Set Up Product Change Control

PCC Setup Overview

Product Change Control Setup

This illustration is a suggested setup sequence of master files for the Product Change Control module, which is based on information that flows from one master file to another and prerequisites that need to be accomplished before setting up a file.

The setup procedures for PCC assume general implementation of QAD SE has already been accomplished. The chapter outlines both required and optional setup procedures.


What is the procedure?	Who is responsible?
Record ECO Data	IT and Management
Create User IDs	IT
Setup E-Mail	IT
Setup Severity Codes	IT and Management
Setup Master Comments	Cross-Functional Management Team
Define Document Types	PCC Management
Create Groups	PCC Management
Design Routing Slips	PCC Management
Set Up PCC Control	PCC Management

Prepare to Use PCC

1 If there are any existing Engineering Change Orders (ECOs) in the database:

Enter Engineering Change Notice (ECN) data manually into the PCC module.

2 As you prepare to use PCC, remember that the major benefit your business gains is that changes are expressed at the data level for product structures and routings, so that QAD SE can execute your instructions.

For example, a typical PCO might say, “Release new part B and obsolete old part A.”

Effective upon release of the PCO, the product structure for C has been changed from 1 EA A to 1 EA B.

ECO by ECO Number Report (13.13.3)

• Print all existing ECOs

• Keep the report to use as the basis for keying new PCOs

Record ECO Data

• Enabling PCC is irreversible

You must print existing ECO information for manual conversion to PCRs or PCOs.

Set Up PCC Functions

• ECO is disabled by the PCC Structure Maintenance

• Different functions can be controlled

• Each function is activated separately

First Exercise: Preliminary Setup

1 Verify Domain: From the workspace menu select Training.

a Note the domain name appears in the top window frame.

2 Verify GL Calendar Period

a Use GL Calendar Browse (25.3.5).

b Start search at current year.

c You should see a list of months for the current year.

d If you find No Records continue to step 3.

3 Use GL Calendar Maintenance (25.3.4).

a Enter the current year, then as a shortcut enter one period whose dates will cover the term of your training event.

Exercise: Set Up Addresses and Company Name

In this exercise, use Company Address Maintenance (2.12) to customize the screens and reports to show your company name.

Add the company address for Magic Boxes Inc., Company Address Code = 12.

Exercise: Print Existing ECOs

In this exercise use ECO by ECO Number Report (13.13.3) to print the existing ECOs before enabling PCC.

• In an environment where you have ECOs, print the ECO by ECO Report

• In a live database you would use this report to create new PCOs later

• For the purposes of these exercises you can print to PAGE

Set Up Functions to Control

Enable PCC Functions

We are covering three processes:

1 Structure Maintenance

2 Routing Maintenance

3 Item Spec Maintenance

Each process is activated separately.

Enabling PCC makes changes to your database that cannot be reversed.

If your manufacturing process uses Formulas, you need to activate Formula Maintenance (15.22) to create PCRs or PCOs for formula changes. Menu numbers 13.13.22, 14.22, and 19.1.22.

ECO Maintenance

Important: Once PCC has been enabled, you can no longer access ECO Maintenance.

Exercise: Set Up PCC Processes

In this exercise you ensure that PCC is enabled for several processes.

1 Use Enable PCC Product Structure Maintenance (13.13.22) to enable PCC product structure maintenance.

2 Use Enable PCC Routing Maintenance (14.22) to enable PCC routing maintenance.

3 Use Enable PCC Item Spec Maintenance (19.1.22) to enable PCC item spec maintenance.

4 Use Enable PCC Formula Maintenance (15.22) to enable both Formulas and Processes.

Note: Formula and Process changes are optional exercises. However, you must enable Formula Maintenance for PCC if you plan to do any of the optional formula or processing exercises in this training guide.

Exercise: Set Up a Cost Center

1 Use Cost Center Code Maintenance (25.3.20) to set up a Cost Center for Magic Box in the General Ledger.


Field	Data
Cost Center	12
Description	Magic Box
Active	Yes
From Account	1035
To Account	9510

Exercise: Set Up Domain/Account Control

1 Use Domain/Account Control (36.1); Uncheck Verify GL Accounts.

Exercise: Set Up Product Line Information

1 Use Product Line Maintenance (1.2.1) to set up the following product line information:


Field	Data
Product Line	12
Description	Magic Box
Taxable	No
Tax Class	<blank>

Inventory Accounts


Field	Data	Cost Center
Inventory Account	1500	12
Inv Discrepancy Account	5900	12
Scrap Account	5800	12
Work in Progress Account	1600	12
Method Variance Account	6200	12
Cost Revalue Account	1550	12

Sales Accounts


Field	Data	Cost Center
Sales Account	3000	12
Sales Discount Account	3900	12
COGS Material Account	5050	12
COGS Labor Account	6860	12
COGS Burden Account	6480	12
COGS Overhead Account	6495	12
COGS Subcontract Account	5070	12

Exercise: Set Up Item Status Codes

Use Item Status Code Maintenance (1.1.5) to add a new item status code.

1 Use your down arrow to display existing item status codes.

a Advance your cursor to the next frame.

b Review the restricted transactions for the item status code.

2 Add a new item status code, Exper, with a description of Experimental.

3 Add the following Restricted Transaction Codes:

• ADD-PS

• ADD-SO

• ADD-WO

• ISS-SO

• ISS-WO

4 Save your changes.

5 Use Item Status Code Maintenance (1.1.5) to add another status code to the following restricted transactions for item status code Proto:


Field	Data
Item Status	Proto
Description	Prototype
Restricted Transactions	ADD-SO
	ISS-DO
	ISS-SO

Exercise: Set Up Site Data

1 Use Site Maintenance (1.1.13) to enter site information for the Magic Box Plant.


Field	Data
Site	12
Description	Magic Box Plant
Entity	T100
Default Inventory Status	Y-Y-N
Automatic Locations	No
Database	<blank>
EMT Supplier	<blank>
External Supplier	No
Transfer Variance Account	5030 12

Exercise: Set Up Location Data

1 Use Location Maintenance (1.1.18) to set up a Stock location at site 12.


Field	Data
Site	12
Location	Stock
Description	Component Stock Room

2 Set up a location for finished goods inventory at site 12.


Field	Data
Site	12
Location	FGI
Description	Finished Goods Inventory

Exercise: Set Up Inventory Control

1 Use the Inventory Control (3.24) to enter the following information:


Field	Data
Summarized Journal	Yes
Journal Reference Method	10
Default Site	12

Create User IDs

Each member of a group must be defined as a user in QAD Standard Edition.

User Maintenance (36.3.1)

• Assign User ID and User Name

At this stage, validate that the user records exist and are correct. You'll add e-mail notification and assign users to groups later.

User Maintenance

• Add new users

• Make changes to existing users

E-Mail Definition Maintenance (36.4.20)

• Use E-Mail Definition Maintenance (36.4.20) to set up each available e-mail program

• Name the system you are defining

• Choose your platform

• Assign the path and program name

• If more than one e-mail choice is available, assign additional systems

• See your System Administrator

• There are four programs responsible for e-mailed messages in the PCC module

• pcmail01.p sends “HAS BEEN SUBMITTED FOR APPROVAL” (3757)

• pcmail02.p sends “IS READY FOR YOUR APPROVAL” (3758)

• pcmail03.p sends “HAS BEEN APPROVED” (3759)

• pcmail04.p sends “HAS BEEN RELEASED AND DISTRIBUTED” (3760)

Note: The e-mail system field of E-Mail Definition Maintenance must match the e-mail Definition field of User Maintenance.

Set Up E-Mail

• Various reports in PCC can be routed via e-mail

• Very effective for PCC notification

• E-mail information is very system/implementation specific

• There are no default values for E-Mail Definition Maintenance (36.4.20)

After setting up all available e-mail systems, return to the User files to assign e-mail addresses.

User Maintenance (36.3.1)

• Return to the User Maintenance screens to assign e-mail addresses

• Full addresses are required, including the domain name

Note: Because e-mail systems are unique and must have exact information supplied in setup, there is no corresponding exercise for this procedure.

Reason Code Maintenance (36.2.17)

• Severity codes are assigned as reason codes

• If rerouting is enabled, severity codes must be numerical and hierarchical

• Rerouting logic looks for greater than or equal to numeric values

• Use numerical and hierarchal codes if you want to enable rerouting logic

• Assign the type

• Description field prints on displays and reports

Reason Code Maintenance

Set up Severity Codes

• Severity codes define levels of rejection or conditional approval

If rerouting is enabled, severity codes determine who needs to reapprove PCR/PCO.

Exercise: Set Up User IDs

Use User Maintenance (36.3.1) to set up the following user IDs:

There are many fields required for the user ID security setup. For this exercise most of the required fields will have the same value. These are the common values:


Field	Data
Language	US
Country	USA
Access Location	Train
Active Reason	OAD_DEF
Password	<blank>
Domain	Train
Group Name	user (click Back)
Authorize user for all licensed products	Yes (click Back)
Is all information correct	Yes


User ID	Language	User Name	Employee
Eng1	US	Engineer1	Yes
Eng2	US	Engineer2	Yes
Pln1	US	Planner1	Yes
Pln2	US	Planner2	Yes
Mfg1	US	Mfg. Manager1	Yes
Mfg2	US	Mfg Manager2	Yes
QEng1	US	Quality Engineer1	Yes
QEng2	US	Quality Engineer2	Yes
Acct	US	Cost Accountant	Yes
Your Login	US	Your Name	Yes

Note: There are no default values for E-Mail Definition Maintenance (36.4.20) because e-mail systems vary widely. When implementing PCC in your business, you need to set up the system parameters before using e-mail notification.

There are no exercises for setting e-mail in this training course, because of the system-specific administration. Your e-mail system administrator needs to be involved in setting up the parameters of e-mail within QAD SE. Continue with the User ID exercise.

Exercise: Set Up Generalized Codes

Use Generalized Codes Maintenance (36.2.13) to enter the following:

Field Name: pt_rev


Value	Comment
1	Prototype Rev
2	Prototype Rev
3	Prototype Rev
4	Prototype Rev
5	Prototype Rev
6	Prototype Rev
7	Prototype Rev
8	Prototype Rev
A	Production Release
B	Production Release
C	Production Release
D	Production Release
E	Production Release
F	Production Release
G	Production Release
H	Production Release

Use copy paste for comments.

Continue entering the following generalized codes: Field Name: ECM_ECR_DSPN


Value	Comment
UAI	Use as is
POO	Rework parts on order
WIP	Rework WIP
FGI	Revise through FGI
FUP	Requires field upgrade

Exercise: Set Up Reason Code Severity Levels

Use Reason Code Maintenance (36.2.17) to enter the information below in order to set up reason code severity levels.


Reason Type	Reason Code	Description
PCO	10	No effect parts/process
PCO	20	Rework parts on order
PCO	30	Rework on order/WIP
PCO	40	Rework thru WIP/scrap
PCO	50	Effect thru FGI
PCO	60	Rework thru FGI/scrap
PCO	70	Rework thru field units
PCO	80	Replace field units

Master Comment Maintenance

• Useful for:

• Disclaimers

• Policies

• Checklists

• Surveys

• Standard Procedures

Disposition Forms

Set up Master Comments

Standard comments are used to copy into the PCO body.

Master Comment Maintenance (1.12)

• Assign a reference for the comment

• Comment text can be up to 99 pages of free-form text, accessible by reference code, type, language, and page number

• Associate comments with entities by setting Master Reference equal to an item number or customer or supplier code

Comment text has no owner and therefore is not private.

Group Maintenance

• Users added to groups must be previously defined in User Maintenance (36.3.1)

• You can specify a date when user membership expires in a group

• You can also specify the number of copies of a PCR or PCO they should receive and the output device to be used

Users can also receive e-mail messages, based on the routing slip attached to a PCO or PCR.

Create Groups

• QAD SE does not distinguish different types of groups

• Type is how it is used, not how it is defined

• Group names should reflect their type

• Users can be in more than one group, and more than one type of group

Group Maintenance (1.9.1.1)

• Specify a unique group name

Give a brief description of how the group is used in PCC

Add Users

• Expire date is optional for assigning when group membership ends

• If copies is set = 0, the user receives only e-mail

• If copies is set = 1 or above, this assigns the number of printouts at the specified Output

Maintain Users in Groups (1.9.1.3)

Add Users

• Add new users

• Change user attributes

• Replace users

• Remove users

• Available groups shows PCC groups to which the user does not yet belong

Replace Users

• Works like adding users to groups

• Specify both the current user ID and the user ID of the person who will replace them

• Update the replacing user’s attributes and groups by specifying the same ID in both fields

Remove Users

• Delete users from groups

• You must remove users from group membership if you plan to delete a user ID

Exercise: Set Up PCC Groups

Help

1 Use Drill Down/Lookup Maintenance (36.20.1) to add the following information:


Drill Down/Lookup	Drill Down
Field	ECM_ECR_DSPN
Calling Procedure	<blank>
Procedure to Execute	GPLU072.P

2 Use Group Maintenance (1.9.1.1) to create PCC groups and assign members to the groups. Enter group name and click Next. Enter description and click Next. Enter user ID and click Next. Expire Date, Copies, and Output fields are not required for this exercise, leave blank. click Next, the cursor returns to the User ID field, enter the next User ID, continue until all users for this group are entered. Click the Back button to enter next group. Repeat until all user IDs are entered.


Group	Description	User IDs
Design	PCC Design Group	Eng1
		Eng2
		QEng1
		QEng2
		Your Login
Eng/Apv	Engineering Approval	Eng2
		Your Login
Pln/Apv	Buyer/Planner Approval	Pln1
		Pln2
		Your Login
Mfg/Apv	Mfg. Manager Approval	Mfg1
		Mfg2
		Your Login
Qual/Apv	Quality Eng. Approval	QEng1
		QEng2
		Your Login
Dist	PCO Distribution List	Pln1
		Mfg1
		Acct
		Your Login

3 Use Group Browse (1.9.1.2) to check your work.

Exercise: Set Up Item Master

1 Use Item Master Maintenance (1.4.1)


Field	Data
Item Number	12-100
Description	Magic Box, Packaged
UM	EA
Prod Line	12
Design Group	Design
Status	Proto
Rev	2
Lot/Serial	S
Site	12
Location	FGI

Exercise: Set Up Item Data

1 Use Item Data Maintenance (1.4.3) to enter the item data information below.


Item#	Description	Prod Line	Design Grp	Status	Rev
12-100	Magic Box Packaged	12	Design	AC	A
12-101	Magic Box Assembly	12	Design	AC	A
12-102	PCB Assy	12	Design	AC	A
12-103	Packaging Material	12	Design	AC	A
12-104	Label	12	Design	AC	A
12-105	Switch	12	Design	AC	A
12-115	Sub-assembly	12	Design	AC	A
AP12-101	Assembly procedure for Magic Box	12	Design	AC	A
AP12-100	Assembly procedure for packaging Magic Box	12	Design	AC	A

Exercise: Set Up Inventory Data

1 Use Item Inventory Data Maintenance (1.4.5) to enter the following inventory data:


Item#	Lot/Serial	Site	Location
12-100	S	12	FGI
12-101	L	12	Stock
12-102	S	12	Stock
12-103		12	Stock
12-104		12	Stock
12-105		12	Stock
12-115	L	12	Stock

Exercise: Set Up Item Planning Data

1 Use Item Planning Maintenance (1.4.7) to enter the following item planning data:


Item#	Order Qty	Pur/Mfg	Mfg LT	Pur LT
12-100	10	M	1
12-101	10	M	1
12-102	10	P		5
12-103	10	P		2
12-104	10	P		12
12-105	10	P		5
12-115	10	P		12

Exercise: Set Up Item Cost Data

1 Use Item Cost Maintenance (1.4.9) to enter the following item cost data:


Item#	Price	G/L Cost Material	Curr Cost Material
12-100	5,000.000
12-101
12-102			25.00
12-103			1.25
12-104			0.05
12-105	15.00		1.25
12-115			35.00

Exercise: Set Up Product Structures

1 Use Product Structure Maintenance (13.5) to enter the following product structure data for parent item 12-100:

Component


Item#	Qty Per	UM	Structure Type
12-101	1	EA	--
12-103	1	EA	--
12-104	1	EA	--
AP12-100	1	EA	D

2 Enter the following for parent item 12-101:


Item#	Qty Per	UM	Structure Type
12-102	1	EA	--
12-105	1	EA	--
12-115	1	EA	--
AP12-101	1	EA	D

3 Verify the product structure data using Product Structure Inquiry (13.6).

Exercise: Set Up a Department

1 Use Department Maintenance (14.1) to set up a department for the production of the Magic Box by entering the following information:


Field	Data
Department	Dept
Description	Magic Box Production

Exercise: Set Up a Work Center

1 Use Work Center Maintenance (14.5) to set up a work center for Magic Box Assembly by entering the following data:


Field	Data
Work Center	Magic
Description	Magic Box Assembly
Department	Dept
Setup Rate	25.00
Labor Rate	20.00
Lbr Bdn%	100.00

Routing Slip Maintenance

• The same routing slip can be used for both PCOs and PCRs

• Create new routing slips in Routing Slip Maintenance (1.9.1.5)

• Copy from existing slips to a new slip in Routing Slip Copy (1.9.1.7)

Define Routing Slips

• Identifies who needs to approve and who needs notification

• Routing details are PCC specific

Provides a platform for obtaining ISO 9000 certification

Approval Routing

• Sequence indicates order of approval

• Each group must have a different sequence number

• Can Re-Route indicates whether group can reroute PCR/PCO if rejected

• Severity Level determines whether a rejected/rerouted PCR/PCO is rerouted to this group

• In our example, the Finance group assigned rerouting severity = 20

• If the Severity is greater than or equal to the Severity Level assigned to a group, the group must reapprove

• If the Severity had been 25, it would have rerouted to the Engineering group

• Rerouting is not related to approval sequence

Routing Slip Maintenance (1.9.1.5)

• Specify unique routing slip name and a short description

• Identify the name of the severity list (a reason code)

• Should be numerical and hierarchical

• Assign users based on when they are involved in the process

• Users e-mailed are non-QAD SE users

• Check accuracy carefully because QAD SE cannot verify these addresses

Detail Maintenance

• Sequence specifies sign-off order

• To provide for sequence additions, number 10, 20, 30, and so on.

• Severity Level indicates at which level this group provides reapproval

• The higher the value, the less likely the group will have to reapprove rejected PCRs/PCOs

• Can Re-Route streamlines reject/reroute process if set = Yes

• If set = No, each rejected document must be reapproved by every group in the routing

• Notify Next sends notification to group members when they are next in the approval process

Routing Slip Copy (1.9.1.7)

• Allows you to create a new routing slip based on a previously created one

• Lists of users notified at submission and approval are copied

• Copy function will query if you want to copy routing detail

• Further editing is done in Routing Slip Maintenance (1.9.1.5)

Exercise: Set Up Routing

1 Use Routing Maintenance (14.13.1) to set up routing by entering the following data for Routing Code 12-101:


Operation	10	20
Work Center	Magic	Magic
Description	Assemble Magic Box	Test Magic Box
Setup Tim	1.0	0.0
Run Time	0.4	0.1

2 Set up routing by entering the following data for Routing Code 12-100:


Operation 10:	10
Work Center:	Magic
Description:	Package Magic Box
Setup Time:	0.5
Run Time:	0.1

Exercise: Set Up Quality Specification

1 Use Item Specification Maintenance (19.1.13) to set up a specification for the test at operation 20 of the 12-101 Magic Box assembly.


Field	Data
Item Number	12-101
Routing/Procedure	12-101
Operation	20
Document	AP12-101
Number	1
Characteristic	Voltage at Term. A
Test Method	DVM
Specification	9.3<=Voltage=<9.7

Exercise: Set Up Routing Slips

1 Use Routing Slip Maintenance (1.9.1.5) to set up a routing slip for PCOs.

Enter the following:


Field	Data
Routing Slip	PCO-R1
Description	PCO Routing Slip R1
Severity List	PCO

2 Click Next, enter the following in Detail Maintenance.


Group	Eng/Apv	Mfg/Apv	Pln/Apv	Qual/Apv
Sequence:	0	0	0	0
Severity Level:	10	30	20	10

3 Place check marks in the following boxes for all of the groups:


Check:	Can Re-Route
Check:	Notify When Next

Exercise: Set Up a PCR Routing List\

Use Routing Slip Copy (1.9.1.7) to enter the following:

1 Copy Routing Slip: PCO-R1 To: PCR-R1.

2 Enter the following information in Routing Slip Maintenance (1.9.1.5):


Field	Data
Routing Slip	PCR-R1
Description	PCR Routing Slip R1
Severity List	PCO

3 Click Next and select Yes, to copy routing details.

4 Use Routing Slip Maintenance (1.9.1.5) to modify the PCR routing slip.

5 Select PCR-R1, advance to the Detail Maintenance frame.

6 With your cursor in the Group field, press the down arrow until Mfg/Apv appears in the field.

7 Click Enter, click Delete, (Confirm Delete).

8 Press the down arrow until Pln/Apv appears in the field.

9 Click Enter, click Delete, (Confirm Delete).

10 Use the up and down arrow keys to verify that only Eng/Apv and Qual/Apv remain. Leave all values the same.

11 Exit function.

Define Documents

Valid document types are selected when creating a new PCR/PCO.

PCR/PCO Type Maintenance

• Change types involve careful planning:

• Should document be PCR or PCO

• Type of routing slip

• Distribution group

• Prefix and number for this document

PCR/PCO Type Maintenance (1.9.1.9)

• Assign a unique type to new document

• Assign Design Group authorized to make changes to this document type

• Select whether this document is a PCR or a PCO

• Prefix is also assigned in PCC Control (1.9.24) for autonumbering

• Warning message will notify you if the prefix is not in the control program yet

• Assign an existing routing slip to use with this document

• Distribution group selected will be notified when these are Released and Distributed

PCC Control

• Numbering

• Security

• Groups

• Design groups to create/maintain PCRs/PCOs

• Approval groups to sign off on PCRs/PCOs

• Distribution groups to notify when PCO is released

• Routing slips for approvals

• Document types

Set Up PCC Control

• Security has the option to check user IDs during approval

• Autonumbering can generate document numbers for PCR/PCO documents

Manual override of these numbers is still available

PCC Control (1.9.24)

• Automatically assign prefixes and numbers to new PCR or PCO, as defined in next frame

• Select Security option to require password during PCO approval

• Specify whether groups must approve PCOs in the order shown in Routing Slip Maintenance

PCC Control (1.9.24)

Prefixes:

• Prefixes are limited to three characters

• Prefixes correspond to existing Document Types

Exercise: Set Up PCR/PCO Type Maintenance

1 Use PCR/PCO Type Maintenance (1.9.1.9) to enter the following data:


Type	PCO	PCR
Design Group	Design	Design
Description	PCO Document	PCR Document
Doc Type	PCO	PCR
Prefix	PCO	PCR
Routing Slip	PCO-R1	PCR-R1
Distribution	DIST	Design

Exercise: Set Up PCC Control

1 Use the PCC Control (1.9.24) to enter the following data in the indicated fields:


Field	Data
Auto Numbers	Yes
Security	No
Enforce PCO Approval Grp Sequence	No
PCO	1000
PCR	8000

Summary