USING AgilePLM IN MSI - Motorola Solutionslearningmedia0.motorolasolutions.com › services › edu › ... · GNL1147.00E - Using AgilePLM in MSI August 2013 Managing Approvals 5

GNL1147.00E - Using AgilePLM in MSI August 2013

Managing Approvals 1

Motorola Solutions Internal

USING AgilePLM IN MSI MANAGING APPROVALS

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GNL1147.00E




At the end of this module, you will be able to: At the end of this module, you will be able to:

Module Objectives

• Describe the AgilePLM approval routing process.

• Discuss attributes used to determine who will approve.

• Discuss the differences between approvers, observers, and notifiers.

• Approve or reject changes.

• Discuss the impacts of rejecting a change.

• Describe the advantages of User Groups.




Module Map

Approval Management

Approve a Change Rejections

User Groups Summary




Engineering Change (EC) and Manufacturing Change (MC) AgilePLM Workflows – Where Approvers are added

Approver and Observer assignments in the EC and MC workflows can be added at any of the Analysis, Approval, or Released states (primarily added at Approval state) in two ways: • Automatic assignments based on change attributes and affected item.

– All automated approvals will are routed to User Groups not individual users.

• Manual additions by Change Analyst from the Submitted through Released states.




Differences in Approval Routing

• Legacy PDM Systems – Select a Predefined Workflow that

is relevant to each change

– Different workflows for every product group and type of change

– Limited flexibility – if the right workflow doesn’t exist, a new one must be created

• AgilePLM – Uses attributes of the item or the

change to drive who is added as “Approvers” or “Observers”

– Equations can be optimized for each group to see the changes they need to see

– More flexible – add approvers only when needed

– PCM can manually add additional approvers

Dev Reg TOP Plan Test Env

Dev CM MoL Doc Test

Dev Reg TOP Plan Test Log

PCR HW - Penang

AstroI - SW - Sch

BOM ECN - Berlin

Condition 1 Met

Condition 2 Met

Condition N Met

Add Dev Add Reg Add CM

Add TOP Add Plan Add Back-End

Add Safety




Major Fields to Route Changes • Attributes of the Affected Item

– Owner – Type of Item – Commodity Code

• Drives to appropriate user groups SCTs, Commodity Managers, and SDEs

– Affected Item has BOM change – Affected Item has AML change – For Operations Approvals

• Destination ERP • Mfg Site/DC • Trilogy R12 Orgs

– Other Misc Item Fields

• Attributes of the Change (EC&MC) – Product Family (with Division)

• Determines user groups (other than Owner)

– Affected Design Function (Change to Affected Function?)

• Determines specific user groups within a product family such as electrical, mechanical, product mgmt. software, etc.

– Change Type, Category and Reason Code

– Targeted Lifecycle Phase • Determines approvers for more

advanced life-cycles

Note: Affected Items do not include children of an affected BOM.




Major Fields to Route Changes

• Attributes of the Affected Item – Owner – Type of Item – Commodity Code

• Drives to appropriate user groups SCTs, Commodity Managers, and SDEs

– Affected Item has BOM change – Affected Item has AML change – Manufacturing Site / DC

Attributes • For supply chain approvals

– Other Misc Item Fields

• Attributes of the Change (EC&MC) – Product Family (with Division)

• Determines user groups (other than Owner)

– Affected Design Function (Change to Affected Function?)

• Determines specific user groups within a product family such as electrical, mechanical, software, etc.

– Change Type, Category and Reason Code

– Targeted Lifecycle Phase • Determines approvers for more

advanced life-cycles • Determines required attributes and

business rules

Primary Routing is to the Item Owner to keep equations simple. Inform Owner of

majority of changes

Secondary notifications can be applied for situations where

additional groups must be brought in such as other assembly owners

when a part changes, planning groups, technical operations, or

product management




Approver • Use when approval is required • All approvers must approve a

change for the change to move past the “Approval” state

• If a group is listed for approval, any member can approve or all must approve based on how approvers were added. If automated, only one member needed for approval.

Approval Roles

Observer Workflow (EC/MC Only) – Approval not Required – No Cycle-time impact

Review Comment on Reason

Reject? End

Approve or No Response

Yes

Approval Workflow (EC/MC Only)

Review Comment on Reason

Reject? End

Approve

Yes

Observer • Can approve or reject • Use for handling exceptions or

required notification • Similar functionality to Approvers • Approval is not required for the

change to proceed. When required approvers approve, the change proceeds through the Approval state.

Notifiers can also be added manually for notification purposes only.




Example Approval Routing Encryption IC Promotion to Development

Approvers / Observers Added Astro Subscriber Electrical Development VLSI - RFIC – ASIC Commodity Manager ECCN Assigners

Relevant Attributes Owner: Astro Subscriber Electrical Mackinaw Item Class = Integrated Circuit Integrated Circuit Type = Decoder Commodity Code = VLSI - RFIC - ASIC ECCN = “blank”




Example Approval Routing Battery Promotion to Pilot

Approvers / Observers Added Energy Systems Battery Development PCR BAHAMAS Development Energy Systems & Safety Lithium Polymer Battery Commodity Manager SDE Administrator (for Part Qual) Environmental Data Mgmt (for W18) Reynosa Technical Operations Penang Technical Operations

Relevant Attributes Owner: Energy Systems Development EC: Product Family = PCR BAHAMAS Item Class = Battery Battery Type = Lithium Ion Commodity Code = Batteries – Cell – Lithium Polymer Mfg Site / DC = Penang & Reynosa

When promoted to Pilot




Example Approval Routing User Manual Promotion to Production

Approvers / Observers Added Astro Subscriber Legacy Mobile Support Plantation Technical Documentation Reynosa Logistics Reynosa Planning

Relevant Attributes EC: Product Family = Astro Subscriber – Legacy Mobile Item Class = Product Manual Product Manual Type = Manual Mfg Site / DC = Reynosa

When promoted to Production




Example Approval Routing Software MOL Promotion to Production

Approvers / Observers Added Astro Infrastructure SW Control Centers Astro Infrastructure SW CM Astro Infrastructure MOL MFG PM Sch

Global Software License Mgmt

Schaumburg SW Factory Schaumburg CAM Schaumburg Logistics

Relevant Attributes Owner: Astro Infrastructure SW Control Centers EC: Product Family = Astro Infrastructure – Control Centers EC: Affected Design Function = SW EC: Change Category = MOL Item Class = Software Software Type = Royalty Mfg Site / DC = Schaumburg




Before Submitting a Change

To ensure the proper approvers will be added, Submitter should perform due diligence when preparing a change.

• If an item change impacts form, fit, or function, perform a “Where Used” analysis.

• If the change affects other products, include them in the “Product Family” attribute of the change.

• Multiple design teams can be informed automatically.

• Set the proper Change Category and Reason Codes on the change.

Note: Approvers and Observers can be viewed after the change has been submitted.




Viewing Observers and Approvers After Submission • View the Workflow Tab on the Change Record to see all of the Approvers and

Observers

Applicable state in the workflow

The group or individual added as an approver

or observer

Awaiting Approval = Approver, Information Only = Observer




Module Map

Approval Management


User Groups Summary




Approving an EC or MC

Log in as an Approver.

1. From the home page, select the Workflow Routings tab to view workflows that require approval.

2. Click the hyperlink of the EC/MC that requires your approval.

Note: When approving or rejecting, you can add people and comments to notify them that you have approved or rejected the EC/MC.

3. Review EC information. Click Edit, complete any fields as necessary and click Save.




Approving an EC or MC (cont.)

4. Click Approve, and the Approve for Analysis window displays.

5. Add any comments to the Change Analyst, Originator, or other Reviewers, as necessary.

6. Click Approve.

EC status passed the Approval phase.

Change Analyst receives a notification to release the EC.




Module Map

Approval Management


User Groups Summary




When Rejections Should be Used

• Major issue with the proposed change: – There is a valid business reason not to pursue the change.

• There is a significant error that must be corrected before the change can proceed to implementation, such that the intent of the change is affected: – Can include disposition changes (ex. Interchangeable to Rework),

Addition to or removal of parts being changed (ex. EC to change a screw and housing dimension also needs a bracket insert change to accept the new screw – new affected items to be added).

• There is a pending issue indicating the change was routed prematurely (ex. PAF or environmental compliance) that cannot be resolved in a relatively short period of time




How AgilePLM Handles Rejections

When an Approver or Observer Rejects: • Rejections default notify the Change Originator, Change Analyst, and all

Approvers (past and present statuses). • Rejection by Approvers cannot be overridden:

– Change cannot promote without Approval overwriting the Rejection or being returned to previous status and re-routed.

• Rejection by Observer can be overridden by Change Analyst, but generally should not be: – Any Rejection should be treated by process as a hard stop, except

in cases where the Rejection issue is insignificant or easily corrected, though in either case an attempt should be made to get the Observer to approve and overwrite the rejection.




When Rejections Should NOT be Used Use the Comment feature and notify Change Analyst, Originator, or other Approver, as applicable • Incorrect Approver • Minor Correction




Implications of Rejecting Changes

• Change must start again at Pending. • Previously acquired approvals need to be reacquired. • Change is removed from the Rejector’s Workflow Routings search:

- Change was acted upon and no longer requires their review/approval).

- To find changes rejected that are awaiting an approval overwrite of rejection a separate Global Search (Unreleased Changes I Rejected) must be used.




Module Map

Approval Management


User Groups Summary




AgilePLM User Groups for Approvals

• Created by the AgilePLM Administrator in order to streamline the Approval work order and Approval Routings.

• Benefits of using User Groups instead of individuals: - Easily add or remove individuals from groups as organizations and job roles

change. - No need to modify equations for approvals each time individuals change

roles. - Any available group members can process/approve the change. - Do not need to set up a “Transfer of Authority” as long as other group

members can continue to process/approve changes.

• Example: Manufacturing Planning Group whereby the Users in this group are tasked to review and approve BOM changes to set proposed effective dates for the change.




Primary Purpose of User Groups

Role/Privilege Distribution and Management

• Similar to Users, User Groups have Roles attribute.

• AgilePLM Roles contain privileges to read, create, and/or edit particular business objects such as Parts, Manufacturer Parts, EC’s, and FA’s.

• Enables User Group owners to manage Roles/Privileges by proxy which in turn, saves Administrator effort and User wait time.




Drawback of User Groups: Notification

AgilePLM User Groups has one drawback:

• When an AgilePLM User Group is added as an Approver, all users in the User Group are notified (in AgilePLM and Outlook) of the approval requirement. But, if any of the users approves the request, the remaining users are not alerted.

• Example: If the User Group contains three members, two members may log in to AgilePLM after receiving a notification only to find that the third approver has already approved the request.




Drawback of User Groups: Notification

Method to mitigate the drawback:

• Instead of using Outlook to track pending approval, the user should monitor the Workflow Routings tab in the AgilePLM home page as any change request that require user’s approval will be listed there.

• Example: If the User Group contains three members and one member has already approved the request, the remaining two members will not see the request in their Workflow Routings tab.

• Using the Outlook filter function, users can then remove the approval required notifications from their Outlook inbox. This will reduce confusion and mailbox clutter. They can still receive Comments, Sends, Workflow promotion failure, escalations, and other notifications.




User Group Owner Responsibilities • Each User Group has a User Group owner who is responsible for

maintaining the User Group object for the following fields/tables: - User Group Name

• Changing the User Group name at the object level ensures that any workflow criteria using that User Group will not need to be modified

• Be careful not to change the User Group name if the group is added as an automatic approver or observer. Notify the administrator so that proper corrections can be made.

- User Group Description - User Table – Users that can approve with or for the entire User

Group - Ensuring Users added to the group have taken online training

• AgilePLM Administrator assigns roles to User Groups - User Group Owner or Name can updated a short Help Desk ticket




Searching and Viewing User Groups If you know the name of your User Group:

– You can use the quick search feature to search for the User Group. – Alternatively you can view all User Groups in the AgilePLM Address

Book.




Editing User Groups

1. In the General Info tab, select the fields to edit the User Group details and click Save. User Groups status can also be changed to Inactive if no longer required.

2. To add approvers, click Add and enter the User Name or Core ID.

3. To remove approvers, click Remove and select the approvers.

4. If adding more than one user, using copy/paste from an Excel list works with Core ID’s.




Module Map

Approval Management


User Groups Summary




Summary

• Affected Item and Change Order (EC & MC) attributes determine approval routing to the item owner. Item attributes include Type of Item, Commodity Code, Destination ERP, Mfg Site/DC, and Trilogy R12 Orgs

• Approvers and Observers are automatically added to the EC or MC after Submission. These apply for situations where additional groups must be brought in such as other assembly owners when a part changes, planning groups, technical operations, or product management.

• In approval roles, an Approver must approve a change; an Observer can approve or reject a change; and a notifier can be added for notification purposes only.




Summary (cont.)

• Rejections should only be used when there is a major issue or a significant error with the proposed change. Default notifications are sent to the Change Originator, Change Analyst, and all Approvers (past and present statuses).

• User Group advantages include: Easily add or remove individuals from groups as organizations and job roles change, no need to modify equations for approvals each time individuals change roles, and any available group members can process/approve the change.

Documents

USING AgilePLM IN MSI - Motorola Solutionslearningmedia0.motorolasolutions.com › services › edu › ... · GNL1147.00E - Using AgilePLM in MSI August 2013 Managing Approvals 5