1. Auto Assignment Setup and Maintenance - Revised 102140 Jonathan King
Senior Process Manager
Adventist Health System

2. Agenda Adventist Health System Auto Assignment Need
Peoplesoft Auto Assignment
Auto Assignment Testing
Auto Assignment Challenges
PUM Patches
Implementation and Future Plans
Open Discussion

3. Adventist Health System

4. 1973
Adventist Health System was established
80,000
Employees and physicians
5 million+
Patients served annually 22
Home health and hospice agencies 15
Skilled nursing facilities 45
Hospital campuses operated in 9 states
Adventist Health System is a faith-based health care organization headquartered in Altamonte Springs, Florida. A national leader in quality, safety and patient satisfaction, Adventist Health System’s more than 78,000 employees maintain a tradition of whole-person health by caring for the physical, emotional and spiritual needs of every patient.
With 46 hospital campuses and more than 8,300 licensed beds in ten states, Adventist Health System facilities incorporate the latest technological advancements and clinical research to serve more than 4.7 million patients annually. The full continuum of integrated care also includes urgent care centers, home health and hospice agencies, and skilled nursing facilities.
Each Adventist Health System facility operates independently in delivering care and services to best meet the needs of the local communities they serve. While each entity is unique, all remain united in one mission: to extend the healing ministry of Christ.
These numbers provide just a glimpse of the far-reaching impact we are able to achieve by combining state-of-the-art technology with compassionate, Christ-centered care.

5. 500+ 8,300+ 9 billion+ 1.2 billion+ 385,600+ 817,000+
Physician Offices
9 billion+
Total Operating Revenue
1.2 billion+
Expenses
8,300+
Licensed Beds
817,000+
Invoices
385,600+
Purchase Orders (1.6 Million Lines)
We average close to 1.2 billion in expense
385,000 Purchase orders
Which make up approximately 1.6 million PO lines
817,000 Invoices per year

6. Guiding Principles
Enterprise-Wide Integration (Hospitals, HomeHealth, LTAC, Physicians, etc.):
Finance
Supply Chain
Human Resources
- We use these guiding principles in our Project Decision Documents, Enhancements Requests, etc.

7. ORGANIZATION & ORACLE

8. iSynergy Project
Adventist Health System is currently installing PeopleSoft FSCM 9.2 and HCM
Currently on PeopleTools
PeopleSoft 9.2 PUM 13
Selective adoption through PUM 18
Taking all PUMs up to 22 in August 2017
Selective adoption through PUM 23

9. FSCM Implementation ePro Payables General Ledger Purchasing Assets
Supply Chain
Finance
ePro
Purchasing
Inventory
Mobile Inventory
Maintenance
eSettlements/eSupplier*
Payables
General Ledger
Assets
Projects
Budgets
Hyperion
Treasury/Cash

10. Additional Modules/Features/Interfaces
UPK – User Productivity Kit
Forms Builder
OBIEE/OBIA
WorkCenters
Punchouts
CDW, Grainger, Office Depot, McKesson
ImageNow, Cypress, QSight, GHX, Pyxis Supply
OATS (Oracle Application Testing Suite)

11. AHS Auto Assignment Need
Feature is available in many legacy systems currently in use at Adventist Health System
Most legacy systems allow for Auto Assignment Configuration by:
Asset or PM Schedule
Specific Shop or Technician
Current Legacy Systems
TMS
Harvest
SiteFM
GrandPM
Facility Dude
Archibus

12. PeopleSoft Auto Assignment

13. PeopleSoft Auto assignment
Configurable option which can be turned on and off at the BU level
Set-up Financials and Supply Chain > Business Unit Related > Maintenance Management > Work Order Definition

14. PeopleSoft Auto Assignment
Configurable feature that dispatches Work Order to specified resource
Primary – Secondary – Tertiary Labor Resources
Supplier
Navigation:
Set Up Financials/Supply Chain > Product Related > Maintenance Management > Set Up > Auto Assignment
14 fields available to configure prior to PUM 23
Can use any field or combination of fields and wildcards (%)
Work Order Task line required for each configuration
Criteria
Tab
AMBU
Asset Type
Asset Subtype
Asset ID
Asset Location
Area ID
Problem Group
Problem Code
Priority
Shop
General Tab
Work Type
Service Group
Maintenance Type
*Additional fields added to Criteria Tab with PUM 23

15. Auto Assignment Testing

16. Auto Assignment Testing
Jan 2016
Stage 1 testing:
prior to run time PUM patch
SR submitted to Oracle
Dec 2016
PUM patch implemented
Issue with run times resolved
Jan 2017 – Mar 2017
Stage 2 testing:
Post PUM patch
(Successful)
July 2017
Stage 3 testing:
PUM 23
New fields added

17. Auto Assignment Testing
Limited the testing to Preventive Maintenance WO only
A wildcard (%) was entered in all non-used variables
Each test run used a different combination of variables*
Each combination was tested with 1 schedule and 1 line of configuration to ensure the combination worked
Passing combinations were moved to a second round of testing with incremental schedules configured

18. Auto Assignment Testing
Created a test matrix of the 14 Configurable variables

19. Initial Auto Assignment Challenges
**Presented RECONNECT 2016

20. Initial Auto Assignment Challenges
Extended Run Times
Configuration Lines
Configuration
Performance

21. Initial Auto Assignment Challenges
Extended Run Times
Regardless of variable configurations, runtimes were too long to efficiently continue testing.
SR Submitted to Oracle on 01/22/2016 – SR
SAMPLE
Specify AMBU, Problem Group, Shop, Task Template, and Labor
12 Schedules Selected – 1 Occurrence
Initial Run Time: 2:55 hours

22. Initial Auto Assignment Challenges
Florida Hospital Orlando has 75,000 unique PM schedules in their legacy system
Run projection job each night that creates a 2 year running projection
Using best fit for projections, run would take 14,000 hours

23. Initial Auto Assignment Challenges
Online WO Task Template required per configured line
Currently have 40% of the system online
1500+ unique Task Templates
Template build and Auto Assignment configuration will reside with Shared Services

24. PUM Patches

25. PUM 19 – Run Time Patch
Jan 2016
Stage 1 testing:
prior PUM 19 patch
Jan 2017
Stage 2 testing:
Post PUM 19/21 patch
(Successful)
July 2017
Stage 3 testing:
PUM 23
New fields added
December 2016 – Tested and migrated to Production
Testing improved, run time reduced drastically
600 Schedules completed in <1 minute

26. PUM 21 – Field Requirements
Jan 2016
Stage 1 testing:
prior PUM 19 patch
Jan 2017
Stage 2 testing:
Post PUM 19/21 patch
(Successful)
July 2017
Stage 3 testing:
PUM 23
New fields added
December 2016 – Tested and migrated to Production
Requirement of WO Task Template was removed
Allows for significant flexibility with regards to configuration

27. PUM 23 – Field Additions Jan 2016 Stage 1 testing: prior PUM 19 patch
Post PUM 19/21 patch
(Successful)
July 2017
Stage 3 testing:
PUM 23
New fields added

28. Implementation and Future Plans

29. Configuration Options
AM Unit & Asset ID
Asset Type & Sub-Type
Excel to CI
Developed to assist with configuration line load
Option 1
Option 2

30. Implementation Schedule
April 2017
Pilot site went live
June 2017
3 Sites went live
July 2017
As many as 3 sites will continue to go live each month
*All future implementations will have Auto Assignment

31. Future Testing and plans
PUM Patches
Functional team will began testing in July 2017
Migration to Production scheduled for August 2017
Modify Excel to CI to add Work Location and Department
Sites have requested Department as an option to configure Auto Assignment
Plan to add this configuration as a 3rd option after PUM 23
Evaluate Fit Gap for Florida Hospital – Orlando and determine if additional fields are required

32. Open Discussion

33. Open Discussion
Who is using the delivered Auto Assignment feature? How is it configured?
Who is in process with testing? Have you tested the newest patches?
Who is running Auto Assignment through another method other than the delivered feature? What are your future plans?

34. 102140