Distributed Oracle eAM

An Oracle White Paper May 2009

Distributed Oracle eAM

CONTENTS

1. 2. 3. 4.

Introduction ...................................................................................................................1 Deployment and Architecture .......................................................................................2 Reference data synchronization ....................................................................................4 Business Flows ..............................................................................................................7 4.1 Work Request to Work Completion .....................................................................7 4.2 Preventive Maintenance to Work Execution ........................................................8 4.3 Asset Acquisition to Maintenance ........................................................................9 4.4 Siebel Call Center to Maintenance Execution (for Public Sector / Federal) ......10 4.5 Manufacturing downtime integration for Capacity Planning .............................11 5. Implementation ...........................................................................................................12 5.1 Work Order Creation and Release ......................................................................12 5.2 Work Order Transactions....................................................................................15 5.2.1 Resource Transactions ................................................................................15 5.2.2 Direct Item procurement /OSP flow ...........................................................16 5.2.3 One-step material issue and material return ...............................................19 5.2.4 Two-step material issue ..............................................................................21 5.3 Work Order Completion .....................................................................................21 5.3.1 Work Order Completion Transactions .......................................................21 5.3.2 Work Order Close and Period Close ..........................................................24 5.4 Asset Transactability Support .............................................................................25 5.5 Asset Genealogy .................................................................................................27 5.6 On Hand synchronization for MRO items ..........................................................27 6. Integration artifacts from Oracle .................................................................................32 7. Supported Features ......................................................................................................33 8. Other Considerations / Limitations .............................................................................34 Appendix .............................................................................................................................35 A) Deploying de-centralized purchasing and inventory ..........................................35
FIGURES

Figure 1 : Business Drivers for Distributed eAM Solution .......................................................1 Figure 2 : Deployment and Interactions ....................................................................................3 Figure 3 : Work Request to Work Completion flow .................................................................8 Figure 4 : Preventive Maintenance to Work Execution flow ....................................................9 Figure 5 : Asset Acquisition to Maintenance...........................................................................10 Figure 6 : Siebel Call Center to Maintenance Execution.........................................................11 Figure 7 : Manufacturing Downtime Integration .....................................................................11 Figure 8 : Work Order Creation Flow .....................................................................................13 Figure 9 : Direct Item Procurement Flow ................................................................................17 Figure 10 : Work Order Completion sync-up recommendations ............................................23 Figure 11 : Recommendations for Asset transactability scenarios ..........................................25 Figure 12 : Purchasing Flow for Stocked MRO Items ............................................................28 Figure 13 : De-centralized purchasing deployment .................................................................35

Distributed Oracle eAM

1. Introduction
Traditionally Oracle eAM has been sold and implemented along with other modules of Oracle E-Business suite as a single instance. The advantage of this approach is that it offers a seamlessly integrated solution with well defined setup procedures and prebuilt integration touch points with other modules. However, in recent times many customers and prospects are evaluating implementation of eAM functions in a distributed mode, for the following reasons :

Compete in Maintenance Deals

How to serve the needs of customers who are looking for a maintenance solution without any big requirement for an ERP?
Distributed eAM

eAM for Non-EBS Host

How can I use eAM to manage my maintenance functions with a nonEBS ERP host system?

eAM instance decoupled from EBS Easily integrate with host system Streamlined processes & visibility

Ensure High Availability

In Asset Intensive
industries, how to ensure that a mission critical application like EAM is available 24*7?

Leverage Best-in-Class Features

How can I use the features in the latest eAM release without upgrading the whole application suite?

Figure 1 : Business Drivers for Distributed eAM Solution

1. Many customers using 11i Oracle EBS, especially in the asset intensive industry segments, find their key maintenance business requirements addressed among the features released in R12 and 12.1 releases. For such customers, implementing R12 eAM in a standalone mode and integrating it with their existing 11i backbone ERP provides a quick way to uptake and start using the newly released features, till the ERP system itself is ready to be upgraded to the latest release. 2. Prospects in industry verticals like Utilities, Mining, etc evaluate their business software around the capabilities of a maintenance solution instead of an ERP system. Also, some prospects in the asset intensive industry segments would like to implement their maintenance business functions first and integrate with their legacy financial systems, before evaluating the bigger backbone ERP system.

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Oracle can compete effectively in such accounts through the standalone mode implementation capability. 3. Customers operating in multiple remote locations (e.g. plants, ships, offshore platforms, etc), can use their maintenance functions round the clock in a standalone mode and synchronize the transactions in a distributed batch mode with the central ERP system. This lets them operate their maintenance functions independently and yet integrate in a batch mode with the ERP system for costing, purchasing and inventory functions. 4. Some prospects/customers having a non-EBS Financial system such as SAP or other legacy systems would like to implement Oracle eAM for handling their maintenance needs. In the past, Oracle has not aggressively participated in such deals due to the integrated nature of eAM flows. By providing an approach to decouple eAM from the EBS backbone using standalone eAM, we can participate in such deals more effectively.

The objective of this whitepaper is to document and explain the suggested approach for a implementing a distributed eAM system. Integration with non-EBS financial applications may involve a modified approach from that stated in this document. This whitepaper provides a high level view to implement a distributed eAM solution and is targeted at implementation and sales consultants. Suggested setup methods and integration approaches are provided, which can be implemented by the customer though a systems integrator. Please refer to whitepaper Standalone Oracle WMS for implementation recommendations to purchase and receive MRO items in the distributed instance and keep inventories synchronized between the two instances.

2.

Deployment and Architecture

Distributed eAM Instance The distributed eAM instances can be configured to operate the core maintenance business functions. To execute the maintenance business flows related to materials, necessary inventory on-hand balance information will have to be maintained. The distributed eAM system will be the source of truth for eAM setup data and Asset/Work history records. It will support execution of core eAM related business flows such as Breakdown Maintenance, Preventive Maintenance, Work Definition, Work Scheduling and Planning, Work Execution and reporting, Failure analysis, etc. All eAM historical data and reports can be queried from this instance. The distributed eAM instances can operate independent of the ERP instance. Since it is not the intention to cost the transactions in the distributed instances, it is sufficient to do the minimal GL setups required for Organization creation.

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Figure 2 : Deployment and Interactions

Host ERP Instance The Host ERP Instance will operate the broad business functions related to HCM, CRM, FIN, SCM, etc. This instance will be responsible for carrying out centralized procurement functions, AP Invoice matching, Inventory valuation and balances, HR functions, etc. From an eAM standpoint, the ERP instance will be responsible for costing the eAM transactions and posting the entries into General Ledger. Prior to loading of transactional data into the ERP instance, an initial effort to replicate eAM setup data needs to be done. This can be achieved manually, through SQL using interface tables, Web ADI or ODI tool to populate the setup data in the ERP instance similar to the eAM instance. In order to update the inventory balances and perform costing of transactions, eAM work orders and transactional data need to be synchronized from the eAM instance into the ERP instance. This can be achieved using custom programs or a tool like Oracle Data Integrator (ODI), which will call the work order API or insert a transaction record into the interface table in the ERP instance. The ERP instances transaction and cost manager will process the transactions, cost it and post the accounting entries into GL.

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3.

Reference data synchronization

As almost all the maintenance business functions will be performed in the eAM instance, it is recommended to do the complete setups for eAM flows in this instance. Since work orders will be replicated to ERP instance for costing purpose, it is necessary to replicate some mandatory eAM reference data to the ERP instance as well. These reference data need to be kept in a synchronized state on an ongoing basis. The following table summarizes the recommendations for reference data synchronization between the Distributed eAM instance and the ERP instance. Note: mark signifies that the setup step has to be done in that instance
Functional Area Master Entity Instance to setup data ERP Distri Both Only buted eAM Only Data Sync. between instances: 1-Mandatory 2-Optional Data Entry/ Sync. options: 1 Manual 2 API 3 Interfaces 4 WebADI 5 Web services

Common Accounting Key Flexfield -Value Sets -Accounting Key Flexfield Structure -Accounting Key Flexfield Segments -Chart of Account Segment Values Cross Validation Rules Currencies Accounting Calendars -Accounting Period Types -Periods to Accounting Calendar Accounting Structure -Locations -Legal Entity Profile Options -Legal Entity -Primary Ledger HRMS Organization Type Lookup Codes HRMS Key Flexfield Value Sets. HR Key Flexfields (6) -Grade Flexfield. -Job Flexfield -Position Flexfield -Competence Flexfield 1 1 2 2 2 2 1 1 1 1 1 1 1 1

1 1 1 1 1 1

1 1 1 1

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Functional Area

Master Entity

Instance to setup data ERP Distri Both Only buted eAM Only

Data Sync. between instances: 1-Mandatory 2-Optional

Data Entry/ Sync. options: 1 Manual 2 API 3 Interfaces 4 WebADI 5 Web services

-Cost Allocation Flexfield -People Group Flexfield Employee Locations HR Business Group Organization Organization Calendar Organizations- GRE LE, Operating Units, Inventory Organizations Setup Default Operating Unit for your Site Multi-Org Administrative Processes -Concurrent ManagersDefine, Administer -Submit Workflow processes -Gather Schema Statistics -Replicate Seed data for operating unit FND Attachments Descriptive Flex Responsibilities User Assign Responsibilities to User Inventory Inventory Key Flexfield Value Sets Inventory Key flexfields -Item Flexfield -Item Category Flexfield -Item Catalog Group Flexfield -Stock Locators Flexfield -Account Alias Key Flexfield Organization Receiving Options Unit of Measure -UOM Classes -UOMs -UOM Conversions

1 1 1,2 1 1 1 1

1 1 1 1 1 1

1 1 1 1 1

1 1 1 1 1 1 1 1

1 2

1 1 1

1 1 1

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Functional Area

Master Entity

Instance to setup data ERP Distri Both Only buted eAM Only

Data Sync. between instances: 1-Mandatory 2-Optional

Data Entry/ Sync. options: 1 Manual 2 API 3 Interfaces 4 WebADI 5 Web services

Subinventories Stock Locators Item Attribute Control Item Categories Item Category Set Item Default Category Set Item Statuses Item Types Items - MRO Stocked Items, Non-Stock Direct Items, OSP Items Shipping Network Account Aliases Transaction Source Types Transaction types Transaction Reasons Purchasing Options Accounting Periods Inventory Profile Options Item Relationships Bills of Material Bills of Materials Parameters Workday Calendar Resources Department Classes Departments Standard Operations Bill of Materials Profile Options Work in Process Work in Process Parameters WIP Accounting Classes Quality Collection Elements Collection Plans Specifications Collection Element Types User Groups and Privileges EAM

1 1 2 2

1, 4 1 1 1,2,3 1,2,3 1,2,3 1 1 1,3,4

1 1

1 1 1 1 1 1 1 1 1

1 1 1 1 2 2

1 1 1 1 1 1 1

1 1

1 1

2 2 2 2 2

1 1,2,3 1 1 1

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Functional Area

Master Entity

Instance to setup data ERP Distri Both Only buted eAM Only

Data Sync. between instances: 1-Mandatory 2-Optional

Data Entry/ Sync. options: 1 Manual 2 API 3 Interfaces 4 WebADI 5 Web services

EAM Parameters IB Parameters Define EAM Look-up codes Areas Activity Items Maintenance BOM Maintenance Routing Asset Groups and Rebuild Items Attribute Assignments Asset Numbers, Rebuild Numbers, Asset Routes Activity Association Meter Definition Meter Association Set Name Suppression Last Service Info Schedule Definition Work Order Statuses Department Approvers Category Associations Define Forecast Failure Codes Failure Set

1 1 2 2 1 2 2 1 2 1 1 2 2 2 2 2 2 1 2 1 2 2 2

1 1 1 1 1,3,4 1,3,5 1,3,5 1,3,4,5 1 1,3, 5 1,5 1,3 1,3 1 1 1 1 1 1 1 1 1 1

4.

Business Flows

This section outlines some of the broad business flows in eAM and highlights the interactions between the different instances to accomplish the end to end flows.

4.1

Work Request to Work Completion

Work request to work completion flow, also known as Breakdown Maintenance, starts with a user reporting a problem that has been noticed on an asset by raising a Work request. The Work Request is then routed through approval notifications. After approval, the Maintenance planner converts the work request or groups multiple similar work requests into a work order to enable resolution of the issue at hand. The Maintenance

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planner identifies the nature of work required to be carried out and then defines the operations (tasks), references the material and resources required to perform the work. The Maintenance supervisor mobilizes the crew and materials required to perform the work and initiates release of work order to begin the execution of work. The various operations are then completed with material, resources and direct item procurement transactions performed to complete the tasks.
* Work Request/ Service Request * Create Work order * Release Work order * Update Work order (optional) * Material Issues Synchronize transactions before Period Close within ERP * Material Returns * Resource transaction * Complete Work Order

eAM Distributed Instance

# Direct Item * Receipts Purchase Requisition

Synchronize transactions after Work Order Completion

ERP Instance
# Create Released Work order # Purchase Requisition # Update # Material # Material Work order Issues Returns # Resource transaction

# Complete Work Order

* Purchase Order

* Close Work Order (optional)

* User initiated # Background step

# Cost transactions

Figure 3 : Work Request to Work Completion flow

After completion of work, the maintenance technician or supervisor completes the work order. As can be seen Figure-3 above, the entire end to end maintenance flow can be performed in the eAM instance. Optionally, work orders can be closed in the ERP instance.

4.2

Preventive Maintenance to Work Execution

Preventive Maintenance of Assets entails maintaining assets on a pro-active basis by defining complex runtime rules and scheduling rules to generate periodic PM work orders which maintain the health of assets on an ongoing basis. Run time rules allow adoption of both day interval rules and meter usage based rules. Scheduling rules in conjunction with PM last service information determines the anchor dates and scheduling options for PM work orders. In addition, cyclicality of PM schedules and suppression rules can be defined to cater to different business needs.

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The PM Engine will generate PM work orders which will be released by the Maintenance supervisor for execution. Operation completion, material and resources can then be reported by the technicians performing the preventive maintenance work. When the work order is completed, a feed back loop is provided back to the PM Last service information to keep the PM anchor dates updated.

Last service information update * PM Schedules

* PM Forecast Engine * Create Work order * Release Work order * Update Work order (optional) * Material Issues Synchronize transactions before Period Close within ERP * Material Returns * Resource transaction Synchronize transactions after Work Order Completion

* Complete Work Order

eAM Distributed Instance

# Direct Item Purchase Requisition

* Receipts

ERP Instance
# Create Released Work order # Purchase Requisition # Update # Material # Material Work order Issues Returns # Resource transaction

#Complete Work Order

* User initiated # Background step

* Purchase Order

#Cost transactions * Close Work Order (optional)

Figure 4 : Preventive Maintenance to Work Execution flow

As can be seen Figure-4 above, the entire end to end maintenance flow including the setups required for preventive maintenance can be entirely performed in the eAM instance. As the ERP instance is responsible to merely cost the transactions, PM definitions, meter readings and last service information need not be synchronized with the ERP instance. Work order close can be optionally performed in the ERP instance.

4.3

Asset Acquisition to Maintenance

Assets can be acquired by creating a purchase order in the ERP instance. The purchase order can be created by entering the description and quantity of assets to be procured.

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These assets can then be invoice matched in the Accounts payable module of ERP system and the appropriate costs can be posted to Fixed Assets to create new mass addition lines.

Receive Asset

Create Maintainable Asset Synchronize Assets; Use Asset Number interface to load data into eAM system

Create Work Request

eAM Distributed Instance

ERP Instance

Purchase Order to Procure Asset

Create Maintainable Asset

Link to Fixed Asset

Figure 5 : Asset Acquisition to Maintenance

eAM Assets can be defined in the eAM instance and synchronized to the ERP system. The assets can then be associated with the corresponding Fixed Assets created through AP-FA postings. As can be seen in Figure-5 above, the only integration required for this flow is eAM Asset Number synchronization. Post sync-up, eAM Assets in ERP instance can be updated with their corresponding FA numbers. If the ERP instance is R12 or above, this Fixed Asset integration flows can be modeled through OAT Depreciable Items flow.

4.4

Siebel Call Center to Maintenance Execution (for Public Sector / Federal)

This flow entails integration of Siebel assets with Oracle eAM asset numbers in the distributed eAM instance to enable Request to Resolution flow using these products. Service Requests can be created using Siebel call center application which will be transformed by the Integration layer into a Work request in EAM. The Maintenance planner can then create a work order to resolve the issue reported.

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Create Asset

Siebel Call Center

Create Service Request

Synchronize Assets

eAM Distributed Instance Create Asset Number

Synchronize Assets

Work Execution (refer Figure3) # Create Work Request Create Work order

ERP Instance
Create Asset Number # Create Work Order

# Work Execution Sync. (refer Figure3)

# Background step

Figure 6 : Siebel Call Center to Maintenance Execution

4.5

Manufacturing downtime integration for Capacity Planning

eAM integrates with manufacturing by linking equipment resources deployed for production jobs with the Asset Numbers in eAM. Maintenance work orders created on such assets which require shutdown to perform the work have to be communicated back to Manufacturing planning system such as ASCP to reduce the available capacity of these resources. eAM downtime flow verifies the work day pattern of the resources and appropriately blocks the available capacity for the duration for which the work order has been scheduled.
eAM Distributed Create Asset Number Link to Production Instance + resource Production instance
Synchronize Assets

Create Work order

Downtime Concurrent program

Capacity changes for resource

ERP Instance

ASCP
Create Asset Number

Figure 7 : Manufacturing Downtime Integration

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As can be seen for the Figure-7 above, manufacturing downtime integration flow can be executed between eAM organization and production organizations of eAM Distributed instance. The details captured in the capacity changes form for a resource will be read by ASCP.

5.
5.1

Implementation
Work Order Creation and Release

Work Order creation is recommended to be initiated in the distributed eAM instance. The typical sequence of steps for Work Order Creation and Release are as below: 1. The work orders are created either from a Work request by the maintenance planner or auto-created by the system through the preventive maintenance engine either in Draft or Unreleased status. Draft status indicates the ongoing work definition phase. Once work order is defined and but not yet ready to be executed, user can change the status to Unreleased. 2. Work Orders are then updated to Released status when the work order execution is ready to begin. If Workflow approvals are setup, work order status changes to Released after final approval by the users defined in the AME approval groups. 3. Work Order Release triggers the following actions along with : a. Purchase Requisitions are created for Direct Items and OSP Items b. Material Allocations are created through background move order creation. 4. Work Orders can be updated to other statuses or modifications can be made in the work definitions.

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Work Order Creation Breakdown and Preventive Maintenance Flows

Create Work Request

Approve Work Request

Create Work Order in Draft Status Create/Update Work Order Unreleased status Create/Update Work Order in Released status

Distributed eAM Distributed eAM

Update Work Order requirements

PM Schedule/ Rules definition

Generate PM Work Orders

Integration Integration

Synchronize Work Order Header

Synchronize Work Order Operations

Synchronize Work Order Material Requirements

Synchronize Work Order Resource Requirements

Host ERP Host ERP

Create Work Order in Released Status

Create/Update Work Order Operation requirements

Create/Update Work Order Material requirements

Create/Update Work Order Resource requirements

Figure 8 : Work Order Creation Flow

Distributed eAM System Create Work Orders The distributed eAM system creates and approves the work orders. Work orders can be created either from Forms or from Self-service or loaded into the system using the WO Business APIs. Please refer to the Enterprise Asset Management User Guide for more information. Transmit Work Orders When a work order is either created in a Released status or updated to a Released status, the distributed system transmits work order information to the host system. Systems Integrator Work orders may be transmitted to the host system, by invoking the WO Business process APIs. This will ensure that data integrity is not compromised and all the functional and technical validations are performed before the work orders are imported into the host system. During implementation, systems integrator will need to write the transformation to ensure that newly released work orders can be imported using the Public WO Business Object API into the host system. The integration layer should also

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perform any code conversions as well as mapping required to populate data into the host system. Systems Integrators will also be responsible to keep the information updated in the host system as the work orders can be updated or cancelled in the distributed eAM system. What Does Oracle Provide Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to transfer data between the distributed eAM instance and the host ERP instance. Following are the artifacts that Oracle provides to facilitate the integration between the distributed eAM system and the host ERP system. a) Oracle will provide an ODI map for work orders, which can be used to transfer work order and work order requirements (operations, materials, resources, assigned employees and equipments) from the distributed eAM instance to host ERP instance. b) Web Service for work order and work order requirements. The web service can be used for incremental sync up of work order between the two systems c) Interface tables to support Oracle Business Object API for Work Orders d) Business Object API for Work Order and work order requirements (operations, materials, resources, assigned employees and equipments) Host System Import Work Orders Work orders created in the distributed eAM system will be synchronized with the host system by running the WO Business Object API. If no errors are found in the submission process, the complete definition of the work orders including their requirements are loaded into the base tables (WIP_ENTITIES, WIP_DISCRETE_JOBS, WIP_OPERATION_RESOURCES, WIP_OPERATION_RESOURCE_USAGES, WIP_OPERATION_RESOURCE_INSTANCES, WIP_REQUIREMENT_OPERATIONS, and WIP_EAM_DIRECT_ITEMS). The work orders in the host system will have the same name as those in the distributed eAM system. If the WO API returns errors on the interface records, the errors are written out to the EAM_WO_ERRORS. The error records in the interface tables must be updated before the re-run of the ODI import program. When syncing the records for material requirements of stocked inventory items and direct items, the auto request flag should be turned off in the Host ERP. This will prevent duplication of purchase requisition and material allocations in the Host ERP system. When syncing up PM work orders to the Host ERP system, it is not required to sync-up the PM schedule id and other related PM fields on the work order, as the Preventive Maintenance function would be an executed only from the distributed eAM system.

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Assumption for importing work orders into the host system is that all corresponding setup (asset, departments, resources, materials) is previously synched between the host ERP and the distributed eAM system.

5.2

Work Order Transactions

5.2.1 Resource Transactions

Resource transactions (also known as Charge Time) is recommended to be initiated in the distributed eAM instance. The typical steps/options for resource transaction are as follows: 1. A Work Order is first created with operations which in turn may have resource requirements specified against it. The Work Order is then updated to Released status. 2. User then enters Charge Time transactions against a resource with or without an employee reference using the Mass Time entry page. 3. User can also enter an OTL timecard by specifying hours worked on each work order for a given period. Time card is then approved and imported into eAM as resource transactions. If it is not the intention to cost the transactions in distributed eAM instance, the cost manager may be turned off in this instance. Distributed eAM System Charge Time Users report time against Released work orders in the distributed eAM system. These labor transactions need to be synched up to the host system in order to ensure that costs are correctly generated against these transactions and maintenance expense is reported correctly. Please refer to the Enterprise Asset Management User Guide for more information on how to perform the labor transaction. Transmit Resource Transactions Resource transactions created in the distributed eAM system should be transmitted to the host system. It is recommended to sync up the labor transactions to the host system periodically daily or weekly for instance. Care should be taken to ensure that all labor transactions reported against work orders are synched up to the host system before the Accounting period in the host system is closed.

Systems Integrator The integration layer will be responsible for loading resource transactions into the WIP transactions interface table. During implementation, systems integrator will need to write

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the transformation in the Integration layer, which will fetch the resource transaction from the distributed eAM instance and populate the WIP transaction interface tables in the host system. The integration layer should also perform any code conversions as well as mapping required to populate data into the host system. What Does Oracle Provide Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to transfer data between the distributed eAM instance and the host ERP instance. Following are the artifacts that Oracle provides to facilitate the integration between the distributed eAM system and the host ERP system. a) Oracle will provide an ODI map for resource transaction, which can be used to transfer resource transaction from the distributed eAM instance to host ERP instance. b) Web Service for resource transaction. The web service can be used for incremental sync up of resource transactions. Host System Import Resource Transactions Once the WIP transaction interface table is loaded in the host system, transactions can be imported by running the Inventory Move Transactions Manager. The Inventory Move Transactions manager receives the data, derives and defaults any missing data, and validates the data. If no errors are found in the submission process, the data in the WIP transactions Interface tables is loaded into the WIP transactions base tables and corresponding Work Order resource tables are updated. If the Inventory Move Transactions manager finds errors in the interface tables, the record identification number and the details of the error are written to the WIP_COST_TRANSACTION_ERRORS table. These errors can be viewed in the Pending Resource Transactions form along with the failure reason(s) for each row. The error records in the interface tables must be updated before the re-run of the import program. Assumption for importing resource transactions into the host system is that the corresponding work order is already imported into the host system in released status.

5.2.2 Direct Item procurement /OSP flow

Direct Item and OSP purchase requisitions will be initiated in the distributed eAM instance. The typical sequence of steps for Direct Item flow is as follows: 1. Work Order is created with material requirements for Non-Stock Direct Item and/or Descriptive direct items.

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2. Work Order is then updated to Released status. This triggers automatic creation of Purchase Requisition for each direct item on the work order material requirements for which the Auto Request flag is checked. 3. If Auto Request flag is not for a direct item material requirement record, then user can invoke the Request All function to trigger the Purchase Requisition creation. 4. User can also update or request for additional quantity of the direct items than what was originally specified. 5. Another possibility is to invoke i-procurement responsibility from the work order and manually create a non-catalog request for descriptive direct item requirements.
Direct Item Procurement flow

Request Direct Items from Work Order

Distributed eAM Distributed eAM

Facilitated through Standalone WMS

Create Work Order with Direct Item material requirements

Release Work Order

System generated Purchase Requisition

Create Purchase Order

Receive against Work Order

Run/ Schedule Import Standard Purchase Order program

Integration Integration

Synchronize Work Order and Direct Item requirements

Populate Requisition Interface table of Host ERP

Populate Purchasing Documents Open interface

Populate Receiving Documents Open Interface

Host ERP Host ERP

Create Work Order in Released Status

Run Requisition Import to Create Purchase Requisition

Create Purchase Order

Receipt Synchronized

Work Order reflects cost due to direct item procurement

Figure 9 : Direct Item Procurement Flow

Distributed eAM System Generate Requisitions for Direct Item/ OSP Item Direct Item requirements (Non-Stock direct items and Description based direct items) are added to a work order manually by updating the requirements of the work order. NonStock direct item requirements may also be included in the Asset BOM/ Maintenance BOM. Purchasing Requisitions for these items are generated when the work order is released in the distributed eAM system.

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It is recommended to setup workflow approval for direct item and OSP purchase requisitions in the distributed eAM instance and then sync up only the approved purchase requisitions. Transmit Purchasing Requisitions Direct Item requisitions created in the distributed system should be transmitted to the host system. It is recommended to sync up the purchase requisitions after the released work order is synched with the host system. Systems Integrator The integration layer will be responsible for loading requisitions for direct items into the Purchasing Requisitions interface table. During implementation, systems integrator will need to write the transformation in the Integration layer to populate the requisitions interface tables in the host system. To trace back the Purchase requisition number in the eAM instance should a need arise, it is recommended to store the purchase requisition number in the buyer notes field while populating the interface table in the host system. The integration layer should also perform any code conversions as well as mapping required to populate data into the host system. What Does Oracle Provide Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to transfer data between the distributed eAM instance and the host ERP instance. Following are the artifacts that Oracle provides to facilitate the integration between the distributed eAM system and the host ERP system. a) Oracle will provide an ODI map for purchase requisitions, which can be used to transfer purchase requisitions from the distributed eAM instance to host ERP instance. Host System Import Purchasing Requisitions Once the Purchasing Requisitions interface table is loaded in the host system, these can be imported by running the Import Requisitions program. The Requisitions import process receives the data, derives and defaults any missing data, and validates the data. If no errors are found in the submission process, the data from the requisition Interface tables is loaded into the Purchasing Requisitions base tables. If the process finds errors in the interface tables, the record identification number and the details of the error are retained in the Requisitions interface tables. These errors can be viewed by running the Requisition Import Exceptions Report. The error records in the interface tables must be updated before the re-run of the interface program.

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Assumption for importing purchasing requisitions for direct items into the host system is that the corresponding work order is already imported into the host system in a released status. Create Purchase Order Once the Direct item purchase requisition is successfully imported into the Host system, this will be converted into a Purchase Order by the Purchasing personnel, following standard business procedures.

Transmit/Import Purchase Order to the Distributed eAM system Once the Direct item Purchase order is approved, it will be transmitted and imported into the distributed eAM system. Refer the approach documented in section 5.6 for further details. Once purchase orders are created in the distributed eAM instance, the work order details page may show the original purchase requisition line and a new line for the purchase order just created. The additional purchase requisition line can be ignored or manually closed out. Distributed eAM System Receipt of Direct items The direct items are received in the distributed eAM system against the imported Purchase Order number. The direct items are received into the shop floor, for the work order against which they were requisitioned.

After the Direct Items are received into Shop Floor Once the direct items are received into Shop Floor, these receipts are transmitted back to the host system, so the receipt transaction can be accounted for in the host system. Refer the approach documented in section 5.6 for further details.

5.2.3 One-step material issue and material return

Material transactions are recommended to be initiated in the distributed eAM instance. The typical sequence of steps for material transactions one step material issue and material returns in the distributed eAM instance is as follows: 1. Work Order is created with stocked inventory material requirements referencing operation sequence numbers. Work Order is then updated to Released status. 2. User then goes to the stores page and performs a one-step material issue of items by specifying the quantity to be issued and the sub inventory details.

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3. User can also issue items which are not on the work order material requirements. 4. Items that are unused in the maintenance work can be returned back to sub inventory using the Material returns transaction by specifying the quantity and sub inventory details.

Distributed eAM System Issue Material Users issue or return material against Released work orders in the distributed eAM system. These material transactions need to be synched up to the host system in order to ensure that costs are correctly generated against these transactions and maintenance expense is reported correctly. Please refer to the Enterprise Asset Management User Guide for more information on how to perform the material transaction. Transmit Material Transactions Material transactions created in the distributed eAM system should be transmitted to the host system. It is recommended to sync up the transactions to the host system periodically daily or weekly for instance. Care should be taken to ensure that all material transactions reported against work orders are synched up to the host system before the Accounting period in the host system is closed. Systems Integrator The integration layer will be responsible for loading material transactions into the Inventory transactions interface table. During implementation, systems integrator will need to write the transformation in the Integration layer, which will fetch the material transaction from the distributed eAM instance and populate the Inventory transaction interface tables in the host system. The integration layer should also perform any code conversions as well as mapping required to populate data into the host system. What Does Oracle Provide Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to transfer data between the distributed eAM instance and the host ERP instance. Following are the artifacts that Oracle provides to facilitate the integration between the distributed eAM system and the host ERP system. a) Oracle will provide an ODI map for material transactions, which can be used to transfer material transactions from the distributed eAM instance to host ERP instance.

Host System Import Material Transactions

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Once the Inventory transaction interface table is loaded in the host system, transactions can be imported by running the Inventory Move Transactions Manager. The Inventory Move Transactions manager receives the data, derives and defaults any missing data, and validates the data. If no errors are found in the submission process, the data from the Inventory transactions Interface tables is loaded into the Inventory transactions base tables and corresponding Work Order material requirements tables are updated. If the Inventory Move Transactions manager finds errors in the interface tables, the record identification number and the details of the error are retained in the MTL_TRANSACTION_INTERFACE table. These errors can be viewed in the Pending Material Transactions form along with the failure reason(s) for each row. The error records in the interface tables must be updated before the re-run of the import program. Assumption for importing material transactions into the host system is that the corresponding work order is already imported into the host system in released status.

5.2.4 Two-step material issue

Material transactions are recommended to be initiated in the distributed eAM instance. The typical sequence of steps for two step material issue transaction in the distributed eAM instance is as follows: 1. Work Order is created with stocked inventory material requirements referencing operation sequence numbers. The Enable Material Issue flag in the work order header is checked. The Auto Request flag can be optionally checked for each of the material requirement lines. 2. Work Order is then updated to Released status. If Auto Request flag is checked, this automatically triggers material allocations for the items which are available in stock. 3. If Auto Request flag is unchecked, users can use Request All from the work order details page to trigger manual allocations from a sub inventory. 4. User then goes to the stores page and performs a material issue of the allocated items by specifying the quantity to be issued.

Material Allocations against work orders in the distributed eAM instance need not be synchronized to the ERP instance, as there are no costing impacts. Once material gets issued then this transaction should be synchronized to the ERP instance. Please refer to section 5.2.3 for details on synchronizing material transactions.

5.3

Work Order Completion

5.3.1 Work Order Completion Transactions

Work order completion transaction is recommended to be initiated in the distributed eAM instance.

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The typical sequence of steps for work order completion in the distributed eAM instance is as follows: 1. User queries a released work order and initiates the work order completion transaction. The work order status can be changed to either complete or completeno charges. 2. User can also query a completed work order and update the status to complete no charges. 3. User can query an already completed work order and un-complete the same to modify or add reporting details. The recommended implementation to synchronize these steps is depicted in the table below: Sl.No. 1. Action in Distributed eAM Instance Work Order Completion Follow-up Action in Host ERP Instance 1. Check if Released Work Order exists; else synchronize all the work order details. 2. If work order already exists, verify if all the work order details/ lines have been synchronized, else synchronize all the work order details. 2. Verify if all transactions performed in the distributed eAM instance has been synchronized into the host ERP instance, else synchronize the transactions. 3. Complete the work order into the appropriate completion status. 1. Verify if Complete status work order exists. If it does not, perform above steps. 2. Update the status of work order to Complete No Charges 1. Verify if Complete status work order exists. If it does not, perform steps as per 2 above. 2. Update status of work order to Released.

2.

Work Order status update to Complete No Charges

3.

Work Order Un-Complete and change status to Released.

Distributed eAM System Complete Work Order

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When a work order is completed, the maintenance technicians will report completion which will change the status of the work order to Complete or Complete No charges in the distributed instance. Please refer to the Enterprise Asset Management User Guide for more information on how to complete work orders. Transmit Work Order Completion Transactions Work Order completion transactions should be transmitted from the distributed instance to the host system. It is recommended to sync up the transactions to the host system periodically daily or weekly for instance. Systems Integrator Work orders completion transactions may be transmitted to the host system, by invoking the WO Business process API. This will ensure that data integrity is not compromised and all the functional and technical validations are performed before the work orders completions are imported into the host system. During implementation, systems integrator will need to write the transformation to ensure that newly completed work orders can be imported using the Public WO Business Object API into the host system. The integration layer should also perform any code conversions as well as mapping required to populate data into the host system.
Distributed eAM system Integration Layer WO actual completion dates (Mandatory) WO shutdown dates (Conditionally mandatory) Completion Sub-inventory details (Conditionally mandatory) E-Signature and E-record (optional) Meter readings entries (Not required) Collection result entries (Not required) Replace Rebuild details (Not required) Last service Information update to PM (Not required) Failure Information (Not required) E-record snapshot (Not required) Work Order Close (optional) Work Order Completion Host ERP system

Work Order Completion

Last Service Info update to PM

Figure 10 : Work Order Completion sync-up recommendations

What Does Oracle Provide Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to transfer data between the distributed eAM instance and the host ERP instance. Following

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are the artifacts that Oracle provides to facilitate the integration between the distributed eAM system and the host ERP system. a) Oracle will provide an ODI map for work order completion transactions, which can be used to transfer completed work orders from the distributed eAM instance to host ERP instance. b) Web Service for work order completion transactions. The web service can be used for incremental sync up of completed work orders between the two systems

Host System Import Work Order Completion Transactions Work orders completed in the distributed eAM system will be synchronized with the host system by running the WO Business Object API. The following details pertaining to the work order completion transaction need not be synchronized into the host ERP system: Meter readings, Collection results entered, Last service information update, replace rebuild details and e-record capture. This is shown in the schematic above. If no errors are found in the submission process, the status of the work will be updated in the host system. If the WO API returns errors on the interface records, the errors are written out to the EAM_WO_ERRORS table. The error records in the interface tables must be updated before the re-run of the import program.

5.3.2 Work Order Close and Period Close

In the distributed eAM instance, the terminal status of a work order will be a completed work order which can be modeled as a user defined status such as Frozen. Since the transactions in the distributed eAM instance are not costed, work order close and period close need not be initiated here. In the host ERP instance, user can optionally perform Work Order close transaction for all the completed work orders. This can be done for each completed work order or in bulk using the Mass close feature from the Maintenance Workbench. Period close should be initiated in the host ERP instance. The following additional checks should be enforced manually, prior to period close: 1. Verify that work orders in Released status in the distributed eAM system are synchronized into the host ERP instance in Released status. 2. Verify that for open work orders, all the transactions posted in the distributed eAM instance are synchronized into the host ERP instance and costed. 3. Verify that all completed work orders in host ERP instance are closed.(optional)

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5.4

Asset Transactability Support

Prior to R12, Asset Groups were not transactable and were required to be defined in the EAM enabled organization to execute the maintenance business functions. However using an R12 eAM instance in distributed mode it would be possible to use Asset transactability features, as R12 Asset Groups are allowed to be setup as Transactable. Thus Assets can move between the organizations defined in this instance in distributed eAM instance.
Distributed Instance
EM1 EM2

Integration Layer
Asset Numbers: If 11i host ERP, then update the CURRENT_ORGANIZATION_ID of MSN table to destination eAM org Asset Numbers: If R12 host ERP, then update the Material Transaction interface (MTL_TRANSACTIONS_ INTERFACE) Rebuild Numbers: Update the Material Transaction interface (MTL_TRANSACTIONS_ INTERFACE)

M1

M2

Scenario-1: Inter-org transfer across family of maintenance orgs Asset Numbers: If 11i host ERP, then no update required EM1
Main Store Sub Store

Asset Numbers: If R12 host ERP, then update the Material Transaction interface (MTL_TRANSACTIONS_ INTERFACE) Rebuild Numbers: Update the Material Transaction interface (MTL_TRANSACTIONS_ INTERFACE)

Scenario-2: Sub inventory transfer

EM1

EM2

Asset Numbers and Rebuild Numbers: If 11i host ERP, then no update required Asset Numbers and Rebuild Numbers: If R12 host ERP, then update the Material Transaction interface (MTL_TRANSACTIONS_ INTERFACE)

M1

M2

Scenario-3: Inter-org transfer within family of maintenance orgs

Figure 11 : Recommendations for Asset transactability scenarios

In R12, eAM also introduced the concept of a family of maintenance organizations. With this concept, one maintenance organization could service multiple production organizations (EM1 services M1 and M3, and EM2 services M2 and M4). The assets can physically exist in any location, across any production organization, but for maintenance purposes they are always visible to the eAM organization associated with its location and work orders can be defined against these assets in the eAM organization. This is very different from the behavior in 11i when an asset had to be defined in the maintenance organization itself and linked to the production equipment of the production organization, in order to execute the maintenance business processes for this asset.

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On the other hand, rebuildable items were always transactable in eAM and could move from one organization to another just like any other stocked inventory item. Using a distributed R12 eAM system, users will be able to take advantage of the family of maintenance organizations concept and also transfer assets from one sub-inventory/ organization to another. The following section outlines the steps to be taken to keep an asset that is transactable in the distributed eAM instance in sync with its counterpart that is non-transactable in the host system.

Setup The following setups need to synchronized between the distributed instance and host ERP instance to enable transactability feature: 1. Asset Numbers with genealogy 2. Asset Groups: Should be transactable in all R12 instances. 3. Shipping Networks 4. Sub Inventories 5. Organization parameters Move Assets Assets and rebuilds can be moved in and out of organizations in the distributed system as long as they are defined as Transactable. Sync Transactable Assets If the asset moves within a family of maintenance organizations, there is no need to sync between the distributed and the host system. If the asset moves out of the current maintenance organization into another, then the location needs to be synched to the host system.

Systems Integrator The integration layer will be responsible for syncing the location of the asset to host system when the asset moves out of a maintenance organization boundary in the distributed system. Since, assets cannot be defined as transactable in the host system; it is not possible to interface any transactions on the asset between the host and the distributed system. Therefore, during implementation, systems integrator will need to write the transformation, to ensure that the asset group is assigned to the new maintenance organization in the host system (there is a row against the new organization for the asset group in the MTL_SYSTEM_ITEMS_B table) and that the CURRENT_ORGANIZATION_ID of the asset in the table MTL_SERIAL_NUMBERS is updated to the new organization. For rebuildables with on hand balance, any location change should be synched back to the host system through the corresponding background inventory transaction using the

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materials transaction interface. Location changes can be on account of movement into and out of sub inventory, sub inventory transfers and inter-org transfers. Host System No action.

5.5

Asset Genealogy

Asset Genealogy represents the hierarchy of assets. eAM Hierarchy is maintained manually by users, however, material transactions against work orders, do update the Asset Genealogy. The genealogy will initially be in sync between the host and the distributed system; however, incremental manual and transactional changes may make the genealogy in the host system out-dated. As the asset genealogy information may be used to rollup costs and to perform other analysis based on hierarchy, users may want to keep the genealogy information synchronized between the host and distributed system. This may be done on an on-need basis or at regular intervals, by simply syncing up data between the genealogy table MTL_OBJECT_GENEALOGY between the distributed and the host systems.

5.6

On Hand synchronization for MRO items

In order to perform material transactions against work orders in distributed instance and synchronize the same to host ERP instance, it is vital to maintain accurate on-hand balances for MRO items in both the distributed eAM and host ERP instances. Purchasing of MRO and Direct Items would be initiated in the ERP instance. In order to receive the same in the distributed eAM instance, it is recommended to configure this instance as a standalone WMS instance as well. (Please refer the whitepaper on Standalone Oracle WMS solution on how to setup and configure the instance). These items are then issued against eAM work orders. Other transactions such as material returns, miscellaneous issue/ receipt transactions, adjustment transactions, etc can also be performed in the distributed eAM Instance. All these transactions cumulatively determine the on hand balance for MRO items in the distributed Instance. A new view MTL_ONHAND_SYNC_UP_V will be provided that will show the details about the on hand quantity of items like total on hand quantity, available quantity, lot and serial details, snapshot date etc. Systems Integrators should create a custom program in the integration layer to utilize the information from this view and push the on hand balances to the host ERP system periodically. This custom program should create an output in the form of a flat file or EDI or XML file depending on the best method that the host system can make use of. The standalone solution will also provide a web service, which the host system can call anytime to get a current snapshot of on hand quantities. Host System Create PO The host system creates and approves the purchase orders. If the host system is an Oracle ERP system, purchase orders can be created using forms or purchasing open

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interface. Please refer to Oracle Purchasing Implementation Guide for detailed information on how to create new purchase orders. Transmit PO The host system transmits purchase order information to the distributed system. If the host system is an Oracle ERP system, purchase orders can be transmitted using ASC X12 850/EDIFACT ORDERS or its XML equivalent. Any changes to purchase orders can be transmitted using ASC X12 860 or its EDI or XML equivalent.
Purchasing flow for Stocked MRO Items

Distributed instance Distributed instance

Create Purchase Order Create Purchase Requisition Receive Item to subinventory (RCV_TRANS ACTIONS)

Run/ Schedule Import Standard Purchase Order program

Integration Integration

Populate the PO_REQUISITI ONS_INTERFA CE table

Populate Purchasing Documents Open interface

Pull records using View RCV_RECEIP T_CONFIRMA TION_V Populate Receiving Documents Open Interface Update RECEIPT_CO NFIRMATION_ FLAG to Sent Pending Confirmation Update RECEIPT_CO NFIRMATION_ FLAG to Sent Confirmed

Host ERP Host ERP

Run/ Schedule Requisition Import program

Create Purchase Requisition

Create Purchase Order from PR

Run/Schedule Receiving Transaction Processor

Receipts are created and ready for Invoice matching

Figure 12 : Purchasing Flow for Stocked MRO Items

Systems Integrator The integration layer will be responsible for loading standard purchase orders into the purchasing interface tables. During implementation, systems integrator will need to write the transformation, for the transmitted PO from the host system, in the Integration layer that will be responsible for populating the PO interface tables in the distributed system using the Purchasing Document Open Interfaces. The integration layer should also perform any code conversions as well as mapping required to populate the interface tables in the distributed system.

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Systems Integrators will also be responsible to keep the information updated in the distributed system as the purchase orders are updated or cancelled in the host system. They will have to call appropriate purchasing public APIs to orchestrate these changes. Distributed eAM System Import PO The Purchasing Documents Open Interface uses Application Program Interfaces (APIs) to process the data in the Oracle Applications interface tables to ensure that it is valid before importing it into Oracle Purchasing. New Purchase orders can be imported into distributed warehouse (operating on standalone WMS solution) by processing information in the purchasing documents open interface. They cannot be imported through EDI or XML gateway. Once the interface tables have been loaded, the Import Standard Purchase Order program must be run in the distributed system to import the data from the interface tables into Oracle Purchasing. The Purchasing Documents Open Interface program receives the data, derive and default any missing data, and validate the data. If no errors are found in the submission process, the data in the Purchasing Documents Open Interface tables is loaded into the purchasing base tables to create the standard purchase order. The purchase order will be created in approved status and should have the same document number as in the host system. If the Purchasing Documents Open Interface program finds errors in the interface tables, the record identification number and the details of the error are written to the PO_INTERFACE_ERRORS table. You can launch the Purchasing Interface Errors Report in Purchasing to view the rows that were not imported by the Purchasing Documents Open Interface along with the failure reason(s) for each row. The Purchasing Documents Open Interface saves or errors out on a line-by-line basis. This means that if an error is found in a document line, only that line is rolled back (not submitted to Purchasing), and you can find the error in the PO_INTERFACE_ERRORS table. The error records in the interface tables must be updated before the re-run of the import program. Because the Purchasing Documents Open Interface saves or errors out line by line, it can accept partial documents. Assumption for importing purchase orders into the distributed system is that the required reference data such as item and supplier (or vendor) must already be set up in the distributed system. Please refer to Oracle Purchasing Open Interfaces and APIs manual for detailed information on what fields to populate for importing new purchase orders. Purchase Order Changes and Cancellations If the host system has modified or cancelled the purchase order after it has been downloaded in the distributed system, such changes can be transmitted to the distributed system using the public APIs. All the PO change management supported currently in the E-Business suite will be supported for the distributed system as well. The purchase order change API allows you to update quantity, price or promise date on standard purchase

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orders or cancel an existing purchase order. These APIs perform all the necessary validation before updating the changes. The integration layer will be responsible for transmitting and populating the change data or calling the appropriate APIs. Please refer to Oracle Purchasing Open Interfaces and APIs manual for detailed information on how to invoke purchase order change and cancellation APIs. Import ASNs Supplier will send the ASNs to the host system from where they can be imported into the distributed system by a variety of methods I-Supplier portal, EDI, or XML. One can import ASNs into distributed system by passing the data in the form of ASC X12 856 EDI or its equivalent XML transaction. For the EDI/XML import to successfully go through suppliers and supplier sites should be defined as trading partners and Oracle ecommerce gateway should be appropriately set up. Once all the setups are complete, one can run the Oracle e-commerce gateway import program to process the transactions. If the required data is not provided in the transaction, the Oracle e-Commerce Gateway import process fails the transaction. Then an exception message is displayed in the View Staged Documents window. If the trading partner is valid and the transaction is enabled, the import process proceeds to validate the transaction using the user-defined column rules. If no process or column rule exceptions are detected, the Oracle e-Commerce Gateway import program will write the transaction to the Receiving Open Interface tables to be processed by the Receiving Open Interface API. The host system can also write the ASN information in the Receiving Open Interface tables directly using the public APIs. To successfully import ASNs into Oracle Purchasing, one must run the receiving transaction manager. Please refer to E-commerce PO Implementation guide for detail information on how to import new ASNs. Receipt of Material in the Warehouse When material is physically received in the warehouse, it is received against the purchase order (or the ASN) in the distributed warehouse. Please refer to Oracle Warehouse Management Users Guide for detailed information on how to perform receiving transactions. After the Material is received in the Warehouse Distributed eAM System Send Receipt Confirmation Once material is received in the warehouse, distributed system will provide a mechanism such that the host system can update its inventory system with the receipts, procurement system for the purchase order (or ASN) against which receipt is made, and the accounts

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payable for the value of the material received. The host system may also use receipt and inspection information to monitor supplier compliance. Historical information about the receipts made and results of quality inspection etc. are stored in RCV_TRANSACTIONS table in Oracle Purchasing. Standalone solution will provide a view RCV_RECEIPT_CONFIRMATION_V which will contain all the detailed information about the receipt transactions. The view will contain information like source document number (PO#), line number, shipment number, item, quantity received, unit of measure etc. and will contain information about the following transaction types PO Receipt, Return to Vendor, Corrections, RMA Receipt, RMA Return, Internal Requisition In transit Receipt, Inventory In transit Receipt. Systems Integrators can write code in the integration layer to query this view directly or create a web service to fetch all the new receipts for which confirmation has not been sent to the host system. They can then convert this information into appropriate format to populate the receiving interface tables of the host system. A new flag RECEIPT_CONFIRMATION_EXTRACTED in the RCV_TRANSACTIONS table will indicate the status if the receipt confirmation has been sent to the host system or not. Once the confirmation is successfully sent to the host system, a new public API will allow the users to update RECEIPT_CONFIRMATION_EXTRACTED flag in the RT table. The RECEIPT_CONFIRMATION_EXTRACTED flag can have the following valuesNULL Receipt confirmation not sent to the host system Sent Pending Confirmation Receipt confirmation sent to the host system but awaiting confirmation if host received it successfully or not. Sent Confirmed - Receipt confirmation successfully received by the host system. Alternately the host system can also pull the information from the distributed system by calling a web service. Based on the parameters passed, this web service will provide the receipts for which confirmation has not been sent and update the RECEIPT_CONFIRMATION_EXTRACTED flag to Pending Confirmation. Once the receipt confirmation is successfully received by the host system, it can call another web service that will update the RECEIPT_CONFIRMATION_EXTRACTED flag to Confirmation Sent status. Host System Import Receipt Information The host system should process the receipt information obtained from the distributed system and update its inventory records, procurement system for the purchase order (or ASN) against which receipt is made, and the accounts payable for the value of the material received. If the host system is an Oracle E-Business Suite, then the information can directly be written into the Receiving Documents Open Interface of the host system. This means that integration or B2B layer should load the receipt information in the receiving interface tables. Once the receipts have been imported into Receiving Documents Open

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Interface, one can run the Receiving Transaction Processor to process these transactions and create receipts in the host system. Please refer to Oracle Purchasing Open Interfaces and APIs manual for detailed information on how to make use of Receiving Documents Open Interface to update receipt information in the host system.

6.

Integration artifacts from Oracle

Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to transfer data between the distributed eAM instance and the host ERP instance. Following are the ODI maps that Oracle provides to facilitate the integration between the distributed eAM system and the host ERP system. a) ODI map for work order and work order requirements, which can be used to sync up work order and work order requirements. b) ODI map for work order completion. The ODI map will sync up completed work order between the distributed eAM and host ERP instance. c) ODI map for resource transactions. The ODI map will push resource transactions from distributed eAM instance to the host ERP instance for Costing. d) ODI map for material transactions. The ODI map will push material transactions from distributed eAM instance to the host ERP instance for Costing. e) ODI map for purchase requisitions. The ODI map will push purchase requisitions from distributed eAM instance to host ERP instance so that the corporate Purchasing can act upon the requisition and create Purchase Orders to procure the parts. Besides Oracle will provide a host of web services to facilitate the communication between the distributed eAM instance and the host ERP instance. a) Web service to create and update asset numbers and rebuildables. The web service will help to sync up assets and asset updates between the distributed eAM and host ERP instance b) Web service to create and update asset groups and activities. The web service will help to sync up asset groups and activities between the distributed eAM and host ERP instance c) Web service to create and update Maintenance BOM and Maintenance Routings. The web service will help to sync up Maintenance BOM and Routings between the distributed eAM and host ERP instance d) Web service to sync up asset activity association. The web service will help to sync up asset activity associations between the distributed eAM and host ERP instance so that the asset activity associations can be used by an eAM work order e) Web service to sync up work order and work order requirements. The web service will help in incremental sync up of work order and work order requirements

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f) Web service to sync up work order completions. The web service will help in incremental sync up of completed work orders between the distributed eAM and host ERP instance g) Web service for resource transactions. The web service will help in incremental sync up of resource transactions between the distributed eAM and host ERP instance

7.

Supported Features

The below table summarizes some of the key maintenance business flows/features and their support in the distributed implementation mode. Flow / Feature Supported Comments/ Prerequisites Request to Resolution - Work Request - Work Order definition - Material & resource transactions - Direct Item and OSP Procurement - Work Order Completion Plan to Maintain - Preventive Maintenance setups - PM Simulate and Run - Work Order definition - Material & resource transactions - Direct Item and OSP Procurement - Work Order Completion Asset Groups are not transactable prior Asset Transactability, to R12. Maintenance family of organizations Failure Analysis Recommended to be done in host ERP Maintenance Budgeting instance. Limited budgeting features can be performed in the eAM instance
if Host ERP is in 11i10 or earlier.

Work Order Workflow Wireless Maintenance User Workbench Multiple Activity PM Crew Scheduling Asset Operational status and Checkin/out of assets

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Support for 21CFR Part11 Capitalization of maintenance WO costs Meter Hierarchy Asset Secured Enterprise Search Oracle reports in XML Publisher Assets on Maps-Google Maps Construction Estimating Supply Source sub inventory Single page Debrief and Express Work Order PM Enhancements Generate Next PM WO Item Cross reference search Graphical Display of Asset Network Relationship Work Order Billing

Recommended to be done in the Host ERP instance Recommended to be done in host ERP instance. Not supported if Host ERP is in 11i10 or earlier.

8.

Other Considerations / Limitations

1. For organizations using costing method other than standard costing, it is desired that the synchronization of receipts and issues of items from the distributed eAM instance to the host ERP instance are done as frequently as possible to ensure the correct sequencing of transactions. This is important in order to have the item costs reflect the reality as closely as possible. Also, work order cost reports (for both estimates and actuals) should be taken out from the host ERP instance, as the item costs would be more accurate here. 2. Long standing maintenance work typically spans multiple months of duration. When inventory periods are desired to be closed in the intervening duration, it is recommended to synchronize all the transactions done till the period end into the Host ERP instance. This will ensure the timely flow of accounting entries into General Ledger and accounted in the corrected periods. 3. Most eAM functions are expected to be performed by the users using the UIs of the distributed eAM system. Hence eAM responsibility definitions and their access in the host ERP system should be appropriately setup during implementation to prevent end users from accidentally using the wrong instance for transactions.

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Appendix
A) Deploying de-centralized purchasing and inventory
Customers can also optionally deploy purchasing and inventory along with eAM in the distributed instance if their business processes allow for the same. This deployment mode allows users to create direct item purchase requisitions from the work order and use the same PR to convert into a PO and receive against the same. This eliminates the scenario where the Purchasing and Maintenance departments would have to work with different PR and PO numbering as would have been the case when purchasing is driven by the ERP instance. In the case of MRO items, this mode of deployment would make available the on-hand availability of stocked items immediately on purchase receipt without having to synchronize the receipts from the ERP instance.

MRO Purchase Requisition

Purchase Order

Receipt to Inventory

Issue to Work Order

Release EAM Work order Distributed Instance

Direct Item Purchase Requisition

Purchase Order

Receipt to Work Order

Work Order costs are updated

ERP Instance

Syncup PO using PDOI

Sync-up Receipts using RCV_RECEIPT_ CONFIRMATION _V

Release Work order

Purchase Order

Receipts

Invoice Matching and Payments

Figure 13 : De-centralized purchasing deployment

It is recommended to synchronize the purchase order and purchase receipts (refer schematic above) to the ERP instance, so that supplier invoice matching can be done in the ERP instance. For MRO items, the purchase receipt sync-up is required to establish the on-hand balance in the ERP instance for subsequent background material issues to work order. To implement de-centralized purchasing, users need to deploy appropriately the Receipt & On-hand sync views, table changes as necessitated in the Standalone WMS implementation, to sync-up purchase orders, receipts and on-hand balance. Please refer to sections 5.2.2 and 5.6 for details of the same.

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Distributed Oracle eAM May 2009 Authors: Alexander Vaidhyan, Anju Gupta, Contributing Authors: Amit Mondal, Ajay Kalavala

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