Distributed Oracle eAM

An Oracle White Paper

May 2009

Distributed Oracle eAM

CONTENTS

1.
2.
3.
4.

Introduction ...................................................................................................................1
Deployment and Architecture .......................................................................................2
Reference data synchronization ....................................................................................4
Business Flows ..............................................................................................................7
4.1
Work Request to Work Completion .....................................................................7
4.2
Preventive Maintenance to Work Execution ........................................................8
4.3
Asset Acquisition to Maintenance ........................................................................9
4.4
Siebel Call Center to Maintenance Execution (for Public Sector / Federal) ......10
4.5
Manufacturing downtime integration for Capacity Planning .............................11
5. Implementation ...........................................................................................................12
5.1
Work Order Creation and Release ......................................................................12
5.2
Work Order Transactions....................................................................................15
5.2.1
Resource Transactions ................................................................................15
5.2.2
Direct Item procurement /OSP flow ...........................................................16
5.2.3
One-step material issue and material return ...............................................19
5.2.4
Two-step material issue ..............................................................................21
5.3
Work Order Completion .....................................................................................21
5.3.1
Work Order Completion Transactions .......................................................21
5.3.2
Work Order Close and Period Close ..........................................................24
5.4
Asset Transactability Support .............................................................................25
5.5
Asset Genealogy .................................................................................................27
5.6
On Hand synchronization for MRO items ..........................................................27
6. Integration artifacts from Oracle .................................................................................32
7. Supported Features ......................................................................................................33
8. Other Considerations / Limitations .............................................................................34
Appendix .............................................................................................................................35
A)
Deploying de-centralized purchasing and inventory ..........................................35
FIGURES

Figure 1 : Business Drivers for Distributed eAM Solution .......................................................1

Figure 2 : Deployment and Interactions ....................................................................................3
Figure 3 : Work Request to Work Completion flow .................................................................8
Figure 4 : Preventive Maintenance to Work Execution flow ....................................................9
Figure 5 : Asset Acquisition to Maintenance...........................................................................10
Figure 6 : Siebel Call Center to Maintenance Execution.........................................................11
Figure 7 : Manufacturing Downtime Integration .....................................................................11
Figure 8 : Work Order Creation Flow .....................................................................................13
Figure 9 : Direct Item Procurement Flow ................................................................................17
Figure 10 : Work Order Completion sync-up recommendations ............................................23
Figure 11 : Recommendations for Asset transactability scenarios ..........................................25
Figure 12 : Purchasing Flow for Stocked MRO Items ............................................................28
Figure 13 : De-centralized purchasing deployment .................................................................35

Distributed Oracle eAM

1. Introduction
Traditionally Oracle eAM has been sold and implemented along with other modules of
Oracle E-Business suite as a single instance. The advantage of this approach is that it
offers a seamlessly integrated solution with well defined setup procedures and prebuilt
integration touch points with other modules.
However, in recent times many customers and prospects are evaluating implementation
of eAM functions in a distributed mode, for the following reasons :

Compete in Maintenance Deals

How to serve the needs of customers who

are looking for a maintenance solution
without any big requirement for an ERP?
Distributed eAM

eAM for Non-EBS Host

How can I use eAM
to manage my
maintenance
functions with a nonEBS ERP host
system?

eAM instance
decoupled from EBS
Easily integrate with
host system
Streamlined processes
& visibility

Ensure High Availability

In Asset Intensive
industries, how to ensure
that a mission critical
application like EAM is
available 24*7?

Leverage Best-in-Class Features

How can I use the features in the latest eAM

release without upgrading the whole
application suite?

Figure 1 : Business Drivers for Distributed eAM Solution

1. Many customers using 11i Oracle EBS, especially in the asset intensive industry
segments, find their key maintenance business requirements addressed among the
features released in R12 and 12.1 releases. For such customers, implementing R12
eAM in a standalone mode and integrating it with their existing 11i backbone
ERP provides a quick way to uptake and start using the newly released features,
till the ERP system itself is ready to be upgraded to the latest release.
2. Prospects in industry verticals like Utilities, Mining, etc evaluate their business
software around the capabilities of a maintenance solution instead of an ERP
system. Also, some prospects in the asset intensive industry segments would like
to implement their maintenance business functions first and integrate with their
legacy financial systems, before evaluating the bigger backbone ERP system.

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Oracle can compete effectively in such accounts through the standalone mode
implementation capability.
3. Customers operating in multiple remote locations (e.g. plants, ships, offshore
platforms, etc), can use their maintenance functions round the clock in a
standalone mode and synchronize the transactions in a distributed batch mode
with the central ERP system. This lets them operate their maintenance functions
independently and yet integrate in a batch mode with the ERP system for costing,
purchasing and inventory functions.
4. Some prospects/customers having a non-EBS Financial system such as SAP or
other legacy systems would like to implement Oracle eAM for handling their
maintenance needs. In the past, Oracle has not aggressively participated in such
deals due to the integrated nature of eAM flows. By providing an approach to decouple eAM from the EBS backbone using standalone eAM, we can participate in
such deals more effectively.

The objective of this whitepaper is to document and explain the suggested approach for a
implementing a distributed eAM system. Integration with non-EBS financial applications
may involve a modified approach from that stated in this document. This whitepaper
provides a high level view to implement a distributed eAM solution and is targeted at
implementation and sales consultants. Suggested setup methods and integration
approaches are provided, which can be implemented by the customer though a systems
integrator.
Please refer to whitepaper Standalone Oracle WMS for implementation
recommendations to purchase and receive MRO items in the distributed instance and
keep inventories synchronized between the two instances.

2.

Deployment and Architecture

Distributed eAM Instance

The distributed eAM instances can be configured to operate the core maintenance
business functions. To execute the maintenance business flows related to materials,
necessary inventory on-hand balance information will have to be maintained.
The distributed eAM system will be the source of truth for eAM setup data and
Asset/Work history records. It will support execution of core eAM related business flows
such as Breakdown Maintenance, Preventive Maintenance, Work Definition, Work
Scheduling and Planning, Work Execution and reporting, Failure analysis, etc. All eAM
historical data and reports can be queried from this instance. The distributed eAM
instances can operate independent of the ERP instance. Since it is not the intention to cost
the transactions in the distributed instances, it is sufficient to do the minimal GL setups
required for Organization creation.

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Figure 2 : Deployment and Interactions

Host ERP Instance

The Host ERP Instance will operate the broad business functions related to HCM, CRM,
FIN, SCM, etc. This instance will be responsible for carrying out centralized procurement
functions, AP Invoice matching, Inventory valuation and balances, HR functions, etc.
From an eAM standpoint, the ERP instance will be responsible for costing the eAM
transactions and posting the entries into General Ledger.
Prior to loading of transactional data into the ERP instance, an initial effort to replicate
eAM setup data needs to be done. This can be achieved manually, through SQL using
interface tables, Web ADI or ODI tool to populate the setup data in the ERP instance
similar to the eAM instance.
In order to update the inventory balances and perform costing of transactions, eAM work
orders and transactional data need to be synchronized from the eAM instance into the
ERP instance. This can be achieved using custom programs or a tool like Oracle Data
Integrator (ODI), which will call the work order API or insert a transaction record into
the interface table in the ERP instance. The ERP instances transaction and cost manager
will process the transactions, cost it and post the accounting entries into GL.

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3.

Reference data synchronization

As almost all the maintenance business functions will be performed in the eAM instance,
it is recommended to do the complete setups for eAM flows in this instance. Since work
orders will be replicated to ERP instance for costing purpose, it is necessary to replicate
some mandatory eAM reference data to the ERP instance as well. These reference data
need to be kept in a synchronized state on an ongoing basis.
The following table summarizes the recommendations for reference data synchronization
between the Distributed eAM instance and the ERP instance.
Note: mark signifies that the setup step has to be done in that instance
Functional Area

Master Entity

Instance to setup data

ERP
Distri
Both
Only
buted
eAM
Only

Data Sync.
between
instances:
1-Mandatory
2-Optional

Data Entry/
Sync. options:
1 Manual
2 API
3 Interfaces
4 WebADI
5 Web services

2
2

1
1

1
1

1
1

Common
Accounting Key Flexfield
-Value Sets
-Accounting Key Flexfield
Structure
-Accounting Key Flexfield
Segments
-Chart of Account Segment
Values
Cross Validation Rules
Currencies
Accounting Calendars
-Accounting Period Types
-Periods to Accounting
Calendar
Accounting Structure
-Locations
-Legal Entity Profile
Options
-Legal Entity
-Primary Ledger

1
1
1
1

1
1

HRMS
Organization Type Lookup
Codes
HRMS Key Flexfield Value
Sets.
HR Key Flexfields (6)
-Grade Flexfield.
-Job Flexfield
-Position Flexfield
-Competence Flexfield

1
1

1
1
1
1

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Functional Area

Master Entity

Instance to setup data

ERP
Distri
Both
Only
buted
eAM
Only

-Cost Allocation Flexfield

-People Group Flexfield
Employee
Locations
HR Business Group
Organization
Organization Calendar
Organizations- GRE LE,
Operating Units, Inventory
Organizations
Setup Default Operating
Unit for your Site
Multi-Org Administrative
Processes
-Concurrent ManagersDefine, Administer
-Submit Workflow
processes
-Gather Schema Statistics
-Replicate Seed data for
operating unit

Data Sync.
between
instances:
1-Mandatory
2-Optional

Data Entry/
Sync. options:
1 Manual
2 API
3 Interfaces
4 WebADI
5 Web services

1
1
1,2
1
1
1
1

1
1
1
1
1
1

FND
Attachments
Descriptive Flex
Responsibilities
User
Assign Responsibilities to
User

1
1
1
1
1

Inventory
Inventory Key Flexfield
Value Sets
Inventory Key flexfields
-Item Flexfield
-Item Category Flexfield
-Item Catalog Group
Flexfield
-Stock Locators Flexfield
-Account Alias Key
Flexfield
Organization Receiving
Options
Unit of Measure
-UOM Classes
-UOMs
-UOM Conversions

1
2

1
1
1
1

1
1
1

1
1
1

Distributed Oracle EAM

1
1
1

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Functional Area

Master Entity

Instance to setup data

ERP
Distri
Both
Only
buted
eAM
Only

Data Sync.
between
instances:
1-Mandatory
2-Optional

Data Entry/
Sync. options:
1 Manual
2 API
3 Interfaces
4 WebADI
5 Web services

Subinventories
Stock Locators
Item Attribute Control
Item Categories
Item Category Set
Item Default Category Set
Item Statuses
Item Types
Items - MRO Stocked
Items, Non-Stock Direct
Items, OSP Items
Shipping Network
Account Aliases
Transaction Source Types
Transaction types
Transaction Reasons
Purchasing Options
Accounting Periods
Inventory Profile Options
Item Relationships

1
1

1, 4
1
1
1,2,3
1,2,3
1,2,3
1
1
1,3,4

Bills of Materials
Parameters
Workday Calendar
Resources
Department Classes
Departments
Standard Operations
Bill of Materials Profile
Options

1
1
1
2
2

1
1
1
1
1
1

Work in Process Parameters

WIP Accounting Classes

1
1

1
1

Collection Elements
Collection Plans
Specifications
Collection Element Types
User Groups and Privileges

2
2
2
2
2

1
1,2,3
1
1
1

2
2

1
1

1
1
1
1
1
1
1
1
1

Bills of
Material

Work in
Process

Quality

EAM

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Functional Area

Master Entity

Instance to setup data

ERP
Distri
Both
Only
buted
eAM
Only

EAM Parameters
IB Parameters
Define EAM Look-up codes
Areas
Activity Items
Maintenance BOM
Maintenance Routing
Asset Groups and Rebuild
Items
Attribute Assignments
Asset Numbers, Rebuild
Numbers, Asset Routes
Activity Association
Meter Definition
Meter Association
Set Name
Suppression
Last Service Info
Schedule Definition
Work Order Statuses
Department Approvers
Category Associations
Define Forecast
Failure Codes
Failure Set

4.

Data Sync.
between
instances:
1-Mandatory
2-Optional

Data Entry/
Sync. options:
1 Manual
2 API
3 Interfaces
4 WebADI
5 Web services

1
1
2
2
1
2
2
1

1
1
1
1
1,3,4
1,3,5
1,3,5
1,3,4,5

2
1

1
1,3, 5

1
2
2
2
2
2
2
1
2
1
2
2
2

1,5
1,3
1,3
1
1
1
1
1
1
1
1
1
1

Business Flows

This section outlines some of the broad business flows in eAM and highlights the
interactions between the different instances to accomplish the end to end flows.

4.1

Work Request to Work Completion

Work request to work completion flow, also known as Breakdown Maintenance, starts
with a user reporting a problem that has been noticed on an asset by raising a Work
request. The Work Request is then routed through approval notifications. After approval,
the Maintenance planner converts the work request or groups multiple similar work
requests into a work order to enable resolution of the issue at hand. The Maintenance

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planner identifies the nature of work required to be carried out and then defines the
operations (tasks), references the material and resources required to perform the work.
The Maintenance supervisor mobilizes the crew and materials required to perform the
work and initiates release of work order to begin the execution of work. The various
operations are then completed with material, resources and direct item procurement
transactions performed to complete the tasks.

* Work
Request/
Service
Request

* Create
Work order

eAM Distributed
Instance

* Release
Work order

* Update
Work order
(optional)

* Material
Issues

# Direct Item
* Receipts
Purchase Requisition

* Material
Returns

Synchronize
transactions
before Period
Close within
ERP

* Resource
transaction

* Complete
Work Order

Synchronize
transactions
after Work
Order
Completion

ERP
Instance
# Create Released
Work order

# Purchase
Requisition

# Update # Material # Material

Work order Issues
Returns

# Complete
Work Order

* Purchase
Order
# Cost
transactions

* User initiated
# Background step

# Resource
transaction

* Close
Work Order
(optional)

Figure 3 : Work Request to Work Completion flow

After completion of work, the maintenance technician or supervisor completes the work
order.
As can be seen Figure-3 above, the entire end to end maintenance flow can be performed
in the eAM instance. Optionally, work orders can be closed in the ERP instance.

4.2

Preventive Maintenance to Work Execution

Preventive Maintenance of Assets entails maintaining assets on a pro-active basis by

defining complex runtime rules and scheduling rules to generate periodic PM work orders
which maintain the health of assets on an ongoing basis. Run time rules allow adoption of
both day interval rules and meter usage based rules. Scheduling rules in conjunction with
PM last service information determines the anchor dates and scheduling options for PM
work orders. In addition, cyclicality of PM schedules and suppression rules can be
defined to cater to different business needs.

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The PM Engine will generate PM work orders which will be released by the Maintenance
supervisor for execution. Operation completion, material and resources can then be
reported by the technicians performing the preventive maintenance work. When the work
order is completed, a feed back loop is provided back to the PM Last service information
to keep the PM anchor dates updated.

Last service information update

* PM Schedules

* PM
Forecast
Engine

* Create
Work order

* Release
Work order

eAM Distributed
Instance

* Update
Work order
(optional)

# Direct Item
Purchase
Requisition

* Material
Issues

* Receipts

* Material
Returns

Synchronize
transactions
before Period
Close within
ERP

* Resource
transaction
Synchronize
transactions
after Work
Order
Completion

ERP
Instance

# Create
Released
Work order

* User initiated
# Background step

* Complete
Work Order

# Purchase
Requisition

# Update # Material # Material

Work order Issues
Returns

*
Purchase
Order

# Resource
transaction

#Complete
Work Order

#Cost
transactions

* Close
Work Order
(optional)

Figure 4 : Preventive Maintenance to Work Execution flow

As can be seen Figure-4 above, the entire end to end maintenance flow including the
setups required for preventive maintenance can be entirely performed in the eAM
instance. As the ERP instance is responsible to merely cost the transactions, PM
definitions, meter readings and last service information need not be synchronized with
the ERP instance.
Work order close can be optionally performed in the ERP instance.

4.3

Asset Acquisition to Maintenance

Assets can be acquired by creating a purchase order in the ERP instance. The purchase
order can be created by entering the description and quantity of assets to be procured.

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These assets can then be invoice matched in the Accounts payable module of ERP system
and the appropriate costs can be posted to Fixed Assets to create new mass addition lines.

Create Maintainable Asset

Receive Asset

eAM Distributed
Instance

Create Work Request

Synchronize
Assets; Use
Asset Number
interface to
load data into
eAM system

ERP
Instance

Purchase Order to
Procure Asset

Create Maintainable Asset

Link to Fixed Asset

Figure 5 : Asset Acquisition to Maintenance

eAM Assets can be defined in the eAM instance and synchronized to the ERP system.
The assets can then be associated with the corresponding Fixed Assets created through
AP-FA postings.
As can be seen in Figure-5 above, the only integration required for this flow is eAM
Asset Number synchronization. Post sync-up, eAM Assets in ERP instance can be
updated with their corresponding FA numbers.
If the ERP instance is R12 or above, this Fixed Asset integration flows can be modeled
through OAT Depreciable Items flow.

4.4

Siebel Call Center to Maintenance Execution (for Public Sector /

Federal)

This flow entails integration of Siebel assets with Oracle eAM asset numbers in the
distributed eAM instance to enable Request to Resolution flow using these products.
Service Requests can be created using Siebel call center application which will be
transformed by the Integration layer into a Work request in EAM. The Maintenance
planner can then create a work order to resolve the issue reported.

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Create Asset

Siebel Call
Center

Create Service
Request

Synchronize
Assets

eAM
Distributed
Instance Create Asset Number

Work Execution (refer

Figure3)
# Create Work
Request

Create
Work order

Synchronize
Assets

ERP
Instance

# Work Execution Sync.

(refer Figure3)
# Create
Work Order

Create Asset Number

# Background step

Figure 6 : Siebel Call Center to Maintenance Execution

4.5

Manufacturing downtime integration for Capacity Planning

eAM integrates with manufacturing by linking equipment resources deployed for

production jobs with the Asset Numbers in eAM. Maintenance work orders created on
such assets which require shutdown to perform the work have to be communicated back
to Manufacturing planning system such as ASCP to reduce the available capacity of these
resources. eAM downtime flow verifies the work day pattern of the resources and
appropriately blocks the available capacity for the duration for which the work order has
been scheduled.
eAM
Distributed Create Asset Number Link to Production
Instance +
resource
Production
instance

Create
Work order

Downtime
Concurrent
program

Capacity
changes for
resource

Synchronize
Assets

ERP
Instance

ASCP
Create Asset Number

Figure 7 : Manufacturing Downtime Integration

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As can be seen for the Figure-7 above, manufacturing downtime integration flow can be
executed between eAM organization and production organizations of eAM Distributed
instance. The details captured in the capacity changes form for a resource will be read by
ASCP.

5.

Implementation

5.1

Work Order Creation and Release

Work Order creation is recommended to be initiated in the distributed eAM instance.

The typical sequence of steps for Work Order Creation and Release are as below:
1. The work orders are created either from a Work request by the maintenance
planner or auto-created by the system through the preventive maintenance engine
either in Draft or Unreleased status. Draft status indicates the ongoing work
definition phase. Once work order is defined and but not yet ready to be executed,
user can change the status to Unreleased.
2. Work Orders are then updated to Released status when the work order execution
is ready to begin. If Workflow approvals are setup, work order status changes to
Released after final approval by the users defined in the AME approval groups.
3. Work Order Release triggers the following actions along with :
a. Purchase Requisitions are created for Direct Items and OSP Items
b. Material Allocations are created through background move order creation.
4. Work Orders can be updated to other statuses or modifications can be made in the
work definitions.

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Work Order Creation Breakdown and Preventive Maintenance Flows

HostERP
ERP
Host

Integration
Integration

DistributedeAM
eAM
Distributed

Create Work
Request

Approve Work
Request

Create Work
Order in Draft
Status
Create/Update
Work Order
Unreleased
status

Create/Update
Work Order in
Released
status

PM Schedule/
Rules
definition

Generate PM
Work Orders

Synchronize
Work Order
Header

Synchronize
Work Order
Operations

Synchronize
Work Order
Material
Requirements

Synchronize
Work Order
Resource
Requirements

Create Work
Order in
Released
Status

Create/Update
Work Order
Operation
requirements

Create/Update
Work Order
Material
requirements

Create/Update
Work Order
Resource
requirements

Update Work
Order
requirements

Figure 8 : Work Order Creation Flow

Distributed eAM System

Create Work Orders
The distributed eAM system creates and approves the work orders. Work orders can be
created either from Forms or from Self-service or loaded into the system using the WO
Business APIs.
Please refer to the Enterprise Asset Management User Guide for more information.
Transmit Work Orders
When a work order is either created in a Released status or updated to a Released status,
the distributed system transmits work order information to the host system.
Systems Integrator
Work orders may be transmitted to the host system, by invoking the WO Business
process APIs. This will ensure that data integrity is not compromised and all the
functional and technical validations are performed before the work orders are imported
into the host system. During implementation, systems integrator will need to write the
transformation to ensure that newly released work orders can be imported using the
Public WO Business Object API into the host system. The integration layer should also

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perform any code conversions as well as mapping required to populate data into the host
system.
Systems Integrators will also be responsible to keep the information updated in the host
system as the work orders can be updated or cancelled in the distributed eAM system.
What Does Oracle Provide
Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to
transfer data between the distributed eAM instance and the host ERP instance. Following
are the artifacts that Oracle provides to facilitate the integration between the distributed
eAM system and the host ERP system.
a) Oracle will provide an ODI map for work orders, which can be used to transfer
work order and work order requirements (operations, materials, resources,
assigned employees and equipments) from the distributed eAM instance to host
ERP instance.
b) Web Service for work order and work order requirements. The web service can be
used for incremental sync up of work order between the two systems
c) Interface tables to support Oracle Business Object API for Work Orders
d) Business Object API for Work Order and work order requirements (operations,
materials, resources, assigned employees and equipments)
Host System
Import Work Orders
Work orders created in the distributed eAM system will be synchronized with the host
system by running the WO Business Object API. If no errors are found in the submission
process, the complete definition of the work orders including their requirements are
loaded into the base tables
(WIP_ENTITIES, WIP_DISCRETE_JOBS,
WIP_OPERATION_RESOURCES,
WIP_OPERATION_RESOURCE_USAGES,
WIP_OPERATION_RESOURCE_INSTANCES,
WIP_REQUIREMENT_OPERATIONS, and WIP_EAM_DIRECT_ITEMS). The work
orders in the host system will have the same name as those in the distributed eAM
system. If the WO API returns errors on the interface records, the errors are written out to
the EAM_WO_ERRORS. The error records in the interface tables must be updated
before the re-run of the ODI import program.
When syncing the records for material requirements of stocked inventory items and direct
items, the auto request flag should be turned off in the Host ERP. This will prevent
duplication of purchase requisition and material allocations in the Host ERP system.
When syncing up PM work orders to the Host ERP system, it is not required to sync-up
the PM schedule id and other related PM fields on the work order, as the Preventive
Maintenance function would be an executed only from the distributed eAM system.

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Assumption for importing work orders into the host system is that all corresponding setup
(asset, departments, resources, materials) is previously synched between the host ERP
and the distributed eAM system.

5.2

Work Order Transactions

5.2.1 Resource Transactions

Resource transactions (also known as Charge Time) is recommended to be initiated in the
distributed eAM instance.
The typical steps/options for resource transaction are as follows:
1. A Work Order is first created with operations which in turn may have resource
requirements specified against it. The Work Order is then updated to Released
status.
2. User then enters Charge Time transactions against a resource with or without an
employee reference using the Mass Time entry page.
3. User can also enter an OTL timecard by specifying hours worked on each work
order for a given period. Time card is then approved and imported into eAM as
resource transactions.
If it is not the intention to cost the transactions in distributed eAM instance, the cost
manager may be turned off in this instance.
Distributed eAM System
Charge Time
Users report time against Released work orders in the distributed eAM system. These
labor transactions need to be synched up to the host system in order to ensure that costs
are correctly generated against these transactions and maintenance expense is reported
correctly.
Please refer to the Enterprise Asset Management User Guide for more information on
how to perform the labor transaction.
Transmit Resource Transactions
Resource transactions created in the distributed eAM system should be transmitted to the
host system. It is recommended to sync up the labor transactions to the host system
periodically daily or weekly for instance. Care should be taken to ensure that all labor
transactions reported against work orders are synched up to the host system before the
Accounting period in the host system is closed.

Systems Integrator
The integration layer will be responsible for loading resource transactions into the WIP
transactions interface table. During implementation, systems integrator will need to write

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the transformation in the Integration layer, which will fetch the resource transaction from
the distributed eAM instance and populate the WIP transaction interface tables in the host
system. The integration layer should also perform any code conversions as well as
mapping required to populate data into the host system.
What Does Oracle Provide
Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to
transfer data between the distributed eAM instance and the host ERP instance. Following
are the artifacts that Oracle provides to facilitate the integration between the distributed
eAM system and the host ERP system.
a) Oracle will provide an ODI map for resource transaction, which can be used to
transfer resource transaction from the distributed eAM instance to host ERP
instance.
b) Web Service for resource transaction. The web service can be used for
incremental sync up of resource transactions.
Host System
Import Resource Transactions
Once the WIP transaction interface table is loaded in the host system, transactions can be
imported by running the Inventory Move Transactions Manager. The Inventory Move
Transactions manager receives the data, derives and defaults any missing data, and
validates the data. If no errors are found in the submission process, the data in the WIP
transactions Interface tables is loaded into the WIP transactions base tables and
corresponding Work Order resource tables are updated.
If the Inventory Move Transactions manager finds errors in the interface tables, the
record identification number and the details of the error are written to the
WIP_COST_TRANSACTION_ERRORS table. These errors can be viewed in the
Pending Resource Transactions form along with the failure reason(s) for each row. The
error records in the interface tables must be updated before the re-run of the import
program.
Assumption for importing resource transactions into the host system is that the
corresponding work order is already imported into the host system in released status.

5.2.2 Direct Item procurement /OSP flow

Direct Item and OSP purchase requisitions will be initiated in the distributed eAM
instance.
The typical sequence of steps for Direct Item flow is as follows:
1. Work Order is created with material requirements for Non-Stock Direct Item
and/or Descriptive direct items.

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2. Work Order is then updated to Released status. This triggers automatic creation of
Purchase Requisition for each direct item on the work order material requirements
for which the Auto Request flag is checked.
3. If Auto Request flag is not for a direct item material requirement record, then user
can invoke the Request All function to trigger the Purchase Requisition creation.
4. User can also update or request for additional quantity of the direct items than
what was originally specified.
5. Another possibility is to invoke i-procurement responsibility from the work order
and manually create a non-catalog request for descriptive direct item
requirements.
Direct Item Procurement flow

Release Work
Order

Facilitated through Standalone WMS

System
generated
Purchase
Requisition

Create
Purchase
Order

Receive
against Work
Order

Run/ Schedule
Import
Standard
Purchase
Order program

Integration
Integration

Create Work
Order with
Direct Item
material
requirements

Synchronize
Work Order
and Direct Item
requirements

HostERP
ERP
Host

DistributedeAM
eAM
Distributed

Request
Direct Items
from Work
Order

Create Work
Order in
Released
Status

Populate
Requisition
Interface table
of Host ERP

Populate
Purchasing
Documents
Open interface

Populate
Receiving
Documents
Open Interface

Run
Requisition
Import to
Create
Purchase
Requisition

Create
Purchase
Order

Receipt
Synchronized

Work Order
reflects cost
due to direct
item
procurement

Figure 9 : Direct Item Procurement Flow

Distributed eAM System

Generate Requisitions for Direct Item/ OSP Item
Direct Item requirements (Non-Stock direct items and Description based direct items) are
added to a work order manually by updating the requirements of the work order. NonStock direct item requirements may also be included in the Asset BOM/ Maintenance
BOM. Purchasing Requisitions for these items are generated when the work order is
released in the distributed eAM system.

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It is recommended to setup workflow approval for direct item and OSP purchase
requisitions in the distributed eAM instance and then sync up only the approved purchase
requisitions.
Transmit Purchasing Requisitions
Direct Item requisitions created in the distributed system should be transmitted to the host
system. It is recommended to sync up the purchase requisitions after the released work
order is synched with the host system.
Systems Integrator
The integration layer will be responsible for loading requisitions for direct items into the
Purchasing Requisitions interface table. During implementation, systems integrator will
need to write the transformation in the Integration layer to populate the requisitions
interface tables in the host system. To trace back the Purchase requisition number in the
eAM instance should a need arise, it is recommended to store the purchase requisition
number in the buyer notes field while populating the interface table in the host system.
The integration layer should also perform any code conversions as well as mapping
required to populate data into the host system.
What Does Oracle Provide
Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to
transfer data between the distributed eAM instance and the host ERP instance. Following
are the artifacts that Oracle provides to facilitate the integration between the distributed
eAM system and the host ERP system.
a) Oracle will provide an ODI map for purchase requisitions, which can be used to
transfer purchase requisitions from the distributed eAM instance to host ERP
instance.
Host System
Import Purchasing Requisitions
Once the Purchasing Requisitions interface table is loaded in the host system, these can
be imported by running the Import Requisitions program. The Requisitions import
process receives the data, derives and defaults any missing data, and validates the data. If
no errors are found in the submission process, the data from the requisition Interface
tables is loaded into the Purchasing Requisitions base tables.
If the process finds errors in the interface tables, the record identification number and the
details of the error are retained in the Requisitions interface tables. These errors can be
viewed by running the Requisition Import Exceptions Report. The error records in the
interface tables must be updated before the re-run of the interface program.

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Assumption for importing purchasing requisitions for direct items into the host system is
that the corresponding work order is already imported into the host system in a released
status.
Create Purchase Order
Once the Direct item purchase requisition is successfully imported into the Host system,
this will be converted into a Purchase Order by the Purchasing personnel, following
standard business procedures.

Transmit/Import Purchase Order to the Distributed eAM system

Once the Direct item Purchase order is approved, it will be transmitted and imported into
the distributed eAM system. Refer the approach documented in section 5.6 for further
details.
Once purchase orders are created in the distributed eAM instance, the work order details
page may show the original purchase requisition line and a new line for the purchase
order just created. The additional purchase requisition line can be ignored or manually
closed out.
Distributed eAM System
Receipt of Direct items
The direct items are received in the distributed eAM system against the imported
Purchase Order number. The direct items are received into the shop floor, for the work
order against which they were requisitioned.

After the Direct Items are received into Shop Floor

Once the direct items are received into Shop Floor, these receipts are transmitted back to
the host system, so the receipt transaction can be accounted for in the host system. Refer
the approach documented in section 5.6 for further details.

5.2.3 One-step material issue and material return

Material transactions are recommended to be initiated in the distributed eAM instance.
The typical sequence of steps for material transactions one step material issue and
material returns in the distributed eAM instance is as follows:
1. Work Order is created with stocked inventory material requirements referencing
operation sequence numbers. Work Order is then updated to Released status.
2. User then goes to the stores page and performs a one-step material issue of items
by specifying the quantity to be issued and the sub inventory details.

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3. User can also issue items which are not on the work order material requirements.
4. Items that are unused in the maintenance work can be returned back to sub
inventory using the Material returns transaction by specifying the quantity and
sub inventory details.

Distributed eAM System

Issue Material
Users issue or return material against Released work orders in the distributed eAM
system. These material transactions need to be synched up to the host system in order to
ensure that costs are correctly generated against these transactions and maintenance
expense is reported correctly.
Please refer to the Enterprise Asset Management User Guide for more information on
how to perform the material transaction.
Transmit Material Transactions
Material transactions created in the distributed eAM system should be transmitted to the
host system. It is recommended to sync up the transactions to the host system periodically
daily or weekly for instance. Care should be taken to ensure that all material
transactions reported against work orders are synched up to the host system before the
Accounting period in the host system is closed.
Systems Integrator
The integration layer will be responsible for loading material transactions into the
Inventory transactions interface table. During implementation, systems integrator will
need to write the transformation in the Integration layer, which will fetch the material
transaction from the distributed eAM instance and populate the Inventory transaction
interface tables in the host system. The integration layer should also perform any code
conversions as well as mapping required to populate data into the host system.
What Does Oracle Provide
Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to
transfer data between the distributed eAM instance and the host ERP instance. Following
are the artifacts that Oracle provides to facilitate the integration between the distributed
eAM system and the host ERP system.
a) Oracle will provide an ODI map for material transactions, which can be used to
transfer material transactions from the distributed eAM instance to host ERP
instance.

Host System
Import Material Transactions

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Once the Inventory transaction interface table is loaded in the host system, transactions
can be imported by running the Inventory Move Transactions Manager. The Inventory
Move Transactions manager receives the data, derives and defaults any missing data, and
validates the data. If no errors are found in the submission process, the data from the
Inventory transactions Interface tables is loaded into the Inventory transactions base
tables and corresponding Work Order material requirements tables are updated.
If the Inventory Move Transactions manager finds errors in the interface tables, the
record identification number and the details of the error are retained in the
MTL_TRANSACTION_INTERFACE table. These errors can be viewed in the Pending
Material Transactions form along with the failure reason(s) for each row. The error
records in the interface tables must be updated before the re-run of the import program.
Assumption for importing material transactions into the host system is that the
corresponding work order is already imported into the host system in released status.

5.2.4 Two-step material issue

Material transactions are recommended to be initiated in the distributed eAM instance.
The typical sequence of steps for two step material issue transaction in the distributed
eAM instance is as follows:
1. Work Order is created with stocked inventory material requirements referencing
operation sequence numbers. The Enable Material Issue flag in the work order
header is checked. The Auto Request flag can be optionally checked for each of
the material requirement lines.
2. Work Order is then updated to Released status. If Auto Request flag is checked,
this automatically triggers material allocations for the items which are available in
stock.
3. If Auto Request flag is unchecked, users can use Request All from the work
order details page to trigger manual allocations from a sub inventory.
4. User then goes to the stores page and performs a material issue of the allocated
items by specifying the quantity to be issued.

Material Allocations against work orders in the distributed eAM instance need not be
synchronized to the ERP instance, as there are no costing impacts. Once material gets
issued then this transaction should be synchronized to the ERP instance.
Please refer to section 5.2.3 for details on synchronizing material transactions.

5.3

Work Order Completion

5.3.1 Work Order Completion Transactions

Work order completion transaction is recommended to be initiated in the distributed eAM
instance.

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The typical sequence of steps for work order completion in the distributed eAM instance
is as follows:
1. User queries a released work order and initiates the work order completion
transaction. The work order status can be changed to either complete or completeno charges.
2. User can also query a completed work order and update the status to complete
no charges.
3. User can query an already completed work order and un-complete the same to
modify or add reporting details.
The recommended implementation to synchronize these steps is depicted in the table
below:
Sl.No.
1.

Action in Distributed eAM

Instance
Work Order Completion

2.

Work Order status update to

Complete No Charges

3.

Work Order Un-Complete and

change status to Released.

Follow-up Action in Host ERP

Instance
1. Check if Released Work Order
exists; else synchronize all the
work order details.
2. If work order already exists,
verify if all the work order details/
lines have been synchronized,
else synchronize all the work
order details.
2. Verify if all transactions
performed in the distributed eAM
instance has been synchronized
into the host ERP instance, else
synchronize the transactions.
3. Complete the work order into
the appropriate completion status.
1. Verify if Complete status work
order exists. If it does not,
perform above steps.
2. Update the status of work order
to Complete No Charges
1. Verify if Complete status work
order exists. If it does not,
perform steps as per 2 above.
2. Update status of work order to
Released.

Distributed eAM System

Complete Work Order

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When a work order is completed, the maintenance technicians will report completion
which will change the status of the work order to Complete or Complete No
charges in the distributed instance.
Please refer to the Enterprise Asset Management User Guide for more information on
how to complete work orders.
Transmit Work Order Completion Transactions
Work Order completion transactions should be transmitted from the distributed instance
to the host system. It is recommended to sync up the transactions to the host system
periodically daily or weekly for instance.
Systems Integrator
Work orders completion transactions may be transmitted to the host system, by invoking
the WO Business process API. This will ensure that data integrity is not compromised
and all the functional and technical validations are performed before the work orders
completions are imported into the host system. During implementation, systems
integrator will need to write the transformation to ensure that newly completed work
orders can be imported using the Public WO Business Object API into the host system.
The integration layer should also perform any code conversions as well as mapping
required to populate data into the host system.
Distributed eAM
system

Work Order
Completion

Integration Layer

Host ERP system

WO actual completion dates

(Mandatory)
WO shutdown dates
(Conditionally mandatory)
Completion Sub-inventory details
(Conditionally mandatory)

E-Signature
and E-record
(optional)

Meter readings entries

(Not required)

Last Service
Info update to
PM

Replace Rebuild details

(Not required)

Collection result entries

(Not required)

Work Order
Completion

Work Order
Close
(optional)

Last service Information update to PM

(Not required)
Failure Information
(Not required)
E-record snapshot
(Not required)

Figure 10 : Work Order Completion sync-up recommendations

What Does Oracle Provide

Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to
transfer data between the distributed eAM instance and the host ERP instance. Following

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are the artifacts that Oracle provides to facilitate the integration between the distributed
eAM system and the host ERP system.
a) Oracle will provide an ODI map for work order completion transactions, which
can be used to transfer completed work orders from the distributed eAM instance
to host ERP instance.
b) Web Service for work order completion transactions. The web service can be used
for incremental sync up of completed work orders between the two systems

Host System
Import Work Order Completion Transactions
Work orders completed in the distributed eAM system will be synchronized with the host
system by running the WO Business Object API.
The following details pertaining to the work order completion transaction need not be
synchronized into the host ERP system: Meter readings, Collection results entered, Last
service information update, replace rebuild details and e-record capture. This is shown in
the schematic above.
If no errors are found in the submission process, the status of the work will be updated in
the host system. If the WO API returns errors on the interface records, the errors are
written out to the EAM_WO_ERRORS table. The error records in the interface tables
must be updated before the re-run of the import program.

5.3.2 Work Order Close and Period Close

In the distributed eAM instance, the terminal status of a work order will be a completed
work order which can be modeled as a user defined status such as Frozen. Since the
transactions in the distributed eAM instance are not costed, work order close and period
close need not be initiated here.
In the host ERP instance, user can optionally perform Work Order close transaction for
all the completed work orders. This can be done for each completed work order or in bulk
using the Mass close feature from the Maintenance Workbench.
Period close should be initiated in the host ERP instance. The following additional checks
should be enforced manually, prior to period close:
1. Verify that work orders in Released status in the distributed eAM system are
synchronized into the host ERP instance in Released status.
2. Verify that for open work orders, all the transactions posted in the distributed
eAM instance are synchronized into the host ERP instance and costed.
3. Verify that all completed work orders in host ERP instance are closed.(optional)

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5.4

Asset Transactability Support

Prior to R12, Asset Groups were not transactable and were required to be defined in the
EAM enabled organization to execute the maintenance business functions.
However using an R12 eAM instance in distributed mode it would be possible to use
Asset transactability features, as R12 Asset Groups are allowed to be setup as
Transactable. Thus Assets can move between the organizations defined in this instance
in distributed eAM instance.
Distributed Instance
EM1

M1

Integration Layer

EM2

Asset Numbers: If 11i host ERP, then update the

CURRENT_ORGANIZATION_ID of MSN table to
destination eAM org

M2

Asset Numbers: If R12 host ERP, then update the

Material Transaction interface
(MTL_TRANSACTIONS_ INTERFACE)
Rebuild Numbers: Update the Material Transaction
interface (MTL_TRANSACTIONS_ INTERFACE)

Scenario-1: Inter-org transfer

across family of maintenance orgs
Asset Numbers: If 11i host ERP, then no update
required
EM1
Main Store

Sub Store

Asset Numbers: If R12 host ERP, then update the

Material Transaction interface
(MTL_TRANSACTIONS_ INTERFACE)
Rebuild Numbers: Update the Material Transaction
interface (MTL_TRANSACTIONS_ INTERFACE)

Scenario-2: Sub inventory transfer

EM1

EM2

M1

M2

Asset Numbers and Rebuild Numbers: If 11i host ERP,

then no update required
Asset Numbers and Rebuild Numbers: If R12 host
ERP, then update the Material Transaction interface
(MTL_TRANSACTIONS_ INTERFACE)

Scenario-3: Inter-org transfer

within family of maintenance orgs

Figure 11 : Recommendations for Asset transactability scenarios

In R12, eAM also introduced the concept of a family of maintenance organizations.

With this concept, one maintenance organization could service multiple production
organizations (EM1 services M1 and M3, and EM2 services M2 and M4). The assets can
physically exist in any location, across any production organization, but for maintenance
purposes they are always visible to the eAM organization associated with its location and
work orders can be defined against these assets in the eAM organization. This is very
different from the behavior in 11i when an asset had to be defined in the maintenance
organization itself and linked to the production equipment of the production organization,
in order to execute the maintenance business processes for this asset.

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On the other hand, rebuildable items were always transactable in eAM and could move
from one organization to another just like any other stocked inventory item.
Using a distributed R12 eAM system, users will be able to take advantage of the family
of maintenance organizations concept and also transfer assets from one sub-inventory/
organization to another. The following section outlines the steps to be taken to keep an
asset that is transactable in the distributed eAM instance in sync with its counterpart
that is non-transactable in the host system.

Setup
The following setups need to synchronized between the distributed instance and host ERP
instance to enable transactability feature:
1. Asset Numbers with genealogy
2. Asset Groups: Should be transactable in all R12 instances.
3. Shipping Networks
4. Sub Inventories
5. Organization parameters
Move Assets
Assets and rebuilds can be moved in and out of organizations in the distributed system as
long as they are defined as Transactable.
Sync Transactable Assets
If the asset moves within a family of maintenance organizations, there is no need to sync
between the distributed and the host system.
If the asset moves out of the current maintenance organization into another, then the
location needs to be synched to the host system.

Systems Integrator
The integration layer will be responsible for syncing the location of the asset to host
system when the asset moves out of a maintenance organization boundary in the
distributed system. Since, assets cannot be defined as transactable in the host system; it is
not possible to interface any transactions on the asset between the host and the distributed
system. Therefore, during implementation, systems integrator will need to write the
transformation, to ensure that the asset group is assigned to the new maintenance
organization in the host system (there is a row against the new organization for the asset
group
in
the
MTL_SYSTEM_ITEMS_B
table)
and
that
the
CURRENT_ORGANIZATION_ID of the asset in the table MTL_SERIAL_NUMBERS
is updated to the new organization.
For rebuildables with on hand balance, any location change should be synched back to
the host system through the corresponding background inventory transaction using the

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materials transaction interface. Location changes can be on account of movement into

and out of sub inventory, sub inventory transfers and inter-org transfers.
Host System
No action.

5.5

Asset Genealogy

Asset Genealogy represents the hierarchy of assets. eAM Hierarchy is maintained

manually by users, however, material transactions against work orders, do update the
Asset Genealogy. The genealogy will initially be in sync between the host and the
distributed system; however, incremental manual and transactional changes may make
the genealogy in the host system out-dated. As the asset genealogy information may be
used to rollup costs and to perform other analysis based on hierarchy, users may want to
keep the genealogy information synchronized between the host and distributed system.
This may be done on an on-need basis or at regular intervals, by simply syncing up data
between the genealogy table MTL_OBJECT_GENEALOGY between the distributed
and the host systems.

5.6

On Hand synchronization for MRO items

In order to perform material transactions against work orders in distributed instance and
synchronize the same to host ERP instance, it is vital to maintain accurate on-hand
balances for MRO items in both the distributed eAM and host ERP instances. Purchasing
of MRO and Direct Items would be initiated in the ERP instance. In order to receive the
same in the distributed eAM instance, it is recommended to configure this instance as a
standalone WMS instance as well. (Please refer the whitepaper on Standalone Oracle
WMS solution on how to setup and configure the instance). These items are then issued
against eAM work orders. Other transactions such as material returns, miscellaneous
issue/ receipt transactions, adjustment transactions, etc can also be performed in the
distributed eAM Instance. All these transactions cumulatively determine the on hand
balance for MRO items in the distributed Instance.
A new view MTL_ONHAND_SYNC_UP_V will be provided that will show the details
about the on hand quantity of items like total on hand quantity, available quantity, lot and
serial details, snapshot date etc. Systems Integrators should create a custom program in
the integration layer to utilize the information from this view and push the on hand
balances to the host ERP system periodically. This custom program should create an
output in the form of a flat file or EDI or XML file depending on the best method that the
host system can make use of. The standalone solution will also provide a web service,
which the host system can call anytime to get a current snapshot of on hand quantities.
Host System
Create PO
The host system creates and approves the purchase orders. If the host system is an
Oracle ERP system, purchase orders can be created using forms or purchasing open

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interface.
Please refer to Oracle Purchasing Implementation Guide for detailed information on
how to create new purchase orders.
Transmit PO
The host system transmits purchase order information to the distributed system. If the
host system is an Oracle ERP system, purchase orders can be transmitted using ASC X12
850/EDIFACT ORDERS or its XML equivalent. Any changes to purchase orders can be
transmitted using ASC X12 860 or its EDI or XML equivalent.

HostERP
ERP
Host

Integration
Integration

Distributedinstance
instance
Distributed

Purchasing flow for Stocked MRO Items

Create
Purchase
Order
Create
Purchase
Requisition

Populate the
PO_REQUISITI
ONS_INTERFA
CE table

Run/ Schedule
Import
Standard
Purchase
Order program

Populate
Purchasing
Documents
Open interface

Receive Item
to subinventory
(RCV_TRANS
ACTIONS)

Pull records
using View
RCV_RECEIP
T_CONFIRMA
TION_V
Populate
Receiving
Documents
Open Interface

Update
RECEIPT_CO
NFIRMATION_
FLAG to Sent
Pending
Confirmation

Update
RECEIPT_CO
NFIRMATION_
FLAG to Sent
Confirmed

Run/ Schedule
Requisition
Import
program

Create
Purchase
Requisition

Create
Purchase
Order from PR

Run/Schedule
Receiving
Transaction
Processor

Receipts are
created and
ready for
Invoice
matching

Figure 12 : Purchasing Flow for Stocked MRO Items

Systems Integrator
The integration layer will be responsible for loading standard purchase orders into the
purchasing interface tables. During implementation, systems integrator will need to write
the transformation, for the transmitted PO from the host system, in the Integration layer
that will be responsible for populating the PO interface tables in the distributed system
using the Purchasing Document Open Interfaces. The integration layer should also
perform any code conversions as well as mapping required to populate the interface
tables in the distributed system.

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Systems Integrators will also be responsible to keep the information updated in the
distributed system as the purchase orders are updated or cancelled in the host system.
They will have to call appropriate purchasing public APIs to orchestrate these changes.
Distributed eAM System
Import PO
The Purchasing Documents Open Interface uses Application Program Interfaces (APIs)
to process the data in the Oracle Applications interface tables to ensure that it is valid
before importing it into Oracle Purchasing. New Purchase orders can be imported into
distributed warehouse (operating on standalone WMS solution) by processing
information in the purchasing documents open interface. They cannot be imported
through EDI or XML gateway.
Once the interface tables have been loaded, the Import Standard Purchase Order
program must be run in the distributed system to import the data from the interface
tables into Oracle Purchasing. The Purchasing Documents Open Interface program
receives the data, derive and default any missing data, and validate the data. If no errors
are found in the submission process, the data in the Purchasing Documents Open
Interface tables is loaded into the purchasing base tables to create the standard purchase
order. The purchase order will be created in approved status and should have the same
document number as in the host system.
If the Purchasing Documents Open Interface program finds errors in the interface tables,
the record identification number and the details of the error are written to the
PO_INTERFACE_ERRORS table. You can launch the Purchasing Interface Errors
Report in Purchasing to view the rows that were not imported by the Purchasing
Documents Open Interface along with the failure reason(s) for each row. The
Purchasing Documents Open Interface saves or errors out on a line-by-line basis. This
means that if an error is found in a document line, only that line is rolled back (not
submitted to Purchasing), and you can find the error in the PO_INTERFACE_ERRORS
table. The error records in the interface tables must be updated before the re-run of the
import program. Because the Purchasing Documents Open Interface saves or errors out
line by line, it can accept partial documents. Assumption for importing purchase orders
into the distributed system is that the required reference data such as item and supplier (or
vendor) must already be set up in the distributed system.
Please refer to Oracle Purchasing Open Interfaces and APIs manual for detailed
information on what fields to populate for importing new purchase orders.
Purchase Order Changes and Cancellations
If the host system has modified or cancelled the purchase order after it has been
downloaded in the distributed system, such changes can be transmitted to the distributed
system using the public APIs. All the PO change management supported currently in the
E-Business suite will be supported for the distributed system as well. The purchase order
change API allows you to update quantity, price or promise date on standard purchase

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orders or cancel an existing purchase order. These APIs perform all the necessary
validation before updating the changes. The integration layer will be responsible for
transmitting and populating the change data or calling the appropriate APIs.
Please refer to Oracle Purchasing Open Interfaces and APIs manual for detailed
information on how to invoke purchase order change and cancellation APIs.
Import ASNs
Supplier will send the ASNs to the host system from where they can be imported into the
distributed system by a variety of methods I-Supplier portal, EDI, or XML. One can
import ASNs into distributed system by passing the data in the form of ASC X12 856
EDI or its equivalent XML transaction. For the EDI/XML import to successfully go
through suppliers and supplier sites should be defined as trading partners and Oracle
ecommerce gateway should be appropriately set up. Once all the setups are complete, one
can run the Oracle e-commerce gateway import program to process the transactions.
If the required data is not provided in the transaction, the Oracle e-Commerce Gateway
import process fails the transaction. Then an exception message is displayed in the View
Staged Documents window. If the trading partner is valid and the transaction is enabled,
the import process proceeds to validate the transaction using the user-defined column
rules. If no process or column rule exceptions are detected, the Oracle e-Commerce
Gateway import program will write the transaction to the Receiving Open Interface
tables to be processed by the Receiving Open Interface API. The host system can also
write the ASN information in the Receiving Open Interface tables directly using the
public APIs. To successfully import ASNs into Oracle Purchasing, one must run the
receiving transaction manager.
Please refer to E-commerce PO Implementation guide for detail information on how to
import new ASNs.
Receipt of Material in the Warehouse
When material is physically received in the warehouse, it is received against the purchase
order (or the ASN) in the distributed warehouse.
Please refer to Oracle Warehouse Management Users Guide for detailed information
on how to perform receiving transactions.
After the Material is received in the Warehouse
Distributed eAM System
Send Receipt Confirmation
Once material is received in the warehouse, distributed system will provide a mechanism
such that the host system can update its inventory system with the receipts, procurement
system for the purchase order (or ASN) against which receipt is made, and the accounts

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payable for the value of the material received. The host system may also use receipt and
inspection information to monitor supplier compliance.
Historical information about the receipts made and results of quality inspection etc. are
stored in RCV_TRANSACTIONS table in Oracle Purchasing. Standalone solution will
provide a view RCV_RECEIPT_CONFIRMATION_V which will contain all the
detailed information about the receipt transactions. The view will contain information
like source document number (PO#), line number, shipment number, item, quantity
received, unit of measure etc. and will contain information about the following
transaction types PO Receipt, Return to Vendor, Corrections, RMA Receipt, RMA
Return, Internal Requisition In transit Receipt, Inventory In transit Receipt.
Systems Integrators can write code in the integration layer to query this view directly or
create a web service to fetch all the new receipts for which confirmation has not been sent
to the host system. They can then convert this information into appropriate format to
populate the receiving interface tables of the host system. A new flag
RECEIPT_CONFIRMATION_EXTRACTED in the RCV_TRANSACTIONS table
will indicate the status if the receipt confirmation has been sent to the host system or not.
Once the confirmation is successfully sent to the host system, a new public API will
allow the users to update RECEIPT_CONFIRMATION_EXTRACTED flag in the RT
table. The RECEIPT_CONFIRMATION_EXTRACTED flag can have the following
valuesNULL Receipt confirmation not sent to the host system Sent Pending Confirmation
Receipt confirmation sent to the host system but awaiting confirmation if host received it
successfully or not.
Sent Confirmed - Receipt confirmation successfully received by the host system.
Alternately the host system can also pull the information from the distributed system by
calling a web service. Based on the parameters passed, this web service will provide the
receipts for which confirmation has not been sent and update the
RECEIPT_CONFIRMATION_EXTRACTED flag to Pending Confirmation. Once
the receipt confirmation is successfully received by the host system, it can call another
web service that will update the RECEIPT_CONFIRMATION_EXTRACTED flag to
Confirmation Sent status.
Host System
Import Receipt Information
The host system should process the receipt information obtained from the distributed
system and update its inventory records, procurement system for the purchase order (or
ASN) against which receipt is made, and the accounts payable for the value of the
material received.
If the host system is an Oracle E-Business Suite, then the information can directly be
written into the Receiving Documents Open Interface of the host system. This means
that integration or B2B layer should load the receipt information in the receiving
interface tables. Once the receipts have been imported into Receiving Documents Open

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Interface, one can run the Receiving Transaction Processor to process these
transactions and create receipts in the host system.
Please refer to Oracle Purchasing Open Interfaces and APIs manual for detailed
information on how to make use of Receiving Documents Open Interface to update
receipt information in the host system.

6.

Integration artifacts from Oracle

Oracle provides pre-seeded Oracle Data Integrator (ODI) maps, which can be used to
transfer data between the distributed eAM instance and the host ERP instance. Following
are the ODI maps that Oracle provides to facilitate the integration between the distributed
eAM system and the host ERP system.
a) ODI map for work order and work order requirements, which can be used to sync
up work order and work order requirements.
b) ODI map for work order completion. The ODI map will sync up completed work
order between the distributed eAM and host ERP instance.
c) ODI map for resource transactions. The ODI map will push resource transactions
from distributed eAM instance to the host ERP instance for Costing.
d) ODI map for material transactions. The ODI map will push material transactions
from distributed eAM instance to the host ERP instance for Costing.
e) ODI map for purchase requisitions. The ODI map will push purchase requisitions
from distributed eAM instance to host ERP instance so that the corporate
Purchasing can act upon the requisition and create Purchase Orders to procure the
parts.
Besides Oracle will provide a host of web services to facilitate the communication
between the distributed eAM instance and the host ERP instance.
a) Web service to create and update asset numbers and rebuildables. The web
service will help to sync up assets and asset updates between the distributed eAM
and host ERP instance
b) Web service to create and update asset groups and activities. The web service will
help to sync up asset groups and activities between the distributed eAM and host
ERP instance
c) Web service to create and update Maintenance BOM and Maintenance Routings.
The web service will help to sync up Maintenance BOM and Routings between
the distributed eAM and host ERP instance
d) Web service to sync up asset activity association. The web service will help to
sync up asset activity associations between the distributed eAM and host ERP
instance so that the asset activity associations can be used by an eAM work order
e) Web service to sync up work order and work order requirements. The web service
will help in incremental sync up of work order and work order requirements

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f) Web service to sync up work order completions. The web service will help in
incremental sync up of completed work orders between the distributed eAM and
host ERP instance
g) Web service for resource transactions. The web service will help in incremental
sync up of resource transactions between the distributed eAM and host ERP
instance

7.

Supported Features

The below table summarizes some of the key maintenance business flows/features and
their support in the distributed implementation mode.
Flow / Feature
Supported
Comments/ Prerequisites
Request to Resolution
- Work Request
- Work Order definition
- Material & resource

transactions
- Direct Item and OSP
Procurement
- Work Order Completion
Plan to Maintain
- Preventive Maintenance
setups
- PM Simulate and Run
- Work Order definition

- Material & resource

transactions
- Direct Item and OSP
Procurement
- Work Order Completion
Asset Groups are not transactable prior

Asset Transactability,
to R12.

Maintenance family of organizations

Failure Analysis

Recommended to be done in host ERP

Maintenance Budgeting
instance. Limited budgeting features

can be performed in the eAM instance

if Host ERP is in 11i10 or earlier.

Work Order Workflow

Wireless Maintenance User
Workbench
Multiple Activity PM
Crew Scheduling
Asset Operational status and Checkin/out of assets

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Support for 21CFR Part11

Capitalization of maintenance WO
costs

Meter Hierarchy
Asset Secured Enterprise Search
Oracle reports in XML Publisher
Assets on Maps-Google Maps
Construction Estimating
Supply Source sub inventory
Single page Debrief and Express
Work Order
PM Enhancements Generate Next
PM WO
Item Cross reference search
Graphical Display of Asset Network
Relationship
Work Order Billing

8.

Recommended to be done in host ERP

instance. Not supported if Host ERP is
in 11i10 or earlier.

Recommended to be done in the Host

ERP instance

Other Considerations / Limitations

1. For organizations using costing method other than standard costing, it is desired
that the synchronization of receipts and issues of items from the distributed eAM
instance to the host ERP instance are done as frequently as possible to ensure the
correct sequencing of transactions. This is important in order to have the item
costs reflect the reality as closely as possible. Also, work order cost reports (for
both estimates and actuals) should be taken out from the host ERP instance, as the
item costs would be more accurate here.
2. Long standing maintenance work typically spans multiple months of duration.
When inventory periods are desired to be closed in the intervening duration, it is
recommended to synchronize all the transactions done till the period end into the
Host ERP instance. This will ensure the timely flow of accounting entries into
General Ledger and accounted in the corrected periods.
3. Most eAM functions are expected to be performed by the users using the UIs of
the distributed eAM system. Hence eAM responsibility definitions and their
access in the host ERP system should be appropriately setup during
implementation to prevent end users from accidentally using the wrong instance
for transactions.

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Appendix
A)

Deploying de-centralized purchasing and inventory

Customers can also optionally deploy purchasing and inventory along with eAM
in the distributed instance if their business processes allow for the same. This
deployment mode allows users to create direct item purchase requisitions from the
work order and use the same PR to convert into a PO and receive against the
same. This eliminates the scenario where the Purchasing and Maintenance
departments would have to work with different PR and PO numbering as would
have been the case when purchasing is driven by the ERP instance. In the case of
MRO items, this mode of deployment would make available the on-hand
availability of stocked items immediately on purchase receipt without having to
synchronize the receipts from the ERP instance.

MRO
Purchase
Requisition

Release
EAM
Work order
Distributed
Instance

Purchase
Order

Direct Item Purchase

Requisition

Purchase
Order

Syncup PO
using
PDOI

ERP
Instance

Release
Work order

Purchase
Order

Receipt to
Inventory

Receipt to
Work Order

Issue to Work
Order

Work Order
costs are
updated

Sync-up
Receipts using
RCV_RECEIPT_
CONFIRMATION
_V

Receipts

Invoice Matching and

Payments

Figure 13 : De-centralized purchasing deployment

It is recommended to synchronize the purchase order and purchase receipts (refer

schematic above) to the ERP instance, so that supplier invoice matching can be
done in the ERP instance. For MRO items, the purchase receipt sync-up is
required to establish the on-hand balance in the ERP instance for subsequent
background material issues to work order.
To implement de-centralized purchasing, users need to deploy appropriately the
Receipt & On-hand sync views, table changes as necessitated in the Standalone
WMS implementation, to sync-up purchase orders, receipts and on-hand balance.
Please refer to sections 5.2.2 and 5.6 for details of the same.

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Distributed Oracle eAM

May 2009
Authors: Alexander Vaidhyan, Anju Gupta,
Contributing Authors: Amit Mondal, Ajay Kalavala

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