Understanding Resource Scheduling

There are four different methods for scheduling labor resources.

• Select a resource group ID and click the Recommend Labor button on the Schedules page (Labor Schedules) to run the resource match engine, which recommends resources that meet the labor requirements based on both qualifications and availability.

• Search for the resources based on the craft manually by clicking the Search link in the Labor Schedules - Assignments tab on the Schedules page. This conducts a search based on the availability of the resources and the craft.

• Enter or select a specific employee ID at the resource line level in the Labor Schedules - Assignments tab on the Schedule page.

  Use this method when you know the specific resource whom you want to assign.

• Access the Labor Assignment Workbench and assign available crew resources and non-crew resources to multiple work order tasks.

In each of these methods, the system checks the resource calendar for conflict before making the actual assignment. If a conflict exists and the system allows overbooking of the resource, it creates the assignment and issues a warning message to the user. If you indicated that overbooking is not allowed, then the system issues an error message based on the conflict. Once the labor resources are assigned, a distribution row is created in the Labor distribution record in PeopleSoft Maintenance Management. When the actual time spent on the work order task for this schedule row is entered through a timesheet, the Labor distribution row ChartField values will flow into the timesheet that will feed the shared tables with PeopleSoft Travel and Expenses.

To manually control overbooking of resources at the work order task line, you must select the Overbooking Resources - Require Manual Override check box for the shop associated with the work order. If you select this check box, then an Overbook Flag check box displays in both the Labor Schedules and Tool Schedules grids in the work order. If you select the check box, then the system allows the overbooking of the resource. If the check box is deselected, then the system does not allow the overbooking of the resource. If you do not select the Require Manual Override check box for the shop, then the system automatically allows overbooking of the resource for all work order task lines associated with the shop.

There are two types of shifts that the system considers in the assignment process:

• The shop's shift, which defines the operating hours of the shop.

• The resource's shift, which defines the working hours of the resource.

If overbooking is not allowed, the system checks the resource availability based on the availability cache record and the resource working hours in the shop. If there is no availability for the scheduled time frame and duration, an error issued. If overbooking is allowed, the system uses either the shift associated with the shop identified in the work order header or the resource shift in the assignment process, depending on one of these scenarios:

• For a cross shop assignment where the resource is assigned to the shop identified in the work order header, the system uses the shift that the resource is assigned to in the shop associated with the work order.

• For a cross shop assignment, where the resource is not assigned to the shop identified in the work order header, the system uses the shop's shift in the assignment process

• For a non-cross shop assignment, the system uses the resource's shift in the assignment process.

Schedulers can assign non-crew and crew resources one at a time using the Labor Schedules grid or the Labor Assignment Workbench. They can also assign non-crew and crew-scheduled resources to multiple work orders and tasks using the Labor Assignment Workbench. When you set up resources, you can associate them with one or more shops, shifts, and crafts using Manage Profiles. When you access the Shop component, the current shop resources are listed on the Resources page. All resources must be assigned to a shop before you can assign them to a work order task.

When you click the Search link in the Labor Schedules grid in the work order and access the Search for Labor Resources page, you can search by shop, crew, location, employee ID, craft, and availability. However, you can override the other values, but you cannot override the craft value on this search page. For example, if a crew has three electricians and two mechanics associated with it, and you need three electricians and two mechanics to do the job, then you perform the search based on the crew ID, which results in a list of the three electricians or two mechanics associated with the crew (depending on the craft specified on the search criteria) so that you can assign these resources to the task. If crew technicians are not available in the shop associated with the work order task, the scheduler can search for technicians in another shop or procure technicians using a purchase order or requisition.

The scheduling and assignment of crews to multiple work orders is described in detail in the Performing Crew Scheduling set of topics.

See Understanding Crew Scheduling.

Scheduling a specific tool asset presumes that the asset is marked as a tool and associated to a shop, able to be scheduled based on its availability, and that the asset is formally reserved or checked out for the time period indicated in the work order task. Tool resource scheduling is basically handled like labor resource scheduling in that you can either have the system recommend a tool, specify criteria and search for tools manually, or select a specific tool on the row in the Tool Schedules grid in the work order.

To schedule a tool, you can:

• Click the Recommend Tools button, which uses the match engine to conduct a search in PeopleSoft Asset Management for an appropriate tool.

• Manually search for a tool by clicking the Search link on the Tool Schedules - Assignments tab to access the Asset Search page and search for the asset based on availability and a variety of criteria.

• Select a specific tool's asset ID in the Tool Schedules - Assignment tab's work order task line, which is based on the assumption that you know that this type of tool is always available.

The system can determine availability for tool resources by examining continuous or discontinuous blocks of time, just as it can for labor resources. Each tool is associated with a shop based on its asset classification parameters (asset type, subtype, manufacturer, model), which are originally defined in PeopleSoft Asset Management. Therefore, the availability of the tools is determined by the operating hours of its associated shop. Tool qualification is determined based on the specification of the asset type, subtype, manufacturer, model, and the Asset Management business unit. When a scheduler clicks the Recommend Tools button to run the Resource Match engine, the system compares the Tool Schedules row specifications to the tool assets that reside in PeopleSoft Asset Management and determines qualification fit score based on the following table:

If you cannot find a tool in the asset repository, you can procure the tool by creating a requisition or purchase order directly from PeopleSoft Maintenance Management by clicking the Move Selected to Purchase button or creating a purchase requisition or purchase order directly in the PeopleSoft Purchasing application.

See Procurement of Material, Labor, and Tool Resources Using the Purchase/On-Hand Schedules Grid.

When you schedule either labor or tools for a work order task in PeopleSoft Maintenance Management, you can click:

• The Recommend Labor button, after clicking the Labor link on the work order's Schedules page.

• The Recommend Tools button, after clicking the Tools link on the work order's Schedules page.

Clicking either of these buttons invokes the Resource Matching engine for either labor or tools resources. The Resource Matching engine:

• Assesses all labor resources based on their availability and qualifications to perform a work order task.

• Assesses all tools resources based on their availability and qualifications for use in a work order task.

The Resource Matching engine evaluates various factors, such as crafts, accomplishments, competencies, experience, and availability to assess how various labor resources in the resource database match with the qualifications specified for a work order task resource. A fit score is calculated based on these factors, which is used to recommend resources for the task.

To use resource matching, you must:

1. Follow the setup procedures for labor and tools.

2. Define and schedule the cache administration processes that will refresh the eligible resources and resource schedules cache and update the search index that will be used in the calculation of the qualification and availability scores.

3. Review and modify the Resource Search, Search Configuration.

PeopleSoft Maintenance Management Search Types

Before you can use the Resource Match engine to search for and identify labor and tool resources that match your specifications for a technician or a tool in a work order task, your organization needs to decide on the importance of each of the factors used to compile the fit scores. You can do this by accessing the two search types defined specifically for PeopleSoft Maintenance Management in Common Definitions > Resource Search > Search Configuration component. Each search type specifies the search settings and the factors that are used to determine the factor fit score.

The Resource Match engine uses the Search Framework search engine to quickly calculate the fit scores for labor and tool resources. The index process extracts information from the specified database and loads it into formatted files on the Process Scheduler server. The Search Framework indexing application transforms the labor resource or the asset data files into an index that is used for searching.

When you select one of the two PeopleSoft Maintenance Management search types in the Resource Search - Search Configuration component, the two pages in the component include the:

• Search Framework Settings page.

  You can enter the Buffer Result set Size (in rows) field to specify the number of rows you want returned from the Search Index.

  You can also specify the number of days to store the resource schedules. For example, if you specify 30 days, the cache administration process will store the resource schedules for 30-day periods in the cache record.

• Factor Weights page.

  You identify the importance you place on each of the qualification factors.

There are two search types predefined for PeopleSoft Maintenance Management, which include:

• WASRC.

  This search type is used to identify assets that are flagged as tools in the asset repository for a work order task. It only uses one factor, configurable fields, which includes ASSET_TYPE, ASSET_SUBTYPE, MANUFACTURER_ID, MODEL, and AM_BU.

• WMSRC.

  This search type is used to identify labor resources for a work order task based on the importance of the weighting of these qualification factors:

  • Accomplishments.

    The Resource Match engine compares resource accomplishments specified for the selected craft in the work order task labor schedule to the accomplishments of the resources included in the search.

  • Configurable fields.

    The configurable fields for WMSRC are CRAFT, SHOP_ID, and BUSINESS_UNIT_WO.

  • Competency proficiency.

    The Resource Match engine compares the competency proficiencies specified for the selected craft in the work order task labor schedule with the competency proficiencies of the resources included in the search.

  • Competency experience.

    The Resource Match engine compares the years of experience specified for the selected craft in the work order task labor schedule with the years of experience of the resources included in the search.

You can specify how important each of these factors is to your organization in terms of finding resources that meet the qualifications necessary to perform a work order task.

Resource Matching Fit Score Calculations

The Resource Match engine requires separate algorithms for each match factor. Fit score calculations for PeopleSoft Maintenance Management are based on the:

• Accomplishment factor.

• Competency Proficiency and Competency Experience factors.

• Configurable fields.

See Resource Matching.

Resource Availability

When the scheduler enters a resource group ID and clicks the Recommend Labor (or Recommend Tools) button, the match engine determines a resource's availability based on a precise calculation. The availability calculation uses the date range and duration of the resource request, the resource's calendar, and the shift associated with the resource. The match engine then determines the resource's availability based on these two calculation methods:

• Continuous availability.

  In certain scenarios, a work order task must be completed in a single block of time. For example, when a work order task requires that production equipment must be brought down to perform the task. In this case, the availability of the resource is 100 percent as long as the resource is available for a continuous time period of at least sixty minutes. If you select the Continuous Scheduling check box for either labor resources or tools, and click the Recommend Labor or Recommend Tools button to run the Resource Match engine, the engine searches for all resources that are available for a continuous time period.

• Discontinuous availability.

  If a resource is available for at least 60 minutes, even though the 60 minutes are not in a continuous time period, the availability is 100 percent. For the Resource Match engine to search for resources with discontinuous availability, you must deselect the Continuous Scheduling check box for labor or tool resources.

For example, if an organization needs to schedule twelve hours of work between Monday and Friday, the following table describes the how the availability of the resource is determined based on discontinuous versus continuous availability calculations:

Resource Schedules	Discontinuous Availability Calculation Results	Continuous Availability Calculation Results
Resource #1 works Monday - Friday from 8 a.m. – 12 p.m.	100% available given that this resource can be assigned Monday, Tuesday, and Wednesday from 8 a.m. - 12 p.m.	33% available given that the largest continuous block of time available for this resource is 4 hours out of the 12 hours required.
Resource #2 works Monday - Friday from 8 a.m. - 2 p.m. each day and already is assigned to work on Monday from 8 a.m. to 2 p.m. and is free the rest of the week.	100% available given that this resource can be assigned on Tuesday from 8 a.m. – 2 p.m. and on Wednesday from 8 a.m. – 2 p.m.	50% available given that the largest continuous block of time available for this resource is 6 hours out of the 12 hours required, from 8 a.m. - 2 p.m. on either Tuesday, Wednesday, Thursday, or Friday.

If conflicts arise in the creation of an assignment and the resources can be overbooked, then PeopleSoft Maintenance Management allows the scheduler to create the assignment and changes the status to assigned. The scheduler receives a message indicating that conflicts exist and that the resource is overbooked. If overbooking is not automatically allowed, then PeopleSoft Maintenance Management issues an error and indicates that the resource does not have enough available hours to perform the assigned task. The assignments are set to a status of pending approval if assignment workflow is enabled in the Work Order Options component. Once the assignment is approved, the status changes to assigned.

Note: Unless you indicate that overbooking requires manual override in the shop associated with the work order, the system automatically allows overbooking of a resource. Even if overbooking is allowed for a resource, you cannot assign a resource to a date past the work order task's scheduled end date and time.

An assignment status is changed to complete based on the date when the work order task is set to complete and the resource's calendar is updated based on the Update Resource Calendar option specified at the shop and business unit level. The labor resource's work history is updated only if the Update Work History check box on the resource schedule grid is selected in the row when the assignment is created. If an assignment is canceled as of a specified date, the system deletes the current and future entries on the resource's calendar and the removes the assignment from the resource's work history in the resource profile.

Example 1:

For example, a work order task (WO 2 /Task 1) is scheduled from 10:00 a.m., January 3, 2005, to 05:00 p.m., January 4, 2005, and the duration is 10 hours.

John Doe works shift form 8:00 a.m. - 12:00 am and 1:00 p.m. to 5 p.m. with an hour off for lunch from noon to 1:00 p.m. John is free all day from 01/03/2005 - 01/04/2005. He is scheduled to other tasks for the rest of the week. The scheduler wants to schedule John to WO2, Task 1 and creates these assignments for John:

Date	Time	WO/Task
1/03/2005	10 a.m. - 12 p.m. (2 hrs)	WO2/ Task 1
1/03/2005	1 p.m. - 5 p.m. (4 hrs)	WO2/ Task 1
1/04/2005	8 a.m. - 12 p.m. (4 hrs)	WO2/ Task 1

Example 2:

The scheduler wants to assign Jennifer Brown to WO2 – Task 2 for a duration of 16 hours on 1/3/2005 and 1/4/2005. Jennifer's shift is 8:00 a.m. to 12:00 noon, lunch from 12:00 noon - 1:00 p.m. and 1:00 p.m. - 5:00 p.m. Jennifer has already been scheduled from 10:00 a.m. - 12 noon on 1/3/05 to another task. She also is scheduled to other tasks for all of 1/5/06, 1/6/06, 1/7/06. The scheduler assigns Jennifer to:

Date	Time	WO/Task
1/03/2005	8 a.m. - 12 p.m. (4 hrs)	WO2/ Task 2
1/03/2005	1 p.m. - 5 p.m. (4 hrs)	WO2/ Task 2
1/04/2005	8 a.m. - 12 p.m. (4 hrs)	WO2/ Task 2
1/04/2005	1 p.m. - 5 p.m. (4 hrs)	WO2/Task 2

Since Jennifer is already assigned to work on a different task on January 3, 2005, from 10:00 a.m. - 12:00 p.m. If overbooking is not allowed, the scheduler will receive an error message that Jennifer is already assigned to a task on 1/3/2005 from 10 a.m. - 12:00 p.m. and the assignment will not be created. If overbooking is allowed, the scheduler will receive a warning message stating that the assignment has been created with a conflict, but the assignments will be created.

Note: The system updates the resource scheduled start and end dates and times based on the work order task start and end dates listed for the previous scenario.

The system also creates an assignment exception based on Scenario 1 indicating: From Date: January 2, 2005 and To Date: January 2, 2005, Hours: 1, Start Time: 12:00 p.m.

The system updates John Doe's calendar with the task assignment.

In another example, a work order task requires a resource from September 16, 2004 09:00 a.m. – September 16, 2004 1:00 p.m. (Duration = 4 hours).

Whether the task is continuous or discontinuous, if overbooking is allowed, the system does not consider the available date ranges returned. Instead it creates the assignment provided that the resource works enough hours between the scheduled start date and time and the scheduled end date and time based on the resource's shift. If overbooking the resource is not allowed and the resource is not 100% available, the system issues an error and creates no assignments.

The Overall Fit Score

After the matching process calculates an overall fit score by taking into consideration each match factor, it calculates factor family fit scores by applying the relative factor importance settings in the Search Configuration's Factor Weights page. Finally, the process averages the family scores according to the relative factor family preferences that are selected during search time. This overall fit score is not visible to end users.

See Resource Matching.

Schedulers can assign technicians, who are associated with a shop (SHOP B), which is different from the shop (SHOP A) associated with the work order. However, the resource's supervisor must approve the assignment, if the assignment approval is turned on in the Work Order Options component. The technician's supervisor is identified in the technician's employee data file. You can set up email notifications on the Work Order Options page for both the supervisor and the resource, which are triggered based on a selected assignment status. The employee's supervisor (from SHOP B) can access the worklist from the Worklist link located on the top right-hand corner of the browser and approve or reject the assignment. The supervisor can click a link in the worklist to access the Assignment Approval page for a work order resource. If the supervisor approves the assignment of this technician, then the assignment status changes to assigned. If the supervisor rejects the assignment, then the assignment status changes to rejected. Once a technician from a different shop is assigned to a work order task, the cost and bill rates for the technician are based on the rates set up in the shop associated with the work order and not the shop to which the technician is associated.

See documentation PeopleTools: PeopleSoft Workflow Technology.

The scheduler can click the Move Selected to Purchase button above the Labor Schedules grid and above the Tools Schedules grid to send a selected resource to the Purchase/On Hand grid. When the scheduler selects the resource that requires procurement, such as a special tool, and clicks the Move Selected to Purchase button, the tool row is no longer available for selection in the Tool Schedules grid and now appears in the Purchase/On-Hand Schedules grid. The scheduler then selects the tool in the Purchase/On-Hand Schedules grid and creates a requisition or PO to purchase the tool. Once the tool is procured, the status of the tool in the Tool Schedules row changes to procured. The Move Selected to Purchase button works the same way for a selected labor resource and is often used when contract labor is needed for a task.

After creating a work order and work order tasks, you can schedule Inventory materials for use in performing a work order task. You do this by accessing the Inventory Schedules grid on the work order's Schedules page. You can populate the Inventory Schedules grid with materials or parts by:

• Copying the requirements from the Inventory Requirements grid that you specified either manually or that you copied from a work order task template.

• Selecting the Copy from EPL button to access the Copy from Equipment Parts List page where you can select among multiple EPL templates, as long as they are set up in PeopleSoft Asset Management, listed in descending order of applicability that match the target asset's classification criteria (asset type, subtype, manufacturer ID and model). You select the parts associated with each template that you want to copy to the tasks. The first template in the list of EPL templates is identified as the preferred template and is preselected. However, you can select any of the listed templates and the parts will appear in the lower grid. If only one template is listed, it is preselected, and the template information along with the parts from that template appear on the grid.

  In addition to copying template items from the EPL to the work order task row, authorized users can add one or more EPL templates associated with the target asset with inventory items that you select for one or more inventory task rows on the Schedules grid by clicking the Add to EPL button. You can add items to an existing EPL template, but you cannot create new EPL templates from the work order.

  Note: The Copy from EPL and Add to EPL buttons are only active if the asset for the task has an associated EPL and there are Inventory items applicable to the Inventory business unit that is defined for the work order business unit. The Add to EPL button also requires that you select one or both of the Allow Update Asset-default EPL and the Allow Update Non-specific EPLs options on the User Preferences – Maintenance Management page.

  You can also select inventory parts from the EPL when you define inventory requirements for a work order task template.

  See Understanding Work Order Templates.

• Entering the parts manually.

Once the inventory items (parts) are entered on the Inventory Schedules grid, the typical steps to obtain the items to complete a task are:

• Commit the items, which recognizes the work order demand for the items in PeopleSoft Inventory by applying a commit rule set up in the work order business unit, shop, or the Type page of the shop.

  Work order demand lines for inventory items can be pre-allocated in PeopleSoft Inventory as long as the items have been committed. Pre-allocations automatically reserve the item as long as it has not been reserved.

• Soft reserve the items, based on the combination of commit rules and reservation rules in PeopleSoft Maintenance Management, which prevent the work order task demand from being consumed by other demand lines.

  Note: You can check the availability of the items based on their need date on the Inventory Schedules - Availability tab.

• Generate a pick plan, which lists the work order items and the inventory locations from which they should be picked.

• Issue the material (items) from PeopleSoft Inventory to the work order.

• Return any unused material to PeopleSoft Inventory.

To schedule inventory, the Inventory Schedules page consists of:

• The Inventory Schedules - Materials tab is where a scheduler can search for and select an Inventory item from the Item Master.

  This field may already be populated if you copied the Inventory requirements or selected the item from the Equipment Parts List, if available. The unit of measure (UOM) is derived from the Inventory STD UOM (standard units of measure) for the selected item. The scheduler can override the UOM and change it to an ordering UOM that is predefined in the Items > Define Items and Attributes > Define Item UOM component. The scheduler enters the quantity needed for the task and the date that it is needed. Once the item is committed, which means that PeopleSoft Inventory recognizes the work order task demand, the item ID and UOM are both disabled. However, you can still update the quantity needed and the date needed. These fields are no longer available once the item is added to a picking plan. The planned quantity only displays if this item was copied from the Inventory requirements and is informational only.

  Items have many attributes, one of which is the ability to define an item as Floor Stock. If an item type of Floor Stock is used in the Inventory Schedules grid, the item is assumed on-hand in the shop and is not issued from PeopleSoft Inventory. The Item Type in the grid populates automatically as either Inventory or Floor Stock when selecting an item in the Inventory row. Floor Stock may include bolts, nuts, gloves, rags and other low valued items that you do not need to track. You typically replenish these items in your shop using a visual method. Once the stock becomes low, you can issue more from PeopleSoft Inventory using Express Issue in PeopleSoft Inventory.

• The Inventory Schedules - Details tab provides more information on the state and status of the inventory item or items that the work order task requires.

  This tab shows whether the item was committed to PeopleSoft Inventory, if the item exists on a picking plan, if any quantities have been issued to the work order for the item, the current quantity available in PeopleSoft Inventory, the pegging status, and links to the pegging workbench and pegging inquiry, if pegging is enabled.

• The Inventory Schedules - Reservation tab works in conjunction with a selected combination of commit and reservation rules established in the work order business unit or in the shop to determine when the system will commit and reserve inventory items in PeopleSoft Inventory.

  Some of the information on this tab is updated automatically when the system applies the selected commit and reservation rules to the inventory items at the task line. You can, however, override the system rules for a user, if you select the Authorized to Reserve Inventory check box on the User Preferences - Maintenance Management page. Selecting this check box displays the Reserve button on the Inventory Schedules page. When you select this Reserve button, the system overrides the commit and reservation rules and immediately commits the item if not already committed, and attempts to reserve the item. If the quantity cannot be fully reserved, reservation messages are generated. You can view these messages on the Reservations Errors page. The value in the Priority field on this grid, is derived from the set up in either the work order business unit, shop, or work order type in the shop. The Priority field is used to determine the order in which demand is reserved.

• The Inventory Schedules - Availability tab provides information to help determine whether the current quantity of an item will be available on a scheduled needed date.

  After selecting one or more inventory items in a task, you click the Item Availability button and the system determines if the scheduled quantity will be available on the scheduled need date. The system also updates the Earliest Available date, indicates with Yes or No whether the selected number of items are available in the Item Availability column, and updates the Need Date Qty Available column with the number of items available on the date that you specified the items were needed for the task.

  You can click on an Availability Inquiry link for a selected item, which takes you to the Inventory > Manage Inventory > Review Inventory Balance Info > Item or Product Availability page in PeopleSoft Inventory. This inquiry lists the available quantity as of a specific date and the total quantity demand and the total quantity supply for the selected item.

  You can click on the Balance Inquiry link which takes you to the Inventory > Manage Inventory > Review Inventory Balance Info > Item Balance by Unit page in PeopleSoft Inventory. This inquiry displays a description of the item, the quantity on hand, the quantity owned, the quantity available, the quantity reserved, and the number of lead days required to replenish the quantity based on a specific business unit. A history listing the dates of the last adjustment, the last putaway, the last order date, and the amount of the last order displays on this page. You can click a link to access the Item Balance By All Units inquiry, Item Balance By Location inquiry, and Item Fulfillment Status inquiry.

  The Item Balance By All Units inquiry displays the quantity available, quantity reserved, quantity in transit, and the quantity on hand of an item based on each business unit. There are also total quantities for all of the business units.

  The Item Balance By Location inquiry displays the area and levels where the item is located, whether the item quantity is nettable, the quantity reserved, the quantity stored, the quantity reserved base amount, and the quantity storage base amount for each location of the item in a storage facility. It also lists the total amount stored in each of the storage locations and the total amount that is staged for shipping.

  The Item Fulfillment Status inquiry displays the status of fulfilling the demand for an item if the demand was placed on the item based on a material request, material return, a planning requisition, a purchasing requisition, or a sales order. This page may indicate whether the fulfillment of the item is on hold, or if the request was fulfilled, it contains detailed shipping information.

• The Inventory Schedules - Additional Information tab further assists the work order task scheduler with information to make better planning and scheduling decisions.

  This tab enables you to specify if any delivery requirements exist for the given item. If the item is serial or lot controlled and quantities are issued to the PeopleSoft Inventory row, you can click a link to review the serial or lot numbers associated with the item. Based upon quantities available and earliest available date information, the scheduler can better determine the most appropriate work order task start and end dates for the inventory schedule.

  See Scheduling Inventory Resources for a Work Order Task.

• The Inventory Scheduling - Default Settings tab displays the Inventory business unit, the GL business unit, and the item's SetID.

  These are all default values that depend on how you set up them up in the work order business unit.

  The Transaction Source field on this tab identifies the source of the inventory transaction and determines whether the transactions are considered Scheduled or Actuals. If a transaction source is Scheduled, the total scheduled costs appear on the Cost page of the work order. If a transaction source is Actuals, you must run the Cost Summarization process to view the total actual costs on the Cost page of the work order. When Actuals is returned from a feeder application such as a direct issue from PeopleSoft Inventory, the Scheduled Quantity field on the Inventory Schedules - Materials tab is populated with a value of zero and:

  • The system will not calculate the scheduled costs for the row or rows that are inserted by the feeder application.

  • The costs will not roll up to the task's scheduled costs on the Cost page in the Work Order component for that inventory resource.

  • Changes to the rows are prevented if entered from another application.

• The Inventory Scheduling - Cost tab displays the estimated unit cost and the scheduled material cost.

  The unit cost is derived from PeopleSoft Inventory and the scheduled material cost is calculated based on the quantity times the unit cost. Both of these fields are display only. The UOM is calculated using the Ordering Conversion rule in PeopleSoft Inventory. An example of applying the conversion rate is: 1 BOX = 4 EA.; 1 EA unit cost = 1.00 USD; therefore 1 BOX unit cost = 4.00 USD. If the work order parts row needs 2 boxes then the Scheduled Material Cost (extended cost in PeopleSoft Inventory) = 8.00 USD.

• The Inventory Scheduling - Distributions tab enables you to access the distribution data specified for the row after an assignment has been made.

  You can override these values. You must select the View and Update Accounting check box on the User Preferences - Maintenance Management page for this link to appear on the tab.

See Equipment Parts List Page.

See Confirming Quantity Data with Inventory Balance Audit Reports.

Inventory Commitment and Reservation

To reserve items in PeopleSoft Inventory, they must be committed prior to or at the same time they are reserved. When the system commits an item specified in a work order task in PeopleSoft Inventory, the item is placed in the IN_DEMAND table based on the work order task's commit rule. This means that PeopleSoft Inventory recognizes the work order task demand.

Only soft reserved items can be reserved for work orders. When the system reserves (soft reserves) an item in PeopleSoft Inventory, part of the Inventory business unit's total available quantity for the item is reserved for the demand line and cannot be consumed by other demand lines, which are staged for fulfillment processing in the PeopleSoft Inventory system. There are two primary locations for setting soft reserve in PeopleSoft Inventory:

• Setup Fulfillment at the Inventory business unit level.

• Setup Item Fulfillment at the item level.

You can reserve items associated with a work order task in PeopleSoft Inventory by:

• Entering the data in the Inventory Schedules grid and saving the work order.

• Clicking the Reserve button on the Schedules page of the work order.

• Running the Reserve Materials process in PeopleSoft Inventory.

• Using the Shortage Workbench in PeopleSoft Inventory.

• Receiving a pegged work order row in PeopleSoft Inventory.

Details about committing items to PeopleSoft Inventory and the methods listed above for reserving work order items in PeopleSoft Inventory are noted in the following the section on Inventory Commitment.

Inventory Commitment

The Commit field on the Inventory Scheduling - Details tab indicates whether the selected item is committed, which means that PeopleSoft Inventory recognizes the work order task demand. The work order demand appears in the Item Availability Inquiry and can be optionally included when running the Create Replenishment Requests for items that are below their reorder point. You specify the point at which items are committed to PeopleSoft Inventory on the Integration page of the work order business unit, on the Shop Definition page, and on the Type page of the shop. You select a commit rule, which indicates that you want to commit the inventory items based on:

• The addition of an item to the parts list in Inventory Schedules grid.

  Items are committed when they have been added to the Inventory Schedules grid and a save has been issued. Each subsequent part that is added and saved on the work order task will commit the item to PeopleSoft Inventory.

• A change to a specified work order task status.

  Once the work order task status changes to the status identified in the Integration page of the work order business unit or defined at the shop level, the item is committed.

  Note: The valid internal statuses to choose from are Awaiting Schedule, Scheduled, and Work in Progress.

• The creation of a picking plan.

  A picking plan consists of the parts or inventory items that are added to a list, which direct inventory personnel to the storage locations for the items that they need to pick for the work order task. This option delays committing of the inventory items until you are ready to have them picked and available to begin working the work order. You can set up and generate a pick list from the Inventory Schedules page or the Technician Workbench of the work order:

  See Process/Output Options Page.

• When the item is reserved (Commit at Reserve).

  To reserve inventory items, they must be committed prior to or at the same time that they are reserved. The reservation rules are set up to work in conjunction with each of the commit rules. When a commit rule is selected, the system commits the item based on the commit rule and reserves the item based on the selection of one the following reservation rules:

  • Batch Reserve Only.

  • Parts List Creation.

  • Pick Plan Creation.

  • Status Change to Awaiting Schedule, Scheduled, or Work in Progress.

  There are specific combinations of commit and reserve rules that are compatible. The system runs a combination edit to verify that the combination of the Commit Rule and the Reservation Rule is correct.

  See Work Order Business Unit Integration Options.

  See Inventory Schedules - Reservation tab — Schedules Page.

Work order commit statuses are:

• Not committed.

  The Inventory Schedules row has not yet placed demand on Inventory (inserted the row into the IN_DEMAND table in PeopleSoft Inventory).

• Committed.

  The Inventory Schedules row has placed demand on PeopleSoft Inventory (inserted the row into IN_DEMAND table in PeopleSoft Inventory).

When Inventory items are committed to Inventory, a row is created in the Inventory primary table (IN_DEMAND) with the DEMAND_SOURCE value set to WM, which means that the committed rows in PeopleSoft Maintenance Management are recognized by PeopleSoft Inventory as demand. The uncommitted rows in PeopleSoft Maintenance Management are not visible to PeopleSoft Inventory.

See Using the Fulfillment Workbench to Reserve or Promise Orders.

See Integrated Product Setup Considerations.

See Understanding Overall System Setup Parameters for PeopleSoft Maintenance Management.

Reserving Inventory Using the Work Order's Inventory Schedules Grid

You can reserve work order task items in Inventory from the Schedules page - Inventory Schedules in PeopleSoft Maintenance Management. You set up a combination of commit and reservation rules on the Integration page of the work order business unit, on the Shop Definition page, or on the Type page of the shop where the rules are set up based on the work order type. Standard PeopleSoft Maintenance Management default hierarchies apply to these rules, with the business unit at the top of the hierarchy and the work order type at the bottom. The system uses these rules to automatically commit and reserve the inventory item specified at the task line.

To reserve inventory items, the items must be committed either before they are reserved or at the same time they are reserved. PeopleSoft Maintenance Management performs combination edits to ensure that invalid combinations of the commit and reservation rules do not occur. For example, if the commit rule is pick plan and the reservation rule is parts list, the rules in this combination conflict with each other because the attempt to reserve items precedes the attempt to commit the items.

Once you save the work order, the system executes the reservation rule in PeopleSoft Maintenance Management if the reserve rule is parts list or status change, which triggers the reservation process in PeopleSoft Inventory. If PeopleSoft Inventory cannot fully reserve task rows from PeopleSoft Maintenance Management, it sends a message back to PeopleSoft Maintenance Management explaining why the full reserve cannot take place.

The work order reservation rules are:

• Batch Reserve Only

  When the batch process is run, the rows will be reserved.

• Parts List Creation

  When the parts (items) in the work order task are saved, the parts (items) are reserved.

• Pick Plan Creation

  When the picking plan is created, the part (item) is reserved.

• Work Order Status Change

  When the status of the work order task is changed to Awaiting Schedule, Scheduled, or Work in Progress, the parts (items) are reserved.

Selecting the Reserve Button on the Work Order Schedules Page

You can authorize specific users to override the commit and reserve rules specified in the business unit, shop, or Type page of the shop, and reserve inventory items immediately by selecting the Authorized to Reserve Inventory check box on User Preferences - Maintenance Management page.

If the user is authorized, the Reserve button displays on the Inventory Schedules page, which the user can click to reserve the items. When you select this button it will commit any items that are not committed and reserve those items, ignoring any established commit and reserve rules.

Running the Inventory Reserve Materials Process

This process will attempt to reserve or re-reserve work order task items based on their respective reserve rule. This process may also commit work order task items to PeopleSoft Inventory if the commit rule is the same as the reserve rule. Work order task item rows, which are associated with a commit rule other than Commit at Reserve are picked up only if they were previously committed. If the work order task item rows are associated with the reserve rule Parts List or Status Change (where the task status is greater than or equal to the status selected for the reserve rule), the Reserve Materials process will reserve these items. The Reserve Materials process enables you to reserve multiple work orders at a time. It also can apportion the limited supply to the various demands based on the priority rules.

See Understanding Work Orders.

Inventory Pre-allocations and Work Order Demand

An inventory allocation means that a quantity in a specific storage location has been reserved for a particular item. The item is reserved at the inventory business unit level, provided the location is available, and at the physical inventory level. Allocations typically take place at order release and apply to released demand lines.

PeopleSoft Inventory also has the capability to pre-allocate inventory demand. With respect to the inventory demand based on work orders created in PeopleSoft Maintenance Management, pre-allocations are the allocation of inventory items selected for a work order that is created before the picking fulfillment step but after the work order demand line has been committed to the PeopleSoft Inventory demand fulfillment tables. Pre-allocations can occur when pegged stock is putaway in the inventory business unit or when you pre-allocate using the PeopleSoft Inventory Allocation Workbench. A user with access to the Allocation Workbench can override the Reserve Rules defined in the PeopleSoft Maintenance Management work order business unit setup and pre-allocate work order demand as long as the work order has been committed.

See "Allocating Orders in Demand Fulfillment" set of topics in the documentation PeopleSoft Inventory

The Shortage Workbench

Use the Shortage Workbench to reserve and unreserve stock to work order demand lines. You can click the Shortage Workbench link to access Inventory > Fulfill Stock Orders > Shortage Workbench in PeopleSoft Inventory. Based on the search criteria that you enter, you can use the Shortage Workbench to view just the work order demand lines that have attempted reservations and have reserved no stock or only partially reserved stock. This enables you to focus on shortages and determine how to reserve the stock.

You can use the Shortage Workbench to adjust reservations to the highest priority demand. You can also use the Shortage Workbench to deallocate a quantity of stock from a pegged receipt.

Using the Shortage Workbench template enables you to require that any user who unreserves stock on a work order demand line enter a reason code. The Shortage Workbench issues notifications to planners and schedulers when a user unreserves stock from a work order.

The rules that apply to the Shortage Workbench for work orders are defined in the PeopleSoft Inventory documentation: "Fulfilling Work Orders from PeopleSoft Maintenance Management".

See Understanding Work Order Item Fulfillment from PeopleSoft Inventory.

See Handling Errors with the Fulfillment Engine.

See Using the Shortage Workbench.

Pegging Inventory Supply to Work Order Demand

Pegging can be used to associate specific supply, using a purchase requisition or purchase order, to work order demand. This essentially reserves the supply for that specific work order. Users can review the inquiry to see if the supply is pegged and the work order to which it is pegged.

When items are in short supply, organizations peg higher priority work order demand to specific supply to ensure that those demands are satisfied. This also enables the organization to more accurately schedule work orders.

When the level of inventory items reaches a reorder point, this triggers the generation of a requisition or purchase order in PeopleSoft Purchasing to replenish the supply. When a scheduler needs one or more inventory items for a work order that are not currently available, the scheduler can access the Pegging Workbench from the Inventory Schedules - Details tab and link the demand for the Inventory item based on the work order to the incoming supply identified in the requisition or purchase order. Pegging essentially reserves the incoming supply to the work order. If an item is pegged and is a soft reserve item, then the pegged receipt is reserved when putaway is performed. In addition, if the allocate soft pegs is set to Yes, the pegged receipt will be allocated when putaway is performed. The allocate soft pegs setting is defined in Inventory, Order Pegging, Business Unit Setup or Inventory, Order Pegging, Item Setup.

Once an item is pegged, the quantity scheduled in the Inventory Schedules grid is unavailable for selection until you save the page. The quantity pegged for the work order can be issued to the technician or delivered to the work order job location using the Issue to Work Order command in PeopleSoft Inventory when the items are received. You can access the Pegging Inquiry to follow a pegged item's progress.

If pegging notification is enabled, a notification is generated indicating that the item for the work order has been received. If the email option is enabled, the work order contact receives an email indicating that the materials are now available. The item is put away into PeopleSoft Inventory and can then be issued to the work order.

Important! The pegging workbench is available in the work order only if pegging security is set up for the user in Inventory > Order Pegging > Pegging User Security

See Understanding Work Order Item Fulfillment from PeopleSoft Inventory.

Issue Inventory to a Work Order With or Without a Pick Plan

Inventory is issued by creating a picking plan or when the inventory clerk accesses the work order and issues the inventory items to the work order without a picking plan. The clerk can update the quantity issued, which in turn updates the work order.

The pick plan process is a batch process, which is owned by Inventory, lists the items and quantities required for a particular work order. The process runs a PeopleSoft Inventory allocation process and generates the picking plan. The Allocation process determines the locations from which the various items of the work order materials list can be picked. The picking plan is a hard copy document, which an inventory clerk can print or a technician can print and carry to the inventory counter. Once you create the picking plan, the inventory clerk must run the issue command to issue the parts to the work order. The picking plan process enables an inventory clerk to obtain the list of needed materials and begin the process of physically pulling the items for the work order. The inventory material need date is the date that the pick plan uses to place items on the pick plan. When the items are picked and issued, the work order inventory item lines are updated to indicate the quantity issued.

An allocation process runs in PeopleSoft Inventory that hard allocates items at the location level. A hard allocation increases the quantity reserved in PeopleSoft Inventory for a location. If the business unit is flagged for a soft reserve, the quantity is reserved at the business unit/ item level, which increases the quantity reserved and decreases the quantity available.

A work order can schedule materials that are due on various dates. The picking plan enables you to indicate to the clerk, to pick the material on specific dates, based on a certain number of lead days. All of the material with a scheduled due date that is equal to and prior to the date specified in the pick plan will be included. Because picking the materials on line in real time is not desirable in this instance, you can run a batch process that looks for start date of the work order and generates a pick plan based on this date.

You cannot delete scheduled materials if they are on a pick plan or if they were issued.

If you are using a push picking plan (the Action of Create Allocations on the Work Order Pick Plan page), you can print a Location Summary report either in addition to or instead of a full Picking Plan report. The Location Summary report sorts the demand lines according to where the items are physically stocked within the warehouse (Inventory business unit). The layout of the printed report reflects the actual positions of stock to be picked, enabling your personnel to fulfill all orders on the picking plan without revisiting locations. For example, if you select Area,as the highest-level sort order, the Location Summary report groups together all demand lines to be picked from storage area A, then groups all lines to be picked from storage area B, and so on. You can select up to three sort orders related to the physical location within the Inventory business unit. The Location Summary report prints the demand lines and the total item quantity to pick from each physical location.

Within the physical location grouping, you can use the location detail sort options to determine how the demand lines should be sorted based on values located on the work order. For example, if you select Area,as the highest-level sort order and Work Order ID as the highest-level detail sort option, then the Location Summary report groups together all demand lines to be picked from storage area A and, within that grouping, sorts the demand lines according to the work order ID of the demand lines.

Note: It is possible to complete all of the picking using only the Location Summary report; however, you can only view details such as picking errors or picking line and schedule orders and notes if you print out a full Picking Plan report.

See Understanding the Picking Process.

See Issuing Items to a Work Order.

Inventory Demand and Work Order Task Completion

If during the execution of a work order it is determined that the issued quantity satisfies the work order demand and there are still additional unfulfilled quantities (scheduled qty – issued qty > 0) in the row, users can decrease the scheduled quantity, which reduces the demand on PeopleSoft Inventory. When a work order's status is changed to Complete, the fulfillment status of the IN_DEMAND row changes to Depleted in PeopleSoft Inventory. Any unfulfilled item quantities are no longer seen as demand in PeopleSoft Inventory.

There are certain situations where you cannot change the work order's task status to Closed, Canceled, or Complete:

• If any rows in the Inventory Schedules grid have an open peg, which means the items have been pegged to an incoming supply (requisition, PO or Interunit Stock Request) and the quantity has not been received yet.

• If any rows (parts) in the Inventory Schedules grid are on a picking plan.

  Note: You cannot complete a work order task when open Inventory item pegs exist. You will receive an error that prevents you from changing the status of the task to complete until there are no longer any open Inventory pegs associated with the work order task.

• In some cases you may have partial issued quantities at the time you want to complete a task. If you have no quantities or partial quantities issued, you will be prompted to answer Yes or No prior to changing the work order task status to Complete. If you select No, then the work order task status is not set to complete and any unfulfilled demand stays in PeopleSoft Inventory for later issue. If you select Yes, then any remaining demand in PeopleSoft Inventory is released and the fulfillment status of the IN_DEMAND row changes to Depleted.

Reorder and Replenishment of an Inventory Item

PeopleSoft Inventory has reorder thresholds, and once reached, these thresholds trigger the generation of a purchase requisition, which replenishes the stock levels for the item. PeopleSoft Inventory also has a replenishment option, Demand Quantity, that can be used to trigger replenishment when the available quantity is less than the work order demand for the item. However, you may also trigger replenishment even if there is available quantity for the work order demand so that there will be a sufficient quantity of specific items available for use in future work orders.

You can access Item Availability and Item Balance by Unit inquiries in PeopleSoft Inventory from the Inventory Schedule - Additional Information tab.

See Understanding Inventory Replenishment Processing.

Planners and schedulers can determine if an inventory is available for a work order task on a specific date by selecting the Item Availability button and reviewing the results on the Availability tab of the Inventory grid.

See Scheduling Purchase/On-Hand Resources for a Work Order Task.

This enables scheduling a work order task start date with greater accuracy. There are different methods for checking the availability of an item:

• Clicking the Item Availability button on the Schedules page of the work order, which displays the item availability information for the selected inventory rows on the Inventory Schedules - Availability tab.

• Selecting the Availability Inquiry link on the Inventory Schedules - Availability tab, which provides visibility of item quantities and a time-phased supply and demand picture.

• Selecting the Balance Inquiry link on the Inventory, which provides visibility of Item Quantities such as on hand, available and reserved

• Reviewing reserved, issued, and current available quantity balances on the Inventory Schedule - Availability tab.

The Item Availability button for inventory enables you to determine the availability based on the scheduled need date. This button appears above the Inventory Schedules grid and the Purchase/On-Hand Schedules grid on the work order. You must select one or more inventory rows prior to clicking the Item Availability button. When you click this button, the system displays Yes if there is enough supply of the item available in PeopleSoft Inventory to meet the task row's demand on the specified date. The system displays No if it will not be available. If the item is not available, you can navigate to a page that displays the reasons why the item is not available. Clicking the Item Availability button for inventory items also returns the quantity available on the schedule need date and the earliest date that the quantity will be available.

PeopleSoft Inventory determines the information that displays for a row on the Inventory Schedules - Availability tab based on the following criteria:

• If the quantity is reserved in PeopleSoft Inventory, the reserved portion is considered available on the current date.

• If the current quantity available is less than zero, PeopleSoft Inventory cannot determine if the reserved quantity will be available on the request date and the system displays No on the Availability tab.

• If the quantity is pegged, the quantity will be available as long as the pegged quantity is received on or prior to the schedule need date.

• If the work order is pegged to a requisition that has a blank due date, there is no way to determine when that quantity will be available.

• If quantity is not reserved or pegged, the system determines if there will be enough quantity available in PeopleSoft Inventory on the schedule need date.

The system includes any incoming supply to PeopleSoft Inventory (from requisitions, purchase orders and interunit MSR receipts) and any existing demand in PeopleSoft Inventory (from work orders, sales orders, internal MSR, manufacturing production, interunit MSR shipments) and time phases these entries based on the due date to determine how much quantity will be available on the work orders schedule need date. Supply quantities that are due on or before the work order's schedule need date are added to the current available quantity. Demand quantities due on or before the work order's schedule need date are subtracted from the current available quantity. The resulting available quantity is compared against the quantity needed by the work order. If the quantity needed by the work order is less than or equal to the available quantity then the system displays a Yes in the field on the Inventory Schedules - Availability tab. If either the reserved portion, pegged portion or inventory portion of the requested quantity is not available, then No displays in the field on the Inventory Schedules - Availability tab. The No value appears as a link that you can select to access the Item Availability page, which lists the reasons why the item is not available. The calculated quantity available displays in the Need Date Qty Available field on the Inventory Schedules - Availability tab.

Clicking the Item Availability button also determines the earliest available date on the grid. If the item is available on the schedule need date, the system checks to see if that quantity is available on an earlier date. If the item is not available on the schedule need date, the system determines the next date in the future that the quantity will be available. The system leaves the Earliest Avail Date field blank if there is no future date in which there is enough supply to cover the requested quantity, or if you have quantity reserved and the current available quantity is less than zero. The earliest available date quantity represents the maximum reserved portion, pegged portion, and inventory portion. The Earliest Avail Date field will be blank if the reserved, pegged or inventory portions return are blank. If quantity is partially reserved in PeopleSoft Inventory, then the remaining quantity can be partially pegged and the earliest available date quantity would be the maximum reserved portion, pegged portion, and inventory portion. If no quantity exists for any portion, the Earliest Avail Date field will be blank for partially reserved items.

An example of the calculations that occur when there is not enough quantity available:

Example of the calculations that occur when there is enough available:

An item can appear on a work order parts list multiple times. PeopleSoft Inventory factors in all previous instances of the item when determining quantity available. For example a work order requires:

The business unit quantity available for this air filter = 12.

The Air Filter required on 10/25 will have quantity available, but the Air Filter required on 11/01 will not have quantity available.

The following table describes the messages that a display based on the availability of an Inventory item.

See Procurement of Material, Labor, and Tool Resources Using the Purchase/On-Hand Schedules Grid.

See Scheduling Purchase/On-Hand Resources for a Work Order Task.

This table describes the reasons that the system indicates that inventory are unavailable.

See Procurement of Material, Labor, and Tool Resources Using the Purchase/On-Hand Schedules Grid.

See Scheduling Purchase/On-Hand Resources for a Work Order Task.

Material Readiness

In the interim period between the scheduling and actual start of the work for a work order task events may occur, especially in PeopleSoft Inventory or PeopleSoft Purchasing, that can negatively affect the availability of material items scheduled for the task. To accommodate these changes, PeopleSoft Maintenance Management provides a planner or scheduler with a report that they can use to analyze and resolve current material availability problems, prioritize issues, and bottlenecks related to work orders. This report will indicate whether the materials scheduled work order tasks, based on a selected period of time, are ready or not.

After a user enters the appropriate run control parameters for this report, the application engine will:

• Select the appropriate work order task and scheduled material data for analysis.

  Only work order tasks with scheduled inventory and/or scheduled procurement items are included in the report. Scheduled tasks with issued items are included in the report processing and analysis. Issued items are automatically considered to be available. If all items have been issued for a selected task, the task is considered material ready. The process does not select Canceled, Completed, or Closed tasks. Inventory floor stock items and on-hand procurement items are not included on the report. All non-inventory items must have been pegged before the incoming supply can be analyzed.

  Important! For inventory items, the system does not include unpegged purchase orders, requisitions, and interunit MSRs as supply thus the quantity on these unpegged supply orders are not considered as supply when determining readiness.

• Perform high-level calculations to determine the availability of individual quantities of items and the overall material readiness of the work order task.

  These calculations determine what is available as of a specified date and any pegged supply.

  The material readiness calculated and displayed for the report may not be as complete or accurate as the research performed by a user in the work order component. The batch process only looks at the current selection of work order tasks and their requested items to determine total demand within the reporting period. If some item demand was excluded from the reporting period based on the selection of specific run control parameters, the report may determine a misleading readiness of a work order task.

  In cases where multiple work order tasks are competing for the same item, which has limited supply, the system cannot prioritize the demands of the various tasks and allocate the supply accordingly. In this situation, a status of Undetermined will be indicate the material readiness status of one or more of these tasks on the report.

  Only one reason code will be applied to tasks that are identified as Not Ready, even if there is more than one reason for this status. The statuses for the tasks include:

  • Ready

    All scheduled items for this material type are determined to have sufficient quantity available.

  • Not Ready

    Displays an exception, which indicates that at least one scheduled item from this material type is not ready based on the exception reason that accompanies this status.

  • Undetermined

    Displays an exception in which at least one scheduled item for this material type is Undetermined based on the accompanying exception reason, and no other scheduled items for this material type are determined to be Not Ready. Not Ready always takes precedence of Undetermined.

  • The status is blank, which indicates that the run control reporting option was set to exclude analysis of this material type.

  • Asterisks (*****) display in the status field, which indicates that no scheduled items for this material exist or have been selected based on the date range for the task.

There are many instances when users may need to purchase specific materials, tools, and labor to complete a work order task. You determine whether you want to create a requisition or a purchase order in the work order business unit's Integrations page. To identify resources that need purchasing, users can:

• Copy from the Purchase/On-Hand requirements.

• Copy parts from the Equipment Parts List (EPL) to the work order task, if an EPL is associated with the asset selected for the task. EPLs are stored in the PeopleSoft Asset Management asset repository.

  You can also add non-inventory or open description parts to one or more EPLs from the Purchase/On-Hand Scheduling grid. The Copy from EPL and Add to EPL buttons work the same way they do on the Inventory Scheduling grid described in the previous section.

• Manually enter non-inventoried items and open description lines.

• Send labor resources and tools resources to the Purchase/On-Hand Scheduling grid from the Labor Scheduling grid and the Tools Scheduling grid using the Move Selected to Purchase button.

You indicate in the work order business unit whether you want to create a requisition using PeopleSoft Purchasing, create a requisition from PeopleSoft eProcurement, or create a purchase order using PeopleSoft Purchasing. When you access the Schedules page of the work order, these buttons appear above the Purchase/On-Hand Scheduling grid depending on your selection in the work order business unit:

• Load Purchase Order(s), Add Purchase Order, when you select Purchase Order on the Integrations page of the work order business unit.

• Load Requisition(s), Add Requisition, when you select either Purchasing Requisitions or ePro Requisitions.

If you selected ePro Requisition in the work order business unit, you create a requisition in PeopleSoft eProcurement when you click the Add Requisition button in the work order. If you selected Purchasing Requisition in the work order business unit, you create a PeopleSoft Purchasing requisition when you click the Add Requisition button in the work order.

Before you can use PeopleSoft eProcurement with PeopleSoft Maintenance Management work orders, you must perform specific set up activities both in PeopleTools Security, PeopleSoft eProcurement, and PeopleSoft Purchasing.

You also can tie back from a requisition, purchase order, or voucher that you create in PeopleSoft Purchasing, PeopleSoft eProcurement, or PeopleSoft Payables to a work order by referencing a work order business unit, work order ID, and work order task. This inserts a resource row in the Purchase/On-Hand Schedule resource row in the work order to enable the costs to flow back to the work order for these procured resources.

You can authorize specific users to procure resources by granting them access through the User Preferences component.

See User Preferences - Maintenance Management Page.

See Understanding Overall System Setup Parameters for PeopleSoft Maintenance Management.

The Purchase/On-Hand Schedules - Procurement tab enables you to select a non-inventory item or enter an open description resource row, enter a planned quantity, and select a UOM. You indicate whether a resource is labor, material, or tools, and the due date. You can override the default due date, which is the scheduled start date for the work order task. You also indicate if this resource is on-hand. Costs are not calculated for on-hand materials. The On Hand check box enables a scheduler to enter one or more rows, which do not need to be procured but are in-store stocked items. For example, you could procure 100 hard drives, expense them upon purchase, and keep your supply on hand in a cabinet in the work shop. If you need one of these hard drives to complete a work order task, you can identify this hard drive as on-hand in the work order Purchase/On-Hand grid for information purposes only.

The Purchase/On-Hand Schedules - Details tab enables you to review the Pegging Inquiry, once the resource is pegged, and also identifies the pegging status, the requisition status or the purchase order status. You can indicate whether you want the resource delivered and how you want it delivered. When a work order creates a requisition or purchase order for a non-inventory or open description resource, the system automatically pegs the resource row, which basically reserves the resource for the specific work order. The requisition or purchase order status enables the scheduler to determine the status of the procurement transaction. Once you select and stage the row to either the requisition load or purchase order build process, the system updates status and prevents any future staging of the row. Once the requisition load or purchase order build process successfully creates the requisition or purchase order the status is updated to complete.

The status displays on the Purchase/On-Hand Schedules - Details tab. These statuses were created by PeopleSoft Maintenance Management to identify the stage of the procurement transaction. You can only delete Purchase/On-Hand Schedules rows with a peg status of New. If a row has a status of Ready to Stage or In Process, it cannot be changed.

The peg statuses are:

• New, which is the default status when you add a new Purchase/On-Hand Schedules row is added to the work order task.

• Ready to Stage, which displays when you select the Load Req or PO button for the selected rows.

• In Process, which displays when you select the Load Req or PO button, the selected rows have been staged, and all the save processing has completed.

  This status signals that the selected rows are in the Req Load or PO Load process. You must run the Req Loader or PO Load processes to create the Requisition or PO.

• Complete, which displays when the staging process completes successfully and a Requisition or PO is created.

  The status can also display as Complete if the row was backward tied from a Requisition or PO to a work order. Creating a backward tie to a work order is when the system inserts a row into a Purchase/On-Hand Schedule in the work order.

The Purchase/On-Hand Schedules - Availability tab requires that the requisitions or purchase orders for the work order be pegged prior to selecting the Item Availability button to ensure that PeopleSoft Purchasing is aware of the demand from the work order. If the Purchase/On-Hand row has been pegged, the system checks to see if the scheduled due date is prior to the goods and services required date.

See Inventory Item Availability.

The Purchase/On-Hand Schedules - Supplier tab enables you to select the supplier from whom you are making this purchase. If you enter a non-inventory item row, the default category value is derived from the Item setup. If you do not specify a supplier when staging to the Purchase Order process and you have entered an open description resource row, the system issues an error preventing the rows from being staged until all errors are corrected. You must select a supplier ID for all open description rows, as well as select a category value. Additional values that must be entered before you can successfully stage the work order to the Purchase Order are Ship to ID and Location.

The Purchase/On-Hand Schedules - Default Settings tab displays the work order's GL business unit, which comes from the work order business unit, the item's SetID, and a supplier reference. Supplier reference is only populated if copied from an EPL in which a supplier has been entered.

The Transaction Source field on this tab identifies the source of the purchasing transaction and determines whether the transactions are considered Scheduled or Actuals. If a transaction source is Scheduled, the total scheduled costs appear on the Cost page of the work order. If a transaction source is Actuals, you must run the Cost Summarization process to view the total actual costs on the Cost page of the work order. When Actuals is returned from a feeder application such as a voucher from PeopleSoft Payables or a Procurement Card from e-Procurement, the Planned Quantity field on the Purchase/On-Hand Schedules - Details tab is populated with a value of zero and:

• The system will not calculate the scheduled costs for the row or rows that are inserted by the feeder application.

• The costs will not roll up to the task's scheduled costs on the Cost page in the Work Order component for that Purchase/On-Hand resource.

• Changes to the rows are prevented if entered from another application.

The Purchase/On-Hand Schedules - Cost tab multiplies the unit cost times the planned quantity to arrive at the scheduled procurement cost. If this is a non-inventory item row and a standard cost is set up for the Item under the PeopleSoft Purchasing Attributes for the item, a unit cost value displays in the field. If the non-inventory item does not have a minimum standard unit cost set up, you must enter an estimated unit cost. If you know the cost or approximate cost for an open description row, you may enter it, otherwise you are not required to enter a cost. However, if you leave the cost at 0, the requisition or purchase order is created with a 0 price. You select the Calculate Price check box to enable the Purchase Order Calculation (PO_CALC) process to calculate the current price for a non-inventory item rows. The Calculate Price check box is disabled for all open description rows because the PO Create (PO_CREATE) process has no method of calculating the price for open description rows.

When the Purchase Order is staged, you can perform one of these activities:

• Run the PO Calculation process (PO_POCALC) and then the PO Create Process (PO_POCREATE).

• Run the PO Auto Sourcing process (PO_AUTO_SRC) which basically is one process that combines the Calculation and Creation processes.

If you load requisitions instead, once you select the Purchase/On-Hand rows to stage, then you run the Load Requisition (PO_REQLOAD) process.

The cost of these items and open description rows flow through the Procure to Pay cycle and ultimately into PeopleSoft Project Costing. The costs are updated in PeopleSoft Maintenance Management by running the Cost Summarization process or by closing the work order.

The Purchase/On-Hand Schedules - Distributions tab enables you to indicate whether you want to distribute the purchasing data by amount or quantity. PeopleSoft Purchasing allows multiple distributions and enables users to override the ChartFields.

See PeopleSoft Maintenance Management System Overview.

When you create a requisition or purchase order to fulfill a need for labor resources, the system ensures that the required date for the work order task is specified on the purchase order or requisition line. You use a non-inventory or open description requisition or purchase order to outsource repairs, such as a motor rewind, or services, such as contract labor. To populate the Purchase/On-Hand Schedules grid for these labor and service requirements, you can use the Move Selected to Purchasing button, manually add the line, or copy the line from an existing template. You also can enter a labor or tool resource that is often procured in the Purchase/On-Hand grid by setting up the labor or tool resource in a non-inventory item ID and selecting the resource in the item ID prompt.

Pegging

When you click either the Load Requisition(s) or Load Purchase Order(s) button in the work order, depending on the configuration specified in the work order business unit, the system automatically pegs the work order to either the requisition or purchase order when the requisition or purchase order is created. When you select the Add Requisition or Add Purchase Order button in the work order and access PeopleSoft Purchasing to manually create a requisition or purchase order, you can manually create a link to the work order, which also pegs the work order to either the requisition or the purchase order that you create.

Pegging for Purchase/On-Hand materials ties the Requisition or PO to the work order so that when you create vouchers in PeopleSoft Payables, the costs are sent to PeopleSoft Project Costing and eventually back to the PO. Creating the work order association copies the work order distributions onto the either the requisition or PO. The Project and project activity derive the default work order distributions from either the requisition or the PO. Users cannot change this information. When a requisition is sourced to a PO, the work order peg is moved to the PO. When the PO is received, if notification is enabled, the contact person in the work order is notified. With PeopleSoft Payables vouchers, the costs flow to PeopleSoft Project Costing and the work order cost collection picks up these costs.

See "Creating Requisitions Online" set of topics in the documentation PeopleSoft Purchasing

See "Understanding Purchase Orders" set of topics in the documentation PeopleSoft Purchasing

Non-inventory Item Availability

Planners and schedulers can determine if a non-inventory items is available for a work order task on a specific date by selecting a row on the Purchase/On-Hand Schedules grid selecting the Item Availability button. The system indicates whether the item is available on the Availability tab of the Purchase/On-Hand Schedules grid. The system can only determine non-inventory item availability on a future date if pegs exist and if the supply that is pegged to the specific demand.

There are two ways to peg Purchase/On-Hand data:

• The Purchase/On-hand data is staged to the Requisition Loader or Purchase Order Load staging processes and a requisition or purchase order is created.

• A manual requisition or purchase order is created and backward tied to the Purchase/On-Hand data of the work order.

When you select the Item Availability button for a row, the system displays either a Yes or a No in the Item Availability field. Yes indicates that there is sufficient quantity for the requested date and requested WO quantity. No indicates then that informs the planner or scheduler that there is either insufficient quantity to fulfill the requested demand of the work order or there is partial or no quantity available. When No appears in the field, you can click on the link to review the Item Availability page and the message that describes why the item was not available. These messages are defined in a table later in this section.

The quantity available is displayed in the ordering unit of measure in the Purchase/On-Hand Schedules - Availability tab.

If the non-inventory item is not available, the system displays a reason code in the Item Availability column, which explains the reason for the unavailability of the item. The reasons codes are:

1. The purchase order due date is after requested date

   The purchase order tied to the work order Purchase/On-Hand line has a due date beyond the current work order due date.

2. The received quantity is insufficient to meet requested work order quantity.

   For example, the work order requested a quantity of ten and only six were received.

3. The pegged purchase order quantity is insufficient to meet the required work order quantity.

   For example, the initial work order planned quantity was increased beyond the quantity pegged.

4. No peg exists.

   The Purcahse/On-Hand data was not staged/pushed to Procurement, or a requisition or purchase order was not tied to the Purchase/On-Hand row on the work order.

5. The Purchase/On_Hand quantity for the work order was pegged using a requisition and the due date on the requisition is null.

   For example, the due date on the requisition was not entered (is null).

6. The pegged supply is past due.

   For example, the pegged supply (incoming supply) has been delayed and not received

The following table describes the messages that a display based on the availability of a procured item:

Note: Some of these messages also apply to the availability of inventory items selected on the Inventory Schedules - Availability tab.

Message Number	Description	Explain Text	Applicability	Indicators
15005	Row is pegged but the pegged supply is after the demand date.	The row has been pegged to incoming supply however the peg supply date is after the demand date you have requested	IN/PO	Supply date is later then need/due date
15006	Row has been pegged but the peg supply is past due.	The incoming supply is past due and has not yet arrived or been received.	IN/PO	Pegged supply not received on time
15007	Row is pegged however the requisition that is pegged to has a null date.	The incoming requisition supply transaction has a null date. The row is pegged to the requisition but the date is null and unknown when it will be received.	IN/PO	No requisition due date
15009	Row has not been pegged.	The procured row has not yet been pegged.	PO	Purchase/on-hand row has not even been staged or backward tied (auto added from Req or PO)
15010	Insufficient supply exists.	The procured row has been pegged but the incoming supply is insufficient to meet the requested demand.	PO	Not enough quantity received

This table describes the reasons that the system indicates that non-inventory items are unavailable.

Note: Some of these reasons also apply to inventory items selected on the Inventory Schedules - Availability tab.

Reason	Inventory (INV), non-inventory (NON-INV) Items	Item Availability
Pegged-related: Pegged Supply is scheduled late	Inv, Non-Inv	Not Ready: item's scheduled supply date is later than need/due date
Pegged-related: Pegged Scheduled supply is past due	Inv, Non-Inv	Not Ready: scheduled supply not received on time
Pegged-related: Pegged Requisition due date not specified	Inv, Non-Inv	Not Ready: assumed, when pegged Req has null due date
Pegged-related: Multiple exceptions – needs research	Inv, Non-Inv	Not Ready: multiple reasons, due to multiple pegged supplies
Pegged-related: Procured item not pegged	Non-Inv (only)	Not Ready: assumed, when pegged Req has null due date
Pegged-related: Procured item insufficient pegged supply	Non-Inv (only)	Not Ready: item has pegged supply, but insufficient to cover needed qty

Work Order Procurement Inquiry

Clicking the Procurement Inquiry button accesses the PeopleSoft Maintenance Management Purchasing and Pegging Inquiry component. This inquiry enables a scheduler to review the specific procurement transactions that exist for a given work order.

See Using the Work Order Procurement Inquiry.

Purchase Order or Requisition Add

Clicking this button accesses the PeopleSoft Purchasing Add/Update Requisition, the eProcurement Create Requisition, or Purchase Order component, where you can add a new purchase order or requisition, depending on the configuration in the work order business unit. This provides a convenient way to add a purchase order or requisition based on the work order by eliminating the need to exit the work order and selecting the options separately in PeopleSoft Purchasing. The work order key fields will not be copied if you click this button to add a requisition or purchase order, it is simply a navigation aid to help navigate to the component to add the necessary procurement transaction.

Purchase Order or Requisition Load

In order to stage work order Purchase/On-Hand rows you need to ensure that all of the data elements are populated properly. Once all edits are clear, you must select the check box for those rows for which you want to stage prior to clicking the Load Purchase Order(s) or Load Requisition(s) button. For each Purchase/On-Hand row you selected, the system inserts the row into the Purchase Item Stage record (PO_ITM_STG). Corresponding Purchase Order distributions are also inserted into the Distribution Staging record (PO_DIST_STG). Once the rows are staged, you must access PeopleSoft Purchasing to run either the PO Auto Sourcing process or the PO Calculations and PO Creation processes to create the purchase order, or the Purchasing, Requisitions > Load Requisitions process to create requisitions.

If you selected ePro Requisitions as the Procurement integration option for the work order business unit, the Load Requisition(s) button appears on the Schedules page and loads the rows to the same Purchase Item Stage record. Once the requisitions are created using the Purchasing, Load Requisitions, Load Requisitions process, you can access these requisitions in the PeopleSoft Purchasing Add/Update Requisitions component or in PeopleSoft eProcurement.

Before you can assign a scheduler to a work order task so that the scheduler can access the Work Order Workbench, you must:

1. Set up a role and permissions for a scheduler.

2. Set up the scheduler as an employee either using the PeopleSoft HRMS or FSCM database.

3. Establish the scheduler as a resource in PeopleSoft Maintenance Management.

4. Access PeopleSoft Maintenance Management's Manage Profiles for the scheduler and associate the scheduler with a shop.

5. Access the shop and enter a user-defined scheduler's code and then select the scheduler to associate with the code.

   You can assign as many schedulers to a shop as you want, but you can only identify one scheduler as the primary scheduler. The primary scheduler's name displays, along with the scheduler code in the work order's Requirement's page for each work order task.

Setting up schedulers in the shop based on a scheduler's code enables you to easily change the scheduler assigned to multiple work order tasks without having to access each work order. You just access the shop and remove the current scheduler's employee ID assigned to the scheduler code and assign another scheduler's employee to the same scheduler's code.

See Understanding Labor and Tools Resource Setup and Maintenance.

You can select different schedulers for each work order task in the work order's Requirements page as long as they are assigned to the shop associated with the work order. Once you assign a scheduler to a work order task, the scheduler can access the Work Order Workbench component and view a list of assigned work order tasks. The scheduler can add or modify the scheduled start and end date and schedule the work order task directly from the Work Order Workbench. However, the scheduler must click the Work Order link in the workbench to access the work order component and assign resources to the work order task.

When you create a work order, the Scheduling page:

• Is immediately available for pre-approved work orders as long as the shop is set up to access and use Scheduling for its work orders.

• Is not accessible until the work order is approved if work order approval is required based on the set up in the business unit, work order type, or shop.

The Work Order Workbench includes:

• A Task Overview tab, which enables a scheduler to link to the assigned work order and the work order task, as well as view the task's description, the associated asset's description, and any notes associated with the task.

  It also displays the work order type, the priority, the task's status, and the location of the task.

• A Schedules tab, which enables a scheduler to view the required start and end dates for the work order task, as well as enter or modify the scheduled start and end dates and times for each work order task.

  Work order tasks without a start date have a status of awaiting scheduling. You can also select or view any task dependencies.

• A Resources tab, which enables a scheduler to identify which types of resources are set up for each task.

  The scheduler can click one of the resource links, such as Labor, and access the selected resource schedules grid on the work order's Schedules page for the selected task. The scheduler can then assign and schedule resources or modify existing resource schedules, depending on the task's status.

• An Asset Information tab enables a scheduler to review any warranties associated with the asset that is being repaired or maintained in a selected work order task, as well as a history of any other work orders that were associated with this asset.

  The scheduler can also access the target asset's calendar to determine the available dates that the asset can be taken offline for maintenance or repair. After reviewing the dates, the scheduler uses the calendar to reserve the target asset based on the scheduled start and end dates of the work order task.

  Schedulers who have large workloads can set up specific search criteria and save this information. They can select these saved search criteria as a view and access the view at any time, which eliminates the need for setting up the criteria every time they want to view or schedule specific work order tasks.

  Schedulers can create a new work order from the Work Order Workbench and can change the status of one or more existing work order tasks.

• A Full Description tab enables a scheduler to view the full description entered for the work order and the full description entered for each work order task.

A scheduler must be able to respond to changes that may occur during the completion of a work order, such as changes in a resource's availability or access to an asset being maintained. These changes are performed manually by the scheduler. Schedulers can view the location of selected work order tasks on an ESRI map by selecting the work orders and tasks and clicking the Map Selected Tasks button, which displays each task location on the map. Each location is identified by the work order business unit, work order ID, and task ID. You can click this marker to view the task description, shop, service group, priority, work order type, and task status.

You can enable specific users to perform various types of scheduling activities in the User Preferences > Maintenance Management page.

See User Preferences - Maintenance Management Page.