Implementing Baan PDM BWU – Orlando, FL October 17, 2001 Session 6 Chris Jamison RedKlay Web Solutions, Inc. PDM = Product Data Management

Presentation Direction PDM Overview Is PDM a good fit? Implementation Outline EDM vs. PDM Benefits / Strengths of PDM Baan – PDM Interface System Configuration Opportunities for Customization

PDM Overview Functionality Relation to Baan System Elements

PDM Overview: Functionality Product Management Document Management Engineering Order Management (ECOs) Technology

Product Management Engineering Item BOM Maintenance Revision Control Alternative Items Reference Designation

Document Management Drawings Revision Control Vaulting Linked to Items Document Trees

Engineering Order Management Defined Business Procedures Automated Workflow Change Management for Items and Documents

Technology Graphical Views Built in Reports Launch CAD from PDM Integrated to Baan DB Load / Unload utility

PDM Overview: Relation to Baan common data, lookups, suppliers, etc. ‘ba’ package revision-controlled Items & BOMs BaanPDM Gateway file transfers

PDM Overview: System Elements Database This is a separate database than Baan’s Application Server / Vault Separate processes running on a server Baan ‘ba’ package A package in your Baan menu structure Used for mapping data and importing files Gateway process Transfers the data between Baan and PDM Client software PDM client Database client Java

Is PDM a good fit? Revision Control Document Control Multi-Company ECOs CAD Interface

Revision control Revision “under change” visibility Allows access to previous revs Allows effectivity date control on revs

Document control Who will need to view documents (sales & production)? Viewing through Baan, CAD or other outside PDM Document trees, revisions, links to items; Static documentation Note: stores revision history for documents (.1,.2, etc), not just the most recent version. Example: filename.dwg.1, filename.dwg.2, etc.

Multi-company You can update multiple Baan companies simultaneously

ECOs Structured flowcharts Built-in tool steps ECO progress visibility

ECOs Structured flowcharts Built-in tool steps ECO progress visibility

CAD interface Allows access to PDM functionality from within the CAD software, but this is not tied to any EO controls. To understand this fully, you need to see PDM and understand its ‘world view’. Gotcha: Watch if items will have different settings based on item data defaults.

Implementation Outline Installation Application Setup & Key User Training Administration & End User Training

Install PDM Identify server(s), test clients, database compatibility Upgrade software / hardware as required Begin Administrator training Incorporate PDM into existing systems infrastructure (network access, backups, etc).

Philosophies of training a) train in PDM generically, then implement business requirements (sequential approach) b) understand the business, make implementation decisions, train users in PDM using daily tasks as the basis for training (an iterative approach)

PDM Training and Setup Grid Item / BOM / Revision Documents & Drawings ECOs and Workflow CAD Integration Needs Analysis Application Setup Application Training Application Testing Gap Analysis

Admin training Process documentation Data conversion End User Training Go Live!

EDM vs. PDM PDM’s Workflow capability is graphical and more robust More extensive Document Control in PDM Customizable mapping of fields from engineering (PDM) data to standard item / BOM data. Ability to launch applications directly from PDM PDM supports interface to CAD programs and MS Office PDM supports major / minor revisions (5.2c), edit masks, system defaults PDM’s GUI interface – on-screen sort capabilities, query building PDM can update multiple logistics companies simultaneously; EDM must be maintained in each company (or data copied).

GUI Interface Drill down to linked items, drawings Sort on any column

Benefits / Strengths of PDM 1. Supports Item Revisions as well as Document Revisions; 2. Create trees (BOMs) on documents as well as items; 3. Workflow can accommodate complex procedures, approval/rejection, groups; 4. System tool steps can be incorporated into the workflow procedures (automatic check-in, update ERP); 5. Impact Analysis – graphical entity relationship diagram; 6. Ability to launch create/view/edit of electronic documents within PDM; 7. Configurable table values for lookup fields (e.g. EO types, Document types); 8. capability through workflow;

Benefits / Strengths of PDM 9. Definable masks for key fields (item #, revision, document ID, EO’s, etc.); 10. Tightly integrated with BaanIV and BaanERP; 11. In any list display, click on the column header to sort by that field, ascending or descending; 12. Check-out / Check-in rules allow multiple items/documents to be processed simultaneously; 13. Report Generator supports export to Excel, Lotus, Word, etc. 14. Ability to create new items and documents from within an EO procedure; can also transfer to BaanERP automatically from within an EO.

Baan-PDM Interface - Gateway A handshake process using XML files Controlled by record and field mapping a) map an XML file out of PDM b) map the XML file fields into Baan (EDM & ITM) Export from PDM can be automated through the workflow Gotcha: Items are transferred to Baan / EDM and fields are populated based on item data defaults, so if these change item by item, you’ll have a second maintenance step to change them. Examples are statistics codes, inspection flag and warehouse.

Baan-PDM Interface - Shared Info Purchase Items Suppliers Alternative Items Item Default Data Logistics tables (Item Group, Product Type, Selection Code, Signal Code, Units)

System Configuration Windows NT application server – one per gateway Live PDM machine Gateway process Workflow daemon Vault server Test PDM database machine (use a spare PC) Processes running on the Baan machine Gateway process Baan import job PDM Database Vault directory Client PCs

Opportunities for Customization Built in: System defaults, table maintenance, edit masks Built in: Mapping options in Gateway Using PDM system defaults: Some additional fields built in (in item master) Using SQL: Form layout (table driven) Using Excel/Access/VB: ODBC access to database Not supported: adding fields / changing program logic Coming: toolset with new CFE.

This example shows the mapping of item number from PDM through Baan, as imported during the ‘Update ERP’ / Import Process. PDMXML fileBaan Object: ITEM Field: ITEM_KEY Gateway Object: E-Item-Rev Gateway Attribute: ITEM_KEY External Object: E-Item External Attribute: ITEM_KEY Table: tiitm001 Field: item This mapping is defined in the Gateway Congfiguration. This mapping is defined in the Baan session Maintain Gateway Put Object Definitions (bapgw2100m000). Notice only the objects are mapped; thus the Gateway Attribute and External Attribute must have the same name. This mapping is defined in Baan session Maintain Attribute Mapping Object Details (baolx0101m000) This table definition is found in the PDM database guide: DbStructureGuide.pdf This table definition is found in Baan session Display Table Definitions (ttadv4520m000) Gateway Field Mapping

Summary More complex than EDM – If your business only requires revision control, PDM may be overkill Supports Document Control & links to CAD software Graphical ECO Control Helpful in multi-company environments

Questions? Thank you for coming! RedKlay Web Solutions, Inc. Booth #405 Athens, AL(256) Chris Jamison –