SmartPlant Materials How to Manage Requisitionsspmat.hec.co.kr/marian_webentry/Pdfs/BP-B2 - EPI... · SmartPlant Materials How to Manage Requisitions . 3. ... Requisition Piping-Gasket-F-0001

SmartPlant Materials How to Manage Requisitions

Version 2007.1 (6.2.3) January 2007 / April 2007 DMAR1-PE-200083A-UPDATED

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Table of Contents

Table of Contents Overview .......................................................................................................................4

Revision Data - Summary ...........................................................................................6 Material Quantity ....................................................................................................7

Documentation Attachments ........................................................................................ 7 Material Attribute Information ..................................................................................... 7 Typical Workflow ........................................................................................................ 7

Check Header Information .....................................................................................8 Engineering Requisition ............................................................................................... 8

Check Material Quantities ....................................................................................12 Allocation of Material ................................................................................................ 13 Released Quantity Check ........................................................................................... 14 Suspect Material – Directly Traced Records .............................................................. 15

Define Additional Engineering Information .........................................................16 Documents .................................................................................................................. 17

Define the Delivery Information Requirements ...................................................23 Require On Site (ROS) Date ...................................................................................... 23 Delivery Designation – In Requisitions ..................................................................... 24

Approve and Release Requisition to Procurement .................................................25 Reversing Requisition Approval ...........................................................................26

Delete Requisition ...................................................................................................... 26 Update any Requisition Status ................................................................................... 26

User Preferences ...................................................................................................27

SmartPlant Materials How to Manage Requisitions 3

Overview

Overview Requisition Management is the process of:

• Adding additional information to a requisition generated by an material takeoff (MTO) job.

• Handling revision of data due to bill of materials (BOM) changes.

• Issuing requisitions to procurement. The main screen that requisitions focus on is R.30.01. The hierarchy of requisition nodes has been defined using nodes and templates as discussed in Create Bulk Requisitions A-050-10-A-A-2-3-3. On R.30.01, the nodes appear in the order defined by the delivered system.

The color of the node is one of these:

1. Green: Node has requisitions and all have been released to procurement.

2. Red: Node has requisitions that have not been released to procurement. 3. Yellow: Empty Node – no requisitions. • Double-click a node to see the sub nodes or the requisitions.

The “header” information for a requisition appears as follows:

4 SmartPlant Materials How to Manage Requisitions

Overview

• Double-click to see the content of a requisition. This shows each line item (SmartPlant® Materials position) for the requisition:

• Double-click a single Item to see all details relating to the line

item:

The Fastcall menu gives you access to other relevant screens used to manage the requisitions:


Revision Data - Summary

Revision Data - Summary The following is a list of ways that requisition content may change:

• Material quantity • Documentation attachments • Material attribute information A change to any of the above will require a new supplement to be generated and the information passed to the supplier.

There is both a Supplement and a Revision Indicator. The Supplement is the main indication that the requisition has been changed whereas the Revision indicator shows whether the change has been to material quantities or documentation.

In the example below, Supplement 3 has a different MR rev (3) but the same SR rev (2) as the previous supplement. This indicates a documentation change only.

There are two types of revision indicators:

• Inquiry Only (A, B, C, D….) • For Purchase (0, 1, 2, 3….)



Material Quantity Material quantity may be increased or decreased, or of course remain unchanged. The factors affecting this are the Bill of Material loaded, the options specified during the MTO Job, and the disposable (contingency/sparing) material. The result of these factors is seen in the quantity fields for each line item. If the user disagrees with the calculated value, it is possible to make a final change in the “Released Quantity” field.

Documentation Attachments If the material quantities remain unchanged and a specification-only change is made by the engineering discipline, the attachment will need to be changed or be revised. These changes are made manually.

Material Attribute Information If an item has the type TAB or “Attribute Based Tag”, the attribute information can generate a requisition supplement. This is usually the case for equipment that is defined within SmartPlant Materials using an equipment template. In the template, all attributes relating to the equipment are defined and any change to these attributes will generate an “MR” revision (that is, not a material quantity change but an information change that needs to be passed onto the vendor).

Typical Workflow The following steps are usually required to issue a requisition:

1. Check header information. 2. Check material quantities. 3. Define additional engineering information that the supplier will need

or must conform with. 4. Define the delivery information requirements. 5. Approve and release the requisition to procurement.



Check Header Information

The following fields appear in the header information:

Engineering Requisition Suppl -- The Supplement, which is automatically generated.

For PO -- Indicates if the material may be included on a Purchase Order (unchecked is for inquiry only).

Origin -- Where the Requisition originated, usually the office location (for example, site, head office, or project office).

MR Rev -- Requisition has a document change.

SR Rev -- Requisition has a material quantity change.

Status -- Usually either Open or Closed (closed = released to procurement and may not be changed). The status can be modified using Requisition Tools on R.40.11.

Release Context -- It is possible for the requisition to only show the shortage or the surplus quantities rather than all changes.

NOTE: THIS OPTION NEEDS TO BE USED IN CONJUNCTION WITH THE “SCOPE OF INTEREST” FIELD ON THE R.20.01 MTO JOB SCREEN. IF THE MTO JOB ONLY CALCULATES SHORTAGES, THEN ONLY SHORTAGES ARE POSSIBLE ON THIS SCREEN.

Alternatively, if the MTO job calculated all quantities (normal function), the “Release Context” here can be used to manage either case. (that is, if Release Context is set to Shortage, a shortage requisition will be generated and another requisition will automatically be generated to include all the Surplus or unchanged quantities also. In this, no material was omitted.)



Example:

Requisition Piping-Gasket-F-0001 supp 1 has negative and positive increased quantities:

Since SmartPlant Materials version 6i, positive quantity changes are shown with a black background and negative are shown with a red background in the “Increased Qty” field.

• At the header level, press and hold the Release Context pick

list. In this case, we select Shortage:

After Releasing to procurement, a new requisition is automatically created:



The released Requisition for Shortage quantities looks like this:

And the Requisition for Surplus quantities looks like this:

Rel to Proc -- Indicates the date released to Procurement.

Buy Cycle -- Indicates the Buy Cycle (this function is no longer recommended and is maintained for legacy purposes).

TE Rqd -- Indicates if a Technical Evaluation is Required (initially specified during the MTO Job but may be changed here). Note that since this is specified in the E&PI module, it is normally under the control of the engineering department. This cannot be changed later and therefore ensures the PO cannot be released without technical approval.

RfA -- The user must check this box to indicate the Requisition is Ready for Approval. While the RfA box is not checked, the Approval button is not highlighted and the privilege in A.20.06.04 must be assigned to the user to activate the Approval Button. RfA is only relevant if the Advanced Approval (ZR_ADV_APP) project default is set to Y. If the default is set to N, then the Approval Button will appear as “Release” and no approval step will be necessary.

Approved Date -- Indicates the Date the Requisition is Approved.

Approved By -- Indicates who approved the Requisition.

Originator -- Indicates the user who raised the Requisition.

Email Templ Set -- Emails may be generated based on the requisition for any purpose required by the project. This is the email set associated with the Requisition. Refer to the online documentation for more detail.

Matl Group -- Suppliers may be categorized in the MSCM module in several ways. One category is the Material Groups they have been ‘qualified’ to supply. This makes the process of selecting bidders more reliable and simple.

Section -- Section is a way of restricting access of users to requisitions and Purchase Order information. An example of section may be AREA X, where only users assigned to AREA X (or not assigned to any section) can



see these requisitions. This user will also see requisitions that are not assigned a section.

Category -- A means of globally categorizing requisitions (for example, bulk, tag, or service requisitions).

Account Code -- Account codes may be assigned manually or automatically via the use of a CIP (needs defining by the user). The advantage of assigning requisitions to an account code is that financial reporting can be done against the subsequent purchasing of the material. The account code can also be linked in later modules of SmartPlant Materials. Account Code may also be assigned at the line item level, not only at the header.

Original Budget -- The original Budget information for this material, similar to Account Code.

Total Budget -- The total Budget information for this material, similar to Account Code.

Currency --The default currency for the purchase order. May be changed later.

Blanket Order -- May be assigned from an LOV based on blanket orders created in the MSCM module of SmartPlant Materials. The BO may be assigned to the template, in which case it will automatically be populated here. If assigned, the requisition supplement may be simply added to the BO in the procurement module.

Milestone Set – Milestone Sets created in the MSCM module may be linked to a requisition in this field. In this way, the dates in the Milestones can be automatically completed (for example, Requisition approval date, issue date, and so forth).

MS Link -- This indicates if a link between the Milestone Set and requisition exists. There is a process that must be executed in the procurement module to verify the link.

Short Desc -- The Description.

Description -- A longer Description if required.

Copy Attachments From -- It is possible to copy attachments from other requisitions in the same discipline by using LOV to browse for the appropriate one.



Check Material Quantities

It is important to understand the different quantity fields in a requisition; all values may be seen by scrolling to the right or double-clicking a single item to view in single position.

• New List Quantity: Quantity on the current (new) BOM. • Released Quantity: Quantity that is released to procurement; by

default, it initially equals the Recommended Quantity. This field may be changed by the user to show the exact quantity required.

• Increased Quantity:= (Released Quantity) – ( Last Released Quantity)

• Recommended Qty: = (New List Quantity) + (Dispo Material) • The system-calculated quantity required based on the BOM and

Contingency material. • Assembly Quantity: This is a summary showing the quantity of

exploded assemblies. This quantity is included in the List Quantity.

• Last List Quantity: Quantity on the previous supplement. • Last Released Qty: The quantity released from the previous

supplement. • PO Quantity: The number included on the Purchase Order. • Inquiry Quantity: The number included on the inquiry. There are several things to consider:

Does the requisition cover the intended scope?

Does the requisition reflect what is in design?

Is the correct amount of contingency applied to the quantity?

We must assume the answer to the first two questions is Yes based on the project having clearly defined workflows to capture the MTO from design; import and check the MTO load file; and to generate the requisition based on project specific requisition templates. Given that the implementation of SmartPlant Materials is a new system, there must be work procedures implemented to cover such details. These procedures will be specific for each company or project depending on requirements and company-specific SmartPlant Materials configuration.



Two possible checks to make on quantities are:

• Correct Allocation of Material • Released Quantity Check

Allocation of Material It is possible that some material is not correctly allocated to a requisition. This may happen at the beginning of a project or when new material is introduced to the design and is simply due to the original configuration not allowing for these materials.

In such cases, it is very important to highlight this new material and assign it to a requisition. The material is highlighted by creating a requisition template called ‘OTHERS’, which has a single line template Where Condition as follows:

IDENT mapped to IDENT

Refer to Create Bulk Requisitions A-050-10-A-A-2-3-3 for more information on template creation. The Where Condition in A.60.06 should look like this:

With this “Where” condition, SmartPlant Materials will catch all material. When SmartPlant Materials generates requisitions, it will only allocate material to one requisition, thus preventing duplication. The “OTHERS” node/template should be the last one processed and in this way any material that is not already assigned to a requisition will be assigned to “OTHERS.”

The material may then be reviewed and included by changing one of the existing templates or creating a new template. The MTO job will need to be re-run to allocate the material to the template. If this template does not exist, the only trace of unallocated materials will be in the MTO log file, which will be much more difficult to review than the “OTHERS” template.



Released Quantity Check The only check to make on quantities is the actual released quantity.

By default:

RELEASED QTY = BOM LIST TOTAL + CONTINGENCY (+ manual change)

The released field quantity may be changed by the user to reflect past experience or project knowledge. This is the only quantity field that may be changed in the requisition. Released Quantity is the quantity passed to Procurement to purchase. It is possible to check the Release quantity and List quantity on the screen as shown below (R.30.07 Multi Position screen).

Checks may be performed on screen; alternately, they may be printed as a report:



Suspect Material – Directly Traced Records In cases where the user does not agree with the quantities specified in the requisition, it is possible to trace the records and find out which Bill of Material the items are included in. The following steps achieve this:

• Enter the requisition. • Select the line item in question. • Using the Fastcall menu, select R.30.03 Directly Traced

Records.

SmartPlant Materials will display all BOMs that have specified the item:



Define Additional Engineering Information In SmartPlant Materials, we classify all additional information into one of the following categories:

• Documents -- May be viewed within SmartPlant Materials and may be linked to the project document management system or held independently.

• Terms & Conditions and Notes -- May be used to format the requisition documents by using standard code lists rather than the user having to reinvent the clause each time it is used.

• Vendor Document Requirements (VDRs) -- Specify what documentation is expected of the vendor and by when. The VDRs form part of the Purchase Order closeout routine. SmartPlant Materials can automatically collate the documents attached by the user for shipment to the recipient.

The information added here is passed through to the MSCM Module where procurement users may add further information as required. The aim is for each discipline to add information relative to their responsibility.

All attachments may be seen on the R.30.21 screen. To access this screen:

• Select the requisition on the R.30.01 screen, window 2. • Select R.30.21 Req Attachments. The “Print All” button will print all attachments for collation and review if necessary.



Documents Documents may be defined individually or as sets. We look at the process of adding drawings manually in this document but not linking to document control systems as this is beyond the intended scope of this document.

D.10.11 – Documents (Examples may be seen in Requisition PIPING-GATE_CS_F_0001 Supplement 1.)

It is possible to release requisitions for inquiry within the MSCM Module of SmartPlant Materials. When doing so, the documents defined here can be viewed or downloaded through Internet Explorer by the companies tendering, assuming they are given access to the system. Alternately, an EIBP package may be sent to the bidders that will contain the files defined.

SmartPlant Materials is not intended as a document management system. Much of the information stored against a document is just for information and is not mandatory. We will discuss the minimum requirements to define a document.

To define a document in SmartPlant Materials, manually proceed as follows:

• Enter D.10.11 under the “OTHERS” menu. • The following fields are required:

• Manual - Automatically indicates if a file has been loaded from a document management system. If NOT checked, it cannot be changed manually.

• Doc Code - The text that will appear in LOV used elsewhere in SmartPlant Materials.

• Rev - The revision of the document. • Short Description - The description. • Description - The full description. • Source Path - Where to find the document’s opening

program application path (if not in a WEB-based environment).

• Filename - The file name of the electronic file. • Source Code - The application used to open the file (if not

in a WEB-based environment).



In a web-based environment, the document location is specified. After defining a document, it is wise to select the “Open” button and check that the document can be viewed within SmartPlant Materials.

A document cannot be deleted if it is attached to a requisition, inquiry, or order. A document cannot be changed if the requisition, inquiry, or order it is attached to has been approved.

To attach a document to a requisition proceed as follows:

• Enter the requisition on R.30.01 Window 2. • Select “D.10.21 Attached Documents” from the Fastcall menu.

• Ensure the screen is in “input mode” (that is, the field is green). • Use LOV to list the documents defined.

• Put a checkmark in the “Sel” field. • Click the “Fill In” button to attach the selected documents. The documents will now be listed on the requisition and may be opened from within SmartPlant Materials. This process may be repeated as necessary.

Alternately, use the Document Set option below.



D.10.12 – Document Sets This is a method of grouping documents. For example, rotating equipment may require a standard set of documents to be included with the inquiry (for example, a pipe class, welding spec, doc number system, and so forth). The standard documents can be included in one set as a single item in the requisition.

The functionality is available in other modules of SmartPlant Materials so it is necessary to create a naming convention that distinguishes between the various uses of the document sets (for example, a Requisitions Set may be prefixed with REQ).

Changes to the document will cause a revision to the requisition. Adding a document set to a requisition is the same procedure as adding a single document except that the set is specified on D.10.21:

HINT: AFTER USING THE LIST OF VALUES TO SELECT THE DOCUMENT SET, YOU MUST PRESS THE ENTER OR RETURN KEY ON THE KEYBOARD TO HIGHLIGHT THE “COPY” FUNCTION. THIS WILL ATTACH ALL DOCUMENTS SPECIFIED IN THE GROUP TO THE REQUISITION. INDIVIDUAL DOCUMENTS MAY THEN BE DELETED IF NECESSARY.



Text and Terms (Examples may be seen in Requisition PIPING-GATE_CS_F_0001 Supplement 1.)

This function is intended to provide a standard list of text and/ terms that are to be included in bid documents. They may be grouped into sets in the same way as documents. The Text and Terms may be used to format a report that is printed or may be included electronically in SmartPlant Materials. The text and terms are categorized according to the module that use them.

To Define Text and Terms, proceed as follows:

• Enter D.20.11 under the “OTHERS” menu. • Select the “Term Type” (Requisition, Inquiry, Purchase Order)

– Engineering Requisition in this case. • Enter the “Term Code”, short, and long description. • If there is an associate external file, this may be specified with

a path and file name. The benefit of using an associated file is that the text and terms need not be entered in the database. Or, perhaps there already exist predefined formats that the project does not wish to implement within SmartPlant Materials.

• Commit (save). • As a check, open the file (if one is specified) to ensure the

definition has been entered correctly. If Text and Terms have been included on a released requisition, Inquiry, or PO, it may not be changed. It may however be revised by highlighting the entry and clicking the “Revision” button at the bottom of D.20.11.

Copying Text and Terms When copying Text and Terms, the entries from the associated product group will be available for selection. Text and Terms must be copied from the product group before they may be used in the project. Sets may be copied in the same way as individual Text and Terms.

HINT: TEXT AND TERMS MAY BE ATTACHED TO THE REQUISITION TEMPLATE ON R.10.41, PRIOR TO AN MTO JOB. IN THIS WAY, ALL REQUISITIONS GENERATED USING THIS TEMPLATE WILL RECEIVE THE SAME TEXT AND TERMS.

(Example may be seen in Requisition PIPING-GATE_CS_F_0001 Supp 1, Position 1.)



Notes are different from Text and Terms in that they are intended for the line item level of a requisition rather than for the header level. Also, notes cannot be grouped into sets since it is not anticipated that line items will require standard grouping of terms. Notes are also not intended to be standardized and therefore cannot be copied from project to project. Rather, they are seen as being very project specific.

Vendor Document Requirements (Examples may be seen in Requisition PIPING-GATE_CS_F_0001 Supplement 1.)

It is possible to define what documents are required to be received from a vendor during the course of a project and subsequently used to expedite the documents. The documents form part of the Purchase Order closeout activities and may also be included in Milestone monitoring activities.

To Define the Document Requirements, proceed as follows:

• Enter D.40.11 under the “OTHERS” menu.

• Enter the document number, timing of receipt, and purpose in

the screen. • Commit (save).

Standard sets of VDRs may be defined. The sets are grouped according to each project’s need (for example, for pumps the following may be required):

NOTE: IT IS NOT POSSIBLE TO COPY VDRS FROM OTHER PROJECTS/PRODUCT GROUPS. THEY MUST BE ENTERED FOR EACH PROJECT UNLESS AN ADMINISTRATOR CAN PERFORM THE COPY DIRECTLY AT THE DATABASE LEVEL.



NOTE: IN THE VDR SET, THE TIMING OF DELIVERY CAN BE ALTERED FROM THAT SPECIFIED AGAINST THE INDIVIDUAL DOCUMENTS.

NOTE: CHANGES TO THE DOCUMENT REVISIONS WILL CAUSE A REVISION TO THE REQUISITION.

(Refer to PO Management B-060-30-A-A-3-2-5 for more information on PO closeout and VDR activities.)



Define the Delivery Information Requirements The minimum information SmartPlant Materials requires for requisition approval is the delivery location and date. If these are unknown, a fictitious entry may be made and amended later. The information is required for every item on the requisition and may be applied (propagated) globally or on an individual, item-by-item, basis.

To update the minimum requirements:

• Select the requisition. • Select R.30.09 Propagate Information from the Fastcall menu.

• Enter the ROS (Required on Site) date. • Enter the Delivery Designation (Destination). • Choose the records that will be updated:

• All records • Only those that do not already have a value (NULL) • Only those between a specified min and max position

number • Click the “Propagate” button.

Require On Site (ROS) Date This date is when the material is required at its destination whether it be a fabrication yard, paint shop, or construction site. SmartPlant Materials MSCM and Site Modules will use this date in tender documents, Pos, and also for site planning. It is possible to define a CIP function to retrieve this information from other sources if it is available (for example, external files or attribute information on components).



Delivery Designation – In Requisitions This is specified on A.10.39 and really means “Destination”. Each project will have different destinations depending on traffic routes and fabrication and site locations. The concept of Delivery Routes is to provide a basis for expediting and estimating when material will arrive at its destination. Traffic routes are detailed in Administration D-005-10-A-A-6-3-2.

HINT: IF THE SITE MODULE IS TO USE THE FORECAST TOOL TO SEARCH BACK THROUGH THE SUPPLY CHAIN, ONLY THOSE DESTINATIONS SPECIFIED WITH THE “SITE” TYPE WILL BE INCLUDED IN THIS SEARCH.

Other Propagated Information:

The other fields on the propagation screen are not mandatory but can be used.

Procurement Channel:

Is maintained for legacy and not recommended for use.

Account Code: The account code may be universally applied here or on an individual basis line by line. However, the most efficient means to apply an account code is to incorporate a CIP function during the MTO job.

Currency: Typically, this will be applied by procurement in the MSCM Module. However, a default may be applied here.

TE Rqd: Technical Evaluation is specified during an MTO job. However, it may be changed on this screen if required.

Allow RTP: Indicator showing whether positions can be released to procurement or not. This field gives the user the functionality to lock positions from releasing to procurement. Remark: When the engineering requisition is released, there is no way to release locked positions later on.

From / To POS: The range specified in these fields determines which positions will be updated when the “All”option is selected. This allows a selective update to the propagated information.


Approve and Release Requisition to Procurement


When a requisition is released to procurement, the status is changed from Open to Closed, meaning there can be no further changes to the requisition except under special circumstances (reverse approval/status change or update to an inquiry requisition). After release, the requisition will appear in the MSCM Module on the P.30.01 Requisition Workload screen.

There are two different mechanisms available for releasing a requisition. The method implemented depends on a project variable set on A.20.12.

• Advanced Approval -- Requires the requisition to be marked “RfA” (ready for approval), then Approved and Released to procurement -- in this case, ZR_ADV_APP is set to “Y”. The privilege on A.20.06.04 must be assigned to the user to activate the Approval Button. Advanced Approval can be used as a three-step release process assigned to three different users.

• Basic Release -- With ZR_ADV_APP set to “N”, “RfA” has no function and the Approve button appears as a Release button -- providing a one-step release process.



Reversing Requisition Approval There are some restrictions to reversing an approval, updating a status, or deleting a requisition. These are largely due to SmartPlant Materials modules being integrated. There are specific tools available to delete or change the status. For example, if the requisition has been released to procurement and procurement has assigned it to a buyer and created an inquiry based on the requisition, it is not possible to delete the requisition without first deleting the inquiry document.

To delete a requisition:

• Delete any procurement inquiries. • Update the requisition status form closed to open. • Delete the requisition. These actions are performed on R.40.11 as follows and are described fully in Create Bulk Requisitions A-050-10-A-A-2-3-3.

Delete Requisition To delete an MTO:

• Query SmartPlant Materials for the MTO job to delete. • Select Delete.

Update any Requisition Status To update the status:

• Select the Engineering Requisition. • Change the Status field to the desired status. • Save.




User Preferences This screen allows some basic functionality changes to the default SmartPlant Materials behavior. The preferences do not all pertain only to the Requisitioning Module. They also affect the MSCM module. The main preferences of interest here are:

Req Display Context -- Restricts the display on the R.30.01 screen. For example, you can choose to only see the unreleased requisitions or the highest supplement for each requisition. The default is all requisitions.

Req Release Context -- For basic SmartPlant Materials usage, the default is best left active. This means one requisition at a time is released.

RLI Display Order -- Changes the sort order of the line items displayed on the requisition screen.

Quantities for Req Balances -- Allows the requisition to show only surplus or only shortages on the req screen. It will not affect the actual quantities of the requisition, only the display. SmartPlant Materials will save preferences for future log-ins, so it is important to remember if these have been changed. Defaults may be reset using the “Defaults” button.