GOAL:
To have a process
in place to assure continuity of supply acquisition in the event of a prolonged
(2-3 hours plus) outage of the organization’s ERP system (Lawson). Scenarios covered include:
· Extended Lawson downtime (actual failure of the ERP system)
· Extended network failure (localized)
· Extended network failure (general)
· Disaster (localized)
· Disaster (generalized)
PREPARATION:
1.
Data Generation: The first week of each month the Data
Team will run the six make-table ODBC queries listed in the Information
Extracts section, and save the database to the Materiels shared network drive.
The file will be named “Business Information As Of xxyyzz”
2.
Data Replication: The second week of each month all
Managers, Buyers, Purchasing Agents, Supervisors, and Team Leads will copy this
file to their local drives. The Data Team will also copy this file to all
terminals in the Computer Room at X Campus.
The
monthly refresh and replication of data (necessary for the continuation of the
department’s supply management and procurement efforts) to local computers at
four separate locations (X Campus, A, B, and C) should ensure its
availability under most circumstances. In the case of a loss of network
connectivity ‘local’ printers will need to be installed to allow for printing.
In the event of problems localized to one or more campus locations (e.g. loss
of power) computers from the Computer Room can be moved to the campus that is
still functional. In the event of a failure at all campuses, they could be moved
to an off-site location.
Note: This plan seeks to ensure business
continuity during any extended ERP downtime, it is not a disaster plan to deal
with a major natural disaster (e.g. earthquake) or possible man-made disaster
(e.g. CBRN terrorism). It also assumes that the ERP system will be restored in
time for vendor payment to be made after the system is recovered and all data
is entered into the system.
ACTUAL PROCESS:
1.
System Unavailability: Should Lawson be unavailable for a period
greater than 2-3 hours and if it appears that recovery will not be achieved in
rapid order, the Materiels Services department will put itself in “manual
mode.”
2.
Data Utilization:
The Query by Asset Location w/ sort by bin location will produce item listings sorted by bin location,
which will allow area personnel to ‘walk the shelves’ and determine what items
need to be ordered and in what quantities. Similarly, the Query by Par Location
w/ sort by bin location will produce count sheets that can be used to inventory
the par areas. When this is completed the information will be transmitted to
Purchasing personnel for order placement.
The Query by Location w/ sort by template line number will produce hard
copies of the area templates, which will be provided to the appropriate unit
personnel.
3.
Manual Order Placement: Purchasing personnel on receipt of manual
requisitions or orders generated as above, will assign purchase order numbers
from their manual purchase order ranges to these orders. All purchase order
information will be documented on the department Manual PO Template. Orders
will be placed with vendors via phone,
fax, or delivery (for local vendors
e.g. JIT vendor).
4.
Order Receipt:
At the end of each day copies of all purchase orders placed that day
will be delivered to the Receiving Dock of the appropriate campus. Deliveries
will be checked in against these documents. Packing slips will be attached to
the Manual PO Template and held for system recovery.
5. System
Entry: When Lawson is
available again, all manual purchase orders generated will be entered into the
system. The purchase orders that were physically received will then be received
on the system.
INFORMATION EXTRACTS:
Asset Location Replenishment:
IC12 (ITEMLOC) -
IC11 (ITEMMAST) - extract with following fields:
Location
= CD/SIMS/etc.
Item
Number
IC11
Description
Preferred
Bin
Reorder
Point (Min)
Max
IC11
Stock UOM
Primary
Vendor
Condition: AutoPurch = Y
& Status = A(ctive)
Par Stock Replenishment:
IC12 (ITEMLOC) – IC02
(ICLOCATION) extract with the following fields:
Location
IC02
Location Description
Item
Number
IC11
Description
Preferred
Bin
Reorder
Point (Par Level)
Transaction
Default UOM
Source
Repl from Location
GL
Category
IC04
Issue Accounting Unit
IC04
Issue Account
Source
Location
Primary
Vendor
Template Replenishment:
RQ15 (RQTEMPLINE) - RQ01
(REQLOC) extract with the following fields:
Company
Req
Location
RQ01
Location Description
Template
Line Number
Item
Number
Item
Description
UOM
RQ01
Issue Accounting Unit
Account
From
Location
Item Purchase Information:
PO13 (POITEMVEN) - PO25.1
(STPURCHORD) - PO25.2 (STPOLINE)
extract with the following fields:
Condition: Company = 10
Item
Number
Vendor
Item Description
IC11
Stock UOM
Buy
UOM
Conv
Factor
PO25.1
Order Name
PO25.1
Vendor Number
PO25.2
Unit Cost (Purchase Price)
Location Information:
IC02 (ICLOCATION) extract with the following fields:
Company
Location
Location
Description
Ship-To
Address
Accounting
Unit
Vendor Information:
PO10 (POVENDOR) extract with the following fields:
Vendor
Number
AP10
Vendor Name
Vendor
Address
Fax
Number
EDI Translation Table (EDSUBTBL from CCSPROD):
Requesting
Location
Vendor
External
Value (Vendor Ship-To Account)
Condition:
List-name contains “SHIPTO”
(Note:
Req Loc and Vendor will have to be obtained from the concatenated Lawson Value
field)
Pre-Built Queries:
1.
Query by
Asset Location w/ sort by bin location (against Asset Location Replenishment
& Item Purchase Information tables)
2.
Query by Par
Location w/ sort by bin location (against Par Stock Replenishment, Item
Purchase Information, & EDI Translation tables)
3.
Query by
Location w/ sort by template line number (against Template Replenishment, Item
Purchase Information, & EDI Translation tables)
4.
Query by Item
(against the Item Purchase Information table)
© SNi - 06/13/2003