Oracle® Utilities Work and Asset Management

Compatible Units
Compatible Units
Oracle® Utilities Work and Asset
Management
Volume 3
Compatible Units User Guide
Release 1.9.0.4.6
E26186-02
October 2012
Oracle® Utilities Work and Asset Management Compatible Units User Guide for
Release 1.9.0.4.6
Doc v1 rev.0 10/2/12
Copyright ©1986, 2012, Oracle and/or its affiliates. All rights reserved.
Primary Author:
TUGBU Documentation
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System Basics
Compatible
Units
Contents
1 Overview ................................................................................................................................................................. 5
Compatible Units Configuration Checklist.................................................................................................................... 5
2 Regulatory Account............................................................................................................................................... 6
Setting up Regulatory Accounts ...................................................................................................................................... 6
Regulatory Account Records ........................................................................................................................................... 9
Regulatory Accounts on Work Order Records........................................................................................................... 10
Regulatory Account Views ............................................................................................................................................. 10
Period Costs ........................................................................................................................................................................
Yearly Costs ........................................................................................................................................................................
Work Orders .......................................................................................................................................................................
Fixed Assets ........................................................................................................................................................................
Overhead Accounts ...........................................................................................................................................................
10
11
11
11
11
Setting Up Regulatory Accounting for Compatible Units......................................................................................... 13
3 Compatible Units ................................................................................................................................................. 15
Compatible Unit Records ............................................................................................................................................... 15
Compatible Units Views ................................................................................................................................................. 18
Dependent Materials..........................................................................................................................................................
Functions.............................................................................................................................................................................
Equipment...........................................................................................................................................................................
Labor ....................................................................................................................................................................................
Contractor Bids ..................................................................................................................................................................
Accounting ..........................................................................................................................................................................
Structures View...................................................................................................................................................................
18
21
23
24
24
25
26
Compatible Units Actions .............................................................................................................................................. 27
View Standard Drawing ....................................................................................................................................................
Updating Compatible Unit Records................................................................................................................................
Replace CU Material Item.................................................................................................................................................
Copy to New Compatible Unit ........................................................................................................................................
27
27
27
28
4 Compatible Structures ........................................................................................................................................ 29
Compatible Structure Records....................................................................................................................................... 29
5 Compatible Units on Work Order Tasks ............................................................................................................ 32
Compatible Units Views ................................................................................................................................................. 32
CU Location (List) .............................................................................................................................................................
CU Location (Detail) .........................................................................................................................................................
Location Worksheet...........................................................................................................................................................
CU Worksheet ....................................................................................................................................................................
Contractor Supplied...........................................................................................................................................................
Discount Worksheet ..........................................................................................................................................................
CU Reconciliation ..............................................................................................................................................................
Items Worksheet ................................................................................................................................................................
Regulatory Accounting ......................................................................................................................................................
Allocating Overhead Costs ...............................................................................................................................................
33
33
34
35
36
37
38
40
41
43
Construction Assets......................................................................................................................................................... 43
Compatible Units - Contents 3
User Guide for Release 1.9.0.4.6 Doc v1 rev.0 10/2/12
Contents
Assigning Components to Construction Assets ............................................................................................................ 47
CU Actions ....................................................................................................................................................................... 48
Adding Compatible Structures ......................................................................................................................................... 48
Adding Dependent Materials ............................................................................................................................................ 49
Value Assets in Prior Year................................................................................................................................................. 49
Planning Travel Time...................................................................................................................................................... 49
6 Planning Compatible Units for Conductors ..................................................................................................... 51
Setting up a Stock Code as a Conductor ..................................................................................................................... 51
Adding the Stock Code to a Compatible Unit ............................................................................................................ 52
Adding the Compatible Unit to a Work Order .......................................................................................................... 53
Cue Cards .............................................................................................................................................. 56
Compatible Units - Contents 4
User Guide for Release 1.9.0.4.6 Doc v1 rev.0 10/2/12
Compatible Units
Compatible Units
Chapter 1
Overview
This User Guide discusses a concept rather than a subsystem. The Regulatory Account,
Compatible Units, Compatible Structure, and Work Order Task modules encompass the
functionally involved in the use of compatible units functionality in the system.
Your business practices will determine whether or not your organization uses compatible units,
how they are used, and whether or not the functionality is activated when you log on to the
system.
Compatible units are planning tools that identify assemblies of material items, such as power
poles or transformers, with associated labor and equipment estimates. Using compatible units
can assist your organization in compliance with the reporting requirements of the Federal
Energy Regulatory Commission (FERC) and other regulatory agencies. The Compatible
Structure module is used to group compatible units and to simplify the process of adding
compatible units to work order tasks. The Regulatory Account module is used to track the costs
that are associated to work on compatible units.
Compatible Units Configuration Checklist
The following components must be properly configured before compatible units functionality
can be used. Please refer to the Configuration Guide for more details.
1.
Set Compatible units business rules and code tables. Please refer to the configuration
guide for more information.
2.
Define Stock Items as CU Materials. Please refer to the configuration guide for more
information.
If your organization uses conductors, stock items for these may need to be defined as
well. Refer to Planning Compatible Units for Conductors for more information.
3.
Set Up Regulatory Accounts
4.
Define Compatible Units
5.
Define Compatible Structures
Compatible Units - Overview 5
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Compatible Units
Chapter 2
Regulatory Account
Federal and state regulatory agencies may require your organization to report financial and
operational information according to a uniform system of accounts, rather than the standard
business accounts used elsewhere in the system. The Regulatory Account module provides a way
of distributing costs against such a system of regulatory accounts, without having to derive them
from the regular business accounts defined in the Account module.
Regulatory accounts support reporting of capital, maintenance and operational costs. Once
usage codes and regulatory accounts are defined with associated account types and account
treatments, you can set up Compatible Units records and plan work against these compatible
units. After initial set up, work records that reference compatible units can be created, and the
system applies the costs associated to the work to the regulatory accounts that are referenced. As
part of the compatible units business process a great variety of regulatory work and
requirements can be planned and tracked down to the work order task level.
Setting up Regulatory Accounts
You can use the Regulatory Account module to define the Federal Energy Regulatory
Commission (FERC), Public Utility Commission (PUC) and Federal Communications
Commission (FCC) accounts required by your organization, and associate them with the
appropriate account treatments and usage codes. These accounts can then be referenced as
compatible units are planned against Work Order Task records.
Set Up Regulatory Accounts
You can also define Regulatory Account records without usage codes for gathering costs that do
not apply to compatible units.
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Setting up Regulatory Accounts
The full process of setting up regulatory accounts involves the following steps:
How to Set Up Regulatory Accounts
1.
Define Overhead Classes in the Regulatory Acct Overhead Class business rule.
The classes that you create here will define the groups of overhead costs that will
accumulate over time. These costs should be distributed at the end of the monthly or annual
period. Defined classes can pertain to Direct, Indirect or both overhead types.
Applied type denotes the Expense Categories that should be marked up. ALL denotes all
expense categories should get overhead mark up.
Please refer to the Business Rules guide for more detailed descriptions of the rule keys.
2.
Define Usage Codes in the Regulatory Account Usage Codes business rule.
Usage codes identify broad cost categories, such as street lighting or overhead transmission.
This rule defines codes that can be used to classify regular accounts by Account Type as
well as to create a short cut reference to actual Regulatory Account. For example, DP is
easier for a user to remember to choose for Distribution Poles, rather than an equivalent
FERC account such as 100.2. The values established here are used in the list of values in the
Usage Code field on the Regulatory Account module header.
Each usage code is unique and includes a brief description, which may correspond to the
regulatory title in the uniform system of accounts you are reporting against. Each usage
code is also associated with an account type, either FERC (Federal Energy Regulatory
Commission), PUC (Public Utilities Commission), or FCC (Federal Communications
Commission).
3.
Review Account Treatments to use on the Regulatory Account.
The Accounting Treatment field on the Regulatory Account record allows you to choose
from the following treatment types: Capital, Overhead, Work In Progress, Maintenance, and
Operations.
This discussion is related to Capital, Overhead, and Work In Progress, as Maintenance and
Operations are more straightforward setups that do not depend on the establishment of
additional accounts.
Capital regulatory accounts are used to capture direct costs and allow for overhead
distributions.
Overhead Regulatory Accounts are the “buckets” of overhead to disburse to capital
accounts at the end of a monthly or annual cycle.
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Setting up Regulatory Accounts
The capital Work In Progress Regulatory (CWIP) Account is the “holding” account where
all capital costs are incurred until the work is finished. When work is finished, the costs are
moved from the CWIP account to the appropriate capital account.
Usage Codes are not used when the Accounting Treatment is Overhead or WIP.
4.
Create Overhead Regulatory Accounts.
Create an overhead regulatory account first so that it can be referenced when the capital
account is created. Set the Accounting Treatment to Overhead, enter the appropriate
Overhead class, and leave the Usage Code and WIP Account Number blank. Set the status
to Active and save.
When a capital account references an overhead class, all overhead accounts that reference
the class are used on the capital account. Given this, you should be certain that the structure
you create here, accurately represents all of the accounts that you want used whenever the
Overhead class is referenced.
5.
Create CWIP Regulatory Accounts.
If you want to distribute costs against one regulatory account while the work is underway
and another account when the work is completed, identify a work in progress account.
Create a WIP or capital WIP (CWIP) regulatory account before you create the capital
account so that it can also be referenced when the capital account is created. Set the
Accounting Treatment to Work In Progress and leave the Usage Code, Overhead Class, and
WIP account number blank. Set the status to Active and save.
6.
Create Capital Regulatory Accounts.
Create the Capital account by setting the Accounting Treatment to Capital, entering the
appropriate Usage Code, and reference the WIP account number created in the previous
step. It is used in work planning rather than the regulatory account. Leave the Overhead
Class field blank. Do not set the status to Active until the account is associated to an
overhead account.
7.
Associate Overhead Accounts to Capital Accounts.
On the Capital account created in the previous step, select Overhead Accounts from the
views list in the Regulatory Accounts module. This view is only used by the Indirect
Overhead distribution process to distribute costs in period end processing.
Associate overhead accounts with the capital account by entering the appropriate Overhead
Class in the designated field. The accounts related to the classes are shown in the bottom
section of the screen. When a capital account references an overhead class, all overhead
accounts with this class are distributed to the capital account.
This page does not establish the distribution percentage, just the fact that the capital
account will receive indirect overhead allocations. The percentage is defined in the
Regulatory Acct Overhead Class business rule.
8.
Activate the account.
Set the status of the capital account to Active and save.
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Regulatory Account Records
Regulatory Account Records
The following sections provide more detail into the elements found in Regulatory Account
records.
Field Descriptions
The following fields are included:
Account Number - This number is not part of sequence numbering so you can enter any
unique number. Typically, you will enter a number suggested by the uniform system of
regulatory accounts you are reporting against.
Status - Valid statuses are Created, Active and Inactive. You cannot change the status from
Active to Created or Inactive if the regulatory account is being used on an active Compatible
Unit record.
Account Type - The Regulatory Account module supports three types of accounts, FERC
(Federal Energy Regulatory Commission), PUC (Public Utilities Commission), or FCC (Federal
Communications Commission). When creating a new record, you must select one of these three
account types.
Account Treatment - Account treatments are used in compatible unit functionality to create
cost categories such as capital, maintenance, overhead, or work in progress. Select the
appropriate accounting treatment for this account from the list of values. Options are Capital,
Maintenance, Overhead, and Work In Progress. If you select Overhead or Work In Progress as
the account treatment, usage codes are not used.
Account Description - Enter a description to help identify the regulatory account. Depending
on your business practices, you might use the detailed description from the uniform system of
regulatory accounts you are reporting against.
Usage Code and Usage Code Description - Select the appropriate usage code. The usage
code and code description are defined in the Regulatory Account Usage Codes business rule.
The list of values for this field only shows usage codes associated with the chosen account type
that are not already associated to a Regulatory Account record in Created or Active status with
the same account treatment. You can only update the usage code when the account treatment is
capital, maintenance, or operations.
Note: If you do not see a usage code that you expect to see listed, try selecting another account
type.
Overhead Class - If overhead is selected as the account treatment, you can choose an overhead
class from the list of values. Defined in the Regulatory Account Overhead Class business rule,
overhead classes provide the ability to allocate overhead costs to the appropriate capital,
maintenance and operations regulatory accounts for reporting purposes.
WIP Account Number - Work in progress accounts are used if you want to distribute costs
against one regulatory account while the work is underway and another account when the work
is completed. The list of values associated with this field only shows regulatory accounts that
have the “Work in Progress” account treatment.
YTD Amounts - The system displays the current year to date committed, actual, and allocated
amounts for this Regulatory Account record.
Last Year Amounts - The system displays the previous year's committed and actual amounts
for this Regulatory Account record in these fields.
How to Create a Regulatory Account Record
Once your account types and usage codes are defined in the Regulatory Account Usage Codes
Business Rule, the main Regulatory Accounting records can be created.
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Regulatory Account Views
1.
2.
3.
Open the Regulatory Account module.
Click New.
Enter an account number and a description.
The account number is not part of sequence numbering and you can use any number
format.
4.
5.
6.
7.
8.
Enter values in the Account Type, Account Treatment and Usage Code fields.
Enter an overhead class if applicable.
Indicate a work in progress account if applicable.
Click Save.
Set the status to Active.
If you need to make changes once the record is in Active status, you can set the status back
to Created as long as the regulatory account is not being used on an active Compatible Unit
record.
9.
Click Save.
After the system saves the record, you can continue to create additional records as
necessary.
Regulatory Accounts on Work Order Records
You can associate regulatory accounts to work order tasks by either adding compatible units to
the CU Worksheet or by updating the Regulatory Accounting view directly. When the Work
Order Task record is in Planning, Approved, or Active status, the Regulatory Accounting view
can be updated as long as no compatible units have been added. If it becomes necessary to add
regulatory account information to a work order in Active status that already has regulatory
account entries, you must first create a new task and add the regulatory account information to
that task.
Once you add Compatible Unit records to the CU Worksheet, the system automatically
populates the Regulatory Accounting view using a percentage split based on total compatible
unit costs for the Task record. Records are inserted even if the percentage split equals zero. If
necessary, you can change the system calculated distribution by selecting Update Distributions
from the Actions list. You can also create an overhead task on Tasks that have no compatible
units planned on the CU Worksheet.
Since each capital regulatory account must have at least one construction asset, the system
automatically enters a construction asset line item in the Construction Asset view when a capital
type account is entered.
If items are added to the task during work that are not accounted for by compatible units
planned on the task, you can access the CU Reconciliation view when the Task record is in
Finished status and allocate these additional costs to the appropriate compatible units as needed.
When you do, the system recalculates the regulatory account distribution accordingly.
Regulatory Account Views
In addition to standard views, the module includes the following:
Period Costs
The upper section of the Period Costs view shows the accumulated totals for the committed and
actual costs for each period.
The lower section shows the breakdown of the costs accumulated by expense code for the
period selected in the top portion. The description displayed is defined in the Expense Codes
business rule.
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Regulatory Account Views
All data on the Period Costs view is system-maintained and cannot be modified.
Yearly Costs
The upper section of the Yearly Costs view shows the accumulated totals for committed, actual,
allocated, and actual plus allocated costs for each year.
The lower section of the view shows the breakdown of the costs accumulated by expense code /
overhead class for the year selected in the top portion. For direct charges, the Allocated Amount
field is left blank and the Expense Code / Overhead Class field displays the expense category
that was defined in the Expense Codes business rule. For all other charges, the Expense Code /
Overhead Class field displays the overhead class and the Allocated Amount field contains the
sum of the allocated amounts for the year for the overhead class.
All data on the Yearly Costs view is system-maintained and cannot be modified.
Work Orders
The upper section of the Work Orders view shows the accumulated totals of the actual costs for
each work order task. The records are listed by work order number, then by task number.
The lower section shows a breakdown of the costs accumulated by transaction type for the work
order task selected in the top portion.
Fixed Assets
Fixed assets are either constructed during the completion of work order tasks or are built by an
outside supplier and handed over to your organization as they are completed. The system
maintains accounting information on these assets in the Regulatory Account Fixed Assets view.
The upper portion of the Regulatory Accounts Fixed Assets view lists annual summary
information for Fixed Assets referencing the Regulatory Account. The lower portion of the view
lists date and cost information for all the Fixed Assets created during the year highlighted in the
upper section. As you click Fixed Assets in the lower section to select them, the Asset
Description field changes to show the description of the selected asset.
All of the information on the Fixed Assets view is system-maintained data and cannot be
updated directly. See the section on Construction Assets for more information on creating Fixed
Assets.
Overhead Accounts
The allocation of overhead charges to non-overhead regulatory accounts helps to provide a true
cost of construction, maintenance and operations for reporting and capitalization purposes. The
Overhead Accounts view is only available when the account treatment on the main Regulatory
Account record is Capital, Maintenance, Operations or Work in Progress. The view is not
available when the account treatment is Overhead.
Note: The Overhead Accounts view is not available when the account treatment for the main
record is Overhead.
Overhead classes can only be added to this view when the Regulatory Account record is in
Created status. When an Overhead account is added to the upper portion of the screen, the
lower section displays all of the active overhead regulatory accounts that have the same account
type as the current Regulatory Account record (as indicated on the main record). For example, a
FERC type Regulatory Account record cannot have a PUC type Overhead account, so PUC
types are not listed.
Once the record is set to Active status, this view is display only and cannot be modified.
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Regulatory Account Views
Year End Processing
At the end of the year, batch processing allocates costs from the overhead regulatory accounts to
the related non-overhead accounts (Capital, Maintenance, Operations, Work In Progress) based
on the overhead class.
The amount allocated to each non-overhead account is based on the proportion of actual
charges in the associated expense category incurred during the year for each account. For
example, if there are two non-overhead accounts receiving allocations, one with $500 and the
other with $1500 of actual charges, then the first will receive 25% of the allocation and the
second would receive 75% of the allocation. The allocated amount is further broken down to the
work order tasks that made up the actual costs in the non-overhead account.
Direct overhead costs from overhead tasks are distributed during the task's normal regulatory
account distribution and are not included in year-end processing.
You can review the amounts allocated by opening the Yearly Cost view for the Regulatory
Account record or the Cost Summary view for each Work Order Task record.
How to Set Up Year End Overhead Processing
You can review the amounts
allocated by opening the Yearly
Cost view for the Regulatory
Account record or the Cost
Summary view for each Work
Order Task record.
1.
2.
Open the End of Period Processing business rule.
Enter the appropriate value in the Overhead Year Last Processed rule key.
The next time the Year End Overhead Processing batch job runs, the system will update the
Overhead Year Last Processed with the year just processed and set the Overhead Year Last
Run date to the current date.
3.
4.
5.
6.
Open the Job Manager module.
Select Create Job from the Actions list.
Specify the batch job, interval and next run date.
Click Save.
The system executes the batch job on the next run date. If the end date of the last
accounting period of the year to be processed is in the past, the system calculates the
overhead cost allocations and applies costs to regulatory accounts based on overhead class.
Allocating Overhead Costs
The allocation of overhead charges to non-overhead regulatory accounts helps to provide a
more accurate cost of construction, maintenance and operations projects for reporting and
capitalization purposes. By selecting an Overhead Class for regulatory accounts with
non-overhead Account Treatments, you can associate those accounts with the appropriate
overhead accounts. At the end of the year, batch processing allocates the overhead costs to the
associated non-overhead accounts.
How to Allocate Overhead Costs to Non-Overhead Regulatory Accounts
1.
Open a Regulatory Account record that is in Created status.
The Overhead Accounts view is only available when the Account Treatment on the main
Regulatory Account record is Capital, Maintenance, Operations or Work in Progress. The
view is not available when the Account Treatment is Overhead.
2.
3.
Select Overhead Accounts from the Views list.
Select an Overhead Class from the list of values.
As you select Overhead Classes, the system displays a list of active Overhead Regulatory
Accounts in the lower section that have the same Account Type as the current record and
have an Overhead Class specified in the upper section.
4.
Click Save.
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Setting Up Regulatory Accounting for Compatible Units
At the end of the year, batch processing allocates costs from the Overhead Regulatory
Accounts to the related non-overhead accounts based on Overhead Class.
Setting Up Regulatory Accounting for
Compatible Units
To set up regulatory accounts for compatible units you must complete three steps:
1.
Build a CU with Material Estimates
2.
Add Functions to the CU with Labor
3.
Add Accounting Information to the CU.
How to Set Up Regulatory Accounting for a Compatible Unit
1.
For more specific information
on how to create a compatible
unit, please refer to the chapter
entitled “Compatible Units.”
Build compatible units with material estimates.
Open the Compatible Units module and create a new compatible unit with the materials
needed to build the unit.
Keep in mind the four grouping codes at the bottom of the top section of the page:
Business Unit, Class, Equipment Group, and Size. Note that the last two codes, Equipment
Group and Size are used for Dependent Materials with is discussed in another section.
The materials are priced based on the average of all average unit prices from all storerooms.
Note that the “STOREROOM” parameter from the COMPATIBLE UNIT DEFAULTS
Business Rule is not used to determine the unit price.
2.
Add functions to the compatible units with labor.
A compatible unit function is used during the work estimating process to allow a designer
to choose the correct level of effort for the work. For example, a “difficult” function might
be required if the work is on a hillside or in unusual soil conditions. This is not directly
related to Regulatory Accounting, but it must be entered on the work order when the plan is
created and an account is selected.
Select Functions from the Views list to create functions and enter labor values. You MUST
create at least one function for the estimating process to work.
The rates for the labor
estimates come from the
CRAFT RATES business rule.
It is possible to reference a function with zero hours.
Next select Labor from the Views list to enter general labor estimates for the compatible
unit.
3.
Note that there is currently no
validation on the property unit
field.
Add accounting information to the compatible unit.
Compatible units cannot be used on a work plan unless the accounting information is filled
in correctly on the Accounting view of the Compatible Units record. Furthermore, the
system references this information to determine when to create fixed assets (construction
assets) for compatible units as they are added to work records (work order or work design).
If compatible units are added to a CU Worksheet with the same combination of property
unit and accounting treatment as entered on the Accounting view of a compatible unit, the
system creates fixed assets in the construction asset view of the work record. These
construction assets must be resolved as part of the work order closeout process.
Create the compatible unit relationship to the regulatory account by selecting Accounting
from the views list and entering the usage code associated to the accounts that apply for this
compatible unit. Place a check in the category for the account treatment that also applies to
the regulatory accounts that should be applied.
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Setting Up Regulatory Accounting for Compatible Units
The Work Order CU Worksheet requires you to enter a valid Usage Code and Accounting
Treatment combination. This combination is then translated into a regulatory account and
places on the work order task regulatory account cost summary.
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Compatible Units
Chapter 3
Compatible Units
Compatible units are planning tools that identify assemblies of material items, such as power
poles or transformers, with associated labor and equipment estimates. Used primarily in the
electronic, gas and water industries, compatible units provide consistency and standardization in
the design and construction of capital projects. Using compatible units may also assist your
organization in compliance with the reporting requirements of the Federal Energy Regulatory
Commission (FERC) and other regulatory agencies.
It is also possible to define stock codes as conductors to be used with compatible units. When
these types of compatible units are added to a work order, the system automatically completes
the calculation to determine the length of conductor needed to complete the job.
Compatible Unit Records
Use the Compatible Units module, to define and document compatible units that are meaningful
to your organization. Compatible Unit records can contain engineering drawings, listings of
stock items comprising the unit, contractor bids, labor estimates and other costing information.
The Standard Drawing and other attachments included on the CU record are copied to work
orders referencing the CU if the Copy to WO box is checked in the CU Attachments view.
01
Compatible Unit record
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Compatible Unit Records
Note: Create records in the Compatible Unit module then reference them on a Work Design or
Work Order Task.
The records defined in the Compatible Units module can be used in designing work orders for
capital improvements, as well as maintenance of existing assets. You can also define compatible
structures to specify larger assemblies of compatible units, compatible structures.
Field Descriptions
The following fields are included:
Compatible Unit ID - The Compatible Unit ID is the unique identifier for the Compatible
Unit record.
Status - Status choices for compatible units are Created, Active, and Inactive.
If changes or additions are required to a Compatible Unit record in Active status, you must first
set the status back to Created or Inactive before updating the record. When you do, the system
verifies that the compatible unit is not cited on work order tasks in Planning, Approved or
Active status. If any are found, the system warns that the compatible unit is being used on work
orders that have not been completed and gives you the option of completing the status change
or leaving the status unchanged.
Fields can be changed while the record is in Active status if the UPDATE ACTIVE CU/CS
responsibility function is set for the user.
Description - A description is required for Compatible Unit records.
CU Type - This field is controlled by Code Table 1197. It provides a classification for the
compatible unit.
Standard Drawing - This system-controlled field contains the Document ID for the
attachment designated as the standard drawing for the Compatible Unit record. While the
Compatible Unit record can have any number of attached documents and drawings, only one
attachment can be specified as the standard drawing.
In order to change the standard drawing selection, select Attachments from the Views list and
place a check in the Standard Drawing check box next to the Attachment ID you want to specify.
If a standard drawing is
identified for the compatible
unit, you can select View
Standard Drawing from the
Actions list to display the
drawing.
The standard drawing and other attachments included on the Compatible Unit record are copied
to work orders referencing the compatible unit if the Copy to WO box is checked in the
Attachments view.
UOM - Select an appropriate unit of measure for the compatible unit from the list of values
controlled by Code Table 23. The unit of measure is similar to unit of issue for a stock item and
refers to the units used to describe the compatible unit. For example, if the compatible unit will
typically be estimated in individual units, select EA (each) as the unit of measure.
Business Unit - Select the appropriate business unit from the selections defined by your
organization in Code Table 225. Together with class and equipment group, the business unit is
one of the values you can use to filter the list of available records selecting a compatible unit on
the Work Order Task CU Worksheet view.
Class - Class categories for compatible units are defined by your organization and are linked to
the business unit categories.
Equipment Group - Equipment groups are defined by your organization and are linked to the
business unit and class.
Size - You can enter any size description meaningful for the compatible unit.
Material - The Material section in the lower part of the Compatible Unit record lists required
stock items. You can move quickly to the Material section by selecting Material from the Views
list.
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Stock Code - The stock code identifies a particular part from the catalog. The list of values
contains all active catalog items along with their description and unit of issue. Stock items
that will be identified as CU materials may need specific configuration to work properly
with CU functionality.
Description - When you select a stock code, the system provides the description .
Quantity - The quantity of the stock item required for of the compatible unit.
Unit - When you select a stock code, the system provides the unit of issue.
Unit Price - The system calculates the unit price by taking the average price of the stock
code across all storerooms containing the stock code in Active status.
Total - The system calculates the total cost for the stock item when you save the record.
Material Total - The material total field (located at the bottom right of the table) sums the costs
for all stock items referenced in the Material section.
How to Create a Compatible Unit Record
1.
2.
3.
Open the Compatible Unit module.
Click New.
Fill in the required fields.
At a minimum you must enter a description and a unit of measure.
4.
Select a business unit, class and equipment group as required.
Your organization can define the business units, class and equipment groups as appropriate
for your business activities.
5.
Click Save.
The system creates the record and assigns the Compatible Unit ID if your system is set to
create Compatible Unit ID numbers.
6.
Select a stock code for the first material item.
When you select the stock code, the system supplies the description and average unit price.
7.
8.
Enter a quantity for the first material item.
Click Save.
The system calculates the total price and saves the item.
9.
Repeat steps 6-8 for the next item.
Continue adding stock items until all the materials required for the compatible unit have
been specified. Each time you save a new item, the system recalculates the material total
estimate.
Define Compatible Units
The system calculates the unit
price by taking the average
price of the Stock Code across
all Storerooms containing the
Stock Code.
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Compatible Units Views
Compatible Units Views
The module includes the following views:
Dependent Materials
Certain materials on a compatible unit may be dependent on other compatible units included on
the same work order. For example, the size and length of the bolts used to mount a cross arm
compatible unit on a transmission pole compatible unit may depend on the size or type of pole
being used. You can list the various alternative materials in the Dependent Materials view. Later,
when you are planning the work order, you can then use this list to select which compatible units
to include with a particular work project.
Note: An asterisk on the views list indicates that there may be other materials that you can use for
the compatible unit.
02
Dependent Materials view
The fields on the Dependent Materials view duplicate those in the materials block in the lower
section of the main record. You can list as many dependent materials as appropriate to describe
the different installations where the compatible unit might be used. Depending on how your
system is configured the system will likely add dependent materials to a work order task
whenever a compatible unit with dependencies is referenced. You can also select Add
Dependent Material from the Actions list.
When dependent material quantities are updated on the CU Location Worksheet or the CU
Worksheet, the system updates the item quantity on the Task Items Worksheet with the
difference between the new and old CU quantity times the item quantity of the dependent
material on the compatible unit. If the resulting Item Quantity for the Dependent Material is
zero, system deletes the Task Items Worksheet record.
Setting up Compatible Unit Dependent Materials
Configuring dependent materials for compatible units requires the following setup steps:
1.
Set up CU Dependent Materials.
2.
Create a Work Order Task.
3.
Enter a CU on the CU Worksheet.
4.
Enter another CU on the CU Worksheet.
How to Set Up Dependent Materials for a Compatible Unit
1.
Define dependent materials in the Compatible Unit record Dependent Materials
view for a first compatible unit.
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First make sure that your compatible unit is set up with an Equipment Group and Size
entered on the header. On the header for the first compatible unit that will be added to the
work order, the Equipment Group and Size define the compatible unit as a transformer.
03
Continuing in this example, we add 4 dependant materials for the transformer by selecting
Dependant Materials from the views list then entering values accordingly. Note the
Equipment Group and Size for each.
04
The information entered on the Dependent Materials view in the Compatible Units module
determines how associated material items from the storeroom are added to the work record
when related compatible units are added. The Equipment Group and Size fields provide a
cross reference to the same fields on the Compatible Units header.
When setting up dependent materials for an item, you are considering what special materials
are needed when this compatible unit is used in conjunction with another compatible unit.
The example used here is bolts (note the descriptions for the second and third lines in the
example).
Since the length of the bolt is dependent upon the height of the pole, a wider pole will
require a longer bolt. You cannot list the bolts on the main material page because you don’t
know which bolt to choose for the transformer until the pole is also added to the plan.
If a 25 foot pole is used, you need a 8 inch bolt. If a 45 foot pole is used, you need a 12 inch
bolt.
Also note the last dependent material in this list, the Bracket Mounting Assembly. It has an
equipment group of POLE and a blank size. This type of entry allows you to define a
dependent material for the transformer when it is used on a plan with ANY compatible unit
where equipment group is POLE, regardless of the value in the size field.
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2.
Configure a second compatible unit.
The second compatible unit defines the equipment group and size for the pole that will be
used with the transformer in our example. Notice that the Equipment Group and Size
fields show the same values as the 12” bolt defined in the dependent materials view
05
How to Add Dependent Materials to a Work Record
1.
2.
3.
Create a work order task to be planned and then select CU Worksheet from the
Views list.
Enter both compatible units on the CU Worksheet, the one for the pole and the one
for the transformer.
Dependant materials aren’t evaluated until there are two or more compatible units on the
CU Worksheet.
Select Items Worksheet from the Views list.
Once both of the compatible units are entered the Materials, Labor, and Equipment from
the both compatible units are brought into the Work Order Task Items Worksheet.
Since the transformer was set up to require two dependent materials if a 45 foot pole was
used on the plan, the plan will require 12 inch bolts because of the equipment group and
size combination and a mounting bracket because of the equipment group.
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06
The dependent materials that were entered on the transformer were also copied to the work
plan Items Worksheet. Note that the quantity is 10 which is what was defined on the
dependent materials for the transformer.
When a compatible unit is added to the CU Worksheet causing dependent materials to be
added, the quantities on the Items Worksheet are managed by the system. For example, if a
quantity of 3 is compatible units is added to the CU Worksheet, all related dependent
materials are multiplied by 3.
Updates to quantities on the CU Worksheet are also managed by the system ensuring that
dependent materials quantities are adjust to reflect the new estimate.
Stock items are grouped on the Items Worksheet so adding dependent materials may have
the affect of adjusting quantities on the item worksheet rather than the addition of new
stock line items.
When compatible units are deleted from the CU Worksheet, dependent materials are also
removed from the Items Worksheet.
Functions
Functions include planned activities defined for the compatible unit, estimates for the costs
involved, as well as the conditions under which the activity is conducted. You may, for example,
have one function for a normal installation of the compatible unit and another for a difficult
installation.
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07
Functions view
Field Descriptions
Function - The Function field contains the type of activity being performed, for example:
install, remove, or transfer. Other functions can be defined in Code Table 233.
Difficulty - You can define several degrees of difficulty for the same function, for example, a
normal installation and a difficult installation, but each function/difficulty combination must be
unique. The list of values associated with the Difficulty field displays only selections that have
not yet been associated with the function for this Compatible Unit record.
Manhours - The Manhours field contains an estimate of the number of hours required to
complete the function. The system uses manhours and the labor rate from the Compatible Unit
Defaults business rule to calculate the labor estimate for the function.
Standard Price - The standard price estimate is not calculated by the system. You can enter any
price for the function that you want to use in bid quotations or planning documents.
Salvage Price - The salvage price is the estimated salvage value of the material used during the
function, such as the value of the material on hand after the compatible unit is removed from
service.
Include Material - Remove the check from the Include Material box if you do not want include
the material total from the main record in the function estimate. By default, the Include Material
box is checked.
Estimates - The Estimates section contains estimates for the function selected in the upper
portion of the screen. The system provides the estimates as follows:
Labor - Manhours multiplied by the labor rate defined in the Compatible Unit Defaults
business rule.
Equipment - The total cost of equipment associated with the function in the Equipment
view.
Material -The material total value from the main Compatible Unit record. If the Include
Material check box is not checked, the material estimate value is zero.
Total - The sum of the labor, equipment and material estimates for the selected function.
Business Rule Defaults - The Business Rule Defaults section displays the labor rate and crew
size values from the Compatible Units Defaults business rule. These values can only be modified
in the Business Rule module.
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How to Define a Function for a Compatible Unit Record
1.
2.
Open the appropriate Compatible Unit record.
Set the status to Created if necessary.
You cannot make modify Compatible Unit records that are in Active status.
3.
4.
Select Function from the Views list.
Select a function and difficulty.
The list of values for the Difficulty field only shows difficulty levels not previously selected
for the function.
5.
Enter the number of manhours estimated to complete the function.
The system divides the number you enter by the default crew size to calculate the duration
of the function.
6.
Enter a standard and salvage price for the function if appropriate.
Neither price is calculated by the system. You can enter any price that you want to use in bid
quotations or planning documents.
7.
Verify the setting of the Include Material check box.
Check the box to include material costs in the estimate, or remove the check if you do not
want to include material costs.
8.
Click Save.
The system saves the Function record. If a default equipment type is defined in the
Compatible Units Default business rule the system also saves an Equipment record as well.
Equipment
The Equipment view shows estimates of the equipment required for the selected function.
When you create a Function record, the system automatically enters the first required equipment
item based on the equipment type, quantity and hourly rate from the Compatible Unit Defaults
Business Rule. The information that is automatically entered can be changed as needed. You can
also enter additional items if necessary.
If no equipment type is defined in the Compatible Unit Defaults business rule, the system does
not automatically create an Equipment record, but you can still insert any equipment records
required for the function.
CU Description - The system populates the CU Description field with the description from
the main record. This cannot be modified.
Requirement - This column shows the equipment that is required for the function. This
includes all charge types defined in the Direct Charge Types business rule. When the required
equipment is selected the system supplies the unit of measure and standard price.
Quantity - Whole numbers are entered here to indicate the amount of the equipment needed. If
the system enters a quantity from the Compatible Unit business rule, it can be updated as
needed.
Duration - The amount of time the equipment will be needed. When inserting default items, the
system calculates duration by dividing the manhours by the crew size defined in the Compatible
Unit Defaults business rule.
Unit of Measure - When you select the required equipment, the system populates the Unit of
Measure field using the value from the Direct Charge Types business rule.
Standard Price - When the equipment requirement is entered the system populates the
Standard Price field with the value defined in the Direct Charge Types business rule.
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Total Cost - The system calculates the total cost by multiplying the quantity, duration, and
standard price. The sum of the total costs for all required equipment types is displayed below the
requirements list and also in the Estimates section on the Functions view.
Labor
When you create a Compatible Unit record, the system uses default information contained in
business rules to create a quick estimate of labor requirements. You can enter additional
information on the Labor view to develop a more accurate estimate of the labor requirements
for particular compatible unit, function, and difficulty. Entering detailed information on Labor
view can reduce or eliminate the need to modify the labor requirements inserted on the Work
Order Task record when the CU is planned against a task.
The Labor view can only be updated when the Compatible Units record is in Created status.
08
Labor view
Field Descriptions
CU Description - The upper portion of the window contains the CU Description and cannot
be updated.
People - Enter the number in the people required for the function in the People field.
Craft - Select a craft from the list of values controlled by the Craft Rates business rule. The list
of values is filtered to show only crafts not already chosen for this function, difficulty and
compatible unit.
Duration and Manhours - When either duration or manhours are entered, the system
calculates the other value using the formula Manhours = People * Duration.
Hourly Rate - The system supplies the Hourly Rate from the Craft Rates business rule when
you select the craft.
Total Cost - The system calculates the total cost by multiplying manhours by the hourly rate.
The sum of the Total Costs for all required equipment types is displayed below the requirements
list and also in the Estimates section on the Functions view.
Contractor Bids
You can use the Contractor Bids view to maintain a record of bids received from contractors for
completing the function. The upper portion of the window identifies the function and includes
the difficulty and manhours values from the Function view. The system calculates duration by
dividing the manhours by the crew size defined in the Compatible Unit Defaults business rule.
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The list of values for the Contractor field only shows vendors in Active status that have
“contractor” entered as a characteristic type in the Characteristics view of the Vendor module.
09
Contractor Bids view
How to Record a Contractor Bid for a Compatible Unit
1.
2.
Open the Compatible Unit record.
Set the status to Created if necessary.
You cannot modify Compatible Unit records in Active status.
3.
4.
5.
6.
7.
Select Contractor Bid from the Views list.
Enter a date for the bid.
Select the contractor from the list of values.
Enter the bid amount.
Check the Material and/or Labor check boxes if the bid includes material and/or
labor costs.
Click Save.
8.
Accounting
Note: The information defined in this view determines if the record appears on the list of values
when compatible units are referenced from elsewhere in the system.
The Accounting view provides a way of associating compatible units with usage codes and
account treatments. Usage codes identify broad cost categories, such as street lighting or
overhead transmission. Both usage codes and usage code descriptions are defined in the
Regulatory Account Usage Codes business rule.
Note: Usage codes and regulatory accounts must be set up to use the accounting aspect of
compatible units functionality. Usage codes are set in the Regulatory Account Usage Codes
Business Rule.
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10
Compatible Units Accounting View
You must select at least one accounting treatment type for each usage code. Check the
Accounting Treatment check boxes to indicate if the usage code can be used for capital projects,
maintenance projects, operations or any combination of the three. Before you can use an
account treatment/usage code combination, at least one active Regulatory Account record must
exist with the specified usage code and account treatment.
If the account treatment is Capital, you must also reference an Asset Class.
You can also indicate a property unit number for the compatible unit if appropriate. Property
units are used to identify fixed assets constructed on a work order.
You can only select group assets for the Continuous Group Asset ID field. Assets that are in
“Depreciation only” status and that have a depreciation method of “Group” are selectable from
the list of values for this field.
Structures View
In the Compatible Structure module, compatible units can be combined together to form larger
units called compatible structures. The Structure view in the Compatible Units module lists all
of the Compatible Structure records that include this compatible unit. If you need to modify the
information displayed in this view, you must open the Compatible Structure module and make
the necessary changes there.
11
Structures view
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Compatible Units Actions
Compatible Units Actions
In addition to standard actions, the following can be completed from within the module.
View Standard Drawing
If a standard drawing is identified for the compatible unit, you can select View Standard
Drawing from the Actions list to display the drawing.
To change the standard drawing selection, open the Attachments view and check the Standard
Drawing box for the Attachment ID you want to specify. Only one attachment can be identified
as the standard drawing.
The standard drawing and other attachments included on the CU record are copied to Work
Orders referencing the CU if the Copy to WO box is checked in the Attachments view.
Updating Compatible Unit Records
As parts become obsolete or new parts become available, you may need to update catalog items
included on Compatible Unit records and the work records that reference those compatible
units. While you can make such changes on each individual record, Oracle Utilities Work and
Asset Management provides a special action to make global updates to all the records affected.
How to Update Compatible Unit Records Globally
Work Order Task records must be in Planning status to be updated by the Replace CU Material
Item action. Compatible Unit records are updated regardless of their status.
1.
2.
3.
Open the Compatible Units module in the Resource subsystem.
Open one of the Compatible Unit records that needs updating.
Select Replace CU Material Item from the Actions list.
You must have Replace CU Material Item set in your responsibilities to have access to this
action.
The system opens a screen where you can specify the stock code for both the stock item
you want to replace and the new stock item. In order to update existing work orders
properly, you must also select a storeroom for the new stock code.
4.
Click Next.
When you click the Next button, the system displays a list of Compatible Unit, Work Order
Task, and Benchmark Work Order records that will be impacted by the change.
To see a listing of the specific records, click the arrow button for each record type. The
system displays a listing of record IDs and descriptions.
5.
Click the OK button to update the records with the new part information.
Replace CU Material Item
As parts become obsolete or unavailable, it may be necessary to update catalog items listed on
Compatible Unit records and Work records referencing those compatible units. While you can
make such changes on a record by record basis, the system provides a special action to make
global updates to all records affected.
Note: If this action is not included on the actions list, you may not have REPLACE CU
MATERIAL ITEM in your responsibility profile. Contact your system administrator to add this
function.
Note: Work Order Task records must be in Planning status to be updated by the Replace CU
Material Item action.
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Select Replace CU Material Item from the Actions list to specify the stock code for both the
stock item you want to replace and the new stock item. In order to properly update existing
work orders, you must also specify a storeroom for the new stock item.
When you click the Next button, the system displays a listing of Compatible Unit, Work Order
Task, and Benchmark Work Order records that will be impacted by the change. Click the arrow
button for each record type to see a listing of the specific records that will be updated. Click the
OK button to update the records with the new part information.
Copy to New Compatible Unit
You can select Copy to New Compatible Unit from the Actions list on the main record to create
a copy of the Compatible Unit record you are currently viewing. The system prompts you to
supply a Compatible Unit ID for the new record.
Note: If this action is not available, you may not have COPY TO NEW COMPATIBLE UNIT
set in your responsibility profile. Contact your system administrator to add this function.
When you enter an ID number and click the OK button, the system inserts the new Compatible
Unit record in Created status and displays a confirmation message.
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Chapter 4
Compatible Structures
Compatible Units can be grouped together into larger units called compatible structures. Use
compatible structures to define groups of compatible units that have related labor and
equipment characteristics. These structures can the be referenced on work records as an easy
way to link compatible units. They help provide consistency and standardization in the design
and construction of capital projects and assist in compliance with certain Federal Energy
Regulatory Commission (FERC) accounting and reporting requirements.
Compatible Structure Records
The records defined in the Compatible Units and Compatible Structures modules can be
referenced from work order tasks and work designs when you are planning work for capital
improvements, as well as maintenance of existing assets. Any accounts referenced through the
usage codes entered in the Accounting view of the Compatible Units module are charged with
the associated costs as work is completed.
Compatible Structure record
Field Descriptions
The following fields are included:
Compatible Structure - The Compatible Structure ID is the unique identifier for the
Compatible Structure record.
Status - Status choices for compatible units are Created, Active, and Inactive.
If changes or additions are required to a Compatible Structure record in Active status, you must
first set the status back to Created or Inactive before updating the record. When you do, the
system verifies that the compatible unit is not cited on work order tasks in Planning, Approved
or Active status. If any are found, the system warns that the compatible unit is being used on
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work orders that have not been completed and gives you the option of completing the status
change or leaving the status unchanged.
Fields can be changed while the record is in Active status if the UPDATE ACTIVE CU/CS
responsibility function is set for the user.
Description - A description is required on Compatible Structure records.
Standard Drawing - This system-controlled field contains the Document ID for the
attachment designated as the standard drawing for the Compatible Structure record. While a
compatible structure can have any number of attached documents and drawings, only one
attachment can be specified as the standard drawing.
In order to change the standard drawing selection, open the Attachment view and place a check
in the Standard Drawing check box for the Attachment ID you want to specify.
If a standard drawing is identified for the compatible unit, you can select View Standard
Drawing from the Actions list to display the standard drawing.
Business Unit - Select the appropriate business unit from the selections defined by your
organization in Code Table 225.
Class - Class categories are defined by your organization and are linked to the business unit.
Equipment Group - Equipment groups are defined by your organization and are linked to the
business unit and class.
Size - You can enter any size description meaningful for the compatible structure.
Units - The Unit section in the lower part of the Compatible Structure record contains a listing
of the compatible units that are required for the structure.
Usage Code - Usage codes identify broad cost categories, such as street lighting or
transmission. Usages codes are associated with compatible units in the Accounting view of
the Compatible Units module.
Compatible Unit - This column shows the IDs for the compatible units that comprise the
structure. The list of values includes all compatible units that are in Active status and have
the selected usage code.
Description - When you select the compatible unit, the system provides the description
from the Compatible Unit record.
Quantity - The number of the specified compatible unit required for of the compatible
structure.
Unit - When you select a compatible unit, the system provides the unit of measure from the
Compatible Unit record.
Note: Please note that you cannot include a compatible unit that references a conductor type
stock item.
How to Create a Compatible Structure Record
Before a compatible unit can be included on a Compatibles Structure record, the corresponding
record must be defined in the Compatible Unit module.
Define Compatible Structures
1.
2.
3.
4.
5.
Open the Compatible Structure module.
Click New.
Enter a unique record ID in the Compatible Structure field.
Enter a description.
Enter a reference to a standard drawing document if applicable.
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To change the standard
drawing selection, open the
Attachment view and check
the standard drawing box for
the Attachment ID you want
to specify. Later, you can select
View Standard Drawing from
the Actions list to display the
standard drawing.
6.
Select a business unit and class.
The values for these fields are determined by your organization based on your business
practices.
7.
Select an equipment group from the list of values.
The equipment groups available depend on the business unit and class that were selected.
8. Enter any size description meaningful for the compatible structure.
9. Click Save.
10. At the lower portion of the screen enter the compatible units that should be included
in the structure that you are creating.
You must enter a value in the Usage Code field before the system will provide a list of
choices for the Compatible Unit field. Then the list of values only shows active compatible
units that include the selected usage code. Usage codes are entered in the Accounting view
of the Compatible unit record.
11. Click the Save icon after each entry.
12. Once the entries are complete set the record status to Active.
13. Click Save.
The compatible structure can now be referenced from other records.
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Chapter 5
Compatible Units on Work Order Tasks
If your organization has configured the system to use compatible units and you have the
appropriate responsibility functions in your user profile, the Work Order Task module includes
the additional functionality discussed in this chapter.
Compatible Units Views
Compatible units are used on work order tasks to plan work for capital improvements and
maintenance projects. The tools used in the Work Order Task module to manage compatible
units include the CU Worksheet, the Add Structures Wizard, the Regulatory Accounting view,
the CU Reconciliation view, and the Construction Assets view. Each of these tools allows you to
enter and manage the compatible units needed for your work order task.
Cost Summary When the system is configured for compatible units, the cost summary
view displays a separate grid in the lower section of the screen containing overhead cost
information.
Field Descriptions
The following fields are included:
Overhead Class - Overhead class types are defined in the Regulatory Account Overhead Class
Type business rule. The overhead class provides the ability to allocate overhead costs to the
appropriate capital, maintenance and operations regulatory accounts.
Original Estimate - The system calculates the grand total original estimate by multiplying the
original estimates from the upper portion of the screen that have the same expense category as
the Overhead Class record’s applied expense category by the estimated overhead percentage
defined in the Regulatory Account Overhead Class business rule.
Actual - The system calculates the grand total actual value by multiplying the appropriate actual
amounts from the upper portion of the screen by the estimated overhead percentage defined in
the Regulatory Account Overhead Class business rule.
Allocation - The overhead cost allocation is calculated as the sum of the allocation amounts
from the Regulatory Account Overhead Cost records with the same overhead class and work
order task.
Direct Allocation - The overhead cost totals resulting from actual work performed for the
work order and not from year end processing calculations.
Original Estimate - The original estimate is the sum of the total original estimate from the
upper and lower portions of the view.
Actual - The sum of the total actual amounts from the upper and lower portions of the screen.
Actual + Allocation - This field shows the sum of the actual from the upper portion of the
screen and the total allocations from the lower portion of the screen.
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CU Location (List)
Note: You must have the Show CU Locations functional responsibility, in addition to Show CU
on WO, in your user profile to access the CU Location views.
Planning compatible units for a particular location is the highest level of planning for work order
task compatible units. The CU Location (List) view provides a quick way of reviewing all
locations defined for the Work Order Task record. If you do not wish to plan CUs by location,
you can enter the CU requirements directly on the CU Worksheet.
When you select a line to highlight a location in the CU Location (List) view and then select
Location Worksheet from the Views list, the Location Worksheet opens showing CUs planned
for that location.
CU Location (Detail)
Use the CU Location (Detail) view to define site locations if you want to plan compatible unit
usage by locations. You can then build a list of compatible units for the location on the Location
Worksheet.
Note: You must have the Show CU Locations functional responsibility, in addition to Show CU
on WO, in your user profile to access the CU Location views. If you do not wish to plan CUs by
location, you can enter the CU requirements directly on the CU Worksheet.
All Compatible Units and their associated details added to the Location Worksheet will cascade
down to the Compatible Units Worksheet and all associated details.
Field Descriptions
The following fields are included:
Location - Enter a unique Location ID if your system is not configured to generate one
automatically.
Description - Describe the location clearly enough so that it can be recognized from the list of
other locations identified on the work order task. You can define locations in anyway that is
meaningful for your operations. For example, you may want to define the locations to
correspond with new fixed assets to be completed as part of the work being planned.
Location and Structure Type - A one word description or name identifies the location. The
structure type provides additional identifying information.
Description - Enter a description of the location in this field.
Source - The source field provides a list of all locations already identified in work design. You
can select one of these, or enter a new value to identify the location source.
Distance and Distance Units - Enter the number describing a dimension for the location and
units, if applicable.
Latitude and Longitude - Use these fields to indicate the latitude and longitude position of the
location.
Overhead and Underground - Check the box that applies to the location. Only one can be
checked.
Note: Slack is not factored into the calculation if the Underground check box is checked.
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Location Worksheet
Note: If you are not planning CU requirements by location, enter the CUs directly on the CU
Worksheet.
Note: You must have the Show CU Locations functional responsibility, in addition to Show CU
on WO, in your user profile to access the CU Location views.
The Location Unit Worksheet view allows designers to use compatible units to plan material,
labor and other requirements for work at a particular location.
Field descriptions for the Location Worksheet are similar to those for the CU Worksheet, with
the exception that all of the compatible units listed are planned for the single location identified
in the Location field.
The No. of Runs field only applies to CUs which include conductors. Please refer to Planning
Compatible Units for Conductors for more information.
All Compatible Units added to the Location Worksheet are cascaded to the CU Worksheet. If
the same Compatible Unit exists on multiple Location Worksheets, all material, labor and other
charges are to be accumulated on a single row on the CU Worksheet. If a Compatible Unit is
deleted from the Location Worksheet all values must be in turn removed or quantities reduced
from the CU Worksheet. If a Discount is applied to a compatible unit, the discount amount is
spread evenly to each Location Worksheet where the Compatible Unit exists.
The amounts displayed are based on the average unit price for the material from all the
storerooms that stock that material.
You can use the CU Selection Criteria section at the bottom of the screen to filter the list of
available compatible units by Business Unit, Class, Equipment Type, or Size. All of the selection
fields are optional and the only the ones that you populate are used to filter the list of values.
How to Add Compatible Units to a Location Worksheet
1.
2.
Open the appropriate Work Order Task record.
Select or create the appropriate CU Location.
You can insert new locations on the CU Location (Detail) view to create locations.
3.
4.
Select Location Worksheet from the Views list.
Select appropriate values in the CU Selection fields.
The values you enter are used to filter the list of available Compatible Unit records. If you
want to use the same criteria for future searches, select Save Location Selection Criteria
from the Actions list after you enter the appropriate values.
5.
Select the compatible unit.
The list of values includes all Compatible Unit records in Active status associated with the
selection criteria you entered. When you select the Compatible Unit ID, the system supplies
the description and unit of measure.
6.
7.
Enter an estimated quantity.
Select the function and difficulty.
You can select any function and difficulty defined for the compatible unit in the Compatible
Units module.
8.
Select a usage code and account treatment.
If the usage code you select only has one account treatment allowed for the compatible
unit, the system will enter the account treatment when you enter the usage code.
9.
Click Save.
When you save the record, the system calculates the estimate based on the quantity and the
total estimate value for the function in the Compatible Units module. The system also
populates the Items Worksheet with the stock items associated with the compatible unit.
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When you have finished adding compatible units to the CU Worksheet, you can update the
Contractor Contributed or Item Worksheet views as needed.
CU Worksheet
The Compatible Unit Worksheet view allows for the planning of work for major capital and
maintenance projects using compatible units.
When you select a Compatible Unit ID, the system populates the Description and Unit of
Measure fields. When you enter a quantity and select the function and difficulty, the system
calculates the estimate based on information from the Compatible Unit module. Check the
Standard Price box if you want to use the standard price from the Compatible Unit Function
view for the estimate. The total amount is the sum of the estimates on the worksheet minus the
total discount entered on the discount worksheet.
The CU Worksheet can only be updated when the Work Order record is in Planning status.
Since a large number of Compatible Unit records may be available for selection, a special CU
Selection Criteria section is provided at the bottom of the screen. You can use these fields to
filter the list of available compatible units by business unit, class, equipment type, or size.
Field Descriptions
CU Worksheet Field Descriptions
Description and Asset ID - The upper portion of the CU Worksheet contains the work order
task description and asset data.
Compatible Unit and Description - You can select any active Compatible Unit record with
the appropriate usage code. When you select a compatible unit ID from the list of values, the
system provides the description from the Compatible Unit record. If a compatible unit has a
usage code with a Property Unit number assigned in the Accounting view of the Compatible
Units module, the words PROP UNIT appear at the beginning of the description. Knowing
which compatible units have Property Units, and which ones do not, is important to planners
when determining which compatible units have generated construction assets.
Estimated Quantity - When the task is in Planning status, enter the number of the compatible
units required for the task. You can any number, including a fractional quantity of up to five
decimal places.
Actual Quantity - When the task is changed from Planning to a higher status, the system copies
the estimated quantity to the Actual Quantity field. After the task is finished, you can adjust the
actual quantity as needed using the CU Reconciliation view.
UOM - The system provides the unit of measure when you select the compatible unit ID.
Function - The Function field contains is the type of activity being performed, for example
install, remove, or transfer. You can select from a list of values showing the functions associated
with the Compatible Unit record.
Difficulty - Several degrees of difficulty may be defined for the same function, for example, a
normal installation and a difficult installation. You can select from a list of values showing the
difficulty associated with the function for the Compatible Unit record.
Usage Code - Usage codes are defined in the Regulatory Account Usage Codes business rule.
The list of values shows only codes associated with active Regulatory Account records.
Account Treatment - For regulatory accounting purposes, the system tracks compatible unit
costs separately for capital, maintenance, and operational projects. The list of values shows the
values allowed for the compatible unit and usage code selected. If only one account treatment is
available for the compatible unit and usage code, the system populates this field automatically
when the usage code is selected.
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Estimate - The system provides the estimated cost from the Compatible Unit record when you
select the compatible unit ID. This estimate is derived from the average unit price of the stock
code across all storerooms where the stock code is active.
Standard Price - Check the Standard Price box if you want to use the standard price and not
the estimated cost. The standard price is not calculated by the system but is defined on the
Function view in the Compatible Unit module.
Subtotal - The subtotal is the sum of the estimated costs for the compatible units on the
worksheet.
Discount - The Discount field contains the total discount, if any, from the Discount Worksheet
view, expressed as a negative number. If you need to alter this number, you must make the
changes on the Discount Worksheet.
Total - Total is the subtotal minus the discount.
How to Add Compatible Units to a CU Worksheet
When you are adding compatible units to a Work Order Task using the CU Worksheet, you may
find that the process goes much faster if you begin by identifying appropriate compatible
structures instead of the individual compatible units.
1.
2.
3.
Open or create the appropriate Work Order Task record.
Select CU Worksheet from the Views List.
Enter your selection criteria in the CU Selection Criteria section.
If you want to use the same criteria for future searches, select Save CU Selection Criteria
from the Actions list after you enter the appropriate values.
The values you enter are used to filter the list of available Compatible Unit records.
4.
Select the compatible unit.
The list of values includes all Compatible Unit records in Active status associated with the
selection criteria you entered. When you select the Compatible Unit ID, the system supplies
the description and unit of measure.
5.
6.
Enter a value in the Estimated Quantity field.
Select values for the Function and Difficulty fields.
You can select any function and difficulty defined for the compatible unit in the Compatible
Units module.
7.
Select a usage code and account treatment.
If the usage code you select only has one account treatment allowed for the compatible
unit, the system automatically enters the account treatment when you enter the usage code.
8.
9.
Check the Standard Price box if you want to use the standard price.
Click Save.
When you save the record, the system calculates the estimate based on the quantity and the
total estimate value for the function in the Compatible Units module. The system also
populates the items worksheet with the stock items associated with the compatible unit.
When you have finished adding compatible units to the CU Worksheet, you can update the
Contractor Contributed or Item Worksheet views as needed.
Contractor Supplied
Use the Contractor Supplied view to maintain a record of which compatible units listed on the
CU Worksheet are provided entirely or in part by outside contractors.
When you select the Contractor ID, the system enters the contractor name and any existing bid
amount carried over from the compatible unit. If needed, modify the contractor or bid amount
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and check the appropriate boxes to indicate if the bid includes material and/or labor costs. The
list of values for the Contractor ID shows all vendors in Active status with “Contractor” as a
Characteristic type in the Characteristics view of the Vendor module.
The bid amount you enter is included in the original estimate on the Cost Summary view on the
Work Order Task record. The portions of a compatible unit that are being provided by a
contractor are not included on the CU Items Worksheet, or on the Material, Labor, or Other
Requirements views.
Reconciling Contractor Supplied Compatible Units
If the CU Worksheet lists a quantity for a compatible unit that is different from what the
contractor supplies, you can adjust the CU Worksheet quantity as needed.
Note: You must have the RECONCILE CUs function in your responsibility profile to access this
action.
How to Reconcile Contractor Supplied Compatible Units
1.
Open the appropriate Work Order Task record.
The Task record must be in Finished status.
2.
3.
Open the CU Worksheet view.
Select Reconcile CUs from the Actions list.
The Update Compatible Units Actual Quantity window opens.
4.
5.
Select the compatible unit that you need to adjust.
Click the Next button.
The Reconcile Compatible Units window opens. Only the Actual Quantity field can be
modified.
6.
Enter the actual quantity for the CU and click the Next button.
A new window opens confirming that the quantity has been updated.
7.
Click the Done button to return to the CU Worksheet.
You can also click the Add Another button to reconcile another CU on the same
Worksheet.
Discount Worksheet
If the cost of a compatible unit is discounted because it’s use is shared with an adjacent service
or for some other reason, you can enter the discount on the Discount Worksheet view. The
amounts displayed are based on the average unit price for the material from all the storerooms
that stock that material.
Note: The system copies the total discount amount, not the discount for the individual
compatible units, to the CU Worksheet.
The Discount Worksheet lists all compatible units included on the CU Worksheet. When you
enter a discount percentage or a discount amount, the system calculates the other value and the
total discounted price. When you save the Discount Worksheet, the system copies the discount
total on the CU Worksheet and displays an asterisk next to Discount Worksheet in the Views list.
Field Descriptions
Description and Asset ID - The upper portion of the CU Worksheet contains the work order
task description and asset data.
Compatible Unit, Description and Estimate - For each compatible unit on the WO Task,
the table in the lower section of the Discount Worksheet view contains the ID, description and
estimated price from the Compatible Unit record. You cannot update any of this information
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directly. This estimate is derived from the average unit price of the stock code across all
storerooms where the stock code is active.
Discount % and Discount - You can enter either a discount percentage or a discount amount.
The system calculates the other value.
Total - The system calculates the total as the estimate price minus the discount amount.
Totals - Totals for the estimate, discount and total columns appear below the table at the
bottom of the screen. The system copies the total discount amount to the CU Worksheet as a
negative number.
How to Enter Discounts for Compatible Units
1.
Open the Discount Worksheet view for the appropriate WO Task.
The Discount Worksheet lists all Compatible Units included on the CU Worksheet.
2.
Enter either a Discount% or a Discount amount for the appropriate CU.
When you enter either a discount percentage or a discount amount, the system calculates
the other value and the total discounted price.
When you save the record, the system copies the total discount amount, not the discount
for the individual CUs, to the CU Worksheet.
3.
Click Save.
When you save the Discount Worksheet, the system copies the discount total on the CU
Worksheet and displays an asterisk next to Discount Worksheet in the Views list.
4.
Continue to enter discounts for the other CUs on the worksheet as necessary, saving
the record after each discount has been entered.
CU Reconciliation
The CU Reconciliation view contains a list of material items on finished or closed Work Order
Task records that are not associated with compatible units on the CU Worksheet. These items
may have been added as work was in progress or overlooked while the task was in planning
status. The list may also include CU items where more or less of the planned quantity was used
for work. By adjusting the actual quantities of compatible units used after work has finished, you
can include these additional costs in your organization's regulatory accounting reports.
Note: The CU Reconciliation view can only be updated when the Work Order record is in
Finished or Closed status.
Not all stock items are significant enough to be included in the reconciliation process. In order
to keep the list of stock items to a minimum, only those items having the Reconcile to CU
indicator checked in the Catalog module appear on the CU Reconciliation view.
When you highlight a stock code in the upper section of the window, you can use the fields in
the lower section of the window to select a compatible unit to associate with the task. The
Quantity field shows the actual amount - the planned amount of the item.
The list of values for the Compatible Unit field only lists Compatible Unit records containing
the highlighted stock code. Click the List Materials button to open a listing of stock codes that
are on the compatible unit. After you select an appropriate compatible unit, the system supplies
the actual quantity needed to match the quantity of the stock code used. Enter appropriate
function, difficulty, usage code and account treatment for the compatible unit and save the
record.
Once reconciled, items no longer appear in the upper section of the window.
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When a CU is reconciled, all of the Regulatory Account costs that were already distributed are
automatically deleted from the display in this view, and the Regulatory Account splits are
recalculated. The system adjusts the actual compatible unit quantity used and redistributes the
regulatory accounting information accordingly.
When a CU is reconciled, the regulatory account splits are recalculated, the actual compatible
unit quantity used is adjusted, and the costs that were originally displayed are removed from the
CU Reconciliation view as well as the Regulatory Accounting view on the Work Order Task.
After the regulatory account cost batch procedure runs the system displays the updated costs in
the Regulatory Accounting view. These fields may remain blank until the batch process runs.
If your organization plans compatible units to particular CU locations, you can use the Location
field to reconcile CUs to a particular location defined for the work order task.
How to Reconcile Items Not on the CU Worksheet
1.
2.
Open the appropriate Work Order Task (Detail) view.
Select CU Reconciliation from the Views list.
The CU Reconciliation view opens.
The upper section of the window contains a list of stock items charged against the task but
not included on the compatible units planned for the task. This list cannot be updated and
includes only stock items with the Reconcile to CU indicator checked in the catalog.
3.
4.
Click the first stock code in the upper section of the window to select it.
Select a Compatible Unit to associate with the item.
Click the list of values button for the Compatible Unit field to display a list of compatible
units containing the stock item. Then click the List Materials button to display the stock
items and quantities associated with that compatible unit in the CU Material List. If several
compatible units contain the stock item, review the materials list for each compatible unit to
find the best fit with the stock items to be reconciled in the upper portion of the screen. If
the compatible unit you select is already on the CU Worksheet, the Estimated Quantity field
shows the quantity planned against the task.
5.
Enter the Actual Quantity to reflect the quantity of the stock code used.
The number you enter should include the Estimated Quantity (if any) plus the number of
compatible units required to account for the stock items to be reconciled. To determine the
number of compatible units required, divide the quantity to be reconciled in the upper
portion of the screen by the quantity on the compatible unit. For example, if the quantity to
be reconciled is six and the quantity on the compatible unit is two, three additional
compatible units are required to reconcile the items. With an Estimated Quantity of two,
you would enter an Actual Quantity of five.
6.
Select a Function, Usage Code, and Account Treatment for the compatible unit if
necessary.
If the compatible unit is already on the CU Worksheet, the system populates these fields
automatically.
7.
Click Save.
The system adjusts the Actual compatible unit quantity on the CU Worksheet and
redistributes the Regulatory Accounting information. The system also refreshes the top
portion of the CU Reconciliation, removing the items that have been reconciled.
8.
Repeat the above steps to reconcile as many items as necessary.
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Items Worksheet
The Items Worksheet view displays all material, labor and other required items associated with
the compatible units listed on the CU Worksheet view.
The system automatically populates the Items Worksheet view when you add Compatible Unit
records to the CU Worksheet and save the record. You can add new items and change any of the
default items as necessary. The items worksheet can only be updated when the task is in
Planning status.
Note: When the Work Order record is changed from Planning to a higher status; the system
copies the items listed to the Material, Labor Requirements, and Other Requirements views as
appropriate.
If a compatible unit is added to the CU Worksheet and it duplicates material, labor or other
items. The system increases values in the quantity and duration fields accordingly. For example,
if two compatible units each require the use of a crane for 4 hours, the items worksheet shows
that one crane is required for 8 hours. If you want to resolve the duplication in some other way,
you can edit the items worksheet directly.
When the Work Order record status is changed from Planning to Pending Approval, Approved
or Active; the system copies the material, labor and other items on the items worksheet to the
Work Order Task Material, Labor Requirements, and Other Requirements views. You can make
subsequent changes on those views as needed, however, any such changes are not copied back to
the items worksheet.
Field Descriptions
Type - The information on the Items Worksheet view varies slightly depending on whether the
listed item is a Material (M type), Labor (L type) or Other (O type) item.
Item ID - The Item ID is the stock code for M type items, the crew name for L type items, and
the equipment type for O type items. Regardless of the item type, the list of values for the Item
ID field does not show items already included on the items worksheet.
Store - The system populates this field with the default storeroom from the Compatible Unit
Defaults business rule when the stock item exists in the default storeroom. If the stock item
does not exist in the default storeroom, the system searches for the stock item in all other active
storerooms. If the stock item is found in another storeroom, the system enters that storeroom.
If the stock item is found in more than one storeroom, the system does not enter a value but
informs you that some material items on the Item Worksheet do not include a valid storeroom.
You must then select a storeroom containing the item from the list of values. A storeroom is
only required for M type items.
Description, Unit Price and Unit of Measure - If you enter or change an Item ID, the
system updates the Description, Unit Price and Unit of Measure fields.
For L type items, the description and unit price are copied from the Craft Rates business rule.
For O type items, the description, unit price and unit of measure are copied from the Direct
Charges business rule.
Quantity - When adding items to the worksheet, the system multiplies the stock item quantity
on the Compatible Unit record by the compatible unit quantity on the CU Worksheet. Quantity
is the number of persons or items required. If two carpenters are required for eight hours each,
the quantity is two.
Duration - Duration is required for L type items. You can enter fractional amounts using up to
four decimal places. Duration is the amount of time each person or item is required. If two
carpenters are required for eight hours each, the duration is eight.
Total - The system calculates the total cost for the item by multiplying quantity by unit price and
by duration. If the unit price rate for carpenters is $50/hr., the total for two carpenters required
for eight hours each is $800.
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Regular - This column holds the expense codes for regular labor, material and other type
charges.
Premium - This column holds the expense code for premium labor charges. Premium expense
codes do not apply to material or other type charges.
Note: Settings in the Variable Expense Codes business rule determine if the Regular and
Premium columns display and if they can be updated while the Work Order record is in Planning
status.
How to Add an Item to the Items Worksheet
Follow similar steps to modify items automatically inserted by the system.
1.
2.
3.
4.
Open the appropriate Work Order Task record.
Select Items Worksheet from the Views list.
Click New.
Select the appropriate Type for the item you are adding.
Select M (Material), L (Labor) or (O) Other. The information required on the worksheet
varies slightly depending on the type you select.
5.
Select the appropriate Item ID.
Select either the stock code for M type items, the crew name for L type items, or the
Equipment Type for O type items. Regardless of the Item Type, the list of values for the
Item ID field does not show items already included on the items worksheet.
When you enter or change an Item ID, the system updates the Description, Unit Price and
Unit of Measure fields.
6.
Enter a Storeroom if required.
A Storeroom is required for M type items.
7.
Enter a quantity and duration, if required.
Quantity is required only for M type items. When adding items to the worksheet, the system
multiplies the stock item quantity on the Compatible Unit record by the compatible unit
quantity on the CU Worksheet. Quantity is the number of persons or items required. For
example, if two carpenters are required for eight hours each, the quantity is two.
Duration is required for L type items. You can enter fractional amounts using up to four
decimal places. Duration is the amount of time each person or item is required. For
example, if two carpenters are required for eight hours each, the duration is eight.
8.
If compatible units are
removed from the CU
Worksheet, the system also
removes the appropriate items
from the items worksheet.
Click Save.
If compatible units that result in a duplication of material, labor or other items on the items
worksheet are added to the CU Worksheet, the system increases the quantity or duration
accordingly. For example, if two compatible units each require the use of a crane for 4 hours, the
Items Worksheet view will show that one crane is required for 8 hours. If you want to resolve the
duplication in some other way, you can edit the items worksheet.
Regulatory Accounting
Regulatory agencies may require your organization to report financial and operational
information according to a uniform system of accounts, rather than the business accounts used
elsewhere in the system. These accounts can be defined in the Regulatory Account module and
referenced on Compatible Unit records.
You can associate regulatory accounts to a work order task by either adding compatible units to
the CU Worksheet or by updating the Regulatory Accounting view directly. When the Work
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Order Task record is in Planning, Approved, or Active status, the Regulatory Accounting view
can be updated as long as no compatible units have been added. If it becomes necessary to add
regulatory account information to a work order in Active status that already has regulatory
account entries, you must first create a new task and add the regulatory account information to
that task.
When you add compatible units to the CU Worksheet, the system automatically populates the
Regulatory Accounting view using a percentage split based on total compatible unit costs for the
task. Records are inserted even if the percentage split equals zero.
Update Distributions
If necessary, you can change the system calculated distribution by selecting Update Distributions
from the Actions list. This action is basically a Regulatory Account override process to
redistribute the percent split for the Regulatory Accounts added from the compatible units.
The Update Distributions action is only available when compatible units have been added to the
compatible unit Worksheet, the CU Estimate is a value greater than zero, the Work Order is in
Planning status, and you have the UPDATE REG ACCT DIST function responsibility in your
User Profile.
You can also make adjustments by entering overhead account information directly on tasks that
have no compatible units planned on the CU Worksheet.
CU Reconciliation
If items that are not accounted for by compatible units planned on the task are added during
work, you can access the CU Reconciliation view when the task is in Finished status and allocate
these additional costs to the appropriate compatible units as needed. When you do this, the
system recalculates the regulatory account distribution accordingly.
Capital Regulatory Accounts
Since each capital regulatory account must have at least one construction asset, the system
automatically enters a construction asset line items in the Construction Asset view when a
capital type account is entered.
How to Update Regulatory Account Distributions
You can only update the account distribution directly when the task is in Planning status. If
items are added later that are not accounted for by compatible units planned on the task, you can
use the CU Reconciliation view to allocate these additional costs after the task is finished. When
you do, the system recalculates the Regulatory Account distribution accordingly.
1.
2.
3.
Open the appropriate Work Order Task (Detail) view.
Select Regulatory Accounting from the Views list.
Select Update Distributions from the Actions list.
The Update Distributions window opens, showing the system calculated percent
distribution and the last override percent (if any) for each regulatory account.
4.
Enter the distribution percentages you want to use in the Override column.
The total override percentages must equal 100%.
5.
Click the Override button.
The system saves the new Override information and displays a confirmation screen.
6.
Click the Done button to return to the Work Order Task record.
How to Enter Regulatory Accounts on Tasks Without Using Compatible Units
1.
Open the appropriate Work Order Task (Detail) view.
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The Work Order Task record must be in Planning status and have no compatible units
already planned on the CU Worksheet.
2.
3.
Select Regulatory Accounting from the Views list.
Select an appropriate account and an override percent for that account.
Only regulatory accounts without usage codes appear on the list of values.
4.
5.
Click Save.
Repeat Steps 4-5 as needed to include all appropriate accounts.
When the Work Order record is set to Pending Approval, Approved or Active status, the
system checks to see that the override percent distribution equals 100% and displays costs
accordingly.
How to Override Regulatory Account Distributions
1.
2.
3.
Open the appropriate Work Order Task (Detail) view.
Select Regulatory Accounting from the Views list.
Select Update Distributions from the Actions list.
When you select the action, the system opens the Update Distributions window showing
the system calculated percent distribution and the last override percent (if any) for each
regulatory account.
4.
Enter the override percentages you want to use.
The total override percentages must equal 100%.
5.
Click the Override button.
The system saves the new override information and displays a confirmation screen.
6.
Click the Done button to return to the Work Order Task record.
Allocating Overhead Costs
Depending on your business practices, you may need to create an overhead cost “bucket” for
tasks that do not have any compatible units planned.
How to Create a Task for Overhead
Follow similar steps to enter Regulatory Account information on any task that does not have
compatible units planned on the CU Worksheet.
1.
Open the appropriate Work Order Task (Detail) view.
The Work Order Task must be in Planning Status.
2.
Create a new task record.
Since the task that you create is only used to capture costs, it should not have any
compatible units or other materials planned.
3.
4.
5.
6.
Select Regulatory Accounting from the Views list.
Select an Overhead Account and an Override Percent for that account.
Click Save.
Repeat Steps 4-5 as needed to include all appropriate accounts.
When the Work Order is set to Pending Approval, Approved or Active status, the system
checks to see that the override percent distribution equals 100% and displays costs
accordingly.
Construction Assets
Capital projects involve the construction of new fixed assets that become part of your
organization’s asset hierarchy. These assets might either be constructed by crews during the
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Construction Assets
completion of a work order task, or constructed by an outside contractor and contributed to
your organization upon completion.
In both cases, you can plan for the new asset by creating a new Asset record in planning status.
You can then use the Construction Asset view to identify new fixed assets being constructed on
the task. The Construction Asset view provides a list of property unit numbers defined on the
Compatible Unit Accounting view, and a means of assigning an Asset ID to those property
units. As costs accumulate against the asset, the system records that information in the Fixed
Asset view of the Regulatory Account module.
Note: When you change the work order status from Closed to Finished, the system calculates the
value of each construction asset based on the total charges in the Regulatory Account record for
the CU and sets the asset status to Active. Settings for the Allow Null Asset ID and Delay
Construction Asset Valuation rule keys in the Work Order Processing business rule determine
the processing involved in fixed asset valuation.
Item, Function and Compatible Unit - As you add or remove items from the CU Worksheet,
the system inserts or removes items from the Construction Assets view. The Item, Function,
Compatible Unit and Property Unit No. are maintained by the system and cannot be updated
directly.
Action - Valid actions are Create, Retire and No Action. You must select an action before you
can save the record. The list of available assets changes depending on the action selected.
Asset ID - Select an Asset ID from the list of values. If the action is Create, the list of values
contains all Asset records in Planned status. If the action is Retire, the list of values contains all
Asset records in Active status. The lists of values for both actions only include assets where the
asset class is the same as the asset class defined on the compatible unit.
If the action is No Action, no list of values is supplied.
Date - Enter either the in service or the retirement date as appropriate. If you enter an in service
date, the system copies the date to the Depreciation view in the Asset module.
Contributed - The system checks this box if the asset was created using the Add Customer
Contributed action.
More Information - The fields at the bottom of the screen provide additional information
about the compatible unit as it has been entered in the Location Worksheet or from the Asset
ID associated to the CU. The Number of Units field indicates how many units in the compatible
unit make up a group asset.
How to Create a Fixed Asset from a Work Order Task
1.
Create an Asset record.
Make sure that the record is in Planned status before moving on.
2.
Create a new Work Order record.
You do not have to reference the asset that you created in this step.
3.
Insert a capital compatible unit on the CU Worksheet for the first task.
As long as there is a property unit indicated on the compatible unit and the account
treatment is capital, the system will automatically create a line in the Construction Assets
view, and allow you to associate any Assets that are in Planning status to the work order
task.
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Construction Assets
CU Worksheet Referencing a Capital CU
4.
Open the Construction Asset view.
The view includes a new line for the compatible unit number inserted on the CU Worksheet
in the previous step.
5.
Select Create from the drop-down list in the Action field.
Click the down arrow to display the list of available actions and then click Create to select it.
The valid actions are Create, Retire and No Action.
6.
7.
Select the Asset ID of the asset created in step 1.
Enter an in service date for the asset.
The system uses the service date when tracking asset depreciation.
8.
Click Save.
When you change the work order status from Finished to Closed, the system verifies that
each capital regulatory account on the task has at least one construction asset. The system
then calculates the value of each construction asset based on the total charges in the
Regulatory Account record for the CU and sets the asset status to Active.
How to Retire a Fixed Asset from a Work Order Task
1.
2.
Create a new Work Order record.
Insert a capital compatible unit on the CU Worksheet for the first task.
You should insert the compatible unit with a Retire function and having an appropriate
property unit and overhead class for the project you are planning.
3.
4.
Open the Construction Asset view.
Select the Retire action.
Click the down arrow to display the list of available actions then click Retire to select it.
5.
Select the Asset ID of the asset you want to retire.
The list of values contains all assets in Active status.
6.
Click Save.
When you change the work order status to Active and then to Finished, the system changes
the asset status to Inactive and enters the retirement date.
How to Add Contributed Assets using CU Information
You must have the ADD CUSTOMER CONTRIBUTED function in your responsibility profile
to access this action.
1.
Create the asset record.
Make sure that the record is in Planned status before moving on.
2.
Open the appropriate Work Order Task record.
The task can be in any status other than Closed, Canceled or Rejected.
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Construction Assets
3.
Open the Construction Assets view.
4.
Select Add Customer Contributed from the Actions list.
The Add Construction Asset from an Outside Source window opens.
5.
6.
Select the Yes radio button.
Enter compatible unit information.
You can select a compatible unit, location, function, difficulty and usage code. If your
organization plans compatible units to particular CU locations, you can enter a location
defined for the work order task. When you select the compatible unit, the system supplies
the CU unit of measure. You can enter a CU quantity using up to five decimal places.
7.
Click the Next button.
A new window opens asking if you want to create more than one asset.
8.
9.
Select either the Yes or the No radio button.
Enter the required information.
If you are creating more than one asset, enter the quantity, the value of each asset, and the in
service date. The system supplies an asset quantity based on the CU quantity, rounded up to
the next whole number, but you can change that number if necessary.
If you are creating a single asset, enter the Asset ID, asset value, and in service date.
10. Click the Next button.
A confirmation screen opens containing the information you entered on the previous
screens. You can click the Back button if you need to return to the previous screens and
correct any of the information entered.
11. Click the Done button.
The system inserts the record into the Construction Assets view and checks the
Contributed check box. When the Work Order record is set to Closed status, the system
changes the Asset record status from Planned to Active.
If you click the Add Another button, the system inserts the records and returns to the first
screen of the action where you can add additional assets.
How to Add a Contributed Asset without CU Information
1.
Create an asset record.
Make sure that the record is in Planned status before moving on.
2.
Open the appropriate Work Order Task record.
The task can be in any status other than Closed, Canceled or Rejected.
3.
4.
Open the Construction Assets view.
Select Add Customer Contributed from the Actions list.
The Add Construction Asset from an Outside Source window opens.
5.
6.
Select the No radio button.
Enter the required information.
You can select the property unit and regularity account from the lists of values.
7.
Click the Next button.
A new window opens asking if you want to create more than one asset.
8.
9.
Select either the Yes or the No radio button.
Enter the required information.
If you are creating more than one asset, enter the quantity, the value of each asset, the value
of each, and the in service date. If you are creating a single asset, enter the Asset ID, asset
value, and in service date.
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Construction Assets
10. Click the Next button.
A confirmation screen opens containing the information you entered on the previous
screens. You can click the Back button if you need to return to the previous screens and
correct any of the information entered.
11. Click the Done button.
The system inserts the record into the Construction Assets view and checks the
Contributed check box.
When the Work Order record is set to Closed status, the system changes the Asset record
status from Planned to Active.
If you click the Add Another button, the system insert the records and returns to the first
screen of the action where you can add additional assets.
Assigning Components to Construction Assets
When Assets are built they are often associated with components that are required to be tracked.
For example, a pole may have a transformer, and although the pole does not need to be tracked
as a serial numbered part, the transformer does. You can use the Material Disposition process to
create a relationship between the pole and the transformer. In this scenario, the pole is defined
as a construction asset within the system, and the transformer is a component.
Your organization must have Advanced Repairables Processing (Non-Components) turned on
to use this functionality.
How to Assign a Component to a Construction Asset
Note that the following steps may not all be completed by the same person or during one sit
down session with the application.
1.
Create a Work Order without an Asset ID on the header or task.
The system can still complete this process if an Asset ID is added to the header, however,
the appropriate process is to create the initial work order without an asset.
2.
Add a Compatible Unit with a Property Unit number and at least one Trackable
Stock Code to the CU Location Worksheet or CU Worksheet.
Construction Asset details are created in the Construction Asset view for each quantity of
the CU's with Property Units added to the Worksheet.
3.
4.
5.
Have the Work Order Approved then set to Active status.
Create a Checkout Request for Work Order Task.
Issue the planned quantity for the trackable stock code and select a Component ID
in “In Stores” status.
The system automatically changes the status of the Component ID to “Pending
Disposition” and creates a Material Disposition record with a line item in “Pending
Disposition”.
6.
Open the Construction Assets view on the Work Order created in Step 1 and add
Asset IDs in “Planned” status to each row by selecting the Create action.
Navigate to the task Construction Asset view and select the Assign Component to
Assets action.
This action is only available if one of the construction assets is in pending disposition status.
Clicking the action opens the Material Disposition record for the appropriate asset.
7.
8.
Select Install Component to Planned Asset from the Actions list.
You can also change the component item status from Pending Disposition to Installed.
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CU Actions
A wizard appears with a list of values of Asset IDs from the Work Order Task Construction
Asset view. If there are multiple assets to choose from or there was an asset entered on the
work order header in step 1, the system allows you to choose which asset to use.
9.
Select an Asset ID from the list and click Finish.
The system sets the Component ID to Installed status and the Material Disposition record
to Resolved.
10. Change the Work Order Task status from Active to Finished once the work is
complete.
If the record status is changed to Finished before the components are reconciled, the
system displays a warning and provides you with the opportunity to process the Material
Disposition record at that time.
CU Actions
In addition to standard actions, the following can be completed from within the module.
Adding Compatible Structures
Compatible Structure records identify compatible units that comprise the structure as well as the
quantities of compatible units needed. When you add compatible units to a CU Worksheet, you
may find it much easier to identify an appropriate compatible structure instead of the individual
compatible units.
Note: The Add Structure action is only available when the Work Order Task record is in Planning
status.
Select Add Structure from the Actions list (when on the CU Worksheet) to open a wizard where
you can select from all active Compatible Structure records and specify the number of
structures, the appropriate function and difficulty levels, and the accounting treatment for the
task you are planning. Since compatible structures are not typically used for planning operations
work, the accounting treatment options are restricted to capital or maintenance.
How to Add Compatible Structures to a CU Worksheet
The Add Structure action is available only when the Work Order Task record is in Planning
status.
1.
2.
3.
4.
Open the appropriate CU Worksheet.
Select Add Structure from the Actions list.
Select the compatible structure you want to add.
Select a function, difficulty, quantity, and account treatment for the task.
Quantity is the number of compatible structures you want to add. The number of
compatible units on each structure is multiplied by the number of structures.
You must select an account treatment to determine if this is a capital, maintenance, or
operations expense.
5.
Click the Next button.
If the compatible structure selected contains compatible units with a function or difficulty
that are different from those you select in this step, the system opens a list of those
unmatched compatible units when you click the Next button. You can then decide if you
want to include any of those compatible units, using their existing classifications.
The system opens either the Unmatched Compatible Unit screen or the Add Compatible
Units screen.
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Planning Travel Time
If the Unmatched Compatible Units screen opens, check the Add box for any compatible
units you want to include and click the Next button to open the Add Compatible Units
screen.
On the Add Compatible Units from Compatible Structure screen, review the list of
compatible units to verify that you want to add the compatible units in the quantities
shown.
6.
Uncheck the Add box for any compatible units you do not want to add to the CU
Worksheet.
The system automatically checks the Add box for all items. You must remove the check the
box if you decide not to include any of the compatible units listed.
7.
Click the Next button.
The Confirm Compatible Units screen opens including the account function classification
for each compatible unit to be added.
8.
Adjust the compatible unit quantities if necessary.
The system supplies a quantity for each unit based on the number of units on the
Compatible Structure record and the number of structures you selected in Step 4. If
another quantity is required for the work being planned, you can enter a new quantity.
9.
Click the Add button.
The system adds compatible units listed to the CU Worksheet for the task.
Adding Dependent Materials
Some materials required for compatible units may be dependent on other compatible units
included on the CU Worksheet. For example, the size and length of the bolts used to mount a
cross arm compatible unit on a transmission pole compatible unit may depend on the size or
type of pole being used. These alternative materials are defined on the Dependent Materials
view in the Compatible Units module.
Note: You must have the ADD DEPENDENT MATERIALS function in your responsibility
profile to access this action.
You can select Add Dependent Materials from the Actions list to display a listing of dependent
items associated with the compatible unit highlighted on the CU Worksheet.
The quantity shown reflects both the number of items on the compatible unit and the number
of compatible units on the work order task. Place a check in the add box for items you want to
include on the items worksheet when the Work Order record is set to Pending Approval,
Approved or Active status.
Value Assets in Prior Year
This action becomes available when the work order is in Finished status. If you select this action
from the actions list and the fixed asset batch job (sdbp_work_order.fixed_asset) runs, the
system retrieves the accounting period based on the closed date on the work order. The year
where the closed date falls is lessened by one (to derive the prior year), and this year is then used
to determine which year to distribute direct and indirect overhead costs.
Planning Travel Time
You can plan travel time on the main Work Order Task record by selecting the Work Region
where the work will be done and entering the number of Trips anticipated to and from the work
site. The system uses this information, together with the travel time estimates your organization
has entered in the Work Order Travel Time business rule, to account for travel time in the
scheduling process.
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Summary
When you plan labor for the task on the Labor Requirements view, the system completes the
Total Travel column for each labor record by multiplying the number of people by the number
of trips and the travel time. Since your organization uses compatible units, the system populates
the Labor Requirements view when you change the work order status from Planning to Pending
Approval or a higher status.
The system also makes the travel time and trip information available in the Task and Labor
views in both of the scheduling modules and provides a Travel Time field in the Timekeeping
module for recording the actual number of hours spent traveling.
How to Plan Travel Time for a Work Order Task
1.
Open the appropriate work order
The work order must be in Planning status if you want the system to include travel in
compatible unit cost estimates.
2.
3.
Open the appropriate Work Order Task record.
Select a Work Region where the work will be done.
When you select the Work region, the system supplies the default Travel Time from the
Work Order Travel Time business rule.
4.
Edit the Travel Time and Number of Trips as needed.
Both travel time and the number of trips reflect one-way travel. For a round trip with a
travel time of each leg being one hour, for example, enter 1 in the Travel Time field and
enter 2 in the Trips field. If you save the Task without entering the number of trips, the
system automatically defaults the number of trips to 2.
5.
Click Save.
When you plan labor for the task on the Labor Requirements view, the system calculates the
Total Travel Hours for each labor record using the information you entered above.
If your organization uses compatible unit, the system populates the Items Worksheet,
including travel time for all L type (labor) items when you add compatible units to the CU
Worksheet. When you change the Work Order from Planning status to a higher status, the
system populates the Labor Requirements view.
The system also makes the travel time and trip information available in the scheduling modules.
Summary
When the Work Order Task record status is changed from Planning to Pending Approval,
Approved or Active; the system copies the Material, Labor and Other items on the Items
Worksheet to the Task's Material, Labor Requirements, and Other Requirements views,
respectively. You can make subsequent changes on those views as needed but any such changes
are not copied back to the items worksheet.
At the end of the year, batch processing allocates costs from the Overhead Regulatory Accounts
to the related non-overhead accounts (Capital, Maintenance, Operations, Work In Progress)
based on Overhead Class.
In addition to managing compatible units, you can also manage construction assets in the Work
Order Task module.
By entering construction assets in the system, your organization has the ability to account for
these assets when they are “handed over” as completed. These construction assets are then
considered “fixed assets” and can be tracked and managed in the system as costs are accrued,
and maintenance and operations work is completed. In particular, the system records cost
accruals in the Fixed Asset view of the Regulatory Account module to support the reporting of
these costs to regulatory agencies.
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Compatible Units
Chapter 6
Planning Compatible Units for Conductors
Conductors tend to be booked as one fixed asset (alone or as part of a continuous property
record), independent of the Compatible Unit quantity. This is different than poles or other
devices that may have a fixed asset record for each item installed. Typically the system creates
one construction asset for every CU quantity and the user must manually identify which fixed
asset records will be used. If your organization uses conductors, the system can be configured to
create only one construction asset record for a work order task regardless of the CU quantity,
and calculate the conductor lengths.
The compatible unit quantity for conductors is dependent upon the phase of the installation - a
single phase installation only requires one span of conductor, while a three phase installation
requires three spans of conductor. The system automatically determines the appropriate CU
quantity for conductors based on the length of run and the phase.
conductors
Setting up a Compatible Unit for a conductor and planning it on a work order requires the
following steps:
1.
Set up a stock code with a conductor.
2.
Add the stock code to a compatible unit and assign a quantity.
3.
Add the compatible unit to a work order on the location worksheet.
The following sections outline these steps in detail.
Setting up a Stock Code as a Conductor
To define a Conductor, you must enter values in the Conductor Information view of the Catalog
module.
The conductor information view is used to define a stock item as a conductor for use with
compatible units.
The information entered in this screen defines the parameters for determining additional
conductor length for slack based on the distance between two attachment points. The CU
quantity and items quantity is automatically calculated for the stock item using the distance
entered on work documents (Work Designs and Work Order CU Location) and the information
entered here.
From and To represent the starting and ending point values of the stock code length to apply the
calculation to based on the “Distance” defined on the work document. The Multiplier and
Adder represent a number to be multiplied and added to the stock code length that falls on or
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Adding the Stock Code to a Compatible Unit
between the From and To values.
Conductor Information view Catalog module
Note: Slack is not factored into the calculation if the Underground check box is checked when
the item is added to the CU Location (Detail) view on the work record.
Adding the Stock Code to a Compatible Unit
Create a new compatible unit or add the conductor to an existing compatible unit in the
Compatible Units module Materials view.
Conductor Stock Code added to Compatible Unit Materials
Make sure that the Function and Accounting views are configured properly. The compatible unit
must reference a capital account treatment, property unit, asset class, and a group asset in the
Accounting view. It must also have a property type indicated in the CU Type field on the header.
You can only enter one conductor type stock code on the compatible unit.
Note: Referencing a group asset defines the compatible unit as a continuous group asset for
construction.
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Adding the Compatible Unit to a Work Order
Conductor Stock Code Settings on Compatible Unit Accounting view
Make sure that the Include Material box is checked in the Functions view.
Conductor Stock Code Settings on Compatible Unit Functions view
Adding the Compatible Unit to a Work Order
Once you have a stock code defined as a conductor that is added to a compatible unit it can be
added to a work order and the system will automatically calculate the compatible unit quantity
for the conductor.
The process for adding the compatible unit to a work order is the same as the process when you
are adding any compatible unit. The only difference is that you will see calculations.
How to Add a Conductor Compatible Unit to a Work Order
1.
2.
Create a new work order.
Select CU worksheet from the views list and add the CU that contains the
conductor.
Make sure that the Compatible Unit record is in Active status.
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Adding the Compatible Unit to a Work Order
3.
Open the CU Location (Details) screen and fill in the location, description, distance
between locations and units.
Make sure that the unit of measure (UOM) for the distance is the same as the UOM
indicated for the conductor.
4.
Open the Location Worksheet.
5.
Enter the compatible unit which contains the conductor.
The system recognizes that the compatible unit includes a conductor material item and
calculates and populates the compatible unit quantity based on the distance between
locations and the algorithm defined for the conductor span length.
6.
Enter the number of runs, function, difficulty, usage code and account treatment of
capital.
No. of Runs represents the number of conductors being installed. Generally there would be
three; hot, ground and neutral.
The system populates the Items Worksheet based on the compatible unit and compatible
unit quantity. The system also recognizes the compatible unit as a continuous group asset
and populates the Construction Assets view with one record for the construction asset with
the number of units equal to the compatible unit quantity.
Construction Assets view with Fields Populated to Reflect Conductor values
The system sets the Action for the construction asset to Create or Retire based on the CU
function category defined in the Compatible Unit Functions business rule, and populates
the Asset ID of the construction asset with the continuous group Asset ID defined in the
CU Accounting screen.
You can refer to the CU Worksheet to see how the CU Quantity is calculated.
Calculation Used to Determine the Compatible Unit Quantity for the Conductor
The following calculation is used:
⎛ Distance + Slack ⎞
⎟ ∗ No. of Conductors
⎝ CU Item Qty ⎠
CU qty = ⎜
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Adding the Compatible Unit to a Work Order
Example: CU Setup as “Linear Feet”
CU UOM:
LF
CU Item Qty & UOM:
1 LF
Settings from catalog
component data:
Multiplier of 0.10 and adder of 20.
Distance on CU
Location Detail:
1000 LF
No. of Conductors on
CU Location Detail:
3
Slack:
(1000 * 0.1) + 20 = 120 LF
CU quantity:
((1000 + 120) / 1) * 3 = 3360 LF
Note: Slack is not factored into the calculation if the Underground check box is checked on the
CU Location (Detail) view.
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System Basics Compatible Units
Cue Cards
Overview
Regulatory Account
How to Set Up Regulatory Accounts
How to Create a Regulatory Account Record
How to Set Up Year End Overhead Processing
How to Allocate Overhead Costs to Non-Overhead Regulatory Accounts
How to Set Up Regulatory Accounting for a Compatible Unit
Compatible Units
How to Create a Compatible Unit Record
How to Set Up Dependent Materials for a Compatible Unit
How to Add Dependent Materials to a Work Record
How to Define a Function for a Compatible Unit Record
How to Record a Contractor Bid for a Compatible Unit
How to Update Compatible Unit Records Globally
Compatible Structures
How to Create a Compatible Structure Record
Compatible Units on Work Order Tasks
How to Add Compatible Units to a Location Worksheet
How to Add Compatible Units to a CU Worksheet
How to Reconcile Contractor Supplied Compatible Units
How to Enter Discounts for Compatible Units
How to Reconcile Items Not on the CU Worksheet
How to Add an Item to the Items Worksheet
How to Update Regulatory Account Distributions
How to Enter Regulatory Accounts on Tasks Without Using Compatible Units
How to Override Regulatory Account Distributions
How to Create a Task for Overhead
How to Create a Fixed Asset from a Work Order Task
How to Retire a Fixed Asset from a Work Order Task
How to Add Contributed Assets using CU Information
How to Add a Contributed Asset without CU Information
How to Assign a Component to a Construction Asset
How to Add Compatible Structures to a CU Worksheet
How to Plan Travel Time for a Work Order Task
Planning Compatible Units for Conductors
How to Add a Conductor Compatible Unit to a Work Order
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Compatible Units
Index
A
Account Treatment 7
Accounting
regulatory 6
Construction Assets 43
Contractors 24
CU Worksheet 35
CWIP Regulatory Account 8
Actions
assign component to assets 47
D
Asset
construction assets 43
Dependent Materials 18
Direct Overhead 12
fixed 44
F
C
Fixed Asset 44
Capital Regulatory Account 8
Compatible Structure 29
Compatible Units 15
conductors 51
I
construction assets 43
Indirect Overhead 8
O
reconcile 38
Overhead Class 7
Overhead Costs
allocation 43
set up accounting 13
Overhead Regulatory Account 8
dependent materials 18
structures 29, 51
worksheet 35
Components
construction assets 47
Conductors 51
Construction Asset
assign component 47
assign components 47
R
Regulatory Account
update distributions 42
Regulatory Accounting 6
direct overhead 12
indirect overhead 8
S
Structures 29, 51
U
Usage Code 7
V
Value Assets in Prior Year 49
Vendor
contractor 24
W
WIP Regulatory Account 8
Work Order Task 32
compatible units 35
Compatible Units - Index
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