SDLC – PEOPLESOFT INVENTORY SETUP

       FIGURES
       Figure 1: Timeline for Peoplesoft Inventory Setup/Configuration
 ...
SDLC – PEOPLESOFT INVENTORY SETUP

issues to get inventory balances into the system, and apply security changes to
the pri...
SDLC – PEOPLESOFT INVENTORY SETUP

Updates are delivered by Oracle and as a rule at UTHCT are applied on an as
needed basi...
SDLC – PEOPLESOFT INVENTORY SETUP
Figure 1: Timeline for Peoplesoft Inventory Setup
                                      ...
SDLC – PEOPLESOFT INVENTORY SETUP
                                                                                        ...
SDLC – PEOPLESOFT INVENTORY SETUP
                                     ~~~~~~~~~~~~~~~FSPROD~~~~~~~~~~~~~~~~
*Create new I...
SDLC – PEOPLESOFT INVENTORY SETUP
Run Cost Rollup – for BU:                 (Critical & Time Consuming)                   ...
SDLC – PEOPLESOFT INVENTORY SETUP
Figure 2: Conceptual Process Flow



           Peoplesoft Inventory
              Proce...
SDLC – PEOPLESOFT INVENTORY SETUP
Figure 3: Proposed Solution - Mobile Par Level Updates


Proposed Solution: Performing P...
SDLC – PEOPLESOFT INVENTORY SETUP
Figure 4: Inventory Terminology


Inventory devices:
Terms                    Descriptio...
Upcoming SlideShare
Loading in …5
×

SDLC Peoplesoft Inventory - Surgery Implementation

2,762 views
2,695 views

Published on

Project Mgr over this project as well Lead Technical

0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
2,762
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
25
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

SDLC Peoplesoft Inventory - Surgery Implementation

  1. 1. SDLC – PEOPLESOFT INVENTORY SETUP FIGURES Figure 1: Timeline for Peoplesoft Inventory Setup/Configuration Figure 2: Conceptual Process Flow Figure 3: Proposed Solution - Mobile Par Level Updates Figure 4: Inventory Terminology This section of the document records the various versions or releases of this document. Version Description Distribution Date Author Department Ex.1 First Draft Whole Doc XX/XX/XX First & Last Name 1.0 First Draft Whole Doc 10/05/2007 Jacqueline Samples IT 2.0 Second Draft Whole Doc 11/02/2007 Jacqueline Samples IT 3.0 Third Draft Whole Do 11/09/2007 Jacqueline Samples IT DISCOVERY: The requirement need is to setup and configure inventory for Surgery and Anesthesiology department items, within the Peoplesoft Financials applications. The need for this change is due to the current inventory process for both departments are administered manually. The current approach is labor intensive and time consuming where in the resources utilized to process manually should be focused on more efficient duties. The use of the inventory module would automate the processing of inventory items for Surgery and Anesthesiology and allow for more efficient processing and better use of resources. At UTHCT the Inventory module is currently used by Stores and Plants department to administer the inventory. At the time of implementing the two departments (08/05) the UOMs (unit of measure) were not defined for all items. In the instance of time neither dept., was included in the original project. This request can be accomplished through delivered Peoplesoft Financials SCM (supply chain management) functionality and would not require any customizations as currently defined. SYSTEM DESIGN: To ensure the requirements were captured properly I met with Crystal Smith on October 2nd. She expressed what she was looking for, as well as I summarized the functionality and usage of the Inventory module. The user ultimately conveyed a need to have the setup and configuration to mirror Stores and add the bar code label functionality. The primary task to setup inventory is to establish a new inventory business unit, setup Standard Cost as the preferred Cost Element, setup of location and levels, format all surgery inventory item numbers to begin with a specific number (e.g. 5xxxxx), prepare inventory items for import, import the inventory items via component interface (delivered ps tool) from an existing excel spreadsheet which is a list of 1000+ items, apply configuration for bar code labels, print bar code labels, do express 1
  2. 2. SDLC – PEOPLESOFT INVENTORY SETUP issues to get inventory balances into the system, and apply security changes to the primary users for accessibility. SYSTEM DEVELOPMENT: The component interface is a Peoplesoft Financials tool designed to import data from a 3rd party source into Peoplesoft. Excel is the source used to extract the data. Both departments have catalogued all of their items into an excel spreadsheet and the items count is in excess of 1000 for Surgery and just over 254 for Anesthesiology. The format of the spreadsheets is different for each department but includes all items currently in use. For surgery there are approximately 10 different locations, in which items are housed. The process of importing the items from the spreadsheet to the PS_Master_Item table is comprised of several sequential steps that would begin with o creating/assigning an inv_item_id for each item listed in the spreadsheet o formatting the spreadsheet with the applicable fields that correspond to PS_Master_Item table o Configure the parameters to run CI tool o Execute the CI tool to import the items into the Master_Item table o Error clean-up of items that did not import o 2nd run of the CI tool to import the remaining items (there may be multiple iterations of CI running to import all items after resolving the errors. TESTING AND DEBUGGING: The setup and configuration will take place in FSTEST to ensure all components work as designed. This will also point out any issues prior to the go live in the production environment. Testing and validation will be necessary for the end-user to confirm the requirement is met as described. IMPLEMENT: Move to FSPROD – all inventory configurations for surgery is applied as in the FSTEST environment. SYSTEM & ROUTINE MAINTENANCE: This would encompass adding new items and or deleting existing items. Run the Cost Rollup & Cost Production Update (these two processes keep standard cost nsync and updated) processes on a routine basis. Changing the locations on-line as needed. 2
  3. 3. SDLC – PEOPLESOFT INVENTORY SETUP Updates are delivered by Oracle and as a rule at UTHCT are applied on an as needed basis and may or may not impact the Inventory module. PROJECT EVALUATION: To Be Determined 3
  4. 4. SDLC – PEOPLESOFT INVENTORY SETUP Figure 1: Timeline for Peoplesoft Inventory Setup % TARGET REQUIRED TASK STEPS DESCRIPTION TIME COMPLETE RESOURCE DATE OF TASK ~~~~~~~~~~~~~~~FSTEST~~~~~~~~~~~~~~~~ *Create new Inventory Business Units =  ‘UTSUR’ or ‘UTSRG’ – Surgery or ( end-user preference) 15 min 11/15/07 100% JS  ‘UTANS’ Associate existing Cost Book = ‘INVI‘ with new BU  ‘UTSUR’ - Surgery 5 min 11/15/07 100% JS  ‘UTANS’ - Anesthesiology Create new Cost Profile = ‘Default’ – Will reflect standard as the desired cost profile 15 min 11/15/07 100% JS Setup a Cost Profile Group 10 min 11/15/07 100% JS Assign Cost Book & Cost Type to the Inventory for business units: 11/15/07 30 min  ‘UTSUR’ – Surgery 100% JS 30 min  ‘UTANS’ – Anesthesiology Setup new Putaway locations 3 hrs 11/15/07 100% JS Assign format for Surgery & Anesthesiology inventory items JS ‘UTSUR’ - 5XXXXX 15 min 11/15/07 100% ‘UTANS’ – 6XXXXX Assign standard UOM (unit of measure) for inventory items JS  ‘UTSUR’ 6 hrs 11/17/07 100%  ‘UTANS’ Upload new items through Component Interface – (Critical & Time consuming)  Existing cost book 32 hrs 11/30/07 65% JS / ED  Cost profiles  Profile groups *Setup Locations and associate with new Surgery Inventory Business Unit 3 hrs 12/04/07 JS / CS / ED Setup attributes for each label type  Storage Location labels 1 hr 12/05/07 JS  Item Storage Labels  Item Usage Labels??? Define/Setup Bar Code number convention (alpha or numeric) 3 hrs 12/06/07 JS / ED Configure Bar Code label printer 2 hrs 12/07/07 JS  Intermec – Easy Coder Generate Bar Code labels (stores has labels in stock)  Pass flat file to in-house label printer 4 hrs 12/10/07 JS / CS / ED  Affix labels to location/bins/items *Setup and associate accounting rules ‘chartfields’ for Inventory BU - existing accounting rules  ‘UTSUR’ - Surgery 3 hrs 12/11/07 JS  ‘UTANS’ - Anesthesiology 4
  5. 5. SDLC – PEOPLESOFT INVENTORY SETUP % TARGET REQUIRED TASK STEPS DESCRIPTION TIME COMPLETE RESOURCE DATE OF TASK Validation of mapping between new Inventory BU versus accounting rules (chartfields) – how this appear in the GL 3 hrs 12/11/07 JS  ‘UTSUR’ – Surgery  ‘UTANS’ - Anesthesiology Run Cost Rollup – for business units: (Critical & Time Consuming)  ‘UTSUR’ – Surgery 4 hrs 12/12/07 JS  ‘UTANS’ - Anesthesiology 12/13/07 Review Costs – N/A (validate the new standard cost that the system will populate) TBD 12/14/07 JS Run Cost Update – for business units:  ‘UTSUR’ - Surgery 2 hrs 12/17/07 JS  ‘UTANS’ – Anesthesiology 12/18/07 Physical Inventory or Express Issues (no balances so we need to do EI 1 st time only) 10 hrs 11/19/07 CS / SG / CR Reopen Inventory Business Unit  UTSUR – Surgery 10 min 12/21/07 JS/ CS / CR  UTANS – Anesthesiology PS Inventory End-User Training - If schedules permit I am proposing Christy Roy to conduct training 2 hrs 12/27/07 CS/ CR / SG Verify schedules Functional Testing  Unit 01/03/07 16 hrs CS / SG  User Acceptance 01/04/07  01/07/07 Buffer Days – For use in case we get behind 16 hrs 01/08/07 _________ ____________ 5
  6. 6. SDLC – PEOPLESOFT INVENTORY SETUP ~~~~~~~~~~~~~~~FSPROD~~~~~~~~~~~~~~~~ *Create new Inventory Business Units =  ‘UTSUR’ – Surgery 15 min 01/10/07 JS  ‘UTANS’ – Anesthesiology Associate existing Cost Book = ‘INVI‘ with new BU  ‘UTSUR’ - Surgery 15 min 01/10/07 JS  ‘UTANS’ - Anesthesiology Create new Cost Profile = ‘Default’ – Will reflect standard as the desired cost profile 15 min 01/10/07 JS Setup a Cost Profile Group 10 min 01/10/07 JS Assign Cost Book & Cost Type to the Inventory for business units:  ‘UTSUR’ – Surgery 1 hr 01/10/07 JS  ‘UTANS’ - Anesthesiology Setup new Putaway locations 2 hrs 01/10/07 Assign format for Surgery & Anesthesiology inventory items ‘UTSUR’ - 5XXXXX 15 min 01/11/07 ‘UTANS’ – 6XXXXX Assign standard UOM (unit of measure) for inventory items  ‘UTSUR’ 8 hrs 1/11/07  ‘UTANS’ Upload inventory items through Component Interface (Critical & Time consuming)  With new cost book 01/16/07 16 hrs JS  Cost profile  Profile groups *Setup Locations and associate with JS / CS / ED /  ‘UTSUR’ – Surgery 2 hrs 01/17/07 SG  ‘UTANS’ - Anesthesiology Setup attributes for each label type  Storage Location labels 50 min 1/17/07 JS  Item Storage Labels  Item Usage Labels??? Define/Setup Bar Code number convention (alpha or numeric) 2 hrs 1/18/07 JS / ED Configure Bar Code label printer JS 1 hr 1/18/07  Intermec – Easy Coder Generate Bar Code labels (stores has labels in stock)  Pass flat file to in-house label printer ________ __________ _________ ___________ *Setup and associate accounting rules ‘chartfields’ for new Surgery Inventory Business Unit - existing JS accounting rules 1hrs 1/21/07  ‘UTSUR’ - Surgery  ‘UTANS’ - Anesthesiology 6
  7. 7. SDLC – PEOPLESOFT INVENTORY SETUP Run Cost Rollup – for BU: (Critical & Time Consuming) 1.5 hrs 1/21/07 JS  UTSUR – Surgery  UTANS – Anesthesiology Review Costs – N/A (validate the new standard cost that the system will populate) based on FSTEST TBD 1/21/07 JS Run Cost Update – for business units: 2 hrs 1/21/07 JS  ‘UTSUR’ – Surgery  ‘UTANS’ – Anesthesiology Physical Inventory or Express Issues (no balances so we need to do EI one time only) (Critical & Time Consuming) 10 hrs 01/22/07 CS 01/23/07 Reopen Inventory Business Unit 10 min 01/23/07 CS  UTSUR – Surgery  UTANS – Anesthesiology Start Processing with new setup ------------ 01/23/2007 ------------- ---------------- Total Project Hours – Inventory Setup for Surgery 291 Resource Legend: Crystal Smith – Surgery Shawn Green - Surgery Christy Roy – Stores Jacqueline Samples – IT Emily Dews - IT Annie Freeman – Acctg 7
  8. 8. SDLC – PEOPLESOFT INVENTORY SETUP Figure 2: Conceptual Process Flow Peoplesoft Inventory Process Flow Putaway Receipts (020) Express Issue Replenishment (030) EDC Bar Code (electronic data Ready Collection) Peoplesoft Financials Transaction Inventory Requisition Wedge page Tools that connect to wedge Scanner Wand PDA / Scanner Data is downloaded and or synchronized via these tools Physical Inventory (040) Purchase Order Cycle Count Adjustments (041) (050) -( ): Inventory Processes are denoted by a transaction code beneath it. 8
  9. 9. SDLC – PEOPLESOFT INVENTORY SETUP Figure 3: Proposed Solution - Mobile Par Level Updates Proposed Solution: Performing Par Counts via Mobile Scanner Tool Needed – any PDA that is Windows CE compatible (interface with PS) Examples – Motorola MC50 and MC70 With this approach the par level update processing takes place through the use of a PDA with the following steps: o Connect PDA to wedge and must be on a machine with PS Financials o Download Inventory par information o Use PDA device to obtain par counts by location o Dock device to iniate synchronization process this updates par levels within the Inventory module o By location o actual item o The frequency of updating the par levels can take place as often as the information is downloaded and based on how the business processes are defined. Required Setup: o Configuration of the PDA o Configure settings in PS Financials Inventory to read PDA Delivered PS Financials Functionality: o Inventory Master Item o Par locations / levels o Bar code ready - Enabled o Technology to send & receive data via o Electronic data collection 9
  10. 10. SDLC – PEOPLESOFT INVENTORY SETUP Figure 4: Inventory Terminology Inventory devices: Terms Description Scanner A electronic device that electro-optically converts optical information into electrical signals Wand Scanner A handheld scanning device used as a contact bar code or OCR reader Cordless handheld A handheld scanning device that transmits the data wirelessly to a base station attached to a PC Windows CE Operating System designed for portable and handhelds computers Peoplesoft Inventory : Term Description Putaway Is the method to stock inventory items Express Issue Use this method to enter the information required to get the requested stock to the customer. You can create internal orders, external orders, interunit transfers, and return-to-vendor orders from this component. Best used when you process small orders of stock Physical Inventory A wall-to-wall count of all items in the PeopleSoft Inventory business unit. You must prohibit material movement for the business unit before performing this type of count. Always a system defined. Cycle Count A wall-to-wall count of all items in the PeopleSoft Inventory business unit. You must prohibit material movement for the business unit before performing this type of count. Can be system defined or manual Synchronize A method to update the same data between two sources. Replenishment The Par Location Replenishment process generates orders for items that fall below optimal quantity levels. For stock-replenished items, the process creates a separate material stock request for each business unit that supplies material to a par location. Par Location Enables you to establish stock locations that can be replenished without tracking item on-hand quantities and material movement transactions. PS - Bar codes RF – Radio Frequency are used when immediate access to the database is required. RF data collection applications produce transactions that are passed to technologies the PS applications through PS Integration Broker using XML messages. Keyboard Wedge – connects to the keyboard that has access to a workstation running PS application. A wand or laser gun connects to the keyboard wedge that inputs the bar-coded information directly into the transaction pages. Batch – data is collected in an ASCII test file then loaded into PS using inbound file publish utility EDC – Electronic Automated mechanism to import and export data from a third party source Data Collection Storage Location Use these labels on storage locations – such as aisles, rows, and bins – in a business unit. labels Item Storage labels Use these labels to identify items in a carton or storage location. Storage Container Use these labels to identify storage containers at storage locations. labels Item Usage labels Use these labels to identify medical supplies used for patients 10

×