories

In Maintenance Management, a task is the equivalent of a schedule entry, such as an appointment, holiday, or meeting. When adding a new schedule entry, you must specify a task category on the Task Details page of a resource's monthly calendar. For example, if you select a date on the monthly calendar and select the Task Category set up for Appointment, then the calendar is updated with the appointment. Task categories identify specific periods of time when a resource is not available in the resource schedule. When assigning a resource to a work order task, the system looks at the calendar and takes these periods when the resource is not available into consideration when determining the availability of a resource.

Accomplishments and Competencies

An accomplishment is an objective, measurable achievement. The accomplishment setup tables identify the accomplishments that resources can include in their resource profiles or that users can list as requirements the resources that they request for an assignment. The Resource Matching Engine compares the resource's accomplishments with the accomplishments requested for an assignment. Accomplishments are set up in the Set Up Financials/Supply Chain, Common Definitions, Resources Data component and include:

• Honors and awards.

• Memberships.

• Languages.

• Licenses and certifications.

• Degrees.

• Majors.

• Schools.

Specific accomplishments for education, licenses and certifications, memberships, and languages can be included in Resource Matching to find the best fit between resources and resource requests. You can include accomplishments in the remaining categories (honors and awards) in the resource profiles for information only.

Competencies encompass skills, abilities, knowledge, or behavior, such as experience with repairing equipment, knowledge of special manufacturing processes, or a background in plumbing. Unlike accomplishments, competencies are measured or evaluated using a rating model that you define.

Set up resource competency data in Set Up Financials/Supply Chain, Common Definitions, Resource Data to include:

• Resources setup.

  Set up this option to define default work days and calendar options, indicate whether to allow non-employees to be established as resources, and whether you want to obtain employee data and competencies from either the PeopleSoft HCM 8.0+ database, the PeopleSoft HCM 8.0+ and FMS databases, or only the FMS database.

  • Competency types.

  • Competencies.

  • Competency tree.

  • Job codes.

  • Holidays.

  Note. You also can set up a competency tree using Tree Manager.

• Competency types.

• Competencies.

• Competency tree.

• Job codes.

• Holidays.

See Organizing Competencies Using the Competency Tree.

See Understanding PeopleSoft Resource Management Without PeopleSoft HRMS.

Qualification Profiles

You can add or update qualification profiles in Maintenance Management. A qualification profile is a template of a type of resource, usually a craft in Maintenance Management. The profile consists of competencies and accomplishments that describe the resource. When you create a work order task and select the craft, the qualifications from the qualification profile associated with the craft are copied to the task's requirements.

Note. You cannot copy a qualification profile into a resource's profile (Maintenance Management, Labor Administration, Manage Profile). When a craft is added to a resource's profile, the qualifications (competencies and accomplishments) associated with the qualification profile set up for that craft are not copied into the resource's profile for employees or non-employees created through the HRMS system. However, for employees or non-employees created through FSCM Maintenance Management, you can copy the qualification associated with the qualification profile set up for that craft.

Craft Definitions

Define crafts to identify the type of labor resource. Maintenance planners and managers normally plan their business needs by craft, whereas shop managers and schedulers plan their needs identifying labor resources. For example, a facilities manager or planner would examine historic trends and determine that in the summer months the organization is likely to need thirty resources who specialize in the craft Landscaper in May of each year to perform the routine spring cleaning maintenance at corporate headquarters. However, at the shop level, the gardening crew supervisor or scheduler would identify specific gardener resources to perform the work.

Each crew member is associated with a craft. When a resource is added to a crew, the primary craft of the resource, which is identified in the resource's profile, is the default value. However, users can change this resource's craft in the crew definition.

You can also assign resources to a craft for a specific supervisor. If you assign a resource to a craft, the craft displays in the resource's profile in the Craft page.

Employee Data

You can add visa, work permit, citizenship, and passport data to an employee's existing data or you can add a new employee. If you do not use an HRMS database as the source for employee or non-employee data, you can access the Maintenance Management, Labor Administration, Manage Employee Data component and add both employee and non-employee data. Once you add these employees, you can generate them as resources and assign them to perform work order and work order task activities.

If you plan to set up your employee data in Maintenance Management, when you set up the Common Installation Options page in the Resource Setup component, you must select the PeopleSoft Financials Databases option as the source for employee and non-employee data. This disables the enterprise integration points (EIPs) between PeopleSoft HRMS and Maintenance Management tables. It also enables the processing rules for Maintenance Management to serve as the employee data source.

Note. If you use PeopleSoft 8 HRMS or higher, take advantage of the built-in integration with Maintenance Management to manage resources and resource competencies. Maintenance Management employs EIPs to request and send data between the PeopleSoft Financials and Supply Chain Management (FSCM) database, where Maintenance Management information resides, and the HRMS databases, where employee and competency information resides.

Pages Used to Set Up Qualifications and Employee Data in Maintenance Management

See Also

Setting Up Resources

Establishing Application Setup Tables for Work Definitions

Setting Up Task Categories

Access the Task Categories page.

Task Category	Enter a category to apply to a resource's schedule such as Paid Time Off (PTO), Company Holiday, Corporate Event, Meeting, Training, and Appointment. You add can these to a resource's monthly calendar. Important! You do not set up work order tasks here. They are set up and assigned when you create a work order.
Task Description and Comments	Enter a description of this category and comments relevant to this task.

See Understanding Resource Schedules.

Adding and Maintaining Qualification Profiles

Access the Qualification Profile page.

Enter a name for the qualification profile, such as a craft name like MECHANIC, ELECTRICIAN, or PLUMBER. Enter a description and any other comments relevant to the profile you are creating.

Profile Competencies

This grid enables you to select and add competencies to the profile. You can change the number of years of work experience required for each competency.

Degrees

Click the Add button to add a row to the Degrees grid. You can select and modify values for the Accomplishment, Major Code, and Importance fields.

Languages

Click the Add button to add a row to the Languages grid. You can select and modify values for the Accomplishment, Speak, Read, Write, and Importance fields.

Licenses

Click the Add button to add a row to the Licenses grid. You can select and modify values for the Accomplishment, Country, State, Country, and Importance fields.

Memberships

Click the Add button to add a row to the Memberships grid. You can select and modify values for the Accomplishment and Importance fields.

See Also

Adding Competencies

Establishing Application Setup Tables for Accomplishments

Adding Competencies

Click the Add Competency button to access the Competencies page.

Competencies	Click the competency tree and click the competency that you want to copy into the new row that you just added or click the Basic Search button to display the Competency Description field.
Competency Description	Enter a description of a competency such as listen and click the Search button. The competency, Ability to listen and respond appears in the Competency grid. To display a list of all the competencies based on the competency type enter a wildcard (%) or just click the Search button. A list of competencies defined for the competency type displays.
Select	Select the check box next to each of the competencies that you want to add and click the Select button. The selected competencies are added as rows in the Competency grid. You can modify the Proficiency, Importance, and Years of Work Experience for each competency in the grid.
Add	Click this button to add a blank row to the competency grid. When you search for the new competency, a list of all competencies set up in the system appears.
Return to Qualification Profile	Click this link to return to the Qualification Profile. The added competencies display in the grid for this profile.

Defining Crafts

Access the Define Crafts page.

Craft	Enter type of craft to use to complete work orders such as electricians, mechanics, plumbers.
Qualification Profile	Select the qualification profile that describes qualifications that an employee needs to perform this craft. Note. When a craft is added to a work order task, then the competencies, accomplishments, and qualifications associated with the qualification profile selected here for the craft are copied to the work order task labor qualification requirements for that task.

Adding Employee Personal Data

Access the Personal Data page.

Enter the employee's name, telephone number, and address information.

Adding Employee Job Data

Access the Employee Job page.

Effective Date

Select the date that this data becomes effective in the system. You can add more than one job data record consisting of different data selected as job details for this employee. Effective Date, Employee Status, Business Unit, Department, Supervisor ID, Job Code, Standard Hours, and Standard Work Period are required fields. The asterisk (*) by a field means that it is required and that you must select or enter a value in the field.

Important! You must refresh the Eligible Resource Cache table (RS_ELGBL_WRKR) when routine changes are made to a resource's job-related information.

See Also

Understanding Application Setup and Employee Data Tables

Adding Employee Visa and Work Permit Data

Access the Visa/Work Permit page.

Add as many rows as necessary of visa and work permit information for this employee.

Adding Employee Citizenship and Passport Data

Access the Citizenship/Passport page.

Add as many rows as necessary of citizenship and passport information for this employee.

Generating Employees as Resources in Maintenance Management

This section provides an overview of resource generation and discusses how to:

• Create individual resources.

• Change the job for a resource.

• Create resources using batch processing.

• Establish resources.

Understanding Resource Generation

Once employee source data is either imported from HRMS or set up in Maintenance Management, you generate selected employees as resources. The term resource describes the employees and non-employees who can be assigned to work orders and work order tasks in Maintenance Management. When you establish an employee or non-employee as a resource, Maintenance Management automatically populates the resource's schedule with holidays. You can assign resources to a craft, change a resource's eligibility status, and update a resource's profile. For example, when you assign resources directly to a shop, add more crafts, and so on), you can then assign these resources to specific work order tasks.

To establish and maintain employees and non-employees as resources, use:

• For individual resources, the Create Resources (RS_WRKR_CREATE component) .

• For resource batches, the Create Resources Program (RS_CW_AE) component .

New resources are established as eligible for assignment, which means that they are included in Resource Matching and can be assigned to work order tasks. Use the Create Resources component, and click the Change Job button to assign a resource to a different job.

Important! After you execute the process to convert the list of employees into resources, run the Cache Administration Application Engine process (RS_CACHE_ADMIN), which calls the Refresh Eligible Worker, Refresh Availability Cache, and Create/Update Verity Index processes to update the Cache tables that are used for resource matching.

See Also

Establishing Resources

Pages Used to Generate Resources from Employee Data

Creating Individual Resources

Access the Create Resources page.

Add an Employee as a Resource

Access the Add Employee as Resource page and select an employee ID that you want to add as a resource.

Create Resources

Verify the resource's information. If the information is correct, click the Save button. If the information is incorrect, click the Change Job button.

Changing the Job for a Resource

Access the Establish Employee as Resource page. If more than one job is listed, then click the Select button next to the job for which you want to create this employee as a resource. Upon selection the Create Resources page redisplays with the job you selected.

Creating Resources Using Batch Processing

Access the Create Resources Program page.

Job Codes

Select the job codes from which you want to generate employees as resources.

Business Units

Select the business units from which you want to generate employees as resources.

Locations

Select the locations from which you want to generate employees as resources.

Departments

Select the departments from which you want to generate employees as resources.

Employees

Select the employees who you want to generate as resources.

Establishing Resources

Access the Create Resources Program - Establishing Resources page.

This list of employees displays after you select Generate List. You can remove the check mark from the employees whom you do not want to generate as resources.

Setting Up Shifts, Shops, and Crews

To set up shifts, shops, and crews use the:

• Define Shifts (RS_SHIFT_DETAIL) component.

• Define Shop (WM_SHOP_DEFN) component.

• Define Crew (WM_CREW_DEFN) component.

This section provides an overview of shop and crew management and discusses how to:

• Set up operating hours for a shift.

• Define shop information.

• Define and maintain resources for a shop.

• Define and maintain craft rates for a shop.

• Define and maintain tool rates for a shop.

• Set up service groups for a shop.

• Set up a crew.

Understanding Shop and Crew Management

The shop supervisor’s goal is to ensure the accurate inventorying and easy deployment of labor resources (technicians), who are needed to complete work order assignments. Before users can set up shops and assign resources to shops, they must set up crafts and the labor resource requirements that are listed in the previous sections.

Shifts Overview

You can set up a shift for a resource or for a shop. When you set up a shift for a shop, it defines the operating hours for the shop. When you set up shifts for resources, the shift is listed in the resource's profile next to an assigned shop. When the resource works for the shop identified in their profile, the shift in their profile applies when assigning the resource to a work order task.

You can set up default work days for all resources, along with standard work hours and a standard start time in the Resource Setup - Common Installation Options page. You can modify this information in a resource's profile. The default work days, standard hours per work day, and standard start time are used to display the resource's daily calendar. For example, when you view a resource’s calendar, the default work days, standard hours per work day, and standard start time are used to create the daily calendar for the resource, regardless of whether the resource has been assigned a shop and a shift. You select a shift for a shop to establish a relationship between resources and weekly shifts.

When the daily calendar is opened, it displays the time slots as per the installation table such as 8:00am – 5:00pm, even if a shift was assigned to a resource. You have the option to view any time slots for a specific day by selecting the start and end time edit boxes.

Shop Setup and Management

Users can add and update shops. Depending on the data element, such as cost rate, workflow approval required, and more, the shop can serve as an additional level in the defaulting of data to the work order. You can assign labor resources to a shop. However, if you override the default shop value in the work order, then Maintenance Management instructs you to either remove the assignments established for the defaulting shop and continue the resource assignments or cancel the change in shops.

Characteristics unique to a shop include the capability to:

• Associate a single shop with only one work order business unit; however, a single work order business unit may have multiple shops within it.

• Assign a single shop to only one location; however, the same location may house multiple shops.

• Specify an effective date and status to a shop, which indicates that the shop is either active or inactive as of a specified date and enables you to track the history of the shop's status.

• Specify multiple schedulers for a shop.

  However, you can identify only one of these schedulers as the primary scheduler.

• Assign a resource as the shop manager.

• Assign an operating shift to a shop that specifies the operating hours of the shop.

• Assign a crew to only one shop; however, a shop can have multiple crews assigned to it.

• Associate individual resources with a shop, as well as review and update each resource's information.

• Specify a craft's hourly cost and bill rate at the business unit level and at the shop level.

  If a rate is not specified at the shop level, the business unit default rates are applied to the work order.

• Specify the cost and bill rate for tools at the shop level and at the asset subtype level.

  If these rates are not specified at the shop level, then the rates defined at the asset subtype level are applied to the work order.

• Apply the currency code from the work order business unit to all rates and monetary amounts set up in the shop.

  You cannot modify the currency code in the shop.

• Assign ChartFields at the shop level, which supplement the default ChartFields in the work order that are based on the ChartField distribution template.

  The shop is the lowest defaulting level for ChartFields. This means that if a work order is created for a specific shop and you set up a ChartField distribution at the shop level, then the shop's ChartField distribution will overlay any ChartFields that are first populated by the work order distribution template. If ChartFields are defined at the shop level, these work in conjunction with the default values from the work order distribution template.

• Identify the types of services a shop can provide through the selection of one or more service groups.

• Indicate whether to record estimates for labor, tools, and materials in a work order associated with this shop rather than using the business unit default values.

• Identify which inventory commit rule to apply to a work order associated with this shop rather than using the work order business unit default values.

• Indicate whether to override the resource calendar and require the user to manually intervene to overbook resources.

• Indicate whether to generate chargebacks for this particular shop.

• Specify a Project Costing rate set to apply to the work order for this particular shop or use the default rate set up in the work order business unit.

• Indicate whether to apply labor rates specified in this shop to the work order or use the default rates set up in the work order business unit.

• Specify whether a work order set up for this shop is pre-approved or requires approval, or use the default approval status at the work order type or business unit levels.

Crew Setup

You must set up your shops before you set up your crews. After you create a crew, the crew displays on the Define Shop - Resources page. Only resources that you identified for a shop can be added to the shop's crew. Schedulers and shop managers may reduce the time required to schedule labor assignments by using Maintenance Management's capability to search for resources by crew. Effective dating is applied to crew resources, which enables you to keep a history of when the crew is active and when it is not. A crew may have multiple resources and one resource can belong to multiple crews. When a resource is added to a crew, the default craft value is the resource's primary craft. You can select another craft from a list of crafts associated with the resource as the primary craft for the resource. You can identify only one resource as the crew's leader and can indicate that a crew is inactive, which removes the crew from its assigned shop's list of crews.

Note. Users cannot assign crews to work order tasks. However, the crew definition is used to expedite labor assignments by enabling you to manually search for technicians who are assigned to one of the shop's crews.

Pages Used to Set Up Shifts, Shops, and Crews

Setting Up Operating Hours for a Shift

Access the Define Shifts page.

Shift ID	Enter a shift ID to which you want to assign operating hours.
Resource and Shop	Click the Resource option to indicate that this shift applies to an individual resource, or click the Shop option if this shift applies to a shop.
Active	Select this check box to indicate that is shift is currently active for any shops or resources that you associated with it.
Start and End	Enter the start and ending times for each shift based on the day of the week. You can add additional rows if there a multiple shifts in a day. Note. You can enter more than one row of weekly start and end dates for a shift.

Defining Shop Information

Access the Shop Information page.

Shop	Enter a shop ID on the Add a New Value page. Note. A specific shop can be assigned to only one business unit; however, a business unit may be associated with many different shops.
Effective Date and Status	Enter an effective date for the data in this Shop Information group box and indicate whether it is Active or Inactive. These are required fields. Note. You can maintain a history of changes in shop information data for this shop by one or more pages of values and changing the effective dates and statuses for the information entered on each page.
Location	Select the location of this shop. This is a required field.
Manager ID	Select the employee ID of the manager that you want to assign to this shop.
Operating Hours	Select a shift value that contains the appropriate operating hours for this shop. This is a required field. Note. Click the Operating Hours link to view the operating hours for the selected shift.
Define Shop Operating Hours	Click this link to access the Define Shifts page to set up a new shift for this shop.
Define Distribution Setup	Click this link to access the Distribution Defaulting Setup for Shop page, to set up ChartField distributions to use to distribute and track costs for this shop. These default values display in the work order task when assigning and scheduling resources associated with this shop. Note. ChartFields defined at the shop level supplement the defaulting values entered in the Distribution templates. See Setting Up a Distribution Template.

Record Estimates

Select Default to indicate that you want to use the default options selected in the business unit to apply to this shop, or select Specify if you want to specify the options listed in this group box to apply when this shop is used to create a work order.

See Understanding Work Order Business Unit Setup.

Schedule Resource

Select Default to indicate that you want to use the default options selected in the business unit to apply to this shop, or select Specify if you want to enable users to schedule labor, tools, and inventory in any work orders created for this shop.

Inventory Commit Rule Default

Select Default to use the commit rule that is set up at the work order business unit level for this shop or select Specify to select a Commit Rule and its associated Status to apply when this shop is used to create a work order.

See Understanding Work Order Business Unit Setup.

Update Resource Calendar

Select Default to indicate that you want to use the Update Resource Calendar default value in the work order business unit, or select Specify and either select the Update Calendar check box or clear it for this shop. If selected and a resource completes the work ahead of schedule, this option allows the resource's schedule to be freed up for new work assignments. This setting applies to both labor and tools for schedule update.

Overbooking Resources

Chargeback

Select Default to indicate that you want to use the Generate Chargebacks default options set up in the work order business unit for this shop. Select Specify and either select the Generate Chargebacks check box or clear it depending on what you want to do for work orders created using this shop. Selecting this field enables users to charge the costs generated for any work orders associated with this shop back to another organization within the enterprise.

PC Template (Project Costing Template)

Select Default to indicate that you want to use the Project Costing default rate set setting in the work order business unit for this shop. Select Specify and select the Project Costing default rate set you want to use when you create a work order using this shop. This value is a Rate template defined in Project Costing that can be used as a default value for chargebacks.

Labor Rates

Select Default to use the hourly cost rate and billing rate that are set up in the work order business unit for this shop. Select Specify and enter the hourly cost rate and billing rate that you want to apply to the work order task for a work order created with this shop.

Important! The labor cost and bill rates specified on the Shop Information page are independent of the resource. For example, if work order Task 1 requires an electrician and the work order is created for SHOP1, then the labor rate for the electrician for SHOP1 is derived first from the shop's craft rate. If the electrician's rate is found in the SHOP1 craft rates record, then that rate is applied to the work order task. If the labor and bill rates are not specified for a craft and they are specified for a specific shop, then the system applies the shop rates for the work orders created with this shop. Otherwise, the system gets the rates from the labor cost and bill rates specified in the work order business unit.

Enable Workflow

Select Default to apply the workflow settings in the work order business unit or work order type (depending on the default hierarchy selected in the work order business unit) to this shop. Select Specify and indicate whether work orders created for this shop are preapproved or require workflow approval.

See Also

Understanding Work Order Business Unit Setup

Understanding the Work Order Approval Workflow Architecture

Defining and Maintaining Resources for a Shop

Access the Define Shop - Resources page.

Effective Date and Status	Select an effective date and status for the setup of the schedulers in this grid. You can create more than one grid with different effective dates and statuses and keep a history of these changes.
Scheduler Code	Enter a user-defined code to represent the scheduler assigned to this shop. The code that you enter here is unique to the scheduler in this shop and displays in the work order instead of the scheduler's employee ID. If the employee, who is assigned as a scheduler for this shop is no longer available, then you just have to change the employee ID of the scheduler in the shop, instead of changing it in every work order.
Employee ID	Select the employee ID to identify this scheduler, which results in the display of the scheduler's name and shift ID.
Primary	Select this check box to indicate that one of the schedulers listed is the primary scheduler. Note. You can assign more than one scheduler to a shop; however, you can identify only one scheduler as the primary scheduler.

Shop Resources

You associate a resource with a shop in the resource's profile using Manage Profiles. Each resource that you assign to a shop automatically displays on this page. This page only displays active resources. You can click a link to access the resource's profile from this page.

Crew List

When you set up a crew, you must associate it with a shop, which is automatically added to this crew list. This page only displays active crews for the shop. You can click the Crew link to view the setup of the crew.

Defining and Maintaining Craft Rates for a Shop

Access the Define Shop - Craft Rates page.

Set up one or more crafts and their associated hourly cost and hourly bill rates to use for chargeback calculations for this shop.

You can specify a labor cost and bill rate at the work order business unit level to display as default values for work order task labor resources. You can override these business unit rates on the Shop Definition page. When a work order is created for the shop, the default values from work order task labor cost and bill rates in the shop are derived from the work order business unit unless you specified the shop labor rates at the shop level or cost and bill rates for a specific craft at the shop level. If you specify the rates here at the craft level, then the system applies these rates to the work order task. The labor cost and bill rates specified on the Shop Information page are independent an individual resource. For example, if a work order task #1 requires an electrician and the SHOP1 is associated with the work order, then the labor rate for an electrician assigned to SHOP1 is derived first from the labor rates set up for a craft in the shop's Craft Rates page. If a rate is set up for an electrician rate in the Craft Rates page, then the work order task uses this rate. If the rate is not set up for the craft in the shop, the system derives the rate if the labor cost and bill rates are set up in the shop, or , if not, it derives rates specified in the business unit.

The currency code for both the shop and tool rates is always the base currency specified in the work order business unit and cannot be modified.

Defining and Maintaining Tool Rates for a Shop

Access the Define Shop - Tool Rates page.

Add and describe the assets that this shop uses as tools and their associated cost rate and bill rates. You can define tool cost and bill rates at the shop level and the asset subtype level. If you do not define tools rates at the shop level, the system uses the rates defined at the asset subtype level. If the rates from the asset subtype level are in a different currency, the rates are converted to the base currency specified in the work order business unit.

Setting Up Service Groups

Access the Service Group page.

You must select at least one service group for a shop. You can add more service groups if desired. Some shops can provide multiple services. For example, a shop may be able to handle fleet and plant equipment, but not IT support. When you select a service group for a work order, then you can only select a shop for the work order from the shops that have the selected service group set up in their Service Groups page.

See Also

Defining a Service Request Business Unit

Setting Up a Crew

Access the Define Crew page.

Effective Date and Status	Enter an effective date and status. You can track the changes in these crews based on changes in effective date and status. You can create more than one page with different effective dates and statuses.
Crew Name	Enter a crew name on the Add a New Value page. Note. Each individual crew can be associated with only one business unit; however, a business unit may be associated with many different crews.
Shop	Select the shop to which you want to assign this crew on the Add a New Value page. Note. A single crew can be assigned to only one shop; however, a shop may have many different crews assigned to it.

Crew Resources

Add each resource that you want to assign to the crew in the grid, selecting the Employee ID and Primary Craft. Finally, select only one crew member to be the Crew Leader.

Note. Crews are not assigned to a work order task. Resources from crews that are set up for a shop are assigned as resources to a work order task.

Maintaining Resources in Maintenance Management

To set up resource groups, resource craft assignments, and resource eligibility status, use the:

• Set Up Resource Group (RS_RESOURCE_GROUPS) component.

• Assign Resources to Craft (RS_CFT_ASSGN) component.

• Maintain Resource Eligibility (RS_WRKR_MGMT) component.

This section provides an overview of resource maintenance and discusses how to:

• Set up resource groups.

• Assign resources to crafts.

• Maintain resource eligibility.

• Add or change resources' eligibility.

• Maintain resources' profile.

• Maintain a resource's work experience.

• Maintain resources' qualifications.

• Maintain general information for resources.

• Review resource profiles.

• Maintain craft assignments for resources.

• Maintain shop assignments for resources.

• Manage a resource's monthly schedules.

• Review a resource's daily schedules.

• Add or modify task details for resources.

Understanding Resource Maintenance in Maintenance Management

This section discusses:

• Resource groups.

• Resource craft assignments.

• Resource eligibility status changes.

• Resource profile maintenance.

Resource Groups

Resource groups are collections of resources defined by supervisor ID or shop ID in Maintenance Management. You can select one or more supervisors or one or more shops to include in a resource group. The pool of resources reporting to any of a resource group's selected supervisors or assigned to any of the resource group's selected shops are included in the appropriate resource group. When you schedule a work order task, you can select one or more rows in the labor schedule, select a resource group, and then click the Recommend Labor button to run the Match Engine to recommend a list of resources in the resource group that match the work order task requirements. If you do not select a resource group to limit your search, the system searches through all of the resources set up in Maintenance Management.

When you create a resource group based on one or more shops, when you select a Resource Group and the Recommend Tools button in the Tool Schedules grid for a work order task, the Match Engine considers only the tools assigned to the shop. If you do not select a resource group, the Match Engine searches through all of the assets identified as tools in the asset repository that fall under a specified asset classification.

Resource Craft Assignments

You can assign multiple resources to a craft. You can search for the resources that you want to assign to the craft by identifying one or more supervisors and searching for all resources associated with the selected supervisors. When you click the Click to populate resources button, the resources associated with the selected supervisors are listed. You can then delete the resources that you do not want to assign to the craft. Once you assign a resource to a craft, the craft is listed for the resource in the resource's profile (Manage Profiles). When you add a craft in the Craft page and save the page, you can indicate whether you want to copy accomplishments and competencies for this craft from the craft's qualification profile for non-HCM employees. Competencies and accomplishments are added in HCM for employees who are set up in the HCM database.

Resource Eligibility Status Changes

You can change the eligibility of a resource from active to inactive and vice versa. You can also add rows to indicate future eligibility effective dates for a resource. If you change a resource to ineligible at a future date, this does not prevent you from scheduling the resource before the effective date for an assignment that begins or continues after the effective date. However, you can no longer assign the resource on or after the date that the resource becomes ineligible and the resource is not included in Resource Matching. You can continue to access and update the ineligible resource's profile.

Important! A resource's assignments, if you use the HRMS employee source database, are automatically canceled and an employee's status changes in HRMS from active to any other status.

Resource Profile Maintenance

The resource profile is a dynamic record designed for periodic review and update by the resource and the resource's managers to reflect changes in the resources qualifications. You view or modify various parts of a resource's profile when you establish and maintain the resource.

You can add crafts to a resource's profile in the Manage Profile - Craft page. You add a craft to an employee, who is not set up in the HCM database, you can copy the qualification profile associated with the craft to the non-HCM employee. HCM employee qualifications are updated in the HCM system.

Important! Maintenance Management does not prevent you from assigning overlapping shifts to a resource by assigning multiple shops to the resource in the Manage Profile - Shop page. However, assigning overlapping shifts to a labor resource for a given effective date will cause the Cache Administration process to error out. You can assign only one shift per shop to a labor resource.

Pages Used to Maintain Resources

Setting Up Resource Groups

Access the Resource Group Definition - Resource Group Details page by clicking the Add button or Edit link.

Resource Group ID	Enter a unique group identifier (15 characters). This is a required field.
Select by Supervisor ID	Select this option to indicate that you want to set up the resource group based on resources identified as working for the specified supervisor. Important! You must enter a supervisor on the Update Employee Data - Employee Job page for all resources before you can use resource groups that are based on a supervisor ID.
Search By	Search for supervisors by using the supervisor's employee ID, or first or last name. Use the Search By drop-down list box to select a search method and then enter the search text in the next box. Click the Search button to find the supervisors that meet your criteria. Select one of these values from the drop-down list box: Employee ID. Last Name. First Name. Note. To search using characters within an employee name or ID, enter a wildcard (%), then enter any contiguous characters, and then enter another wildcard (%).
Select by Shop	Search for shop by using the shop ID, shop description, location, or work order business unit. Use the Search drop-down list box to select a search method and then enter the search text in the next box. Click the Search button to find the shops that meet your criteria. Select one of these values from the drop-down list box: Shop ID. Shop Description. Location. Work Order BU (work order business unit). Click the Search button to display the specific shop or one or more shops based on your search criteria. Then select the check box next to the shop (or shops) that you want to include in the resource group. All of the resources and tools assigned to each shop are part of the resource group and are used by the matching engine to narrow your search for either labor resources or tools needed when you assign resources to a work order task in a work order.

Assigning Resources to a Craft

Access the Assign Resources to Craft page.

Search By	Select either: Employee ID Selecting this value displays a field to the right in which you can enter an employee ID of a supervisor. First Name Selecting this value displays a field to the right in which you can enter the first name of a supervisor. Last Name Selecting this value displays a field to the right in which you can enter the last name of a supervisor. Note. If you leave these fields blank and click the Search button, a list of supervisor's names displays.
Search	Click this button to display the supervisor's name and ID. If you did not enter the name or identification of a supervisor, a list of supervisors displays in the Search Results group box. Select the check boxes next to the name or names of the supervisors who are in charge of resources you want to assign to this craft.
Select	Click this button to list the selected supervisors in the Selected Supervisors grid.
Populate Resources	Click this button to list the resources associated with the selected supervisors. The resources are listed by employee ID and name in the Resources group box. You can delete resources that you do not want to assign to this craft. You can also add individual resources that you want to assign to this craft.
Save	Click this button to assign resources to the craft and update each resource's profile with this craft.

Maintaining Resource Eligibility

Access the Maintain Eligibility page.

Prior to entering this page, you must search for and select an employee on the Maintain Eligibility - Resource Search page.

Adding or Changing Resources' Eligibility

Access the Resource Eligibility Management page.

Effective Date	Select the date in which you want this employee to become eligible.
Resource eligible to be staffed?	Select this check box if this resource is eligible to be assigned to a work order or work order task.
Add Future Eligibility	Click this button to add another row to the Future Resource Eligibility grid. You can add several rows with different dates to indicate when the resource will be eligible for assignment in the future.

Maintaining Resources' Profiles

Access the Manage Profiles - Overview page for a selected resource.

Objective Overview

Enter or modify this resource's work objectives and background. You can reference skills, preferences, and strengths if you want. However, you can add or modify this information later in the profile.

Areas of Specialty

If you created a competency tree, it should appear in the Additional Resource Information group box. Click a competency in the competency tree and it adds it as a row in the Specialties group box.

Note. Data that is captured in this page is for information only and is not used by the Resource Matching process.

Maintaining a Resource's Work Experience

Access the Work Experience page.

Work Experience

You can edit or delete a resource's work experience.

Resume Attachment

Add, view, and delete resumes in this group box. You must select one resume as the default resume for this resource.

Note. Be sure to save the page.

Maintaining Resources' Qualifications

Access the Qualifications page.

Competencies and Interests

Education

Licenses and Certificates

Languages

Professional Memberships

Honors and Awards

Test Results

Note. You can click the Notify button on each of the pages defined above to notify interested parties about this change if you select the Email Notification to Manager check box in Setup Financials/Supply Chain, Common Definitions, Resources Data, Resource Setup, Common Installation Options page.

Maintaining General Information for Resources

Access the General Info page.

You can update some fields in this page. However, to update most of the fields, you must access the employee source database, either HRMS or Maintenance Management's Manage Employee Data, and make the changes.

Phone

Job Information

This information comes from the employee data.

Passports and Visas

This information comes from the employee data.

Weekly Work Days

Select the work days that apply to this resource. The values that you select here override Default Work Days values set up in the Set Up Financials/Supply Chain, Common Definitions, Resources Data, Resource Setup, Common Installation Options page.

Other

Reviewing Resource Profiles

Access the Resource Profile page.

This page consolidates the resource profile sections into a single, display-only format. A region appears on this page if it contains data for the resource.

Maintaining Craft Assignments for Resources

Access the Craft page.

Note. You can add multiple rows of crafts; however, select the Primary Craft check box for only one craft.

Maintaining Shop Assignments for Resources

Access the Shop page.

Note. You can add multiple rows of shops based on an effective date and status. You can also add multiple rows of effective dates and associated shops to track the shop history and to change the shops based on a different effective date.

Managing a Resource's Monthly Schedule

Access the Monthly Schedule page.

Review the assignments and scheduled days off for this resource. If a resource is assigned to work order task assignment, a link with the description of WO ID/ WO Task ID/ Task Description appears. Click this link to access either the Technician Workbench or the Work Order Component depending on how you set up Set Up Financials/Supply Chain, Common Definitions, User Preferences, Maintenance Management page. If you click a work order task link on this page, the Schedules page in the Work Order component displays for the specific task.

Note. Click one of the date links in the month to access the Daily Schedule page.

Important! The Asset Monthly Schedule page works the same way as the Resource Monthly Schedule page. However, the Asset Monthly Schedule page does not have an Update Employee's Holidays button.

Reviewing a Resource's Daily Schedule

Access the Daily Schedule page.

Review the selected daily schedule for this resource. Click an hour or click a task to add or modify task details. When a resource is assigned to a work order task, a hyperlink displays with the description, which includes the time range/work order business unit/ work order ID/ work order task ID/ task description. If you click this link either the Technician Workbench or the Work Order component displays depending your setup in Set Up Financials/Supply Chain, Common Definitions, User Preferences, Maintenance Management page.

Important! You access the Daily Schedule page by clicking on a date that has assignments. If a schedule does not have assignments, when you click on the date, the Task Details page displays.

Adding or Modifying Task Details for Resources

Access the Task Details page.

Start Date and Start Time	Enter a different date and time, if desired. Note. The date and time are based on the date and time link that you clicked on the Daily Schedule page.
Task Duration	Enter the total time for this resource to perform this task.
Category	Select the task category that applies to this period of time. See Setting Up Task Categories.
Work Order Business Unit, Work Order Number, and Work Order Task	Select these values to identify downtime on the calendar for the asset being repaired or maintained in a work order task. This is a manual process.

Important! The Asset Task Details page contains the same fields as the Resource Daily Schedule page.

Occurrence Information