WHITE PAPER

Introduction to Total Engineering Change Management

ERP Solutions, Inc.

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®
Management for Microsoft Dynamics AX.

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Contents
Introduction .............................................................................................................. 3
The Engineering Process........................................................................................... 4
Implementation Considerations .................................................................................... 6
Engineering Tracking Table and Revisions ................................................................... 6
Introduction to the Engineering Control Process ............................................................. 9
Quick Overview of the ERDR Process.......................................................................... 9
Quick Overview of the ERDO Process ....................................................................... 12
Quick Overview of the ECR Process .......................................................................... 17
Quick Overview of the ECO Process ......................................................................... 20

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Introduction
Total Engineering Change Management (TECM) by ERP Solutions is an integrated application
to Microsoft® Dynamics AX. Unlike typical third party solutions, TECM was developed under
the Microsoft® Dynamics AX Best Practice Guidelines using the integrated development
environment called MorphX. TECM objects are displayed in the AOT (Dynamics AX Object
Tree), just as other AX objects are, and can be modified or adapted to customer specific
requirements. Our development standards along with the guidelines established by
Microsoft®, result in a solution that inherits the core functionality and features of Microsoft ®
Dynamics AX. Since TECM was developed in AX, it functions just like AX. It inherits AX
features such as the search, lookup, hide and filtering features. It also uses the same
report writing capabilities as standard AX.

TECM also provides quicker implementation and training for customers as well as easier
support options for Microsoft Business Partners. Unlike third party bolt-on solutions, TECM
uses similar business process as Microsoft Dynamics AX. The user’s knowledge of AX easily
adapts to the business processes of TECM. Reports, inquiries, setup, and work flow are also
based upon the same similar business processes. You’ll also find that the menus have the
same look and layout as other AX modules.

TECM sets controls for the creation of new inventory items, bills of materials, and
production routes. It also places controls for a structured and documented change to items,
BOMs, and routes. Changes are documented through revision control that assigns either a
numerical or alpha, or combination of both, character to each control number. The control
provides for a historical record of revision changes along with associated records including,
why, when, and how these changes were implemented into the system. Revision control
can also be activated as an inventory dimension so that separate inventory, or stock status,
can be defined by inventory revision.

TECM uses request forms to formally submit a request into the system for a new or to
change an item, BOM, or route. For new requests, the form is called an Engineering
Research and Design Request (ERDR). For change to an existing item, BOM, or route, the
system uses a form called an Engineering Change Request (ECR). It also features
completed digital signatures with password protection.

Request for new or change will have a process of approval or decline. When approved, the
request will be converted into an Engineering Order. New requests are converted into an
Engineering Research and Design Order (ERDO). For requests that are for changes to
existing items, BOMs or routes, the request is converted into an Engineering Change Order
(ECO).

TECM can also lock the AX Item Table, BOM Table, and Route Table. When these tables are
locked, new creations or changes can only be performed through TECM. In TECM you can
create an item, BOM, and route defaults and property settings before there are released into
AX. For example; a new item can be created in TECM with all parameters including item
groups, dimension groups, inventory model groups, etc. Once the item is created and
approved within the ECM module, it can be released into the AX inventory table.

TECM incorporates workflow for the process of distributing and approving ECOs and ERDOs
along with Standard Operating Procedures (SOP) that set the processes and procedures for
all stages of the ECO and ERDO.

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The Engineering Process
TECM is processed based and designed with a workflow to create engineering requests,
automated approvals of the requests, and a sandbox to model the design or change prior to
release into the AX production environment. The following diagram shows the process flow.

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Implementation Considerations
TECM can be installed into both new and existing installations of Microsoft® Dynamics AX.
For new installations TECM can be installed either as a first phase of implementation or
during the second phase of implementation. When installed in the second phase and after
other areas of AX are implemented and in operation, there are some functional processes of
TECM that should be taken into consideration during the first phase of an AX
implementation.

Engineering Tracking Table and Revisions

TECM uses revision numbers for tracking changes to Items, Bills of Materials, and Routes.
The revision control is incorporated into a separate table called the “Engineering Tracking
Table”. The Engineering Tracking Table creates its own Engineering Tracking Number, or
ETN, and associates these unique numbers to AX Items, Bills of Materials, and Routes.
These numbers are different than the numbers assigned for example in the AX Item Table.
The ETN table tracks all revisions to the items, BOMs, or routes. To review the revision
changes of an Item, Bom, or Route a user can easily track changes through Engineering
Tracking Table.

It is important before implementing TECM to decide how you choose to track revisions
externally of the Engineering Tracking Table. The Engineering Tracking Table provides your
historical transactions of changes and revisions. But you must decide how revisions and
changes will be released into your AX Item, Bom, and Route Tables.

This decision will determine how you will setup your configuration keys. Configuration keys
are standard AX administrative tools which activate or deactivate functionality in Dynamics
AX. Configuration keys are global to all companies within your instance of AX. So how you
activate configuration keys for TECM is critical to your engineering Process.

Configuration keys can be opened under Menu = Administration >> Setup >> Setup >>
Configuration keys. The configuration keys for TECM are shown below:

You must make a choice as to how you will handle revisions by selection of the configuration
key “Engineering revision type”. In this category you will select “Multiple revisions” or
“Single revisions”.

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The section of this manual Configuration Keys and Setup as well as Setting up
Configuration Keys for the ECO Process will help define which selection fits your process
best.

Companies differ on definitions as to how and when changes are made to an item number.
Some companies use Rev. Id either as content of their part number or as a separate
identifier such as an inventory dimension. With TECM you have a choice as to how revision
Id will be used.

Important
Your configuration settings for “Engineering revision type” under the following three
scenarios cannot be changed once you have started transactions in engineering. Be careful
to set these keys correctly from the start. If you wish to model different aspects of these
settings you must have separate instances of Dynamics AX installed.

Scenario 1
If your company needs to inventory items by revision Id than the decision is simple and
your selection requirements are “Multiple revisions” and “Inventory revision” as shown
below. This will activate an inventory dimension called “Revision” globally throughout
Dynamics AX.

Scenario 2
If your company wants to display multiple revisions but do not need to inventory by revision
id you can select the following configuration selection. In this scenario you will be able to
review the last active revision on selected forms but the revision display will be reference
only.

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Scenario 3
In this scenario you do not need the revision displayed on forms outside of the Engineering
Tracking Table. Typically in this environment companies who change revision in engineering
change the Part Number of the item.

This following diagram shows the impact of this scenario.

Engineering Tracking Number (ETN) AX Item Number (AIN)

ETN AIN
XXXXX, Rev. A 12345

This figure shows an ETN with Rev. A directly related to an AX item number. Note there is
no revision level indicated in the AX table.

Engineering Tracking Number (ETN) AX Item Number (AIN)

ETN AIN
XXXXX, Rev. A 12345

ETN AIN
XXXXX, Rev. B 67891

In this figure, there has been a revision to ETN XXXXX from Revision A to Revision B. Note
that the AX Item Number has changed to a new AIN. In this scenario, each time a new
revision is introduced, the AX item number changes for each revision. With this method
there is no need to track revision levels at the inventory item level. The Engineering
Tracking Table will always track which revision is to which AX inventory item.

For this situation your configuration key will be set to the following.

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Introduction to the Engineering Control Process
The engineering process in TECM consists of these basic steps:

New Items, BOMs, and Routes

 A request is created for a new Item, BOM, or Route and submitted to engineering
through an ERDR (Engineering Research and Design Request).
 The request is reviewed by an authority with the security level to approve or deny
the request.
 If approved, the ERDR is converted into an Engineering Research and Design Order
(ERDO).
 The Item, BOM, or Route (or combination of all) are designed within the ERDO form
and once completed by the engineer it is submitted to a list of authorities for
approval.
 Once the last authority approves the ERDO, the new Items, BOMs, and Routes are
released into AX.

Making changes to Items, BOMs, and Routes

 A request is created for a change to an Item, BOM, or Route and submitted to
engineering through an ECR (Engineering Change Request).
 The request is reviewed by an authority with the security level to approve or deny
the request.
 If approved, the ECR is converted into an Engineering Change Order (ECO).
 Changes are made to the Item, BOM, or Route (or combination of all) and once
completed by the engineer it is submitted to a list of authorities for approval.
 Once the last authority approves the ECO, the changed Items, BOMs, and Routes are
released into AX.

Quick Overview of the ERDR Process

New Items, BOMs, and Routes are requested through an ERDR and when approved they are
created and eventually released from the ERDO.

Create an Engineering Research and Design Request (ERDR)

Path = Engineering Control >> Engineering Research and Design Request

This is the form to submit a request. You name the project, identify if it relates to an Item,
BOM, or Route and associate a task group. NOTE: You can set up rights in AX so that
specific individuals can create the request but have another authority to assign the task
group and to submit the request.

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The Overview tab is a summary of the request as shown below. From here you can
associate any related documents with the Document Handling button. Describe the request
in the Description field, select the Type of Change, and select the Task Group.

Document association

The General Tab is where you insert reason codes along with where the request originated.
They can originate from a Customer, Vendor, Quality, or none of the above.

The Notes Tab is where you insert notes to the request.

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The Update Tab provides a summary of the updates.

The “Update” Button provides selections to Submit, and Approve or Deny. Rights to
Approve or Deny are setup through the setup tables. Path = Engineering Control >> Setup
>> User Table. When an ERDR is submitted an email is sent to the Task Group to approve
or deny.

Once the Task Group is notified of the submittal, they can approve or deny the request.
The picture below shows the signature to approve the request. Note that an ISO Standard
Operating Procedure (SOP) is associated to the signature. Once the ERDR has been
approved, it will be available in the Engineering Research and Design Order Form described
in the following process.

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Quick Overview of the ERDO Process
Once an ERDR has been approved as explained in the previous section the request can now
be fulfilled in the ERDO Form.

Process an Engineering Research and Design Order (ERDO)

Path = Engineering Control >> Engineering Research and Design Order

The ERDO form is where new Items, BOMs, and Routes can be designed. Until the ERDO is
finalized and approved, these new creations will not show up in their respective AX Tables.
When the ERDO achieves its final approval, they are then transferred into the AX Tables.
The typical process in ERDO is as follows:
 If an Engineering Standard Procedures (ESP) was associated to the ERDR with task
assignments, the task groups in the ESP were notified at creation of the ERDO.
 An engineer designs and creates the new Items, BOMs and Routes relative to the
request.
 A Document handling button is available to associate any drawings or files relative to
the ERDO.
 Once the ERDO is completed by the engineer, the ERDO can be validated to insure all
necessary fields are completed.
 Upon completion, the engineer submits the ERDO to the authorities for approval.
This can be multiple individuals representing user defined areas of the company.
The submission can occur in sequence (when parameters are set to in sequence)
meaning that the first authority receives an email and approves their area. Once
they approve, an email is sent to the next area. When parameters are set to permit
out of sequence, all approval areas receive an email simultaneously.
 Once the last approval is completed, the new designs are transferred to their
respective AX tables. NOTE: The last approval generates the transfer. If, for
example, the design engineer wishes to have a final review after the approvals, then
set up the design engineer as the last approver.

The overview tab displays a summary of the ERDO. It assigns an AX sequence number and
references the ERDR number. It also provides fields that once the submittal is sent, will
automatically update with who is next in the sequence for approval (only when parameters
are set to “In Sequence”).

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The general tab provides some repetitive information from the overview tab but also
provides some general workflow as well as an association to an ESP. The ESP, or
Engineering Standard Procedure, is a procedure that can be associated to ERDOs.

When a procedure is setup under the default parameters, the procedure will automatically
be inserted into the ERDO when it is created. When an ERDR has been approved and the
procedure includes task groups, as shown below, the task groups are notified with an email
of the ERDO automatically. You can change the task groups or add or delete lines. When
the ERDO is completed the information is kept as a record as the tasks completed and the
procedure in force at time of the ERDO.

You can also setup in parameters that all tasks

must be completed prior to closing the ERDO.
Tasks can include due dates for completion.

The source info tab brings in information that was created in the ERDR.

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The Define Change tab provides an area to describe the new product design in detail.

The Tabs shown below is where you create new Items, Boms, and Routes. Upon creation,
each are assigned an Engineering Tracking number that will track them throughout their life
cycle. If a new item created here is later revised, the Engineering Tracking number is
updated to a new revision when a change occurs in the ECO process.

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KEY to TECM is the logic to track revisions automatically, how number sequences are
assigned, and the ability to use in the creation of BOMs and Routes existing AX Items as
well as newly created items. You can also use a new Item, BOM, or Route from another
ERDO. The picture below shows a new BOM in development and when selecting lines within
the BOM three available tabs displaying choices for items which will also include new or
existing BOMs.

The Pre-Approvals tab provides the ability to notify an approval group for pre-approvals.
This is ideal when the design engineer needs to distribute to a group of approvers for an
initial review of the design prior to submitting for final approval.

In creating new BOMs and Routes you can also take advantage of features such as “Copy”
which will copy existing BOMs and Route lines into the new ones being created.
The approvals tab displays the approvals by authority and the order in which the approvals
will occur. Unless Out of Sequence approvals are permitted through the parameter settings,
the approvals will be distributed by email in sequence for approval once the ERDO is
submitted. Approvals come into the ERDO automatically when the ERDO is created.
However you can change the authorities at anytime through the Functions Button and insert
a new authorization sequence with different areas. All authorization sequences must be
created in setup where you can relate a standard SOP Standards Procedure.

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The ERDO is submitted through the Update Button. A validation occurs to check the ERDO
for errors.

Each authority receives an email advising them that an ERDO is ready for approval. They
can approve their step with the Update Button and their password as shown below. Once
their step is approved the next authority is issued an email advising them their step is ready
for approval.

The last approval will release the new product into AX.

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Quick Overview of the ECR Process
The ECR, or Engineering Change Request, process is the form where requests can be made
to change an existing Item, BOM, or Route. Items, BOMs, and Routes can be setup
individually in parameters if they are under inventory control or not. When set to
mandatory; changes can only be made in Engineering Control.

Process an Engineering Change Request (ECR)

Path = Engineering Control >> Engineering Change Request
This is the form to request a change to an Item, BOM, or Route. This form is similar to the
ERDR however in this case you will identify the Item, BOM, or Route that requires change.

The overview tab is summary of the request as shown below. From here you can associate
any related documents with the Document Handling button. You can also associate multiple
Items, BOMs, and Routes. However, an ECR can only manage requests for one type. It is
not important to identify every aspect of the change in the ECR. If the request is to change
a product consisting of a top level BOM which could mean changes to multiple Items,
Routes, or other BOMs, just list the top level BOM. Supporting documentation could also
describe in more detail. However the details are performed once the ECR is approved and
converted to an ECO.

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The general tab is where you insert reason codes along with where the request originated.
They can originate from a Customer, Vendor, Quality, or none of the above.

The notes tab is where you insert notes to the request.

The update tab provides a summary of the updates.

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The “Update” Button provides selections to Submit, and Approve or Deny the request.
Rights to Approve or Deny are setup through the setup tables. Path = Engineering Control
>> Setup >> User Table. To submit the Engineering Change Request select the button
“Update” and “Submit”. Once the submittal is completed, an email is sent to the task group
notifying them that an ECR is ready to be approved or denied.

To approve the ECR, the proper authority selects the button “Update” and “Approve/Deny”.
You will note that the approval screen provides association to and ISO Standard Operating
Procedure. Once the ECR has been approved, it will be available in the Engineering Change
Order Form.

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Quick Overview of the ECO Process
Once an ECR has been approved as explained in the previous section the request can now
be fulfilled in the ECO form.

Process an Engineering Change Order

Path = Engineering Control >> Engineering Change Order

The ECO form is where you make changes to existing Items, BOMs, and Routes. However
the ECO series also permits you to create new Items, BOMs, and Routes as well. Once the
changes are completed and the approval process is completed, the changes are
automatically updated into the AX Production Tables.

The ECO form is very similar to the ERDO form however differs in some areas of
functionality. Some of the differences are as follows:
 The Items, BOMs, of Routes listed on the ECR are automatically inserted into the
ECO. However they are brought into the ECO with a status of “undetermined”. This
status is changed by the engineer once the decision is made how the change should
occur and what needs to be changed. Until that determination is made, no fields can
be modified or changed. The type of changes are as follow:
o New Form Fit or Function: This change type will change the item Id from
the existing Item Id to a new Item Id. The same for Boms and Routes.
o New Revision: A new revision of the same Item, BOM, or Route in which a
new revision level will be assigned to the Id. The revision level is only a
reference Identifier. When New Revision is selected.
o Revise Existing: With this selection a new revision will not be assigned and
changes are made to the existing revision.
o Revise Existing and New Revision: With this selection the engineer can
change the existing revision and add a new revision as well. The case in this
situation is that perhaps a new BOM could require a new version of the item
and only the new item is compatible for the new BOM. However the existing
revision will continue to be used for the old BOM.
 BOM and Route Lines incorporate a field called “Change Type” with selection for No
change, Add Item, Delete Item, Update Item. Each line of the BOM or Route will
identify the change. More descriptive information on these fields is covered under
the section Engineering Change Orders.
 As in the ERDO form, you can use new Items, BOMs, or Routes that may have been
created in other ECOs or ERDOs.

The typical process for an ECO is as follows:

 If an Engineering Standard Procedure (ESP) was associated to the ECO with
workflow, the task groups in the ESP were notified at creation of the ECO.
 The engineer makes the changes to Items, BOMs, or Routes relative to the request.
The engineer can also create new Items, BOMS, or Routes that could be required to
fulfill the request.
 Once the ECO is completed by the engineer, it can be validated to insure all
necessary fields are completed.
 Upon completion, the engineer submits the ECO to the authorities for approval. This
can be multiple individuals representing user defined areas of the company. The
submission can occur in sequence (when parameters are set to in sequence)
meaning that the first authority receives an email and approves their area. Once
they approve an email is sent to the next area. When parameters are set to permit
out of sequence, all approval areas receive an email simultaneously.

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  Once the last approval is completed, the changes and new designs are transferred to
their respective AX tables. NOTE: The last approval generates the transfer. If for
example the design engineer wishes to have a final review after the approvals, then
set up the design engineer as the last approver.

The overview tab displays a summary of the ECO. It assigns an AX sequence number and
references the ECR number. It also provides fields that once the submittal is sent it will
update with how is next in the sequence for approval (only when parameters are set to “In
Sequence”).

The general tab provides some repetitive information from the overview tab but also
provides some general workflow as well as an association to an ESP. The ESP, or
Engineering Standard Procedure, is a procedure that can be associated to ECOs.

When a procedure is setup under the default parameters, the procedure will automatically
be inserted into the ECO when it is created. When an ECR has been approved and the
procedure includes task groups, as shown below, the task groups are notified with an email
of the ECO automatically. You can change the task groups or add or delete lines. When the
ECO is completed the information is kept as a record as the tasks completed and the
procedure in force at time of the ECO.

You can also setup in

parameters that all tasks must
be completed prior to closing
the ERDO.

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The source info tab brings in information that was created in the ECR.

The tabs shown below are where you change Items, BOMs, and Routes or create new ones.
The picture below shows an item that was listed on the ECR and was automatically brought
into the Items affected tab with a change type of undetermined. Once the engineer
determines the type of change, then changes can be made to the item.

With the Button “Update Change Type” you reset the change type.

Once the Change type is determined, the revision level is updated.

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In changing BOMs and Routes you can also take advantage of feature such as “Copy” which
will copy existing BOMs and Route lines. You can also detail the change to the lines as
shown below:

Changes to BOM lines and Route

lines are documented.

KEY to TECM is the logic to track revisions automatically, how number sequences are
assigned, and the ability to use in the creation of BOMs and Routes existing AX Items as
well as newly created items. You can also use a new Item, BOM, or Route from another
ECO or ERDO. The picture below shows a new BOM in development and when selecting
lines within the BOM three available tabs displaying choices for items which will also include
new or existing BOMs.

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The Approvals tab displays the approvals by authority and the order in which the approvals
will occur. Unless Out of Sequence approvals are permitted through the parameter settings,
the approvals will be distributed by email in sequence for approval once the ECO is
submitted. Approvals come into the ECO automatically when the ECO is created. However,
you can change the authorities at anytime through the functions button and insert a new
authorization sequence with different areas. All authorization sequences must be created in
setup where you can relate a standard ISO Standards Procedure.

The ECO is submitted through the Update Button. A validation occurs to check the ECO for
errors.

Each authority receives an email advising them that an ECO is ready for approval. They can
approve their step with the Update Button and their password as shown below. Once their
step is approved the next authority is issued an email advising them their step is ready for
approval. The last approval will release the new product into AX.

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