Understanding Work Order Task Resource Requirements
Work order task requirements are used for planning the resources needed and determining the estimated costs to complete each work order task. You optionally define these requirements before submitting the work order for approval. You can also load these requirements into Microsoft Project for further planning and analysis. In addition, you can easily define these requirements by copying work order job and work order task templates to the work order. If you schedule these work order tasks, you can copy these requirements to the corresponding fields in the schedule.
Note: When you access a new work order that requires approval, the Schedules tab and page does not appear in the work order until the work order has been approved.
You click a link on the Requirements page to set up resource requirements, which include:
Labor requirements.
Inventory requirements.
Purchase and on-hand requirements.
Tool requirements.
Important! You must select the appropriate check box in the work order business unit definition, shop definition, and user preferences page to enable you to access and enter these requirements. You must install the PeopleSoft Inventory product before the Inventory link in the Requirements page displays.
See Understanding Work Order Business Unit Setup.
If a work order requires approval, then you must define these resource requirements before they are submitted for approval. Once the work order's status is approval pending or approved, you can no longer define requirements.
You can use three different methods to set up resource requirements for a work order task:
Entering the resource requirements manually in the work order's Requirements page.
Selecting a predefined work order job or task template.
The resource requirements are copied into the work order as part of each task.
Copying to another work order.
You can select specific resource requirements that you want to copy to another work order.
Some work orders require a limited number of resources to perform the work and may not need any resource requirements defined or scheduled. In this case, you may want to use the Express Work Order component, which is designed for quick and easy work order creation.
Note: You can only specify inventoried and purchase/on-hand resource requirements for an express work order.
When you click the Labor link on the work order's Requirement's page, a Labor Requirements group box displays with a grid containing these tabs:
Details.
Timetable.
Estimated Cost.
Crew Assignments.
Crew Timetable.
Important! If you do not select the View WO Requirements check box on the User Preferences - Maintenance Management page, the Labor link will be disabled on the Requirements page of the work order. Also, if you do not select the Labor Requirements check box on either the Definition page of the work order business unit, or the Shop Information page, the Laborlink will be disabled on the Requirements page of the work order.
You can optionally set up labor requirements to determine the number of resources from a craft with specific qualifications that are needed to perform a work order task, as well as enter how long it will take to perform the task. When you enter the labor cost and billing rates, the system calculates the estimated labor costs for each labor resource requirement line in the task. In addition, the system calculates and tracks the total estimated labor costs for each work order and each work order task and displays them on the work order's Cost page and on the Work Order History, Summary page. When the tasks are scheduled and executed, the Cost page displays the total scheduled labor costs and later the actual labor costs for the work order and for each work order task, along with the variance between the estimated and actual costs.
See Using the Work Order History Inquiry.
Before you can define labor requirements for a task, you must set up crafts and optionally associate a qualification profile with a craft. When you select labor resource requirements in the Details grid for a work order task, you select the crafts needed to perform the work order task, the number of resources needed per craft, and the total number of hours it will take each of these resources to complete the task. In addition, when you select the craft, you can click the link to the qualifications profile associated with the craft and modify these qualifications so that they correspond more specifically to the work order task. You can also add or copy a qualification profile to associate with the selected craft. Later, if you copy these requirements to the schedule, the Resource Matching process can use these qualifications to match resources to the task.
The selected craft, quantity, and hours also apply to a crew when crew scheduling is activated for the shop, which is associated with the work order. If crew scheduling is not activated in the shop, the Crew Assignment and Crew Timetable tabs do not appear on the page.
The work order task's required start and end dates and times display as the default values in the Timetable grid. You can override this information as necessary for each labor requirement that you specify for a work order task. Each labor requirement can have different requirement start and end dates and times than the work order task's required start and end dates and times. However, the start and end dates and times for each labor requirement must fall within the work order task's required start and end dates and times.
To calculate estimated cost, the default standard hourly bill rate and cost rate display in the Estimated Cost grid and are derived from either the work order business unit level, the shop header level, or the craft specified in the shop. You can enable specific users to override these default values in the work order in User Preferences, if desired. The system multiplies these rates times the number of resources per craft and the total number of hours required to complete the task and calculates the estimated cost for each resource requirement. The total estimated labor costs for the entire work order and each task display on the work order's Cost page and the Work Order History, Summary page.
The default currency code used for all requirements and schedules is set up in the work order business unit. Even if the work order task transactions are processed by an application, such as PeopleSoft Inventory, that uses a different currency code, the transaction amounts are converted back into the currency code identified in the work order business unit and displayed in PeopleSoft Maintenance Management.
When you define the labor requirements by craft, the craft, quantity, and hours entered display in Crew Assignments tab. The crew shop, crew, scheduled hours, and carryover hours field values are updated when the crew is assigned on the Crew Scheduling Workbench to this task.
The crew start and end dates and times and the completed date fields on Crew Timetable tab are updated based on entries in the Crew Scheduling Workbench for this task.
Note: The fields on these two tabs are not updated if crew scheduling is not applied to this work order.
Inventory parts requirements are determined based on the PeopleSoft Maintenance Management integration with PeopleSoft Inventory. You can identify inventory parts requirements for a work order by:
Selecting a work order task template associated with the asset being repaired, which copies the inventory requirements defined in the template to a task.
Selecting the parts manually on the work order task's Inventory Requirements grid.
Selecting inventory items from the equipment parts list (EPL).
Within PeopleSoft Asset Management you can optionally set up an EPL for an asset category. One or more EPL templates be defined to an asset, with one template identified as the default template. When you identify the asset on the work order and inventory parts exist for the Inventory business unit that is identified in the work order business unit, the Copy from EPL button is enabled. If the asset is not associated with an EPL, the Copy from EPL button is not visible on the work order Requirements page. If the Copy EPL button is enabled, if EPL templates exist for the selected asset, you can search multiple EPL templates to find the inventory items that are most appropriate for the task. These items can then be selected and copied to the Inventory Requirements grid for the task. For single template selection, the applicable EPL template is display-only at the top of the page along with a check box, which, if shown selected, indicates that this template is the designated default for the asset. The user can go directly to the Parts List grid and select items to copy to the task.
For multi-template selection, the default template is listed at the top of the Equipment Parts List page first, followed by templates, which are listed in descending order of applicability The user selects from among the available templates and then copies selected parts items to the task.
You can also add one or more selected inventory items to one or more EPL templates by clicking the Add to EPL button. You can add inventory items to the default EPL template associated with the selected asset, add inventory items to one or more EPL templates that are applicable to the selected asset, or add items to both the default EPL template and the applicable EPL templates. This button only appears if you select one or both of these options on the User Preferences – Maintenance Management page:
Allow Update Asset-default EPL
Selecting this option enables you to add selected items only to the EPL that was selected as the default EPL for the asset selected for the work order task.
Allow Update Non-Specific EPLs
Selecting this option enables you to add selected items to applicable EPL templates associated with the asset selected for the work order task, but not the selected asset's default EPL.
Note: If you select both options, you can add selected items to the asset's default EPL template and any applicable EPL templates.
You can add multiple items to multiple templates, but you cannot add new EPL templates.
Important! The Inventory link does not appear on the Requirements page if the PeopleSoft Inventory product is not installed. You must select the appropriate check box in the work order business unit definition, shop definition, and User Preferences – Maintenance Management page to enable you to access and enter these requirements.
See "Setting Up Equipment Parts Lists" topic in the documentation PeopleSoft Asset Lifecycle Management
Inventory requirements are defined on three tabs:
Details.
Default Settings.
Estimated Cost.
When you select the Details tab, you can select an item from the Inventory Item prompt list, or optionally select the Item ID expanded search icon that enables you to enter more search criteria. The Inventory Requirements and Scheduling pages are only used for Inventory item planning and scheduling. Once you select an item, you can then enter the planned quantity and whether you need to provide delivery instructions. If you select the Delivery Flag check box, you can enter delivery instructions and indicate either that you plan to pick the item up, that you want it delivered to a specific location, or that you intend to follow your organization's delivery policies. The item type indicates if the item can be obtained from PeopleSoft Inventory or is a floor stock item that is maintained within the shop and not obtained from the inventory warehouse. Floor stock items are not included in the overall estimated cost of Inventory Requirements as they have already been costed and accounted for by a purchase order unrelated to the work order.
Note: The items that are available on the Item ID prompt are specific to the Inventory business unit that is set up on the Integration page of the work order business unit.
When you select the Default Settings tab, the default values for the Inventory business unit and the GL business unit are derived from the work order business unit's Integration page. The default item SetID is based on the SetID associated with the Inventory business unit on the work order business unit's Integration page. This grid also displays the commitment status of the item and a supplier reference. The commitment status is determined by the Inventory Commit Rule that you set up on the Integration page of the work order business unit, the Shop Information page, or Define Shop - Type page. The supplier reference only displays if you copied the item from the EPL and the supplier reference was indicated in the EPL.
See Inventory Resource Scheduling.
Select the Estimated Cost tab, where the default value of the estimated unit cost is derived from the selected item setup. The planned quantity is multiplied by the unit cost to come up with the estimated cost for each item. The total estimated inventory costs for each task and the work order appear on the work order's Cost page and the Work Order History, Summary page.
When you click the Purchase/On-hand link on the Requirements page, you can identify non-inventory items that are not stored and tracked by any Inventory business units. You can also enter open description lines that contain a description of the goods or services that you want to procure for the work order. These items, along with selected tools and contracted labor and services are added to the Purchase/On-hand grid to enable users to create requisitions or purchase orders in the Schedules page of the work order. If you have to procure certain goods or services often, you can establish a non-inventory item ID for this type of procurement need and then select the item ID instead of using open descriptions to identify the item.
You can also identify on-hand items, which are goods and services that you have at your disposal, are not obtained from PeopleSoft Inventory, and do not need to be procured. You identify them to indicate that they are needed for successful completion of the work order. Lines marked as on-hand are for information purposes only and do not accumulate in the work order costs. An example of this type of item might be computer hard drives that were previously procured and needed to complete a work order. The hard drives were expensed previously but may be needed to complete the work order task. In this case, the organization does not need to rigorously track the drives in the PeopleSoft Inventory application.
A Copy from EPL button appears for Purchase/On-Hand requirements based on whether the asset identified in the work order task line has non-inventory parts or open description items defined in an equipment parts list (EPL). You click the Copy from EPL button to display a list of one or more EPL templates and a list of items associated with the default EPL template. You can select one or more items and copy them to the Purchase/On Hand Requirements rows of the work order task.
You can also select one or more non-inventory items or enter one or more open description items for a task requirement on the Purchase/On Hand Requirements grid, select the row or rows, and click the Add to EPL button to add the items to one or more EPL templates. Before you can update an EPL template, you must access the User Preferences – Maintenance Management page and select one or both of these options:
Allow Update Asset-default EPL
Selecting this option enables you to add selected items only to the EPL that was selected as the default EPL for the associated asset, which was selected for the task.
Allow Update Non-Specific EPLs
Selecting this option enables you to add selected items to applicable EPL templates associated with the selected asset, but not the selected asset's default EPL.
Note: If you select both options, you can add selected items to the asset's default EPL template and any applicable EPL templates.
You can add multiple items to multiple templates, but you cannot add new EPL templates.
The Purchase/On-Hand Requirementsgrid contains three tabs:
A Details grid.
A Default settings grid.
An Estimates grid.
You either select an item or enter a description in the Details grid and identify whether the item or open description is categorized as labor, material, or tools. You enter the quantity needed and the unit of measure and identify whether this item will be considered on-hand in the shop (the costs are not tracked). You can also enter delivery instructions.
The default settings include the GL business unit specified in the work order business unit, and item SetID, which is derived from the work order business unit associated with the item table.
The estimated costs in the Estimated Cost grid are calculated by multiplying the planned quantity times a unit cost value, which you enter or is derived from the system. The unit cost field derives its value from the standard cost of the non-inventory item, if a standard cost has been established. If a standard cost was not established, you must enter a cost for the item. You must enter the estimated cost for open description rows.
A tool is a piece of equipment that is specifically designated for use in the maintenance and repair of other assets. A tool is normally stored in PeopleSoft Asset Management's asset repository and can be specified by asset type and subtype, manufacturer, and model. Access the Tool Requirements grid to enter:
Details.
Timetable.
Estimated Cost.
Important! If you do not select the View WO Requirements check box on the User Preferences - Maintenance Management page, the Tools link will be disabled on the Requirements page of the work order. Also, if you do not select the Tools Usage Requirements check box on either the Definition page of the work order business unit, or the Shop Information page, the Tools link will be disabled on the Requirements page of the work order.
You select the Details tab, where you can specify the asset type, asset subtype, manufacturer, and model for each tool that you plan to use for a work order task. You must at a minimum specify the asset type and subtype. You identify the quantity needed and how long the tool is needed to complete the work order task. You enter the estimated usage to determine the costs. For example, you may only need a truck for two hours to haul equipment to complete a work order task. However, because the cost to rent the truck is 20.00 USD per day, you should enter an estimated usage of one day. When you enter the Estimated Cost grid, the cost (20.00 USD) is multiplied times the estimated usage (1 day) and the quantity needed to determine the estimated cost.
You select the Timetable grid, where the work order's required start and end dates and times display as the default values in the Timetable grid. You can override this information as necessary for each type of tool that you specify for a work order task. Each tool requirement can have different requirement start and end dates and times than the work order task's required start and end dates and times. However, the start and end dates and times for each tool requirement must fall within the work order task's required start and end dates and times.
You select the Estimated Cost tab, which contains the cost and billing rates for a specific tool. The default rate values are derived from the asset subtype selection or the tool rates defined in the shop associated with the work order. The estimated usage is multiplied times the cost and bill rates and the quantity to determine the estimated cost and billing amount. The total estimated cost for tools used for a work order task is displayed in the work order's cost page and compared against the actual costs as these values are accumulated based on the execution of the work order and work order tasks.
You can copy the tool requirements to the schedule by using the Copy from Requirement button on the Schedule page. These requirements, like the labor requirements, can be analyzed by the Resource Matching engine to identify qualified and available tools.
To reduce data-entry time, you can set up work order job and work order task templates, which define work order requirements and can apply to more than one work order. You can click the Job Template link in the Work Order page to copy a job template to the work order. A job template consists of one or more task templates set up in sequence. You set up a work order task template based on selected asset characteristics and define the resource requirements needed to complete the task.
For example, you could set up a work order job template for a 3,000 mile maintenance for asset type (Fleet) and asset subtype (Automobiles). The task templates that you add to the job template are:
Change engine oil.
Flush radiator.
Rotate tires.
Each task template consists of the typical resource requirements to perform the task. When you create a work order to perform a 3,000 mile maintenance for your fleet of electric automobiles, you can select the 3000 Mile Maintenance job template and its associated work order tasks to copy to the work order. Each of the three tasks and their requirements specified in the template are copied to the work order. You can override the specified requirements, if necessary, as well as add tasks, work order job templates, and individual task templates to the work order. In addition, if you are scheduling the work order, you can also copy these requirements to the schedule.
You can select specific problem, cause, and resolution data to more specifically locate the template that best suits the work order. You do this by associating a particular task or job template with a predefined resolution code, and, if that resolution code is linked to a problem group, you can expedite the search for the most appropriate template to apply to the asset and problem and cause codes specified on the work order. When the template is copied to the work order, you can optionally choose to also copy the PCR lookup data to the individual task line or lines on the work order.