Asset Acquisition Business Process

EAM - Asset Acquisition: Maintainance Item Concept

The purpose of this topic is to show the business process for asset acquisition and establishing the maintenance strategy through the use of templates. In addition, it is to demonstrate the integration to Oracle Assets (Fixed Assets) through Oracle Asset Tracking and the value that this solution provides in Asset Lifecycle Management.

Key Field(s)
User Name/Password Responsibilities

Value
MNT/welcome or Operations/welcome Facility Operations, Vision Operations Enterprise Asset Management, Vision Operations Cost Management - SLA Vision Operations Asset Tracking Super User Maintenance Super User, Vision Operations FAC The following are examples that have been setup in Vision: Chevrolet Impala SS 2004 Chevrolet Malibu LT 2004 Dodge Ram 3500 2005 HVAC Asset Group Auto Haus Note: Supplier of your choice may be used. FleetStores

Organization Asset Group

Supplier

Subinventory

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Procedure
With R12, upon purchase order receipt, assets can be created in EAM and templates can be applied so that the maintenance strategy is established automatically. In this process, we will create and receive a PO for an Asset Group that has been setup with item attributes and maintenance templates to illustrate the automation in this process. Following receipt, we will review the asset definition and maintenance schedule in EAM. And will show the same Asset (item instance) from OAT. After receipt, the same asset can be interfaced to Fixed Assets, via concurrent processes. We will demonstrate the steps for this as well. There are several PreDemo Steps required in order for this process to work successfully, so be sure and follow these before attempting to demonstrate the FA integration. The Operating Unit used in this script is Vision Operations. The Asset Book is OPS CORP. And the eAM Organization is FAC.

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Step 1.

Action PreDemo Steps: Asset Acquisition Maintained Item 1) Set Profile Option: CSE: FA Book Type Code Select your demo instance Click the Apps Local Login button Login: profileoptions/sysadmin Query Profile: CSE: FA Book Type Code Edit Value in Site Column: OPS CORP for Vision Operations (used in this sample flow - applicable with eAM Organizations FAC, EM1 and H1) 2) Verify Depreciation is in the Current Period Login: MNT or Operations/welcome Responsibility: Facility Operations, Vision Operations (M) Fixed Assets > Set Up > Asset System > Book Controls Query Asset Book: OPS CORP Verify: Current Period & Current Fiscal Year Verify: Last Run Status=Completed IF NOT CURRENT 3) Run Depreciation (M) Fixed Assets > Depreciation > Run Depreciation Select Book: OPS CORP Enable: Close Period 4) Ensure Interface Managers are Running Verify Cost Manager is Active (M) EAM>Inventory>Set Up>Transaction>Interface Managers>Query Verify Material Transaction is Active IF NOT: Launch with Schedule for duration of Demo 5) Update Asset Group You can create a new Asset Group or used seeded examples after making the following update to the Asset Group. (M) Inventory > Items> Organization Items>Find Item: Dodge Ram 3500 2005 Purchasing: Select an Asset Category=VEHICLE-OWNED LIGHT TRUCK (or any category associated with FA BOOK=OPS CORP) Receipt Routing: User Selected - script uses Direct to minimize transactions. NOTE: Other seeded Asset Groups referenced above can be used after making the same update. Due to some pending transactions on existing eAM Assets, some Asset Groups in Vision CANNOT be used in this flow. Avoid Asset Groups for any of the Fleet Asset Groups that have Assets received into Inventory. Use only those Asset Groups referenced or create new values. Ensure that the following Item Attributes are enabled on your Asset Group, if you create new values:
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Step Action Inventory: Transactable, Serial Number Control=At Receipt Purchasing: Purchased & Purchasable, Asset Category=Select a value associated with FA BOOK Service: Track in IB, Track as Fixed Asset 6) Update Responsibility for User MNT: Responsibility: System Administrator > (M) Security > Users > Define Add Responsibility: Cost Manager SLA, Vision Operations

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Step 2.

Action Create & Approve a PO for the Asset Group. If you are not familiar with Purchasing, it is suggested that you attend the appropriate product training. For this flow, you will need to create & approve a PO with shipment to the EAM organization you are using. As with any purchase, settings on the supplier and item impact steps in PO creation, approval & receiving. The item attributes for Asset Group determines what happens down stream. In Vision, we have setup several Asset Groups enabled for Purchasing, Inventory, to create FA, Track in Install Base and with established PM and Meter Templates. When creating a PO, it may be more effective to purchase a quantity greater than one (1). In this way, you can show the benefits of maintenance templates that automatically enhance the setup each eAM Asset in the group.

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Step 3. Action We have created & approved a Standard PO in Vision Operations for an Asset Group with delivery to EAM Organization FAC. We have used a Fleet type Asset Group for this process, since these represent the types of assets that would be purchased in multiple quantities and where the automated process using templates can provide productivity improvements.

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Step 4.

Action Now, we will receive the PO. In this case, the PO has been defined with Direct Delivery, so that we can demonstrate the process with a single receipt step. Again, if you are not familiar with the procurement process, please attend the appropriate product training.

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Step 5.

Action Selection of Subinventory is necessary for the receipt: FleetStore YOU MUST select a Subinventory that has "Asset Subinventory" ENABLED. You can enter the Subinventory on the PO, keeping in mind the same requirement. DO NOT select an Expense Subinventory. Select the Subinventory.

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Step 6.

Action Because the Asset Group has been defined as Serial Control upon Receipt, we are prompted to enter the SN's. For fleet, this is a perfect opportunity to capture the VIN for each vehicle. As with any serial controlled receipt, you can enter a range or individual numbers. Choose the method that best meets your customer requirement.

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Step 7. Action Now, from EAM, let's review the maintenance asset created as a result of the receipt. You can perform some of these steps in the html UI; however, there are some outstanding issues, so we have scripted this in forms to allow the work around for this to be shown. Additionally, there are several processes yet to run for the complete flow, so this avoids too many changes in User Interface. DEMO NOTE: We place this review here to allow time for the Inventory Transactions managers to process the receipt transaction. Prior to interfacing to FA, the receipt transaction must be costed. To verify this, you can view the Material Transactions and validate the Distributions. Or you can View Requests and see that the Actual Cost Worker has completed. These steps have not been included in the script. If you are not familiar with Inventory and Material Transaction processing, it is recommended that you obtain the appropriate product training. We will search using the same Asset Group that was on the PO.

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Step 8.

Action The items that were received are now visible as EAM Assets. In our example, two new assets have been received and have been enabled for maintenance.

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Step 9. Action The EAM Asset definition can be edited as needed to provide a complete maintenance setup for the asset. Updating the EAM Asset information can now be performed as with any EAM Asset (as we have done in prior releases). DEMO NOTE: Change the Asset Number to match the Asset Serial Number & Save. There is a current GOTCHA when viewing Meters created from Templates (which we have in place for this Asset Group) and this work around avoids the issue. Additional data fields can be updated to support maintenance processes. In this case, we have added the Asset Category, Department, Area, Accounting Class and established the asset in the hierarchy, by adding a Parent Asset. Next we will review the Meter that has been automatically created for the Asset. See Demo Note in this Step before proceeding. Select the Meters Button.

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Step 10.

Action Using predefined Meter Templates, assigned to the Asset Group, the Meter is automatically established for the EAM Asset. Now we will review the Associated Activities for the Asset. Close the Meters form and Select the Associate Activity Button.

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Step 11. Action Predefined Activity Templates result in the associated activities automatic assignment for the EAM Asset.

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Step 12.

Action The Location defaults from the receipt organization and subinventory.

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Step 13. Action At this point, the Fixed Asset association has not been created. We will run the processes to do this following a review of the PM Schedule for the Asset. Templates have also been applied to automatically create the PM Schedule for these assets.

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Step 14.

Action You can search for PM Schedules as desired - here we will use Asset Group, for consistency with the earlier queries and the PO.

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Step 15. Action Note the Asset that we edited is displayed in the results as well as the other asset that we just received.

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Step 16.

Action From here, let's review the details of the PM Schedule. Click the Oracle Applications - ADS Vision object.

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Step 17. Action Using PM Templates, the schedule for this asset was created automatically upon receipt. Note that this is setup in the Set Name=Fleet. Also take note that there are multiple activities on the schedule - another feature introduced in Vision with R12.

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Step 18.

Action Using the Meter Template, the associated meter was created and will be used with the defined Rules for the PM Schedule. Click the Meter Rules object.

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Step 19. Action Service Date & Meter Reading information can also be viewed. Since this asset has just been acquired, the default reading for the service is zero (0). Click the Last Service Info object.

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Step 20.

Action The same asset can be viewed from OAT. To perform this, we will change responsibility to: Asset Tracking Super User. Using the same Asset Group (Item), we will search for the Item Instances. As in the search from EAM, the results include a number of instances. Here we can see those that we just received and updated in EAM. The details for this instance can also be reviewed. Click the Item Description link.

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Step 21. Action The details for the item instance are arranged within the tabs. In the General tab, the Organization, eAM Asset Description (Instance Name) display. Also note that the Accounting Classification is Inventory. This value will change after we create the Fixed Asset. Click the Maintenance tab.

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Step 22.

Action A new Maintenance tab in OAT displays the EAM Asset information for maintenance. Note: Having content in this page, is another reason that we used forms for updating the Asset prior to showing this view.

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Step 23. Action The EAM Meter (Counter) can also be viewed. Click the Counters tab.

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Step 24.

Action The Location tab contains the specifics regarding the EAM Asset Location, Organization and Subinventory. Click the Location link.

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Step 25. Action The Transaction History provides the detailed transactions. Click the Transaction History link.

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Step 26.

Action The transaction results show the PO Receipt and the Maintenance Asset Creation.

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Step 27. Action Just as in the eAM Asset view, OAT will reflect that the Fixed Asset record has not yet been created. Click the Select to show Asset information link.

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Step 28.

Action Last, we will review the Asset Hierarchy, using the responsibility Maintenance Super User, Vision Operations. After searching for the parent Asset associated with one of the newly purchased assets, you can see that the EAM Asset & the VIN (entered as the SN for the asset at receipt) is now part of the hierarchy. The asset has been established and now part of maintenance and work can be performed on the asset. Because it is inventoried, it can also be transferred to another EAM Organization should the asset change location or require service in another maintenance organization. You can review Details, Meters, Configuration History, etc. as you would for any eAM Asset. Now, we will return the transaction and flow it the rest of the way from Receipt to Fixed Assets. Reminders: 1) The receipt transaction MUST BE Costed. 2) Depreciation must be processed to the Current Period.

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Step 29. Action Change Responsibilities: Cost Manager - SLA Vision Operations Once the Inventory Manager has run to cost the material receipt, the Subledger Accounting process is required to run. Demo Suggestion: Have another team member run these processes while you demonstrated the eAM Asset record in eAM and OAT. Click the Create Accounting object.

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Step 30.

Action The Create Accounting is a concurrent process, requiring the following parameters: Ledger: Vision Operations All other parameters default. Submit this process and allow it to complete before launching the next process.

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Step 31. Action Change Responsibility to: Asset Tracking Super User Click the Submit a New Request object.

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Step 32.

Action Select the process Create Assets: Interface Inventory Transactions to Oracle Assets. This process will pass the Asset information to Oracle Assets.

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Step 33. Action Enter the following parameters for this process: Inventory Item: (Asset Group) Dodge Ram 3500 2005 Organization: FAC- Facility Maintenance Operations Submit and Verify that the process Completes.

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Step 34.

Action You can View Output to see that the transaction has been processed. Now, from Fixed Assets, the final step in the process can be run - Post Mass Addition.

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Step 35. Action From either Asset Tracking Super User or Facility Operations, Vision Operations Responsibility, run Post Mass Additions. Select the Post Mass Additions.

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Step 36.

Action Enter the parameter: Asset Book: OPS CORP Click the OK button.

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Step 37. Action Submit the process.

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Step 38.

Action Once the process is completed, you can view the Mass Additions Posting Report. Here we see that 2 new Fixed Asset Numbers have been created. Now we will return to eAM and OAT to confirm that the integrated process has synchronized the Maintenance Asset with the Fixed Asset. You can review this from html or forms - both will be shown here, but you can choose the interface that best meets your demonstration.

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Step 39. Action From Forms, search for the Maintenance Asset. Again for consistency, we have used the Asset Group that was on the PO.

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Step 40.

Action Select the Asset and Open to view details. Select (T) Others and confirm that the Fixed Asset Category & Number and now linked to the Maintenance asset. The Synchronized checkbox has been enabled.

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Step 41. Action From eAM Maintenance Super User, search for the Asset and confirm that the FA Number is associated to the Maintenance Asset. Click the Fixed Asset Number link.

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Step 42.

Action The link for the FA Number will display the FA Information about this Asset, including Books, Assignments, etc. Finally, we will review the Asset from OAT and view Transaction History.

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Step 43. Action From the Asset Tracking Super User, search for the Assets. We have used the Item (Asset Group) again for consistency. Select an Asset to view. Click the Description link.

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Step 44.

Action Note that the Accounting Classification has changed from Inventory to Asset.

45.

From here you can also View the Asset information, just as we did from maintenance. Click the Assets link.

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Step 46. Action The Fixed Asset information is displayed with a link to the FA Number. Click the Asset Number link.

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Step 47.

Action The FA Information is displayed and you can drill into the Asset Book for additional information. Click the OPS CORP link.

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Step 48. Action Here you can review the Transactions from an Asset perspective. In addition, once the Asset has been Depreciated, you can view this information as well as the Cost History. Demo Note: You might consider re-running depreciation for current month (without closing) to see depreciation value prior to drilling down to cost history. Click the Cost History link.

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Step 49.

Action The Cost History shows the Procurement Cost & Period for the Asset. Now we will view the Transaction History for the Asset to illustrate the complete integration in the process flow: Acquisition to Maintenance of a Fixed Asset. Select the View: Item Instance link.

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Step 50. Action Click the Transaction History link.

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Step 51.

Action Transaction History reflects the Application and Source for the Asset. Now we have the Receipt into Inventory, the Maintenance Asset Creation and the Asset Tieback (synchronization between Oracle Assets & eAM Asset). Point to the Results.

Step 52.

Summary This business process flow introduces the streamlined process and integration between Financials (Procurement & Assets), Supply Chain (Inventory), OAT and eAM. Assets can more easily be created for maintenance as they are purchased. This reduces duplicate efforts while improving accuracy & visibility through transaction history. The use of templates makes the maintenance definition more efficient and consistent. The FA integration provides an accurate link for maintenance and procurement. In this way, the user has full visibility of asset lifecycle with views that are important to respective operations of the organization. Each functional department has relevant data elements and transaction information for driving the respective processes - whether financial and tax information for FA or maintenance strategy and cost information in eAM for warranty and work management. Or tracking of the lifecycle through OAT Transaction History. This kind of integration in the Oracle enterprise solution adds value through efficient processing, data accuracy and consistency as well as providing the single source of truth about the lifecycle of an Asset from Acquisition to Maintenance to Retirement. End of Procedure.

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