Oracle eAM Process Flow and Business Cycle Oracle eAM Process Flow and Business Cycle
This document covers the entire business cycle of Enterprise Asset Management Management with sufficient details to the Business processes and the Sub processes.
General Overview of eAM Business Cycle for any Maintenance Organization Creation Of Work Requests Creation Of Work Orders From Work Requests And Safety Procedures Process For Releasing Of The Work Orders Material Issue From The Shop Floor Against Work Orders Work Order Resource T ransactions Completion And Closing of Work Orders Failure Analysis Of Assets Maintenance Cost Analysis Preventive Maintenance Schedule Creation Preventive Maintenance Work Order Generation
General Overview of eAM Business Cycle For any Maintenance Organization
Description
Whenever equipment breaks down, generally the Equipment operator is the first one to know about it. The Operator will then re port about the breakdown to his supervisor.
The supervisor, upon taking a note of the problem, will raise a Work request. In the Work request, the supervisor will report the asset number and will also give a brief description of what the problem is. Based on the nature of the pr oblem, he can also assign the work request to a particular maintenance department (mechanical/electrical/Instrumentation). However if the user is not sure which department this breakdown is attributed to, the user will keep it blank. The maintenance user supervisor, upon receiving the W ork Request, will designate a person to go to the shop floor and investigate the problem. Sometimes the problem could be a minor one (like a loose connection) and could be rectified in minutes. In that case the maintenance user will rectify the problem and close the work request giving appropriate reasons. If however, the breakdown takes more time to repair, the maintenance user will use the "Create WO" functionality to directly create a Work Order (henceforth referred to as WO) from the work request.
Against the work order, the user will add all the sequence of operations and against each operation, the user will need to provide whatever resources (internal or OSPs) and materials/spares that are required. In case of OSP items, the user will create a PR and forward it to the purchasing department for raising the PO The maintenance user will then re lease the WO. Once the WO is released, transactions against that particular WO will be allowed by the system. The maintenance user will now start receiving the PO items (in case of OSPs), charge time (in case of internal resources) and charge material issued from the stores against the W O number and the operation code. As and when each operation is finished, the user will complete the particular operation. Once the equipment is operational, the user will change the status of the WO to complete stage. The equipment is then under the Trial Run phase. If the trial run is successfully completed, the user will close the WO order. However, if the trial run fails, then the user will have to uncomplete the WO and again add the necessary operations and rep eat the cycle against the same WO.
Creation Of Work Requests
There are 2 sources of information which can lead to a Work request creation: 12-
From the Engineer or technician who is on Site Any Operator, or inspector, any user can report or request (by telephone verbally or through a written form) any problem or service
to be done on any asset, this request is to be addressed to the Help Desk
Help Desk (who is receiving the call or the request) after his double check on the problem reported will raise a Work Request on the same asset, describing the problem in detail. The Help Desk will receive a notification on this Work Request The Help Desk will also define the Request Type, which can be any of the ones described in the above flowchart The Requestor will (optionally) classify the Request by their priority with the following LOV: Urgent, Normal and Emergency based on the business requirements. The Maintenance Planner will do an investigation, enabling him to approve or to reject the work request. If approved The Maintenance Planner will place the work request on a work order.
Creation Of Work Orders From Work Requests And Safety Procedures
Description
WO Number will be a running serial number for each Inventory Organization. That is every project will have a different WO sequence. Similarly each unit of KDB will have a different WO sequence WO could be of any user defined types Three most commonly used are Breakdown/Corrective Maintenance, Preventive Maintenance, and Major Overhaul. A new WO type called Major Overhauling will be defined. The WO costs for these overhauling maintenance types will be allocated to the capitalization account by passing a manual journal. If Work Orders are created from Work requests using the Auto create mode, WOs will keep a reference of the Work request number which will again be a running serial number A Particular WO will have one and only one Activity code against the asset number Accounting classes will be attached to the assets in the Asset master screen. At the time of WO creation, the Accounting class field will not be updatable at the time of the WO creation Each Work order will contain a set of predefined operations. It will be defaulted if operations are defined against the Activity in the Routing. Optionally the user can add and remove operations Each operation will contain at least one resource and optionally materials/spares that needs to be issued from the stores The Work Order will go through the following stages during its entire life cycle:
At the time of creation the WO will be at the Draft stage. Work orders are checked and reviewed by the safety Engineer /Supervisor
Safety Engineer might add a safety operation to the Work order by entering o in which area the risk is o what are the precaution to be taken (for instance putting mask) o Safety instruction list might be attached and printed with the work order
Safety Engineer / Supervisor will change the W ork order status into Safe, then only the work can be conducted
Process For Releasing Of The Work Orders
To perform Resource and material transactions against the WO, the Supervisor will have to change the W O status to Released. Transactions will be allowed only when the WO is in “Released” state. In order to Release the Work Order, the WO needs to be necessarily in the "Safe" status (please refer to the previous process on safety). If maintenance routing exists for the particular asset Activity, then the operations and its corresponding material/resources are defaulted from the routing details only and get imported into the WO upon saving. User can however change/delete and add new operations based on his requirements. If routing does not exist, the Planner will have to himself add the operations. Against each operation, the planner will need to specify the materials required and the resource required for the successful completion of the particular operation. These will be estimated values based on the Planners experience and operation requirements. These
materials/resources will be added in the structure shown i n the above flowchart.
Upon releasing the WO, for OSP resources, a purchase requisition will be created which will contain reference to the WO number and the resource will be charged directly against the WO upon receipt of the PO. For internal resources, time will be charged manually. Material will have to be issued from warehouse by the stores owner (discussed later)
Material Issue From The Shop Floor Against Work Orders
Description
The maintenance supervisor will first check the available on-hand quantity for the requested material. If the requisite quantity doesn‟t exist, the supervisor will change the WO type to "Material Shortage" and will raise pu rchase requisitions for the procurement of that item. Approach 1: If Maintenance and Stores are defined as separate Inventory Orgs
The Supervisor/planner will run two processes in succession: Shop Floor Replenishment Process
Shop Floor Replenishment Import These two processes will create Internal Requisitions for the required items and the convert these int ernal requisitions into Internal Orders
The Stores in charge will Pick-Release these material and ship them to the Maintenance Inventory Organizations Approach 2: If Maintenance and Stores are defined as the same Inventory Org
A separate Sub-inventory called Maintenance will be created for stocking the materials required for maintenance The Maintenance supervisor will create a Move Order for bulk issue of the material from the stores and thereafter get it approved by the department head. Stores will receive the Move Order and will Transact the move order so that the material will be shifted to the maintenance subinventory. Thereafter the maintenance supervisor will issue those materials as and when required against the WO operations using the One-Step Material Issue feature of eAM.
Every time material is issued against the WO, the Inventory evaluation account will get credited and the WIP material account will get debited.
Note: To track Repairable Spares which have been repaired and miscellaneous receipt of the item is done in the stores at 0 cost, a new item code could be generated using this logic: -1. This „-1‟ will indicate that this item has been repaired. Also it will not affect the cost of the same item in Inventory. This is however just a suggestion
Work Order Resource Transactions
Outside Processing (OSP) Resources The user will receive the OSP item against the WO and the respective operation using the Receipts functionality in Oracle Inventory against the OSP Purchase order If the OSP item is a direct delivery item, no inspection will be required and the resource will be charged directly against the operation. However, if inspection is required for the OSP item, the user will have to go to the " Receiving Transactions" screen in Oracle Inventory inspect the item. If the service is not acceptable, a Return to vendor transaction is done. Once the service is accepted, it is delivered and the item gets charged against the Work Order. Internal Resource Transactions The planner will be opening the WO from the Self service page and will " Charge Time" against each of the resource units. These resources could be labor or even equipments. If the Resource is defined as "Costed" (and is associated to a fixed rate) the system will charge the equivalent amount of the resource cost against the Work Order. Else the system will only charge the time for with the resource had spent on the particular WO operation. Resource Transaction through Oracle Time and Labor This is done for internal resources of the type Labor. Herein the employees fill up the Time card from Oracle Time and Labor model. While filling the time card, the employee mentions the total time spent with reference to the W O and the operation . Once the time card is approved, the maintenance supervisor runs the concurrent process "Import Time Card from OTL" which charges
the resource cost against the WO operation as a proportion to the employee's salary. Whenever resource is charged against a W ork Order, the resource absorption account gets credited and the WIP resource cost gets debited.
Completion And Closing of Work Orders
As and when each operation is completed, the maintenance supervisor will open the WO and complete the operations Once equipment is operational, the WO status will be changed to “Completed”. After this, the equipment will be in what is com monly referred to as "Trial-Run" phase. In case a problem in the equipment is reported during the trial run, the supervisor will ha ve to go back to the WO and un-complete the same in order to resume work. After the trial run is completed successfully, or during the Inventory closing, the WO will have to be “Closed”.
Failure Analysis Of Assets
Whenever a breakdown/corrective maintenance WO is created, the Planner should associate an applicable failure set to the same. This is required to analyze the failure breakdown history of the asset and helps in planning/budgeting of the preventive maintenance schedules. If an appropriate Failure set does not exist, the planner should go to the Failure Analysis and define the appropriate failure codes. A failure set should comprise of the following codes:
Failure Code -> What kind of failure has occurred in the asset Cause Code -> W hat is/are the possible reason/s for such a failure Resolution Code -> What could be the possible method/s to rectify the current failure
Once the failure set is d efined, it should be associated with the W O. Failure sets need not be associated at the time of WO creation. Ideally they should be associated to the WO at just before completing the same so that the exact causes and resolutions are known and accurate data is fed into the system. From time to time the following analysis could be done on the system for the failure of a particular asset:
Number of failures in a given period Mean time between failures Distribution of failures over Failure Codes
Maintenance Cost Analysis
Every WO needs to be associated with a set of accounts called the Accounting Class. The accounting class generally defaults f rom the Asset (as defined in the asset master) and the same will be available for maintenance.
Accounting class contains different cost elements under the heads: Material, Resource, Equipment and each of their overheads. Generally, only the cost elements Material and Resource are be tracked by organizations Material and spares will be issued a t the inventory cost from the inventory against the WO OSP Purchase Requisition creation will be manual. OSP resources (outside labor, etc) a re charged directly to the W O based on their PO price upon receipt. AMC (Annual Maintenance Contracts) are generally treated as OSP items At any point of time, the total cost (and also the cost break-up) for any particular WO will be available
Also the total maintenance cost of any particular asset throughout its maintainable existence will be available. Since asset hierarchies will be correctly defined, the total maintenance cost roll up of a particular parent asset (including the child assets will also be available) For major overhaul type of breakdown, the maintenance cost will be capitalized against the a sset.
Preventive Maintenance Schedule Creation
To create the PM schedule, the planner might need to refer to the failure analysis of the asset over a period of time to dete rmine the frequency of PM and quantify the PM scheduling rules. Once that is done, the PM planner will check whether a suitable PM schedule Set is available for the Asset or not. If it is not available, the planner will have to go to the "PM Set name" form and define an appropriate schedule set name to associate the PM schedule of the equipment with. Thereafter the PM planner will h ave to define a particular schedule for the Asset's PM. While doing that the planner will have to specify the following attributes: a.
The Equipment name and the associated PM activity.
b.
Check the Default flag. This option has to be selected if PM WOs are to be generated for this equipment. There could be only one
active schedule for a particular set of Asset Number and Activity c.
Scheduling Rules. Usually the rules should be scheduled in a manner that the Last Scheduled start date would be used to Predict
the next scheduled start date of the PM Work Order. d.
If it is a Rule based PM schedule, then the Days interval needs to be given.
e.
If it is a meterized PM schedule, then meter information also needs to be furnished with the PM schedule.
Finally the Planner will enter the Last Service Information of the Asset Activity and save all the changes. The PM schedule definition is now complete and it could be used for PM scheduling.
Preventive Maintenance Work Order Generation
There are two ways of generating PM Work orders.
Method 1: The planner runs the concurrent process "Generate Work Orders". The system will ask for a few parameters out of which the End date is mandatory. This end date will be the final date till which the system will generate the PM Work orders. The user can also streamline his choices by generating PM WOs only for a few assets or for a department or even for a particular Asset area (as explained in the flow diagram). Method2: This is a method b y which the Planner gets to pick and choose which PM Work orders will be implemented. The planner first goes to the Maintenance Workbench. Using a few filter conditions, the planner will choose a few assets for which he
wants to forecast the Work Orders The planner will then go to the "Forecast " and Run a simulation till a selected cut off date. The system fill forecast all the PM WOs that should be generated for a particular asset over the time period using the rules defined in the schedules. The Planner will use these suggestions to either Implement those Work Orders or manually reschedule them. Thus the PM Work orders will be generated.
