Getting Started with PeopleSoft Enterprise Maintenance Management

This chapter presents an overview of Oracle's PeopleSoft Enterprise Maintenance Management and discusses:

• PeopleSoft Maintenance Management business processes.

• PeopleSoft Maintenance Management integration touch points.

• PeopleSoft Maintenance Management implementation.

PeopleSoft Maintenance Management Overview

PeopleSoft Enterprise Maintenance Management serves a key role in the Plan to Retire business process by enabling your organization to plan, construct, maintain, and replace assets in accordance with your organization's strategic goals.

With this application, you can:

• Create an online self-service service request to obtain either service or repair on an asset.

  If the agent receiving the service request needs additional help in completing the request, then the agent can create a work order based on the service request.

• Create and approve a work order to serve as the primary vehicle for planning, scheduling, executing, and costing the maintenance, repair, upgrade, and construction of assets.

  You can define and track the failure of an asset associated with the work order or work order task directly from the Work Order, Work Order Completion and Technician Workbench components. This enables you to analyze this data to discover trends and relationships affecting future failure occurrence, asset reliability, and maintenance and repair effectiveness measures.

• Initiate work orders from the PeopleSoft CRM Help Desk application, PeopleSoft Project Costing, and PeopleSoft Program Management, PeopleSoft Purchasing, PeopleSoft eProcurement, and PeopleSoft Payables,

  You can use PepoleSoft Purchasing, eProcurement, and Payables to tie back to an existing work order.

• Create and manage express work orders, standard work orders, and preventive maintenance work orders.

• Create condition-based work orders.

  Using Web Services functionality, an external system monitors the condition of an asset and issues an alert to PeopleSoft Maintenance Management when the condition of the asset is abnormal and needs maintenance or repair. A planner/scheduler then creates a condition-based work order.

• Integrate with PeopleSoft Asset Management to:

  • Change out component assets via work order tasks, as well as manage and track the retirement, replacement, and disposal of assets.

  • Manage warranties and generate warranty claims for assets associated with work order tasks.

• Integrate with ESRI ArcGIS Online to:

  • Click a button from the Work Order, Technician Workbench, and Work Order Workbench components in PeopleSoft Maintenance Management to locate work orders on an ESRI GIS map and displays the details of each work order.

  • Click a button from the Basic Add, Define Asset Operational Information, and Asset Map Dashboard components in PeopleSoft Asset Management to view details about one or more assets and create an Express Work Order for an asset.

• Integrate PeopleSoft Enterprise Maintenance Management Web Services with a third-party mobile device, which is capable of adding and updating work orders and work order task information.

• Set up work order job templates and work order task templates to predefine work order task requirements.

  Templates define combinations of resources that you can apply to work orders and work order tasks, reducing the amount of data entry needed to define work orders and lowering the potential for errors.

• Create work order tasks within the work order that specifically define all aspects of each activity needed to complete a work order.

• Optionally assign each work order task to a problem group, problem, cause, and resolution to facilitate tracking and analysis of issues and failures and standardize resolutions to problems.

• Plan and identify labor, inventory, purchasing, and tool resource requirements and determine estimated costs for each work order task that is needed to complete a work order.

  Equipment Parts List (EPL) templates are set up for an asset category (asset type, subtype, manufacturer's ID, model) in PeopleSoft asset management. When you select an asset for a work order task that has one or more EPL templates associated with it, you can select and copy one or more inventory items from the EPL templates to rows on the Inventory Requirements grid. You can also select and copy one or more non-inventory and other procurable materials and services from one or more EPL templates to rows on the Purchase/On-Hand Requirements grid in a work order.

  If the selected asset for a work order task has one or more EPL templates associated with it, an authorized user can select inventory, non-inventory, and other procurable materials and services from the work order task rows in the Inventory Requirements grid and the Purchase/On-Hand Requirements grid, and add these inventory, non-inventory, and procurable materials and services to one or more EPL templates.

• Schedule labor resources to:

  • Determine the availability and qualification of individual labor resources in order to schedule them appropriately to work order tasks.

  • Establish crew capacity and availability to schedule a crew in the Crew Scheduling Workbench for a specified period of time.

  • Use the Labor Assignment Workbench to assign individuals and members of crews to multiple work orders and work order tasks.

  • Use crew metrics to measure crew performance, which includes scheduled hours, unplanned hours, carryover hours, and completed hours, to plan for crew scheduling in future periods.

• Schedule Inventory parts:

  • Specify inventoried parts, check the availability, commit the parts, and reserve the parts in inventory to schedule their use for each work order task.

  • If the asset selected for the work order task has one or more EPL templates defined, you can select inventory items set up on any of the templates and copy these items to the work order task row on the Inventory Schedules grid. An authorized user can also select inventory items for one or more task rows and add them to one or more EPL templates associated with the selected task's asset.

  Note. Use of Inventory is optional.

• Schedule the purchase of non-inventoried items, tools, and labor services, as well items that are on-hand in the shop using PeopleSoft Purchasing or PeopleSoft eProcurement.

  • Check for the availability of selected non-inventory rows.

  • Create purchase orders or requisitions for selected rows.

  • If the asset selected for the work order task is associated with one or more EPL templates, you can select non-inventory and other procurable materials and services defined on any of the EPL templates and copy these items to the work order task row on the Purchase/On-Hand Schedules grid. An authorized user can also select non-inventory and other procurable materials for one or more task rows and add them to one or more EPL templates associated with the selected task's asset.

  Note. Installation of PeopleSoft Purchasing is required for PeopleSoft Maintenance Management, and the installation of PeopleSoft eProcurement is only required if you intend to create requisitions for a work order using PeopleSoft eProcurement.

• Schedule tools:

  Check tool availability.

• Create time-driven and/or meter-driven preventive maintenance schedules that enable the application to calculate the next maintenance due date and automatically generate work orders.

  Each preventive maintenance schedule is associated with a work order job template, which defines the resource requirements and task steps for the work order. Users run the Preventive Maintenance (WM_PM) process to generate work orders. They can also run the Preventive Maintenance Projection process to generate projections that can be viewed online or loaded into Microsoft Project.

• Export work orders and preventive maintenance projections from PeopleSoft Maintenance Management into Microsoft Project 2007 for workload balancing, planning, and tracking.

  Import updated work orders from Microsoft Project 2007 into PeopleSoft Maintenance Management.

  Note. You must use Microsoft Project 2002 to import and export work order data if you are using PeopleSoft Enteprise Maintenance Management 8.9 and 9.0.

• Enable assigned schedulers to manage their work order schedules using the Work Order Workbench.

• Execute and complete work orders:

  • Enable technicians, or an authorized user, to access the Technician Workbench, where they can enter both time spent on a work order task and non-work order personal time for individuals and crews, as well as report and update usage of materials and tools.

    A technician can also print out assigned tasks, change the status of work order tasks, update actual dates and times, add problem, cause, and resolution data, enter meter readings, identify causal parts, view and add work order task notes, update specific asset information, including asset downtime, view work order task instructions, update work order task checklists, and work with file attachments. This feature also has powerful and flexible task searching capabilities.

  • Use the Work Order Completion component to expedite the entry of labor time, material and tool usage, enter causal parts, complete the checklist, update meter readings, review and add notes, enter asset downtime, and change the status for tasks associated with a single work order.

• Integrate with PeopleSoft Project Costing and PeopleSoft Asset Management to capture actual work order costs, calculate asset capitalization, and generate chargeback accounting entries based on work performed on an asset.

• Automatically close the work order and update and track all costs in PeopleSoft Maintenance Management.

• Review inquiries, which include the Asset Maintenance Cost Inquiry, Asset Maintenance History, Work Order History, Work Progress Tracking, Purchasing and Pegging, Chargeback, Capitalization, Crew Schedule, Crew Schedule Metrics, Crew Capacity Plan, Preventive Maintenance, and Preventive Maintenance Projections.

• Generate reports, which include the Crew Capacity Report, Crew Schedule and Assignment Report, Crew Unscheduled Work Report, Crew Carryover Work Report, Schedule Completion Report, Material Readiness Report, Preventive Maintenance Reports, Labor Assignment Report, Material Assignment Report, Procurement/On-Hand Report, Tool Assignment Report, Instruction Report, Checklist Report, Work Order Notes Report, Work Order Task Notes Report, and Equipment Parts List.

PeopleSoft Maintenance Management Business Processes

We discuss these business processes in the business process chapters of this PeopleBook.

• Creating a service request.

• Creating a work order.

• Approving a work order.

• Defining labor, inventory, non-inventory, and tool resource requirements.

• Scheduling labor, inventory, non-inventory, and tool resources for a work order.

• Performing crew scheduling.

• Executing a work order, recording and capturing costs, and updating the PeopleSoft Maintenance Management transactions in the appropriate subsystems.

• Generating a work order using the Preventive Maintenance process (WM_PM).

• Generating projections using the Preventive Maintenance Projection process.

• Closing a work order and updating PeopleSoft Maintenance Management costs.

• Extracting and summarizing asset maintenance costs in order to perform asset maintenance cost analyses.

• Tracking and analyzing PeopleSoft Maintenance Management asset maintenance costs.

• Performing PeopleSoft Maintenance Management inquiries.

• Generating PeopleSoft Maintenance Management reports.

The following process flow introduces PeopleSoft Maintenance Management business processes. Service Requests, Preventive Maintenance schedules, Project Costing projects and activities, and CRM and other Help Desk Applications, condition-based monitoring systems, and ESRI GIS map asset locations are used to create a work order or an express work order. Once a work order is created, users identify labor, inventory, purchased and on-hand, and tool resources on the work order. Next the work order requires approval or is pre-approved, then the resources are scheduled. Once scheduled, the work is initiated and the work order is executed with the entry of actual labor, materials, and tool amounts. The work order is completed once all details have been updated and processed and then closed.

Work Order Business Process Flow

PeopleSoft Maintenance Management Integration Touchpoints

PeopleSoft Enterprise Maintenance Management integrates with these PeopleSoft applications.

• PeopleSoft Enterprise Asset Management.

• PeopleSoft Enterprise Project Costing.

• PeopleSoft Enterprise Purchasing.

• PeopleSoft Enterprise Expenses.

• PeopleSoft Enterprise General Ledger.

• PeopleSoft Enterprise Inventory.

• PeopleSoft Enterprise IT Asset Management.

• PeopleSoft Enterprise Payables.

• PeopleSoft Enterprise eProcurement

• PeopleSoft Enterprise Real Estate Management.

• PeopleSoft Enterprise Resource Management.

• PeopleSoft Enterprise Program Management.

• PeopleSoft Enterprise CRM.

• PeopleSoft Enterprise Time and Labor.

• PeopleSoft Enterprise Northern Payroll.

• PeopleSoft Enterprise Global Payroll.

The following diagram illustrates how PeopleSoft CRM and third part help desk applications, Microsoft Project, external condition monitoring systems, Mobile Web Services, PeopleSoft Expenses, PeopleSoft Inventory and Cost Management, PeopleSoft eProcurement and Purchasing, PeopleSoft Accounts Payable, PeopleSoft Asset Management, Centerstone CAFM, PeopleSoft HCM, PeopleSoft Program Management, and PeopleSoft Project Costing integrate with Maintenance Management. Ultimately the Maintenance Management and subsystem accounting entries are posted in PeopleSoft General Ledger.

PeopleSoft Enterprise Maintenance Management Integration Diagram

We discuss the integration considerations in the implementation chapters of this PeopleBook.

Supplemental information about third-party application integrations is located on the PeopleSoft Customer Connection web site. Third-party products that are used by PeopleSoft Maintenance Management are:

• Microsoft Project 2007.

  Important! PeopleSoft Enterprise Maintenance Management 8.9 and 9.0 only integrate with Microsoft Project 2002.

• Verity.

PeopleSoft Maintenance Management Implementation

PeopleSoft Setup Manager enables you to generate a list of setup tasks for your organization based on the features that you are implementing. The setup tasks include the components that you must set up, listed in the order in which you must enter data into the component tables, and links to the corresponding PeopleBook documentation.

Other Sources of Information

In the planning phase of your implementation, take advantage of all PeopleSoft sources of information, including the installation guides, table-loading sequences, data models, and business process maps. A complete list of these resources appears in the preface in the PeopleSoft Enterprise Application Fundamentals 9.1 PeopleBook with information about where to find the most current version of each.

See Also

About These PeopleBooks

Enterprise PeopleTools PeopleBook: "Setup Manager"