PeopleSoft Maintenance Management Integration with PeopleSoft Project Costing
When you create a work order, you must associate it with a project. Each work order task is associated with one project activity. You must install PeopleSoft Project Costing before you can use PeopleSoft Maintenance Management. You can generate work order transactions in PeopleSoft Purchasing, PeopleSoft Expenses, and PeopleSoft Inventory. These feeder systems then send work order costs to PeopleSoft Project Costing. Labor time entries are staged either manually or automatically depending on how they are entered in the PeopleSoft Expenses staging tables. Tool usage is calculated in PeopleSoft Maintenance Management and sent directly to PeopleSoft Project Costing. When the Cost Collection process is run in PeopleSoft Project Costing for PeopleSoft Purchasing, PeopleSoft Payables, PeopleSoft Inventory, PeopleSoft Expenses, and PeopleSoft Maintenance Management (tools), these costs are stored in the PROJ_RESOURCE table of PeopleSoft Project Costing where they are priced. They remain in the PROJ_RESOURCE table until PeopleSoft Project Costing accesses these costs to perform asset capitalization, calculate costs for retirement for assets that are being retired through a work order, and calculate chargebacks, which are forwarded to the General Ledger. The costs are updated in PeopleSoft Maintenance Management by the Cost Summarization process and appear on the Cost page of the Work Order component. They are used for cost tracking, analysis, and reporting.
The two types of projects that you can associate with a work order are:
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A Project Costing-managed project.
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A work order-managed project.
See Integrated Product Setup Considerations
See Understanding Overall System Setup Parameters for PeopleSoft Maintenance Management.
Work Order Creation for Project Costing-Managed Projects
A Project Costing-managed project is any project that is set up and managed in PeopleSoft Project Costing along with its activities. You can create a work order directly from Project Costing in which one of the project's activities is associated with a work order task.
For example, a utility company sets up Project 001 - Maintain and Repair Power Lines and Equipment on Park Avenue in New York City in Project Costing. Activity 001 for this project is to Maintain Power Equipment from 40th St. N. to 51st St. N. The project manager creates two work orders from PeopleSoft Project Costing in PeopleSoft Maintenance Management for this Project Costing-managed project:
Work Order 001 - Maintain power lines.
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Work Order Task 001 - Replace transformer (Asset 001 - Transformer) - For Project 001 - Activity 001
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Task resource transaction 001 - Labor cost to replace transformer.
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Task resource transaction 002 - Material cost for new transformer.
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Work Order Task 002 - Galvanize lines (Asset 002 - Lines) – For Project 001 - Activity 001
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Task resource transaction 001 - Labor cost to galvanize lines.
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Task resource transaction 002 - Galvanizing material cost.
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Work Order 002 - Add to power lines.
Work Order task 001 - Add lines (Asset 002 - Lines) - For Project 001 - Activity 001
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Task resource transaction 001 - Labor cost to install new lines.
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Task resource transaction 002 - Material cost of new poles.
For Project Costing-managed projects, if PeopleSoft Program Management (PGM) is installed, Project Costing uses the Resources by Activity page, which appears in PeopleSoft Program Management and Project Costing, to plan a project activity and assign specific or generic labor, material, and asset (tool) resources. If PeopleSoft Program Management is installed, you can create a work order from PeopleSoft Program Management or Project Costing, and select the resources that you want to add to the work order. You can access these pages by clicking a link in the Work Order, Express Work Order, PM Schedule, Loop Schedule, and Location Schedule components.
When doing project planning, project managers need to see the project demand for all of the resources. In some cases, project managers plan for resources by using placeholder resources, which are called generic resources. They will replace these generic resources later with named resources. To accomplish this, project managers use PeopleSoft Program Management to capture budget and resource needs for projects. In turn, they create work orders to manage individual activities at a more detailed level. You can assign generic labor and asset (tool) resources to an activity associated with a work order created from Project Costing and copy those resources to the Requirements page of the task associated with the activity. You specify the craft code for a generic labor resource and specify the asset type, subtype, manufacturer ID (optional), and model (optional) for generic tool resources.
Users select Other or Material as a Resource Class to add generic Purchase/On-Hand materials. You must select specific values for PeopleSoft Inventory items and Purchase/On-Hand items that appear on the item list and are not considered generic resources. An icon appears next to the resources that you already added to one or more work orders that were created for the activity to help avoid duplication. When you create the work order, the selected items are copied to the Labor, Inventory, Purchase/On-Hand, or Tools Schedules grids on the Schedules page of the work order. Labor and tools are also copied to the Requirements page of the work order.
This table describes the resource data that is copied to the work order:
| Resource Class | Named or Generic | Resource Category in Work Order | Fields Passed to the Work Order |
|---|---|---|---|
|
Labor |
Named |
Labor |
Specified Resource Name **Cost /Bill Rates, Currency, and Craft. If UOM is in Days, then must convert Assigned Work to hours. |
|
Labor |
Generic |
Labor |
Craft, **Cost /Bill Rates, Currency, Sched. Start/ End Dates, Units (Assigned Work). If UOM is in Days, then must convert Assigned Work to hours. |
|
Asset |
Named |
Tools |
Asset Type, Asset Subtype, Manufacturer ID, Model, **Cost / Bill Rates, Currency, UOM, Units. |
|
Asset |
Generic |
Tools |
Asset Type, Asset Subtype, Manufacturer ID, Model, **Cost / Bill Rates, Currency, UOM, Units. |
|
Material |
Named (Inventoried) |
Inventory |
Specified Inventory Item **Cost Rate, Currency, UOM, Units |
|
Material |
Named (Non-inventoried) |
Purchase/On-Hand |
Specified Non-inventoried Item, **Cost Rate, Currency, UOM, Units |
|
Material |
Generic |
Purchase/On-Hand |
Resource Name, **Cost Rate, Currency, UOM, Units |
|
Other |
Generic |
Purchase/On-Hand |
Resource Name, **Cost Rate, Currency, UOM, Units |
Important:
** All rates must be converted to the Work Order Business Unit base currency when being passed to the WO Component Interface.
PeopleSoft Program Management also enables the creation of resource pools to associate with projects and activities. Resource pools are set up in PeopleSoft Resource Management for use in PeopleSoft Program Management and Project Costing. The resources that are assigned to resource pools must be set up as resources in both PeopleSoft Resource Management and PeopleSoft Maintenance Management. These resource pools establish a limit on the resources that can be assigned to a project. You must indicate that you want to enforce the use of resource pools either at the project level or at the project activity level in the Project Costing business unit options or on the Project Costing General Information page. PeopleSoft Maintenance Management users can indicate in the work order business unit that they want to establish work order access security using resource pools. When you associate either a Project Costing-managed or work order-managed work order with a project or activity that has resource pools set up, the system allows the resources that are assigned to a resource pool to access a work order and the associated work order tasks in the Work Order, Express Work Order, and Technician Workbench components.
See PeopleSoft Project Costing: Understanding Integration with PeopleSoft Maintenance Management
If PeopleSoft Program Management is not installed, Project Costing uses the page to plan a project activity and assign only labor resources, because Project Costing does not allow the assignment of materials and tools. When you create a Project Costing-managed work order in Project Costing, you can copy these labor resources to one or more work orders in PeopleSoft Maintenance Management. The labor resources that you copy must already be set up as resources in PeopleSoft Maintenance Management. You select the resources that you want to copy to the work order and click the Create Work Order button on the page. You select the resource rows that you want to copy to the work order, identify some basic information about the work order, and click OK. The system copies any labor resources that you select in Project Costing to the labor resource fields of the work order task.
Important:
Resources can be copied only from PeopleSoft Program Management or Project Costing to a work order that is associated with a Project Costing-managed work order. You cannot copy resources that are set up in Project Costing to a work order that is associated with a work order-managed project.
When you create a work order from Project Costing, you must select a work order business unit, work order type, service group, and shop. The number of work order business units that are available for selection is based on how many of the work order business units are mapped to the Project Costing business unit that is associated with this project. Other attributes that are brought over to the work order include the Project Costing business unit, the project ID, the activity ID, the selected labor resources, and the activity start and end dates. You can associate a work order task with only one project and one activity. However, the same project and activity combination can be applied to many different task lines on many different work orders.
You can also associate an existing Project Costing-managed project activity to a newly created work order task. In this case, only the project ID and the activity ID for the project are used from Project Costing. You cannot bring over resources from Project Costing using this method. You can associate a work order with only one project at a time.
Note:
All accounting rules that are set up in PeopleSoft Project Costing and work orders that are associated with a Project Costing-managed project are not affected by the work order Close process.
Work Order Creation for Work Order-Managed Projects
A work order-managed project is a behind-the-scenes project that enables PeopleSoft Project Costing to collect, report, track, and account for costs that are incurred for work orders and work order tasks. The important difference here is that work order-managed projects are not actively managed in Project Costing. Instead, the work order drives the processing for a work order-managed project by dictating the accounting rules (capitalization and chargebacks) for these projects. Typically, users create work orders in PeopleSoft Maintenance Management in response to emergency, reactive, or preventive maintenance needs, and PeopleSoft Maintenance Management and Project Costing work together to automatically associate each new work order with a work order-managed project and the project's activities. To facilitate this process, you establish in Project Costing a very basic work order-managed project that you do not intend to actively plan and manage using Project Costing. To establish that this is a work order-managed project, you select the Work Order Managed check box on the Project Costing Definition General Information page. All of the planning for a work order-managed project occurs in the work order.
With work order-managed projects, PeopleSoft Maintenance Management automatically generates activities to collect, pool, and account for the costs of each work order task. You can associate a work order task only with one work order-managed project and activity. When you create a work order, a default value for the project ID appears in the work order and for each work order task that you create. PeopleSoft Project Costing generates a new activity automatically if the project is work order-managed.
Work Order Processing for Work Orders Associated with Project Costing Projects or Work Order-Managed Projects
Whether you intend to create work orders that are based on Project Costing-managed projects, work order-managed projects, or both, you must set up the following features in Project Costing:
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A Project Costing business unit.
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Project Costing rate sets and rate plans from which the Project Costing Pricing process creates cost, billing, and revenue rows.
You select existing rate sets and rate plans for work order-managed projects. A rate plan is a collection of rate sets that the system applies in a specified order. Use rate plans to link rate sets so that priced rows from one rate set are used to create additional priced rows from the next rate set. For example, you can add additional expenses, such as administrative costs or overhead, to cost transactions before they are priced for billing or revenue.
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PeopleSoft Project Costing accounting rules if you want to process chargebacks for selected tasks.
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PeopleSoft Project Costing express asset filters if you intend to perform asset capitalizations and retirements.
In addition, you set up capitalization rules in PeopleSoft Maintenance Management to define a minimum capitalization limit. The minimum capitalization limit is processed before Project Costing can capitalize the selected costs to an asset. You also select a project's default adjustment filter and retirement filter to apply to work order costs. These two filters are originally set up in Project Costing.
In PeopleSoft Maintenance Management, you define a Project Costing ChartField mapping to enable Project Costing ChartField default values to appear in the distribution line for a work order task. You can override these values at the work order task distribution line level before completing a work order task. These Project Costing ChartFields, along with the accounting ChartFields, are carried over to the points of cost entry and feeder systems, which are labor time entry and tools usage entry in PeopleSoft Maintenance Management, and the PeopleSoft Inventory, PeopleSoft Payables, and PeopleSoft Purchasing systems.
Once you create a work order for either a Project Costing-managed project or a work order-managed project, you can schedule labor, material, and tool resources in PeopleSoft Maintenance Management. Technicians can perform the work, and authorized users can record labor, tools, and material usage in the Technician Workbench. These PeopleSoft Maintenance Management transactions are sent to each of the feeder systems, which may include PeopleSoft Purchasing for material resources out of stock and contracted labor resources, and PeopleSoft Inventory for inventoried material resources. The labor transactions share the PeopleSoft Expenses time capture tables and processes, and the tools transactions are staged to go directly from PeopleSoft Maintenance Management to Project Costing. Project Costing contains cost collection application engines to pull the transaction records from the various feeder systems through to Project Costing. Actual costs are gathered from PeopleSoft Inventory, PeopleSoft Purchasing, PeopleSoft Expenses, PeopleSoft Payables, and PeopleSoft Maintenance Management for the Tools costs. Committed costs can be pulled from any requisitions or purchase orders into Project Costing. These application engines are used to collect these costs:
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PC_EX_TO_PC collects labor cost from PeopleSoft Expenses.
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PC_AP_TO_PC collects material costs from PeopleSoft Payables.
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PC_IN_TO_PC collects material costs from PeopleSoft Inventory.
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PC_PO_TO_PC collects material costs from PeopleSoft Purchasing.
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PC_WM_TO_PC collects tool usage costs from PeopleSoft Maintenance Management.
The project pricing engine reads the project activity rate set and rate plan and each transaction from the feeder system, and inserts the target priced transaction into the PS_PROJ_RESOURCE table along with the work order business unit, work order ID, work order task ID, work order resource type, and work order line number. The rate set and rate plan for a work order that is associated with a work order-managed project is selected at the work order business unit level or the shop level and can be overridden from the work order on the work order task accounting page.
For the labor hours that are entered in the Technician Workbench for work orders that are associated with a work order-managed project, PeopleSoft Maintenance Management defines hourly rates for each work order task labor resource line. Project Costing has two labor rate options specifically for work orders, which are WBI (work order labor bill rate) and WCO (work order labor cost rate). An analysis is performed by Project Costing, and the Project Costing Pricing engine reads the Project Costing activity rate set and finds the rate option. If the rate option is set to WBI or WCO, the pricing engine gets the billing rate or cost rate, respectively, for the resources from rates that you set up in PeopleSoft Maintenance Management.
For the tools usage hours that are entered in the Technician Workbench for work orders that are associated with a work order-managed project, PeopleSoft Maintenance Management defines tool rates for each work order task tool resource line. Project costing has two tool rate options, which are TCO (tools cost rate) and TBI (tools bill rate). An analysis is performed by Project Costing, and the Project Costing pricing engine reads the Project Costing activity rate set and finds the rate options TBI or TCO. The pricing engine gets the billing rate or cost rate, respectively, for the tools usage data from the rates that you set up in PeopleSoft Maintenance Management.
For work order managed projects, after pricing the work order transaction, the Pricing engine sets the GL distribution status (GL_DISTRIB_STATUS) to hold until the work order task is closed in PeopleSoft Maintenance Management. Once the work order task is closed, the GL distribution status is set to costed so that the accounting engine can process each transaction row.
The difference between processing a work order that is associated with a work order-managed project versus a Project Costing-managed project occurs when a work order task is closed. In a work order that is associated with a Project Costing-managed project, asset capitalization and chargeback amounts are updated for the project on a continuous basis until the work order task is closed. However, for a work order that is associated with a work order-managed project, the asset capitalization and chargebacks are not updated in PeopleSoft Project Costing until the work order task that is associated with the work order-managed project is closed.
Note:
A Project Costing-managed project cannot switch to a work order-managed project, and a work order-managed project cannot switch to a Project Costing-managed project.