User‘s Guide

Maximo

Release 5.3

October 2010
 Contents
About this Guide xv
Who Should Read this Guide? Xv
How to Use this Guide Xv
Notation Conventions Xvi
Related Documentation Xvii
Support. Xviii

Chapter 1: Overview 1
MAXIMO Modules & Application. 2
Understanding Databases 5
Database Components 5
Columns or Fields 5
Key Fields 6
Rows or Records 6
Tables or Files 7
Relational Database 7
Database Structure in MAXIMO 7
Structured Query Language 7
MAXIMO Hierarchies 8
Data Sharing Between Applications 8
Multisite Option 9

Chapter 2: Getting Started 11

System Requirements 11
Signing In 12
Signature Security 12
Start Center 13
Starting an Application 13
Application Pages 14
Browser Menu and Icons 14
MAXIMO Navigation Bar 15
MAXIMO Toolbar 16
Current Query Menu 16
Quick Key Search 17
Select Action Menu 17
Toolbar Buttons 18
Application Tabs 20
Table Windows 21
(Navigating Table Rows (Records) 22
 Table Window Buttons 23
Sorting Columns 24
Filtering Table Windows 25
Using the Row Details 27
Row Details Buttons 28
Default Table Data 29
Editable Table Windows 29
MAXIMO Fields 31
Field Buttons 32
Field Help 33

Chapter 3: Common Procedures 35

Searching the MAXIMO Database 35

Searching All Records 36
Narrowing a Search Request 36
Using the Find Subtab 37
Making a Query by Example 38
Searching Using Wildcard Characters 39
MAXIMO Wildcard Characters 39
Placement of Wildcard Characters 39
Querying with SQL 40
Searching for Null Values 40
Viewing Search Results 41
Refining Search Results 41
Saving Queries 42
Defining a Query Default 42
Using Bookmarks 43
Adding a Bookmark 43
Deleting a Bookmark 44
Attached Documents 45
Attached Documents Tab 46
Navigating the Attached Documents Tab 47
Attached Document Icons 47
Types of Attachments 48
Attached Documents Actions 48
Using Attached Documents 49
Attaching Documents 49
Adding a File to the Library 49
Adding a Web Page to the Library 51
Adding a DMS Document to the Library 52
Attaching Library Documents to a Record 54
 Creating Attachments 55
Viewing Attachments 56
Deleting Attachments 57
Printing Attachments 58
Printing a Single Document 58
Printing a Work Package 58
Disabling Document Printing 59
Creating a Record 60
Editing an Existing Record 61
Deleting Records 61
Entering Values 61
Using the Select Value Button 62
Entering Dates 63
Using the Drilldown 64
Understanding the Detail Display 65
Navigating the Hierarchy 66
Actions Available from the Drilldown 67
Searching the Asset Catalog 68
Searching the Illustrated Parts Catalog 69
Searching Documentation with the IPC 70
Selecting Parts with the IPC 71
Editing Values Returned by the IPC 73
Using the GL Account Navigator 73
Understanding General Ledger Account Codes 74
GL Account Components 74
Component Sequences 75
Mandatory and Optional Components 76
Fully and Partially Defined Accounts 76
Entering GL Account Codes. 77
Editing GL Account Codes 78

Chapter 4: Work Orders Module 79

Types of Work Orders 80
Creating Work Orders Using MAXIMO 81
Work Order Priority 81
Work Order Statuses 83
Work Order Tracking Application 85
Work Order Tracking Tabs 86
Work Order Tracking Actions 87
Work Order Tracking Reports 89
Using the Work Order Tracking Application 90
Creating a Work Order 90
Creating a Work Plan 92
Applying a Job Plan 92
Editing a Work Plan 93
Defining Work Plan Tasks 94
Defining Work Plan Labor Needs 95
Defining Work Plan Materials Needs 96
Materials Interactions 97
Defining Work Plan Tool Needs 98
Selecting Multiple Records on Plans and Actual 98
Removing a Work Plan 99

Contents
Work Order Hierarchies 100
Understanding Work Order Hierarchy Terms 101
Viewing Work Order Hierarchies 102
Navigating Work Order Hierarchies 103
Building a Work Order Hierarchy 104
Adding Children 104
Associating Existing Work Orders with a Hierarchy 105
Assigning a New Parent to an Existing Work Order 106
Applying a Route to a Work Order 107
Generating a WO Hierarchy From a PM Hierarchy 108
Changing Status for Hierarchy Records 108
Deleting a Work Order 109
Adding Tasks 110
Assigning Labor to Work Orders 110
Completing a Labor Assignment 112
Removing a Labor Assignment 112
Downtime Reporting 113
Types of Downtime 114
Changing Equipment Up/Down Status 114
Reporting Downtime 115
Recording Actuals 115
Copying Labor From a Work Plan 116
Recording Unplanned Labor Actuals 117
Copying Materials From a Work Plan 118
Copying Tools From a Work Plan 119
Adding a Safety Plan to a Work Order 120
Applying an Existing Safety Plan to a Work Order 120
Editing Safety Information 121
Selecting Safety Hazards 121
Creating a Safety Plan in Work Order Tracking 122
Failure Reporting 123
Recording Failure Data
124
Conducting Failure Analysis 125
Quick Reporting Application 126
Quick Reporting Tabs 127
Quick Reporting Actions 127
Quick Reporting Reports 129
Using the Quick Reporting Application 130
Creating a Work Order 130
Entering Meter Readings 131
Reporting Actuals 132
Labor Reporting Application 133
Labor Reporting Tabs 134
Labor Reporting Actions 134

Chapter 5: Preventive Maintenance Module 169

Preventive Maintenance Application 170

Preventive Maintenance Tabs 171
Preventive Maintenance Actions 171
Preventive Maintenance Reports 172
Using the Preventive Maintenance Application 173
Creating a PM 174
Creating a PM Record 174
Setting PM Frequency 174
Setting Priority for PMs 176
Master PMs 177
Creating a Master PM 177
Creating Associated PMs 177
Generating a PM Work Order 178
PM Hierarchies 180
Seasonal PMs 180

Chapter 6: Inventory Module 181

Inventory Application 183

Inventory Tabs 184
Inventory Actions 184
Inventory Reports 186
Using the Inventory Application 187
Stocked, Nonstocked, and Special Order Items 187
Stocked Items 188
Nonstocked Items 188
Special Order Items 189
Viewing Item Availability 189
Reordering Items 189
Determining the Reorder Point 190
Reordering All Items in a Storeroom 190
Reordering Selected Items 192
Reordering a Single Item 193
Reordering Direct Issue Items 194
Clearing Reorder Locks 196
Managing Inventory Item Counts 196
Adjusting Current Balances 197
Adjusting Physical Counts 198
Reconciling Balances 199
Item Master Application 200
Item Master Tabs 201
Item Master Actions 201
Item Master Reports 202
Using the Item Master Application 203
Creating an Item Record 203
Understanding Rotating Items 204
Designating Alternate Items 204
Understanding Item Assembly Structures 205
Creating an Item Assembly Structure 206
Using Item Assembly Structures 206
Linking Items to the Asset Catalog 207
Adding Items to Storerooms 208
Deleting Items from Storerooms 209
Storerooms Application 210
Storerooms Tabs 211
Storerooms Actions 211
Storerooms Reports 211
Using the Storerooms Application 212
Creating a Storeroom Location 212
Adding Items to Storerooms 213
Deleting Items from Storerooms 213
Issues and Transfers Application 214
Issues and Transfers Tabs. 215
Issues and Transfers Actions 215
Issues and Transfers Reports 216
Using the Issues and Transfers Application 216
Issuing an Item 217
Issuing a Reserved Item 217
Issuing an Unreserved Item 218
Issuing Metered Materials 219
Transferring Items 219
Returning Items 220

Chapter 7: Equipment Module 221

Understanding the Asset Catalog 222
Asset Catalog Classification Levels 222
Understanding the Drilldown 223
Equipment/Location Priority 224
Equipment Application 225
Equipment Tabs 226
Equipment Actions 227
Equipment Reports 228
Using the Equipment Application 229
Creating Equipment Records 229
Creating an Equipment Record 229
Understanding Rotating Equipment 230
Creating Rotating Equipment Records 231
Understanding Equipment Assembly Structures 232
Equipment Assembly Structure Elements 232
Creating Equipment Assembly Structures 233
Viewing Equipment Hierarchies 234

Applying Item Assembly Structures 234

Using Meters 236
Locations Application 237
Locations Tabs 238
Locations Actions 238
Locations Reports 239
Using the Locations Application 240
Preparing to Create Locations 240
Creating a New Location 241
Understanding Location Systems 242
Planning Location Hierarchies 242
Creating Hierarchical Systems 243

Building a Location Hierarchy from an Item Assembly

Structure 244
Creating Network Systems 245
Viewing Location Hierarchies 245
Disassociating Locations and Deleting Systems 246
Failure Codes Application 247
Failure Codes Tabs 248
Failure Codes Actions 248
Failure Codes Reports 249
Using the Failure Codes Application 249
Understanding the Failure Code Hierarchy 249
Building a Failure Hierarchy 250
Creating a Failure Class Record 250
Adding Child Levels to a Failure Code 251
Failure Reporting 253
Failure Analysis 253
Condition Monitoring Application 254
Condition Monitoring Tabs 255
Condition Monitoring Actions 255
Condition Monitoring Reports 256
Using the Condition Monitoring Application 256
Understanding Measurement Points 256
Measurement Point Limits 257
Entering a Measurement Point 257
Recording Measurements 258
Generating a Work Order 259

Chapter 8: Purchasing Module 261

Types of Purchase Orders 262
Blankets 262
Change Orders 263
Price Agreements 263
Blanket Releases 263
Purchase Requisitions Application 264
Purchase Requisitions Tabs 265
Purchase Requisition Actions 265
Purchase Requisitions Reports 266
Using the Purchase Requisitions Application 267
Creating Purchase Requisitions 267
Creating a PR 267
Entering PR Line Items
268
Requisitioning Spare Parts 270
Requisitioning Vendor Items 271
Creating a PO from a PR 272
Generating POs from Price Agreements and Blankets 273
Purchase Requisitions Statuses 273
Request for Quotation Application 274
Request for Quotation Tabs 275
Request for Quotation Actions 275
Request for Quotation Reports 277
Using the Request for Quotations Application 278
The RFQ Process 279
Creating an RFQ 279
Creating an RFQ Manually 279
Copying PR Lines to an RFQ 280
Adding Vendors to an RFQ 281
Recording Quotation Lines 282
Awarding Quotation Lines to Vendors 283
Awarding All Quotation Lines to a Single Vendor 284
Awarding Individual Quotation Lines 284
Creating a PO from an RFQ 285
RFQ Statuses 286
Purchase Orders Application 287
Purchase Orders Tabs 288
Purchase Orders Actions 288
Purchase Orders Reports 290
Using the Purchase Orders Application 291
Creating a Purchase Order 291
Adding PO Lines 292
Understanding Standard Services 293
Entering PO Lines Manually 293
Creating a Price Agreement 295
Creating a Blanket 296
Creating a Blanket Release 296
Creating a Change Order 297
Purchase Order Statuses 298
Receiving Application 299
Receiving Tabs 300
Receiving Actions 300
Receiving Reports 301
Using the Receiving Application 301
Receiving Materials 302
Receiving Materials as Ordered 302
Receiving Partial Shipments 303
Receiving Materials with Changes 304
Receiving Rotating Items 304
Returning Materials 305
Receiving Services 306
Invoices Application 308
Invoices Tabs 309
Invoices Action 309
Invoices Reports. 310
Using the Invoices Application 311
Entering an Invoice 312
Entering Invoice Lines 313
Standard Services 314
Copying PO Lines to an Invoice 314
Entering Invoice Lines Manually 315
Invoice Statuses 317
Desktop Requisitions Application 318
Desktop Requisitions Tabs 319
Using the Desktop Requisitions Application 319

Chapter 9: Plans Module 321

Job Plans Application 323

Job Plans Tabs 324
Job Plans Actions 324
Job Plans Reports 325
Using the Job Plans Application 325
Defining Job Plan Tasks 326
Defining Job Plan Labor 326
Defining Job Plan Materials 327
Defining Job Plan Tools 327
Creating a Job Plan 327
Entering Tasks 328
Entering Labor, Materials, and Tools 329
Associating Work Assets with a Job Plan 331
Routes Application 332
Routes Tabs 333
Routes Actions 333
Routes Reports 334
Using the Routes Application 335
Creating a Route 335
Applying a Route 337
Disqualifying a Vendor 370
Deleting Company Records 370
Tools Application 371
Tools Tabs 372
Tools Actions 372
Tools Reports 373
Using the Tools Application 373
Creating a Tool Record 373
Duplicating Tools 374
Service Contracts Application 375
Service Contracts Tabs 376
Service Contracts Actions 376
Service Contracts Reports 377
Using the Service Contracts Application 377
Creating a Service Contract Record 377
Creating Multiple Service Contract Records 378
Labor Application 379
Labor Tabs 380
Labor Actions 380
Labor Reports 381
Using the Labor Application 381
Multisite and Labor Records 381
Creating Labor Records 382
Modifying an Existing Labor Record 383
Associating a Labor Record with a Craft 383
Crafts Application 384
Crafts Tabs 385
Crafts Actions 385
Crafts Reports 386
Using the Crafts Application 386
Creating a Craft Record 386
Associating Labor Records with a Craft 387
Disassociating a Labor Record with a Craft 388
Labor Groups Application 389
Labor Groups Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Labor Groups Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Labor Groups Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Using the Labor Groups Application. . . . . . . . . . . . . . . . . . . . . . . . . 391
Defining a Labor Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Associating Labor with a Labor Group . . . . . . . . . . . . . . . . . . . . 392
Defining Alternates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
Appendix: Keyboard Shortcuts. . . . . . . . . . . . . . . . . . . . . . . . . . . . 395