SDLC Peoplesoft Inventory - Surgery Implementation

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


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


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

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

4

%
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
Run Cost Rollup – for business units: (Critical & Time Consuming)
 ‘UTSUR’ – Surgery 4 hrs 12/12/07 JS
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
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

~~~~~~~~~~~~~~~FSPROD~~~~~~~~~~~~~~~~
*Create new Inventory Business Units =
 ‘UTSUR’ – Surgery 15 min 01/10/07 JS
Associate existing Cost Book = ‘INVI‘ with new BU
 ‘UTSUR’ - Surgery 15 min 01/10/07 JS
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
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
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

6

Run Cost Rollup – for BU: (Critical & Time Consuming) 1.5 hrs 1/21/07 JS
 UTSUR – Surgery
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
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
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

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

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

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

SDLC Peoplesoft Inventory - Surgery Implementation

Recomendados

Recomendados

Mais conteúdo relacionado

Semelhante a SDLC Peoplesoft Inventory - Surgery Implementation

Semelhante a SDLC Peoplesoft Inventory - Surgery Implementation (20)

SDLC Peoplesoft Inventory - Surgery Implementation