Inventory Management User Guide

Transcription

1 IBM TRIRIGA Version 10.2 Inventory Management User Guide Copyright IBM Corp i

2 Note Before using this information and the product it supports, read the information in Notices on page 85. This edition applies to version 10, release 2, modification 0 of IBM TRIRIGA and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents ABOUT THIS GUIDE... 1 Conventions... 1 Intended Audience... 1 Prerequisites... 1 Support OVERVIEW OF INVENTORY MANAGEMENT... 2 Inventory objects... 2 Key Inventory Features... 4 Key Features and Benefits INVENTORY SETUP Setup for Classifications Managing Classification Records Setup for Specification Classes INVENTORY OBJECTS Create and Manage Specifications Create Inventory Location Groups (optional) Create Inventory Primary Locations Create Inventory Storage Areas Copyright IBM Corporation 2011.

4 Create Inventory Items Process Hold Transactions Issue Tickets Quick Fill Ticket Inventory Count Work Task Inventory Pick Creating Reservations against Inventory INVENTORY TRANSACTIONS Unit Price Adjustment Transaction Purchasing Transaction Pending Issue Transactions Issue Transaction PROCESS OBJECTS Inventory Manager Form INDEX... 84

5 About This Guide This guide describes the procedures for operating, modifying, and maintaining the Inventory Management application. This guide also contains descriptions of the various tabs and their functions. Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible: Note A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions. Tip A Tip adds insightful information that may help you use the system better. Attention An Attention notice indicates the possibility of damage to a program, device, system, or data. Intended Audience This guide is for inventory managers and other users responsible for setting up, tracking, and maintaining Inventory Management details. Prerequisites This guide assumes the reader has a basic understanding of the IBM TRIRIGA Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system. Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at Copyright IBM Corporation

6 1. Overview of Inventory Management The IBM TRIRIGA Inventory Management application enables inventory managers to issue materials and assets to technicians, maintain accurate stock counts, and ensure that the optimal stock of materials is on hand. The Inventory Management process typically involves the following types of users: Employee of an organization (referred as the requester). Inventory Managers (people responsible for one or more Inventory Locations). Service Resources (people performing the work such as Inventory Picks or Cycle Counts). Inventory managers perform the following tasks: Set up and maintain inventory objects, including locations, inventory items, inventory batches, inventory groups, and cost items. Manage the movement of items into inventory through purchase requisitions, adjustments, and transfers. Manage the movement of items out of inventory through quick fill tickets, work tasks, issues, transfers, adjustments, and cycle counts. Inventory objects The Inventory Management application provides business objects that contain the record information and trigger the workflow processes required for effective Inventory Management. The following are the three main inventory objects: Locations: Locations are any type of location where inventory can be stored and distributed, such as Store Rooms, Mobile Carts, Service Trucks, Outdoor Storage Yards, and Motor Pool. Items: The items stored in the locations. There is an Inventory Item record for each type of consumable, asset, or vehicle that you manage. The record manages the transactions, quantities, and valuation for the stored items. Transactions: Inventory Transaction records are used to manage the inbound and outbound transactions that affect the quantities of an Inventory Item. Copyright IBM Corporation

7 Inventory Locations Inventory Group Inventory Primary Location Inventory Cost Group and Cost Items Location Specification Inventory Transactions Purchasing (Order, Receive) Pending Issue (Hold, Back Order) Inventory Storage Area Inventory Items/ Batches Issue (Issue, Loan, Return) Product Assets Adjustment (Cycle Count, Transfer In, Transfer Out, Lost, Found, Retire Under Repair, Damaged) Inventory Locations, Items, and Transactions Copyright IBM Corporation

8 Key Inventory Features Ref: Inventory Locations Description The Inventory Locations hierarchy allows you to create a hierarchy of your Inventory Locations. This module is designed so that you can manage any type of location where inventory can be stored and distributed, such as Store Rooms, Mobile Carts, Service Trucks, Outdoor Storage Yards, and Motor Pool. You also can configure the hierarchy with as many (or as few) Storage Areas levels as you need (such as aisles, shelves, cabinets, and bins). Inventory Locations Hierarchy - Example Las Vegas Campus (Inventory Location Group) Las Vegas Building One (Primary Location) Presentation Equipment (Storage Area) Staging LV BLDG 1 Loading Dock (Storage Area) Las Vegas Building Two (Primary Location) Staging LV BLDG 2 Loading Dock (Storage Area) Las Vegas Warehouse (Primary Location) HVAC Supplies Cabinet (Storage Area) Staging Warehouse (Storage Area) Tools and Test Equipment (Storage Area) Inventory Group An Inventory Group is the highest level of the Inventory hierarchy. It is an optional level (not required). Use Inventory Groups to group Inventory Primary Locations by Geographical Area (such as all Inventory in the Las Vegas area), or by type of Inventory (such as all Office Supplies). Inventory Groups provide an organizational tool for managing your Inventory hierarchy. Copyright IBM Corporation

9 Ref: Inventory Primary Location Description An Inventory Primary Location represents the primary record for a Store Room, Mobile Cart, Service Truck, Outdoor Storage Yard, Motor Pool, etc. The Inventory Primary Location record contains additional fields and sections to identify the Managing Organization, Primary Contact, Shipping Address, and (if applicable) the physical Location (selected from the Location hierarchy). Think of an Inventory Primary Location as the storeroom where the equipment is kept and distributed. You will want to create an Inventory Primary Location for each of your storerooms (for example: You have facilities in McLean, VA, and in Nottingham, UK. You would create a Primary Inventory Location for each site). Note Vehicles The process is the same for managing vehicles. Create an Inventory Primary Location for each vehicle storage/distribution area (such as a motor pool location). Inventory Storage Area An Inventory Storage Area allows you to create a hierarchy of your actual storage locations. For example you may have: 1) A store room with Aisles, Racks, Shelves, and Bins. 2) A hospital mobile Cart with Shelves and Bins. 3) A motor pool with lots and parking spaces You can model these hierarchies using the Storage Area object. Think of an Inventory Storage Area as the bin, cabinet, or shelf where the equipment is kept. You may want to create a Storage Area for each type of equipment or for small storerooms you may want to create a single Storage Area record for all equipment types (for example: You may have a cabinet for the LCD Projectors, and a shelf for the Laptop Computers you would create a Storage Area that represents the cabinet and another Storage Area that represents the shelf). Location You can associate an Inventory Primary Location with a physical Location (selected from the Location hierarchy). Copyright IBM Corporation

10 Ref: Inventory Valuation Method Description The system tracks the unit price of items in inventory by using an inventory valuation method. The following are the four valuation methods: Average: Item Material Cost = Average Cost of purchased items FIFO (First In First Out): Item Material Cost = Cost based on the order of purchase, starting from the earliest purchase incrementally to the latest purchase. LIFO (Last In First Out): Item Material Cost = Cost based on the order of purchase starting from the latest purchase incrementally to the earliest purchase. Standard: The cost is set by the user. FIFO and LIFO methods use inventory batches. The system considers the batch in which an item was ordered when determining the cost of the item. Over time, the same inventory item might be purchased at varying costs. These costs, the purchase date, and the quantity purchased must be evaluated when calculating the issue cost of the item. With the Average method, the cost value is the average of the costs of all of the items. With the FIFO and LIFO methods, the cost is calculated based on the quantity requested and the quantities in the batches, based on the method. With the Standard method, the user sets a cost value for the item. Inventory Costing The following are the levels of inventory costing: Item-level costing: Inventory batches are associated with the item and costing is applied to the item based on the valuation method of the item (Average, LIFO, FIFO, or Standard). Cost group-level costing: Batches are associated with a group of one or more primary locations, such as all storerooms in a geographic region, and costing is applied to the items in the primary location or locations based on the valuation method. Inventory Item After you have created a hierarchical view of your Inventory Locations, including the Primary Locations (the storerooms) and Storage Areas (the bins, shelves, cabinets); you next create records to track and manage the items stored in the Storage Areas. These records are called Inventory Items. You have an Inventory Item record for each type of Consumable, Asset, or Vehicle you manage at a Primary Location. The Inventory Item record manages the transactions, quantities, and valuation for the stored items. Copyright IBM Corporation

11 Ref: Inventory Batch Description Inventory batches represent a quantity of items received, on a given date, for a specified cost. They provide the basis for costing based on valuation methods. The batches that are associated with an item are listed in the Batches section of the Inventory Item record. For items that use the LIFO or FIFO valuation methods, a batch record is created for every inbound transaction. For outbound transactions, items move out of batches and the quantity in the batches decreases. The system tracks the available quantity as items are added to and removed from inventory. After the available quantity has reached zero for a specific batch, the batch becomes retired and it is no longer available in the Batches section. You can use the Batches sub-query to view all batches, including retired batches, or to view the batch history. Inbound transactions include the following types: Receipts Transfers Adjustments (such as found items, unretired items, and repaired items) Items added through cycle counts and returns. Outbound transactions include the following types: Issues Transfers Adjustments (such as lost items, retired items, damaged items) Items removed through cycle counts The batch record includes the date of the transaction, the quantity of the item involved in the transaction, and the unit price of the item, as well as the quantity consumed, quantity available, value, and total cost of the inventory items. It also includes a link to the related transaction record. For items that use the Standard or Average valuation methods, a single batch record is created and the quantity and total cost fields are updated as appropriate. After the available quantity has reached zero, the batch still exists. If outbound transactions are posted, the quantity will be a negative value. Copyright IBM Corporation

12 Ref: Specification Description To take maximum advantage of the IBM TRIRIGA Inventory application, all Inventory Items should be associated to a Specification. The Specification: Seeds the Inventory Item with default values for many fields, Is the primary link when matching Material Orders against Available Inventory, and Is required for Inventory Transactions to process correctly. Inventory Cost Group Inventory cost groups are collections of one or more primary locations that enable the costing of inventory to be done at a rolled up level for the group of locations, rather than being done for individual items. Cost groups contain cost items. If an inventory group is defined for a primary location, all costing for the primary location and cost items in that group is done at the group level. If the primary location is not associated with an inventory group, then the costing is done at the item level. Also, if an item is not included as a cost item in the group, then the costing for that item is done at the item level. If you change the currency at the inventory group level, the currency of the associated cost items and inventory items also are changed. The Inventory Locations section shows a list of the primary locations that are included in the cost group. A primary location can only be included in one cost group. When a primary location is associated with a cost group, it is no longer available to be associated with any other cost group. You can add individual or multiple locations to the group. Inventory locations cannot be removed from the cost group. You can, however, remove cost items or delete the cost group. The Cost Items section shows a list of the cost items that are included in the inventory cost group. All of the cost items in the group can use the same valuation method, or you can use different valuation methods for the items. You can manually add cost items to the group by selecting them from a list of available specifications. Cost items are unique based on the combination of inventory cost group and specification. You can remove cost items from the cost group. Copyright IBM Corporation

13 Ref: Inventory Cost Item Description Cost items are associated with inventory groups and represent the specifications, or types of items, and the valuation method (LIFO, FIFO, Standard, or Average). Cost items contain the rolled up inventory batch records associated with the selected primary locations and their related specifications. The cost item unit price is based on the valuation method. For example, if the valuation method is FIFO, then the unit price reflects the earliest (first-in) batch. If the unit price changes, the unit price of the inventory items that are managed by the cost item is updated as well. Similarly, if you change the currency or quantity of the inventory cost item, the values of the associated inventory items and batches are changed as well. The Inventory Batches section shows a list of all batches associated with the inventory items in the cost group. The Inventory Items section shows a list of all of the items that are associated with the cost item. Product Inventory Items can be associated with a specific Product record in the system (optional). A Product is referenced on a Blanket Purchase Order or Service Agreement Contract and represents an item that can be purchased from a particular Vendor for a negotiated amount. Linking Products to Inventory Items allows Inventory Managers to restock from an existing Contract, or to issue Purchase Order Releases against Vendor managed inventory. Assets Inventory Items can manage specific Assets. The Assets are associated with the Inventory Item. The Inventory Transactions can manipulate the status of the Assets. For example: You may manage Calibration Devices for the Las Vegas area. You have a Storage Location configured in your Inventory Location hierarchy for the Calibration Devices. You have an Inventory Item for the Calibration Device that has all the Devices (Assets) associated with it. Copyright IBM Corporation

14 Ref: Inventory Transactions Description Inventory Transaction records are used to manage the transactions that affect the quantities of an Inventory Item. The system provides four types of Inventory Transactions: Purchasing Transactions, Pending Issue Transactions, Issue Transactions, and Adjustment Transactions Each Transaction record carries the values and processes specific to the type of Transaction. The system maintains a history of all Transactions against an Inventory Item. Transaction records track all inbound and outbound inventory transactions. They are associated with inventory items and are used to track the resulting quantity values, such as the quantity of issued items, on hand items, and on order items. After the record has been posted, the system resets the Quantity to be Posted with the Quantity Processed value. This means that the Quantity to be Posted value on the Inventory Transaction Item record is reset according to the quantity that was actually fulfilled. The transaction records can be created by other IBM TRIRIGA applications that impact inventory, such as Purchasing, Receiving, and Tasks. Purchasing Transaction Pending Issue Transaction Issue Transaction Purchasing Transactions are used for managing On Order and Receiving transactions against an Inventory Item. Pending Issue Transactions are used for managing On Hold or Backorder transactions against an Inventory Item. Issue Transactions are used for managing Issue, Loan, or Return transactions against an Inventory Item. Copyright IBM Corporation

15 Ref: Adjustment Transaction Description Adjustment Transactions are used for managing adjustment transactions against an Inventory Item. Cycle Count Transfer In, Transfer Out Lost, Found Retire, Un-Retire Under Repair, Repaired Damaged, Repaired Key Features and Benefits Some of the key features of the process include: End users can raise Product requests through an easy-to-use (web-based) employee Request Central portal, increasing employee satisfaction and streamlining the request process End users can review progress and modify (if necessary) their requests online, reducing the number of costly call-backs Create on-line Catalogs to make finding and selecting Products easier for end users Assure that users can only view and select items they are entitled to request by managing Entitlement roles Full integration with other applications such as Contract Management, Service Management, Preventive Maintenance, Facility Assessment, Real Estate, Facilities, and Operations and Maintenance Manage routing of Material Orders to proper Inventory Location, based on the type of product requested, who is making the request, and where they are located (either by Location or Geography) Manage Service Level Agreements Manage Service Contracts (internal and external) Integrate with Blanket Purchase Orders so Inventory Managers can access and issue Purchase Order Releases to satisfy Inventory Requests Integrate with the Purchasing processes and objects for Ordering and Receiving Leverage Specification data to pre-populate Inventory Items with standard data (ensuring consistency across locations) Copyright IBM Corporation

16 Link Inventory Items to specific Vendor Products for easier re-ordering Manage Cycle Count Tasks, and automatically adjust stock based on assessed conditions, Manage Batch information Manage Inventory Valuation Maintain a history of all Transactions for the life of an Inventory Item Manage Reservable Inventory, integrated with the IBM TRIRIGA Workplace Reservation Manager application Manage Assets in Inventory with quick access to the Asset status Leverage CAD graphics to produce web-based intelligent views of floor plans, thus, extending the use (and advantages) of graphics beyond the small community of CAD users to everyone in the company Automate notifications (via the IBM TRIRIGA portal and ) and approvals at key milestones with user-defined smart approval messages Automate the service provision process, including assignments and approvals Maintain an accurate database as a consequence of performing the work and not as a separate administrative task Customized system access and privileges on a user-by-user basis Create detailed or summary level reports Costing of inventory items can be tied directly to the item, to a location, or to a group of locations and is based on the inventory valuation method. Copyright IBM Corporation

17 2. Inventory Setup This chapter discusses the setup required prior to rolling out an Inventory Management implementation to end-users. Setup for Classifications There are several Classifications that should be setup prior to implementing Inventory Management in the system: Brands Inventory ABC Class Inventory Category Inventory Group Inventory Location Class Inventory Type Inventory Valuation Method Service Assignment Class Specification Order Type Tip The IBM TRIRIGA application ships with default records for all Classifications (as listed below). During your planning and setup phase of implementation you should evaluate and modify these values as needed to best suit your business needs. Copyright IBM Corporation

18 Classification Where Used Description Brands Specifications The Brands Classification is a list of manufacturers. You can associate a Brand with each Specification. Inventory ABC Class Specifications, Inventory Item The Inventory ABC Class system classifies items (using the industry standard terms) to identify the small number of items that will account for most of the volume and that are the most important ones to control. Default values shipped with the Product include: A Class B Class C Class Inventory Category Specifications, Inventory Item The Inventory Category Class allows you to classify your Specifications and Inventory Items by Category. Default values shipped with the Product include: Chemicals Fiberglass Food Hardware Medical Supplies Metal Other Paper Rubber Software Textile Wood Copyright IBM Corporation

19 Classification Where Used Description Inventory Group Specifications, Inventory Item The Inventory Group Class allows you to classify your Specifications and Inventory Items by Group. Default values shipped with the Product include: Apparel Manufacturing Operations Point-of-Sale Retail Technical Technology Inventory Location Class Inventory Location The Inventory Location Class is used to classify the type of Inventory Location. Default values shipped with the Product include: Aisle Bin Cabinet Group Hook Mobile Card Primary Shelf Staging Vehicle Yard Copyright IBM Corporation

20 Classification Where Used Description Inventory Type Specifications, Inventory Item The Inventory Type Class is used to classify the type of items being stored in the Inventory Location. Based on the value selected for Inventory Type on the Inventory Item, the form will change to display the fields and sections pertinent to that class. Default values shipped with the Product include: Asset (Assignable) Asset (Reservable) Consumable Vendor Managed Note These values are tied to workflows in the system and should not be changed without changing the business logic. Inventory Valuation Method Specifications, Inventory Item The Inventory Valuation Method Class is tied to business logic that re-calculates the Specification Item Material Cost as Purchase Orders for that Specification are completed. If Average then Item Material Cost = Average Cost of purchased items, If FIFO (First In First Out) then Item Material Cost = Cost of first purchased item, If LIFO (Last In First Out) then Item Material Cost = Cost of last purchased item. Default values shipped with the Product include: Average FIFO LIFO Note These values are tied to workflows in the system and should not be changed without changing the business logic. Copyright IBM Corporation

21 Classification Where Used Description Service Assignment Class Specification Order Type Specifications, Inventory Item Specifications, Inventory Item The Service Class allows you to link a Specification and an Inventory Item record to the discipline or trade that normally services that system. For example: Facilities, Plumbing, Electrical, Mechanical, Interiors, Security, etc. The Service Classification is used throughout the IBM TRIRIGA applications, and is especially important in Inventory and Service Management. Default values shipped with the Product include: Assemble to Order Configure to Order Pick to Order Service Stand Alone Copyright IBM Corporation

22 Managing Classification Records The Classification hierarchy provides access to all Classification records in the system. The Classification hierarchy can be accessed from the Setup Menu item. Note Classification Records act as smart lists, provide consistency by controlling field selections, and are used (in some cases) in workflow logic. The users, who have access to create, edit, or delete classification records should be limited. Therefore, based on your system security, you may have no access or limited access to the Classification hierarchy. Note The Inventory ABC Class is used as an example in this section. All other Classifications are similar. To Manage Classification Records Step 1 Open an Inventory ABC Classification record. Classification records are created and managed through the Classification hierarchy. Step 2 In the Inventory ABC Class record, General section: ID: Enter a unique ID for the record. Status: System generated field. Name: Enter the name. This name is displayed in most queries and drop down lists. Description: Enter a description. Color: Used for some graphical queries (not required). Hierarchy Path: System generated field typical for all Classification records. In the Classification Notes section: Enter any additional notes necessary to fully describe the classification. Note Although Inventory ABC Class is used, other Classifications noted in this section are similar. Note If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action. Copyright IBM Corporation

23 Setup for Specification Classes Although the IBM TRIRIGA application comes with a wealth of data attributes (fields) in each Specification Class business object, if your company needs to add fields to match your business practices, it can be done from within the Specification Class. The users who have access to create, edit, or delete Specification Class records should be limited. Your access to this functionality may be limited based on your system security. The Fixture specification class is used as an example in this section. The other Specification Classes are similar. The Classification hierarchy provides access to all Classification records in the system, including Specification Class. The Classification hierarchy can be accessed from the Setup menu. To Set Up Specification Classes Step 1 Select the Tools > Administration > Classifications option. Step 2 Review the Classification hierarchy. The Classification hierarchy page appears. You will see the list of existing classifications in the panel on the left. Step 3 Scroll the left panel and click Specification Class. Note the list of Specification Classes in the right panel. Step 4 Use the scrollbars to find the desired Specification Class. Step 5 Click the name of the Specification Class. The Specification Class form appears. Step 6 In the Data Attributes section, click Add to add a data attribute (field). Step 7 The Data Attribute Item form appears. Enter values appropriate for the field being added. Click Create. Step 8 If you have already set up a template that you wish to include, click Find Using Template. Step 9 Click the check boxes next to the data attributes to be included. Click OK. Step 10 When you have finished entering data attributes, click Save & Close. Copyright IBM Corporation

24 3. Inventory Objects The Inventory Management application provides business objects that contain the record information and trigger the workflow processes required for effective Inventory Management. This chapter (and the diagram below) describes the basic Inventory Objects and the order in which they should be created. Create Specifications (for each type of Equipment or Vehicle) Create Inventory Primary Locations Create Inventory Storage Areas as needed in each Inventory Primary Location Create Inventory Items for each type of Equipment or Vehicle in each Inventory Primary Location If Inventory Item manages Assets Create Assets for each type of Equipment or Vehicle in each Inventory Item Creating Inventory Objects Create and Manage Specifications The Specification page contains a central repository for Specification records. Specification records are shared across applications, so they contain information that is used for many purposes. This section describes the minimum basic setup and configuration required to create Inventory Items and Assets managed by the Inventory Items. Specifications represent a description of an item, but not an actual item. Think of Specifications more like the items in a catalog. Assets are the actual owned or leased items. An Asset has an association to a Specification. The Specification Objects include: Classification Building Equipment Consumables Description Use this Specification object for Building Equipment items such as pumps, motors, fans, electrical equipment, and fire protection equipment. Use this Specification object for Consumable items such as filters, belts, fasteners, lamps, and cleaning supplies. Typically Consumables will include your disposable items and items that you will not be managing as Assets in the system. Core Use this Specification object for Cores as part of the Key Management application Copyright IBM Corporation

25 Classification Fixtures Food Service Equipment Furniture Keys Locks Point of Sale Equipment Security Office Equipment Software Licenses Space Standards Services Technology Telephones Tools and Test Equipment Vehicles Work Area Outlet Description Use this Specification object for Fixture items such as display cases. Use this Specification object for Food Service Equipment items such as coffee makers, grills, and microwave ovens. Use this Specification object for Furniture items such as tables, chairs, desks, and file storage. Use this Specification object for Keys as part of the Key Management application. Use this Specification object for Locks as part of the Key Management application. Use this Specification object for Point of Sale Equipment items such as bar code scanners and cash registers. Use this Specification object for Security Equipment items such as theft prevention tags and scanners, doorway scanners, and surveillance cameras. Use this Specification object for Office Equipment items such as printers, fax machines, copiers, and conference and training equipment. Use this Specification object for Software License items such as IBM TRIRIGA Facilities, IBM TRIRIGA Capital Projects Manager, and IBM TRIRIGA Workplace Reservation Manager. Space Standard is a unique Specification object used to manage typical office standards such as Executive Office, Manager Office, Staff Office, and Hoteling Workstation. Use this Specification object for Service items such as floor jacks, ladders, and vacuums. Use this Specification object for Technology items such as Laptop Computers, Desktop Computers, and Handheld Devices. Use this Specification object for Telecommunication items such as Desk Phones and Mobile Phones. Use this Specification object for Tools and Test Equipment items such as Calibration Devices, Measuring Devices, Meters, and Protective Clothing. Use this Specification object for Vehicles. Use this Specification object for Work Area Outlets such as Electrical Outlets, Data Outlets, and Phone Outlets. Copyright IBM Corporation

26 Note Refer to the IBM TRIRIGA 10 Portfolio Management User Guide or the IBM TRIRIGA 10 Real Estate Environmental Sustainability Portfolio Management User Guide for a more complete description of the specification objects. Note Since Specifications are used by many different users, based on your system security, you may see some or all of the objects, tabs, and sections described. Step Specification Set Up The Specification Set Up can be accessed from the Portfolio > Set Up > Specification. The results page contains a list of the Specification objects. Note Since Specifications are used by many different users, based on your system security, you may see some or all of the objects described. Select a Specification type from the results page: The Specification records for the selected object will be displayed in the results page Specification Set Up To Add a Specification record: Select the Add action from the results page A new record will open in a separate window Attention Specification records can be associated to many other objects in the system. Retire Specification records instead of Deleting them. Retiring a record keeps the record in the system (thereby preserving the valuable historical information) but removes it from active processes. The system provides a workflow that traps an attempt to delete a Specification record and retires it instead. Copyright IBM Corporation

27 Step To Delete a Specification record: Select the Specification type Select the check boxes to the left of the record(s) to be deleted Select the Delete action Specifications Create a Specification record for each type of item you want to manage as Inventory (for example: you can select a Furniture Specification for a Work Chair). Note A Furniture Specification is used in this example. Other Specifications are similar. Note Only the sections and fields pertinent to Inventory Management are described in this section. General Tab: General Section: ID: Enter a unique ID for the record Note If you leave the ID field blank, the system will generate a unique ID for the record when you select the Create Draft action. Status: System generated field Name: Enter the name Note The Name field is displayed in most queries. Description: Enter a description Image: Select an Image for the item. Note The Image is used throughout the system and is particularly important for Request Central users. Copyright IBM Corporation

28 Step Furniture Specification General Tab: Details Section: Spec Type: Select if the Specification is a Hard Spec, Performance Spec, or Other Spec Class: This field provides a way to sub-class the specification type. For example: You can note that the Furniture Specification you are creating is in the Seating Spec Class. Spec Group: This classification can be used to Group like specifications. For example: a Conference group, or Executive Office Group. Specification Order Type: Select the appropriate Order Type. Construction Class: Select the appropriate Construction Class Building System Class: Select the appropriate Building System Class Specified: The name of the person who created the record Manage Inventory: Select this check box if the item will be managed as Inventory Self Service Request: Select this check box if the item is to be viewed and selected by Request Central users Contains Haz Mat: Select this check box if the item contains hazardous materials Move Item: Select this check box if the item is to be used in the Move Management process Furniture Specification General Tab: Environmental Details Section: Energy Rating Type: Select from the rating types. Energy Rating Value: Enter the value for the Energy Rating Type. Overall Product Rating: Indicate whether the Specification is Preferred, Approved, Not Rated, or Has Issues. If the Spec Class is Fixtures, Food Service Equipment, Point of Sale Equipment, or Security Equipment, there will be an additional Specification Class Data Attributes section between the Details section and the Units section. The Specification Class Data Attributes section contains relevant data defined by your company and set up when the Specification Class was created. The values set as default in the Specification Class can be adjusted for a particular Specification. Copyright IBM Corporation

29 Step Furniture Specification General Tab: Units Section: Currency and Item Units: Select the appropriate Unit of Measure. Note UOM: The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Specification record, all Currency fields can be in US Dollars, and all Item Unit fields can be in a Quantity of Each. Manufacturer Section (optional): Select the Manufacturer for the Specification. Manufacturer Details Section: Enter the Manufacturers information as required Item Cost Section: Enter the Material and Service costs and the Markup. The system will calculate the Total Price. Note As Purchase Orders are placed against Specifications, the system will read the value of the Inventory Valuation Method field and will adjust the Item Material Cost to reflect the latest Purchase Order and the selected Valuation Method. Note The Total Price from the Specification is used as the Estimated Price for all Material Orders. Initial Purchase Price: The system will record the price from the first Purchase Order for the Specification Last Purchase Price: The system will record the latest Purchase Order price for the Specification Average Price: The system will calculate and display the average price from Purchase Orders for the Specification Copyright IBM Corporation

30 Step Furniture Specification General Tab: Item Use Cost Section: Enter the Usage Cost for the Specification (for example: $10/day). The system uses this cost in the IBM TRIRIGA Workplace Reservation Manager application multiplied by the duration of the reservation to determine the usage chargeback for the Asset. If you do not charge for reserved Assets; or are not using the Workplace Reservation Manager application enter the number 0. Select the unit of measure for the Usage Cost (for example: $30/hour, $120/day, and $1000/occurrence). The system supports hour, day, and occurrence only. Entitlements section: Entitlements define the Roles for people who are entitled to view and request an item. Employee records contain a Functional Role field with values such as Staff, Manager, Director, Vice President, etc these values are user defined to match your company s business nomenclature). Note On the Entitlement section use the Find action to display the list of available roles and select those, which are allowed to view and select the item described in the specification record. (For example: only people in the organization with a role of Staff, Manager, and Director might be able to view and select the Desk Chair but perhaps you want Executives and Vice Presidents to have a different grade of Desk Chair in this case you would create another Specification for the Executive/VP Desk Chair and select the Executive and Vice President roles in the Entitlement section. Furniture Specification Details Tab: Enter the Specification details are required. Bill of Materials (Parts List) Section: Select the Specifications and enter the quantities to create a complete Parts list. Compatible Specifications Section: Select the Specifications that are considered Compatible with the current Specification. Note The Inventory module provides the ability for the Inventory Manager to view his Inventory Items for matching Specifications and Compatible Specifications. By defining a Compatible Specification you are determining that the compatible items are acceptable alternates. Copyright IBM Corporation

31 Step Specification Products Tab: This section displays any Catalogs and Products associated with the Specification. Specification Inventory tab: The Inventory tab contains information used to seed (pre-populate) Inventory Items. This simplifies the creation of an Inventory Item and provides consistency across the company. Inventory General Section: Select the appropriate Classification values for each field. Inventory Group: Inventory Category: ABC Class: Inventory Valuation Method: Service Class: Note The ABC Class system classifies items (using the industry standard terms) to identify the small number of items that will account for most of the volume and that are the most important ones to control. Note The Inventory Valuation Method Class is tied to business logic that recalculates the Specification Item Material Cost as Purchase Orders for that Specification are Completed. If Average then Item Material Cost = Average Cost of purchased items, If FIFO (First In First Out) then Item Material Cost = Cost of first purchased item, If LIFO (Last In First Out) then Item Material Cost = Cost of last purchased item. Inventory Details Section: Create Asset on Receipt: Select if Asset records should be created when new items are received Inventory Type: Select the appropriate Classification value Manage Safety Stock: Select if by default new Inventory Items created from this Specification should include safety stock Copyright IBM Corporation

32 Step Quantity Safety Stock: Enter the number of items that by default should be withheld as safety stock. Inventory Units Section: Currency and Item Units: Select the appropriate Unit of Measure. Note UOM: The IBM TRIRIGA applications ensure consistency across Units of Measure (UOM) by pointing all fields on an object to a common UOM field. For example: On the Specification record, all Currency fields can be in US Dollars, and all Item Unit fields can be in a Quantity of Each. Inventory Purchasing Details Section: Select the default Reorder Logic and Reorder Point Specification Inventory Tab: Inventory Summary and Inventory Details Sections: These sections contain read-only fields that reflect the totals (for each category of transaction listed) across ALL Inventory Items. Inventory Items Section: This section displays a list of ALL Inventory Items that are associated with the Specification. Inventory Transactions Section: This section displays a list of ALL Inventory Transactions that are associated with the Specification. Specification Self Service Tab: The Self Service tab is the only tab typically visible to Request Central employees (via system security) if they drill into a record in a search query. This provides them with a read-only view of the item Image, Spec Name, and Spec Class, a Description of the item and a list of Features. Note The Description and Features sections are rich-text sections. The section type provides you with additional formatting options. Copyright IBM Corporation

33 Step Note While you can enter information in these fields, end users will typically see this information as read-only. Specification Notes & Documents Tab: Use the sections on this tab to add additional comments or documents. Note Documents are managed by the IBM TRIRIGA Document Manager and are stored in the database. Create Inventory Location Groups (optional) An Inventory Location Group is the highest level of the Inventory hierarchy. It is an optional level (not required). Use Inventory Location Groups to group Inventory Primary Locations by Geographical Area (such as all Inventory in the Las Vegas area), or by type of Inventory (such as all Office Supplies). Note Inventory Location Groups provide an organizational tool for managing your Inventory hierarchy. Step Inventory Locations Create Inventory Location Groups To create a Inventory Location Group: Click the first-level Inventory menu item Select Inventory Locations under Related Links - Inventory > Inventory portal section. This will display the Hierarchy view Select the root in the hierarchy (Inventory Locations) Select the New action Select Inventory Location Group from the drop down list The Inventory Location Group form will open in a separate window. Copyright IBM Corporation

34 Step Inventory Location Group General Tab: General Section: ID: Enter a unique ID for the record Note If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action Status: System generated field Name: Enter the name Description: Enter a description Details Section: Inventory Location Class: Select Group from the list. Location Section (optional): Select the physical location of the Inventory Location Group Manage By Organization Section: Select the organization responsible for managing the Inventory Location Group Manage By Contact Section: Select the person responsible for managing the Inventory Location Group Ship To Address Section (optional): Enter the Shipping Address for the Inventory Location Group. Notes & Documents Tab: Use the sections on this tab to add additional comments or documents. Note Documents are managed by the IBM TRIRIGA Document Manager and are stored in the database. Copyright IBM Corporation

35 Create Inventory Primary Locations An Inventory Primary Location represents the primary record for a Store Room, Mobile Cart, Service Truck, Outdoor Storage Yard, Motor Pool, etc. The Inventory Primary Location record contains additional fields and sections to identify the Managing Organization, Primary Contact, Shipping Address, and (if applicable) the physical Location (selected from the Location hierarchy). Note Think of an Inventory Primary Location as the storeroom where the equipment is kept and distributed. You will want to create an Inventory Primary Location for each of your storerooms (for example: You have facilities in McLean, VA, and in Nottingham, UK. You can create a Primary Inventory Location for each site). Note Vehicles The process is the same for managing vehicles. Create an Inventory Primary Location for each vehicle storage/distribution area (such as a motor pool location). Step Inventory Manager Create Inventory Primary Location To create a Inventory Primary Location: Click the first-level Inventory menu item Select Inventory Locations under Related Links - Inventory > Inventory portal section. This will display the Hierarchy view Select the appropriate point in the hierarchy where you want to create the new Inventory Primary Location Select the New action Select Primary Location from the drop down list The Inventory Primary Location form will open in a separate window Inventory Primary Locations General Tab: General Section: ID: Enter a unique ID for the record Note If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action Copyright IBM Corporation

36 Step Status: System generated field Name: Enter the name Description: Enter a description Storeroom Type: Select Self-managed to auto-create Issue transactions. Or, select Managed to auto-create Hold transactions. Details Section: Inventory Location Class: Select Primary from the list. Location Section (optional): Select the physical location of the Inventory Primary Location Manage By Organization Section: Select the organization responsible for managing the Inventory Primary Location Manage By Contact Section: Select the person responsible for managing the Inventory Primary Location Ship To Address Section: Enter the Shipping Address for the Inventory Primary Location Inventory Primary Locations Inventory Items Tab: The Inventory Items tab displays a list of ALL Inventory Items stored at that Inventory Primary Location. Inventory Primary Location Service Locations Tab: Building Sub-Tab and Section: On the Service Locations tab define the types of Buildings or Structures that are serviced by the Inventory Primary Location (storeroom). Copyright IBM Corporation

37 Step Note This information is used as filter criteria, so that users are selecting only Equipment that is available for the Building(s) / Structure(s) serviced by this Inventory Location. Inventory Primary Location Service Locations Tab: Equipment Sub-Tab and Section: On the Service Locations tab define the types of Equipment managed by the Inventory Primary Location (storeroom). Note This information defines what items users can select when Reserving Equipment from this Inventory Location. Inventory Primary Location Notes & Documents Tab: Use the sections on this tab to add additional comments or documents. Documents are managed by the IBM TRIRIGA Document Manager and are stored in the database. Create Inventory Storage Areas An Inventory Storage Area allows you to create a hierarchy of your actual storage locations. For example you might have: A store room with Aisles, Racks, Shelves, and Bins. A hospital mobile Cart with Shelves and Bins. A motor pool with lots and parking spaces You can model these hierarchies using the Storage Area object. Note Think of an Inventory Storage Area as the bin, cabinet, or shelf where the equipment is kept. You may want to create a Storage Area for each type of equipment or for small storerooms you may want to create a single Storage Area record for all equipment types (for example: You might have a cabinet for the LCD Projectors, and a shelf for the Laptop Computers you can create a Storage Area that represents the cabinet and another Storage Area that represents the shelf). Copyright IBM Corporation

38 Step Inventory Storage Areas Create Inventory Storage Areas Next you create Inventory Storage Areas (as needed) within the Inventory Primary Locations. To create Storage Areas: Click the first-level Inventory menu item Select Inventory Locations under Related Links - Inventory > Inventory portal section. This will display the Hierarchy view Select the appropriate point in the hierarchy where you want to create the new Inventory Storage Area Select the New action Select Storage Area from the drop down list The Inventory Storage Area form will open in a separate window Inventory Storage Area General Tab: General Section: ID: Enter a unique ID for the record. If you leave the ID field blank the system will generate a unique ID for the record when you select the Create Draft action Status: System generated field Name: Enter the name Description: Enter a description Details Section: Inventory Location Class: Select Storage Area from the list Primary Inventory Location: System generated field. This field provides a link back the Primary Location record Hierarchy Path: System generated field. Provides the full hierarchy path for the record. Inventory Storage Areas Inventory Items Tab: The Inventory Items tab displays a list of ALL Inventory Items stored at the Inventory Storage Area. Copyright IBM Corporation