Los Angeles Unified School Dist.

MAXIMO 5.2
SUPERUSER TRAINING

Prepared by:

Wednesday, October 27, 2003

Los Angeles Unified School District

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 Table of Contents

INTRODUCTION TO MAXIMO 5.2....................................................................................... 12

MAXIMO ORIENTATION....................................................................................................... 13
MAXIMO MODULES AND APPLICATIONS ................................................................................... 13
Modules................................................................................................................................. 13
WORK ORDERS .......................................................................................................................... 13
Work Orders Module ............................................................................................................ 13
Work Order Tracking........................................................................................................ 13
Quick Reporting................................................................................................................ 13
Labor Reporting ................................................................................................................ 13
Work Request.................................................................................................................... 13
PREVENTIVE MAINTENANCE ...................................................................................................... 13
Preventive Maintenance Module .......................................................................................... 13
Preventive Maintenance.................................................................................................... 14
INVENTORY ................................................................................................................................ 14
Inventory Module .................................................................................................................. 14
Inventory ........................................................................................................................... 14
Item Master ....................................................................................................................... 14
Storerooms ........................................................................................................................ 14
Issues and Transfers.......................................................................................................... 14
EQUIPMENT ................................................................................................................................ 14
Equipment Module ................................................................................................................ 14
Equipment ......................................................................................................................... 14
Locations........................................................................................................................... 14
Failure Codes .................................................................................................................... 14
Condition Monitoring ....................................................................................................... 14
PURCHASING .............................................................................................................................. 14
Purchasing Module............................................................................................................... 14
Purchase Requisitions ....................................................................................................... 15
Request for Quotation ....................................................................................................... 15
Purchase Orders ................................................................................................................ 15
Receiving .......................................................................................................................... 15
Invoices ............................................................................................................................. 15
Desktop Requisitions ........................................................................................................ 15
PLANS ........................................................................................................................................ 15
Plans Module ........................................................................................................................ 15
Job Plans ........................................................................................................................... 15
Routes ............................................................................................................................... 15
Safety Plans....................................................................................................................... 15
Safety Hazards .................................................................................................................. 15
Safety Precautions............................................................................................................. 15
Lock Out / Tag Out ........................................................................................................... 15
RESOURCES ................................................................................................................................ 15
Resources Module................................................................................................................. 15
Companies......................................................................................................................... 15
Tools ................................................................................................................................. 15
Los Angeles Unified School District
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 Service Contracts .............................................................................................................. 15
Labor ................................................................................................................................. 15
Crafts................................................................................................................................. 15
Labor Groups .................................................................................................................... 15
REPORTS .................................................................................................................................... 15
Reports Module..................................................................................................................... 15
Companies......................................................................................................................... 16
Tools ................................................................................................................................. 16
Service Contracts .............................................................................................................. 16
Labor ................................................................................................................................. 16
Crafts................................................................................................................................. 16
Labor Groups .................................................................................................................... 16
DATABASE STRUCTURE IN MAXIMO............................................................................... 17
Structured Query Language.................................................................................................. 17
MAXIMO Hierarchies........................................................................................................... 17
Data Sharing Between Applicatioins .................................................................................... 17
RELATIONSHIPS BETWEEN APPLICATIONS ................................................................................. 18
GETTING STARTED ................................................................................................................ 19
SYSTEM REQUIREMENTS ............................................................................................................ 19
Web Browser......................................................................................................................... 19
Monitor ................................................................................................................................. 19
User Name & Password........................................................................................................ 19
Cookies.................................................................................................................................. 19
Screen Refresh ...................................................................................................................... 19
LOGGING ON TO MAXIMO ......................................................................................................... 19
Logging On To Maximo ........................................................................................................ 19
MAXIMO Log on screen.................................................................................................. 20
Maximo Database Login dialog box................................................................................. 20
Signature Security............................................................................................................. 20
Changing Your Password ................................................................................................. 20
MAXIMO START CENTER ........................................................................................................... 21
Start Center........................................................................................................................... 21
Starting an Application ..................................................................................................... 21
Application Screens .......................................................................................................... 21
Browser Menu and Icons .................................................................................................. 21
MAXIMO Navigation Bar ..................................................................................................... 22
Application icon and name ............................................................................................... 22
Message area..................................................................................................................... 22
Global Navigation Bar.......................................................................................................... 22
MAXIMO Toolbar................................................................................................................. 22
Current Query Menu ......................................................................................................... 22
Quick Key Search ............................................................................................................. 22
Standard Toolbar Buttons..................................................................................................... 23
Application Tabs ................................................................................................................... 23
Forms .................................................................................................................................... 24
Table Windows...................................................................................................................... 24
Navigating Table Rows (Records) ........................................................................................ 24
Table Row Navigation Buttons......................................................................................... 24

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 Table Row Buttons ........................................................................................................... 24
Using the Row Details Form................................................................................................. 25
Sorting Columns.................................................................................................................... 25
Sorting Ascending............................................................................................................. 26
MAXIMO Fields.................................................................................................................... 26
Data entry fields................................................................................................................ 26
Required fields .................................................................................................................. 26
Read-only fields ................................................................................................................ 26
Default values ................................................................................................................... 26
Calculated values .............................................................................................................. 26
Field Buttons......................................................................................................................... 26
Field Help ............................................................................................................................. 26
COMMON PROCEDURES ...................................................................................................... 27
Searching the MAXIMO Database ....................................................................................... 27
Searching All Records ...................................................................................................... 27
Narrowing a Search Request............................................................................................. 27
Using the Find Sub tab ......................................................................................................... 27
Find ................................................................................................................................... 27
Clear.................................................................................................................................. 27
Save................................................................................................................................... 27
Making a Query by Example................................................................................................. 28
Viewing Search Results......................................................................................................... 28
Searching Using Wildcards .................................................................................................. 28
MAXIMO Wildcards ........................................................................................................ 28
Placement of Wildcards .................................................................................................... 29
Saving Queries ...................................................................................................................... 29
Defining a Default Query...................................................................................................... 29
Querying with SQL ............................................................................................................... 30
Advance Query Tab .......................................................................................................... 30
Query Statement................................................................................................................ 30
Advance Query Statement ................................................................................................ 30
Using Bookmarks .................................................................................................................. 30
Adding a Bookmark.......................................................................................................... 31
Deleting a Bookmark ........................................................................................................ 31
Creating a Record................................................................................................................. 31
Editing an Existing Record ................................................................................................... 31
Deleting Records................................................................................................................... 31
Entering Values..................................................................................................................... 31
Using the Select Value Button............................................................................................... 32
Using the Select Date Screen................................................................................................ 32
WORK ORDERS MODULE..................................................................................................... 33
WORK ORDERS APPLICATIONS .................................................................................................. 33
Types of Work Orders for LAUSD ........................................................................................ 33
Creating Work Orders Using MAXIMO ............................................................................... 34
Work Order Statuses ............................................................................................................. 34
WORK ORDERS TRACKING APPLICATION .................................................................................. 36
Work Order Tracking Main Screen for LAUSD ................................................................... 36
Work Order Tracking Tabs................................................................................................... 36
Los Angeles Unified School District
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 Work Order Tracking Actions............................................................................................... 37
Work Order Tracking Reports .............................................................................................. 39
USING THE WORK ORDER TRACKING APPLICATION .................................................................. 39
Creating a Work Order......................................................................................................... 39
Creating a Work Plan ........................................................................................................... 40
Applying a Job Plan.............................................................................................................. 40
Editing a Work Plan.............................................................................................................. 41
Defining Work Plan Tasks .................................................................................................... 42
Defining Work Plan Labor Needs......................................................................................... 42
Defining Work Plan Materials Needs ................................................................................... 43
Materials Interactions........................................................................................................... 44
Defining Work Plan Tool Needs ........................................................................................... 44
Work Order Hierarchies ....................................................................................................... 44
Building a Work Order Hierarchy........................................................................................ 44
Associating Existing Work Orders with a Hierarchy ........................................................... 45
Building a Hierarchy on the Plans Tab ................................................................................ 45
Applying a Route to a Work Order ....................................................................................... 46
Generating a WO Hierarchy From a PM Hierarchy............................................................ 46
Navigating Work Order Hierarchies .................................................................................... 46
Downtime Reporting ............................................................................................................. 47
Types of Downtime................................................................................................................ 47
Reporting Downtime ............................................................................................................. 48
Recording Actuals................................................................................................................. 48
Copying Labor From a Work Plan ....................................................................................... 48
Recording Unplanned Labor Actuals ................................................................................... 49
Copying Materials From a Work Plan ................................................................................. 49
Copying Tools From a Work Plan ........................................................................................ 50
Adding a Safety Plan to a Work Order ................................................................................. 50
Applying an Existing Safety Plan to a Work Order .............................................................. 50
Editing Safety Information.................................................................................................... 51
Selecting Safety Hazards....................................................................................................... 51
Creating a Safety Plan in Work Order Tracking .................................................................. 51
Failure Reporting.................................................................................................................. 52
FAILURE CLASS AND PROBLEM CODES FOR LAUSD................................................................. 52
Failure Class example .......................................................................................................... 52
Problem Code Example ........................................................................................................ 53
Code Breakdown of Problem Code for Routing ................................................................... 53
Recording Failure Data........................................................................................................ 53
Conducting Failure Analysis ................................................................................................ 53
QUICK REPORTING APPLICATION............................................................................................... 54
Quick Reporting Main Screen............................................................................................... 54
Quick Reporting Tabs ........................................................................................................... 54
Quick Reporting Actions ....................................................................................................... 55
Quick Reporting Reports....................................................................................................... 56
USING THE QUICK REPORTING APPLICATION............................................................................. 57
Creating a Work Order in Quick Reporting ......................................................................... 57
Entering Meter Readings ...................................................................................................... 58
Reporting Actuals.................................................................................................................. 58
Reporting Actual Labor for LAUSD ..................................................................................... 58
Correcting an Actual Labor Entry........................................................................................ 59
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 Reporting Actual Material .................................................................................................... 59
Correcting an actual Material Entry .................................................................................... 59
WORK REQUESTS APPLICATION................................................................................................. 59
Work Requests Main Screen ................................................................................................. 60
Work Requests and Other Applications ................................................................................ 60
Work Requests Reports ......................................................................................................... 60
USING THE WORK REQUESTS APPLICATION............................................................................... 60
Work Requests Add/Search Screen ....................................................................................... 61
Searching Requests ............................................................................................................... 61
Creating a Work Request ...................................................................................................... 61
LAUSD Work Request Detail Data Entry............................................................................. 62
Viewing Work Request .......................................................................................................... 62
Work Request Detail Screen ................................................................................................. 63
Editing Work Requests.......................................................................................................... 63
LABOR REPORTING APPLICATION .............................................................................................. 63
Labor Reporting Main Screen .............................................................................................. 64
Labor Reporting Tabs ........................................................................................................... 64
Labor Reporting Actions....................................................................................................... 64
USING THE LABOR REPORTING APPLICATION ............................................................................ 64
Reporting Work Order Hours by Labor or Craft.................................................................. 65
Recording Daily Attendance ................................................................................................. 66
PREVENTIVE MAINTENANCE MODULE.......................................................................... 67
PREVENTIVE MAINTENANCE APPLICATION................................................................................ 67
PM main screen .................................................................................................................... 67
Preventive Maintenance Tabs............................................................................................... 68
Preventive Maintenance Actions........................................................................................... 68
USING PREVENTIVE MAINTENANCE ........................................................................................... 69
Creating a PM....................................................................................................................... 69
Creating a PM Record....................................................................................................... 69
Setting PM Frequency........................................................................................................... 69
Master PMs........................................................................................................................... 70
Creating a Master PM .......................................................................................................... 70
Creating Associated PMs...................................................................................................... 70
Generating a PM Work Order .............................................................................................. 70
PM Hierarchies..................................................................................................................... 71
Seasonal PMs........................................................................................................................ 71
INVENTORY MODULE ........................................................................................................... 73
INVENTORY APPLICATION.......................................................................................................... 74
Inventory Main Screen.......................................................................................................... 74
Inventory Tabs ...................................................................................................................... 75
Inventory Actions .................................................................................................................. 75
Inventory Adjustment Buttons ............................................................................................... 76
Inventory Reports.................................................................................................................. 76
USING THE INVENTORY APPLICATION........................................................................................ 78
STOCKED, NONSTOCKED, AND SPECIAL ORDER ITEMS .............................................................. 78
Categories of Inventory Items............................................................................................... 78
Stocked Items ...................................................................................................................... 78
“Current” PO, PR Definition ............................................................................................ 79
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 Nonstocked Items.............................................................................................................. 79
Special Order Items........................................................................................................... 79
VIEWING ITEM AVAILABILITY ................................................................................................... 79
View Item Available Action ............................................................................................. 80
View all Locations / Storerooms for Selected Item .......................................................... 80
REORDERING ITEMS ................................................................................................................... 80
Determining the Reorder Point............................................................................................. 80
Reordering All Items in a Storeroom .................................................................................... 81
Reordering Selected Items .................................................................................................... 82
Reordering a Single Item ...................................................................................................... 83
Reordering Direct Issue Items .............................................................................................. 84
MANAGING INVENTORY ITEM COUNTS ...................................................................................... 84
Adjusting Current Balances.................................................................................................. 84
Physical Count Adjustment and Current Balance Adjustment ......................................... 85
Adjust Current Balance Screen......................................................................................... 85
Adjusting Physical Counts .................................................................................................... 85
Reconciling Balances............................................................................................................ 86
ITEM MASTER APPLICATION ...................................................................................................... 87
Item Master Main Screen...................................................................................................... 87
Item Master Tabs .................................................................................................................. 87
Item Master Actions .............................................................................................................. 88
Item Master Reports.............................................................................................................. 88
USING THE ITEM MASTER APPLICATION .................................................................................... 88
Creating an Item Record....................................................................................................... 88
Understanding Rotating Items .............................................................................................. 89
Designating Alternate Items ................................................................................................. 89
Understanding Item Assembly Structures............................................................................. 90
Creating an Item Assembly Structure ................................................................................... 90
Using Item Assembly Structures ........................................................................................... 91
Linking Items to the Asset Catalog ....................................................................................... 91
Adding Items to Storerooms.................................................................................................. 92
Deleting Items from Storerooms ........................................................................................... 93
ISSUES AND TRANSFERS APPLICATION....................................................................................... 93
Issue and Transfer Main Screen ........................................................................................... 93
Issues and Transfers Tabs..................................................................................................... 93
Issues and Transfers Actions ................................................................................................ 94
Issues and Transfers Reports ................................................................................................ 94
USING THE ISSUES AND TRANSFERS APPLICATION..................................................................... 95
Issuing an Item...................................................................................................................... 95
Issuing a Reserved Item ........................................................................................................ 95
Issuing an Unreserved Item .................................................................................................. 96
Issuing Metered Materials .................................................................................................... 96
Transferring Items ................................................................................................................ 97
Returning Items..................................................................................................................... 97
EQUIPMENT MODULE........................................................................................................... 99
Understanding the Asset Catalog ......................................................................................... 99
Asset Catalog Classification Levels.................................................................................... 100
Understanding the Equipment / Location ........................................................................... 100
Drilldown ............................................................................................................................ 100
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 EQUIPMENT APPLICATION........................................................................................................ 101
Equipment main Screen ...................................................................................................... 101
Equipment tabs.................................................................................................................... 102
Equipment actions............................................................................................................... 102
USING THE EQUIPMENT APPLICATION ...................................................................................... 103
Creating Equipment records............................................................................................... 103
Creating an Equipment record ........................................................................................... 104
Understanding Rotating Equipment ................................................................................... 104
Creating Rotating Equipment Records ............................................................................... 105
Understanding Equipment Assembly Structures................................................................. 105
Equipment Assembly Structure Elements............................................................................ 106
Creating Equipment Assembly Structures .......................................................................... 106
Viewing Equipment Hierarchies ......................................................................................... 106
Applying Item Assembly Structures .................................................................................... 107
Using Meters....................................................................................................................... 108
LOCATIONS APPLICATION ........................................................................................................ 108
Location Main Screen ......................................................................................................... 109
Location tabs....................................................................................................................... 109
Locations actions ................................................................................................................ 110
USING THE LOCATIONS APPLICATION ...................................................................................... 111
Preparing to Create Locations ........................................................................................... 111
CAUTION: ..................................................................................................................... 111
Creating a new Location..................................................................................................... 111
Understanding Location Systems........................................................................................ 112
Creating Hierarchical Systems ........................................................................................... 112
Example of a Primary Location Hierarchy ..................................................................... 113
Building a Location Hierarchy from an Item Assembly Structure ..................................... 114
Creating Network Systems .................................................................................................. 114
Viewing Location Hierarchies ............................................................................................ 114
Disassociating Locations and Deleting Systems................................................................. 115
FAILURE CODES APPLICATION ................................................................................................. 115
Failure Codes main screen ................................................................................................. 115
Failure Codes tabs.............................................................................................................. 115
Failure Codes Actions......................................................................................................... 116
USING THE FAILURE CODES APPLICATION ............................................................................... 116
Understanding the Failure Code Hierarchy....................................................................... 117
Building a Failure Hierarchy ............................................................................................. 117
Creating a Failure Class Record........................................................................................ 117
Adding Child Levels to a Failure Code .............................................................................. 117
Failure Reporting................................................................................................................ 118
Failure Analysis .................................................................................................................. 118
PLANS MODULE .................................................................................................................... 119
PLANS MODULE APPLICATIONS ............................................................................................... 119
JOB PLANS APPLICATION ......................................................................................................... 120
Job Plans main screen ........................................................................................................ 121
Job Plans Tabs.................................................................................................................... 121
Job Plans Actions................................................................................................................ 121
USING THE JOB PLANS APPLICATION ....................................................................................... 122
Defining Job Plan Tasks ..................................................................................................... 122
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 Example of Tasks for a Job Plan..................................................................................... 123
Defining Job Plan Labor .................................................................................................... 123
Defining Job Plan Materials............................................................................................... 123
Defining Job Plan Tools ..................................................................................................... 123
Creating a Job Plan ............................................................................................................ 124
Entering Tasks .................................................................................................................... 124
Entering Labor, Materials, and Tools ................................................................................ 125
Duplicate a Job Plan .......................................................................................................... 126
View Totals.......................................................................................................................... 126
Associating Work Assets with a Job Plan ........................................................................... 126
ROUTES APPLICATION ............................................................................................................. 127
Routes main screen ............................................................................................................. 127
Routes Tabs......................................................................................................................... 127
Routes Actions..................................................................................................................... 127
USING THE ROUTES APPLICATION ........................................................................................... 128
Creating a Route ................................................................................................................. 128
SAFETY PLANS APPLICATION ................................................................................................... 129
Safety Plans main screen .................................................................................................... 129
Safety Plans tabs ................................................................................................................. 129
Safety Plans Actions............................................................................................................ 130
USING THE SAFETY PLANS APPLICATION ................................................................................. 130
Preparing to Create a Safety Plan ................................................................................... 131
Creating a Safety Plan ........................................................................................................ 131
Associating Assets with a Safety Plan................................................................................. 132
Associating Hazards and Precautions with a Safety Plan.................................................. 132
Identifying Hazardous Materials on a Safety Plan............................................................. 133
Associating Tag Outs with a Safety Plan............................................................................ 134
Applying a Safety Plan........................................................................................................ 134
SAFETY HAZARDS APPLICATION.............................................................................................. 135
Safety Hazards main screen................................................................................................ 135
Safety Hazards Tabs ........................................................................................................... 135
Safety Hazards Actions ....................................................................................................... 136
USING THE SAFETY HAZARDS APPLICATION............................................................................ 136
Defining a Safety Hazard.................................................................................................... 136
Associating Precautions with a Hazard.............................................................................. 137
Viewing Tag Outs Associated with a Hazard ..................................................................... 137
SAFETY PRECAUTIONS APPLICATION ....................................................................................... 138
Safety Precautions main screen .......................................................................................... 138
Safety Precautions Tabs...................................................................................................... 138
Safety Precautions Actions ................................................................................................. 138
USING THE SAFETY PRECAUTIONS APPLICATION ..................................................................... 139
Defining a Safety Precaution .............................................................................................. 139
Associate a Safety Precaution............................................................................................. 139
LOCK OUT / TAG OUT APPLICATION ....................................................................................... 139
Lock Out / Tag Out main screen ......................................................................................... 140
Lock Out / Tag Out Tabs..................................................................................................... 140
Lock Out / Tag Out Actions ................................................................................................ 140
USING THE LOCK OUT / TAG OUT APPLICATION ..................................................................... 140
Defining a Tag Out ............................................................................................................. 141
Adding Lock Out Tasks ....................................................................................................... 141
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RESOURCES MODULE ......................................................................................................... 143
RESOURCES MODULE APPLICATIONS ....................................................................................... 143
TOOLS APPLICATION ................................................................................................................ 143
Tools Main Screen .............................................................................................................. 143
Tools Tabs........................................................................................................................... 143
Tools Actions....................................................................................................................... 144
Tools Reports ...................................................................................................................... 144
USING THE TOOLS APPLICATION .............................................................................................. 144
Creating a Tool Record ...................................................................................................... 144
Duplicating Tools................................................................................................................ 145
SERVICE CONTRACTS APPLICATION......................................................................................... 145
Service Contracts Main Screen........................................................................................... 145
Service Contracts Tabs ....................................................................................................... 145
Service Contracts Actions ................................................................................................... 146
Service Contracts Reports................................................................................................... 146
USING THE SERVICE CONTRACTS APPLICATION....................................................................... 146
Creating a Service Contract Record................................................................................... 146
Creating Multiple Service Contract Records...................................................................... 147
EXAMPLE...................................................................................................................... 147
CRAFTS APPLICATION .............................................................................................................. 147
Crafts Main Screen ............................................................................................................. 148
Crafts Tabs.......................................................................................................................... 148
Crafts Actions...................................................................................................................... 148
Crafts Reports ..................................................................................................................... 148
USING THE CRAFTS APPLICATION ............................................................................................ 149
Creating a Craft Record ..................................................................................................... 149
Associating Labor Records with a Craft............................................................................. 149
Disassociating a Labor Record with a Craft ...................................................................... 149
LABOR GROUPS APPLICATION ................................................................................................. 150
Labor Groups Main Screen ................................................................................................ 150
Labor Groups Tabs ............................................................................................................. 151
Labor Groups Actions......................................................................................................... 151
Labor Groups Reports ........................................................................................................ 151
USING THE LABOR GROUPS APPLICATION ............................................................................... 151
Defining a Labor Group ..................................................................................................... 152
Associating Labor with a Labor Group .............................................................................. 152
Defining Alternates ............................................................................................................. 152
REPORTS.................................................................................................................................. 154
Application Reports ............................................................................................................ 154
KPIs..................................................................................................................................... 155
Additional Reports .............................................................................................................. 156
USING REPORTS ....................................................................................................................... 156
The Report Administrator ................................................................................................... 156
Signing into Reports............................................................................................................ 157
Accessing Reports ............................................................................................................... 157
Report Center Home Page .................................................................................................. 157
Report Center Home Page .................................................................................................. 158
Folder Details Pages .......................................................................................................... 158
Example, Work Order Tracking Folder Details Page..................................................... 158
Los Angeles Unified School District
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 Running Reports.................................................................................................................. 158
Query Options and Parameters ....................................................................................... 159
E-mailing Reports ............................................................................................................... 159
Scheduling Reports ............................................................................................................. 159
Viewing Reports .................................................................................................................. 159
Searching Reports............................................................................................................... 160
Downloading Reports ......................................................................................................... 160
Printing Reports.................................................................................................................. 160
END ........................................................................................................................................ 160

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 INTRODUCTION TO MAXIMO 5.2
In this introduction, we’ll give a general overview of MAXIMO as it relates to the LAUSD
Trouble Call system. We will discuss accessing the database and define the MAXIMO modules
and Applications we currently utilize.

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MAXIMO ORIENTATION
Maximo Modules And Applications
MODULES Maximo has several modules:
MAXIMO’s Applications are grouped into modules. The Applications in
a module have similar purposes, for example all the Applications related
to purchasing are grouped together. Some Applications, like Work Order
Tracking, function individually, while others, like Safety Precautions,
create records designed to be used in conjunction with other Applications
Modules Applications

The following Applications will be discussed in greater detail in later

Chapters
Work Orders
WORK ORDERS Manage work orders and time worked
MODULE

The Following Applications are part of the WORK ORDERS

Module
Work Order Perform every function related to processing work Orders
Tracking
Quick Reporting Report work on open work orders, small jobs without pre-existing work
orders, or to report equipment downtime where no maintenance work is
involved
Labor Reporting Report hours worked by labor or craft
Work Request Reporting any problems that require corrective maintenance activity
Preventive Maintenance
PREVENTIVE Manage preventive maintenance
MAINTENANCE
MODULE
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 The Following Applications are part of the PM Module
Preventive Plan and schedule periodic, preventive maintenance and inspections for
Maintenance Locations and equipment
Inventory
INVENTORY MODULE Manage Inventory
The Following Applications are part of the INVENTORY Module
Inventory Manage items in inventory., including tracking stock levels, reordering
items, and tracking rotating equipment
Item Master Define inventory items, and add them to a storeroom’s stock lists
Storerooms Define storeroom Locations, and view lists of items stocked at each
storeroom
Issues and Issue stock from inventory, and to transfer stock from one storeroom
Transfers Location to another
Equipment
EQUIPMENT Manage equipment and Locations
MODULE

The Following Applications are part of the EQUIPMENT Module

Equipment Record and store equipment numbers and corresponding information
Locations Create Location records and track equipment that might be used in
multiple Locations
Failure Codes Build and display failure hierarchies which you can then use to track
failure trends for equipment and Locations
Condition Create and view measurement points and to track measurements taken on
Monitoring equipment to track performance, use, and wear
Purchasing
PURCHASING Manage Purchasing
MODULE

The Following Applications are part of the PURCHASING Module

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Purchase Process purchase requests for items or services
Requisitions
Request for Send requests to suppliers for prices and conditions to allow for
Quotation comparison before a purchase order is generated for items or services
Purchase Orders Create and process purchase orders for items or services
Receiving Receive materials and services into inventory
Invoices Record invoices, and to match purchase orders with receipts and invoices
Desktop Create self-service requisitions for items or services
Requisitions
Plans
PLANS MODULE Plan how to perform a job safely
The Following Applications are part of the PLANS Module
Job Plans Create a detailed description of how a job is to be performed
Routes List related work assets (equipment and/or Locations) which are "stops"
along an inspection or maintenance route
Safety Plans Create a detailed plan of how to safely service equipment or Locations
Safety Hazards Define hazards that exist in the workplace, and associate precautions with
those hazards
Safety Precautions Define precautions that workers can take against hazards in the
workplace
Lock Out / Tag Create a detailed description of how to safely take equipment or
Out Locations out of service and place them back into service
Resources
RESOURCES Manage internal and external resources
MODULE

The Following Applications are part of the PLANS Module

Companies Manage data on vendors and other companies who do business with you
Tools Manage Tools owned by your Company
Service Contracts Manage service contracts your company has with vendors or
manufacturers
Labor Manage employee and contractor records
Crafts Manage craft records
Labor Groups Manage labor group records
Reports
REPORTS MODULE Manage internal and external resources
The Following Applications are part of the PLANS Module

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 Companies Manage data on vendors and other companies who do business with you
Tools Manage Tools owned by your Company
Service Contracts Manage service contracts your company has with vendors or
manufacturers
Labor Manage employee and contractor records
Crafts Manage craft records
Labor Groups Manage labor group records

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DATABASE STRUCTURE IN MAXIMO
MAXIMO’s database is designed as a relational database
STRUCTURED MAXIMO uses Structured Query Language (SQL) to retrieve data from
QUERY LANGUAGE the database. Requests to find information in a database are called
"queries." SQL is a standard language specifically designed to allow
people to create, edit, maintain, and retrieve data from databases
MAXIMO Some MAXIMO Applications group related records using "parent-
HIERARCHIES child" relationships. A parent-child relationship is a one-way referral or
link from one table to another. A column in the child table makes
reference to a column in the parent table. The column referred to in the
parent table must be part of the primary key. For example, in the
Equipment Application you can have a "parent" equipment record that
has "child" records for subassemblies. The subassembly records contain a
reference to the parent record that they "belong to."
MAXIMO uses these parent-child relationships to group related records
such as equipment, operating Locations, work orders, or PMs into
hierarchies. You can build and use hierarchies of records in many
MAXIMO Applications, including Work Order Tracking, Preventive
Maintenance, Equipment, Locations, and Failure Codes
With a parent-child relationship, you cannot delete a parent record
without first deleting the children, because if you delete a record from the
parent table, then the child would have an entry referencing a record that
no longer exists
DATA SHARING Because MAXIMO’s Applications work together, data from a column in
BETWEEN one database table can be shared with other database tables. Because of
APPLICATIOINS this column sharing, a data entry error in a single field (column) can
appear in more than one Application
In many cases errors can be corrected, but in some instances once data is
entered, or a record’s status has been changed, the data cannot be
changed in the database. In these cases errors are preserved intentionally,
to create records for auditing purposes
Note: You can find information about each field’s table and column
location in the field Help, discussed later in this manual

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 Relationships Between Applications
An Application in Maximo may display information that resides in other
Applications. To display that information, Maximo pulls data from one
Application to another.
As an example, in the Work Order Tracking Application displayed
below:

• The Location field is populated from the Location Application,

• The Equipment field from the Equipment Application,

• The Job Plans field is populated from the Job Plans

Application, and

• The Labor/Craft field from the Labor Application.

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GETTING STARTED
MAXIMO 5.0 is a Web based product. This chapter describes what you
need to know to get started using MAXIMO. It also describes the
different elements of the Application screens

System Requirements
To use MAXIMO you need the following:
Web Browser A Web browser. MAXIMO currently supports Microsoft®
Internet Explorer version 5.5 or higher
MONITOR A monitor with resolution of 1024 x 768 pixels per inch or greater
User Name & A User Name and a Password. These are assigned by your System
Password Administrator
In addition, your Web browser should have the following settings:
Cookies Accept Cookies
Screen Refresh Refresh the screen every time you visit a page. This is only necessary if
you are using Internet Explorer version 5.0. This setting is automatic in
version 5.0.1 and higher

Logging On To Maximo
LOGGING ON TO From the Web Browser, enter the Internet Address for the Maximo
MAXIMO Application.
Path to LAUSD http://.maximo.laschools.org:7001/maxt/jsp/common/system/login.jsp
Development
database
Enter your Username and Password set up by your System Administrator
For Training purposes, use
Username = TRAIN01, TRAIN02, TRAIN03, etc.
Password = TRAIN01, TRAIN02, TRAIN03, etc

NOTE: PLEASE DO NOT CHANGE THESE PASSWORDS

If you do not have a User Name and Password, for example if you are not
a MAXIMO user but must file a maintenance request, click "register
now" to register yourself and create a User Name and Password

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 MAXIMO Log on
screen

Maximo Database
Login dialog box

Signature Security Your System Administrator uses the Signature Security Application to
establish each MAXIMO user’s access rights to MAXIMO modules,
Applications, screens, and options. Your security clearances are tied to
your User Name
Changing Your To change existing password, click in the “Change Password” checkbox.
Password
The Change Password dialog box is displayed.

Enter your current password and then enter your choice for a new
password. Click OK or Cancel when you are done

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 Maximo Start Center
After you sign in, MAXIMO displays your Start Center. You have a
default Start Center defined for your User Name in Signature Security.
Your Start Center is a grouping of modules that relate to your work, and
can include all of the MAXIMO modules, or a selection of modules.
Even if they are not a part of your Start Center, you can still access all of
the MAXIMO modules from the Go To menu
START CENTER

Starting an 1. Move your mouse over a module icon in your Start Center.
Application 2. Click the Application name to open it.
Note: You can also access any Application from the Go To menu in the
top right corner of the MAXIMO screen
Application Most MAXIMO Applications look and feel similar. The MAXIMO
Screens Application screen starts below your browser’s address bar and contains
the following areas:
MAXIMO Navigation Bar
MAXIMO Toolbar
Application Tabs
Forms
Table Windows
Browser Menu The menu and toolbar icons at the top of the page control your Web
and Icons browser. Do not confuse them with the MAXIMO menus and toolbars

CAUTION : Using the browser Forward and Back buttons to navigate

within MAXIMO is not recommended

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 MAXIMO Below the browser address box is the Navigation Bar, the first part of the
NAVIGATION BAR MAXIMO Application screen. The following figure shows the
Navigation Bar

You use the Navigation Bar to identify the current Application, display
messages, and maneuver among MAXIMO Applications. It contains the
following sections:
Application icon Shown on the left to identify the current Application.
and name
Message area In the center. When appropriate, MAXIMO displays messages in this
area. These messages are only informational, and need no response, for
example “At last record” and “Record has been saved.”
GLOBAL In the right corner. The available links vary depending on what screen
NAVIGATION BAR you are currently using. The possible options include:
Change Site — Displays a menu of sites, allowing you to log into a
different site. This link is only available from the Start Center
Go To — Displays a menu of modules, allowing you to maneuver among
modules and Applications
Sign Out — Log out of MAXIMO
Return — Return to the previous Application screen without selecting a
value. Available when you have linked to another Application
Return with Value — Return to the previous Application screen with
selected value(s). Available when you have linked to another Application
Help — Displays Help menu. This link is always available
MAXIMO TOOLBAR Immediately below the Navigation Bar is the MAXIMO Toolbar.

The Toolbar consists of four sections:

Current Query Menu
Quick Key Search field and button (binoculars)
Select Action Menu
Toolbar Buttons
Current Query The Current Query menu contains any queries you have saved, and three
Menu additional search options: All Records, All Bookmarks, and Quick Key
Search. If you select a query from this menu, MAXIMO executes it
immediately.
Quick Key Search Use Quick Key search to search the Application database by the key field
of the Application. For example, in Work Order Tracking, the search is
by Work Order Number. You can use the Quick Key search from any tab
in the Application.
To use Quick Key 1. Enter a key in the Quick Key field.
search: 2. Click Quick Key Search.
Select Action Menu The Select Action menu contains all of the Application specific actions
that are available to you. Select an action from the menu to perform it
Note: Action Menu options appear only if you have been given security
access to them by your System Administrator.

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Toolbar Buttons The Toolbar also contains toolbar buttons that are common to all
MAXIMO Applications. You see buttons only for actions your System
Administrator has authorized you to perform
STANDARD The Standard Toolbar Buttons :
TOOLBAR BUTTONS
Insert New Record — Inserts a new record. You will need to supply
Key
If the Application numbers new records automatically the button displays
a number sign (#)
Save Record — Saves a record. MAXIMO displays a message if a
required field is empty
Clear changes — Clears the screen and returns you to the Find sub tab
of the Search tab. MAXIMO prompts you to save if unsaved changes
exist
Previous Record — Takes you to the previous record in the result set. A
message is displayed in the Navigation bar if you are at the first record.
MAXIMO prompts to save if unsaved changes exist
Next Record — Takes you to the next record in the result set. A message
is displayed in the Navigation bar if you are at the last record. MAXIMO
prompts to save if unsaved changes exist
Go to Results — Returns you to the Results sub tab of the Search tab.
MAXIMO prompts to save if unsaved changes exist
Create Attachment — Use to attach documents to a MAXIMO record.
Appears only on the Attached Documents Tab
Change Status — Displays the Change Status screen.
Route — Routes record in Workflow. This button has two possible
actions:
Record not in Workflow — Takes you to the Start Workflow screen.
Record in Workflow — Takes you to the Route Workflow screen.
Overview Report — Activates Reports, creating a List report for all
records in the result set.
Print Report — Activates Reports, creates a Details report for the
selected record, and then goes directly to the Print Report screen.

APPLICATION TABS Most Applications display three or more tabs at the top of the screen’s
working area. Data entry fields are arranged in logical groupings within
each Application, and tabs organize and display the groupings. Tab
screens are sometimes also referred to as "forms."

The Search tab appears first for all Applications. The second tab contains
the main information for that Application. Subsequent tabs contain
secondary, related information. The selected tab appears as a lighter color
than the inactive tabs
Tabs can, in turn, have sub tabs that display additional information. Sub
tabs contain data pertinent to their parent tab. For example, the Search
tab contains several sub tabs related to searching the database. Sub tabs
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 can appear anywhere on the page. They always have a border
surrounding the sub tab area
FORMS When there are many fields on a single screen, they are divided into
logical groupings called forms. Depending on the type of data, a form
can be an entire screen, or several separate regions of a screen.
Sometimes these forms are labeled to identify the reason why the fields
were grouped together. The Labor Application for example, which
creates employee records, has forms for Employment History, Pay, and
YTD Hours
TABLE WINDOWS MAXIMO Applications use table windows to display multiple records
from the database simultaneously. The table windows might have a label.
The top row of the table window displays column headings; they are the
field labels for each record displayed in the table window
The rest of the table window displays rows of data, each row representing
one record. MAXIMO highlights the record in the table when you select
it
NAVIGATING TABLE MAXIMO tables generally contain more rows and columns than a
ROWS (RECORDS) single screen can list. The top of the table window displays Previous and
Next buttons. Between the buttons a number range shows the records
currently being displayed (for example, 1- 15, 16-30, and so on)
Table Row
Navigation
Buttons
Click Next Page to display the next page of records; click Previous Page
to display the previous page. If you are at the first set of records, you
cannot use the Previous button. If you are at the last page of records, you
cannot use the Next button
To the left of the Previous button are two arrows that you use to move up
and down the displayed results set. Click the Next Row button to move
the focus to the next record in the list. Click the Previous Row button to
move the focus back to the previous record
Table Row In addition to the buttons that allow you to navigate table windows there
Buttons are also buttons that allow you to act on the records displayed in the
table. These buttons are located on either side of the row in the table
Count Results — Counts the records in a table window. The count
appears as a message dialog box
Mark Row check box (shown selected) — Selects records to include in
Action menu actions. Click the check box to select it. If a record is
selected in error, clicking the box again clears it
View Details — Click to open the Row Details form, displaying all fields
in the record so that you can enter, view, or modify data
Close Details — When the Row Details form is open, the View Details
button changes to the Close Details button. Click to close the Row
Details form
Add to Bookmarks — Marks a document or record for later viewing.
Bookmarked records can be accessed from the Bookmarks sub tab of the
Search tab
Mark Row for Deletion — Marks a record for deletion. MAXIMO does
not delete the row until you click Save

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 Undelete Row — Undeletes a row that you have marked for deletion.
This button indicates that you have marked the row for deletion

USING THE ROW The number of columns that can be displayed in a MAXIMO table
DETAILS FORM window is limited, and most records contain more fields than can be
displayed on-screen at one time. You access all of the fields in the record
using the View Details button for an existing record, or the New Row
button if adding a record
Clicking the View Details button next to a row opens the Row Details
form beneath the rows in the table window. When the Row Details form
is open you can enter, view, or modify any data that is not read-only
(blue)
In the example from a Work Order job plan below, the Tasks table
window shows an open Row Details form. Note the Close Detail button
to the left of the highlighted row

CAUTION: MAXIMO does not automatically save changes made in the

Row Details form. You must click Save.
SORTING COLUMNS You can sort columns with underlined headers. To sort a column, click
the header.
First - Sorts the column in ascending order. An arrow pointing up appears
in the column header.
Second - Sorts the column in descending order. An arrow pointing down
appears in the column header.
Third - Returns the column to the default database sort. No icon is
displayed.
You can only sort one column at a time, and that column displays an icon
in the column header. If no icon appears in the table, no sorting is being
performed

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 Sorting Ascending
Notice the orange highlighted arrow
If you edit a table row, or do not save the record, and decide to sort by a
column in the table, MAXIMO automatically saves the record (and table
changes)
MAXIMO FIELDS MAXIMO Application screens consist of multiple fields. As you work
with MAXIMO you will encounter the following:
Data entry fields Fields where you can enter, view, or modify information from the
MAXIMO database
Required fields Indicated by an asterisk (*) you must fill these fields before MAXIMO
can save a record
Read-only fields Indicated by blue text, you cannot modify these fields. For example some
default values, or values on a saved record might be read-only
Default values Some fields contain default values programmed by your system
administrator, for example, your user name or the current date. You
might be unable to modify default values
Calculated values Some fields contain values that are calculated based on data stored in
MAXIMO. Default values are read-only, you cannot modify them
FIELD BUTTONS Fields can have actions associated with them. A field can have a long
description, a select value lookup, or a menu of actions attached. In all
cases, you access these actions via a field button
Displays a menu of actions available for the field. Specific choices vary
by field
Provides room for entering more data than can fit in the on-screen field

Once a long description entry is created, the button appears orange to

indicate there is more information available
Displays the Select Date screen. Click a date to return the value to the
Date field
Displays a screen showing available values for the fields. Select Value
screens are often lists of records created in other Applications, for
example inventory items created in the Item Master Application
FIELD HELP The Help includes detailed information about each of the MAXIMO
fields, including the corresponding database table and column. To access
this field information, complete the following steps:
1. Click the Help link in the Global Navigation bar.
The Help menu appears.

2. Select the Application Help file.

The Application Help opens.

3. Click Field Information.

A menu of topics appears.

4. Click the topic for the tab or sub tab you are working on.
The Help displays a table containing all of the fields contained on that
tab or sub tab.
5. Click a field name for additional information.
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COMMON PROCEDURES
All of the MAXIMO Applications work together, and have a similar look
and feel. There are several procedures that are common to most or all of
the MAXIMO Applications
SEARCHING THE MAXIMO stores entered information in a database, and requests to find
MAXIMO information in the database are called queries. When you start a
DATABASE MAXIMO Application it opens with the Search tab displayed, to allow
you to make requests for information. The Search tab functions are
divided into five possible sub tabs:
Find
Advanced
Saved Queries
Bookmarks
Results
Note: When you enter a search, MAXIMO uses Structured Query
Language (SQL) to retrieve the data from the database. You do not need
to know SQL to conduct basic searches of the MAXIMO database. The
Search sub tabs allow for both SQL and non-SQL based queries
Searching All If you do not tell it otherwise, when you query MAXIMO assumes that
Records you want to see every record in the current Application, for example all
work orders. The implied query request is "all records."
1. Open an Application.
The Find sub tab on the Search tab is displayed.
2. Click Find.
MAXIMO displays the first 20 results of your query on the Results
sub tab. You can navigate a lengthy Results Set using the Next and
Previous buttons at the top of the table window.
3. Click the underlined record link to open a record.
For example, in Work Order Tracking, the work order number is the link.
Narrowing a MAXIMO allows you to narrow or filter your search requests using the
Search Request Find sub tab. The Find sub tab is for querying by example (QBE),
meaning that you provide MAXIMO with an example of what types of
records you are searching for. For example, you might want to find all
work orders with a status of waiting for approval (WAPPR)
The Find sub tab contains any fields your System Administrator has
chosen as appropriate for user searches. You can enter values for each
field that you want to have included in your query
USING THE FIND There are three buttons on the Find sub tab:
SUB TAB
Find Click to execute a search. If no fields have been filled in, MAXIMO
searches all records.
Clear Click to clear the fields on the Find sub tab.
Save Click to save a named query for later retrieval from the Current Query
menu.

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 Because all Applications open to the Find sub tab, there are several
actions you can execute from the sub tab. You can:
Create a new record by clicking the Insert New Record button in
the Toolbar.
Execute a saved query from the Current Query menu.
Perform a key field search with Quick Key search.
Enter the Key field of an existing record and click Find to view
or modify it.
Execute a query by example by entering values in the available
fields.
Click any of the other Search sub tabs.
Click any tab to see the first record in the result set.
MAKING A QUERY You can give examples of the kinds of records you want to find by
BY EXAMPLE entering values in one or more fields on the Find sub tab. This narrows
your search. If no records match your query, MAXIMO displays a
message
1. Make sure you are on the Find sub tab of the Search tab.
2. Enter a value in one or more fields.
3. Click Find.

MAXIMO displays the first records that match your query on the Results
sub tab. You can navigate a lengthy results set using the Next and
Previous buttons at the top of the table window.

4. Click the record link on the Results sub tab to open a record.

For example, in the Purchase Orders Application, the PO number is the

link.
VIEWING SEARCH The Results sub tab displays all records that match the current query. The
RESULTS results Columns can be sorted
Click the Count Results button to count the number of records
that match your search request.
Click the Next Page and Previous Page buttons to navigate the
pages of your result set.
Check the Mark Row check boxes to select multiple records to
perform batch actions from the Actions menu.
Click a Record Number or Name to open a single record.
Click the Add to Bookmarks to mark the record for inclusion in
the list of bookmarked records on the Bookmarks sub tab.
SEARCHING USING Sometimes you do not know the exact value for one of the fields you
WILDCARDS want to use in a query. For example, you only remember part of a work
order number, but not the exact number. When this is the case, you can
substitute a wildcard for the value you do not know. A wildcard is a
special symbol that stands for one or more characters. A character is a
letter or number
MAXIMO MAXIMO uses two wildcards:
Wildcards
The underscore (_) is used to substitute for a single character.
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 The percent sign (%) is used to substitute for a string of
characters
The equal sign (=) is used to match query exactly

A string is any grouping of letters, numbers, or both. A word is an

example of a string of letters.
Placement of When you use a wildcard in a search field, you must place the wildcard
Wildcards exactly where the unknown character(s) would occur. You can use more
than one wildcard in a single search
Placement Finds Example
%X all instances where X is the %ing would return all
last in the string of characters instances where a word
ended in -ing
X% all instances where X is the M% would return all
first in a string of characters instances where the word
started with the letter M
=XXX all instances where X falls =XYZ would return all
anywhere within the string of instances where the word
characters is XYZ
X_X Finds a single character A_C would return all
words that start with A
and end in C

SAVING QUERIES The Saved Queries sub tab holds all of the queries that you have saved
and named. These queries are also available from the Current Query
menu in the Toolbar
To save a query, type a name and description in the Save Current Query
area of the Find or Advanced sub tab and click Save. You can also create,
modify, and delete SQL queries from the Saved Queries sub tab
DEFINING A You can define a default query that is executed every time the
DEFAULT QUERY Application is launched, for example, all work orders with a status of
WAPPR (waiting for approval). If MAXIMO does not find a match for
your default query, the Find sub tab displays instead of the Results sub
tab with the message "No records found that match the specified query."
Default queries are specific to each Application. For example, a work
order query is only activated in the work orders Application
To save a query as a default:
1. Use the Find sub tab of the Search tab to create a query. For more
information about constructing queries see “Making a Query by
Example” on page 35.
2. (Option) Give the query a name and description in the Save Query As
and Query Description fields.
3. Check the My Default? checkbox.
4. Click Save.

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 QUERYING WITH You use the Advanced sub tab of the Search tab to conduct advanced
SQL queries of the MAXIMO database using Structured Query Language
(SQL). In order to perform advanced queries you should be familiar with
both SQL and the MAXIMO database
The Advanced sub tab displays the current SQL WHERE clause in the
Current Query field. If you have entered values on the Find sub tab then
clicked on the Advanced sub tab you see the WHERE clause MAXIMO
created based on your query values. You can modify the WHERE clause
to change your search parameters. You can also name the WHERE clause
and add it to your saved query list
Advance Query
Tab

Query Statement

The above query will return all Work Orders that are in the “APPR”
Status, not in History and not a Task.
Advance Query
Statement

The above query will return all Work orders in “APPR” Status with a
Supervisor of Connelly and with a Scheduled Start Date between
10/01/01 and 11/01/01

USING BOOKMARKS The Bookmarks sub tab displays all records that you have "Bookmarked"
on the Results sub tab. The records include a Select Record check box,
record number, description, the date the record was bookmarked, and a
Delete Row button
The Bookmarked records are "owned" by the user name and location that
you have logged in under. If you log in under a different name, you see a
different Bookmarks list

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Adding a There are two ways to add a record to your list of Bookmarks:
Bookmark From the Results sub tab — Click the Add to Bookmarks button
for the record.
From any of the Application tabs — Select Add to Bookmarks
from the Action menu to add the current record.

Deleting a To remove a bookmark from the Bookmarks sub tab click the Delete
Bookmark Row button for the record. The bookmark is deleted immediately
CREATING A The procedure for creating a record is similar for most of the
RECORD Applications. The major difference is that some Applications are set to
automatically generate a number for each new record, while other
Applications let you create the name or number for the record
1. Open the Application.
2. Click the Insert Record Action button.

NOTE: The tool tip text for this button varies by Application. For
example, in Work Order Tracking it reads "New WorkOrder”.

3. If needed, enter a unique value in the key field, usually the

first field on the left.
4. Type a description for the record in the Description field.
5. Fill in the other fields as dictated by your company’s business
rules

NOTE: Fields that require a value for MAXIMO to save a record are
indicated by an asterisk (*). See the Help for more information about any
of the fields.

6. (Option) You can edit default values that are not read-only
(blue).
7. Click Save.

EDITING AN The ability to edit an existing record varies by Application and the impact
EXISTING RECORD modifying that record could have on the maintenance process. MAXIMO
often uses statuses as a means to indicate where in the process a record is,
and which fields can be edited. For example, MAXIMO does not allow
you to change a purchase order once it has been sent to a vendor. In some
cases there is a need to maintain records for auditing purposes and editing
is not allowed
DELETING RECORDS Much like the ability to edit, the ability to delete records varies by
Application and the impact that the deletion could have on the
maintenance process. In some cases there is a need to maintain records
for auditing purposes and deletion is not allowed
Hierarchy associations affect the ability to delete records. Parent records
cannot be deleted if there are children associated with the record. The
child associations must be broken before the record can be deleted.
ENTERING VALUES MAXIMO Applications are linked, allowing you to select values from
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 lists of existing records when you are filling in fields in other
Applications. For example, when you are filling in the Equipment field
on a work order, you can select from the list of equipment records in the
Equipment Application
MAXIMO contains several options for selecting a value for a field. All
of these options appear on a separate screen that allows you to select a
value and return it to the Application you were working in. Your options
vary by field. This section describes some of the most common ways to
select a value for a field
USING THE SELECT Clicking the Select Value button displays a Select Value list, either of
VALUE BUTTON records created in another MAXIMO Application, or created by your
System Administrator
1. Click Select Value.
The Select Value screen appears
2. (Option) Enter a value in the Search For field and click Find
(Binoculars) to narrow the search results.
3. Click the Select Record button beside the value you want to
use
MAXIMO returns the value to the field on the Application screen
USING THE SELECT Clicking the Select Date button displays the Select Date screen. This
DATE SCREEN screen displays the previous, current, and next month. You can navigate
forward and backwards in three month increments, or search by month
and year
1. Click Select Date.
The Select Date screen appears
2. (Option) Navigate to the correct date.
3. Click the date to select it.

MAXIMO returns the value to the field on the Application screen.

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WORK ORDERS MODULE
Work orders are the core of maintenance management. A work order
specifies a particular task to be accomplished, and the labor, materials,
and tools needed to do the work. When you create a work order in
MAXIMO you initiate the maintenance management process and create a
historical record of work performed
Work Orders Applications
Work Order Tracking — Used to perform every function
related to processing work orders.
Quick Reporting — Used to report work on open work orders,
small jobs without pre-existing work orders, or to report
equipment downtime where no maintenance work is involved.
Labor Reporting — Used to report hours worked by labor
(employees) or craft (employee groups).
Work Requests — Used for reporting any problems that require
corrective maintenance activity.

The MAXIMO Applications recognize these general categories of work

orders:
TYPES OF WORK Emergency (EM) maintenance work orders are problems that
ORDERS FOR need to be corrected immediately, because they are life
LAUSD threatening, could damage equipment, cause production to go
down, or are of an urgent nature.
You can enter this type of work order in the Work Order Tracking,
Work Requests, or Quick Reporting Applications.

Corrective (CM) maintenance work is work that needs to be

done, but does not have to be performed immediately. Corrective
work can be scheduled if necessary.
You can enter this type of work order in the Work Order Tracking,
Work Requests, or Quick Reporting Applications.

Event report work orders are intended to represent any

unscheduled event that stops work (production) but does not
necessarily require a maintenance crew to fix. Examples of these
are (EV) for Events like setting up for a BBQ, or (TR) Training,
Safety Meeting, Etc. or (AD) Administrative Work Orders,
should be assigned for requests to Systems Administration, or
documentation not connected to a specific work order.
You can enter this type of work order in the Work Order Tracking, or
Work Request Applications, but would most likely use the Quick
Reporting Application.

Standard Recurring Work (SR) may include some weekly,

monthly and annual open work orders

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 Project (PRJ) Capital, Planned work expenses

Support Work (SP) Shop Work (Optional)

Alteration & Improvements (AI)

Preventative Maintenance Masters (PM) are used over and

over on a periodic basis to generate preventive maintenance work
orders. Preventive Maintenance masters are created in the
Preventive Maintenance module. However, you process
preventive maintenance work orders in Work Order Tracking or
Quick Reporting.

Predictive Maintenance (PdM)

CREATING WORK You can use several Applications in MAXIMO to create work orders:
ORDERS USING
MAXIMO
Work Order Tracking — Use to create and report on high
volume or complex work orders.

Work Requests — Use to report any problems that require

corrective maintenance activity.

Quick Reporting — Use to create work orders and report actual

work done for simple jobs, unplanned work, or work not
performed by the maintenance department.

Preventive Maintenance — Use to generate scheduled

maintenance work orders.

Condition Monitoring — Use to generate work orders to correct

problem conditions found during monitoring procedures.

WORK ORDER Every work order in MAXIMO has a status that indicates its position in
STATUSES the work order processing cycle. Work orders can be created with
different statuses depending on which Application is used to create or
generate them. When you change a work order’s status, MAXIMO
records the date and time of the status change, and allows you to record a
memo. When you change the status of a work order that is part of a
Hierarchy, the status for the entire hierarchy is changed. Your System
Administrator can configure MAXIMO to allow child work orders to be
statused individually.
NOTE: Your System Administrator sets the signature security
authorizations that allow users to change work order statuses.
The following Statuses come predetermined with MAXIMO. To fit the
Business Process of their Company, a System Administrator can add
Statuses that are synonyms of any of these:
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 WAPPR — Waiting for Approval. Default status for work orders
created in Work Order Tracking.

WSCH — Waiting to be Scheduled. Default status for work

orders generated from Preventive Maintenance.

APPR — Approved. When you approve a work order, MAXIMO

reserves the work plan items in Inventory and records cost and
rate data. If rates change in Inventory, Labor, or Tools, the work
plan reflects the rates in effect when the work order was
approved.

WMATL — Waiting for Material. This option is available for

work orders with a status of WAPPR, APPR, or INPRG.
Indicates that the work order cannot be initiated because needed
material is unavailable. When the direct issue items requisitioned
for the work order have been issued in Issues and Transfers, the
work order status changes to approved (APPR).
WPCOND — Waiting for Plant Conditions. Status for work
orders that require a particular plant condition in order to be
worked on, for example for a production line to be shut down.

INPRG — In Progress. Default status for work orders created in

Quick Reporting. This status initiates the work order. If there are
insufficient items to complete the work order, MAXIMO changes
the status to WMATL.

COMP — Completed. Indicates that all physical work is

finished. If the equipment is down, MAXIMO displays a
reminder message.

CLOSE — Closed. Change status to CLOSE when the electronic

"paperwork" on a work order is complete and you want to finalize
the record. Inventory reservations for items not issued to the work
order are removed. The work order becomes a history record and
cannot be edited.

CAN — Canceled. If you have selected multiple work orders,

MAXIMO cancels the ones that have not been initiated or for
which no Actuals have been reported. If the work order has been
approved, MAXIMO removes Inventory item reservations for the
work order. The work order becomes a history record.

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 Work Orders Tracking Application
You can use the MAXIMO Work Order Tracking Application to plan,
review, and approve work orders for pieces of equipment, Locations, or
other work charged to general ledger (GL) accounts.
You can use the Work Order Tracking Application to perform every
function related to processing work orders. These tasks include creating,
approving, and initiating work orders, checking their status history, and
closing or reworking them when appropriate.
You can access the Work Order Tracking Application by selecting the
Work Orders icon on the MAXIMO Start Center and then choosing
Work Order Tracking or by using the Go To link
WORK ORDER
TRACKING MAIN
SCREEN FOR
LAUSD

SCREEN MAY DIFFER WHEN GO-LIVE HAPPENS

WORK ORDER There are eight tabs on the Work Order Tracking Application
TRACKING TABS screen
Search — Use to search the database using any combination of
available fields.

Work Order — Use to enter, view, or modify work orders, view

identifiers for an applied job plan and safety plan, view PM and
scheduling information. If this is a follow-up work order, you can
view the identifier of its originating work order. You can also
identify the failure hierarchy for the work asset.

Plans — Use to enter, view, or modify information on work

orders in a hierarchy as well as lists of estimated job tasks, labor
and crafts, materials, and tools for the work order's work plan.

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 Assignments — Use to view Labor/Craft Assignment Status on
Work Order

Actuals — Use to enter, view, or modify actual work order start

and finish times, labor hours and costs, material quantities,
Locations, and costs, and tool quantities, hours, and costs.

Safety Plan — Use to enter, view, or modify safety information

on the work order.

Failure Reporting — Use to record and view equipment and

Location problems, causes, and remedies so that you can identify
trends for equipment and Location breakdowns.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.

WORK ORDER The following actions are available from the Work Order Tracking
TRACKING ACTIONS Action Menu.

Change Status — Use to change the status of a record. If the

action is selected from the Results subtab of the Search tab, you
can change the status of all selected records as a batch action

Route Work Order — Used to Route Work Order

Stop Workflow — Use to stop the Workflow approval process

and remove the document from Workflow. Workflow is an
optional component of MAXIMO.

View Workflow Help — Use to view a Help topic for the

Workflow In Box

View Status / Workflow History — Use to view the status

change history and Workflow information for a work order.
Workflow is an optional component of MAXIMO.

Generate Follow-up Work — Use to create a new work order

when you complete a job but there is additional work needed on
the same equipment or Location, beyond the work described in
the original work order.

Apply Route — Use to apply a route to a work order. Route

stops are displayed on the Plans tab.

Assign to New Parent — Use to assign the work order to a new

parent work order.

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 Move Equipment — Use to move a piece of equipment to a new
location within the same site or to another site in the organization,
or associate a new parent

Remove Work Plan — Clears Work Plan

Select Safety Hazards — Use to select hazards from the lists

defined for individual assets on a Safety Plan.

Remove Safety Plan — Use to remove an existing Safety Plan

on a work order before inserting a new Safety Plan.

Report Downtime — Use to report equipment downtime.

View Follow-up Work — Use to view a list of follow-up work

orders for the originating work order.

View PO Information — Use to view a read-only list of all

purchase orders that were generated for work order items, and
services received against the work order.

View Costs — Use to view estimated and actual cost totals for
the selected work order.

View Entire Plan — View the work plan for the entire hierarchy
(children and tasks) below the current work order. Levels of the
hierarchy above the current work order are not included in this
action.

Edit History Work Order — Use to modify a work order with a

status of CLOSE. Limited fields are available for editing with this
action.

Run Reports — Use to access the Reports available for the

current Application.

Work Order Details Report — Use to activate Reports, create

and print a Details report for the selected record

Print With Attachments — Use to print all documents

associated with a record through Attached Documents

Duplicate Work Order — Use to create a copy of the current

record with the same settings or values, which can then be
modified and saved as a new record. Duplicating a parent work
order duplicates the entire hierarchy.

Delete Work Order — Use to delete the current record from the
MAXIMO database

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 Add to Bookmarks — Use to add the current record to your
personal bookmark list.

WORK ORDER The following standard MAXIMO reports are available for the Work
TRACKING REPORTS Order Tracking Application:

Work Order Material Shortage Report — Calculates the item

availability expected at the time the work order starts using
reservations and expected receipts. Determines if the item’s
expected balance will be sufficient for the planned materials for
the current work order

Work Order Pick Report — Lists items to be picked for

selected work order

Work Order Details Report — Lists details of the selected

record(s).

Work Assignment Report — Lists work order assignments for

Labor by Supervisor or by Locations

Work Order List Report — Lists work order, description, and

status for selected records. Links are available via work order
number to the Work Order Details report for individual work
orders.

Estimated vs. Actual Work Order Costs — Lists a cost

summary of work orders. The report displays estimated and actual
costs for each work order by labor, material, and tools, and
provides totals for these costs.
The above Reports are just the standard reports. Customized Reports can
be developed as needed

Using the Work Order Tracking

Application
Work Order Tracking is intended for maintenance supervisors, planners,
and schedulers to plan, review, and approve work orders. Work orders
are essential elements of maintenance management. Work orders serve to
track both events that have occurred and work that has been performed.
Event tracking consists of recording occurrences of problems and
reporting the downtime resulting from the problem.
Work tracking includes specifying the tasks to be accomplished,
the labor, items, and tools needed to do the work, and the
equipment or Location to be worked on.
CREATING A WORK You create a work order on the Work Order tab of the Work Order
ORDER Tracking Application. You can also use several other Applications to
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 create work orders.
TIP: Indicating a Failure Class and Problem Code on a work order can
help limit the number of duplicates that are entered in the system.
MAXIMO displays a message if the same problem code has already been
entered for the Equipment / Location.
1. Open the Work Order tracking Application.

2. Click the New Work Order button in the Toolbar.

MAXIMO switches to the Work Order tab, displaying an empty
work order record.

3. Enter a description for the work order.

4. (Option) Charge the work order to either a Location, a piece of

equipment, or a GL account by doing one of the following:
Location — Click Detail to access the Equipment /
Location Drilldown and select a Location.
Equipment — Click Detail to access the Equipment /
Location drilldown and select an equipment.
GL account — Click Select Value to access the Account
Navigator and select a GL Account code.

5. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*). Refer to the

Field Help for more information about any of the fields.

6. Click Save.
CREATING A WORK A work plan describes the tasks, labor, materials, and tools needed to
PLAN complete a work order. You can create a work plan two ways:

Associate a job plan with the work order. When you select a job
plan, MAXIMO copies it to the work order. The copy becomes
the work plan. You can make changes to the work plan without
affecting the original job plan it was copied from.

NOTE: MAXIMO can also add a safety plan to the work order if one has
been associated with the job plan.

Create a custom work plan using the Plans tab. Defining a Work
Plan consists of four steps:
1. Defining the Tasks by breaking the job down into steps in
the Tasks table window.
2. Defining the Labor skills and hours on the Labor sub tab.
3. Defining the Materials needed on the Materials sub tab.
4. Defining the Tools needed on the Tools sub tab.

APPLYING A JOB Job plans are templates created in the Job Plans Application.
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 PLAN
1. Open or create a work order record.

2. Click the Detail button on the Job Plan field.

3. Choose Select Value.

The Select Job Plan screen appears, displaying the available Job
Plans for the Equipment/ Location combination if one was
associated earlier.

4. Click Select Record for the job plan.

MAXIMO copies the job plan to the work order. The work plan
can be viewed on the Plans tab.

5. Click Save.
EDITING A WORK When MAXIMO copies a Job Plan to a work order, the Job Plan
PLAN becomes a work plan, which can be edited. Changes made to a Work
Plan do not affect the original Job Plan.
1. Apply a Job Plan as described earlier.

2. Click the Plans tab.

The Tasks table window displays the steps in the Work Plan.

3. Click a Task to select it.

4. Click View Details to open the Row Details form for the task.
a. Edit the fields as needed.
b. Choose one of the following options:
New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

5. Click the Labor, Materials, or Tools sub tab to select it.

6. Click View Details to open the Row Details form for the sub
tab.
a. Edit the fields as needed.
b. Choose one of the following options:
New Row to add another row.
Done to close the Row Details form.
Cancel to cancel the changes

7. Repeat step 6 for each additional sub tab that needs editing.

8. Repeat steps 3 through 7 for each additional task that needs

editing.

9. Click Save.
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 DEFINING WORK If no job plan exists that meets your needs you can create one in the
PLAN TASKS Tasks table window on the Plans tab. The Tasks table window can also
be used to add measurement point data for the work asset.
Task numbers must be unique within each work plan. The system sorts
tasks in numerically ascending order. The task with the lowest number is
the first step in the work plan. The default is for MAXIMO to increment
task numbers by 10, for example 10, 20, 30 and so on. This gives you the
flexibility to add new tasks between existing ones.
1. Open or create a work order.

2. Click the Plans tab.

3. Click New Row.

The Row Details form opens.

4. Enter a Description for the task.

5. Fill in the required fields.

NOTE: Required fields are indicated by an asterisk (*). Refer to the

Field Help for more information about any of the fields.

6. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
DEFINING WORK You use the Labor sub tab on the Plans tab to enter, view, or modify
PLAN LABOR NEEDS planned labor for a work order.
1. Open a work order.

2. Click the Plans tab.

3. Click the Labor sub tab.

4. Click New Row.

The Row Details form opens.

5. (Option) Enter a Task ID in the Task ID field. If there is an

Hours value for this task MAXIMO copies it to the Hours field.

6. Enter a Labor Code by either

Typing a Labor or Craft code.
Clicking Select Value to select a code.
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 7. Enter or modify data as required in the Quantity, Hours, and
Rate fields. MAXIMO calculates the value in the Line Cost field.

8. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

9. Click Save.
DEFINING WORK You use the Materials sub tab on the Plans tab to enter, view, or modify
PLAN MATERIALS planned materials for a work order. The Materials sub tab contains three
NEEDS buttons:
Search Catalogs — Displays a menu, which allows you to search
for items in local inventory or in vendor’s online catalogs.

NOTE: Your System Administrator must configure MAXIMO to be e-

commerce enabled before you can search online catalogs.

Select Spare Parts — Allows you to enter an equipment number

to view the list of spare parts defined in the equipment record.

New Row — Opens the Row Details form, allowing you to

manually enter material needs for the work plan.

To enter materials manually:

1. Open a work order.

2. Click the Plans tab.

3. Click the Materials sub tab.

4. Click New Row.

The Row Details form opens.

5. (Option) Enter a Task ID in the Task ID field.

6. Click the Detail button to select an Item.

7. Fill in the other fields as dictated by your company’s business

rules.

NOTE: Fields that require a value for MAXIMO to save a record are
indicated by an asterisk (*).

8. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

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 9. Click Save.

MATERIALS When you plan materials for a work plan, MAXIMO uses the data to do
INTERACTIONS the following:
Items identified in Item Master as a hazardous material have their
hazard information copied to the Safety Plan tab.

Planned materials are reserved in Inventory when the work order

status is changed to approved (APPR). If the work order status is
unapproved or canceled, the reservations are removed.

Material reservations can be copied to the Materials sub tab of the

Actuals tab when the materials are issued to the work order.
DEFINING WORK You use the Tools sub tab on the Plans tab to enter, view, or modify any
PLAN TOOL NEEDS specialized tool needs for a work order. The tools listed can range from
hand tools to heavy machinery such as cranes. You can also include tools
that your company does not own and might need to rent to complete the
work order.
The procedure for adding Tools data is the same as described in
“Defining Work Plan Materials Needs”
WORK ORDER A work order hierarchy is a group of work orders arranged in parent-
HIERARCHIES child relationships. A work order hierarchy is often used when you have
a large maintenance project that might need to be broken down into
smaller jobs to be completed. Hierarchies allow each smaller job to be
handled as an individual work order, while having a relationship to the
larger project.
Hierarchies allow work order costs to be viewed individually and be
included in the project totals. You can view the Actuals for the parent, as
well as the combined totals of the parent and all of its child work orders
via the View Costs action.
At the highest level of a work order hierarchy, there is one work order
that is the parent. This top-level work order can have one or more child
work orders. Each child work order can have one or more children, and
so on. A child work order can only have one parent. The lowest level of
any branch of the hierarchy is the task level containing the steps that are
defined in a work plan, job plan, or safety plan
BUILDING A WORK To build a hierarchy you create a parent work order, then create or
ORDER HIERARCHY associate child work orders. For example, your company has decided to
change to more energy efficient lighting, which requires re-lamping the
entire plant. You might create a child work order for each building
Location. This allows you to track the costs of the work done at each
building Location and also keep a running total of costs for re-lamping
the plant.
You can create a work order hierarchy in a number of different ways
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 including:
Building a hierarchy in the Plans tab
Applying a route to a single work order
Generating a work order hierarchy from a PM hierarchy
You can use the Plans tab to view and modify hierarchies regardless of
how they were created. Once work orders have been grouped into
hierarchies, you can easily change all statuses, view all estimated and
actual costs, and put all work orders into a sequence so that workers can
perform tasks in a defined order. You can also move a work order to
another hierarchy.
ASSOCIATING You can associate existing work orders with a hierarchy, or change the
EXISTING WORK hierarchy association of a child work order using the Assign to New
ORDERS WITH A Parent action.
HIERARCHY
1. Open or create a work order record.
2. Choose Assign to New Parent from the Action menu.
The Assign To New Parent screen appears.
3. Click Select Record for the new parent.
MAXIMO displays a message in the Navigation bar, and the
Parent WO field displays the new parent work order.
4. Click Save.
BUILDING A You use the Task table window on the Plans tab to add Tasks to a work
HIERARCHY ON THE order. Each of these tasks can also be a child work order, and MAXIMO
PLANS TAB assigns each task its own work order number. You can view the work
order number for a task in the Reference WO field.
1. Open or create a work order record.

2. Click the Plans tab.

3. Click New Row.

The Row Details form opens. Note the work order number in the
Reference WO field.

4. Enter a Description for the Task. This description is copied to

the child work order.

5. (Option) Enter an Equipment or Location.

6. Fill in the other fields as dictated by your company’s business

rules.

NOTE: Fields that require a value for MAXIMO to save a record are
indicated by an asterisk (*).

7. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

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 8. Click Save.
APPLYING A ROUTE A route can be applied to a work order or specified on a PM. When you
TO A WORK ORDER apply a route, the original work order is the parent and the route stops are
child work orders, which can have job plan tasks associated with them.
1. Open or create a work order record.

2. Choose Apply Routes from the Action menu.

The Apply Route screen appears.

3. Click Select Record to select a route.

MAXIMO copies the route to the Plans tab of the work order.

4. Click Save.
GENERATING A WO PM hierarchies group Equipment or Locations with the same PM
HIERARCHY FROM A schedules in parent-child relationships. When you generate work orders
PM HIERARCHY from a PM that is the part of a hierarchy, work orders are generated for
the entire hierarchy. You generate PM work orders in the Preventive
Maintenance Application, and can view the work orders in Work Order
Tracking
NAVIGATING WORK You view and navigate a work order on the Plans tab. The Parent WO
ORDER field displays the parent work order. Child work orders are visible in the
HIERARCHIES Task table window.
To move from a parent work order to a child work order:

1. Click View Details for the Task.

The Row Details form opens.

2. Click the Detail button for the Reference WO field.

The menu shows the parent work order.

3. Select Move to:

MAXIMO moves to the child work order.

To move from a child work order to a parent work order:

1. Click the Detail button for the Parent WO field.

The menu shows the parent work order.

2. Select Move to:

MAXIMO moves to the parent work order.

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Parent WO
selected to view.
Child WO listed in
Reference WO#
field when a Task is
Selected
Parent Work Order #

Reference WO#, (Child)

Child WO Selected
to view

DOWNTIME MAXIMO lets you report both planned and unplanned downtime:
REPORTING
Planned downtime — the equipment is scheduled to be down
and available for maintenance work to take place.

Unplanned downtime — the equipment goes down

unexpectedly.
Reducing unplanned downtime saves you money. To reduce costs caused
by unplanned downtime, you can use Work Order Tracking to report
downtime, then analyze downtime trends and take action to reduce
unplanned downtime in the future, for example by increasing your
preventive maintenance schedule
TYPES OF MAXIMO recognizes two types of downtime:
DOWNTIME
Operational — occurs during a time when the equipment would
normally be in use and causes work or production to stop.

Non-operational — occurs during a time that does not stop work

or production, even though the equipment is down. For example,
if a production line is down during the night shift, but does not
normally run during that shift.

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 REPORTING In order to report downtime, an equipment number must be specified on
DOWNTIME the work order. MAXIMO records downtime after the fact, once the
work order has been completed
1. Open a work order record using the Search tab.

2. Choose Report Downtime from the Actions menu.

The Report Downtime screen appears.

3. Enter a Start Date and Time.

4. Enter an End Date and Time.

The default is the current date and time. MAXIMO calculates the
Hours field value.

5. Select a Downtime Type.

6. Click OK.
RECORDING You use the Actuals tab to enter, view, and modify the actual work order
ACTUALS job tasks, and usage of labor, materials, services, and tools.
The work order must be approved before you can report actuals.
To report Actuals for labor, material, and tool usage, click the
appropriate subtab.
COPYING LABOR You can copy the planned labor from the work plan to the Actuals tab
FROM A WORK and then edit the fields to reflect the actual hours required to complete the
PLAN work order
1. Open an approved work order using the Search tab.

2. Click the Actuals tab.

3. Click the Labor sub tab.

4. Click Planned Labor.

The Planned Labor screen appears.

5. Select rows by doing either of the following:

Click Select All to select all the rows.
Select individual rows by checking the box next to the
row.
You can select more than one row. If you select a row in error,
click it again to clear the check box.

6. Click OK.
MAXIMO returns the values to the Labor sub tab.

7. To edit the values for a row:

a. Click View Details
The Row Details form opens.
b. Edit the fields as necessary.
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 c. Choose one of the following options:
New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

8. Repeat step 7 for each row that needs editing.

9. Click Save.
RECORDING If the work plan did not estimate Labor hours, or there were additional
UNPLANNED LABOR Labor needs on the work order, you can add additional rows to the Labor
ACTUALS sub tab’s table window to record the Labor hours used.
1. Open an approved work order using the Search tab.

2. Click the Actuals tab.

3. Click the Labor sub tab.

4. Click New Row

The Row Details form opens.

5. Fill in the fields as dictated by your company’s business rules.

NOTE: Fields that require a value for MAXIMO to save a record

are indicated by an asterisk (*).

6. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
COPYING You can copy the planned materials from the work plan to the
MATERIALS FROM A Actuals tab and then edit the fields to reflect the actual materials
WORK PLAN required to complete the work order.
1. Open an approved work order using the Search tab.

2. Click the Actuals tab.

3. Click the Materials sub tab.

4. Click Reserved Items.

The Reserved Items screen appears.

5. Select rows by doing either of the following:

Click Select All to select all the rows.
Select individual rows by checking the box next to the
row
You can select more than one row. If you select a row in error,
click it again to clear the check box.
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 6. Click OK.
MAXIMO returns the values to the Materials sub tab

7. To edit the values for a row:

a. Click View Details
The Row Details form opens.
b. Edit the fields as necessary.
c. Choose one of the following options:
New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

8. Repeat step 7 for each row that needs editing.

9. Click Save.
COPYING TOOLS You can copy the planned tools from the work plan to the Actuals tab and
FROM A WORK then edit the fields to reflect the actual tools required to complete the
PLAN work order.
Do the same steps as Planned Materials above but select the Tools Tab
and click on Planned Tools
ADDING A SAFETY When you apply a job plan to a work order, or generate a work order
PLAN TO A WORK from a Condition Monitoring or PM record with an associated job plan,
ORDER MAXIMO copies safety information from the job plan to the work order.
This safety information can be viewed on the Safety Plan tab.
You add a safety plan to a work order to help ensure that the work is
performed safely. Safety Plans are one way to provide workers with
information about identified hazards and precautions they can take
against those hazards.
NOTE: The ability to add safety information after a work order’s status
has changed from WAPPR is set by your System Administrator.
There are three ways to insert a safety plan on a work order:
Applying an existing Safety Plan to a work order.
Select Select Safety Hazards from the Actions menu
Create a safety plan in the Safety Plans tab.
APPLYING AN You can apply an existing Safety Plan to a work order. Safety Plans are
EXISTING SAFETY defined in the Safety Plan Application.
PLAN TO A WORK
ORDER NOTE: If there is already a safety plan applied to the work order, you
must remove it before you can insert a new one.
1. Open or create a work order record.

2. Click Detail for the Safety Plan field.

3. Choose Select Value.

The Select Safety Plans screen appears.
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 4. Click Select Record to select a plan.
MAXIMO copies the plan to the work order.

5. Click Save.
EDITING SAFETY Safety Plans created in the Safety Plans Application are similar to Job
INFORMATION Plans, they are templates that can be copied to work orders.
Once the Safety Plan has been applied, you can add, edit, or delete plan
information on the work order without affecting the original Safety Plan.
Your System Administrator determines which work order statuses allow
editing of Safety Plan information.
SELECTING SAFETY You can use the Select Safety Hazards action to view and select hazards
HAZARDS for related assets of the equipment and Location listed on a work order.
Related assets are defined in the Equipment and Location records.
Selecting Safety Hazards allows you to provide workers with additional
information about hazards that can be in the surrounding area.
1. Open or create a work order record.

2. Click the Safety Plans tab.

3. Select Select Safety Hazards from the Actions menu.
The Select Safety Hazards screen appears displaying the
equipment and/or Location, related assets and their associated
hazards.

4. Click the table row in the Related Assets table to select it.
MAXIMO displays the Hazards associated with the asset in the
Hazards table window.

5. Select Hazards by doing either of the following:

Click Select All.
Select Hazards by checking the box next to the row.

You can select more than one Hazard. If you select a

Hazard in error, click it again to clear the check box.

6. Click Apply to Work Order.

7. (Option) Select another Related Asset and repeat steps 5 and 6

8. Click OK.
MAXIMO copies selected Hazards, Precautions, and Tag Outs to
the Safety Plan tab.
CREATING A SAFETY You can use the Safety Plan tab to apply Safety Hazards, Safety
PLAN IN WORK Precautions, and Lock Out / Tag Outs to your work order. This safety
ORDER TRACKING information is defined in Applications in the Plans module
1. Open or create a work order.

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 2. Click the Safety Plan tab.

3. Select a sub tab.

4. Click New Row.

The Row Details form opens.

5. Fill in the fields as dictated by your company’s business rules.

NOTE: Fields that require a value for MAXIMO to save a record

are indicated by an asterisk (*).

6. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
FAILURE Failure reporting is a long-term process where you gather data about
REPORTING failures so that you can analyze trends and take steps to avoid problems
in the future. For example, in looking back over the failure reports for a
pump, you might notice that the pump often breaks down about one week
before its monthly preventative maintenance check is scheduled. You
might decide to change the frequency of the PM checks to every other
week, rather than every four weeks
Failure data for Equipment and Locations is recorded on their work
orders. This failure data must belong to one or more failure hierarchies,
which you create in the Failure Codes Application
A failure hierarchy is an organized set of Problems, Causes, and
Remedies related to equipment and Location failures. The failure
hierarchy is identified by its top-level component, called a Failure Class.
There must be an associated failure class for each equipment or Location
that you want to report failures for. This association is made in the
Equipment and Locations Applications
TIP: Indicating a Failure Class and Problem Code on a work order can
help limit the number of duplicates that are entered in the system.
MAXIMO displays a message if the same problem code has already been
entered for the equipment/Location

Failure Class and Problem Codes for

LAUSD
LAUSD is using only the Failure Class and Problem Codes for Failure
Reporting. These two codes will be used to route the Trouble Call as
before.
FAILURE CLASS CRPNTRY = Carpentry Failure Class
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 EXAMPLE

PROBLEM CODE MO-AA-05 = Acoustical Tile Needs Repair / Replace

EXAMPLE
CODE BREAKDOWN MO = Maintenance Department (MO=Maintenance & Operations,
OF PROBLEM CODE OP=Operations, CS=Central Shops)
FOR ROUTING
AA = Craft (AA=Carpentry, etc.)

05 = Work Category (05=Acoustical Tile Needs Repair / Replace, etc.)

The above would be routed to Maintenance & Operations, Carpentry
dept, Acoustical Tile, Repair/Replace
RECORDING You report failures on the Failure Hierarchy tab, using failure hierarchies
FAILURE DATA that were created in the Failure Codes Application.
You build the failure report by entering codes for a Problem, Cause, and
Remedy for the failure
NOTE: You can also enter and view a Failure Class and Problem Code
on the Work Order tab.
NOTE: If you encounter a Problem, Cause, or Remedy that are not listed
in MAXIMO, use the Failure Codes Application to add the data to the
failure hierarchy, then return to Work Order Tracking to complete your
failure reporting. You must have Signature Approval to the Failure
Codes Application to make additions or changes
1. Open or create a work order record.

2. Click the Failure Reporting tab.

3. Click Select Value to select a Failure Class if MAXIMO has

not copied one from the Equipment or Location record.

4. Click Select Value to select a Problem.

5. Click Select Value to select a Cause.

6. Click Select Value to select a Remedy.

7. Click Save.
CONDUCTING Failure analysis is the process by which you examine equipment failure
FAILURE ANALYSIS history, reported over a significant period of time. Use any equipment or
Location failure reports to look for breakdown trends, average time
between failures, and so on
By correlating this failure information with other data available to you,
for instance, preventive maintenance schedules for a piece of equipment
or Location, you can develop ways to reduce or limit equipment failures
in the future. For example, you might want to review your preventive

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 maintenance schedule, or you might be able to identify a branch of faulty
inventory items

Quick Reporting Application

You can use the MAXIMO Quick Reporting Application to create or
report on open work orders or small jobs. You can enter actual labor and
material usage information, or report events such as equipment failures or
downtime that do not involve maintenance department work.
Quick Reporting allows personnel to report on open work orders, or
small jobs that might not have had a pre-existing work order. The Quick
Reporting Application contains a portion of the fields available in
Work Order Tracking, simplifying the creation of work orders. You
can quickly enter actual labor, materials, or tool usage, or report events
such as equipment failures or downtime in which no maintenance
department work is involved
You can access the Quick Reporting Application by selecting the Work
Orders icon on the MAXIMO Start Center and then choosing Quick
Reporting or by using the Go To link
Generally the Quick Reporting Application is used to report work that
has already been completed without a Work Order.
QUICK REPORTING
MAIN SCREEN

QUICK REPORTING There are three tabs on the Quick Reporting application screen:
TABS
Search — Use to search the database using any combination of
available fields.

Quick Reporting — Use to enter, view, or modify work orders,

record Actuals for labor, materials, and tools, record meter
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 readings, and perform failure reporting.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.

QUICK REPORTING The following actions are available from the Quick Reporting Action
ACTIONS Menu.
Change Status — Use to change the status of a record. If the
action is selected from the Results subtab of the Search tab, you
can change the status of all selected records as a batch action

Route Work Order — Used to Route Work Order

Stop Workflow — Use to stop the Workflow approval process

and remove the document from Workflow. Workflow is an
optional component of MAXIMO.

View Workflow Help — Use to view a Help topic for the

Workflow In Box

View Status / Workflow History — Use to view the status

change history and Workflow information for a work order.
Workflow is an optional component of MAXIMO.

Generate Follow-up Work — Use to create a new work order

when you complete a job but there is additional work needed on
the same equipment or Location, beyond the work described in
the original work order.

Apply Route — Use to apply a route to a work order. Route

stops are displayed on the Plans tab.

Assign to New Parent — Use to assign the work order to a new

parent work order.

Move Equipment — Use to move a piece of equipment to a new

location within the same site or to another site in the organization,
or associate a new parent

Remove Work Plan — Clears Work Plan

Select Safety Hazards — Use to select hazards from the lists

defined for individual assets on a Safety Plan.

Remove Safety Plan — Use to remove an existing Safety Plan

on a work order before inserting a new Safety Plan.

Report Downtime — Use to report equipment downtime.

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 View Follow-up Work — Use to view a list of follow-up work
orders for the originating work order.

View PO Information — Use to view a read-only list of all

purchase orders that were generated for work order items, and
services received against the work order.

View Costs — Use to view estimated and actual cost totals for
the selected work order.

View Entire Plan — View the work plan for the entire hierarchy
(children and tasks) below the current work order. Levels of the
hierarchy above the current work order are not included in this
action.

Edit History Work Order — Use to modify a work order with a

status of CLOSE. Limited fields are available for editing with this
action.

Run Reports — Use to access the Reports available for the

current Application.

Work Order Details Report — Use to activate Reports, create

and print a Details report for the selected record

Print With Attachments — Use to print all documents

associated with a record through Attached Documents

Duplicate Work Order — Use to create a copy of the current

record with the same settings or values, which can then be
modified and saved as a new record. Duplicating a parent work
order duplicates the entire hierarchy.

Delete Work Order — Use to delete the current record from the
MAXIMO database

Add to Bookmarks — Use to add the current record to your

personal bookmark list.

For additional information about using these Actions, refer to the

Help.

QUICK REPORTING The following reports are available for the Quick Reporting application:
REPORTS
Quick Reporting List Report — Lists work order, description,
and status for selected records. Links are available via work order
number to the Work Order Details report for individual work
orders.

Work Order Details Report — Lists details of the selected

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 record(s).

Using the Quick Reporting

Application
Quick Reporting contains a portion of the fields available in Work Order
Tracking, and can be configured by your System Administrator to meet
the needs of your site. It is designed to allow you report the work done on
an open work order or a small job that might not have had a pre-existing
work order, or to report equipment failures/downtime in which no
maintenance department work is involved.
You can create a work order with Quick Reporting when unplanned
maintenance work is required immediately on a shop floor or other work
area. For creating work orders that require planning or scheduling, or for
adding additional data to a work order created through Quick Reporting,
use the more detailed Work Order Tracking application.
CREATING A WORK Use the following procedure to create a work order from the Quick
ORDER IN QUICK Reporting application.
REPORTING
1. Open the Quick Reporting application.

2. Click New Work Order.

MAXIMO switches to the Quick reporting tab, displaying an empty

work order.

3. Fill in at least one the following required fields:

Equipment
Location
GL Account

4. (Option) The Reported Date field displays the current date, but
you can edit it.

5. (Option) You can enter a work plan. See “Creating a Work Plan”
on page 67 for more information.

6. (Option) If the work order is for a piece of equipment, you can

enter meter readings. See “Entering Meter Readings” for more
information.

7. (Option) You can enter Actuals for labor, materials, or tools.

See “Reporting Actuals” for more information.

8. Click Save
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 ENTERING METER If the work order is for a piece of equipment, you can enter meter
READINGS readings on the Meters subtab.

1. Open or create a work order in Quick Reporting.

2. Click the Meters subtab

3. Enter or edit the measurement data

4. Click Save

REPORTING Quick Reporting work orders are created with a status of WAPPR, which
ACTUALS changes to INPRG when saved. If you are creating a work order after the
job has been completed, you must save the work order before you can
report Actuals for labor, materials, or tools.
REPORTING ACTUAL You can also use Quick Reporting to record Actuals for any approved
LABOR FOR LAUSD work order, regardless of where it was created.

1. Open or create a work order in Quick Reporting.

2. Select an Actuals subtab (Labor, Materials or Tools)
3. Click New Row on the Actuals subtab

The Row Details form open

4. Fill in the other fields as dictated by your company’s business

rules.
a. Labor Code
b. Start Date
c. If Start Time is listed, enter value. Skip “e” if values are
used. Maximo will calculate Actual time.
d. Finish Time if listed (BE SURE TO ENTER TIME IN
APPROPRIATE FORMAT, USE A SPACE AFTER
HOUR BEFORE AM OR PM)
e. Number of Hours worked for that Work Order, (BE
SURE TO CORRECT FOR ANY LUNCH TIME
TAKEN)
f. Number of Hours of Overtime if used
g. Work Type
h. Location if not already assigned
i. Any additional comments in the Additional Comments
field. This is where the answers to the questionnaire
j. Click the “NEW ROW” button to repeat above for each
Labor Code and for each Work Day
k. Click the “DONE” button when all records have been
entered
l. SAVE record

NOTE: Fields that require a value for MAXIMO to save a record are
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 indicated by an asterisk (*).

5. Choose one of the following options:

New Row — to add another row.

Done — to close the Row Details form.
Delete — to delete the row before Saving record

6. Do item #4 for every day for each Work Order

CORRECTING AN If an error was made on an entry, do a reversal for that Work Order,
ACTUAL LABOR employee and Date.
ENTRY
Same as in a checkbook, use a NEGATIVE value for the number of
Hours
REPORTING ACTUAL Same process as in Work Order Tracking
MATERIAL
CORRECTING AN Use the Return to Stock process. Must use an Issue Type of “RETURN”
ACTUAL MATERIAL
ENTRY

Work Requests Application

The Work Requests Application is a greatly simplified version of the
Work Order Tracking Application, and provides another way for you to
request maintenance work from your computer
Work Requests is a self-service Application, designed to be used by both
experienced and novice users who need to log work requests. It includes
on-screen instructions to guide you through each of the processes
You can access the Work Requests Application by selecting the Work
Orders icon on the MAXIMO Start Center and then choosing Work
Requests or by using the Go To link

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 WORK REQUESTS
MAIN SCREEN

WORK REQUESTS Information entered in the Work Requests application is used to generate
AND OTHER work orders, which can then be accessed from the Work Order Tracking,
APPLICATIONS Quick Reporting, and Labor Reporting applications.
WORK REQUESTS The following reports are available for the Work Requests application:
REPORTS
Work Request List Report — Lists work order, description, and status for
selected records. Links are available via work order number to the Work
Order Details report for individual work orders.

Using the Work Requests

Application
The Work Requests application is designed primarily for maintenance
department customers anywhere in a facility who might need to report
problems that require corrective maintenance activity. Work Requests
contains:

a search screen to search for your own and other’s work requests
a single, simplified screen where you can enter new work request

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WORK REQUESTS
ADD/SEARCH
SCREEN

SEARCHING When you open Work Requests, MAXIMO displays the Search page
REQUESTS with a default results set showing the work requests you have entered.
You can use this Search page to query for your own and other’s work
requests.

1. Enter values in any combination of the available fields.

2. Click Find.
MAXIMO displays the results of your search.

CREATING A WORK When a person places a work request, a work order number is
REQUEST automatically assigned in the Request # field, and the work order is
automatically assigned a status of WAPPR (waiting for approval).
Planners, dispatchers, and maintenance personnel can then review all
work orders that are WAPPR and act accordingly.

1. Open the Work Requests application.

.
2. Click New Work Request
MAXIMO switches to the Work Requests page.

3. Enter information about the problem or work needed in the fields

provided. You must list either a location or a piece of equipment

NOTE: Fields that require a value for MAXIMO to save a record

are indicated by an asterisk (*). See the Help for more
information about any of the fields.
4. Click one of the following options:

Submit — to submit your completed work request.

Reset — to clear your entries.
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 Cancel — to cancel the work request without sending it.

LAUSD WORK 1. Click the “New Work Request” button

REQUEST DETAIL 2. Reported Date field auto populates
DATA ENTRY 3. Enter a Location Code
4. Enter Location’s Phone Number
5. Local M&O District will Auto Populate from Location entry
6. Enter Requestor’s Name
7. Enter Requestor’s Title
8. Enter a short Description of Trouble Call
9. Enter any additional comments
10. Enter or Select a Failure Class from list
11. Enter or Select a Problem Code from list
12. Enter or Select a Cause Code from list
13. Enter or Select a Craft Code from list
14. Enter or Select a Work Type
15. Enter a Work Order Priority
16. Enter or Select a Tracking Code
17. Enter or Select an Equipment Number if required
18. Operator to Requestor Questionnaire. The answers to these
questions will be added to the Additional Comments field
19. Use existing Troubleshooting Tools book for nomenclature
explanations. At a later time most of this information will be
added to Maximo
20. Click Submit (also saves record)
VIEWING WORK To view a work request from the search results click the Request link for
REQUEST the record.
MAXIMO displays a new page with three tabs:

Details — Shows the request details, including scheduling

information and costs.

History — Shows the status history and Workflow history of the

request.

Map — Shows the progress of the request in Workflow.

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WORK REQUEST
DETAIL SCREEN

EDITING WORK In general, any field that is not read-only (blue) can be edited.
REQUESTS The following fields can be edited only under certain conditions:

Problem Code — If the equipment has a problem code

associated with it, you can edit that value until the work order is
approved.

Work Order Status — Once a work order with a WAPPR status

is changed, the work order status cannot be changed back to
WAPPR.

The work order status cannot be edited if the status changes are under the
control of the Workflow application.

Equipment / Location — The Equipment and Location fields

can only be edited if the work order status is WAPPR.

Labor Reporting Application

The Labor Reporting Application is used to report the type and total
numbers of hours of work performed. This Application is designed to
report labor hours by worker or craft instead of by work order. You can
use the Labor Reporting tab for "timecard" reporting
You can access the Labor Reporting Application by selecting the Work
Orders icon on the MAXIMO Start Center and then choosing Labor
Reporting or by using the Go To link

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 LABOR REPORTING
MAIN SCREEN

LABOR REPORTING There are three tabs on the Labor Reporting Application screen:
TABS Search — Use to search the database using any combination of
available fields.

Labor Reporting — Use to report actual labor usage.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
LABOR REPORTING The following actions are available from the Labor Reporting Action
ACTIONS Menu.
Create Service Receipts — Use to create a service receipt for contract
labor hours. This action is an alternate to recording service receipts in the
Receiving Application.

Approve Labor — Use to approve the selected row in the Daily Time
table window.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using the Labor Reporting

Application
The Labor Reporting Application is used to report labor Actuals for
Labor and Crafts. The labor usage you report here in included in when
calculating totals for labor Actuals in the Work Order Tracking
Application.
There are two functional differences between this Application and the
Actuals tab in the Work Order Tracking Application:
Labor Reporting is used to report labor hours by Worker or Craft
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 instead of by work order. So, if a worker or group of workers
(Craft) has worked on 10 work orders in a day, you can report the
work on one tab, rather than individually by work order.

Reported labor with the types WORK (actual work time), TRAV
(travel time), or WMATL (waiting materials) must have a charge
value. The labor can be charged against a work order, equipment,
Location, or GL Account code. Any other work type does not
require a charge value.
You can search by either Labor or Craft in the Labor/Craft field on the
Search tab. Enter the code for the person or craft performing the work.
NOTE: Your system administrator can restrict user access to certain
labor or craft records in Signature Security
REPORTING WORK The Daily Time table window is used to report labor hours by worker or
ORDER HOURS BY craft instead of by work order. This streamlines the reporting process
LABOR OR CRAFT when more than one work order has been worked in a day.
1. Open the Labor Reporting Application.

2. Open a Labor or Craft record using the Search tab.

3. Click New Row in the Daily Time table window:

The Row Details form opens.

4. Click Detail to select a Work Order.

MAXIMO copies work order data to the Row Details form.

5. Fill in the other fields as dictated by your company’s business

rules. You can edit values that are not read-only (blue).
a. Work Order Number
b. Start Date
c. If Start Time is listed, enter value. Skip “d” if values are
used. Maximo will calculate Actual time.
d. Skip if using Start Time and Finish Time, otherwise enter
number of Hours worked on that Work Order for that day
e. Finish Time if listed (BE SURE TO ENTER TIME IN
APPROPRIATE FORMAT, USE A SPACE AFTER
HOUR BEFORE AM OR PM)
f. Number of Hours of Overtime if used
g. Work Type
h. Location is not displayed but listed on Work Order
i. Craft
j. Any additional comments in the Additional Comments
field. This is where the answers to the questionnaire
k. Any GL Account numbers if appropriate

NOTE: Fields that require a value for MAXIMO to save a record

are indicated by an asterisk (*).
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 6. Choose one of the following options:
New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.

RECORDING DAILY Daily Attendance is an optional table window that can be used to track
ATTENDANCE employee’s attendance records. Unlike the Daily Time table window,
which is used to track time spent on specific tasks, Daily Attendance
simply tracks time spent on the job for the current craft or labor record.
You can use the Daily Attendance table window for "timecard" reporting.
NOTE: You cannot enter Daily Attendance records for Crafts.
1. Open the Labor Reporting Application.

2. Open a Labor record using the Search tab.

3. Click New Row in the Daily Attendance table window:

The Row Details form opens.

4. Enter the following required data:

Start Date — The date on which the employee started the
day’s work. The default is the current system date.
Start Time — The time at which the employee punched
in or began work for the day.
Finish Time — The time at which the employee punched
out or finished work for the day

MAXIMO calculates the Hours, based on the Start Time and

Finish Time.

5. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

6. Click Save.

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PREVENTIVE MAINTENANCE MODULE
The Preventive Maintenance module consists of a single Application,
Preventive Maintenance.
Preventive maintenance (PM) work is often repetitive work performed to
keep equipment running efficiently. Using PMs can help you to plan for
regular maintenance work by planning the labor, material, and tool needs
of your regularly scheduled maintenance and inspection work orders.
PM records can serve as templates for work orders and other PM records.
You can identify work assets, add job plan and scheduling information to
a PM, and then generate work orders or other PMs that contain the same
information. You can build PM hierarchies to generate work order
hierarchies for complex jobs.
You can streamline the PM process further by using master PMs.
Updates to a master PM can be copied automatically to all PMs
associated with the master PM.

Preventive Maintenance Application

Many Locations and pieces of equipment require periodic maintenance to
ensure uninterrupted efficiency and to guard against breakdowns. You
can use the Preventive Maintenance (PM) Application to create PM
records and generate work orders from them. A PM record specifies work
to be performed regularly based on elapsed time or on meter readings
You can access the Preventive Maintenance Application by selecting the
PM icon on the MAXIMO Start Center and then choosing Preventive
Maintenance or by using the Go To link
PM MAIN SCREEN

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 PREVENTIVE There are seven tabs on the PM Application screen:
MAINTENANCE TABS
Search — Use to search the database using any combination of
available fields.

PM — Use to enter, view, or modify Preventive Maintenance

records and associate them with equipment, Locations, or GL
accounts.

Frequency — Use to enter, view, or modify scheduling criteria to

use when generating work orders. Also use to enter meter
readings.

Job Plan Sequence — Use to enter, view, or modify sequences

of job plans and associate them with PM records.

PM Hierarchy — Use to enter, view, or modify PM hierarchies

to generate scheduled work order hierarchies.

Master PM — Use to enter, view, or modify PM scheduling

templates and insert and update associated PM records.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
PREVENTIVE The following actions are available from the Preventive Maintenance
MAINTENANCE Action Menu
ACTIONS
View Sequence — Use to view a PM’s Job Plan sequence.

Generate Work Orders — Use to generate work orders from selected

PM record(s)

Set PM Counter — Use to set or reset the Counter field on the

Frequency tab.

Create Associated PMs — Use to create associate PMs from a Master

PM.

Update Associated PMs — Use to update information on associate PMs

if changes have been made to the Master PM.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attached Documents — Use to print all documents

associated with a record through Attached Documents

Duplicate PM — Use to create a copy of the current record with the

same settings or values, which can then be modified and saved as a new
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 record.

Delete PM — Use to delete the current record from the MAXIMO

database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using Preventive Maintenance

PM records are templates that contain job plan and scheduling
information for your work assets. You copy this information to other PM
records or to work orders you generate from the PM records.
You can use PM records to plan the labor, materials, and tools needed for
any preventive maintenance, periodic maintenance, or periodic
inspections or certifications. PM records can also be generated on a
seasonal basis, for equipment that is not used year round.
Master PM records are templates for other PM records, called associated
PM records. A master PM does not generate work orders. You use non-
master and associated PM records to generate work orders. You can also
organize non-master PM records into PM hierarchies, from which you
generate corresponding work order hierarchies.
You can use PMs to track non-preventive maintenance that you still need
to figure into your maintenance schedule, for example periodic
inspections.
CREATING A PM A PM specifies the job plan that defines the work to be performed, and
the frequency criteria according to which it is to be performed.
Creating a PM NOTE: You can set up a PM record for either a piece of equipment or a
Record Location, but not both.
1. Open the PM Application.

2. Click the New PM button in the Toolbar.

3. Enter a unique identifier in the PM field and a description.

Click the Long Description button if you need more space.

4. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

5. Click Save.
CAUTION: You must set a frequency for a PM before MAXIMO can
generate work orders from it.
SETTING PM Frequency is the number of days or meter units that should elapse
FREQUENCY between the generation of preventive maintenance work orders from a
master PM. You can create a PM schedule to generate work orders based
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 on elapsed time between work orders or changes to equipment meter
readings over time, or both.
Usually, a PM schedule for a Location measures only elapsed time
between work orders. A typical PM schedule for equipment measures
both elapsed time between work orders and changes to meter readings. If
frequency is based on meter units, MAXIMO checks service hours and
miles on the Meters tab of the Equipment record.
1. Create a PM

2. Click the Frequency tab.

3. Fill in the required fields and any optional fields.

CAUTION: The First Start Date field must be filled in to

activate the PM.

4. Click Save.
MASTER PMS Master PM records are templates for other PM records, called associated
PM records. You can create associated PM records from master PM
records, or make associations between existing PM records and a master
PM. You can use the scheduling information on a master PM record to
update its associated PM records
A Master PM does not generate work orders like a regular PM. Instead,
it controls certain aspects of its associated PMs
CREATING A To create a master PM, follow the procedure described in “Creating a
MASTER PM PM” and check the Master PM? box next to the description field. Once
you have created a master PM, you can create associated PM records
CREATING Associate PM records are records for individual pieces of equipment or
ASSOCIATED PMS Locations covered by the job plan of a master PM. For example, you
create a master PM for regular oil changes for a certain model truck.
Using that master PM, you would then create one associate PM for each
of the trucks of that model in your fleet
Associate PMs can be created in two ways:
Create associate PMs from a master PM using the Create
Associated PMs action.

Associate existing PMs with a master PM by entering an

identifier in the record’s Master PM field.
Once associated with a master PM, updated scheduling information can
be passed from the master PM to the associate PMs using the Update
Associated PMs action.
GENERATING A PM A master PM record specifies work to be performed regularly based on
WORK ORDER elapsed time or on meter readings that can indicate service hours or
mileage. A master PM does not generate work orders

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 You use non-master and associated PM records to generate work orders.
Once generated, a PM work order is processed in Work Order Tracking
and Quick Reporting
NOTE: Frequency of a PM must be set before a PM work order can be
generated from the PM
To generate work orders from one or more PM records from the Results
sub tab of the Search tab:

1. Select one or more records by either:

Clicking a single PM record to open it.
Selecting multiple PMs by checking the box next to the
row. If you select a PM in error, click it again to clear the
check box.

2. Choose Generate Work Order from the Actions menu.

3. Enter a number in the Generate WOs Due Today Plus Next

field. For example, to generate work orders for the next week,
enter " 7."

4. Click OK.
MAXIMO displays a message with the work order numbers of
the work orders that have been generated.

5. Click OK
PM HIERARCHIES A PM hierarchy is a group of PMs arranged in parent-child relationships,
much like a work order hierarchy. You use PM hierarchies to generate
hierarchies of scheduled work orders. At the highest level of a PM
hierarchy, there is one PM that is the parent. This top-level PM can have
one or more child PMs. Each child PM can have one or more children,
and so on. A child PM can only have one parent PM
You use PM hierarchies to generate work order hierarchies. Because you
cannot generate work orders from a master PM, master PM records are
never part of a PM hierarchy. You can add a sequence number to each
PM in a PM hierarchy; the sequence number is copied to work orders you
generate from the PM
You cannot delete a PM record that is part of a hierarchy. PM records
that have a parent or child PMs must be removed from their hierarchies
before you can delete them
SEASONAL PMS A seasonal PM is a master PM record that is shut down for a period of
time to accommodate changing equipment or Location needs. After the
work is completed for the season, you can reset the master to be dormant
until the season returns
You might use seasonal PMs related to seasonal work such as air
conditioning maintenance, or servicing snow removal equipment

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 To reset a master PM for seasonal work, change the First Start Date
field to the date you want to begin generating work orders again. The
system resets the Counter field to 0 when you enter the current date or a
future date in the First Start Date field

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INVENTORY MODULE
Managing inventory is an important part of maintaining any facility. The
Inventory module in MAXIMO tracks materials needed for maintenance.
MAXIMO keeps track of items in stock, indicates when stock falls below
user-defined reorder points, creates purchase requisitions and purchase
orders to restock needed items, and tallies items received.
Inventory is one of the central modules in MAXIMO. It functions in a
dynamic relationship with the Preventive Maintenance, Work Orders,
Purchasing, and Equipment modules, and with the Companies
Application in the Resources module. These other modules affect the
quantity of items in inventory, identify where those items are used, as
well as who sells them to your company.
The MAXIMO Inventory module works to balance two opposing
objectives:
Maximizing the availability of items for upcoming work tasks.

Reducing the outstanding inventory balances and related carrying

costs.

The goal is to find a balance of inventory stock that allows for

maintenance work to be performed with minimum delays due to
unavailable materials, without keeping unnecessary or seldom used items
in stock.

The Inventory Module contains the following Applications:

Inventory — Used to manage items in inventory, including

tracking stock levels, reordering items, and tracking rotating
equipment.

Item Master — Used to define inventory items, and add them to

storerooms.

Storerooms — Used to define storeroom locations, and view a

read-only list of items stocked at each storeroom location.

Issues and Transfers — Used to issue stock from inventory

(with or without a work order), and to transfer stock from one
storeroom location to another.
When using the Inventory Applications you first define your Storerooms
and define items to be stocked there using the Storerooms and Item
Master Applications. You then create a master list of items that are
stocked in each storeroom using the Item Master Application.

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 You use the Inventory Application to manage stock levels and reorder
items. You track the movement of items into and out of inventory with
the Issues and Transfers Application, the Work Order Tracking
Application in the Work Order module, and the Receiving Application in
the Purchasing module.

Inventory Application
An important part of maintenance management is keeping track of
inventory. The Inventory Application keeps track of items (stocked,
nonstocked, and special order items) and indicates when stock falls
below a specified reorder point so you know when to reorder.

You can access the Inventory Application by selecting the Inventory icon
on the MAXIMO Start Center and then choosing Inventory or by using
the Go To link.
INVENTORY MAIN
SCREEN

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INVENTORY TABS There are six tabs on the Inventory Application screen:

Search — Use to search the database using any combination of

available fields.

Inventory — Use to enter, view, or modify item balances, costs,

balances, bins and lots, and to view storeroom locations where the
item is stocked.

Reorder Details — Use to enter, view, or modify reorder details,

such as the reorder point, lead time, and issue units of an item. In
addition, you can enter or view information about one or more
vendors for a item, as well as information about multiple
manufacturers or models for each vendor.

Rotating Equipment — Use to identify and track rotating

equipment associated with a rotating item record.

Where Used — Use to list all pieces of equipment on which an

item is listed as a subassembly or spare part.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once attached,
you can view, modify, and print the documents from this tab.
INVENTORY The following actions are available from the Inventory Action
ACTIONS Menu:

Reorder Items — Use to reorder stocked items, direct issue items, or

both.

Reorder Direct Issue Items — Use to reorder direct issue items.

Clear Reorder Locks — Use to clear a reorder lock for your user
name

Issue Current Item — Use to issue the current item directly to a work
order, against equipment, a Location, or a general ledger account.

Transfer Current Item — Use to transfer items from one storeroom to

another, or from one bin or lot to another.

View Item Availability — Use to view item balances at all storeroom

locations that stock the item.

Add Modify Order Unit — Use to modify the unit that is used when
ordering an item, for example case, feet, roll, and so on.

Zero Year to Date Quantities — Used to reset the Year to Date issue

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 history, usually at the beginning of the fiscal year.

View Vendor Analysis — Use to view information about the vendors for
the selected item, allowing you to analyze price, quality of goods, and
delivery time

View Inventory Transactions — Use to display inventory transactions

(receipts, transfers, issues, returns, and adjustments) related to the current
inventory record

Reconcile Balances — Use to adjust current balances based on a

physical count.

Standard Cost Adjustment — Use to change the standard cost for an

item at the location named in the Storeroom field.

Average Cost Adjustment — Use to update the average cost at the

specified storeroom.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

INVENTORY Current Balance Adjustment — Use to make changes to the current

ADJUSTMENT balance that have not been reflected in any other inventory transaction,
BUTTONS for example correcting data entry errors.

Physical Count Adjustment — Use to change the physical count figure

for the current item for the location, bin, and/ or lot you specify.

INVENTORY The following reports are available for the Inventory Application:
REPORTS
Inventory List Report — Lists item number and description for selected
item(s) by storeroom location.

Inventory ABC Analysis Report — Displays the ABC category of

inventory items both before and after running the report. The "after "
ABC calculation is based on the number of parts issued YTD and the
part’s last cost average for the storeroom. This report includes the ability
to update the database with the new ABC classifications.

Inventory Balance Report — Lists all items in the storeroom of the

selected record, including current balance, available balance, quantity
reserved, cost, and last transaction.

Economic Order Quantity Report — Displays the optimum economic

ordering quantity for selected items in the selected storeroom location.

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 Inventory ROP — Calculates the reorder point (ROP) or optimum
minimum level of an item to have in stock based on demand, lead
delivery time, and a reserve safety stock. Includes the option to update
the database with new ROP values.

Storeroom Pick Report — Lists items to be picked for Selected

Storeroom

Inventory Transactions Report — Lists selected transaction

information (receipts, issues, transfers, returns, or adjustments) for the
selected storeroom location, between the specified dates.

Item Availability Analysis Report — Lists all site and storeroom

locations for the selected item(s). For each item at the selected storeroom
the report shows the current balance, reserved quantity, available
quantity, standard cost, and average cost. Items with current balances of
zero are not displayed on this report.

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 Using the Inventory Application
Use this Application to enter, display, and update information on each
inventory item. Special order and nonstocked items as well as stocked
items can be tracked. You can view master inventory item records
(information about items, irrespective of their storeroom location), or
item/location records (information about an item at a specific storeroom
location). You can track vendors that supply an item, and item balances
down to the bin and lot level for each storeroom location
Most of the fields on the Inventory tab refer to item/location records.
Current Balance, for example, means the current balance of the item at
the storeroom in the Storeroom field. Like Current Balance, the fields in
the Balance Summary, Issue History, and Balances forms all apply to the
item in a specific storeroom.
If an item is stored in more than one storeroom location you can use the
View Item Availability action on the Actions Menu to view balances for
all storeroom locations on one screen.

Stocked, Nonstocked, and Special

Order Items
CATEGORIES OF MAXIMO recognizes three categories of inventory items:
INVENTORY ITEMS Category Item is needed: Record is needed:
At all times Permanently, for
Stocked regular, ongoing
reordering
On a predictable or Permanently, for
scheduled basis (for occasional reordering
Nonstocked example, every
year), rather than at
all times
For just a single Just for the duration of
event or occasion; the project; then the
Special Order you do not expect record should be
to need this item deleted
again

Stocked Items Stocked items are those that you always need to have on hand because
they have a regular turnover rate and are frequently needed. Stocked items
have reorder criteria (for example, a reorder point and an economic order
quantity) specific to each storeroom location. Bearings, gaskets, valves,
and belts are examples of stocked items.

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 To keep a supply in stock, these items are periodically reordered.
This can be done automatically, based on the MAXIMO reorder logic,
which follows the formula below:
(current balance + quantity on current Purchase Requisitions and
Purchase Orders) — (quantity reserved on Work Orders and
internal Purchase Orders + quantity expired) < = ROP

“Current” PO, PR "Current Purchase Requisitions and Purchase Orders" are any PRs and
Definition POs with a status of waiting for approval (WAPPR), approved (APPR), or
in progress (INPRG). MAXIMO checks to see how many units of this
item are listed on current PRs and POs, adds this number to the current
balance, then subtracts any items on approved work orders, internal POs,
and any expired items. If the resulting number is less than or equal to the
reorder point (ROP), MAXIMO reorders.
Nonstocked Items Nonstocked items are items you need only occasionally and do not want
to maintain in inventory throughout the year. Nonstocked items are not
automatically reordered. However, you do want to keep records for
nonstocked items in the database because you are likely to order these
items again at some point. These records are useful both for cost tracking
purposes and for future reference (for example, the vendor's name, the
price, and so on).
For example, you replace twelve air filters each spring, but do not reorder
them immediately after using them because you do not want to purchase
them just to sit in storage for months. Since you intend to order these air
filters again each year, you want to keep the record for the item in your
database for reference next spring.
Special Order Special order items are typically items that are ordered only once, often
Items for unexpected needs or for a one-time work order. These items are not
kept in stock, and you do not need a permanent record of them in your
database. In most cases, after the project is finished you want to remove
these records to avoid cluttering your database.

Viewing Item Availability

The Inventory Application displays separate item records for each
storeroom location.
To view all of the storerooms that stock an item open an item record and
use the View Item Availability action.

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 View Item
Available Action

View all Locations

/ Storerooms for
Selected Item

Reordering Items
Many companies are moving to a “Just-In-Time” (JIT) system to reduce
their inventory levels and associated carrying costs. When using a just-in-
time system for maintenance, you base your purchasing and stock levels
on upcoming work, rather than on past usage. Because parts and
equipment can become obsolete and your company’s process can change,
looking back might not be as useful as looking forward when considering
your inventory needs.
MAXIMO can accommodate a just-in-time system by allowing you to set
reorder quantities. Using the Preventive Maintenance Application to plan
upcoming maintenance and inspection work can also help to determine
what items will be needed in the future.
DETERMINING THE The Reorder Point (ROP) is the point at which items should be reordered
REORDER POINT so that their number does not fall below the number designated as safety
stock during the lead time for the order. Ideally the calculation of the
ROP is based on the following variables:
Safety stock is the minimum number of the item that you must
have on hand at all times.

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 Lead time is the amount of time it takes between placing an order
and delivery of the items.
Economic Order Quantity (EOQ) is the number of an item that
should be reordered at one time, usually based on the vendor’s
price for a particular quantity ordered. For example, buying a case
of an item can cost less per item than buying the item individually.

REORDERING ALL To reorder all items in a storeroom that need replenishment use the
ITEMS IN A following procedure. You can repeat the reorder process for additional
STOREROOM storerooms without exiting the Reorder Items screen.
If you are using Workflow, you can set the reorder process to run in the
background, and notify you by e-mail when the process is finished. This
allows you to do other work when running a lengthy reorder process.
1. Open an item record.

2. Choose Reorder Items from the Action menu.

The Reorder Items screen appears.

3. (Option) Enter the number of days you want in the Lead

Time in Days field.

4. Check All Items in Storerooms.

MAXIMO overrides any item selections. This also makes the Storeroom
field editable.

5. Select the other Reorder Options that apply.

Ignore Reorder Point – the item(s) are ordered even if the
available balance is above the reorder point.

Reorder Direct Issue Items – include direct issue items on

approved work orders in reorder calculations.

Consider Agreement Purchase Orders – release purchase orders

are created from existing blanket purchase orders. Prices and
details from the Price Agreements are included when PRs and POs
are created.

Run in Background Mode — runs the reorder process in

background mode and sends notification via e-mail when
complete.

6. Click either,
Run Reorder – to initiate the reorder process automatically.

Preview Reorder (recommended) – to preview the items and

amounts to be ordered. Order amounts can be edited from this
screen.
o On the Preview Reorder screen click either

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 Run Reorder – to initiate the reorder process.
Reorder Report – to generate a report listing the
reordered items and quantities ordered.

7. (Option) Click Select Value to change the Storeroom location.

8. Repeat steps 3 through 6 to repeat the reorder process for the new
storeroom.
REORDERING You can choose selected inventory items to reorder using the following
SELECTED ITEMS procedure. All items selected must be from the same storeroom location.
If you are using Workflow, you can set the reorder process to run in the
background, and notify you by e-mail when the process is finished. This
allows you to do other work when running a lengthy reorder process.
1. Use the Search tab to generate a results set for a storeroom location.

2. Select items by checking the box next to the row. If you select an item
in error, click it again to clear the check box.

3. Choose Reorder Items from the Action menu.

The Reorder Items screen appears.

4. (Option) Enter the number of days you want in the Lead Time in Days
field.

5. Select the Reorder Options that apply.

Ignore Reorder Point – the item(s) are ordered even if the
available balance is above the reorder point.

Reorder Direct Issue Items – include direct issue items on

approved work orders in reorder calculations.

Consider Agreement Purchase Orders – release purchase orders

are created from existing blanket purchase orders. Prices and
details from the Price Agreements are included when PRs and POs
are created.

All Items in Storerooms – overrides any item selections. Also

makes the Storeroom field editable.

Run in Background Mode — runs the reorder process in

background mode and sends notification via e-mail when
complete.

6. Click either
Run Reorder – to initiate the reorder process automatically.
Preview Reorder (recommended) – to preview the items and
amounts to be ordered. Order amounts can be edited from this
screen using the Row Details form. After viewing the preview,
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 select one of the following actions:
o Run Reorder – to initiate the reorder process.
o Reorder Report – to generate a report listing the
reordered items and quantities ordered.
o Cancel — to cancel the reorder process
Cancel — to cancel the reorder process

REORDERING A 1. Open an item record using the Search tab.

SINGLE ITEM
2. Choose Reorder Items from the Action menu.
The Reorder Items screen appears.

3. (Option) Enter the number of days you want in the Lead Time in Days
field.

4. Select the Reorder Options that apply.

Ignore Reorder Point – the item(s) are ordered even if the
available balance is above the reorder point.

Consider Agreement Purchase Orders – release purchase orders

are created from existing blanket purchase orders. Prices and
details from the Price Agreements are included when PRs and POs
are created.

5. Click either
Run Reorder – to initiate the reorder process automatically.

Preview Reorder (recommended) – to preview the items and

amounts to be ordered. Order amounts can be edited from this
screen using the Row Details form.

After viewing the preview, select one of the following actions:

o Run Reorder – to initiate the reorder process.
o Reorder Report – to generate a report listing the
reordered items and quantities ordered.
o Cancel — to cancel the reorder process

Cancel — to cancel the reorder process

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 REORDERING Use the Reorder Direct Issue Items action to reorder items are listed on
DIRECT ISSUE ITEMS approved work orders and are issued without being received into
Inventory.
1. Open the Inventory Application.

2. Click the Inventory tab.

3. Choose Reorder Direct Issue Items from the Action menu.

The Reorder Direct Issue Items screen appears.

4. (Option) Select Consider Agreement Purchase Orders to create

release purchase orders from existing blanket purchase orders.

5. (Option) Enter the number of days you want in the Lead Time in Days
field.

6. Click either:
Run Reorder – to initiate the reorder process automatically.

Preview Reorder (recommended) – to preview the items and

amounts to be ordered. Order amounts can be edited from this
screen.

Choose either
o Run Reorder – to initiate the reorder process.
o Reorder Report – to print generate a report listing the
reordered items and quantities ordered.

Managing Inventory Item Counts

Using MAXIMO you can adjust the balances for each of the items in
inventory to accommodate a variety of circumstances. For example:

After a routine physical count.

At the end of the year.

When items have entered or left a storeroom without a MAXIMO

transaction.

ADJUSTING The Current Balance field on the Inventory tab is read-only (except
CURRENT when you are inserting and duplicating an item). You must use the
BALANCES Current Balance Adjustment action to make any changes to the current
balance of an item at the location named in the Location field.

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 MAXIMO automatically makes most of the adjustments to the current
balances and the physical count is the usual way of making up for other
discrepancies. However, you can use this action if you are aware of a
change in the current balance that has not been reflected in any other
inventory transaction.
Physical Count
Adjustment and
Current Balance
Adjustment

1. Open an item record.

2. Select the Current Balance Adjustment button.

The Adjust Current Balance screen appears. The current balance
value is shown in the Current Balance field.

3. Enter the adjusted current balance value in the New Balance field.

4. (Option) Specify the bin and/or the lot for which you are adjusting the
balance in the Bin and Lot fields.

5. (Option) Enter account code information for the account(s) in the

Control Account and Shrinkage Account fields.

6. Click OK to update the Current Balance field on the Inventory tab.

MAXIMO records the current balance adjustment in the Inventory
Transactions table.
Adjust Current
Balance Screen

ADJUSTING Use the Physical Count Adjustment action to change the physical count
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 PHYSICAL COUNTS figure for the current item, at the specified location, bin, and/or lot.
1. Open an item record.

2. Select the Physical Count Adjustment button. The Adjust Physical

Count screen appears.

3. Enter the new count in the New Physical Count field.

4. (Option) Specify the bin and/or lot for the item in the Bin and Lot
fields.

5. (Option) Enter the date in the Count Date field. The default is the
current date and time.

6. Choose OK.

MAXIMO updates the Physical Count field on the Inventory tab.

You must now reconcile balances to update the item’s balance
information based on the physical count.
RECONCILING You use “Reconcile Balances” from the Select Actions menu, to adjust
BALANCES the current balance based on a physical count. This action updates only
the selected item in the selected storeroom.
1. Record a physical count as described in “Adjusting Physical Counts”

2. With the item record still open, select Reconcile Balances from the
Actions menu.
The Reconcile Balances screen appears.

3. Enter general ledger account information in the Control Account

and/or Shrinkage GL Account fields.

4. Click OK.

MAXIMO reconciles the item balances.

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 Item Master Application
You use the Item Master Application to define items that are stocked in
your storerooms. When you create an item record you can define the type
of stock the item is, whether it is lotted or nonlotted, associate Hazards
and Material Safety Data Sheets (MSDS) with the item, define the item as
rotating equipment, and identify alternate items that can be used as
substitutes for the item.
You can also define other information related to items, such as the
storeroom locations that stock the item, Item Specification, Item
Assembly Structures, and documents outside of MAXIMO that relate to
the item record.
You can access the Item Master Application by selecting the Inventory
icon on the MAXIMO Start Center and then choosing Item Master or by
using the Go To link.
ITEM MASTER MAIN
SCREEN

ITEM MASTER TABS There are six tabs on the Item Master Application screen:

Search — Use to search the database using any combination of

available fields.

Item — Use to enter, view, or modify items, and to specify

alternate items.

Storerooms — Use to view a read-only list of information about

storerooms that stock the item.

Specifications — Use to enter, view, or modify Specification

Templates containing detailed information specific to a type of
inventory item.

Item Assembly Structure — Use to enter, view, or modify Item

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 Assembly Structures.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.

ITEM MASTER The following actions are available from the Item Master Action Menu:
ACTIONS

Change Capitalized Status — Use to change the Capitalized? field

setting for an item.

Copy Item Assembly Structure — Use to copy an existing Item

Assembly Structure to an item record.

Add Items to Storeroom — Use to add the item record to a storeroom

location’s stock list.

Run Reports — Use to access the Reports available for the current
Application.

Duplicate Item — Use to create a copy of the current record with the
same settings or values, which can then be modified and saved as a new
record.

Delete Item — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.
ITEM MASTER The following reports are available for the Item Master Application:
REPORTS
Item List Report — Displays item and description for selected records.

Using the Item Master Application

You use the Item Master Application to create item records for items,
materials, supplies, and rotating equipment that are stocked and stored in
your company’s storerooms.
CREATING AN ITEM NOTE: The initial record creation process is one of the few times you
RECORD make an entry in the Current Balance field. Usually, this field is either
calculated by MAXIMO or updated when inventory is received in the
Receiving Application. Rotating item balances are zero until an
equipment record is created for the rotating item number.

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 1. Open the Item Master Application.

2. Click the New Item button in the Toolbar. MAXIMO switches to the
Item tab, displaying an empty Item record.

3. Enter a unique identifier in the Item field and a description. Click the
Long Description button if you need more space.

4. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

5. Click Save.
UNDERSTANDING Rotating items are items such as pumps and motors that can be stocked
ROTATING ITEMS in inventory and rotated in and out of use in different locations.

Once you have created an item record, the Rotating ? field becomes read-
only and cannot be edited, and the Current Balance field becomes read-
only. If an item is defined as rotating, the values in the Balances fields are
controlled by the movement of the rotating equipment in and out of the
storeroom.
NOTE: An item cannot be both a spare part and a rotating item.

The term Rotating Equipment refers to pieces of equipment that can be

used interchangeably. Rotating equipment consists of multiple pieces of
interchangeable equipment, with each piece having the same item number
and a different equipment number. These items are tracked both by their
item numbers in the Inventory module and by their individual equipment
numbers in the Equipment module.
DESIGNATING Alternate items are items that can be used interchangeably with other
ALTERNATE ITEMS inventory items, for example two different brands of motor oil. In many
cases, one item can be an alternate for another, but the oppose relationship
might not be desired. As a result, MAXIMO does not automatically
created matching alternate item records for both items. If you want two
items to be alternates for each other, you must assign each as an alternate
for the other.

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 1. Open or create a item record.

2. Select either of the following in the Alternate Items table window:

New Row to add an alternate.
View Details to view details for an existing alternate.

3. Click the Detail button on the Item field to select an alternate from the
Select Value screen.

4. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

5. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

6. Click Save.
UNDERSTANDING An item assembly structure (IAS) is a list of individual items and
ITEM ASSEMBLY subassemblies that are required to build a piece of equipment or define the
STRUCTURES requirements of a location. Rather than specify its components each time
you enter an individual piece of equipment or a location, you create an
item assembly structure as a template. You can use an IAS as a template
when building multiple equipment assembly structures and their related
location systems.
The IAS is built onto an item record, and the IAS is then identified by the
item number at the top of the hierarchy. You can apply an Item Assembly
Structure to a piece of equipment or to a location by specifying the top-
level item number in the Item field on an equipment or location record,
then choosing the Apply Item Assembly Structure action.
For example, a five-horsepower motor and its constituent spare parts can
be used in 10 equipment assembly structures in a plant. Rather than
entering 10 equipment records and specifying the spare parts for each one,
you enter the equipment records and apply (copy) the five-horsepower
motor IAS to the records. The entire IAS is applied to the equipment
assembly structure. Similarly, you could apply the same IAS to the 10
operating locations in the plant that require the motor and its spare parts.

NOTE: Note that while you can use any item as the top level of an IAS,
you can only apply an IAS to equipment or operating locations if the top
level is a Rotating item.
CREATING AN ITEM You create item assembly structures on the Item Assembly
ASSEMBLY Structure tab.
STRUCTURE
1. Open or create an item record.

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 2. Click the Item Assembly Structure tab.

3. Click Create IAS.

The Children Table Window appears.

4. Click New Row.

The Row Details form opens.

5. Click the Detail button on the Item field to select an item record to add
to the IAS.

6. (Option) Change the number in the Quantity field if needed.

7. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

8. Click Save.

USING ITEM Item assembly structures are applied in the Equipment and Locations
ASSEMBLY Applications.
STRUCTURES
LINKING ITEMS TO MAXIMO includes functionality called the Asset Catalog to help
THE ASSET companies keep track of their increasingly complex list of assets. The
CATALOG Asset Catalog is a structured list of items and equipment organized by
their attributes, such as type, color, or unit of measure.
Once item records are associated with specification templates you can use
the Asset Catalog Search screen to search through MAXIMO to find the
item you are looking for. You use the Specifications tab to associate
inventory items, such as motors or bearings, with an asset Specification
Template.

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 1. Open an item record using the Search tab.

2. Click the Specifications tab.

3. Click Associate Specification Template.

The Associate Specification Template Screen appears.

4. Click the Select Value button to select a Classification.

5. Click the Select Value button to select a Subclassification.

6. Click OK.
MAXIMO displays the Classification, Subclassification, and
attributes associated with the Specification Template on the
Specifications tab.

7. Click View Details for the first attribute.

The Row Details form opens.

8. Enter or edit the field data. Use the field buttons to select values.

9. Click View Details for the next attribute.

10. Repeat steps 8 and 9 for each attribute.

11. Click Done to close the Row Details form.

12. Click Save.

ADDING ITEMS TO You use the Add Items to Storeroom action to add an item record to a
STOREROOMS storeroom location’s stock list.
1. Open or create an item record.

2. Click the Storerooms tab.

MAXIMO displays the storerooms that stock the item.

3. Select Add Item to Storeroom from the Action menu.

The Select Storeroom screen appears.

4. Click Select Value for the Storeroom field.

The Select Location screen appears.

5. Click Select Record to select a storeroom.

MAXIMO copies the storeroom location to the Select Storeroom
screen.

6. Click OK.

7. MAXIMO copies the storeroom location to the Add Items to

Storerooms screen.
8. (Option) Use the View Details button to edit Storeroom Information,
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 for example to assign the item to a bin.

9. Click OK.
MAXIMO adds the item to the storeroom.
DELETING ITEMS You delete items from storerooms on the Storerooms tab.
FROM STOREROOMS

NOTE: In order to delete an item from a storeroom, there cannot be a

balance for the item in that storeroom.
1. Open an item record using the Search tab.

2. Click the Storerooms tab.

The Storeroom Information table window displays the storerooms
that stock the item.

3. Click Mark Row for Deletion for the storeroom.

The button changes to Undelete Row and a line is drawn through
the storeroom.

4. Click Save.

Issues and Transfers Application

The Issues and Transfers Application is used to issue or transfer items
from existing locations. You can issue directly to a work order, against a
general ledger account code, or to a location or equipment. You can also
transfer stock from one storeroom location to another; balances are
adjusted accordingly. In addition, you can trace the transfer of stock from
one storeroom to another by transferring to and from “transit” locations
(for example, COURIER, or LABOR).
You can access the Issues and Transfers Application by selecting the
Inventory icon on the MAXIMO Start Center and then choosing Issues
and Transfers or by using the Go To link.
ISSUE AND
TRANSFER MAIN
SCREEN

ISSUES AND There are four tabs on the Issues and Transfers Application screen:
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 TRANSFERS TABS
Search — Use to search the database using any combination of
available fields.

Issue — Use to issue items directly to a work order, equipment,

location, or against a general ledger account. Also used for
returning items to the storeroom.

Transfer Out — Use to transfer items out of your storeroom to

another storeroom, courier, or labor code.

Transfer In — Use to transfer items from another storeroom, a

courier, or labor code into your storeroom.

ISSUES AND The following actions are available from the Issues and Transfers Action
TRANSFERS Menu.
ACTIONS
Select Equipment Spare Parts — Use to view and select the spare parts
for a piece of equipment.

Add/Modify Reservations — Use to add or modify items reserved in

inventory for work orders.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Run Reports — Use to access the Reports available for the current
Application.
ISSUES AND The following reports are available for the Issues and Transfers
TRANSFERS Application:
REPORTS
Inventory Transactions Report — Lists selected transaction information
(receipts, issues, transfers, returns, or adjustments) for the selected
storeroom location, between the specified dates.

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 Using the Issues and Transfers
Application
To issue items from the Issues and Transfers Application there must be a
storeroom specified, and you must be authorized to issue items from that
storeroom.
Although items are generally specified in a job plan and issued in
conjunction with specific work orders, it is also sometimes necessary to
issue them directly to a location, or against a piece or equipment, or
against a General Ledger account, without a work order number. For
example, you might want to charge the cost of items such as soap, grease,
or rags to a location or GL account rather than to a work order or specific
piece of equipment.
To allow MAXIMO to track inventory costs, you must make an entry in at
least one of the following fields when issuing items:

Work Order
Location
Equipment
Debit GL Account
In general, when you make an entry in one field, one or more other fields
are filled in with default values associated with the first specified field.
For example, if you specify a work order, the equipment and/or location
and/or GL account named on the work order are also filled in.
NOTE: You can also record physical counts for items when issuing or
transferring.
ISSUING AN ITEM If you issue items to a specific work order (or location, equipment, or GL
account) via this Application, do not record their usage in the Work
Orders module, and vice versa. If you record items usage in two places,
the item is subtracted from inventory twice, thereby causing inaccurate
item count. To protect your inventory records, establish a policy for your
site as to whether item usage will be recorded in the Issues and Transfers
Application or in the Work Orders module.
No matter where the materials issues/ usage are originally recorded, the
information is copied to the Materials subtab on the Actuals tab in Work
Order Tracking.
ISSUING A When you create a job plan for a work order, the materials needed for the
RESERVED ITEM work order are reserved in inventory. Once the work order is approved,
you can issue the reserved items.

1. Open the Issues and Transfers Application.

2. Open a storeroom record using the Search tab.

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 3. Click the Issues tab.

4. Click Select Reserved Items.

5. (Option) On the Select Reserved Items screen, enter a work order in the
Work Order field in the Filter By area, and click Find.

6. Select those items reserved for the specific work order by checking
next to them and click OK.

7. (Option) Click View Details if you need to edit any of the fields, for
example, to change the quantity issued.

8. Click Save.
ISSUING AN Sometimes you need to issue items directly to a location, or against a
UNRESERVED ITEM piece or equipment, or against a General Ledger account, or issue items
that are not included in a work order.
1. Open the Issues and Transfers Application.

2. Open a storeroom record using the Search tab.

3. Click New Row.

The Row Details form opens.

4. Click the Detail button in the Item field to select an item.

Choose one of the following options:
Select Value to choose an item from the Select Item screen
showing the master item list.
Asset Catalog Search to use the Category Drilldown to select an
item.
Go to Item Master to define a new item record.

5. Enter the Quantity of the item and the Work Order number,
Equipment, Location, or GL Account code.

6. Fill in the other required fields. Edit any of the other fields as
appropriate.

NOTE: Required fields are indicated by an asterisk (*). Refer to the Field
Help for more information about any of the fields.

7. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

8. Click Save.

ISSUING METERED MAXIMO allows you to issue metered materials and record meter
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 MATERIALS readings as you issue the material. One example of this kind of transaction
is issuing fuel to a truck and recording the reading on the truck’s
odometer each time it is refueled. You can then generate a report to
examine the truck’s fuel efficiency.
To track metered materials, first set up the Meters for the equipment on
the Meters tab of the Equipment Application. Then, when issuing
materials, enter the Meter readings on the Row Details form of the Issue
tab.
TRANSFERRING Items can be transferred from one storeroom location to another inventory
ITEMS location using the Transfer Out and Transfer In tabs. You can also
transfer items from a storeroom to a labor or courier location.
Transferring items to another storeroom is done on the Transfer Out tab.
You have three options for selecting items for transfer out to another
storeroom:

Select PO Items — allows several options for filtering your

search when you are transferring items on an internal PO to
another company storeroom.

Select Items for Transfer — allows you to filter your search by

Item, Bin, and Lot.

New Row — to enter items to be transferred individually.

Receiving the transfer into a storeroom is done on the Transfer In tab. The
same three options are available when transferring items into a storeroom.
RETURNING ITEMS You use the Issues tab to return previously issued items and materials, for
example if some of the parts on a work order were not needed.
NOTE: You cannot return rotating equipment that has been modified
(moved or worked on) since its original issue.

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 1. Use the Search tab to select a storeroom.

2. Click the Issue tab.

3. Click Select Items for Return button

4. Use the filters at the top of the page to locate the items you wish to
return. For example, unused items on a work order.
a. Enter a value in a field.
b. Click Find.

5. Select items by checking the box next to the row. You can select more
than one item. If you select an item in error, click it again to clear the
check box.
NOTE: An item can have been issued multiple times. Be careful to select
the correct issue for return.

6. Click OK.

7. (Option) Click View Details to edit the Quantity returned for each
returned item.

8. Click Save.

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EQUIPMENT MODULE
MAXIMO enables you to track equipment from purchase to salvage—
from the beginning to the end of its life cycle. You have the ability to
track equipment that is in a temporary location, or even in transit between
locations. The Equipment module contains Applications designed to
track equipment and locations used by your company
The Equipment Module consists of four Applications:

Equipment — Used to create equipment records, store

equipment numbers and corresponding information.
Locations — Used to create location records and track equipment
that might be used in multiple locations. Also used to build
hierarchical or networked systems.
Failure Codes — Used to define failure codes and define the
Problem, Cause, Remedy hierarchy.
Condition Monitoring — Used to define unlimited measurement
points for equipment, and to specify alarm limits and associated
work to be performed when those limits are reached
UNDERSTANDING MAXIMO includes functionality called the Asset Catalog to help
THE ASSET companies keep track of their increasingly complex list of assets. The
CATALOG Asset Catalog is a structured list of items and equipment organized by
their attributes, such as type, color, or unit of measure
The Asset Catalog allows you to structure your assets in organized
hierarchies so that:

Items, locations, and equipment can be easily located.

Item, location, and equipment records are not duplicated.
Your company’s asset lists is consistent with vendor’s lists.
You build the Asset Catalog using the Specifications tab on the Item
Master, Equipment, and Locations Applications. Once assets are
associated with specification templates you can use the Asset Catalog
Search screen to search through MAXIMO to find the asset you are
looking for

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 ASSET CATALOG The Asset Catalog uses classifications and attributes to define
CLASSIFICATION specification templates. Each unique combination of classification levels
LEVELS becomes a separate Specification Template
Level Definition Example
Classification Level 1 — A general category used to Pump
represent a collection of assets that
share certain attributes
Subclassification Level 2 — Used to create subsets of Centrifugal
items that fit into the same
classification, but can be divided into
smaller groups based on their
attributes. Your System Administrator
can create up to four levels of
subclassification
Attribute(s) Characteristics that assets have Size
in common and can be applied to
all classifications in the Asset Capacity
Catalog. They are defined by the
Speed
following criteria:
Name
Description
Type (numeric or
alphanumeric)
Measure Unit
Domain (possible values)

You can define specification templates to include up to five classification

levels and as many attributes as necessary to describe each asset
UNDERSTANDING The Equipment / Location Drilldown is a graphical tool available from
THE EQUIPMENT / the Equipment or Location field of an Application. It is used to view
LOCATION and navigate equipment and location hierarchies. You use it to select a
DRILLDOWN record to be returned as a value to the field
The Locations tab of the Drilldown is built by creating location
hierarchies in the Locations Application. The Equipment tab of the
Drilldown is built by creating equipment assembly structures in the
Equipment Application

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 Equipment Application
The Equipment Application is used to store equipment numbers and
corresponding information such as equipment location, vendor, up/down
status, and maintenance costs for each piece of equipment
Tabs in the Equipment Application enable you to build the equipment
hierarchy, an arrangement of equipment, subassemblies and spare parts.
The equipment hierarchy provides a convenient way to roll up
maintenance costs so that you can check accumulated costs at any level,
at any time. It also makes it easy to find a particular equipment number
You can access the Equipment Application by selecting the Equipment
icon on the MAXIMO Start Center and then choosing Equipment or by
using the Go To link
EQUIPMENT MAIN
SCREEN

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 EQUIPMENT TABS There are ten tabs on the Equipment Application screen:

Search — Use to search the database using any combination of

available fields.

Equipment — Use to enter, view, or modify the main record for

a piece of equipment.

Spare Parts — Use to create the equipment hierarchy and view

the subassemblies and spare parts of a piece of equipment.

PMs — Use to view the PMs and service contracts for a piece of
equipment.

Measurement — Use to view the monitoring points for a piece

of equipment.

Safety Plan — Use to enter, view, or modify safety records for a

piece of equipment.

Meters — Use to enter, view, or modify metering information for

a piece of equipment.

Routes — Use to view routes associated with a piece of

equipment.

Specifications — Use to enter, view, or modify the specification

for the equipment as recorded in the Asset Catalog.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.

EQUIPMENT The following actions are available from the Equipment Action
ACTIONS Menu:

View Status History — Use to view the status change history of

equipment

Open Drilldown — Use to view the equipment hierarchy

graphically via the Equipment/Location Drilldown

Apply Item Assembly Structure — Use to build equipment

assembly structures and spare parts lists using an Item Assembly
Structure as a template

Reset Meter Readings — Use to zero meter readings for a piece

of equipment

Update Average Units Per Day — Use to update the average

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 units per day you expect for meters

Move Equipment — Use to move equipment to a new location

or associate a new parent

View Equipment Move History — Use to view the history of

equipment’s movements

Zero Equipment Costs — Use to zero year-to-date and/or total

equipment costs. This action operates on all equipment records
and is typically only used at the end of the fiscal year

Change Item Number — Use to change the item number of

rotating equipment that is not in a storeroom location

Run Reports — Use to access the Reports available for the

current Application

Replicate Equipment — Use to create a copy of the current

record with the same settings or values, which can then be
modified and saved as a new record

Delete Equipment — Use to delete the current record from the

MAXIMO database

Add to Bookmarks — Use to add the current record to your

personal bookmark list

Using the Equipment application

The Equipment Application lets you create and maintain records for the
equipment at your site. You can specify the location of equipment, and its
vendor and manufacturer. You can also connect the equipment to an
equipment hierarchy
CREATING MAXIMO recognizes two types of equipment records:
EQUIPMENT
RECORDS Standard equipment — pieces of equipment that you want to
keep a repair history for, but that will not be stored in Inventory.

Rotating equipment — pieces of equipment that are

interchangeable, for example motors or pumps. Rotating
equipment has both an equipment number and an inventory item
number. This allows you to track it as it moves from an operating
location to a storeroom and vice versa

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 CREATING AN The following procedure describes how to create a record for equipment
EQUIPMENT RECORD that is not going to rotate:
1. Open the Equipment Application.

2. Click the New Equipment button in the Toolbar.

MAXIMO switches to the Equipment tab, displaying an empty
Equipment record.

3. Enter a unique identifier in the Equipment field and a

description. Click the Long Description button if you need more
space.

4. (Option) In the Belongs To field, click the Detail button and

select the parent equipment. If the parent equipment is associated
with a location, MAXIMO copies the location into the Location
field. You can modify the field

5. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

6. Click Save
UNDERSTANDING Rotating equipment are interchangeable pieces of equipment that are
ROTATING moved in and out of service as needed. The term is generally applied to
EQUIPMENT equipment that can be repaired or refurbished rather than replaced, and
can be used interchangeably at different locations or on different pieces
of equipment. Pumps, motors, and fire extinguishers are examples of
rotating equipment
Other terms for this kind of equipment include "rotating assets," "rotating
parts," "stocked equipment," "serialized equipment," "serialized assets,"
"rotables," and "rotatable spares.
Rotating equipment records also have a rotating item number to allow
tracking as the equipment moves from the storeroom to an equipment or
location, to repair, and so forth. Having both an equipment and item
number gives you a way to track identical pieces of equipment both
individually, via their unique equipment numbers, and as a group, via
their shared item number
For example, a company might have four identical centrifugal pumps
(same make, same model), so all four pumps have the same item number.
However, each pump has a unique history of use and repair, so each
pump has a unique equipment number to enable you to track each pump
individually

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 CREATING NOTE: Before creating rotating equipment records, the rotating item
ROTATING must first be defined in the Item Master Application.
EQUIPMENT
RECORDS 1. Open the Equipment Application.

2. Click the New Equipment button in the Toolbar.

MAXIMO switches to the Equipment tab, displaying an empty
Equipment record

3. Enter a unique identifier in the Equipment field and a

description. Click the Long Description button if you need more
space.

4. In the Belongs To field, click the Detail button and select the
parent equipment. If the parent equipment is associated with a
location, MAXIMO copies the location into the Location field.

5. Enter the Item identifier in the Item field.

6. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

7. Click Save
UNDERSTANDING An Equipment Assembly Structure (EAS) is a hierarchical listing of
EQUIPMENT equipment records. An EAS is the logical organization of pieces of
ASSEMBLY equipment into a unit that reflects their physical connection. You can also
STRUCTURES add spare parts and inventory items to an EAS. The EAS serves two
functions:

1. It provides a way to track maintenance costs. Costs get "rolled

up" the EAS to the equipment responsible for assuming the
maintenance cost.

2. It builds the Equipment / Location hierarchy, allowing you to

visually navigate the hierarchy to locate a specific piece of
equipment in the Equipment / Location Drilldown.

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 EQUIPMENT There are three kinds of possible elements in an EAS:
ASSEMBLY
STRUCTURE 1. Top EAS Elements – There is a single element at the top level of
ELEMENTS each EAS. Any equipment record entered in the Equipment
database and not specified as “belonging to” any other equipment
is a top-level EAS element.

2. Subassemblies – Subassemblies are entities that “belong to”

another piece of equipment. A subassembly can have one or more
other subassemblies belonging to it. This type of relationship is
referred to as a “parent-child relationship.” A parent piece of
equipment can have one or more subassemblies (children)
belonging to it, but a subassembly belongs to only one parent.

3. Spare Parts – An inventory item can belong to any piece of

equipment – the top EAS element or a subassembly, or both.
Unlike individual pieces of equipment, spare parts can be entered
multiple times in an EAS. For example, both a motor and the
motor housing might require two half- inch nuts as parts
CREATING Equipment assembly structures can be built on either the Equipment tab
EQUIPMENT or the Spare Parts tab of the Equipment Application:
ASSEMBLY
STRUCTURES Equipment Tab — Use the Detail button to specify a piece of
equipment in the Belongs To field. By doing this, you make the
equipment shown in the Equipment field a child of equipment in
the Belongs To field, thereby building a hierarchy

Spare Parts Tab — Use the New Row button in the Sub
Assemblies or Spare Parts table window to add an existing
equipment or item records to the equipment assembly structure
VIEWING Using the Spare Parts tab of the Equipment Application you can see the
EQUIPMENT parents and all the children of the current record. In addition, you can see
HIERARCHIES the spare parts that have been defined for the equipment.

Current equipment in the Equipment field

Parent of the equipment in the Belongs To field

Subassemblies in the Subassemblies table window

Spare Parts in the Spare Parts table window

Instead of viewing the current equipment record, you might want to view
the record for its parent or for one of the subassemblies

To view the parent record, click the Detail button in the Belongs
To field (if there is an entry in that field) and select Move To.
MAXIMO moves up the hierarchy to the parent record
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 To view the record for a subassembly, click the View Details
button for the subassembly. Click the Detail button in the
Equipment field and select Move To. MAXIMO moves down
the hierarchy to the subassembly record
APPLYING ITEM Item assembly structures (IAS) are created in the Item Master
ASSEMBLY Application and can be used as templates for creating equipment
STRUCTURES assembly structures. When you apply an IAS to an equipment record the
rotating and non-rotating items are copied into the equipment’s EAS and
the non-rotating items are displayed as spare parts
You typically apply an item assembly structure to equipment when you
first create the equipment record. You can apply an IAS to equipment by
specifying the top-level item number in the Item field, then choosing the
Apply Item Assembly Structure action. The rotating item at the top
level of the IAS becomes a piece of rotating equipment when the IAS is
applied to an equipment record
Any lower-level elements in the IAS that are themselves rotating items
need to be given equipment identifiers when the IAS is applied. Any
children of nonrotating items in the IAS are treated in the equipment
hierarchy as belonging to the closest rotating equipment above the item
in the IAS

NOTE: While the IAS can have multiple levels of nonrotating items, the
equipment assembly structure can have only one level of nonrotating
items below an equipment number

1. Open or create an equipment record.

2. Enter a rotating item number in the Item field.

3. Select Apply Item Assembly Structure from the Actions

menu.
The Apply Item Assembly Structure screen appears.

4. Choose either of the following:

Click Autonumber All to have MAXIMO create
equipment numbers for every rotating item displayed in
the IAS table window.

Click View Details to assign values to each item

individually.
a Enter an identifier in the Equipment field.
b. (Option) Enter a GL Account code.
c. Click Done.

5. Click OK.
MAXIMO copies the IAS to the Spare Parts tab.
6. Click Save.
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 USING METERS MAXIMO uses equipment meters as one of the criteria for generating
PM work orders. PM frequency is based on elapsed time in days or in
meter units used since the last work order was completed or targeted to
start.
The Meters tab allows you to enter Meter readings for two meters per
equipment record.

NOTE: We recommend that you enter only meter readings (which

always increase), rather than gauge readings (which fluctuate)

Locations Application
The Locations Application lets you enter and track locations for
equipment and organize these locations into logical hierarchical or
network systems. Using systems of locations and specifying the location
for equipment on the equipment record provides the groundwork for
gathering and tracking valuable information on the history of equipment,
including its performance at specific sites, as it is moved from location to
location. With locations organized into systems, you can quickly find a
location in the Equipment/Location Drilldown, and identify the
equipment at a specific location
You can also use the Locations Application to create repair locations,
courier locations, salvage locations, vendor locations, and define labor as
locations
You can access the Locations Application by selecting the Equipment
icon on the MAXIMO Start Center and then choosing Locations or by
using the Go To link

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LOCATION MAIN
SCREEN

LOCATION TABS There are seven tabs on the Locations Application screen:

Search — Use to search the database using any combination of

available fields.

Location — Use to enter, view, or modify detailed information

specific to a location.

Equipment — Use to view equipment at the location.

History — Use to view the history of move transactions into and

out of the location.

Safety — Use to enter, view, or modify safety records associated

with the location..

Specifications — Use to enter, view, or modify the specification

for the location as recorded in the Asset Catalog.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.

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 LOCATIONS The following actions are available from the Locations Action Menu:
ACTIONS
Change Status — Use to change the status of the Location, for
example from Planned to Active.

View Status History — Use to view the status change history of

a location.

Open Drilldown — Use to view the location hierarchy

graphically via the Equipment/Location Drilldown.

Associate Systems with Location — Use to associate or

disassociate the location with systems.

Manage Systems — Use the Manage Systems screen to:

o Add a new system
o Change a hierarchical system to a network system
o Select a system to be the primary system

Apply Item Assembly Structure — Use to apply an Item

Assembly Structure to a location.

View Parents — Use to view parents for the location across

systems.

Run Reports — Use to access the Reports available for the

current Application.

Duplicate Location — Use to create a copy of the current record

with the same settings or values, which can then be modified and
saved as a new record.

Delete Location — Use to delete the current record from the

MAXIMO database.

Add to Bookmarks — Use to add the current record to your

personal bookmark list

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 Using the Locations Application
Locations are the places where equipment operates. Work order costs are
typically charged to the location itself or to the equipment at a location
In addition to locations, equipment can be located in other "equipment-
type" locations. Other equipment type locations are vendor locations,
salvage locations, and repair locations. You can track equipment not only
as it moves from one location to another, but as it moves to a vendor or
repair location, and eventually to salvage
Along with "equipment type" locations, there are "inventory type"
locations such as labor and courier. These are locations that, like a
storeroom, can maintain a balance of items issued from a storeroom. For
example, if a courier is holding a number of parts, he is responsible for
them until they are received into another location

PREPARING TO We recommend that you carefully review all of the topics on Locations
CREATE LOCATIONS and Systems in this guide before creating locations. Inserting location
records and specifying parents and systems for the new locations creates
relationships that are not easily undone once you have established them
The time and thought you invest in planning your locations and systems
makes their creation easier, and makes it easier for users to navigate the
Equipment / Location Drilldown
CAUTION: The first location you create in a hierarchical system becomes the top
level location. This cannot be undone
CREATING A NEW By default, new locations are added to the system the parent location
LOCATION belongs to. You can specify the new location’s parent in the Parent Of
table window. If you are specifying both a parent and a system, the
system must be one that the parent belongs to.
NOTE: We recommend that you carefully review all of the topics on
Locations and Systems in this guide before creating locations.

1. Open the Locations Application.

2. Click the New Location button in the Toolbar.

MAXIMO switches to the Location tab, displaying an empty
Location record.

3. Enter a unique identifier in the Location field and a

description. Click the Long Description button if you need more
space to finish the description.

4. Choose a Type.
All location fields except Location ID, Description and Type are
read only until a location type is selected. Some fields might

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 remain read-only after you have selected a type.

5. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

6. Click Save.
UNDERSTANDING Location hierarchies provide a way of grouping equipment and locations
LOCATION SYSTEMS into areas of responsibility. A location hierarchy can be designed to
include all locations in your plant against which work orders are written,
and can provide a means of tracking the movement of equipment into and
out of locations. MAXIMO calls location hierarchies Systems.
Establishing one or more systems allows you to build a logical model of
the locations at your site by specifying their parent(s) and/or children.
Locations can be placed in more than one system. Your primary system
might divide an office building into floors, and the floors into offices. In
this example, an office might belong to the primary system, and also
belong to the heating system, and the electrical system.
It is possible to add location records without organizing them into
systems. However, organizing locations into named systems can help you
manage your maintenance work more effectively by letting you see how
a work order could affect equipment, locations, or systems beyond the
specific equipment or location the work is to be done on.
With operating locations organized into systems, you can quickly find a
location via the Equipment / Location Drilldown, and identify the
equipment at that location.
CREATING If you are entering location records for the first time, and no systems
HIERARCHICAL currently exist, you need to create one. You use the Manage Systems
SYSTEMS action to create a new system, and also to designate your primary system.
In general, we suggest that the first system you create be the primary
system, one intended to be the system to which all your operating
locations belong. Having all your operating locations tied together in one
complete primary system provides a solid foundation for the use of
locations and systems, and might be the only system your site needs for
tracking equipment.

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Example of a
Primary Location
Hierarchy

You can navigate down through the hierarchy by clicking on the (+) sign
before the location level you want to expand. A (-) sign indicates you are
at the lowest level for that parent (no child records).
The primary system must be hierarchical, that is it must have one top-
level location as the “ancestor” of all other locations in the system. You
could call this system Primary, Main, Plant, or whatever is appropriate
for your site.
NOTE: The first location you add to a new hierarchical system becomes
the top-level location in the system; for every location you add to the
system after that you have to specify a parent location. You should plan
carefully before adding the first location to any new system.
1. Open or create a location record.

2. Choose Manage Systems from the Action menu.

The Manage Systems screen appears.

3. Click the New Row button.

4. Type a name and description for the new system.

5. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

6. Click Save
If the location belongs to multiple systems, after defining the location
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 you can use the Associate Location with Systems action to specify
additional systems.
BUILDING A You can use an item’s Item Assembly Structures to create location
LOCATION records for rotating equipment associated with the item. When the same
HIERARCHY FROM IAS is applied to both a location and equipment, a location hierarchy is
AN ITEM ASSEMBLY created that matches the equipment hierarchy. An IAS can be applied
STRUCTURE multiple times, to different locations that require the same kind of
equipment
You can apply an IAS to a location by specifying the top-level item
number in the Item field on a location record, then choosing the Apply
Item Assembly Structure action. You can then create location records
for any rotating items in the structure. Nonrotating items in the IAS are
ignored in the location hierarchy.
NOTE: You can only apply an item assembly structure (IAS) to a
location if the location belongs to a system.
CREATING When you define a system you can specify whether it is Hierarchical or
NETWORK SYSTEMS Network using the Network? check box. If an association requires the
system to be networked MAXIMO does not automatically change the
system to network. You have to change the property of the system using
the Manage Systems action and then associate the location with the
system.
Examples of locations that might be organized as a network include a
ventilation system, or a piping system.
NOTE: You can change a system from hierarchical to networked but not
from a network back to a hierarchy.
VIEWING LOCATION The Locations tab displays three table windows:
HIERARCHIES
Systems — displays the systems associated with the location.
Clicking on a system populates the other two table windows.

Parent of — displays the location’s parent in the selected system.

Additional parents can be added using the New Row button only
if the selected system is a Network.

Children of — displays the location’s children that belong to the

selected system. New children can be added using the New Row
button.
If a system is a network, there is a check mark in the Network column of
the System table window. If a system is hierarchical, the Network
column is not checked.

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 DISASSOCIATING When you disassociate a location from a system the location should not
LOCATIONS AND have any children that are associated with the same system. You should
DELETING SYSTEMS delete the children from the Children table window present in the
Locations main page and then disassociate the system.
You can delete a system only when it is not associated with any
locations.

Failure Codes Application

The Failure Codes Application is used to build and display failure
hierarchies, which help you construct accurate histories of the failures
that affect your equipment and locations. After reporting and analyzing
failure trends, you can take preventive measures.
You can access the Failure Codes Application by selecting the
Equipment icon on the MAXIMO Start Center and then choosing Failure
Codes or by using the Go To link.
FAILURE CODES
MAIN SCREEN

FAILURE CODES There are three tabs on the Failure Codes Application screen:
TABS
1. Search — Use to search the database using any combination of
available fields.

2. Failure Codes — Use to enter, view, and modify failure

hierarchies.
3. Attached Documents — Use to create links between the record
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 and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
FAILURE CODES The following actions are available from the Failure Codes Action
ACTIONS Menu.

Copy Problem Hierarchy — Use to copy a single Problem and its

associated Causes and Remedies from another failure class.

Run Reports — Use to access the Reports available for the current
Application.

Duplicate Failure Code — Use to create a copy of the current failure

hierarchy, which can then be modified and saved as a new record.

Delete Failure Code — Use to delete the current record from the
MAXIMO database.

Using the Failure Codes Application

You use the Failure Codes Application to create and store a hierarchical
list of the equipment and location failures recognized within your
company.
A Failure Hierarchy is a chart that shows the possible causes of
equipment failure. It can also be thought of as a tree structure that lists
the possible solutions to equipment failure, and provides the paths to
those solutions. The hierarchies are used on the Failure Reporting tab of
the Work Order Tracking Application to record equipment problems for
future analysis.
A failure hierarchy resembles an Equipment Assembly Structure
(described in “Understanding Equipment Assembly Structures” on page
160) or the location hierarchy in that there is a highest-level category (the
failure class) which can have one or more levels of failure codes beneath
it.
NOTE: Using failure codes on work orders can help reduce the number
of duplicate work orders that are entered in the system.

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 UNDERSTANDING The failure class is at the very top of the failure hierarchy. Each level in
THE FAILURE CODE the failure hierarchy beneath the failure class can contain one or more
HIERARCHY failure codes, which "belong to" the failure code in the next higher level.
An individual failure code can have multiple children; each child can in
turn have one or more child failure codes.
The MAXIMO failure hierarchy is build on a problem—cause— remedy
framework. By default, MAXIMO supplies a hierarchy containing these
three levels:

The PROBLEM is the symptom. What looks or feels broken?

These top level codes are displayed in the top table window on
the Failure Codes tab.

The CAUSE creates the problem. Why did the problem occur?
These second level codes are displayed in the second table
window on the Failure Codes tab.

The REMEDY is the correction. What will fix the problem?

These third level codes are displayed in the third table window on
the Failure Codes tab.
Your company can have different or additional types available. You do
not have to specify a type for failure codes. They can be used at any
level. For example, OVERHEATING could be both a Problem and a
Cause.
BUILDING A FAILURE Failure hierarchies are built from the top down. You can make use of
HIERARCHY existing failure codes and/or create new ones to build the hierarchy. You
navigate the failure hierarchy from top to bottom. A Failure Hierarchy
can be created all at once, or partially completed and added to later as
necessary.
CREATING A 1. Open the Failure Codes Application.
FAILURE CLASS
RECORD 2. Click the New Failure Code button in the Toolbar.
MAXIMO switches to the Failure Code tab, displaying an empty
Failure Code record.

3. Enter a unique identifier in the Failure Class field and a

description in the Description field.

4. Click Save.
ADDING CHILD The procedure for adding Problem, Cause, and Remedy level failure
LEVELS TO A codes is the same with one exception, selecting the parent for Causes and
FAILURE CODE Remedies. All Problem failure codes are children of the Failure Class,
but note the labels for the Cause and Remedy tables, which indicate the
parent levels for the records in each table window.
CAUTION: Before entering Causes or Remedies, check that the table
window label reflects the correct parent for the failure code you are about
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 to enter. To change the table label, click the appropriate row in the parent
table window.
1. Open or create a Failure Class record.

2. Select either of the following in the table window:

New Row to add a new failure code.
View Details to view details for an existing row.
The Row Details form opens.

3. Enter a value in the Problem field, or click Select Value to

select a value.

4. Enter a description in the Description field.

5. Enter a type in the Type field, or click Select Value to select a

value.

6. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
FAILURE Failure reporting allows you to identify and track equipment and
REPORTING location failures. You report failures via the Quick Reporting or Work
Order Tracking Applications.

Note that in order to do failure reporting, the following must be true:

The failure hierarchy for the problem must exist in the database.

The piece of equipment or the location you are reporting failure

on must have the appropriate failure class code specified in its
Failure Class field in the Equipment or Locations Application.
FAILURE ANALYSIS Failure analysis is the process by which you examine equipment failure
history, reported over a significant period of time. Use any equipment or
location failure reports to look for breakdown trends, average time
between failures, and so on.
By correlating this failure information with other data available to you,
for instance, preventive maintenance schedules for a piece of equipment
or location, you can develop ways to reduce or limit equipment failures
in the future. For example, you might want to review you preventive
maintenance schedule, or you might be able to identify a branch of faulty
inventory items.

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PLANS MODULE
Preventive maintenance work is often repetitive work performed to keep
equipment running efficiently. The Plans module allows you to create
standard template of tasks, labor, materials, tools, and necessary safety
information needed to complete a job. Using these templates avoids the
need to repeatedly key in work and safety related information.

Plans Module Applications

The Plans Module consists of six Applications:

1. Job Plans — Used to create a detailed description of how a job is

to be performed.

2. Routes — Used to list related work assets (Equipment and/or

Locations), which are considered "stops" along an inspection or
maintenance route.

3. Safety Plans — Used to create a detailed plan of how to safely

service equipment or locations.

4. Safety Hazards — Used to define hazards that exist in the

workplace and associate related safety precautions.

5. Safety Precautions — Used to define precautions that can be

taken against hazards in the workplace.

6. Lock Out / Tag Out — Used to create a detailed description of

how to safely take equipment or locations out of service and place
them back into service.
The Plans module provides a way to track safety information, which can
then be supplied to workers when it is associated with work order,
equipment, location, and item records. This includes information that you
might be required by law to provide to your workers.

You use the Job Plans Application to create templates for preventive
maintenance repairs, inspections, and other tasks. You include:

The steps that need to be performed to complete the work

The number of workers needed to complete the work and the job
skills they must have
The supplies and parts that will be needed
The tools that will need to be available to complete the repairs
Once these templates are created they can be useful for planning worker
schedules, inventory stocks, and budgets.

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 You use the Safety Hazards and Safety Precautions Applications to create
generic lists of possible hazards and possible precautions that exist in
your workplace. These lists are then used when adding safety information
to equipment and locations, and when creating safety plans.
The Lock Out / Tag Out Application is used to create specific procedures
to be applied to specific pieces of equipment or locations. These
procedures describe how to take the asset out of service to eliminate a
hazard, and then return it to service once work is complete. These might
be as simple as turning off electrical current to a piece of equipment, or
as complex as shutting down a nuclear reactor.
All the safety information is brought together in the Safety Plans
Application, where you can define the safety information necessary to
follow a specific job plan on a work asset. By identifying hazards,
precautions to be taken against those hazards, and any specified Tag Out
procedures for the equipment or location, you can provide as much safety
information as possible for your maintenance personnel.
Safety Plans can then be applied to Job Plans and Work Orders in their
respective Applications. All of these Applications work together to help
you plan for work to be performed safely.

Job Plans Application

MAXIMO uses job plans to predefine the work plan information
describing the work that needs to be done on a work order. If you use job
plan you do not have to key in the same information every time you
create a work order for similar work.
A job plan is a detailed description of work to be performed on an asset.
A job plan typically includes procedural descriptions and lists of
estimated materials, items, labor, and tools to be used on the job.
The Job Plan record holds:
1. Operational Instructions (Procedures)
2. Estimated Labor (Includes Cost)
3. Estimated Materials (Includes Cost)
Estimated Tools (Includes Cost)
You can access the Job Plans Application by selecting the Plans icon on
the MAXIMO Start Center and then choosing Job Plans or by using the
Go To link.

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JOB PLANS MAIN
SCREEN

JOB PLANS TABS There are four tabs on the Job Plans Application screen:

1. Search — Use to search the database using any combination of

available fields.

2. Job Plan — Use to enter, view, or modify a job plan record.

This tab displays basic information about the job plan, and is the tab
on which you specify the job plan tasks, labor, materials, and tool.

3. Work Assets — Use to associate work assets and safety plans

with job plans.

4. Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
JOB PLANS The following actions are available from the Job Plans Action
ACTIONS Menu.

View Totals — Use to view total hours and costs for the job plan.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Job Plan — Use to create a copy of the current record with
the same settings or values, which can then be modified and saved as a
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 new record.

Delete Job Plan — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using the Job Plans Application

After examining your company’s maintenance activities to identify the
kinds of work orders that are repeatedly generated, you can create job
plans that describe those common maintenance jobs. This can help you
estimate the labor, materials, and tools that are required for preventive
maintenance and periodic inspections.
Once you build a job plan, you can reference the specific tasks repeatedly
when you create similar work orders. For example, when creating work
orders for similar equipment or locations. This can save you time and
money, and ensure consistency when defining work for similar assets.
A job plan can be assigned to an unlimited number of work orders.
When you assign a job plan to a work order, its resource estimates and
tasks are copied into a work plan for the work order. You can then
modify a work plan so that the procedures, labor, materials, and tools are
more specific to the work order, without affecting the original job plan
template.
Defining a Job Plan consists of the following steps:

Defining the Tasks by breaking the job down into steps in the
Tasks table window.
Defining the Labor skills and hours on the Labor sub tab.
Defining the Materials needed on the Materials sub tab.
Defining the Tools needed on the Tools sub tab.

DEFINING JOB PLAN Each maintenance job can be broken down into a series of steps or tasks,
TASKS which need to be performed to complete the job. MAXIMO calls these
numbered steps or operations tasks. The Tasks table window on the Job
Plans screen contains a list of numbered tasks that have been defined for
a job plan, along with a description of the work to be done at that step,
and the estimated time for its completion.

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Example of Tasks The following operations are associated with a job plan for performing
for a Job Plan annual maintenance on an electric cart. Note that the operation numbers
are listed in increments of 10. This gives you the flexibility to add
additional operations between existing ones at a later date or on the Work
Plan when used with a Work Order.

10 Check tires, lights, horn, mirrors, windshield wipers,

steering, key switch, and forward/reverse switch.

20 Check brakes, brake lights, and emergency brake.

30 Check battery. Add water as needed. Check terminals and
cables.
40 Lubricate chain and check sprockets.
50 Repack wheel bearings. Grease steering chassis as needed.
60 Operate vehicle for safety check.
You can assign the task’s number to any estimated labor, materials, and
tools that are associated with the task. This is helpful if you want to track
and report information by task.
DEFINING JOB PLAN Some tasks might be performed by any maintenance worker, while others
LABOR can require specialized skills to be performed safely, for example
working with electrical current. You use the Labor sub tab to define the
labor and craft needs of a job plan, including number of workers needed,
estimated hours workers are needed, and estimated line costs.
When you enter a code in the Labor/Craft table window, the labor or
craft’s description and rate are displayed once you close the Row Details
Form. Each time quantities or hours are inserted, deleted, or modified on
the Labor/Crafts table window, these fields are updated automatically:

Line Cost (Labor table window)

Total Labor Hours (View Totals action)
Total Labor Costs (View Totals action)
DEFINING JOB PLAN If you know what materials are needed for a job (replacement parts,
MATERIALS filters, lubricants, and so on), you can record them as part of the job plan.
You use the Materials sub tab to define a materials list for the job plan,
including items needed, quantity needed, issuing storeroom location, and
estimated unit and line costs.
Each time a quantity is modified, inserted, or deleted in the Materials
table window these fields are updated automatically:

Line Cost (Materials table window)

Estimated Total Materials Cost (View Totals action)
DEFINING JOB PLAN If you know that specific tools are required for a job you can record that
TOOLS information as part of a job plan. You use the Tools sub tab to define a
list of tools needed by the job plan including the number of the tools
needed, tool rate, and estimated line costs.

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 Tools are defined in Maximo and given a number, a description, and a
cost per hour (Rate) for usage. These tools are then available for use on
the Job Plan records.
Each time a quantity is modified, inserted, or deleted in the Tools table
window these fields are updated automatically:

Line Cost (Tools table window)

Estimated Total Tool Cost (View Totals action)
CREATING A JOB 1. Open the Job Plans Application.
PLAN

2. Click the New Job Plan button in the Toolbar.

MAXIMO switches to the Job Plan tab, displaying an empty
Job Plan record.

3. Type a name for the new Job Plan, and a description.

4. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

5. Click New Row in the Tasks table window to add Tasks.

6. Enter Labor, Materials, and Tools information

7. Click Save.
ENTERING TASKS Each maintenance job can be broken down into a series of steps or tasks,
which need to be performed to complete the job. You use the Tasks table
window to define a list of numbered tasks for the job plan, along with a
description of the work to be done at that step, and the estimated hours
for its completion.
Job plan task numbers must be unique within each job plan. The system
sorts tasks in numerically ascending order by Task ID. The task with the
lowest number is the first step of your job plan. The default is for
MAXIMO to increment task numbers by 10, for example 10, 20, 30 and
so on. This gives you the flexibility to add new tasks between existing
ones at a later time or on the Work Plan.
1. Open or create a job plan record.

2. Select either of the following in the table window:

New Row to add a row.
View Details to view details for an existing row.
The Row Details form opens.

3. Enter a unique identifier in the Task ID field and a description.

Click the Long Description button if you need more space.

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 4. Estimate the time required in the Hours field.

5. (Option) Enter a measurement point name if you plan to utilize

condition monitoring for this task.

6. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
ENTERING LABOR, You can enter task numbers for estimated labor, materials, and tools,
MATERIALS, AND although you are not required to do so. Task numbers on the sub tabs do
TOOLS not need to be unique.
The task number you use for estimated labor, materials, or tools should
correspond to the job plan task where it is used. This allows you to track
estimates by task through the use of reports, which can be valuable when
the job plan is lengthy or complicated.
The procedure is the same for defining Labor, Materials, or Tools in a job
plan.

1. With a Job Plan record open, select a sub tab.

2. Select New Row in the sub tab table window.

The Row Details form opens.

3. (Option) Enter a Task ID if your business rules call for

tracking data by task.

4. Select a Labor/Craft, Item, or Tool record by:

a. Clicking the Detail button next to the field.
b. Selecting a record by clicking the Select button to the
left of the record.

5. Fill in remaining fields as dictated by your business rules.

6. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Cancel to cancel the row.

7. Click Save.

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 DUPLICATE A JOB You might want to create a job plan that is very similar to one you already have.
PLAN The quickest way is to duplicate that job plan and then modify the copy.
1. In the Job Plans Application, find the job plan you want
to duplicate.
2. From the Actions menu, choose Duplicate Job Plan.
3. In the Duplicate Record dialog box do one of the
following:
Enter a new Job Plan number or unique identifier in the New Key
field.
Click Auto number to have MAXIMO generate a number for this
field.
4. When you click OK, MAXIMO copies all the information
from the original to the duplicate, including all Work
Asset and Safety Plan information.
5. Make the changes you want to the new job plan.
6. Click Save.

VIEW TOTALS To display totals from the Labor, Materials, and Tools tabs, choose View
Totals from the Action menu.

ASSOCIATING WORK You use the Work Assets tab to associate Locations, Equipment, and
ASSETS WITH A JOB Items to job plans. You can assign Safety Plans to individual work assets
PLAN at the same time. The assets that have been associated with the Job Plan
are displayed in the table window.
1. Open or create a Job Plan record.

2. Select either of the following:

New Row to add a row.

View Details to view details for an existing row.
The Row Details form opens.

3. Enter a Location, Equipment, or Item.

4. (Option) Add a safety plan. See Associate a Safety Plan with a

Job Plan

5. Fill in the other required fields.

NOTE: Required fields are indicated by an asterisk (*).

6. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
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 Routes Application
A route is a list of related work assets, which are considered “stops”
along the route. These route stops represent assets such as equipment or
locations. The list of assets can be related by location, such as all pumps
and motors in a room, or by type of equipment, such as all fire
extinguishers located throughout the site. Routes make it easy to build
simple hierarchies of work orders for inspections
You can access the Routes Application by selecting the Plans icon on the
MAXIMO Start Center and then choosing Routes or by using the Go To
link.
ROUTES MAIN
SCREEN

ROUTES TABS There are three tabs on the Routes Application screen:

1. Search — Use to search the database using any combination of

available fields.

2. Route — Use to enter, view, or modify routes.

3. Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
ROUTES ACTIONS The following actions are available from the Routes Action Menu.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Route — Use to create a copy of the current record with the
same settings or values, which can then be modified and saved as a new
record.

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 Delete Route — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using the Routes Application

You can simplify your maintenance routines by creating a list of
equipment or locations that require the same types of periodic
maintenance. You might also generate work orders for a list of equipment
or locations so that the work can be done at the same time, while the
labor, materials, and tools are available. In MAXIMO this list of
equipment or locations is called a route.
You can use a route in the following ways:

Apply the route to a preventive maintenance record to generate

inspection-type work orders for all work assets listed as stops on
the route.

Apply the route to a work order, and generate child work orders
for each work asset listed as a stop on the route.

Create a route on which you specify that child work orders

generated for the route stops are treated as "tasks" on the parent
work order. When you print the parent work order, you see the
individual route work orders as work order tasks on the parent
work order.
CREATING A ROUTE Before you can apply a Route to a work order or PM, you must create it
in the Routes Application. You can list either Equipment or Locations on
a single route.
NOTE Before you can add equipment or locations to a Route, you must
first create records for them in the Equipment or Locations Applications.

1. Open the Routes Application.

2. Click the New Route button on the Toolbar.

MAXIMO switches to the Route tab, displaying an empty
Route Stops table window.

3. Enter a unique identifier in the Route field and a description.

4. Select New Row to add a piece of equipment or location as a

stop on the route.
The Row Details form opens.

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 5. Click the Detail button on the Equipment or Location field.

6. Select a record by clicking the Select button to the left of the

record.
7. (Option) You can associate a Job Plan with a Route stop.

8. (Option) You can enter a sequence number (Seq) to indicate

that the stops should be worked on in a certain order.

9. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

10. Click Save.

Safety Plans Application

You must clearly associate safety requirements and procedures with work
orders to fulfill regulatory requirements of agencies such as the
Occupational Safety and Health Administration (OSHA). You need to
show that employees have been informed of hazards they might
encounter while performing work, as well as actions they need to take to
prevent accidents.
In the Safety Plans Application, you can define the safety information
that needs to be passed along to workers in order for them to work safely.
You can access the Safety Plans Application by selecting the Plans icon
on the MAXIMO Start Center and then choosing Safety Plans or by
using the Go To link.
SAFETY PLANS MAIN
SCREEN

SAFETY PLANS There are six tabs on the Safety Plans Application screen:
TABS 1. Search — Use to search the database using any combination of
available fields.

2. Safety Plan — Use to enter, view, or modify safety plans and to

view work assets associated with a selected safety plan.
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 3. Hazards and Precautions — Use to enter, view, or modify
hazards associated with the selected safety plan and to view
precautions against those hazards.
4. Hazardous Materials — Use to enter, view, or modify details
about hazardous materials associated with the selected safety
plan.

5. Tag Outs — Use to enter, view, or modify hazards defined for

each work asset and tag out procedures associated with each
hazard.

6. Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
SAFETY PLANS The following actions are available from the Safety Plans Action Menu.
ACTIONS
Select Hazards — Use to select hazards from lists defined for individual
assets and related assets for each individual asset. Related assets are
neighboring assets that might have hazards associated with them.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Safety Plan — Use to create a copy of the current record with
the same settings or values, which can then be modified and saved as a
new record.

Delete Safety Plan — Use to delete the current record from the
MAXIMO database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using the Safety Plans Application

In the Safety Plans Application, you can define the safety information
that needs to be conveyed to workers in order for them to work safely.
This can range from the safety information necessary to follow a specific
job plan on a specific work asset, to a general plan for how to handle a
hazardous situation.
For example, a piece of equipment, such as a pump, needs to be shut
down in a particular way to minimize electric shock, or materials
leakage, before any maintenance can be performed. Or before
maintenance personnel can safely enter a particular location they need to

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 be notified that they might be exposed to chemicals and should wear eye
protection and protective clothing.
The safety plan provides the relevant information that workers need to
know about hazards and precautions, hazardous materials, and tag out
procedures in order to perform the work safely.
Once you have created safety plans for identified hazards, you can then
associate them with:

Work orders in the Work Order Tracking Application.

Equipment in the Equipment Application.

Locations in the Locations Application.

Job plans in the Job Plans Application.

NOTE: A job plan can have more than one safety plan.
Preparing to A safety plan should include all the information needed to perform a
Create a Safety specific type of work safely. Before you create a new safety plan, you
Plan should think about the following:

Is there a specific task that requires a safety plan?

What work assets might use the safety plan? When designing a
safety plan, the work asset combined with the type of work should
dictate what safety information is required.

What other equipment or locations might have associated hazards

or other safety concerns that should be considered?

What hazards relate to the work assets?

Are there hazardous materials associated with the asset, or the

type of work that is going to be performed?

Are there Lock Outs or Tag Outs created for the asset that might
apply to this safety plan?
CREATING A SAFETY You can create a safety plan any time you have safety information that
PLAN you can apply to more than one work asset, job, or situation.

1. Open the Safety Plans Application.

2. Click the New Safety Plan button in the Toolbar.

MAXIMO switches to the Safety Plan tab, displaying a new
safety plan record.

3. Enter a unique identifier in the Safety Plan field and a

description. Click the Long Description button if you need more
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 space.
4. Click Save.

5. Add at least one of the following types of safety information to

the plan.
Associate Hazards and Precautions as described in
“Associating Hazards and Precautions with a Safety Plan.

Identify Hazardous Materials as described in “Identifying

Hazardous Materials on a Safety Plan.

Associate Tag Outs as described in “Associating Tag Outs

with a Safety Plan”.

6. Click Save.
ASSOCIATING If the safety plan is for an equipment or location, you indicate this in the
ASSETS WITH A Work Assets table window on the Safety Plan tab.
SAFETY PLAN
1. Open or create a safety plan record.

2. Click New Row.

The Row Details form opens.

3. Enter an Equipment or Location where this safety plan might be

applied.

NOTE You can fill in the Equipment column or the Location column for
a line, but not both.

4. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

5. Click Save.
ASSOCIATING You can select hazards to be associated with a safety plan. If these
HAZARDS AND hazards have associated precautions, MAXIMO copies this information
PRECAUTIONS WITH to the safety plan. These hazards and their associated precautions are
A SAFETY PLAN defined in the Safety Hazards Application.
If the hazard is associated with more than one asset, you create a separate
row for each equipment or location. If you were creating a safety plan for
electrical current, for example, your location might have more than one
electrical outlet. Each outlet would need to be identified separately on the
safety plan.
1. Open or create a safety plan record.

2. Click the Hazards and Precautions tab.

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 3. Click New Row.
The Row Details form opens.

4. Click Detail to select a Hazard.

The Select Hazard screen appears.

NOTE: On the Select Hazards page, the system displays only

precaution-enabled hazards.

5. Click Select Record to select a hazard.

MAXIMO copies the precautions associated with that hazard to the
Precautions table window.

6. (Option) Enter an Equipment or Location.

7. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

8. Click Save.
IDENTIFYING You use the Hazardous Materials tab to associate hazards with a safety
HAZARDOUS plan that have hazardous material data defined for the hazard record. The
MATERIALS ON A data can include, for example, Material Safety Data Sheets (MSDS),
SAFETY PLAN health ratings, and flammability ratings.
If the hazardous material is associated with more than one asset, you
create a separate row for each equipment or location.

NOTE: If a Hazard is both precaution-enabled and hazardous Material

enabled, MAXIMO copies the data to both the Hazards and
Precautions and the Hazardous Materials tab.
1. Open or create a safety plan record.

2. Click the Hazardous Material tab.

3. Click New Row.

The Row Details form opens.

4. Click Detail to select a Hazard.

The Select Hazard screen appears.

NOTE: On the Select Hazards page, the system displays only hazardous
material-enabled hazards.

5. Click Select Record to select a hazard.

MAXIMO copies the hazardous material data to the Row
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 Details form.
6. (Option) Enter an Equipment or Location.

7. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

8. Click Save.
ASSOCIATING TAG You use the Tag Outs tab to associate hazards with a safety plan that are
OUTS WITH A tag out enabled. Tag outs are asset specific. If the hazard is associated
SAFETY PLAN with more than one asset, you have to create a separate row for each asset
and its tag out. For example, if you are shutting down a ventilation
system, each fan has its own tag out, specific to its equipment or location.
1. Open or create a safety plan record.

2. Click the Tag Outs tab.

3. Click New Row.

The Row Details form opens.

4. Click Detail to select a Hazard.

The Select Hazard screen appears.

NOTE: On the Select Hazards page, the system displays only tag out-
enabled hazards.

5. Click Select Record to select a hazard.

6. Enter a Related Equipment or Location.

7. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

8. Click Save.

MAXIMO copies the tag out and lock out operations to the tag Outs tab.
APPLYING A SAFETY You apply a safety plan by associating it with a work order or job plan.
PLAN You can associate a Safety Plan:

With a work order in the Work Order Tracking Application.

With a PM through the PM’s job plan.

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 With a work asset in the Job Plans Application.
Safety Hazards Application
The Safety Hazards Application lets you define hazards that exist in the
workplace. You can also associate precautions that can be taken against
the hazard, and use Attached Documents to supply additional
information. For example, a chemical that causes skin irritation might
require wearing gloves and eye protection, and be Attached to a Material
Data Safety Sheet (MDSD).
When use associate hazards with work orders, equipment, locations, and
items you provide the opportunity for employees to be notified of
potential dangers. When you associate a precaution or tag out procedures
with a hazard, you provide another opportunity to reduce or eliminate the
risks involved with the asset.
You can access the Safety Hazards Application by selecting the Plans
icon on the MAXIMO Start Center and then choosing Safety Hazards or
by using the Go To link.
SAFETY HAZARDS
MAIN SCREEN

SAFETY HAZARDS There are five tabs on the Safety Hazards Application screen:
TABS 1. Search — Use to search the database using any combination of
available fields.

2. Hazards — Use to enter, view, or modify a hazard. Use to

indicate whether the hazard can be associated with precautions,
hazardous materials, and tag out procedures. Also to list
hazardous material information for the hazard.

3. Precautions — Use to enter, view or delete associations with

previously defined safety precautions.

4. Tag Outs — Use to view a read-only list of tag out procedures.

These are tag outs that have been associated with an asset against
the hazard, either in the Equipment or Locations application.

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 5. Attached Documents — Use to create links between the record
and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
SAFETY HAZARDS The following actions are available from the Safety Hazards Action
ACTIONS Menu.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Hazard — Use to create a copy of the current record with the
same settings or values, which can then be modified and saved as a new
record.

Delete Hazard — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using the Safety Hazards

Application
You use the Safety Hazards Application to define a list of hazards that
exist in your workplace. When you create hazard records you can:

Associate the hazard with a type, for example "mechanical" or

"health."

Define the associations available for the hazard. These

associations determine where the record can be used.

Associate precautions that can reduce or eliminate the hazard

Record hazardous material information and any associated

precautions or tag outs.

When viewing existing records you can use the Tag Outs tab to view tag
out procedures have been used to eliminate the hazard.
DEFINING A SAFETY You can define a list of hazards (dust, chemicals, electrical current, and
HAZARD so on) that can be applied to many pieces of equipment or locations, or
hazards that are specific to only one piece of equipment or location.
In order for a Hazard to be associated with Equipment or Locations,
appear in value lists, or have additional safety information associated
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 with it you need to define the associations that are available for a Hazard.
1. Open the Safety Hazard Application.

2. Click the New Safety Hazard button in the Toolbar.

MAXIMO switches to the Hazards tab, displaying an empty
record.

3. Enter a unique identifier in the Hazard field and a description.

Click the Long Description button if you need more space.

4. Select associations for the Hazard.

5. (Option) Define Hazardous Material Information for the

Hazard.

6. Click Save.
ASSOCIATING Once you have defined a hazard, you can associate precautions with it.
PRECAUTIONS WITH
A HAZARD NOTE: The Precautions? box on the Hazards tab must be checked for
you to be able to associate precautions. Precautions are defined in the
Safety Precautions Application.
1. Open or create a safety hazard record.

2. Select the Precautions tab.

3. Select New Row.

The Row Details form opens.

4. Click the Detail button on the Precaution field and choose

Select Value.

5. Select a record by clicking the Select button to the left of the

record.

6. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
VIEWING TAG OUTS The Tag Outs tab displays a read-only list of Tag Outs associated with
ASSOCIATED WITH A the Hazard and the assets where the Tag Out is applied. These Tag Outs
HAZARD have been designed to eliminate the hazard. They have been associated
with an asset against the hazard, either in the Equipment or Locations
Application.

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 Safety Precautions Application
The Safety Precautions Application lets you define safety precautions
against hazards in the workplace. You can then associate these safety
precautions with workplace hazards in the Safety Hazards Application.
When you define precautions and then associate them with workplace
hazards, you provide information about how employees can reduce or
eliminate hazards involved with workplace tasks.
You can access the Safety Precautions Application by selecting the Plans
icon on the MAXIMO Start Center and then choosing Safety Precautions
or by using the Go To link.
SAFETY
PRECAUTIONS MAIN
SCREEN

SAFETY There are three tabs on the Safety Precautions Application screen:
PRECAUTIONS TABS
1. Search — Use to search the database using any combination of
available fields.

2. Precaution — Use to enter or view safety precautions. Also to

view a read-only list of associated hazards.

3. Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
SAFETY The following actions are available from the Safety Precautions
PRECAUTIONS Action Menu.
ACTIONS Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Precaution — Use to create a copy of the current record with

the same settings or values, which can then be modified and saved as a
new record.

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 Delete Precaution — Use to delete the current record from the
MAXIMO database.
Add to Bookmarks — Use to add the current record to your personal
bookmark list.

Using the Safety Precautions

Application
You can define a list of precautions (wear hardhat, wear eye protection,
wear gloves, and so on) that can be applied to many safety hazards, or
define precautions that are specific to a particular hazard.
DEFINING A SAFETY When creating precaution records, consider what to name the
PRECAUTION precautions. If your company uses more than one type of protective
glove, you might name the records GLOVE1, GLOVE2, and so on.

1. Open the Safety Precautions Application.

2. Click the New Precaution button in the Toolbar.

MAXIMO switches to the Precaution tab, displaying an empty
record.

3. Enter a unique identifier in the Precaution field and a

description.

4. Click Save.
ASSOCIATE A Safety Precautions are not asset-specific, and are associated with hazards
SAFETY in the Safety Hazards Application. The same Precaution could be applied
PRECAUTION to more than one Hazard. For example you might wear gloves to protect
you from multiple hazards.
Precautions are associated with assets when an associated hazard is listed
for the asset in the Equipment or Locations Applications.

Lock Out / Tag Out Application

A lock out or tag out procedure is designed to take work assets out of
service or place them back in service, when this is required to ensure a
safe work environment.
You tag out a work asset to eliminate a particular hazard. You write
separate tag out procedures for each hazard you can eliminate on a
specific piece of equipment or at a specific location. An asset can have
multiple lock out/ tag outs to eliminate multiple hazards.
You can access the Lock Out / Tag Out Application by selecting the
Plans icon on the MAXIMO Start Center and then choosing Lock Out /
Tag Out or by using the Go To link.

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 LOCK OUT / TAG
OUT MAIN SCREEN

(Old Screen for Reference)

LOCK OUT / TAG There are three tabs on the Lock Out / Tag Out Application screen:
OUT TABS
1. Search — Use to search the database using any combination of
available fields.

2. Lock Out / Tag Out — Use to enter, view, or modify tag out
procedures.

3. Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
LOCK OUT / TAG The following actions are available from the Lock Out / Tag Out Action
OUT ACTIONS Menu.

Run Reports — Use to access the Reports available for the current
Application

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Tag Out — Use to create a copy of the current record with the
same settings or values, which can then be modified and saved as a new
record.

Delete Tag Out — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.

Using the Lock Out / Tag Out

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 Application
MAXIMO uses the term tag out to describe the procedure, and the term
lock out to describe the steps in a tag out procedure. Records created in
this Application are identified by a tag out procedure ID, and are called
tag out in the other Applications.
Lock out tasks are visible in the Lock Out Operations table window.
Each lock out operation can apply to one of the following:

Equipment listed in the Equipment Application, or a Location

listed in the Locations Application, but not both.

A description of a locking device not listed in either the

Equipment or the Locations Application. For example a valve that
needs to be opened.

A description of an instruction or action to be taken, not referring

to any device or asset. For example, "Notify control room before
performing the next operation."
DEFINING A TAG You can create Tag Out procedures for pieces of equipment or for
OUT locations.
1. Open the Lock Out / Tag Out Application.

2. Click the New Tag Out button in the Toolbar.

MAXIMO switches to the Tag Out tab, displaying an empty
record.

3. Enter a unique identifier in the Tag Out Procedure ID field

and a description. Click the Long Description button if you need
more space.

4. Enter either an Equipment or Location.

5. (Option) Indicate a required state, for example "power off."

6. Click Save.
ADDING LOCK OUT You use the Lock Out Operations table window to define the steps to be
TASKS followed when tagging out an asset. You can indicate a required state at
each step, for example "Circuit breaker closed." The Apply Sequence
values indicate the order the steps are to be completed in. You can also
indicate a Remove Sequence if the order of the steps is different when
the procedure is reversed.

1. Open or create a Tag Out.

2. Select New Row

The Row Details form opens.

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 3. Enter either an Equipment or Location.

4. (Option) Indicate a required state, for example "power off."

5. Indicate an Apply Sequence number for the operation.

6. (Option) Indicate a Remove Sequence for the operation if the order of

the steps is different when the procedure is reversed.

7. Choose one of the following options:

New Row to add another row.

Done to close the Row Details form.
Delete to delete the row.

8. Click Save.

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RESOURCES MODULE
The Resources Module provides a way for MAXIMO to track the
resources, both internal and external, that your company uses to perform
maintenance work. These resources include people, tools, and companies
that do business with you.

Resources Module Applications

The Resources Module consists of six Applications:

Companies — Used to manage data on manufacturers, vendors,

and other companies that you do business with.

Tools — Used to manage tools owned by your company.

Service Contracts — Used to track service contracts your

company has with vendors or manufacturers.

Labor — Used to manage employee and contractor records.

Crafts — Used to manage craft records.

Labor Groups — Used to manage Labor group records.

Tools Application
The Tools Application maintains information on the tools used to do
maintenance work. Tools can range from hand tools, to heavy equipment
such as cranes and backhoes. This information is referenced in job plans
and on work orders. Each tool can have an associated hourly cost charged
for its use, which is carried on work orders.
You can access the Tools Application by selecting the Resources icon on
the MAXIMO Start Center and then choosing Tools or by using the Go
To link.
TOOLS MAIN
SCREEN

TOOLS TABS There are three tabs on the Tools Application screen:

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 Search — Use to search the database using any combination of
available fields.

Tool — Use to enter, view, and modify information on the tools

used for maintenance work

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
TOOLS ACTIONS The following actions are available from the Tools Action Menu.

Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Tool — Use to create a copy of the current record with the
same settings or values, which can then be modified and saved as a new
record.

Delete Tool — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.
TOOLS REPORTS The following reports are available for the Tools Application:

Tool List Report — Lists Tool and description for selected records.

Using the Tools Application

The Tools Application allows you to store information about the tools
your company uses, both those tools owned by your company, and those
leased from outside vendors.
CREATING A TOOL 1. Open the Tools Application.
RECORD
2. Click the New Tool button in the Toolbar.
MAXIMO switches to the Tool tab, displaying an empty Tool record.

3. Fill in the following fields:

Tool — Unique identifier of the tool.
Quantity — Number currently owned.
Stocked? — Check if tool kept in-house.
Vendor — Identifier for vendor who supplies the tool.
Rate — Cost per hour for use of tool.
Outside?— Check if leased from an outside vendor.

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 4. Click Save.
DUPLICATING You can duplicate tool records if, for example, you own similar tools
TOOLS with different manufacturers.
1. Open or create a tool record.
2. Select Duplicate Tool from the Action menu.
MAXIMO copies the tool data to a new record.
3. Enter a new tool name.
4. Edit the record as needed.
5. Click Save.

Service Contracts Application

The Service Contracts Application maintains information on equipment
service contracts you have with vendors or manufacturers. Once you
have created an equipment record in the Equipment module, you can use
the Service Contracts Application to create a contract (or multiple
contracts) and associate it with the equipment.
You can access the Service Contracts Application by selecting the
Resources icon on the MAXIMO Start Center and then choosing Service
contracts or by using the Go To link.
SERVICE
CONTRACTS MAIN
SCREEN

SERVICE There are three tabs on the Service Contracts Application screen:
CONTRACTS TABS
Search — Use to search the database using any combination of
available fields.

Contract — Use to enter, view, and modify information on

service contracts between your company and vendors or
manufacturers.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
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 SERVICE The following actions are available from the Service Contracts Action
CONTRACTS Menu.
ACTIONS
Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Service Contract — Use to create a copy of the current

record with the same settings or values, which can then be modified and
saved as a new record.

Delete Service Contract — Use to delete the current record from the
MAXIMO database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.
SERVICE The following reports are available for the Service Contracts Application:
CONTRACTS
REPORTS Service Contracts List Report — Lists Service Contract and description
for selected records.

Using the Service Contracts

Application
Use the Service Contracts Application to enter, update, and view
information on service contracts between your company and vendors.
The records show the company providing the service, and the equipment
to be serviced.
Service Contracts are referenced in the Equipment and Work Order
Tracking Applications. Multiple service contracts can be tied to a single
piece of equipment. The service contracts for an equipment can be
viewed on the PMs tab of the Equipment Application. Unlike equipment,
an individual work order can only have one associated service contract. A
service contract is tied to a work order in the Work Order Tracking
Application.
CREATING A 1. Open the Service Contracts Application.
SERVICE CONTRACT
RECORD 2. Click the New Service Contract button in the Toolbar.
MAXIMO switches to the Contract tab, displaying an empty Contract
record.

3. Fill in the following fields:

Contract — Your company’s number for the contract.

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 Vendor — Company code for company supplying the service
contract.
Equipment — Equipment code for the piece of equipment
serviced by the contract.

Vendor’s Reference Number — Vendor’s number for the

contract.

Contract Details — Pertinent details about the contract.

4. Click Save.
CREATING As there are situations where multiple service contracts can be associated
MULTIPLE SERVICE with a single piece of equipment, MAXIMO allows you to create more
CONTRACT than one contract for a piece of equipment.
RECORDS

EXAMPLE You company owns a dump truck. Three service contracts could be tied
to the truck’s equipment record:

A garage is contracted to do oil changes and tune-ups.

A tire firm provides tire inspection and replacement.
A washing service cleans the truck periodically.

To do this, you create three separate service contract records, each with
the same Equipment identifier.

Crafts Application
You can use the Crafts Application to enter, view, and modify craft
records. A craft represents a group of employees, and typically the craft
name reflects the type of work done by these employees. It can also
indicate a ranking by expertise. For example, you could have a craft for
“mechanic, first class,” or “carpenter’s apprentice.” You can specify a
pay rate and overtime scale for a craft so that all members of the craft are
automatically assigned the same rates. The table window in this
Application lists the labor records associated with each craft record.
You can access the Crafts Application by selecting the Resources icon on
the MAXIMO Start Center and then choosing Crafts or by using the Go
To link.

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 CRAFTS MAIN
SCREEN

CRAFTS TABS There are three tabs on the Crafts Application screen:

Search — Use to search the database using any combination of

available fields.

Crafts — Use to enter, view, or modify craft records

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.
CRAFTS ACTIONS The following actions are available from the Crafts Action Menu.

Zero Year to Date Totals — Used to reset the Year to Date hours,
usually at the beginning of the fiscal year.

Run Reports — Use to access the Reports available for the current
Application

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Craft — Use to create a copy of the current record with the
same settings or values, which can then be modified and saved as a new
record.

Delete Craft — Use to delete the current record from the MAXIMO
database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.
CRAFTS REPORTS The following reports are available for the Crafts Application:

Crafts List Report — Lists Craft and description for selected records.

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 Using the Crafts Application
You use the Crafts Application to create and work with craft records.
Your System Administrator can restrict a user’s access to certain craft
records by registering craft codes in Signature Security.
CREATING A CRAFT 1. Open the Crafts Application.
RECORD
2. Click the New Craft button in the Toolbar.
MAXIMO switches to the Craft tab, displaying an empty Craft record.

3. Enter a unique identifier in the Craft field and a description.

4. Fill in the other fields as dictated by your company’s business rules.

NOTE: Fields that require a value for MAXIMO to save a record are
indicated by an asterisk (*).

5. Click Save.
ASSOCIATING You can associate a labor record with a craft from either the Labor
LABOR RECORDS Application or the Crafts Application.
WITH A CRAFT
1. Open the Crafts Application.

2. Open a craft record using the Search tab.

3. Click New Row.

The Row Details form opens.

4. Click the Detail button on the Labor field.

The Select Labor Code screen appears.

5. Click Select Record next to the Labor Code.

MAXIMO copies the Labor Code to the Labor field.

6. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

7. Click Save.
DISASSOCIATING A When you delete a labor record from the Associated Craft table window,
LABOR RECORD the labor is no longer associated with that craft. You are not deleting the
WITH A CRAFT labor record from the database, only removing the relationship between
that labor record and the craft. You might use this if a worker has passed
a certification that moved him from one craft level to another, for

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 example from an apprentice electrician to a journeyman electrician.
1. Open the Crafts Application.

2. Open the craft record using the Search tab.

3. Click Mark Row for Deletion.

A line is drawn through the record and the Mark Row for Deletion
button changes to an Undelete Row button.

4. Click Save.
MAXIMO deletes the Labor Record from the Associated Labor table
window.

Labor Groups Application

You can use the Labor Groups Application to view existing Labor
Groups and to define new ones. Once you have defined these groups, you
can go to the Labor Groups field of a work order and select a predefined
Labor Group.
You can access the Labor Groups Application by selecting the Resources
icon on the MAXIMO Start Center and then choosing Labor Groups or
by using the Go To link.
LABOR GROUPS
MAIN SCREEN

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LABOR GROUPS There are three tabs on the Labor Groups Application screen:
TABS
Search — Use to search the database using any combination of
available fields.

Labor Group — Use to enter, view, or modify Labor Groups.

Attached Documents — Use to create links between the record

and documents outside the MAXIMO database. Once Attached,
you can view, modify, and print the documents from this tab.

LABOR GROUPS The following actions are available from the Labor Groups Action Menu.
ACTIONS
Run Reports — Use to access the Reports available for the current
Application.

Print With Attachments — Use to print all documents associated with a

record through Attached Documents

Duplicate Labor Group — Use to create a copy of the current record

with the same settings or values, which can then be modified and saved
as a new record.

Delete Labor Group — Use to delete the current record from the
MAXIMO database.

Add to Bookmarks — Use to add the current record to your personal

bookmark list.
LABOR GROUPS The following reports are available for the Labor Application:
REPORTS
Labor Groups List Report — Lists Labor Group and description for
selected records.

Using the Labor Groups Application

The labor groups Application is used to view existing Labor Groups and
to define new groups. A labor group is a group of workers who typically
have the same skills, levels of authority, and security clearances. After
creating a labor group in this Application, you then have the option to
assign responsibility for a work order to a labor group. Work Order
Tracking allows you to assign responsibility for work orders to a
supervisor, a lead craft or person, or to a labor group.
Labor groups are also used in conjunction with the Workflow option.
When Workflow routes a document, for example a work order or
purchase order, one of the options is to send it to a labor group. It is
automatically sent to everyone in the group or Workflow can
automatically pick someone in the group whose calendar indicates that
they are available.
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 DEFINING A LABOR Your company might require Signature Authority to create craft records.
GROUP
1. Open the Labor Groups Application

2. Click the New Labor Group button on the Toolbar.

MAXIMO switches to the Labor Groups tab, displaying an empty Labor
Groups record.

3. Enter a unique identifier in the Labor Groups field and a description.

4. Click Save.
ASSOCIATING You can associate a Labor record with a Craft in either the Labor or
LABOR WITH A Crafts Applications.
LABOR GROUP
1. Open or create a Labor Group.

2. Select New Row in the Lead Craft/Person table window.

The Row Details form opens.

3. Click the Detail button on the Code field.

4. Choose Select Value.

The Select Labor Code screen appears.

5. Click the Select Record button next to the record.

MAXIMO copies the Labor data to the Row Details form.

6. (Option) Enter a Sequence if you are using Workflow.

7. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

8. Click Save.
DEFINING If you are using Workflow, you can define alternates for each Lead
ALTERNATES Craft/Person to handle approvals when they are unavailable.
1. Open the Labor Groups Application

2. Open a labor group record.

3. Select a Lead Craft/Person record.

4. Click New Row in the Alternates For table window.

The Row Details form opens.

5. Click the Detail button on the Code field.

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 6. Choose Select Value.
The Select Labor Code screen appears.

7. Click the Select Record button next to the record.

MAXIMO copies the Labor data to the Row Details form.

8. (Option) Enter a Sequence if you are using Workflow.

9. Choose one of the following options:

New Row to add another row.
Done to close the Row Details form.
Delete to delete the row.

10. Click Save.

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REPORTS
The MAXIMO Applications provide a wide variety of reports. Your site
or company might have created customized reports, or your Report
Administrator might have created additional reports. The default
MAXIMO installation includes both Application reports and Key
Performance Indicator (KPI) reports.
This chapter gives an overview of the Applications’ reporting capability,
provides a list of the standard reports, by Application, and instructions on
how to run, e-mail, schedule, view, search, and print reports.
APPLICATION The following lists the reports available as part of the default MAXIMO
REPORTS installation. Your system administrator can add to, delete, or customize
the available reports.
NOTE: Short descriptions of each Application’s reports are included in
the previous chapters.

Application Reports

Work Order Tracking Work Order Material Shortage Report

Work Order Details Report
Work Order List Report
Estimated vs. Actual Work Order Costs

Quick Reporting Quick Reporting List Report

Work Order Details Report

Work Requests Work Request List Report

Preventive Preventive Maintenance List Report
Maintenance

Inventory Inventory List Report

Inventory ABC Analysis Report
Inventory Balance Report
Economic Order Quantity Report
Inventory ROP
Inventory Transactions Report
Item Availability Report

Item Master Item List Report

Storerooms Storeroom Overview Report

Issues and Transfers Inventory Transactions Report

Equipment Summary of Equipment Failures by

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 Location
Details of an Equipment’s Failures
Drilldown into Equipment’s Failures
Equipment List Report
Equipment Maintenance Cost Report

Locations Location List Report

Failure Codes Failure Code List Report

Condition Monitoring Condition Monitoring List Report

Purchase Requisitions Purchase Requisitions List Report

Purchase Requisitions Details Report

Request for Quotation Request for Quotation List Report

Request for Quotation Details Report
RFQ Vendor Contacts
RFQ Vendor Details

Purchase Orders Purchase Orders List Report

PO Status Details
Purchase Orders Details Report
E-Commerce Details

Receiving Receipts List Report

Invoices Invoice List Report

Invoice Details Report
Job Plans Job Plan List Report

Routes Routes List Report

Safety Plans Safety Plans List Report
Safety Hazards Safety Hazards List Report

Safety Precautions Safety Precautions List Report

Lock Out / Tag Out Lock Out & Tag Out Procedures List

Companies Companies List Report

Tools Tool List Report

Service Contracts Service Contracts List Report

Labor Labor List Report

Crafts Crafts List Report

Labor Groups Labor Group List Report

KPIS KPIs are Key Performance Indicators. These reports can be customized
by your System Administrator. The "out of the box" MAXIMO
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 installation includes the following KPI reports:
PM WOs Overdue by Priority — Displays overdue PM work orders by
WO priority. WOs must have targeted start and completion dates to be
included in this calculation. A work order is considered overdue if the
work order has not had an Actual recorded for the finish date and the
current date is greater than its targeted completions date.
PM WOs Overdue by Supervisor — Displays overdue PM work orders
by the responsible supervisor. WOs must have targeted start and
completion dates to be included in this calculation. A work order is
considered overdue if the work order has not had an actual recorded for
the finish date and the current date is greater than its targeted completions
date.
Materials Failure KPI — Graphically displays the average actual life
expectancy vs. the manufacturer’s expected life for all stock types. You
can drilldown to view by individual stock type, and then by item number.
There is also a link to specific failure details, including work order
number, actual Mean Time Between Failures (MTBF), and primary
vendor.
ADDITIONAL There are additional reports available to your System Administrator via
REPORTS the Control Center, including:

MAXIMO Database Table Report — Displays the MAXIMO tables

and their associated column information.

Using Reports
MAXIMO uses a reporting tool called Actuate to run reports.
Actuate is a separate Application from MAXIMO.
If you need more information about Actuate, visit the Actuate Web site at
www.actuate.com.
THE REPORT The Report Administrator is the System Administrator for the Actuate
ADMINISTRATOR Reporting functions. They are responsible for the following:

Setting up user and group access to Folders and Reports

Archiving reports
Prioritizing reports to determine which reports run first
Canceling recurring reports
Registering reports
Setting up default printers for reports
Information for your Report Administrator is located in the
System Administrator’s Guide.

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 SIGNING INTO When you access reports through MAXIMO, the sign-in to Actuate is
REPORTS done automatically using your user name and password.
Caution Your Web browser must be set to accept cookies to allow an automatic
sign-in to reports.
ACCESSING There are multiple avenues that exist in MAXIMO that allow you to
REPORTS access reports, including:

Selecting Reports from the Start Center brings you to the Report
Center Home Page

Selecting the Run Reports action from the Action menu of an

Application brings you to the Folder (Application) Details page,
which lists the reports available for that Application.

Clicking the Overview Reports button in the Toolbar of an

Application brings you to the Request Page for the overview
report. Selected records are imported as parameters. If no records
are selected, all records are used.

Clicking the Print Report button in the Toolbar of a statusable

Application brings you directly to the applicable report.
NOTE: If you receive an Error Message when attempting to run a report
you do not have permission to do so from your System Administrator.
REPORT CENTER If you access Reports through the MAXIMO Start Center the Report
HOME PAGE Center Home Page appears in a separate browser window.
The Report Center Home Page has four tabs:

Reports — lists available MAXIMO modules with their available

detail folders. Click a folder (Application) to view a list of its
available reports, and to run, download, e-mail, and schedule
reports.

KPIs — lists the available Key Performance Indicator reports.

From this tab you can run, download, e-mail, and schedule KPI
reports.

History — lists your reports with the date/time and their outcome
(success or failure).

Status — displays the status of submitted reports. You can use

this tab to schedule reports to run at a later date.

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 REPORT CENTER
HOME PAGE

FOLDER DETAILS When you select an Application on the Reports tab, based on your User
PAGES Privileges you have access to Run Reports, View Reports that have
previously been run, or both. Each Application has a Folder Details page
which displays the available reports. Previously run reports are visible in
the View Reports section for one week after they have been run.
NOTE: The length of time reports appear in the View Reports section
can be changed by your Report Administrator. One week is the default.
Example, Work
Order Tracking
Folder Details
Page

RUNNING REPORTS If you have User Privileges to run reports, when you select a report the
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 Report Request Page appears allowing you to define parameters for the
report.
Query Options The Query section of the Request Page allows you to set parameters for
and Parameters the report. The available parameters are predefined and vary by report.
They can include record status, start/end dates, and/or field parameters.

For many requests, you have only three query options:

Current Record – Uses data from current record. This is the
default.
Selected Record – Uses data from records selected in the
Application.
All Records – Uses data from all records.

E-MAILING REPORTS You can choose to e-mail a report from the Request Page. The default to
e-mail is No. If you select Yes, you can either:

Select one or many e-mail addresses from the available

MAXIMO e-mail addresses.
Type in e-mail address(es) to send the report to. E-mails can be
sent to non-MAXIMO users.

The “From” in the e-mail is filled in with the e-mail address from your
employee record in the Labor Table of the database. If you do not have
an e-mail address, and attempt to send an e-mail, the following error
message is displayed:

To E-mail Reports, a valid e-mail address is required. Please

contact your System Administrator to set one up for you.

You must then go back to the Request Page, and delete the e-mail
information to continue.

The default for e-mails is to send attachments (not link) and to send via
blind carbon copy (BCC).

The subject of the e-mail is the complete, spelled out title of the Report’s
name, for example Work Order Tracking for WOTRACK
SCHEDULING The Request Page allows you to define the run time for a report.
REPORTS The available options are:
Right Now — the default.
At This Time — allows you to set a specific date and time.
Recurring — allows you to set the report to run repeatedly at a
specified time, for example every Monday at 9:00 a.m.
NOTE: If you select the Recurring Schedule Option, and later wish to
discontinue the report, you must contact your Report Administrator. Only
your Report Administrator has authority to cancel a Recurring Report.
VIEWING REPORTS You can view reports in two ways:

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 Running a report.

Selecting a previously run report from the View Reports list in the
Application reports folder. These reports are displayed in
Chronological order with the most recently run report displayed
first.
NOTE: If your User Privileges are only to View Reports you have the
ability to view or print a report, but you cannot make any changes to it.
SEARCHING Clicking the Search link in the Navigation bar opens the Search Pane on
REPORTS the left hand side of the screen.
You can add or remove fields from your search query by clicking the
fields in the Reports display. You can then enter search information.
Operators (equals [=], less than [<], hyphen [-], comma [,], and
exclamation mark [!]) and wildcards (question mark [?], asterisk [*], and
number [#]) can be used when searching fields.
DOWNLOADING Once a Smart Search has been conducted, the Report can be downloaded
REPORTS and saved as either:

Comma delimited data that can be downloaded to a spreadsheet

program, such as Excel.

Tab delimited data that can be downloaded to a text editor such as

Notepad.
PRINTING REPORTS There are two options for printing reports:

Print — opens a separate browser session and displays a

confirmation message.
o Select OK to print the report to your default printer.

o Select Cancel to cancel the printing. The separate browser

session remains open.

View PDF — opens a separate browser session in Adobe Acrobat

Reader. From here you can either save the report as PDF or print
the report.

END

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