Draft To Be Narrative State of Connecticut Page 1 of 5 Inventory Enter Inventory Business Proces

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					Draft To-Be Narrative                          State of Connecticut                                   Page 1 of 5
Inventory                                        Enter Inventory


Business Process Benefits:
PeopleSoft Inventory allows the State of Connecticut to create a strategy for receiving and putting away stock that
best suits the needs for its Inventory business units. Benefits of this process include the following:

   An integration between the Purchasing and Inventory modules that allows items that have been acquired through
    a Purchase Order to be moved into an Inventory location with a batch process.
   Directed putaway capability allows the user to define rules to enable the system to suggest the optimal storage
    locations for each putaway transaction.
   PeopleSoft Inventory offers three methods of putaway processing control: multi-step putaway, auto-putaway,
    and express putaway.


‘To-Be’ Process Narrative:
The PeopleSoft Inventory module enables the State of Connecticut to enter items into Inventory either from a
Purchasing Receipt or by manually adding the items within the Inventory module. The State of Connecticut will
utilize the Integration between the Purchasing and Inventory modules as the main method for entering items into
Inventory. When items are added to Inventory by either method, PeopleSoft saves the data to an inventory staging
table at which point the data must be processed and verified before it is finally added to the Inventory locations. The
processing and verification of the items is called the putaway process. The putaway process assigns stock to a storage
location in the Inventory business unit and adjusts the location and business unit quantities.

PeopleSoft Inventory provides three options for the putaway of Inventory Items. These options are multi-step
putaway, auto-putaway, and express putaway. Multi-step putaway enables the validation of item data in the putaway
staging tables and the adjustment of the default putaway locations to reflect the actual putaway location before
Inventory is updated. With auto-putaway, the process is streamlined and performs the same steps as the multi-step
putaway but does so in an unrestricted approach. The express putaway process is used to move stock that is not tied
to a receipt or where there is no receiving information available. The State of Connecticut will use both the multi-
step putaway and auto-putaway processes to move items into Inventory locations. Using the multi-step putaway
process, agencies will have tighter control over the putaway process and will be able to override the storage locations
entered on the receipt. The auto-putaway process will allow agencies to use a more streamlined, unrestricted
approach to putaway Inventory items.


Entering a Receiver into Inventory
PeopleSoft Purchasing allows for the receipt of inventory with an associated Purchase Order. Once the items are
received within the Purchasing module a batch process called the Receive Interface Push process transfers the receipt
information from Purchasing to the Inventory staging tables for use by the Inventory putaway process.

    Step #1 – Select Purchase Order
    When adding an item from a Purchase Order to Inventory, the Purchase Order needs to be selected and received
    against. In order to have the item added there are two requirements that need to be met. The Item being received
    must be defined for the Inventory Business Unit and the Inventory Business Unit must be included on the
    Purchase Order. The Maintain Items business process will ensure that each Item is defined for the corresponding
    Business Unit. General and Casual Receivers will be responsible for selecting the correct purchase order to
    receive against.

    Step #2 – Enter Receipt
    Once the correct Purchase Order is selected, Receipt information needs to be entered. The Receipt Quantity,
    Unit of Measure, as well as any applicable rejection information is required for the Receipt. General or Casual
    Receivers will be responsible for entering the Receipt information.




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                                            PeopleSoft Application Version 8.4
Draft To-Be Narrative                          State of Connecticut                                     Page 2 of 5
Inventory                                        Enter Inventory

    Step #3 – Pick Locations (Optional)
    After Receipt information has been entered, General and Casual Receiver will have the option of confirming the
    correct putaway locations have been assigned to the item. If a change needs to be made the Receiver can update
    the Receipt as needed. Optional information regarding the Receipt such as the container ID, Lot ID and Vendor
    Lot may also be entered when determining the putaway locations. In order to select the Inventory Locations for
    the item, the ‘Pending’ link in the INV Stat column on the Maintain Receipt page should be clicked. This action
    will open the Inventory Putaway Information page, where General and Casual Receivers will have the option for
    entering the required inventory location information.

    Step #4 – Receiver Interface Process
    The Receiver Interface Process (PO_RECVPUSH) takes any items from Receipts that have been fully received
    and moves the items into the Inventory staging tables to be further processed by the putaway process. This
    process will be run in batch. However the Agency Inventory System Technical Resources will have the ability to
    process the job on an ad-hoc basis.

    Step #5 – Manually Stage Items
    The purpose of the Manual Staging process is to add items to inventory via the Inventory module. The Manual
    Stage Data process will be utilized by Inventory Specialists when there is not a purchase order associated with
    the Inventory item. When using the manual staging data process, the item and storage location where the item is
    to be placed needs to be selected.



Putaway Processing
Once items have been inserted into the Inventory staging tables by either a manual load or from a Purchasing receipt,
the putaway processes will verify the data in the staging tables and adjust the location and business unit quantities for
the item. The three methods of putaway processing offered by PeopleSoft Inventory include the following: multistep
putaway, which provides the tightest control over the stocking process; auto-putaway, which automates much of the
stocking process; and express putaway, which enables the user to process exceptions to the regular stocking routine.
The State of Connecticut will use auto-putaway option in a batch process in order to automate the process. Currently,
agencies stated that they do not have a separate process for each step in the putaway process and the auto-putaway
option is the similar to current processes.

    Step #1 – Load Staged Item Process
    The Load Staged Items process (INPSSTGE) is run to retrieve and validate detailed information from the
    receiving line; assign each item to its putaway location or to the location specified when the item was received;
    assign a unique staging ID to the processed items; and a staged date. This process will be run in a nightly batch
    job, but the Inventory Specialist as well as the Agency Inventory Technical Resource will have the ability to
    process the job on an ad-hoc basis.

    Step #2 – Correct Staged Errors
    The Inventory Specialist will use the Correct Staged Errors page to correct any errors that occurred during the
    Load Staged Item process. Once the errors have been corrected the Load Staged Item process needs to be run
    again in order to continue the putaway process.

    Step #3 – Review Putaway Plan Report
    The Review Putaway Plan report can be used within the warehouse to facilitate in the physical movement and
    putaway of the Inventory Items. This report will be created as part of the nightly batch schedule and it will be
    the responsibility of the Inventory Specialist to view the report as needed. The report can also be re-printed on
    an ad-hoc basis by the Inventory Specialist.




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                                            PeopleSoft Application Version 8.4
Draft To-Be Narrative                          State of Connecticut                                   Page 3 of 5
Inventory                                        Enter Inventory

    Step #4 – Review Plan - Optional
    The Inventory Specialist can use the Review Putaway Plan page to view PeopleSoft Inventory’s suggested
    putaway plan for stocking items. Alternate putaway locations other than those generated by PeopleSoft
    Inventory can be selected by the Inventory Specialist.

    Step #6 –Complete Putaway
    The Inventory Specialist will run the Complete Putaway process (INPPPTWY) to update the quantities on hand
    and cost fields within the Inventory module. This is the final step in the multi-step putaway process and once it
    has completed, Inventory will contain the correct quantities for any items involved in the putaway process. The
    Complete Putaway process can be run for a specific staging ID or for all staging IDs within a Business Unit.

    Step #8 – Express Putaway Processing
    The Express Putaway page would be used to put away items that are not tied to a receipt or for which no
    receiving information is available. This page will be used by agencies that are not going to use the Inventory
    module to receive and issue items out of inventory but will only do adjustments to track the usage of items. The
    Express Issue functionality will allow Inventory Specialists from certain agencies to easily update their
    inventory items without going through the putaway processes. In order to perform the Express Putaway process,
    the Inventory Specialist needs to enter item and putaway information on the Express Putaway page. Once this
    page is saved, Inventory will be updated with the item and putaway information entered on the page.



Assumptions/Issues:
   Default Putaway locations will be used to identify the putaway locations for each item.
   A potential conversion issue of loading items, locations and quantities from legacy systems into PeopleSoft
    Inventory prior to Inventory go-live may exist. A discussion between the Inventory functional team, Conversion
    team and State Agencies will needs to be conducted.
   Any changes that were made during the physical putaway process, either to the quantity or location of an item
    will be recorded by doing a Inventory Adjustment.


Process Impact Summary:

Organizational/People Impacts:
    Inventory Specialists will be responsible for managing the Putaway Process.
    Purchasing General and Casual Receivers will be responsible for managing the Entering a Receiver into
     Inventory process.

Security/Audit Considerations:
    Agency Specialists will need to have access to the pages in the Putaway menu.

Potential Modifications:

    Software Modifications
        CR 5984 was approved to change the Process Definition for the Putaway Report from a .LIS file to a .PDF
         file.

    Interface Modifications (Inbound/Outbound) – Identify Realtime or Batch, Frequency, and volume of data
        N/A

    Policy Modifications
        N/A


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                                            PeopleSoft Application Version 8.4
Draft To-Be Narrative                          State of Connecticut                                  Page 4 of 5
Inventory                                        Enter Inventory

    Procedure Modifications
         N/A

    Statutory Modifications
         N/A

    Labor Contract Modifications
         N/A

    Training/ Web Learning Assistant Materials Modifications
         General and Program Buyers will need to be trained to enter the Inventory Business Unit on each of the
          distribution lines for a PO that contains an Inventory item.
         General and Casual Receivers will need to be trained to confirm the Inventory information when creating
          and saving a receipt.

Technical Considerations:
    N/A

Conversion Impacts:
   N/A

Configuration Impacts:
     Distribution types will need to be defined and configured.
     Default Putaway Locations will need to be defined and configured.

Potential Self Service/ eApplication Functionality:
    N/A

Major Input Documents:
Description                   Purpose                                        Status      Attached?   Changes Needed?
N/A

Major Output Documents:
Description                   Purpose                                        Status      Attached?   Changes Needed?
INC3500 –                                                                    Delivered               TBD
Material Putaway Plan         Lists all items in a staging ID that are not
by Staging ID                 in error.
                              If run as part of the auto-putaway job, this   Delivered               TBD
                              report lists all items being put away.
                              Otherwise, the report lists all items not
INS3500 –                     marked for putaway that satisfy the criteria
Putaway Plan                  specified on the Putaway Plan page.




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                                            PeopleSoft Application Version 8.4
Draft To-Be Narrative                          State of Connecticut                                   Page 5 of 5
Inventory                                        Enter Inventory

Input Provided By:
Name                                                              Title, Department
Matt Taverni                                                      Inventory Team Lead, Accenture
Betty Daly                                                        Inventory Team Lead, State
Jim Fregeau                                                       Inventory Team Functional Expert, Accenture
Hema Bhavsar                                                      Financials Change Management Team, Accenture



Modification History
Version #    Description                Author                    Date
1.0          Draft                      Matt Taverni              2/15/2011




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                                            PeopleSoft Application Version 8.4

				
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