Baan Service Master Data Management

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Baan Service

Master Data Management

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Master Data Management

Document

information

Document

Document code : UP069A US

Document group : User Documentation Document title : Master Data Management Application/Package : Baan Service

Edition : A

Date : July 1998

The information in this document is subject to change without notice. No part of this document may be reproduced, stored or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Baan Development B.V.

Baan Development B.V. assumes no liability for any damages incurred, directly or indirectly, from any errors, omissions or discrepancies between the software and the information contained in this document.

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Master Data Management i

About this document

Read this document to get an overview of the Master Data Management module’s functionality and to learn more about the functional procedures that are related to MDM.

You need no detailed knowledge of the BaanERP software to read this document. However, you are more likely to understand the contents if you are familiar with:

n The overall structure of packages, modules, and sessions within the

BaanERP software

n The general business procedures used in everyday business practice n The basic concepts of enterprise resource planning

For detailed descriptions of the module’s sessions, refer to BaanERP’s comprehensive online Help.

To use this document

Read Chapter 1, The Master Data Management (MDM) module in BaanERP, if you want to know more about:

n _{The module’s functionality}

n The relationship of the module with other modules n _{The functionality of the module’s business objects}

Read Chapter 2, Defining the general service data, if you want to know more about:

n _{The sessions in the procedure} n The results of the procedure

n _{The sessions that are related to the procedure}

n The optional sessions that are related to the procedure

Read Chapter 3, Setting up the service organization, if you want to know more about:

n The sessions in the procedure n _{The results of the procedure}

n The sessions that are related to the procedure

n The optional sessions that are related to the procedure

Read Chapter 4, Defining the service item data, if you want to know more about:

n _{The sessions in the procedure} n The results of the procedure

n _{The sessions that are related to the procedure}

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Acronyms used in this document

BO Business Object

CCP Calendars and Periods

CFG Configuration Control

CLM Call Management

COM Common Data

CTM Contract Management

IBD Item Base Data

MCS System Tables

MDM Master Data Management

SBOM Service Bill of Materials

SOC Service Order Control

SPC Service Planning & Concepts

Legend

Mandatory session

Indicates a mandatory session

Optional session

Indicates an optional session

Mandatory business object

Indicates a mandatory business object

Optional business object

Indicates an optional business object

CF

Indicates a package

PCS Indicates a module

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Master Data Management 1-1

n The MDM concept as applied in BaanERP n _{MDM functional procedures}

n The modules related to MDM

n The functionality of MDM business objects

1.1 The MDM concept as applied in BaanERP

You can use MDM to maintain the general service data that is required in Baan Service. Because the data in MDM is used in many other Baan Service

modules, it is defined in a separate module. The master data can be subdivided into the following groups:

n _{General service data} n Service organizational data n Service item data

Figure 1 shows how MDM is positioned in BaanERP.

Basic data COM CCP MDM Service Configuration Control CFG Service Contract Management CTM Service Call Management CLM Service Concepts, Planning &

Control

SOC SPC

Figure 1, MDM within BaanERP

MDM acts as a library module. All of the general data that is used in the other modules of Baan Service is stored in this module.

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The Master Data Management (MDM) module in BaanERP

1.2 MDM’s functional procedures

MDM contains the following procedures:

n Defining general service data

n Setting up the service organization data n Defining the service item data

1.3 The modules related to MDM

Figure 2 shows the modules that are related to MDM

MDM CFG CTM CLM SPC SOC IBD MCS COM CCP EMM

Figure 2, The modules related to MDM

MDM uses from:

n Item Base Data (IBD) module, the item data as the source for the service

item data.

n System Tables (MCS) module, the department data as the source for the

service centers. The currencies data is used for service item prices, labor rates, and so on.

n Common Data (COM) module, the employee data used to define the service

employees.

n Calendar and Periods (CCP) module, the availability type used to link to

service types.

n Enterprise Management (EMM) module, the currency and the exchange rate

definition can be made.

n _{Configuration Control (CFG) module, the object groups to relate item data}

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The following modules are also related to MDM.

n The Service Planning and Concepts (SPC) module controls the maintenance

planning aspects for the service items.

n The Service Order Control (SOC) module handles the planning of service

orders that are to be carried out on installations. The service employees are allocated and planned based on their skills and service center. Traveling costs can be determined based on the service areas of the service employee and the installation.

n The Contract Management (CTM) module uses the service areas to

determine the traveling terms. It also uses service-item prices and labor rates to determine the service-contract price. Service types can be used to define contract terms.

n The Call Management (CLM) module uses:

− Service centers and service employees to assign calls

− Service areas as a search criteria to locate the configuration that is related to a call

n _{The Configuration Control (CFG) module uses the distance zones, the}

service areas, and the service centers as site location data for the

configuration. The service employees can be related to a configuration and object in the CFG module.

1.4 The functionality of MDM’s business objects

MDM contains the following business objects:

n _{General Service Data} n Service Organization n _{Service Item Data}

For optimal use of the Baan Service, it is recommended that you fill in the data in this module as extensively as possible.

Figure 3 shows the main flow between the business objects.

General Service Data

Service Item Data Service Organization

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General Service Data

In the General Service Data business object you can define the data for the general service information. You must enter such master data as fully as possible especially the service parameters. The General Service Data business object is comprized of the definition, modification, and so on, of the following subjects:

n _{Labor rates}

n Tasks

n _{Hourly labor types} n Service types

n Checkslists and checks by checklists

Service Organization

In the Service Organization business object you can define the data that is related to a service organization. Baan Service makes use of a great variety of data, which concerns the service organization as a whole.

Service centers can be defined to distinguish organizational units in a service organization. Different service areas can be defined, based on ZIP-code (also known as postal codes) ranges. The service areas can be related to service centers and warehouses.

Service kits, which are related to each other based on their functionality, can be defined as service-kit types, for planning purposes.

In addition to service areas, distance zones and zone classes can be defined, which can be used to determine traveling costs.

The service employee’s knowledge, experience, and skills can be defined in Baan Service. You can also link the service car to the service employee. Service Item Data

In the Service Item Data BO, the data for service items or the default data for a service item group can be defnined.

You can define maintenance concepts for these service items. The service items can also be used to create a service bill of material (Service BOM), a service contract or a service order.

Within this BO it is possible to define the price lists for service activities on a certain service item. When service contracts are defined or the price of an individual service order is determined, service costs can be calculated based on a standard price list. This price list is defined for an item or a reference activity, and is always in combination with a service type. You can globally update the prices within these price lists.

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This chapter describes:

n How to set the general parameters for Baan Service

n How to define labor rates, tasks, hourly labor types, and service types n How to define checklists and checks

n The optional sessions that can be used when you define the general service

data

2.1 Setting up the general service parameters

To ensure proper operation of the Baan Service package, general service parameters must be set up before you use this package. In the General Service Parameters (tsmdm0100s000) session you can set the parameters for:

n _{Time units}

Time unit parameters must be set for: − Labor rates

− Duration of service activities or traveling − Base hours

n Skill conditions

These parameters are used to allocate the suitable service engineer to carry out a service order.

n Item revision

If revision control for items is used (see the EDM Parameters

(tiedm0100s000) session), item revision parameters can be used for revision control in Baan Service.

n Traveling

These parameters can be used when traveling costs are involved in the service-order procedure.

n Sales-price search method

You can set a search method for retrieving the sales price of items to determine:

− The material terms of service contracts, service-contract quotations, service-contract templates, warranties, and service-order quotations − The material costs of a service order

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Defining the general service data

2.2 Defining labor rates, tasks, hourly labor types, and

service types

Figure 4 shows the steps you must perform in this procedure. Step 3 and step 4 do not have to be performed in this sequence.

Labor Rates (tsmdm0110m000) 1 Tasks (tsmdm0515m000) 2

Hourly Labor Types (tsmdm0125m000)

3

Service Types (tsmdm0130m000)

4

Figure 4, Defining general service data

The procedure consists of the following steps.

Step 1 Labor Rates (tsmdm0110m000)

You can use this session to define the labor rates that are used in Baan Service. The labor rates can be linked to:

n _{Labor terms of contracts, contract templates, contract quotations,}

service-order quotations, and warranties

n _Tasks

n Skills

n _{Service centers}

n Service-order estimated labor costs n _{Reference activity}

Step 2 Tasks (tsmdm0515m000)

This session must be used to define tasks. These tasks can be used in:

n _{Labor terms of contracts, contract templates, contract quotations,}

n Service-order estimated labor costs

Service hours accounting Note

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Step 3 Hourly Labor Types (tsmdm0125m000)

In this session you can specify surcharges for regular hours and overtime hours. The hourly labor types can be used in:

n Labor terms of contracts, contract templates, contract quotations,

n Service-order estimated labor costs n Service hours accounting

Step 4 Service Types (tsmdm0130m000)

Service types are used to predefine the sequence in which service activities must to be carrried out and to determine the cost amounts involved according to a certain type of service. The service types can be linked to:

n Terms and coverage terms of service contracts, service-contract templates,

service-contract quotations, service-order quotations, and warranties

n Service activity price lists

n _{Objects and activities by service-order quotation} n Service-order activities

n _{Reference activities and planned activities}

2.3 Defining checklists and checks

Checklists are optional and can be used to group together specific checks so that more than one check can be defined for a service activity. Checklists can be used when a service activity is being carried out. The service engineer can use the checklist for, example,:

n To find out the actual cause of a problem

n _{To carry out an inspection before doing maintenance}

Figure 5 shows the steps that must be taken to define a checklist.

Checklists (tsmdm0140m000) 1 Checks by Checklist (tsmdm0145m000) 2

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The checklist procedure consists of the following steps.

Step 1 Checklists (tsmdm0140m000)

You can use this session to define the checklist. The checklist can be linked to:

n _{A solution in the Solution Control (tsclm3540m000) session}

n A service-order activity in the Service Order Activities (tssoc2510m000)

session

n A reference activity in the Reference Activities (tsspc1500m000) session

and a planned activity in the Planned Activities (tsspc2500m000) session When you print the service-order documents, you can select to print these checklists.

Step 2 Checks by Checklist (tsmdm145m000)

In this session you can define the checks, and the associated answers, on the checklist.

2.4 To use optional sessions in the general service data

procedure

You can use the following optional sessions in the general service data procedure.

n Report sessions

To print the general service data, use the following sessions: − Print Labor Rates (tsmdm0410m000) session

− Print Tasks (tsmdm0415m000) session

− Print Hourly Labor Types (tsmdm0425m000) session − Print Service Types (tsmdm0430m000) session − Print Checklists (tsmdm0440m000) session

− Print Checks by Checklist (tsmdm0445m000) session − Print Service Parameters (tsmdm0400m000) session

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n How to set up a service organization that contains:

− Service centers

− Service areas, which includes ZIP-code ranges

− Service employees with associated skills and service cars − Service kits

− Distance zones and distance classes

3.1 Setting up service centers and service areas

This procedure describes how to enter the structure of a service organization, which is part of a larger organization into Baan Service. To represent the structure of independent service companies within larger business organizations, multi-site facilities are required. These facilities allow the relation between multiple business units to be recorded in Baan Service. To distinguish organizational units within service organizations, service centers can be defined as main service-centers and sub service-centers. In addition to the normal service center functionality, main service center allow aggregation of data from the sub service-center to the main service-center level. For example, if service orders are planned for a main service-center, they will also be planned for the sub service-center. Different service areas can be

distinguished within one service center. Service areas are mainly relevant to companies that deal with external maintenance.

Figure 6 shows the steps that must be taken to define service centers and service areas. Service Center (tsmdm1500m000) 2 Service Areas (tsmdm1505m000) 3

ZIP Code Ranges (tsmdm1125m00)

4

Departments (tcmcs0565m000)

1

Figure 6, Defining service centers and service areas

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Setting up the service organization

The following steps apply to this procedure:

Step 1 Departments (tcmcs0565m000)

A service center is derived from a department that is defined in the Departments (tcmcs0565m000) session. In this session you can define the department. For more information, refer to the System Tables (MCS) module of Baan Common. Figure 7 shows an example of how service centers can be organized within service areas. Main Service Center Sub Service Center Sub Service Center Sub Service Center Main Service Area Sub Service Area Sub Service Area Sub Service Area

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Step 2 Service Center (tsmdm1500m000)

You can use this session to define the details of a service center. You can also set the default series number for:

n Service-contract quotations and service contracts that are handled in the

CTM module.

n _{Service-order quotations, service orders, and field change-orders that are}

handled in the SOC module.

n Calls that are handled in the CLM module.

Step 3 Service Areas (tsmdm1505m000)

In this session the general data and the traveling data of the service areas must be defined.

Step 4 ZIP Code Ranges (tsmdm1125m000)

You can use this session to specify the zip code ranges related to service areas within a county.

3.2 Registering service employees and associated skills

Service-employee data is needed in Baan Service to plan and carry ut service orders.

Figure 8 shows the steps that must be taken to register the service employee data. Service Car (tsmdm1545m000) 1 Service Employee (tsmdm1540m000) 2a Skills (tsmdm1130m000) 3 Skills by Employee (tsmdm1135m000) 4 User Defaults (tsmdm1550m000) 5 Employee (tccom0501m000) 2

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The following steps apply to this procedure.

Step 1 Service Cars (tsmdm1545m000)

You can use this optional session to define service cars that can be related to a service employees. The service cars can also be defined as mobile warehouses.

Step 2 Employees (tccom0501m000)

You can use this session to define the employees from which the service employees are derived. For more information, refer to the Common Data (COM) module of Baan Common.

Step 2a Service Employee (tsmdm1540m000)

You can use this session to register the service employee and its related data.

Step 3 Skills (tsmdm1130m000)

You can use this session to enter the skills that are required to carry out service activities. These skills can be related to:

n Service Employees in the Skills by Employee (tsmdm1135m000) session n _{Reference Activities in the Reference Activities (tsspc1500m000) session} n Planned Activities in the Planned Activities (tsspc2500m000) session

Step 4 Skills by Employee (tsmdm1135m000)

In this session you can enter the skills of the service employee. Based on these skills and the skill condition parameters in the General Service Parameters (tsmdm0100s000) session, the service employee is planned to carry out service activities.

Step 5

User Defaults (tsmdm1550m000)

You can use this optional session to set the default data of a user who is responsible for entering the following in Baan Service:

n Service contracts n Service-contract quotations n Service orders n Service-order quotations n Calls n _{Field change-orders}

The user defaults must also be defined to start certain sessions. For example, to start the Transfer Maintenance Planning to Service Orders (tsspc2220m000) session.

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3.3 Using service kits

A service kit is related to a warehouse and is therefore treated as a portable warehouse. A service kit contains components that can be used when service activities are carried out.

When service orders are planned, the planning system can check on the availability of suitable service kits.

Figure 9 shows the steps required to use service kits

Service Kit Types (tsmdm1115m000)

1

Service Kit Type Parts (tsmdm1517m000)

2 3 _{(tsmdm1510m00)}Service Kit

Figure 9, Using service kits

The following steps apply to this procedure: Step 1 Service Kit Types (tsmdm1115m000)

You can use this session to define service kit types. These service kit types are used to group service kits and can be linked to:

n Service kits n Service item n _{Default item data}

Step 2 Service Kit Type Parts (tsmdm1517m000)

This session can be used to specify the items (spare parts) that make up the service kit type.

Step 3 Service Kit (tsmdm1510m000)

You can use this session to define the service kits. These service kits can be linked to:

n A service order activity

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3.4 Using distance zones

The use of distance zones is optional. If you want to specify the travel costs within a service area, you can organize the customer sites in distance zones around the service center’s home base (service area). These distance zones must be assigned to each configuration.

For more information about configurations, refer to the CFG module description.

Figure 10 shows the steps required to use distance zones.

Distance Zones (tsmdm1120m000) 1 Zone Classes (tsmdm1121m000) 2

Figure 10, Using distance zones

Step 1 Distance Zones (tsmdm1120m000)

You can use this session to define the distance zones. These distance zones can be assigned to the configuration in the Configurations (tscfg2520m000) session.

Step 2 Zone Classes (tsmdm1121m000)

In this session you can specify the zones classes, and its callout charge per distance zone.

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3.5 To use optional sessions in the service organization

data procedure

You can use the following optional session when defining the service organization:

n Service Areas by Service Centers (tsmdm1506m000) session

You can use this optional session to view the service areas per service center.

n Service Employees by Service Center (tsmdm1541m000 session

This optional session can be used to view the service engineers per service center.

n Service Employees by Service Areas (tsmdm1542m000 session

You can use this optional session to view the service engineers per service area.

n Report sessions:

− Print Service Centers (tsmdm1400m000) session − Print Service Areas (tsmdm1405m000) session − Print Service Kits (tsmdm1410m000) session − Print Service Kit Types (tsmdm1415m000) session − Print Service Kit Type Parts (tsmdm1417m000) session − Print Distance Zones (tsmdm1420m000) session − Print Zone Classes (tsmdm1421m000) session − Print ZIP code Ranges (tsmdm1425m000) session − Print Skills (tsmdm1430m000) session

− Print Skills by Employee (tsmdm1435m000) session − Print Service Engineers (tsmdm1440m000) session − Print Service Cars (tsmdm1445m000) session − Print User Defaults (tsmdm1450m000) session

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n How to set up default item data n _{How to set up service item data}

n How to set up service activity price lists

4.1 Defining service item data

The service item data is used in every module of Baan Service. This can be, for example:

n To create a service bill of materials (SBOM) n _{To define the price lists}

n To create top objects in a configuration structure

n _{To create estimated materials in cost terms for service contracts (quotations)}

and service-order quotations

n _{For the estimated material requirements of service orders (activities),}

reference activities, and planned activities

Figure 11 show the steps that must be taken to define the service item data.

Service Item Groups (tsmdm2110m000)

1

Default Item Data (tsmdm2505m000)

2

Service Item Data (tsmdm2500m000)

3

Figure 11, Defining service item data

For details about the general item data, refer to the Item Base Data (IBD) module procedure. Figure 12 shows how the item data is structured within BaanERP.

Step 1 Service Item Groups (tsmdm2110m000)

This optional session can be used to define service item groups. You can use these service item groups to define material cost terms (relating to service contract (quotation/template), service-order quotation, and warranty) for a range of service items.

4. Defining the service item data

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Defining the service item data

Step 2 Default Item Data (tsmdm2505m000)

To enable fast data entry for service items that have certain similar

characteristics (for example, service item group, object group, warranty, life cycle, currency, and so on), you can use this optional session to define default item data for particular item types.

You can also define default data for general items in the General Item Data (tcibd0502m000) session. Refer to the IBD module description. Figure 12 shows how the item data is structured within BaanERP.

Step 3 Service Item Data (tsmdm2500m000)

You can use this session to define the service items. The service item data is composed of the following:

n The object type categorizes service items so that certain functions will only

apply to that service item. The following object types are distinguished: − Structure

− Product

− Component

− Consumable

n The service item group is used to group together service items with similar

characteristics.

n The service kit type is used to allocate service kits that you can use to carry

out service activities on the service item.

n Other data that is in this session:

− Object control data − Logistic data − Sales data

Item Groups

General Item Data General Item Data (defaults)

Service Item Groups

Service Item Data Service Item Defaults BaanERP Common

BaanERP Service

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Defining the service item data

4.2 To use optional sessions in the service item data

procedure

You can use the following optional sessions when defining the service item data:

n Service Activity Price Lists (tsmdm2520m000) session

You can use this optional session to define pricelists for service activities. These service activities can consist of the following:

− Model/Item − Reference activity − Service type.

You will also find this combination of entities in the Service Planning & Concepts (SPC) module for maintenance concepts. These pricelists are used to determine the prices of service contracts and service-contract quotations.

n Global Update of Service Activity Price Lists (tsmdm2220m000) session

This optional session can be used to update the pricelists for a range of: − Model/Items

− Reference activities − Service types

n Report sessions:

− Print Service Item Data (tsmdm2400m000) session − Print Default Item Data (tsmdm2405m000) session − Print Service Item Groups (tsmdm2410m000) session − Print Service Activity Price Lists (tsmdm2420m000) session

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Baan Service Master Data Management

Baan Service

Master Data Management

Document

information

Table of contents

About this document

1.1

The MDM concept as applied in BaanERP

1.2

MDM’s functional procedures

1.3

The modules related to MDM

1.4

The functionality of MDM’s business objects

2.1

Setting up the general service parameters

2.2

Defining labor rates, tasks, hourly labor types, and

service types

2.3

Defining checklists and checks

2.4

To use optional sessions in the general service data

procedure

3.1

Setting up service centers and service areas

3.2

Registering service employees and associated skills

User Defaults (tsmdm1550m000)

3.3

Using service kits

3.4

Using distance zones

3.5

To use optional sessions in the service organization

data procedure

4.1

Defining service item data

4.

Defining the service item data

4.2

To use optional sessions in the service item data

procedure