Job Aid: Multi Organization, Multi Site Set Up Considerations

Transcription

1 Job Aid: Multi Organization, Multi Site Set Up Considerations Document version 1.0 Copyright International Business Machines Corporation All rights reserved. US Government Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

2 CONTENTS Revision History...3 Overview...4 Influencing Key Elements...4 Financial Entities...4 Legal Entities...5 Multiple Business Functions...5 Security...5 Process Automation Engine Configurations...5 Geographical Sites...5 Simplicity of Implementation...5 Data Migration Considerations...5 Data storage implications...6 Some implementation guidelines...6 Appendix System (Enterprise) Level... 7 Set Level... 7 Organization Level... 8 Site Level... 8 Implementation Questions...9 Reference:...11 ii

3 REVISION HISTORY Date Version Comments 09/21/ First version 3

4 Overview This document is designed to cover some of the key elements that need to be considered when initially determining system, organizations and site for an implementation. Multi Site set up is about data separation within the database. This is a document designed to help determine the set up and storage of data, functionality and operationally at various levels on Tivoli s process automation engine platform for an implementation. It is a decision making aid, and all parties involved in making these decisions need to be aware of the implications, and available for the decision making. It must be known that some of the decisions are very hard to back out from once they have been made, and others need to have some forethought as to the future direction of the business. The majority of these decisions need to be made upon or before install of the production environment, and certainly before data loading can begin, if this is not to be re-worked. Influencing Key Elements These elements will help determine if the implementation of the product(s) on the process automation engine base should be multiple organizations and or multiple sites. Legal entities / financial entities Business Functions Security requirements Application configuration Reflection of geographical sites Simplicity of implementation Data migration considerations Data storage implications and the ability to share data Financial Entities These are best represented by Organizations where all financial transactions are maintained in one base currency. Each organization can maintain its own chart of accounts (but that this must be within the same structure of Chart of Accounts). 4

5 Legal Entities Can be represented by different Organizations, each of which can maintain their own set of GL s and cost centers Multiple Business Functions These are best represented by Organizations one to maintain the company s assets and another to represent clients assets. These can then be sub-divided by sites as needed. It is NOT designed to reflect an organization s structure. Security This is at system level, but easily applied at site level, ensuring only those individuals entitled to see the appropriate data can. Process Automation Engine Configurations Configurations are at various levels within the platform, mainly at Organization level, some at Site level. This may drive the determination of the Organizations as this usually is determined by business process. If the business process differs and therefore the same option has to be configured differently, then this may require an additional Organization to be able to cater for this. Geographical Sites These should not be used as the sole or key determinant when deciding the site structure, but can be represented by the Site functionality. It is strongly recommended that Locations functionality is understood thoroughly and mapped if the Site functionality is used to represent physical locations. Simplicity of Implementation The success of an implementation, especially one with limited resources is frequently dependent of simplicity. It is therefore advisable to limit the number of Organizations and Sites as this reduces the complexity of implementation and maintenance of the platform. Data Migration Considerations When data is entered into the solution, it is entered at a variety of levels. When data is cleansed and prepared for input, the appropriate Organization and Site (as applicable) need to be known for a successful data import. The data will need to match up with the respective data storage levels and with the appropriate database tables in order for the applications to be used as designed. The consequence of this is that that determination of Organization and Site needs to be made before data loading. 5

6 Data storage implications There are 4 levels at which the data is stored 1. Enterprise 2. Set 3. Organization 4. Site The naming conventions for the Sets, Organizations and Sites once made can be very hard to back out of, other than abandoning a mis-named entity once data is associated with that entity. Appendix 1 details all the various options at which data is stored. Some of these factors may influence the Organization/ Site decision. Some implementation guidelines A clear understanding of the data elements held at system level is required, in that certain data elements are shared across all organizations and sites. This will include security data, person data, and workflow data amongst others. Look to minimize the number of organizations / sites Foreign country operations sometimes require data separation Foreign currency transactions may require different organizations to reflect different base currencies especially when procurement is involved If the implementation includes different businesses e.g. a utility has a water and electricity division, with different business processes, then two or more organizations may be required (multiple businesses) If Enterprise Asset Management and IT aspects of asset management are involved, then two or more sites or organizations will probably be required Client business silos are not necessarily a good thing to reflect in the set up. Frequently data needs to be shared amongst departments, and thus access should not be walled off for Change implementers as opposed to service desk personnel. Site functionality combined with security is a key way of allowing one group of inventory holders to have full control over their inventory, but only to see what other groups have. Thought should be given to what user groups have need to access data across Organizations and Sites Certain data can be moved between sites but not Organizations, and this includes Assets, and Inventory, Purchasing and Work 6

7 Appendix 1 System (Enterprise) Level All data at this level has to be unique for all system records. GL account structure configuration only one structure is supported in an enterprise system People Person Groups (also available at Organization and Site level) Security, Users Reporting, KPI Administration Configuration Workflow, Database, Escalations and Crontasks, Domains (also at Organization and Site level), Listener, Start Centers Currency Codes Organizations, sets Classifications (also available at Organization and Site level) Bulletin Boards Calendars Work View Deployed Assets and Reconciliation Meters and Meter Groups Integration objects, interfaces and external systems Job Plans (also available at Organization and Site level) Master PM s Self Service Requests (also available at Organization and Site level) Service Requests, Incidents, Problems, Solutions, Ticket Templates Service Level Agreements Units of Measurement Set Level Data at this level can be shared by Organization and its respective Sites. Every Organization can have ONLY ONE Set, but different organizations can be associated with different sets. Company Master(all related business entities) Item master o Service Items o Tools o Service Catalog o Commodity Codes o Conversion Values 7

8 o Condition Codes It allows items to be transferred across Organizations, and details can be standardized. Organization Level Data made available to organizations can be made available to all sites. These are usually logical divisions within the business entity determining how data is (or isn t) shared. Chart Of Accounts (data) same GL code with a different account Failure Codes Contracts Purchase, Lease, Labor, Meter, Warranty, Terms and Conditions though must be authorized by site before use Exchange Rates Companies Labor, Craft, Qualifications Hazards Tax Codes If items are to be transferred or issued from one site to another or an asset or location at one site to another, however, these sites must be in the same organization. Similarly, if there are internal PRs and POs then these can only be placed against stores or sites within the organization that they have been created. Options at Organization Level Work type Edit Rules Other Asset downtime, WO Actual default start times, Asset location duplicates, WO start dates, WO warranty status, Material Reservations Inventory Defaults (ABC categories, negative inventory) Re-order Asset Drilldown PO Tax PO Labor Contract Site Level Data at site level is unique to that site. This is a division within an organization that maintains certain kinds of data differently from others. It usually involves work management (change and release management) activities. It can also be used to easily manage security and what data users have access to. 8

9 This should not necessarily be viewed as a way to represent physical (geographic) sites as this can be done with the locations application. Assets Locations and Systems Condition Monitoring Cost Management Inventory, including Storerooms, Stocked Tools, Issues and Transfers Safety Plans, Lock Out / Tag Out, Precautions Routes PM Purchasing PR, PO, Receiving, Invoices, RFQ Desktop Requisitions Changes, Releases, Activities Work Orders, Assignment Manager, Labor Reporting, Quick Reporting Options at Site level Inventory Cost PM Safety Plan Labor SLA Workflow (automatic initiation) Ecommerce Set Up Implementation Questions These questions are designed as an aid to help make the organization/site determination. 1. Is there more than one GL Account structure? 2. Are Tax Options to be handled differently within the business? 3. Is there a need to separate data for items or vendors i.e. restrictions on users as to which vendors and items that they get to use? a. If yes, then this will determine whether multiple item sets are required, not multiple organizations or sites. 4. What are the currency requirements is there more than one currency that all monetary transactions need to be shown as a mathematical function of? a. If yes, are more than 2 base currencies required? b. If yes, then more than one organization is required. 9

10 5. Are there more than one business or business units assets to be accounted for in the instance? 6. Is more than one legal entity to be represented by this instance? 7. Is there a need to separate the data from a business perspective e.g. are IT Assets and Enterprise Assets to be represented in the same system, and data access needs to be limited? 8. Do different parts of the business have different business processes for performing the same function? E.g. the procurement process is performed in different ways within the same business? 9. Is there a need to prevent employees from one part of the business from seeing or updating data in another part of the business? a. If yes, then more than one site may be required to enable this. 10. Are serialized document numbers key to separating data within the organization? Example: There are different sets of purchase order number series to represent different sets of data? a. If yes, then more than one site may be required to enable this. 11. Are there many storerooms that perform their business processes differently? 12. Are there any sets of different locations that share inventory /supplies / storerooms/ work orders or change orders? a. If yes, these must be within the same organization 13. Are changes to assets to be made by people that attend to them at many different locations, bearing in mind that in order to enter assets at different sites the user default site needs to be changed in order to do this? a. Data entry and ease of use issue may determine site set up. 14. Is there a likelihood of items being issued from one site to another? If so, this may affect the Organization determination. a. You cannot issue from sites in one organization to sites within another organization. 15. Are internal PR s and PO s to be used? If so, thus will influence the Organization determination. a. This can only be done within an Organization 16. Is there any intention to share and standardize classifications, job plans, item descriptions, services, or PM s across the business? a. If yes, this leads to a single organization and single site structure. 17. Are standard work types, and work orders to be used across the business? a. Work types in one site are available to another site. 18. Are there differences in the way inventory is costed, re-ordered, or settings made in various parts of the business? 10

11 19. Are assets to be handled differently within the business? 20. Are screen drilldown options to be handled differently within the business? 21. Are PO s to be handled differently within the business? 22. Are Contracts to be handled differently within the business? 23. Are Labor transactions to be handled differently within the business? 24. Are SLAs to be handled differently within the business? 25. Is workflow to be handled differently within the business? 26. Is E-commerce set up to be handled differently within the business? 27. Are auto number series to be handled differently within the business? a. Different sites may be required. Reference: m.doc_7.1/mam_welcome.htm at this site, under Maximo Asset Management there are reference materials such as the Multisite Administration Guide. Full information about Multisite and Organization can be found here. 11

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