1. Shutdown, Outage and Project Cost Tracking
Session ID#:
This is a subtitle for the presentation
Presented by:
Name: Veeramani Ranganathan
Title: Manager – ERP Systems & Operations
Company: Intergen
#JDEINFOCUS or add your own Twitter handle

2. Shutdown, Outage and Project Cost Tracking

3. Topics The Business Need Design Aims Process Summary
Screens and Reports
Usage
Q and A

4. The Business Need Get Shutdowns clearly identified
Get near immediate reporting of Actual and Committed Costs
Avoid overspend when Major Contractors invoice late
Using Shutdown history to improve future Shutdown planning
Create and define Shutdowns and Shutdown Jobs quickly in JDE

5. Design Aims Support Planned Shutdowns, Outages, Projects, new Builds
Make sure committed costs are visible and impact forecasts
Keep the Engineering users in the world of Work Orders – not Accounts
Provide a rolled up Cost report and Enquiry
Easily create a new Shutdown from an old one or a model

6. Topics The Business Need Design Aims Process Summary
Screens and Reports
Usage
Q and A

7. Process Summary Create Outage Work Order Hierarchy
Check Structure is good
Add / Revise Budget Estimates
Buy Materials and Services
Issue Stock
Run Cost Reports

8. Work Order Hierarchy example
Add One Top Outage Level Work Order
Add Level 2 Work Orders and Budget Estimates
Add Level 3 Detailed Work Orders
Up to 10 levels can be used
In practice 5 is enough

9. System Based Level 2 examples
Gas Turbine GTA
Steam Turbine STG
Balance of Plant
Switch Yard
Sewage treatment
Gas Turbine GTB
Generator
Heat Recovery
Electrical Distribution
Services (Crane, Safety, Scaffolding, Tools)
Water Treatment
Emergent Work
Single Level 1 Work Order

10. Activity Based Level 2 examples
Switchgear Maintenance
PSSR Inspection
Trevi Testing
Crane Hire
Scaffolding
Insulation
Cleaning
Non Destructive Testing
Boroscope Costs

11. 3 level Hierarchy Example
Top Level Work Order
Purchasing
Purchasing
Gas Turbine
Heat Recovery
Switchyard
Stock issue
Stock issue
Craft Hours
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order
Craft Hours
Stock issue
Detailed Work Order
Detailed Work Order
Craft Hours
Detailed Work Order
Craft Hours

12. Shutdown Coding Every job in a Shutdown has the same Shutdown code
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A

13. Check Structure is good
Only one top level job
Every Work order has
A parent in the hierarchy
The same Shutdown code
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A
Shutdown Code A

14. Rolled Up Costing Top Level Work Order Purchasing Purchasing
Gas Turbine
Heat Recovery
Switchyard
Stock issue
Stock issue
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order
Stock issue
Detailed Work Order
Detailed Work Order
Detailed Work Order

15. Rolled Up Costing 1 $ 0 Purchasing Purchasing $100 $ 0 $500
Stock issue
Stock issue
$50
$80 $0 $0 $0
$200
Stock issue $0 $0 $0

16. Rolled Up Costing 2 $ 0 Purchasing Purchasing $100 + $50 $ 0 + $80
$500 + $200
Stock issue
Stock issue
$50
$80 $0 $0 $0
$200
Stock issue $0 $0 $0

17. Rolled Up Costing 3 $930 =$ 0 + $150 + $80 + $700 Purchasing
$150 = $100 + $50
$80 = $0 + $80
$700 = $500 + $200
Stock issue
Stock issue
$50
$80 $0 $0 $0
$200
Stock issue $0 $0 $0

18. Topics The Business Need Design Aims Process Summary
Screens and Reports
Usage
Q and A

19. Outage Set Up menu Fast paths OM for Outage Management
OS for Outage Set Up
OR for Outage Reporting

20. First choose a Shutdown Code
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders
D17 = Fourth in 2017
A = First
B = Second
C = Third
D = Fourth
16 = 2016
17 = 2017
18 = 2018
19 = 2019

21. Then add a Top Level Work Order
Enter a new Shutdown Code. All Work orders in this outage must use this new code.
Click here to create the Work Order
This is the Top Level Work Order number
Children will get this account number automatically as a default
You can add attachments as usual
This is the single top level job so it doesn’t need a parent.
The top level job needs a new unused Shutdown Code
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders 2 3 1 4

22. Add Level 2 Buying Work Orders
The top level job is the parent for all Level 2 Work Orders. Values from the Parent automatically populate this work order.
Level 2 Work Orders Must have a postable Account Number
Click here to create the Work Order
This is the Level 2 Work Order number
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders 4 3 1 2

23. Add Budget Estimates 2 3 4 1 Select a Level 2 Work Order
Enter an estimate or a revised estimate
Click Apply
We can lock the original Business plan Budget if needed
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders 2 3 4 1

24. Add Level 3 Detailed Work Orders
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders
Enter the Level 2 Order here. Fields on the form will be filled in automatically.
To add detailed instructions tick on here.
Level 3 and below jobs should have an Equipment Identity
Click Create here. An attachment prompt will appear.
Outage Jobs can also be added using spreadsheets load applications. 2 4 1 3

25. Add Estimated Hours 1 2 3 1 Select one or more rows Click Row
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders
Select one or more rows
Click Row
Click Estimated Hours 2 3 1

26. Add Estimated Hours 2 5 1 2 3 4 6 Enter one or more Craft Codes
Enter the estimated date worked or leave blank
Enter the Estimated man Hours
Enter the Estimated number of people
Click OK
You can enter Contractor hours on this form
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders 5 1 2 3 4 6

27. Check Structure is Good
Choose Outage Audit Report
Enter your Branch and Shutdown Code
Tick on to include opportunity jobs
Click Submit 2 1 3 4

28. Outage Audit Results
The Orphan count should be 1 – just the single top level 1 job.
Every job should have a Planned Start Date so this should be 100%
Bad parents should be zero. A parent is bad if it has a different shutdown code to the child.
‘Bad’ Objects are non Outage Accounts – can be legitimately used for opportunity jobs.
Level 3 and below jobs should have an Equipment Identity so a high % is good here. 1 2 3 4 5

29. Costs on Work Orders Top Level Work Order Purchasing Purchasing
Gas Turbine
Heat Recovery
Switchyard
Stock issue
Detailed Work Order
Detailed Work Order
Stock issue
Detailed Work Order
Detailed Work Order
Detailed Work Order
Stock issue
Detailed Work Order
Detailed Work Order
Detailed Work Order
Detailed Work Order

30. Costs on Work Orders 1 Items Cost Type Method
Direct Purchase Materials
Contractor Services
Contractor Labour
Committed when Ordered but not Received
Actual When Received
Custom PO Workbench or
Standard P4310 using Work Order Subledger type W
Purchasing
Materials from Warehouse
Committed on WO Parts List but not Issued
Actual when Issued
Standard WO Parts List
Standard Issue Inventory to a Work Order
Stock issue

31. Costs on Work Orders 2 Items Cost Type Method
Direct Purchase Materials
Contractor Services
Contractor Labour
Committed when Ordered but not Received
Actual When Received
Custom PO Workbench or
Standard P4310 using Work Order Subledger type W
Purchasing
Materials from Warehouse
Committed on WO Parts List but not Issued
Actual when Issued
Standard WO Parts List
Standard Issue Inventory to a Work Order
Stock issue

32. Custom Purchase Order Work Bench 1
Choose Work with Outages
Find and select the Outage Work Order
Click Row
Click Create Requisition or Order as needed 1 3 4 2

33. Custom Purchase Order Work Bench 2
Enter the supplier
The Account defaults to the Work Order Account
Enter the details. The Account Number, Shutdown Code, Subledger and Subledger Type all auto populate
Click Create Requisition 1 2 4 3 3

34. Report Costs 1 1 3 2 4 Choose the report you need
Choose the output format.
Enter the Branch and Shutdown Code
Click Submit
Add One Top Level Work Order
Add Buying Work Orders and estimates
Add Level 3 Detailed Work Orders
Report on outage costs and estimates 1 3 2 4

35. Report Costs 2 Level 1 : Shutdown totals Level 2 : System totals
Level 3 : Work order costs 3
Level 3 Purchasing is allowed

36. Online Enquiry

37. New Shutdowns From Old 1

38. New Shutdowns From Old 2
Old Work Order
New Work Order

39. New Shutdowns From Old 3

40. New Shutdowns From Old 4 1 2 3 Parent Child Structure is preserved
Original Budgets are copied across
Parts Lists are copied too

41. Topics The Business Need Design Aims Process Summary
Screens and Reports
Usage
Q and A

42. Some Statistics on OCT usage
From 2011, 214 Major overhauls/shutdowns/projects
45248 work orders generated
This include Office relocations in two regions

43. Topics The Business Need Design Aims Process Summary
Screens and Reports
Usage
Q and A

44. Q&A

45. THANK YOU!

46. Please complete the session evaluation We appreciate your feedback and insight Session ID#