Change control > Actions 

Index

Use this function to match (or link) business processes with specific types of business transactions, or entities. The resulting matched, or linked business process plus transaction (or entity) is given the general term "action". Each action should reflect a "process" commonly carried out within your organization.

Actions are used by the Sage X3 Change control functionality in the preparation and delivery of controlled and audited design and production "changes". They are the tasks carried out by specialist teams or key personnel on specific types of transactions (entities). Actions effectively become the "what" and "how" of any planning schedule drawn up to guide the implementation and execution of a design or production "change". The "what" are the entities to be delivered; the "how" the tasks (descriptions) to be accomplished.

For example, if your company returns faulty components a linked business process plus transaction could be Return to supplier (process/description) and Purchase orders (transaction/entity). Other examples could be that Sales orders (entity) are cancelled (description) or customers (entity) must be consulted (description). Project managers will append actions to their planning schedules to deliver a requested "change".

Your system is supplied with a predefined set of actions commonly used by businesses in the distribution and manufacturing sectors. You should review and change these to reflect your particular business "processes". The following are some of the actions provided:

• The entity (transaction type) Purchase orders is matched with the description (process) Return to supplier.
• The entity Purchase orders is also matched with the description Cancel.
• The entity Routing is matched with the description Add operations.
• The entity Routing is also matched with the description Modify operations.
• The entity Work orders is matched with the description Block.
• The entity Work orders is also matched with the description Delay.
• The entity Stock is matched with the description Move to spares.

 You can add to or change these values to suit your organization.

Every linked action (entity/transaction type plus description/process) has a unique identification reference (Action ID). It is this Action ID that is used in the planning schedules.

You assign an Action ID manually when creating new actions as this gives you complete control and flexibility over your identification codes. To link multiple descriptions or processes with a single entity or transaction type you simply assign a unique Action ID to each linked entity plus description.

Example

Your organization frequently sends products through the postal system. It is imperative, therefore, that any product packaging is strong and secure. Your customers, however, regularly return goods damaged as a result of defective packaging.

Your warehouse manager raises a change request to review the design of the packaging. In the event that your company’s "change board" approve a redesigned format an action plan will have to be put together to deliver the "change".

For this scenario you might consider creating an "action" that links a task or process such as "delay" with a sales order transaction type or entity. This would enable the project manager to include an action in the plan to hold or delay shipments until the new redesigned packaging is available. If your company returns faulty components to the supplier the predefined action code A501 (EntityPurchase orders plus DescriptionReturn to supplier) might be sufficient.

You could consider creating "catch-all" or "include-all" actions using the predefined entity values All and Other. For example, you could match the description Block with the entity All. These associations would give project managers unlimited or unrestricted scope in terms of your business setup or your business activities for their planning schedules.

 Change control management planning (Change control > Plan)