OpenUPTIME

Understanding Inspired Committed

Managed Services Training

Part & Model Creation

Course Written by: Dean Peasley V1.2 21 Nov 2008

 Contents

9 Parts 3
9 Models 26
9 Part Becomes Product 37
9 Alternative Parts 41
9 Replacement Parts 45

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 Parts

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 Parts & Products
What is the difference between a Part and a Product?

PART – Non-Serialised Item PRODUCT – Serialised Item

¾ Hard Drive ¾ Printer

¾ Memory ¾ Desktop
¾ Keyboard ¾ Laptop
¾ Mouse ¾ Server
¾ Plastics, Covers & Casing ¾ Monitor
¾ System Boards ¾ AV Server

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¾ PCI Cards ¾ Gaming Machine
¾ Buttons ¾ Television
¾ Cables ¾ Tape Library
¾ Consumables
¾ Optical Drives

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 Parts - The New Structure…
The new structure must be used on all new part creations

Field Description

Part ID Part number that uniquely identifies the part and is the primary key

Description Informative description of part which is clearly understood by all users

Product Family The family of products that this part belongs to

Product Name The name or brand of the part

Part Status Status of the part, whether it is still available, obsolete or discontinued

Part Type The type of part

Part Group This uniquely identifies the customer that this part is used for

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Part Code This identifies whether the part can be disposed of or not

Part Class This identifies the class of the part, whether it be customer or SCC owned

Part Category This identifies the category of the part

Country This shows the country of which the part is unique to (left blank for all countries)
This identifies if the part is critical to the business and needs an fast turnaround in the
Business Critical workshop

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 Creating New Parts
What do we know about the new part?

Name &
Description
Who owns it? Is it regulated?
Customer or SCC? (i.e. WEEE or PCI?)

Repairable?
Which Internal or
Customer? External?
Is it

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Business Serialised?
Critical?

Can it be
Controlled Disposed of
Scrap? Part? once replaced?

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 Creating New Parts
Biggest Question…

Does it
already

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exist?
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 Creating New Parts – Screen 018
Screen 018 is used to create, modify and delete parts and
information attached to them

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This screen is very high maintenance
and should be used with extra care
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 Creating New Parts – Screen 018
The most important part of creating a new part is the Part ID itself

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This must be the manufacturers part number where possible

The only time it should be ‘generic’ is when the part is for a specific
customer that we are managing (i.e. Ladbrokes, Coral, Next, etc.)

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 Creating New Parts – Screen 018

Generic Part ID’s should:

¾ Be prefixed with 3 letters to identify the customer

¾ Be specific about the part
¾ Be a reasonable number of characters

For example, Ladbrokes have 2 types of Albos Units, P4 and P3

LAD ALBOS P4

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To identify To identify the To identify the
Ladbrokes Albos unit type of Albos unit

Part numbers used: LADALBOSP3 and LADALBOSP4

Simple and easy to remember for everyone, mainly engineers.

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 Creating New Parts – Screen 018
The Description should be precise and not abbreviated.

It is recommended that everyone uses the manufacturers description

where possible

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REMEMBER – ALL DESCRIPTIONS IN UPPERCASE!

If the description is vague, do some research, find out more about it!

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 Creating New Parts – Screen 018
The Product Family will describe the type of part that you are adding

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Although we will use Product Families of Hard Drive, Memory,
Optical Drive, etc. there will always be components that fall outside
these and therefore, each ‘main’ unit will have a product family
called ‘Component’

i.e. Desktop Component, Printer Component, Scanner Component

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 Creating New Parts – Screen 018

The Product Name is the brand or manufacturer

Note that some names

may not be in full
i.e. Hewlett Packard is ‘HP’

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You may also use
‘GENERIC’ if the part is not
always the same brand

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 Creating New Parts – Screen 018

A new field now being used is Part Status

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In time, this will be used to control whether a part can be ordered or
not

The 3 values are:

AV – Available
DC – Discontinued (but still orderable from suppliers)
OB – Obsolete (Discontinued and not orderable)
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 Creating New Parts – Screen 018

The Tax Category should always be entered as ‘0’

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The remaining fields in the screen shot above should all be left blank

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 Creating New Parts – Screen 018
The biggest change to the Part structure are the fields shown below:

The Part Type is used to show if the part is:

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INT – Repaired Internally
EXT – Repaired Externally
SCRP – Part is scrapped
CONS - Consumable

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 Creating New Parts – Screen 018
The Part Group is the Customer who owns the part or the customer
group that the part belongs to

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Use the drop-down box to show the current list of customers

If the part is general stock and doesn’t belong to a specific customer,

it must be entered as ‘SCC’

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 Creating New Parts – Screen 018
The Part Class shows who owns the part financially

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This will either be CUSTOMER or SCC

For general stock, this would always be SCC

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 Creating New Parts – Screen 018
The Part Code is used to show if the part can be disposed of or not

Dtrash will use this to aid their decision on whether to scrap the part
or send it through Workshop Repair

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Some customers such as Ladbrokes, do not allow us to dispose of any
parts until they have verified each item

Therefore, you may have a Part Type of ‘SCRP’ but a Part Code of
‘NONDISP’
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 Creating New Parts – Screen 018
The Part Category is now used to highlight any parts that are
regulated by any government schemes

i.e. WEEE Compliant or PCI Compliant

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Current Options are:

PCI – Payment Card Industry (Any item that has a card swipe)
WEEE – Waste Electrical and Electronic Equipment

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 Creating New Parts – Screen 018

Business Critical is used to highlight to Dtrash that the item is critical

to a contract and needs to be sent through to the Workshop as priority

Although this isn’t a drop-down menu, the field must only be populated
with YES or NO

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The Country will always be UK for all parts

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 Creating New Parts – Screen 018
On the General Parts Information section

UM OUT = EA

Controlled Part –
Tick must be bold
to be active

Control Return – If

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Controlled Part then
this must be REP

Controlled Part determines whether an RMA should be raised or not

If the part is a consumable that can be disposed of locally, an RMA is not needed

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 Creating New Parts – Screen 018

If the part is a whole unit, then it must be marked as ‘Serialised’

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ALL serialised parts MUST have a Model ID created and
‘Part Becomes Product’ enabled
(See pages 37-40)
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 Creating New Parts – Screen 018
To save your new part details, press F6

Click OK

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Press F6 on Part
Price screen

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 Creating New Parts – Screen 018

Press F6 on Part
Cost Maintenance
screen

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Your new part has now been created

For confirmation, you will see ‘Store was Successful’ on the

white information bar

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 Models

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 Models - The New Structure…
The new structure must be used on all new model creations

Field Description

Model ID Model number that uniquely identifies the Model and is the primary key

Description Informative description of Model which is clearly understood by all users

The family of products that this model belongs to (identical to Part ID value if one
Product Family exists)

Product Name The name or brand of the model (identical to Part ID value if one exists)

Model Type This identifies the type of model

Model Group This uniquely identifies the customer that this model is used for

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Model Class This identifies the class of the model, whether it be customer or SCC owned

Model Category This identifies the category of the model (i.e. PCI Compliant or WEEE Compliant)

Country This shows the country of which the model is unique to (left blank for all countries)

This identifies if the model is critical to the business and needs an fast turnaround in the
Business Critical workshop

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 Models
A Model can be Serialised and Non-Serialised

Models are used on Customer Places for several reasons, but

specifically for us to log calls against and also for Contracts to re-price
the contract each year

Models and Parts have to then be ‘linked’ PAR

T

together for the ‘Part to Model

Conversion’ to work during Parts Usage
and RMA creation

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If any single area of the part and model is MO D
EL
not setup correctly, the system will reject
any engineers attempts at raising an RMA
via their PDA

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 Creating New Models – Screen 333

The Model ID must match the Part ID to ensure there is no confusion

between the two

Using the information created on the Part ID screen, copy and paste
the following fields exactly

Model ID Product Name

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Description

Product Family
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 Creating New Models – Screen 333

If on the Part creation, you enabled the Serialised option, you

must also enable it on the Model creation

Part Creation

Model Creation

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The ‘Wty Start Point’ must always be set to ‘Install’

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 Creating New Models – Screen 333

The biggest change to the Model structure are the fields shown below:

The Model Type is used to show if the model is:

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HW – Hardware
SW – Software
SERV – Service Contract Item
SUPP – Support Contract Item

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 Creating New Models – Screen 333
The Model Group is the Customer who owns the model or the
customer group that the model belongs to

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Use the drop-down box to show the current list of customers

If the model is general stock and doesn’t belong to a specific

customer, it must be entered as ‘SCC’

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 Creating New Models – Screen 333

The Model Class shows who owns the model financially

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This will either be CUSTOMER or SCC

For general stock, this would always be SCC

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 Creating New Models – Screen 333
The Model Category is now used to highlight any models that are
regulated by any government schemes

i.e. WEEE Compliant or PCI Compliant

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Current Options are:

PCI – Payment Card Industry (Any item that has a card swipe)
WEEE – Waste Electrical and Electronic Equipment

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 Creating New Models – Screen 333

Business Critical is used to highlight if the item is critical to a

contract and needs to take priority

Although this isn’t a drop-down menu, the field must only be populated
with YES or NO

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The Country will always be UK for all parts

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 Creating New Models – Screen 333
Once all information is entered, press F6 to store

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Part Becomes Product
T
PAR

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EL
MO D
 Part Becomes Product

As previously mentioned, Models and Parts have to be ‘linked’ via the

‘Part Becomes Product’ feature for the ‘Part to Model Conversion’
to work during Parts Usage and RMA creation

If this is not done, Parts Usage WILL fail both on Openuptime and the
PDA

Firstly, go to screen

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018, enter the part
number and tick
‘Part Becomes
Prod’

You do not need to enable Part Becomes Prod if there

38 is no Model being created
 Part Becomes Product

Click into ‘Part To Product’

Screen 019 will show the current ‘Part to Model’ mapping

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 Part Becomes Product

Simply Copy & Paste the Part ID into the Model ID field

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Press F6 to store

Note – The Part ID and the Model ID must be exactly the same
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 Alternative Parts

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 Alternative Parts
You can specify alternative part numbers that could be used if the part
in question is not available in stock

This feature does not prompt to say there are alternatives available,
but does show a small asterisk next to the option

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 Alternative Parts

To set up alternative parts, go to screen 018 and enter the part number

Click
‘Part Altrnts’

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 Alternative Parts
Enter the part number that can be used as an alternative

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Press F6 to save

Note: To add more than 1 alternative, press

SHIFT + F11 to insert a new line

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 ;
Replacement Parts

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 Replacement Parts
The Replacement Part feature can be used to highlight that the part
is no longer used and there is a specific replacement

Click
‘Part Replace’

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 Replacement Parts

Enter the Select Temporary or

Replacement Part ID Permanent

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Effective Date
Press F6 to save
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 Replacement Parts
When a replacement part is in use and the ‘Effective Date’ has
passed, anyone attempting to order this part will see this message:

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If ‘Ok’ is clicked, the part order will automatically
change to the new part number
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