Quality Management Module Overview

by Bob Tezyk, Project Manager, Bellsoft, Inc. Editor s Note: Ever wonder what System 37 Quality Management actually does? Do you test raw materials and finished goods to ensure that they meet your and your customers quality standards? Bob does an excellent job leading us through the functionality that you already paid for and probably aren t using. After reading this article, you ll have a much better idea of whether or not implementing this module should be in your future plans. Please note that although the screen shots are from EnterpriseOne 8.9, most of the concepts discussed work similarly in Xe and PeopleSoft World version 8.1. The Quality Management (QM) module is arguably one of the most underutilized modules in the system. Those who are using it are predominately using the World A8.1 version. A check of the PeopleSoft SAR database turned up no problem entries recorded for the EnterpriseOne/ OneWorld users. This indicates that few people are utilizing it or there are no issues in the EnterpriseOne version (an unlikely conclusion). With many users being in the Medical, Pharmaceutical and Chemical industries, it is hard to understand why utilization is so low given their requirement for tracking and testing. The system is easy to set up and offers wide flexibility to be customer and product specific. It is one of the first modules to incorporate vendor provided workflow capability. Although the absence of a Laboratory Information Management System (LIMS) interface to testing and recording equipment and lack of a statistical analysis package limits use for statistical process control, the QM module allows clients to collect and report test results from receipt of raw material to customer shipment. The ability to tailor the Certificate of Analysis (COA) by customer is a very desirable feature. This document is based on the PeopleSoft EnterpriseOne 8.9 version. The base functionality has not changed from previous versions but some of the screens will have a slightly different format from previous versions. WARNING: DO NOT turn on workflow in the screen processing options until you have verified with your technical staff that the workflow engines are up and running and all workflow setup is complete. Without proper setup, new and revised specifications will get placed into a state of limbo. Workflow will not be covered in this paper. Application Structure: Three master files store the application rules (Figure 1). The QM module allows you to set up an unlimited number of Tests. A test is defined as the collection of one measurement of data. A test has the following attributes: Test name or number Description of test Where to perform test How test is to be done Who is going to do test Minimum/Maximum value of test Target value of test Value of test (A/N) Store results of test Copyright 2004 by Klee Associates, Inc. Page 1

Freeform text information For example, we test a drum of oil for viscosity. The test result is.95 Pascal seconds (Pa s). If we also test for silicon and it has a value of 9, that is a second data result we must collect and that is defined as another test. If we expect to do these tests as a group, that is defined as a Specification. We can have an unlimited number of specifications, each made up of one or more tests. A Specification consists of: Spec ID or Spec Number Specification Description Multiple tests per specification Freeform text information Preference profiles are used to attach the specifications and tests to items and customers. In addition, there is a tie to operation sequence numbers on routings. Once set up, the test results are collected at various points in the application screens in Sales Order Entry, Procurement, Inventory and Shop Floor Control (Figure 2). When a test is invoked, the system retrieves the preference profile, specifications and tests and displays a screen for test results entry. The results are placed into a test results file. The COA print program uses the shipped item lot/serial trace chain information to determine the component lot/serial numbers. It then retrieves the test information, printing only the tests required by the customer as defined in the preference profiles. The Business Case: Our example will consist of an end-item manufactured part (with part number TQ1). The part has one component (part number TQ2). The component requires testing upon receipt, a series of tests during manufacture and a final visual inspection at shipping time. The customer requires a COA that certifies the hardness and carbon content only. Since this is the first time our company is using the QM module, we will have to set it up from the beginning. System Setup: Turning on the Quality Module The first thing that must be accomplished is to insure that the QM module is activated. On the Copyright 2004 by Klee Associates, Inc. Page 2

G3741 menu we select Activate Quality Management (P99410). In the Query by Example (QBE) bar (Figure 4) above Data Item, Enter SY37 and do a Find. If the Use Module column contains a No, select the line to get to the update screen. Set the radio button (Figure 5) in the update screen to Yes and select OK Copyright 2004 by Klee Associates, Inc. Page 3

Each Branch plant must be designated to process Quality Management (Figure 6). This is accomplished by going to the Inventory System Setup menu (G4141) and selecting Item Branch Plant Constants (program P41001). Select the branch plant that needs the QM module activated from the find browse screen and proceed to the Revisions row exit(not shown). On the update screen (Figure 7) check off the Quality Control (Y/N) check box and select OK Setting up Tests Tests are the cornerstones of the QM module. A test specifies the acceptable limits for a pass/fail decision. It also describes the test, defines parameters about the test and provides category codes for classification. Tests can be planned or unplanned. They can be used for receiving inspection, ad hoc inventory inspection, work order operation inspection, work order completion inspection and inspection at time of shipment confirmation. Copyright 2004 by Klee Associates, Inc. Page 4

To create a new test, to go to the Quality Management Setup menu (G3741) and select Test Revisions (P3701) as shown in Figure 8. A Find/Browse screen (not shown) will be displayed allowing you to see a summary of existing tests. Selecting the Add tool will take you to a blank test entry form. Figure 9A shows the Test Revisions screen on the Definition tab. The test ID field is 25 characters allowing for an ample size test number. The Branch/Plant is optional and if left blank, will allow the test to be used in other branches. As delivered, from PeopleSoft, the Status is set to create the test in approved status but this can be changed via the processing options as well as activation of the approval workflow logic. Statuses include: (blank) Approved/ Active test 1 Pending Approval 2. History, as saved by the system via the Processing Options 3. Rejected via the approval process. Copyright 2004 by Klee Associates, Inc. Page 5

The Definition Tab Test Type must be defined as follows: Required: The test must pass in order for the lot to be released. When in the test results entry screen, you must fill in a value. Optional: The test need not be accomplished for the lot to pass. Guaranteed: Same as Required except that the test results prints in a special section on the COA. Display/Evaluate Test is a code that determines how test results appear in Test Results Inquiry when accessed from sales orders. This code also determines how a test is to be evaluated: 0 - Do not display tests when using Test Results Revisions or result inquiry programs. This value is only permitted for tests of type G, Guaranteed. 1 - Display all occurrences of a test when using result inquiry programs. To provide for the entry of result values, all occurrences of a test appear in Test Results Revisions. The system uses all result values to determine if a lot passes or fails. 2 - Display only the average result record when using result inquiry programs. All occurrences of a test appear in Test Results Revisions. The system uses only the average test result to determine if a lot passes or fails. 3- Display the last occurrence of a test when using result inquiry programs. The last occurrence is the test result last entered in Test Results Revisions. The system uses only the last test result to determine if a lot passes or fails. The Print Test field is used to determine whether or not a test will be printed on the Certificate of Analysis. The valid values are: 0 - The test will not be printed on the Certificate of Analysis. 1 - Print all occurrences of a test on the Certificate of Analysis. 2 - Print just the average test result record when printing the Certificate of Analysis. 3 - Print the last occurrence of a test when printing the Certificate of Analysis. The last occurrence will be the test results record that was entered last using Test Results Revisions. Print Text, when checked, will print the test results text (from P37111) on the COA. The Sample Information section defines the quantity and disposition of the tests in any given instance: Number of Samples The system will display individual entry fields for the number you enter here when entering test results. Sample Percentage As an alternative to entering the Number of Samples above, while in Order Mode only, the system will calculate the number of samples to take based on the order quantity. Copyright 2004 by Klee Associates, Inc. Page 6

Sample Size A display field denoting the quantity of each sample. Accept Quantity and Accept Percentage These fields require that the Display/Evaluate Test field be 1. The fields are mutually exclusive so if you have a value in one, you are not allowed a value in the other. Sample Size UOM The unit of measure of the sample size field above. The Result Ranges Tab (Figure 9B) The Alpha/Numeric Section defines the format of the test entry. When the Numeric box is checked, the system will only accept numeric values for entry of test results. You may choose the number of decimal places. When you uncheck the Numeric box, the product code and User defined codes un-gray to allow entry of a User Defined Code (UDC) table entry where the valid alphanumeric entry values are stored. Two sets of Minimum/Maximum fields are provided: Allowed and Preferred. The one that is used for the Pass/Fail criteria is set by a processing option in the Test Results entry screen. Create UDC tables as necessary for valid entries. You may re-use existing UDC tables for different tests. Note that while PeopleSoft recommends using Product Code 37 for table entries, this is not mandatory. To sequence the entries (Figure 9C), use the Description 2 field as shown in Figure 9C. When displayed, the selections will be presented in that order. Copyright 2004 by Klee Associates, Inc. Page 7

The Descriptions Tab The Descriptions Tab (Figure 9D) contains display only type of information. The Category codes 1 through 5 and Property are tied to UDC tables while ASTM Reference and Test Method are text fields. Setting up Specifications When two or more tests have to be performed at the same time, a Specification is used to group them together. When a specification is called during test results entry, all of the tests in the specification are displayed for input at once. The Specification Revisions screen (Figure 10) lists the existing specifications and allows adding new specifications. Copyright 2004 by Klee Associates, Inc. Page 8

Only three fields are updateable on the specifications screen: Sequence, Test Identification and Branch/Plant. You can re-sequence an existing specification but you cannot over-ride any test values. Overrides are accomplished with the use of the Quality Preference Profile. The tests will be displayed according to their sequence in the Specification during test results entry. Setting up Quality Preference Revisions The general operation of the Preference Profile system such as the use of a Preference Hierarchy is beyond the scope this article (see other articles on Preferences in the Distribution Sales Order category of JDEtips), but I will cover the setup requirements of the QM module. Tests and Specifications are associated to parts and customers using the PeopleSoft Preference Profile system. In addition, The Quality Preference Profile (P40318, Figure 12) provides an override capability for test tolerances. For Copyright 2004 by Klee Associates, Inc. Page 9

example, if a customer requires a tighter (or looser) test result from the standard test, it can be overridden in the Preference profiles. Caution should be used when invoking this feature. The tests and specifications are stored in the F3701 and F3702 main QM files respectively. These files are not changed when you override a test. The overrides are stored in the F40318 QM Preference Profile file. Changes to the main QM files do not automatically change the preference profile; therefore any test changes will also require a review of the Preference Profile to insure that the changes also are reflected in the customer specific overrides. Notice that in Figure 13, the allowed minimum has been overridden from a value of 7 in the original test to a value of 8 in the preference. Caution: it is not obvious when a test has been overridden. The values are displayed in either case. The only indication is that the F40318 file will not have any values in the respective override fields when viewed through the Universal Table Browser (UTB). There may be only one profile defined for each unique key value. The key fields are item, item group, customer, customer group and Branch/Plant. Figure 14 shows a specification. You may add any number of tests and specifications to a preference. A test or specification may be called out more than once. Each row has Display Criteria to define where the test or specification will accept entry data. Copyright 2004 by Klee Associates, Inc. Page 10

The Display Criteria (Figure 15) is attached to each preference detail and directs the system to present each test or specification at the appropriate steps in the business flow. You may enable or disable the displaying at various steps in the work order, purchase receipt or shipping process. Fields are provided to point to a routing type and sequence number, a manufacturing receipt routing step number and a purchase receipt routing step number. Setting up Quality Results Inclusion Rules: UDC table 37/DC (Figure 16) is used to determine what document types will be used when following the lot/serial trace chain. Description 2 is used to denote to the system how the document will be used: B = Bottom Level C = Top Level I = Issues M = Completions Copyright 2004 by Klee Associates, Inc. Page 11

Setting up Customer Billing Instructions: In order for the COA to print for a customer, the system requires that you set the Certificate of Analysis check box on. The screen is located on the G4221 menu (program P03013). Take the row exit to Address Book Revisions and then the form exit to the Billing Information screen. The check box is located near the bottom of the right column. Setting up Confirm Shipments Processing Options: Confirm Shipments (P4205) has processing options to activate Quality Management. The Quality Tab requires that selection 2 be set in order to print a COA. You can also re-evaluate the test results to do a final check of all results before shipment in addition to the tests you may need to conduct at Confirm Shipments time. Copyright 2004 by Klee Associates, Inc. Page 12

Daily Quality Management Operation: With the setup complete, we are now ready to process a complete transaction. In addition to the Quality Management Daily Operations menu (G3711), there are several entry points to quality data entry via row and form exits in the manufacturing and distribution screens. The entry points are: Sales Order Management Shipment Confirmation (P4205) Transportation Management Bulk Load Confirm (P49510) (World) Packaged Load Confirm (P49530) (World) Transportation Bulk Load Confirm (P49640) (OW) Shop Floor Control Manufacturing Work Order Processing (P48013) Work Order Time Entry (P311221) Work Order Completions (P31114) Super Back-flush (P3112) Procurement PO Receipts (P4312) Receipt Routing Movement and Disposition (P43250 The Test Results Entry Screen (P3711): All of the entry points utilize the same screen for entry (Figure 19) Enter Test Results (P3711). The Test Results Entry screen provides a field for entering the test results. It also displays the test parameters and date/time stamps the test. The screen has three primary format modes. The Preference mode allows you to enter results and tie results to an item and/or lot/serial number. The Order mode ties the test to a purchase order, work order or sales order record. The Compartment mode ties the test to a Transportation Module Load number and Planning Depot. Copyright 2004 by Klee Associates, Inc. Page 13

Caution: The system does not require a lot/serial number for entry but the validity of a test is compromised if you do not know what group of material the test relates to. The behavior of the screen is controlled by a series of processing options. Most of the processing options are self explanatory so only the ones that require clarification will be covered here. Copyright 2004 by Klee Associates, Inc. Page 14

Processing Options: Addition comments are listed below. Test Results Tab: Lot Status Tab: Results Entry Format (1). This entry sets the format mode as described above. Default Tester (2). Entering an employee address book number here will populate the Tester field on the screen. Minimum and Maximum Parameters (3). You may select to use the Preferred or Allowed values to pass the test. Number of Samples (4). Hides or displays the Number of Samples Field. Copy Generic Text (5). You can copy text from the Test Master, the Preference Master or not copy any text. Test Results Search (6). When set, the system checks for an existing lot prior to adding new tests to prevent Duplication. Activate System Sample Numbering (8). The system will automatically number samples using the next number facility. Status for a Passing Lot (2). Keep in mind that a passed lot in the standard system is usually a blank and other characters normally place the product on hold. Lot Status Update (3). You Have the option of updating all lots, not matter how many different locations the lot is in or to update only the lot master. You may also choose to display the lot/location window after performing tests so you can manually update lot/location status codes. Receiving an Item with Quality Requirements: A purchase order has been entered for our QM purchase part, TQ2. The material comes in and we are ready to receive it. On the G43A11 menu, select Enter Receipts by PO (P4312) and select the purchase order to receive. Copyright 2004 by Klee Associates, Inc. Page 15

The system will take you to the Receipt Entry screen (Figure 21). The grid contains a column to indicate that tests need to be accomplished (Red Arrow). Highlight the line and select Test Results (Green Arrow). Caution: The Quality Management Tests Exist column in the standard system is delivered out of the field of view when the grid comes up. Make sure your IT group sets up the default view (the *PUBLIC view) to include this column in the field of view. Enter the test results in the Results Value Column and the sample number in the Sample column, if you are not using the automatic sample numbering feature, then Press OK. Copyright 2004 by Klee Associates, Inc. Page 16

The system will return you to the receipt screen (Figure 23) where you can complete the receipt. Note that the Indicator has changed to a P to indicate that the test has been performed. The Passed Test Results Inquiry screen will show the results of the test: Copyright 2004 by Klee Associates, Inc. Page 18

When test result values are entered that are out of tolerance, the system provides a warning before it accepts the transaction. Note that on the Summary Availability screen, the lot is in Q status is on hold and unavailable for issue. In the QM Daily Menu (G3711), the nonconforming product screen shows the failed lot, including a system generated Defect Number. Copyright 2004 by Klee Associates, Inc. Page 19

Work Order Operation Test Entry: Once the raw material is in inventory, you now issue it to the work order. Test Entry can be accomplished when labor and operation quantities are entered. First add the hours and quantities for the operation. When complete, exit to the display screen (Figure 29). Caution: There is no indicator telling you that a test is required. The requirement should be clearly indicated in the work order operation text. Highlight the row you wish to enter the test results on and select the Test Results row exit. Enter the results just as you did in the previous test results entry. Note in Figure 30, a specification is called which contains two tests. Both tests are presented for entry at the same time. Copyright 2004 by Klee Associates, Inc. Page 21

Note: When you do your first test, The QM module will automatically create a new lot/serial number in order to track the test. It will also write history records (with document types IB and IZ) in preparation for the receipt into inventory. It does not populate the work order with the lot/serial number at this point. Work Order Completion Test Entry: The Work Order Completion transaction (Figure 31) automatically calls the test results screen after the quantity is entered and the OK is clicked or after a Multi-location transaction is used to select the lot number. Copyright 2004 by Klee Associates, Inc. Page 22

Enter the test results in the Test Results Revisions screen. The tests will be recorded against the work order number. Confirm Shipments: At shipment time, there is no indication that there is a test due and the test must be called by selecting the Test Results row exit. Copyright 2004 by Klee Associates, Inc. Page 24

Note that in this case, (Figure 34) the response required is a Yes or No instead of a numeric value. It could have been Pass/Fail or any manner of alpha numeric input; as defined in the UDC table associated with the test. Reporting: During the purchasing and manufacturing phases, there may be a need to create an internal product test report. This is handles by the Test Report Extract program (R37901) and The Test Report program (R37450). The Test Report Extract collects the data and passes it to the Test Report program for printing (Figure 35). The example above is a report for a work order completion. Copyright 2004 by Klee Associates, Inc. Page 25

The Certificate of Analysis is similar to the Test Report but contains the customer information. It consists of the Certificate of Analysis Extract (R37900) and the Certificate of Analysis (R37460) (Figures 36A, B and C). Copyright 2004 by Klee Associates, Inc. Page 26

Importing Test Data from External Systems: In order to integrate with Laboratory Management and other external systems, a program in the Electronic Data Interchange Suite, Inbound Test Results Flat File Conversion program (R47002C version XJDE0042) is available. This program will add test results to the Test Results File after checking all of the edits just as though it was manually entered.. Conclusion: The Quality Management module is easy to set up and use. While it does not contain Laboratory Management or Statistical Process Control functionality, it is a good vehicle for collecting data within the normal business processing of the enterprise and reporting it to the customer. Bob Tezyk is a Project Manager for Bellsoft Inc. He has over 30 years experience in the manufacturing and distribution world. He has participated in 25 successful ERP/MRP implementations and has been a project manager for 6 implementations. The implementations cover a wide cross-section of industries including Aerospace/Defense, Pharmaceutical/Chemical, Electronics Manufacturing & Distribution, Telecom, Oil Tool, and Repair & Overhaul. Bob is the author of a very successful implementation methodology called Structured Implementation, which dramatically increases the users knowledge and understanding of how the ERP system integrates with the business operations. It allows management to get all of the benefits they expect out of an ERP system and have a quick implementation. The use of JDE is granted to Klee Associates, Inc. by permission from J.D. Edwards World Source Company. The information on this Website and in our publications is the copyrighted work of Klee Associates, Inc. and is owned by Klee Associates, Inc. NO WARRANTY: This documentation is delivered as is, and Klee Associates, Inc. makes no warranty as to its accuracy or use. Any use of this documentation is at the risk of the user. Although we make every good faith effort to ensure accuracy, this document may include technical or other inaccuracies or typographical errors. Klee Associates, Inc. reserves the right to make changes without prior notice. NO AFFILIATION: Klee Associates, Inc. and this publication are not affiliated with or endorsed by J.D. Edwards & Company. J.D. Edwards software referenced on this site is furnished under license agreements between J.D. Edwards & Company and their customers and can be used only within the terms of such agreements. J.D. Edwards is a registered trademark of J.D. Edwards & Company. JDE and OneWorld are registered trademarks of J.D. Edwards World Source Copyright 2004 by Klee Associates, Inc. Page 27

Company. WorldSoftware is a trademark of J.D. Edwards World Source Company. Klee Associates, Inc. and this publication are not affiliated with or endorsed by PeopleSoft, Inc. PeopleSoft, the PeopleSoft logo, PeopleTools, PS/nVision, PeopleCode, PeopleBooks are registered trademarks of PeopleSoft, Inc. All other company and product names used herein may be trademarks or registered trademarks of their respective owners. Copyright 2004 by Klee Associates, Inc. Page 28