Client Case Study- Integrating ServiceMax and Oracle EBS

A leading manufacturer of commercial printing solutions integrates Oracle EBS and ServiceMax to increase cost savings and time optimization.

Solution Background

The customer provides graphic and precision solutions and is headquartered in Japan with its North America office located in Chicago, IL. They are one of the largest manufacturers and suppliers of system components for the prepress and printing industries worldwide. 

After implementing ServiceMax to manage their after-sales operations, the customer needed to integrate ServiceMax with its back-office Oracle E-Business Suite (R12) system. The customer needed ennVee’s help to create a holistic solution, enabling the seamless and automated exchange of data between Oracle E-Business Suite and ServiceMax.

 

Key Requirements:

Build interfaces between Oracle E-Business Suite and ServiceMax to automatically:

  • Send and receive all order information to process the order in Oracle Order Management.
  • Synchronize the work order information in both systems.
  • Handle all errors, exceptions, or reconciliation requirements.

 

ennVee Solution

ennVee developed interfaces to connect Oracle E-Business Suite and ServiceMax, and designed a custom solution to automate the following processes:

  • Raising and Tracking Service Requests in ServiceMax, and integrating the requests with Oracle E-Business Suite.
  • Maintaining parts prices in sync across both systems.
  • Sending Work Order information to ServiceMax.
  • Creating labor orders in Oracle Order Management before processing them for invoicing.
  • Validating the order, returning used parts to inventory, and taking the line to closure in Oracle E-Business Suite.

 

Eight key business process functionalities were addressed:

  1. A work order is entered into ServiceMax and a sales order is entered in Oracle E-Business Suite whenever there is request from a customer for parts installation.
  2. A sales order entered into Oracle E-Business Suite will contain the quantity of the order placed and picked by the Engineer.
  3. An interface sends the information to ServiceMax, and the work order number in ServiceMax is updated along with the parts that are selected for installation.
  4. After the installation is done at customer site, labor and expense charges are entered in ServiceMax for the respective work order.
  5. Information is brought into Oracle E-Business Suite to create a sales order for the invoices and labor charges.
  6. The Engineer inputs the parts used during installation into the work order and completes the work order.
  7. This information is also brought into Oracle E-Business to perform a back order for any unused parts and to close the order line.
  8. There is an interface that runs daily to synchronize the prices of the parts in Oracle E-Business and ServiceMax, and sends over any parts that have undergone a price change or were recently added (new parts).

 

Solution Approach

We designed and built four interfaces that would provide the various functionalities required by the customer. 

  • Interface 1 – Outbound from Oracle EBS (to extract the parts and pricing information to be sent to ServiceMax). Data will be extracted from Oracle EBS into a .CSV file, which will be sent to an inbound ServiceMax server via FTP.
  • Interface 2 – Outbound from Oracle EBS. Whenever a service request is raised for installation of parts, a sales order is created in Oracle EBS. This order will have customer information, work order number, parts (items number), quantity, price, engineer bin location, shipped quantity, picked quantity, etc. All of this information is extracted and sent to ServiceMax via .CSV file.
  • Interface 3 – Inbound to Oracle EBS. An Order for Labor charge will be entered in ServiceMax and sent to Oracle EBS for a sales order creation. After, a sales order for the labor/service charges will be created in Oracle EBS and invoice-ready.
  • Interface 4. The engineer will enter the parts used and all detailed information when the work order number is closed in ServiceMax. This information will be pushed to Oracle EBS, similar to the work order number, parts consumed, closing comments, work order closed date, etc.

 

Business Benefits

As a result of the new integration between ServiceMax and Oracle E-Business Suite, the customer benefitted immensely from a cost savings and time optimization standpoint. With an automated process for raising, tracking, and accessing Service Requests in Oracle E-Business Suite, the customer was able to reduce operational costs, nearly eliminating any manual intervention in the Service Request process. Automating the flow of data between systems enabled drastic business growth and yielded a faster exchange of data across the system.

 

Visit our website for additional case studies.

 

How ennVee leverages Service Delivery Automation for customers using complex ERP systems

The increasing pace of change in technology is reshaping business as we know it, and customers must gravitate to Service Delivery Automation and Technology Innovation, which acts as a catalyst and an enabler to ramp up business value.

Today’s intensely competitive business arena requires companies to be agile in the marketplace, and the strategic importance of business systems cannot be undervalued. The increasing pace of change in technology is reshaping business operations, and customers must gravitate to Service Delivery Automation and Technology Innovation, which acts as a catalyst and an enabler to ramp up business value. Progressively, Service Delivery Automation (SDA) is using innovative technology to replace a series of human actions. Essentially, SDA helps improve business usage effectiveness through sustained support which is accurate, repetitive and quick.

What can be done to accomplish these objectives?

At ennVee, we have significant experience in providing service delivery to our clients using large and complex ERP systems such as Oracle E-Business Suite and SAP. Over the years, we have fine-tuned our service delivery mechanism embracing the latest technological innovations to an extent where we have built a series of tools and accelerators for automating service delivery. The primary drivers for these automation tools are accuracy of delivery, repeatable perfection and quick turn-around time to resolve.

Listed below are some of our key tools and accelerators which differentiate our Service Delivery offering and add value to customers.

1. Custom Migration Tools

ERP Service Delivery involves code changes and assessing the impact of the same on the overall system. Hence, the custom code is migrated from one ERP instance to the other for unit testing, integration testing, user testing, deployment, etc. Our migration tool allows for seamless migration of code leading to high level of repetitiveness avoiding human errors and ensuring quicker availability of migrated code for testing and deployment. Thus, reducing the overall time to use the system with rectified custom code.

2. Upgrade Automation for EBS R12.2.x

As a part of service delivery, we come across scenarios where the product encounters a defect or a bug. In such cases, we reach out to the product principles such as Oracle to provide the resolution. Oracle may release a patch which may lead to upgrading a functionality or module to the next point version. In such cases, the impact of such upgrade need to assessed on the associated custom objects. The objects may need a remediation before they work with the new standard functionality.

Our upgrade automation tool provides for seamless assessment, remediation and testing of the code. Additionally, if the client Oracle EBS version is older than the current one, we can provide a free assessment service to determine the extent of upgrade complexity and potential effort involved in remediating the required custom objects.

Download our upgrade automation data sheet

3. Knowledge Repository

Successful service delivery leads to effective utilization of the business systems by the users and this can only be achieved by having a robust knowledge repository. Such a repository not only leads to reduced resolution time for similar incidents, it also provides a high level of reusability for custom code changes. Invariably, it provides for a service delivery which meets the desired  service levels agreed with the client. At ennVee, our long years of service delivery experience have helped us build a solid repository of incident resolutions and re-usable components helping clients get an accurate, repetitive and quick service delivery turnaround.

4. Service Delivery Dashboard

Feedback is essential in improving service delivery. Our Service Delivery Dashboard ensures just that! Using simple, intuitive and open source analytic tools, we have built a framework for capturing transactional service delivery data and converting this data into a visually appealing and easy to assimilate dashboard.
The information covers strategic information for effective decision and operational information for efficient execution. Some of the key service delivery aspects such as incident trends, incidents by functional areas, SLA compliance, violation and penalties, RCA, SIP, service delivery performance, etc. are graphically depicted in the dashboard.

Bottom line

Service Delivery Automation ensures quicker resolution of incidents more accurately. In turn, this leads to user satisfaction and improves the effectiveness and efficiency of the business systems. Ultimately, a robust business system provides accurate information in near real-time allowing organizations to be more competitive in the marketplace.

ennVee offers Service Delivery Automation capabilities that compliment competitive growth objectives and achieve higher benefits realization. We continue to work with customers to streamline and optimize business processes, while reducing manual intervention for customers across industry verticals like manufacturing, logistics and transportation providers, financial services and banking institutions. Our partnership has helped to improve accuracy, efficiency, and delivery schedule for support and enhancement projects.

About ennVee TechnoGroup, Inc.

ennVee is backed by over 15 years of delivering optimal enterprise resource planning and custom developed solutions. Our seasoned team is comprised of more than 180 technology experts committed to delivering quality solutions to customers across a deep range of industries. ennVee is headquartered in Chicago, IL and has four global development centers  in Bangalore, Chennai, Mangalore and Pune in India.

Interested in discussing manual pain points? Feel free to leave a comment or contact us at info@ennvee.com