Immersion Training for IBM Maximo 6 Enterprise Asset

Management

Student’s Training Guide

S150-2355-00

February 2007
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 Contents

Unit 1: Course Overview ....................................................................................... 7

‘Unit Overview ............................................................................................... 7
Course Overview ............................................................................................ 8
Course Structure ........................................................................................... 11
Chapter Structure .......................................................................................... 13
Typographical Conventions .......................................................................... 14
Chapter 1: Strategic Asset Management, IBM Maximo 6,
Configuration, and Implementation Overviews ............................................ 17
Chapter Overview ......................................................................................... 17
Strategic Asset Management ........................................................................ 18
Business Reporting and Analysis ................................................................. 23
Configuration Overview for Maximo ........................................................... 29
Implementation Methodology Overview...................................................... 31
Overview of Key Roles................................................................................. 35
Chapter Summary................................................................................................ 40
Unit 2: Setting Up Core Data .............................................................................. 47
Unit Overview............................................................................................... 47
Entering Data Overview ............................................................................... 49
Chapter 2: Setting Up Organizations and Sites ................................................... 57
Chapter Overview ......................................................................................... 57
Overview of Multisite and Multiorganizational Strategy ............................. 60
Prerequisites for Setting Up Organizations: Currency and Sets ................... 71
Setting Up Organizations and Sites .............................................................. 76
Organization Application Options Overview ............................................... 88
GL Account and Organization/Site Activation............................................. 93
Deleting and Deactivating Organizations and Sites ................................... 106
Chapter Summary ....................................................................................... 109
Chapter 3: Creating Locations ........................................................................... 113
Chapter Overview ....................................................................................... 113
Locations and Systems Overview............................................................... 117
Location Hierarchies and Systems Setup.................................................... 130
Managing Locations ................................................................................... 143
View Work Orders and PMs....................................................................... 146
Chapter Summary ....................................................................................... 147
Chapter 4: Entering Person Records and Registering Users ............................. 151
Chapter Overview ....................................................................................... 151
Entering Person Records............................................................................. 155
The People Application .............................................................................. 157
The Person Groups Application.................................................................. 159
The Crafts and Labor Applications............................................................. 160
Creating Users and Assigning Privileges.................................................... 168
Chapter Summary ....................................................................................... 183
Chapter 5: Setting Up Inventory Systems ......................................................... 187
Chapter Overview ....................................................................................... 187
The Inventory Module ................................................................................ 197
Condition Codes ......................................................................................... 198
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 Contents

Item Kits ..................................................................................................... 199

Using the Item Master Application............................................................. 201
Rotating Items (Equipment)........................................................................ 208
Using the Inventory Application................................................................. 212
Chapter Summary ....................................................................................... 220
Chapter 6: Entering Asset Records ................................................................... 223
Chapter Overview ....................................................................................... 223
Setting Up Equipment................................................................................. 229
Setting Up Assets........................................................................................ 230
Asset Meters ............................................................................................... 249
Associating Assets and People ................................................................... 255
Chapter Summary ....................................................................................... 259
Unit 3: Using What You’ve Got—Work Management .................................... 263
Immersion Training for IBM Maximo 6 Enterprise Asset Management ... 263
Unit Overview............................................................................................. 263
Work Orders in Maximo............................................................................. 275
The Work Order Process............................................................................. 282
Managing Work Orders .............................................................................. 288
Something to Think About ......................................................................... 295
Chapter 7: Entering Supporting Records for Work Management—
Job Plans ...................................................................................................... 299
Chapter Overview ....................................................................................... 299
Building Job Plans ...................................................................................... 304
Adding Work Assets to a Job Plan ............................................................. 327
Chapter Summary ....................................................................................... 328
Chapter 8: Entering Supporting Records for Work Management—
Preventive Maintenance .............................................................................. 331
Chapter Overview ....................................................................................... 331
The Preventive Maintenance Application................................................... 336
Creating Time- and Meter-based PMs........................................................ 343
Master PMs ................................................................................................. 353
Chapter Summary ....................................................................................... 360
Chapter 9: Proactive Work ................................................................................ 363
Chapter Overview ....................................................................................... 363
Revisiting the Preventive Maintenance Application .................................. 365
Generating a Time-based Work Order........................................................ 368
Planning Work ............................................................................................ 372
Scheduling Work ........................................................................................ 380
The Assignment Manager Application ....................................................... 383
Scheduling Work Assignments................................................................... 389
Executing Work .......................................................................................... 393
Completing Work ....................................................................................... 400
Analyzing Work.......................................................................................... 404
Generating Meter-based PM Work Orders ................................................. 410
Chapter Summary ....................................................................................... 413
Chapter 10: Reactive Work ............................................................................... 415
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 Contents

Chapter Overview ....................................................................................... 415

The Quick Reporting Application............................................................... 417
Generating an Emergency Work Order Record.......................................... 419
Work Dispatched ........................................................................................ 421
Work Executed ........................................................................................... 422
Completing and Closing the Work Order ................................................... 425
Analyzing.................................................................................................... 427
Entering a Service Request ......................................................................... 429
Chapter Summary ....................................................................................... 435
Unit 4: Using What You Have—Materials Management ................................. 437
Immersion Training for IBM Maximo 6 Enterprise Asset Management ... 437
Unit Overview............................................................................................. 437
The Purchasing Module .............................................................................. 445
Purchase Requisitions in Maximo .............................................................. 452
Purchase Orders in Maximo ....................................................................... 453
Chapter 11: Entering Supporting Records for
Materials Management-companies ............................................................. 457
Chapter Overview ....................................................................................... 457
The Company Master Application.............................................................. 460
The Companies Application ....................................................................... 468
Chapter Summary ....................................................................................... 474
Chapter 12: Requisitioning ................................................................................ 477
Chapter Overview ....................................................................................... 477
Creating a Purchase Requisition ................................................................. 482
Creating and Approving a Purchase Order ................................................. 488
Receiving Materials and Services............................................................... 496
Invoice Reconciliation ................................................................................ 503
Creating a Materials Requisition ................................................................ 513
Chapter Summary ....................................................................................... 522
Chapter 13: Reordering ..................................................................................... 527
Chapter Overview ....................................................................................... 527
Reordering in Maximo................................................................................ 529
Chapter Summary ....................................................................................... 540
Unit 5: Maximo Working for You .................................................................... 543
Immersion Training for IBM Maximo 6 Enterprise Asset Management ... 543
Unit Overview............................................................................................. 543
Chapter 14: Setting Up Additional Maximo Applications ................................ 549
Chapter Overview ....................................................................................... 549
The Classifications Application.................................................................. 550
Failure Codes .............................................................................................. 563
Setting Up a Failure Hierarchy ................................................................... 566
Warranty Contracts ..................................................................................... 582
Item Kits ..................................................................................................... 591
Chapter Summary ....................................................................................... 601
Chapter 15: Automating the Approval Process ................................................. 605
Chapter Overview ....................................................................................... 605
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 Contents

Workflow in Maximo ................................................................................. 606

Workflow Configuration Applications ....................................................... 610
Workflow Stages......................................................................................... 615
Creating a Workflow Process Record......................................................... 616
Starting the Workflow Process ................................................................... 626
Completing the Workflow Process ............................................................. 634
Deactivating the Workflow Process ........................................................... 639
Chapter Summary ....................................................................................... 640
Chapter 16: Asset Management ........................................................................ 645
Chapter Overview ....................................................................................... 645
Purchasing an Asset .................................................................................... 646
Managing and Processing Work ................................................................. 653
Chapter Summary ....................................................................................... 661
Chapter 17: Putting It All Together ................................................................... 663
Chapter Overview ....................................................................................... 663
Group Exercise: Putting It All Together..................................................... 663
Appendix A: Tools ............................................................................................ 667
Overview..................................................................................................... 667
Creating Tool Records ................................................................................ 668
Adding Tools to Storerooms....................................................................... 674
Managing Stocked Tools ............................................................................ 676
Appendix B: Meters .......................................................................................... 681
Overview..................................................................................................... 681
Meters in Maximo....................................................................................... 682
Meter Groups in Maximo ........................................................................... 686
Appendix C: Safety Plans .................................................................................. 689
Overview..................................................................................................... 689
The Safety Module...................................................................................... 690
Creating and Associating Safety Plans ........................................................ 690

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 Unit 1: Course Overview

This unit contains the following chapter.

Chapter Subject

SAM, IBM Maximo, Configuration, and

1
Implementation Overviews

Unit Overview

Welcome
Welcome to Immersion Training for IBM Maximo 6 Enterprise Asset Management. This
course provides the basic knowledge and skills needed by implementation teams to
implement the asset lifecycle, work order, inventory, procurement, and service
management capabilities of Maximo to maximize revenue generation and service
availability, mitigate risks, and enhance legal compliance for your organization.

These benefits are made possible by incorporating the best practices for maintenance and
materials management in relation to Strategic Asset Management (SAM) and Maximo use.

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 Unit 1: Course Overview

Unit Purpose

This unit introduces you to:

• Organization and design of this course

• Maximo product structure and the applications that comprise it

• Strategic asset management concepts

Unit Learning Objectives

After completing this unit, you should be able to:

• Describe the objectives and outline of the course and match them with your
learning objectives

• Identify outputs and Key Performance Indicators (KPIs) that support asset
management processes for various business areas

• Identify the structure and components of Maximo

• Navigate the Maximo Start Center applications

• Query the database using various search methods and techniques

Course Overview

General Description of Maximo

Maximo is an integrated software package that brings convenient, automated asset
management activities to your desktop. This information helps you:

• Analyze costs and asset status

• Manage inventory and labor resources

• Plan maintenance and service activities

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 Unit 1: Course Overview

Course Goal
The goal of the course is to provide you with an understanding of Maximo features and
functionalities and what Maximo can do for your organization.

Course Objectives
When you have completed this course, you should be able to:

• Analyze business processes as they relate to strategic asset management

• Describe and use the different Maximo applications as they relate to various
business processes

• Describe the roles and responsibilities of each implementation team member

• Discuss MRO Software strategic asset management recommendations as they

relate to:

– Tools and job aids

– Best practices
– Philosophies and methodologies in maintenance, service, and procurement
processes

Course Audience
This course is intended for people who will be implementing Maximo. Maximo
implementation teams can include, but are not limited to, the following members:

• IT project manager

• Maximo administrator

• Maintenance personnel

• Procurement personnel

• Inventory personnel

• Lead report writer

• Database administrator

• Trainer
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 Unit 1: Course Overview

Course Equipment
One PC is available for each student. PC hardware requirements to run Maximo standalone
include:

• Pentium 1.6 GHz or greater

• Microsoft Windows 2000 or XP

• 2 GB RAM

Course Prerequisites
The prerequisite for this course is the Navigation & Querying in Maximo 6 course
(MED0138 or MED0156) or demonstrable working experience with MAXIMO 5.x or
greater.

You also should be comfortable using a personal computer, the Microsoft Windows
operating system, and Internet Explorer 6.x or greater.

Your Learning Objectives

Now that you understand the basic objectives for this course, it is most important that you
define the learning objectives you bring to the course. Make sure that these are clearly
stated, mutually understood, and achieved.

List your objectives in the next space. At the course conclusion, you will be asked whether
you have met your objectives. If you have not, your questions and unmet objectives will
then be addresses.

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 Unit 1: Course Overview

Course Structure

Introduction
This section introduces you to the organization of this course, list the units and chapters,
and briefly describe each one.

Teaching Units
This course has been organized into teaching units. A unit focuses on a theme and is
comprised of chapters that support that theme. Each unit gives an overview of common
terms, applications, and concepts used in each chapter.

Unit/Chapter Organization
In an open school, each chapter will be presented in the order listed in this table.

Unit/Chapter Name Description

An overview of course goals,
Unit 1 Course Overview organization and structure, and
conventions.

An introduction to Strategic Asset

Management (SAM) concepts, an
SAM, Maximo, Configuration, and
Chapter 1 overview of what Maximo is, and
Implementation Overviews
guides to configuration requirements
and the implementation methodology.

Learn to insert records in the most

efficient order so that information is
Unit 2 Setting Up Core Data
ready when you need it to create and
build on other records.

Learn to use the Organizations

Chapter 2 Setting Up Organizations and Sites application to set up multiple
organizations and sites.

Learn to use the Locations application

Chapter 3 Creating Locations to organize and set up locations and
location hierarchies.

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 Unit 1: Course Overview

Unit/Chapter Name Description

Learn to use the Labor and Crafts
applications to enter crafts and
Entering Person Records and
Chapter 4 personnel in Maximo, create user
Registering Users
groups, and register users using the
Security application.

Learn to use the Item Master and

Chapter 5 Setting Up Inventory Items Inventory applications to set up items
and rotating assets in Maximo.

Learn to use the Assets application to

Chapter 6 Entering Asset Records organize and enter assets into Maximo,
as well as creating asset hierarchies.

An overview of the work order

Using What You’ve Got — Work
Unit 3 lifecycle and applications used for
Management
work management.

Learn to set up job plan templates in

Entering Supporting Records for Work Maximo using the Job Plans
Chapter 7
Management—Job Plans application to support work
management records.

Learn to set up scheduled or routine

Entering Supporting Records for Work
maintenance activities using the
Chapter 8 Management—Preventive
Preventive Maintenance application to
Maintenance
support work management records.

Learn to use the Preventive

Maintenance application to generate
Chapter 9 Proactive Work
work orders based on meter-based and
time-based frequency.

Learn to use the Quick Reporting and

Work Order Tracking applications to
Chapter 10 Reactive Work
create and process reactive
maintenance work orders.

An overview of the procurement

Using What You’ve Got — Materials
Unit 4 lifecycle process and applications used
Management
for materials management.

Learn to use the Companies application

Entering Supporting Records for
Chapter 11 and input company details to support
Material Management—Companies
the procurement processes.

Learn to use the Purchase Requisitions,

Purchase Orders, Receiving, and
Chapter 12 Requisitioning Invoices applications to create and
process purchase orders throughout the
procurement lifecycle.

Learn to use the Inventory, Purchase

Orders, Receiving, and Invoices
Chapter 13 Reordering applications to create and process
purchase orders generated through
reorder.

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 Unit 1: Course Overview

Unit/Chapter Name Description

An overview of additional applications
Unit 5 Maximo Working for You that can be implemented to extend
Maximo capabilities.

Learn to use the Classifications,

Setting Up Additional Maximo
Chapter 14 Failure Codes, Warranty Contracts, and
Applications
Item Master applications.

Learn to use the Workflow application

Chapter 15 Automating the Approval Process
to automate the approval process.

Learn to incorporate data from

Chapter 16 Asset Management additional implemented applications to
support asset management activities.

Complete a group exercise in which

Chapter 17 Putting It All Together you use what you have learned in this
course.

Appendixes

Describes tool concepts used in

Maximo, along with procedural
A Tools
information regarding creation and
management.

Provides meter definitions used in

B Meters Maximo and procedural information
regarding use of meters.

Describes the Safety module and its

applications. Discusses how these
C Safety Plans
applications work with Maximo asset
and location records.

Chapter Structure
Each chapter in this student guide is an individual teaching module, designed to provide an
overview of its topics and then provide in-depth instruction and practice.

Each chapter contains the following components:

• Subject matter overview and objectives

This component provides orientation and perspective for the chapter, along with
learning objectives.

• Instruction in concepts and procedures

In this part of the chapter, the instructor and the text review relevant concepts,
components, and procedures.
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 Unit 1: Course Overview

• Hands-on practice

You will practice most of the important procedures and concepts introduced by the
instructor. You will have opportunities for brief hands-on practice during the body
of the module and, in some cases, longer hands-on practice in a workshop at the
end of the unit.

Class Activities
As you go through this course you will participate in four methods of instruction, usually
in this order:

• The instructor will give a brief overview of the objectives and content of each
chapter.

• The instructor will introduce and demonstrate procedures and concepts.

• You and the instructor will work through a procedure together, or you will work
through a procedure on your own.

• You and the instructor will briefly discuss how the procedure can be modified or
enhanced to suit your business needs.

Case Scenarios
The exercises in this course allow students to practice using Maximo in the context of a
series of hypothetical working case scenarios.

Typographical Conventions

Conventions Used in Course Materials

Here are some of the conventions you will see most frequently in the course materials.

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 Unit 1: Course Overview

Convention Usage Example

A system is a single instance of

Italics Introduces or emphasizes a term
a Maximo database.
Indicates that the word or
From the Go To drop-down
Boldface phrase names a menu item,
menu, select Administration.
field, button, or keyboard key
Indicates that this is text you Type ASSET_NDX8 in this
Arial font
type into a field field.
Maximo displays the following
message:
Indicates programming code, a
Courier font system message, or part of a
Work order 1000
screen display
status changed to
APPR.

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 Unit 1: Course Overview

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 Chapter 1: Strategic Asset
Management, IBM Maximo
6, Configuration, and
Implementation Overviews
This chapter contains the following topics.

Topic See Page

Chapter Overview 17
Strategic Asset Management 18
Business Reporting and Analysis 23
Configuration Overview for Maximo 29
Implementation Methodology Overview 31
Overview of Key Roles 35
Chapter Summary 40

Chapter Overview

Introduction
The focus of this chapter is to familiarize you with Strategic Asset Management (SAM) and
how you can use Maximo to manage an organization’s assets.

You will also discuss configuration requirements and implementation methodology, as

well as the roles of the implementation team.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe SAM

• Discuss performance indicators that are important to your organization and

industry

• Identify Maximo reporting output

• Identify areas in which Maximo can be used to manage assets and streamline
business processes for work and materials management

• Discuss basic Maximo hardware recommendations and server software

configuration requirements

• List the steps of the standard MRO Software Maximo implementation

methodology

Strategic Asset Management

Introduction
This section will discuss what SAM is and how you can use Maximo to manage an
organization’s strategic assets.

What Is a Strategic Asset?

Strategic assets are those assets that are directly or closely associated with revenue
generation or that are critical to the mission of the organization. They include the following
types of assets:

• Tangible

• Fixed

• Physical

• Capital

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

For example, manufacturing companies depend on assets’ uptime to meet production goals;
for them, plant floor machinery is clearly strategic. Hotels, hospitals, and airports require
trouble-free facilities to deliver the quality of service their customers and users expect.
Public transit and over-the-road transport companies depend on the reliability of their fleets
to move people or goods. Financial services companies rely heavily on computer systems
to manage transactions and maintain positive customer relationships that drive their
business. All of these are strategic assets.

What Is SAM?
SAM does the following:

• Manages and optimizes the business processes related to fixed, physical, or capital
assets that have a direct and significant impact on achieving corporate objectives

• Takes an enterprise-wide view of asset performance and the tools required to drive
maximum return on asset investment

• Drives corporate performance by extracting greater lifetime value from asset

investment

Four SAM Categories

SAM focuses on four broad categories of fixed, physical, and capital assets: Production,
Facilities, Fleet, and IT.

The following table describes these four categories in detail.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Asset
Category Description

Production assets are generally understood to be those involved in

discrete or process manufacturing. This includes, for example, robots on
the assembly line at an automobile plant, or the steppers used in
computer chip manufacturing.
But the definition of production assets is considerably broader. In the
Production utility industry, for example, production assets are turbines and
compressors used for power generation; they also include the
transmission and distribution assets that deliver output to end users. In
the telecommunications industry, the antennas and microwave towers
involved in producing and delivering output to customers are also
production assets.
Facilities assets include types of buildings, from corporate headquarters,
casinos, and museums, to stadiums, shipyards, and passenger terminals.
Maintaining these facilities can involve mechanical, HVAC, and
Facilities
electrical systems, as well as landscaping and parking lots. There are
also many specialized facilities, such as clean rooms, surgical theaters,
laboratories, and satellite ground stations.
Fleet assets are often over-the-road vehicles such as cars and trucks.
This category also includes airborne fleets (aircraft), rolling stock (rail
cars), and marine assets (passenger boats and ships). Companies might
have mission-critical fleet assets around which the core of their business
is built; for example, a commercial shipping company depends on its
Fleet trucks and aircraft. Vehicles for a public transit organization like Long
Island Railroad also fall into this first category.
Additionally, companies might have enterprise fleet assets that are
important to the overall function of an operation but do not directly
generate revenue, such as employee shuttle buses, repair trucks, or
forklifts.
The operations of most companies today are critically dependent on the
organization’s IT infrastructure. On the hardware side this includes
servers, desktops, laptops, cell phones, PDAs, hubs/routers, and telecom
IT
assets. Software is equally important in day-to-day operations, and
ensuring software license compliance is an important part of IT asset
management.

Why SAM?
With pressure mounting to improve financial performance in the face of a difficult
economic climate, companies are looking in all directions to increase revenue, reduce costs,
and mitigate risks. SAM is a more sophisticated and comprehensive approach to extracting
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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

greater lifetime value from asset investment; it is one relatively unexplored avenue that
offers an opportunity for significant gains.

Objectives of Strategic Asset Management

There are five main objectives of asset management:

• Investment—Minimize funds invested to achieve business objectives

• Ownership cost—Minimize cost to ensure a required level of performance

• Commercial return—Maximize the value that the assets add to the business

• Strategic value—Optimize the market value and flexibility of the asset base

• Risk—Manage commercial, health, and environmental risks

SAM and Maintenance, and Asset Performance

Maintenance activities generate the demand for replacement assets, system assemblies, and
components. Therefore, the assets producing the revenue stream, the parts that keep the
assets running, and the procurement processes by which those parts are obtained are all
linked to a company’s efforts to maximize its assets’ performance and the five objectives
of asset management, ultimately affecting the corporation’s bottom line.

Asset Performance Discussion

How do you measure asset performance?

Determine the metrics needed to define the required performance measurements and the
maximum cost metrics for those assets strategic (critical) to the organization.

In establishing asset performance metrics at your organization, what assets would you
choose? What factors/criteria would you use in making that determination?

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

SAM and Maximo

Because maintenance operations generate a lot of data, an abundance of information can be
derived to guide maintenance activities to greater levels of productivity and cost-
effectiveness.

Maximo tracks and reports data and processes associated with maintaining assets.
Examples include:

• Parts catalogs, inventory, work orders, purchasing details, and supplier data

• Asset failures, causes, and remedies

Consequences of Haphazard Asset Management

Corporations can pay a high price for failing to synchronize asset management among
different categories of strategic assets in a way that includes all levels of management
within the organization.

• Without a unified solution for managing labor priorities across the enterprise,
downtime of the assets could be unnecessarily extended.

• Conflicting maintenance activities among different assets lower productivity,

extend downtime, and elevate costs.

• Limited labor resources could be assigned work orders for preventive

maintenance that could be deferred while emergency maintenance needs for
production line assets go unmet.

• Companies have no understanding of lifetime repair costs for key assets; as a

result, they cannot make comparative, strategic decisions about repair, replace, or
run-to-failure for different assets that impact budgets for the entire company.

Class Discussion
As a class and with the instructor, discuss the following questions:

• What assets drive your organization?

• How are your strategic assets managed?

• Does your organization capture the costs associated with its assets?

• Has your organization looked at ways to optimize asset performance? If so, how?
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• Do you think of what you are working with as an asset?

• Are the assets you work with critical to the corporation’s operations?

• Are your purchasing and inventory functions tied into asset maintenance?

• Is there an incentive for you to optimize asset performance? If so, what?

• From what you understand at this moment, do you think Maximo can help you
improve your bottom line? If so, how?

Business Reporting and Analysis

Introduction
In the previous section, the fundamentals of SAM were introduced and discussed. This
section will focus on introducing Key Performance Indicators (KPIs) and asset
management.

Definitions
• Performance metrics measure performance internally. Measurements compare
current performance relative to previous performance or established performance
goals.

• Benchmarking is examining performance metrics of outside organizations/

resources. Benchmarking involves comparing data from other leading
organizations both similar and dissimilar to your company.

What Are Key Performance Indicators?

A Key Performance Indicator (KPI) is a measurement of the activity in support of an
established goal or result. Some defining characteristics of KPIs are as follows:

• They are high-level snapshots of a business or organization based on specific

predefined measures.

• They are generally applied to activities, functions, and practices that are critical to
a business’s success.
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• They compare current performance relative to previous performance or

established performance goals.

Key Performance Indicators Example

Some KPIs are:

• Return On Asset (ROA)

• Overall Equipment Effectiveness (OEE)

• Expenditure/capital replacement value

• Maintenance cost per unit of output

• Mean Time Between Failures (MTBF)

• Mean Time To Repair (MTTR)

• Mean Time Between Work Orders (MTBWO)

• Maintenance Cost/Estimated Replacement Cost (ERV)

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World-class Benchmarks
Some world-class benchmarks and performance goals are:

• Maintenance costs

Total maintenance costs/total manufacturing costs <~10%

• Planned maintenance

Planned maintenance/total maintenance >90%

• Maintenance overtime

Maintenance overtime/total maintenance time <5%

• Maintenance rework

Work orders reworked/total work orders 0%

• Inventory turns

Turns ratio of spare parts >3

• Training

Maintenance workers receiving >40 hours/year >90%

• Safety

Injuries per 200,000 maintenance hours <2

Maximo Reporting Module

Maximo has a Reporting module that allows users to maintain reports and KPIs.

In the Reporting module, Maximo provides the KPI Manager application, which helps
users create needed KPIs. Maximo permits users to add KPIs to their Start Centers, thereby
allowing them to more easily monitor key performance indicators against performance
goals.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

The KPI Manager application provides a Historical Trends tab that presents a history of
the KPI both graphically and in tabular format.

The Reporting module also contains the Report Administration application, which can
be used to preview a request page, add parameters to a report, display the report as a toolbar
icon, delete a report, and attach documents to a report.

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Identify KPIs Up Front

It is a better business practice to identify KPIs before implementing Maximo. By doing so,
Maximo and its features can be modified with these informational needs in mind.

It is never too late to identify KPIs. Earlier is better. Doing it sooner will result in better
Return On Investment (ROI) measurement.

KPIs Do Not Give Answers

While KPIs do not deliver magic answers, they will tell you what is happening in your
organization. The following excerpt, written in response to an article on asset breakdowns,
illustrates this point.

A better picture would give, not simply the number of breakdowns, but the
consequences of those breakdowns, such as:

– The financial value lost due to breakdowns (whether by lost production, lost
customers, or other means)
– The number of injuries, labor-hours lost, and fatalities, caused by breakdowns
– The number of environmental infractions caused by breakdowns

I can illustrate the importance of this by giving a catastrophic example. If you

only had two breakdowns in the last three years, but if—because of these
breakdowns—your plant is on the verge of being closed—then you should be
examining your PM program, even though you “only had two breakdowns in
three years.”

Simply noting that the breakdowns are taking place is not likely to provide the
information needed to prevent them. Noting both the breakdowns and their
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consequences might provide the information you need to decide whether you need
to conduct a more detailed review.

Dana Netheron, Jan. 2003 - Plant Maintenance Web site

Discussion Forum
Does your organization have established KPIs? If so, what are they? If not, is KPI
development part of your Maximo implementation? If it is, what would your organization
like to measure? Does your organization associate cost metrics to its KPIs? Why should
cost or “value” associations be made to KPIs?

SAM, KPIs, and Maximo

Together, SAM, KPIs, and Maximo provide value to an enterprise in a variety of
dimensions:

• Management can make prioritized investment decisions for allocating limited

budget, labor, and material based on more complete information with a longer
planning horizon, rather than simply tracking historical maintenance events.

• Educated decisions that allocate limited labor resources can be made in a way that
flexibly balances long-term maintenance strategies and immediate repair
requirements.

• Repair history and historical maintenance costs can be used to project future
budget requirements and determine total cost of ownership for large asset
investments.

• Operating management can intelligently match labor skills and expertise to

specific requirements of different types of assets.

• With more complete information, companies can achieve clarity of focus on those
key assets that are most directly tied to division or corporate objectives.
Concentrated focus on, and investment in, the most critical assets translates into a
higher ROI.

• Lifetime cost of ownership information can be used to create strategies that

standardize assets and parts, yielding more efficient maintenance efforts, lower
parts inventory, and more vendor leverage to negotiate lower acquisition costs.

• Operations management can reconcile relative urgency and priority of asset

management needs on a plant-wide, division-wide, or perhaps enterprise-wide
basis.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Configuration Overview for Maximo

Introduction
Maximo Enterprise Suite (MXES) is an n-tier application, meaning one or more tiers
(servers) can be used. The focus of this section is to familiarize you with some of the
standard hardware and software configuration needs for each tier. Maximo can run on
either a single or multiple servers, depending on the number of concurrent users required
and hardware used.

Configuration Overview
Maximo is a SAM solution provider with several integral components: end-user
applications, system administration applications, a relational database, and reports.

Maximo consists of Web-based user applications and database administration accessed

through Internet Explorer.

Maximo stores and maintains data about your company’s assets in a relational database.
Maximo uses the data in the database to provide you with reports that help you analyze
costs and assets’ status, manage inventory and labor resources, and plan maintenance
activities.

With each of these components—end-user applications, system administration

applications, database, and reports—there are system requirements. This section will help
you understand these requirements.

Connectivity
Maximo allows some flexibility in the way software servers are used and connected.

In less complex situations, with a small number of users, one or two “boxes” might be all
that are needed to run all the servers and software.

In more complex situations with a large number of users, more sophisticated strategies can
be used, requiring that some servers and applications run on their own box. But many
configurations and tools can be used.

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Hardware and Software Configuration

The following table presents current Maximo Enterprise Suite hardware and software
considerations.

MXES will support additional configurations during the upcoming year. This document
represents the requirements for General Availability release only.

Dedicated Servers Hardware Software

• Microsoft Windows
Client Workstation 512 RAM or greater 2000 or XP
• Internet Explorer 6.0
• 2–4 processors
recommended
Application Server • Microsoft Windows 2000
• 2 GB memory per
or 2003 Server
processor
BEA WebLogic and • BEA WebLogic 8.1 SP3
• 1.5 GB or greater disk
Maximo are installed on bundled with Maximo
space for Maximo
this server • Internet Explorer 6.0
Enterprise Suite and Java/
Web server components
Database Server
Refer to vendor
This server contains and specifications for hardware Oracle 9.2.0.6 or 10.1.0.3
manages the Maximo requirements
Database.
• Microsoft Windows 2000
• 1 GB RAM per processor or 2003 Server
Reports Server
• 610 MB free disk space • Actuate iServer Release
8.0 bundled with Maximo
• Intel-based Pentium 1 • Windows 2000 or
Administrative
GHz memory per processor Windows XP
Workstation
• 512 MB RAM or greater • Internet Explorer 6.0
V2 03/10/2005

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Implementation Methodology Overview

Introduction
MRO Software uses a Standard Operating Procedure (SOP) to assure a consistent and
quality implementation. The SOP is tailored to the specific needs of the various clients and
situations.

The following diagrams provide overviews of the MRO Software SOP flow.

Implementation Workflow
The following graphic presents a broad overview of the MRO Software implementation.

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More complex situations often require a formal Requirements Definition Workshop. After
the Requirements Definition Workshop is completed, if necessary, MRO Software
consultants and the client team go to work on the implementation.

Requirements Definition Workshop

A Requirements Definition Workshop is a detailed review of existing maintenance
management practices to determine a best-practice approach to maintenance and materials
management and the system configuration required to support the maintenance
environment.

MRO Software consultants typically conduct a Requirements Definition Workshop. There

are two basic phases: Data Collection and Analysis and Reporting.

• The Data Collection phase can last from a few days to a few months, depending
on the size and complexity of the organization.

Information about the organization’s maintenance and materials management

practices, procedures, and environment is gathered. Also, information concerning
the information systems environment that will host Maximo is collected.

During this phase, the consultant typically interviews people in several functional
areas, such as maintenance, inventory control, accounting, purchasing, and IT.
The consultant also examines current business practices; reviews existing
documentation, catalogs, assets, and locations to be maintained; and tours
facilities.

• The Analysis and Reporting phase, typically shorter than the Data Collection
phase, includes analysis of collected data and synthesis of this analysis into a final
report.

The Requirements Definition Workshop Report examines the organization’s

existing environment and business practices and provides detailed
recommendations for improving and implementing those practices within
Maximo.

Requirements Definition Workshop Process

A Requirements Definition Workshop typically follows the flow presented in this graphic.

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Solution Implementation Process

After initial analyses are complete, the implementation process begins. The following
diagram indicates the implementation process flow.

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Post-implementation Workflow
After the work is essentially completed, MRO Software consultants work with clients to
review the completed project tasks, the Statement of Work (SOW), and the Project Plan.

This process ensures that all the work is done to the expectations of the client.

The following diagram illustrates the process.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Overview of Key Roles

Introduction
There are a number of key responsibilities in a typical Maximo implementation. In some
organizations, a number of people will have more than one responsibility. In larger
organizations, individuals might play a key role that fulfills only one responsibility.

This section provides an overview of the key roles and responsibilities of the people playing
a part in the Maximo implementation.

Implementation Groups
There can be multiple teams involved with a Maximo implementation. The roles of these
teams change from implementation to post-implementation.

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The following table indicates the groups that are generally assembled for a Maximo
implementation, along with the roles and responsibilities of each. Each organization will
have its own variation on these groupings, depending on business processes, complexity of
the implementation, available resources, and so forth.

When to
Group Roles/Responsibilities
Meet

High-ranking oversight committee (oversees the

project)
Responsible for decision-making
Steering Obtains funding
Monthly
Committee Receives monthly or weekly status updates from
the Core Team project manager
Provides overall guidance, vision for the future,
and a corporate mission statement
Provides sounding board for the Project
Implementation Team
Represents users from respective teams and
cross-sections of departments; ensures that the
needs of the user community are met and proper
business processes are implemented
Defines the detailed Maximo mission statement
Involved with Signature Security setup and
process flow builds (data flow charts)
The Core Team should also include:

• Maximo administrator
Core Team Weekly
• Report writer

• Oracle/SQL server database person

• Trainer

• Procedure builder

• Documentation person for changes made

to the system

Core Team is typically involved in setting up

development and test instances.

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When to
Group Roles/Responsibilities
Meet

Attend all Core Team meetings

Might include outside contractors (other than
MRO Software)
Includes the following positions and the
percentage of time expected to spend on the
project:
IT Project Manager–25%
Maximo Administrator–100%
Project Team Daily
Lead Report Writer–100%
Technical Expert (MRO consultant)–100%
JSP Editing Coordinator–100%
Database Configuration Coordinator–50%
ORACLE DBA–10%
Trainer–100%
Documenter–100%
Change Manager–100%
Ongoing IT Help Desk–10%
Daily
Support Network Services
The Maximo administrator performs the
following functions–100%:
Makes future decisions on design changes
(screen and database), priority of enhancements/
product tailoring
Controls and approves report alterations
System Reads Maximo User Forum to glean valuable
Daily
Administration peer information
Attends annual User Group meeting
Conducts problem resolution with software
vendor
Runs regular error checks
Responsible for overall data accuracy and
integrity

Core Team
Of all of the groups involved in a Maximo implementation, the core team is the one that is
the closest to the project on a daily basis.

The following graphic provides some context for the relationship of the core team to the
other players.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Although each situation will be unique, the graphic helps MRO Software clients begin
thinking about responsibilities, roles, and interrelationships of the team.

The core team maintains

the documentation that
reflects system chan ges.
They perform tailoring of
the product. They also
provide the skill set for
backdoor loading of legacy
data.

Class Questions
As a class and with the instructor, discuss the following questions:

• Why are you here?

• Why are you on the implementation team?

• Why did you purchase Maximo?

• What are you expecting Maximo to do, as compared to what you are doing now?

Group Exercise
Part of your job on an implementation team will be to examine and document your business
processes.

This goal of the following exercise is not to focus on Maximo per se, but to start thinking
as a part of an implementation team about your organization’s own business processes and
the kinds of questions that need to be answered. Break into groups and spend approximately
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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

20–30 minutes identifying areas that could be streamlined and where an integrated system
like Maximo could be implemented to help make this company’s work process more
efficient. Remap the processes if necessary. When you are finished, the instructor will lead
the class through discussions based on each group’s suggestions. Again, the goal is to start
having you think about your organization’s own business processes and the kinds of
questions that need to be asked and answered. There is no right or wrong answer.

Scenario
A water company has contacted your team to help it with a variety of its asset management
problems. Although there are many problems, you decide to focus on the work request to
work completion process. While mapping out the process, you discover the following:

1. The customer typically recognizes a water problem, e.g., no water pressure.

2. The customer contacts the call center and describes the problem. The call center
acknowledges that it has had several complaints today regarding the same issue.
The customer is assured that the complaint will be given to the right resources to
handle the problem.

3. The responsible depot receives an incident report faxed from the call center.

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

4. Depot administration raises a work order in its legacy system requesting that an
inspector go to the site to verify the problem.

5. The inspector returns to the depot the following morning and gathers up all new
work orders and proceeds to the field. Sometime during the day, or the next day, or
the next day…the inspector determines that in fact there is a problem. In the
meantime, the customer has contacted the call center repeatedly for a status. The
call center indicates that it will have to contact the depot and get back with them.

6. The inspector returns to the depot and provides the completed work order to
Depot administration. Depot administration then raises another work order for the
preferred contractor to complete the repairs to a potential leak outside of the
residence.

7. The contractor receives the work order the following day and proceeds to
prioritize and schedule work. His lead man is free and he decides to give this
problem to him, as the customer complaints about lack of response have finally
made it to the depot.

8. The lead man gathers up his partner and they head to the job site. The leak is
detected and repaired after a long delay created by a trip to two storerooms to find
the part.

9. The completed work order is given to the contract scheduler, after a quick check
to make sure everything is complete. Then a copy is created, with the original
going back to Depot administration.

10. Depot administration receives the completed work order the following day and
enters the labor and materials into the system (to be used later for invoice
matching). The work order is closed. No other information is entered into the
system. The call center is not notified of the completed work.

Chapter Summary

Strategic Asset Management (SAM)

Strategic assets are those assets that are directly or closely associated with revenue
generation or that are critical to the mission of the organization. They include the following
types of assets:

• Tangible

• Fixed
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• Physical

• Capital

Objectives of SAM
There are five main objectives of asset management:

• Investment—Minimize funds invested to achieve business objectives

• Ownership cost—Minimize cost to ensure a required level of performance

• Commercial return—Maximize the value that the assets add to the business

• Strategic value—Optimize the market value and flexibility of the asset base

• Risk—Manage commercial, health, and environmental risks

Four SAM Categories

SAM is focused on four broad categories of fixed, physical, and capital assets:

• Production

• Facilities

• Fleet

• IT

SAM and Maximo

Because maintenance operations generate a lot of data, an abundance of information can be
derived to guide maintenance activities to greater levels of productivity and cost-
effectiveness.

Maximo tracks and reports data and processes associated with maintaining assets.
Examples include:

• Parts catalogs, inventory, work orders, purchasing details, and supplier data

• Asset failures, causes, and remedies

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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Maximo Out-of-the-box Reports, KPIs, and KPI

Dashboard
Maximo has a Reporting module that allows you to maintain your reports and KPIs.
Maximo also enables you to place KPIs on the Start Center, allowing you to monitor key
performance indicators against performance goals.

What Are Key Performance Indicators (KPIs)?

A KPI is a measurement of the activity in support of an established goal or result. Some

defining characteristics of KPIs are as follows:

• They are high-level snapshots of a business or organization based on specific

predefined measures.

• They are generally applied to activities, functions, and practices that are critical to
a business’s success.

• They compare current performance relative to previous performance or

established performance goals.

Definitions
• Performance metrics is measuring performance internally. Measurements
compare current performance relative to previous performance or established
performance goals.

• Benchmarking is examining performance metrics of outside organizations/

resources. Benchmarking involves comparing data from other leading
organizations both similar and dissimilar to your company.

SAM, KPIs, and Maximo

Together, SAM, KPIs, and Maximo provide value to an enterprise in a variety of
dimensions:

• Management can make prioritized investment decisions for allocating limited

budget, labor, and material based on more complete information with a longer
planning horizon, rather than simply tracking historical maintenance events.

•
•
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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

• Educated decisions that allocate limited labor resources can be made in a way that
flexibly balances long-term maintenance strategies and immediate repair
requirements.

• Repair history and historical maintenance costs can be used to project future
budget requirements and determine total cost of ownership for large asset
investments.

• Operating management can intelligently match labor skills and expertise to

specific requirements of different types of assets.

• With more complete information, companies can achieve clarity of focus on those
key assets that are most directly tied to division or corporate objectives.
Concentrated focus on, and investment in, the most critical assets translates into a
higher ROI.

• Lifetime cost of ownership information can be used to create strategies that

standardize assets and parts, yielding more efficient maintenance efforts, lower
parts inventory, and more vendor leverage to negotiate lower acquisition costs.

• Operating management can reconcile relative urgency and priority of asset

management needs on a plant-wide, division-wide, or perhaps enterprise-wide
basis.

Configuration Overview of Maximo

Maximo is a SAM solution with several integral components: end-user applications, system
administration applications, a relational database, and reports.

Maximo consists of Web-based user applications and database administration accessed

through Internet Explorer.

Maximo stores and maintains data about your company’s assets in a relational database.
Maximo uses the data in the database to provide you with reports that help you analyze
costs and assets’ status, manage inventory and labor resources, and plan maintenance
activities.

With each of these components—end-user applications, system administration

applications, database, and reports—there are system requirements.

Connectivity
Maximo allows some flexibility in the way software servers are used and connected.

•
•
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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

In less complex situations, with a small number of users, one or two “boxes” could be all
that are needed to run all the servers and software.

In more complex situations with a large number of users, more sophisticated strategies can
be used, requiring that some servers and applications run on their own box. Many
configurations and tools can be used.

Implementation Methodology Overview

To assure a consistent and quality implementation, MRO Software uses a Standard
Operating Procedure (SOP). The SOP is tailored to the specific needs of the various clients
and situations.

Requirements Definition Workshop

A Requirements Definition Workshop is a detailed review of existing maintenance
management practices to determine a best-practice approach to maintenance and materials
management and the system configuration required to support the maintenance
environment.

MRO Software consultants typically conduct a Requirements Definition Workshop. There

are two basic phases:

• The Data Collection phase can last from a few days to a few months, depending
on the size and complexity of the organization. Information about the
organization’s maintenance and materials management practices, procedures, and
environment is gathered. Also, information concerning the information systems
environment that will host Maximo is collected.

During this phase, the consultant typically interviews people in several functional
areas, such as maintenance, inventory control, accounting, purchasing, and IT.
The consultant also examines current business practices; reviews existing
documentation, catalogs, assets and locations to be maintained; and tours
facilities.

• The Analysis and Reporting phase, typically shorter than the Data Collection
phase, includes analysis of collected data and synthesis of this analysis into a final
report.

The Requirements Definition Workshop Report examines the organization’s

existing environment and business practices and provides detailed
recommendations for improving and implementing those practices within
Maximo.

•
•
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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

Overview of Key Roles

There are a number of key responsibilities in a typical Maximo implementation. In some
organizations, a number of people will have more than one responsibility. In larger
organizations, individuals might play a key role that fulfills only one responsibility.

Implementation Groups
There can be multiple teams involved with a Maximo implementation. The roles of these
teams change from implementation to post-implementation.

Core Team
Of all of the groups involved in a Maximo implementation, the core team is the closest to
the project on a daily basis.

•
•
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 Chapter 1: Strategic Asset Management, IBM Maximo 6, Configuration, and Implementation Overviews

NOTES:

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 Unit 2: Setting Up Core Data

This unit contains the following chapters.

Chapter Subject

2 Setting Up Organizations and Sites

3 Creating Locations
4 Entering Person Records and Registering Users
5 Setting Up Inventory Items
6 Entering Asset Records

Unit Overview

Introduction
Before using Maximo you must enter data into the database, and determine and configure
application setup options so that you can “act” on the database.

Entering Supporting Data and Course Approach

Many Maximo applications serve principally to record data that is used by other
applications. For example, labor records are entered so they can be referenced on work
orders. With Maximo, supporting data is not required and can gradually be entered over
time. This approach benefits you almost immediately without requiring you to initially
collect and enter substantial amounts of data. This course follows that convention.

In this unit, you will initially set up “building block” data. Later, in Unit 5: “Maximo
Working for You,” you will enter more supporting data.

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 Unit 2: Setting Up Core Data

Shared and Independent Databases

Throughout this course there could be up to 20 participants accessing the same database. If
you are sharing a single database, your instructor will assign you a two-digit student
number (for example, 01–20) to avoid confusion and/or conflicting records in the database.

Some exercises throughout this course will have an xx appended to data entry items.
Whenever an xx is appended, substitute your assigned student number for the xx.

If you are taking this course in an independent-database environment—that is, your

database is independent from other students’ databases and the instructor’s database—
student numbers are unnecessary. You can simply do the exercises using the records
indicated, without adding a student number.

If you are not sure whether you are sharing a database, check with your instructor.

Unit Focus
In this unit, each chapter focuses on different aspects of entering records into the database
and also on giving an overview of the different application setup options available with
Maximo. This unit focuses on using those applications that are primarily used to “build” or
to set up the Maximo database.

Data structures created in this unit’s chapters will be part of the work orders created in Unit
3: Using What You’ve Got—Work Management and in purchase orders created in Unit 4:
Using What You’ve Got—Material Management.

Learning Objectives
When you have completed this unit, you should be able to:

• Describe the various database relationships

• Describe the applications primarily used to set up Maximo

• Discuss what you need to consider when organizing data

• Discuss techniques and methods for determining your data requirements

• Describe the different application setup options available with Maximo

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 Unit 2: Setting Up Core Data

Reporting and Performance Indicators

Setting up Maximo requires that you examine in detail not only your maintenance,
inventory, and procurement processes, but also your organization’s reporting needs and
what performance indicators to analyze. Knowing what needs to go into your database will
help you get the most out of it.

Entering Data Overview

Introduction
As introduced in Unit 1, Maximo applications function to build or act on the database.
Although many applications build or act on the database, some applications can do both. In
this unit’s chapters, you will focus on those applications that are primarily used to build a
Maximo database.

Check-in
A database is a collection of data organized so that its contents can be easily accessed,
managed, and updated. In Maximo, the data within the database consists of records that you
or the system administrator enters.
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 Unit 2: Setting Up Core Data

Database Building Applications

To acquaint you with the Maximo modules and applications that are used to set up Maximo,
here is a brief overview of each module’s applications and a description of their
functionality.

Module Application Description

Preventive Preventive
Holds templates for scheduled work.
Maintenance Maintenance
Allows you to create associated PM works
Master PM
and manage PM schedules.
Enables you to enter, display, and update
Inventory Inventory
information on each inventory item.
Allows you to build templates and define the
items stocked in storerooms. These templates
Item Master
can serve as models to build location and
asset hierarchies.
Allows you to add new storeroom location
Storerooms records and view items associated with any
storeroom from your site.
Allows you to enter and display detailed data
Assets Assets
on assets.
Defines where an asset is placed and allows
Locations tracking of assets that might be placed in
multiple locations.
Allows you to create meter names and define
Meters
meter attributes to track asset performance.
Allows you to define a logical grouping of
Meter Groups
meters that will exist in a Meter Group.
Failure Codes Holds templates for failure hierarchies.
Holds templates for the operations, labor,
Planning Job Plans materials, services, tools, and work assets
required to do a specific job.
Lists related work assets, which are
Routes
considered “stops” along the route.
Holds templates for safety plans and
Safety Plans associated hazards, precautions, and lock
outs/tag outs.
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 Unit 2: Setting Up Core Data

Module Application Description

Allows you to create, modify, view, and

Resources People delete Maximo users, labors, asset owners,
supervisors, and workflow recipients.
Allows you to create, view, and modify
Person Groups person groups. Person groups consist of
people, who may or may not be workers.
Holds templates for the crafts, including skill
Crafts levels and rates of standard and premium
pays.
Holds data on individual employees based on
Labor
personal and craft information.

Overview of Primary Database Setup

The following list is a general overview of the different primary records needed for the
initial setup of the Maximo database.

1. Create a superuser

2. Define and enter a currency

3. Define and enter company and item sets

4. Create an organization and enter sites for the organization

5. Create and enter GL account information:

a. Create the GL account configuration

b. Set up the chart of accounts

6. Activate the organization and sites

Overview of Secondary Database Setup

When your organization is implementing Maximo, note that the order of data entry will
depend on what parts of Maximo are being implemented. For example:

• If you are going to classify your locations, then you need to enter the classification
structure (3) before entering locations (4).

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 Unit 2: Setting Up Core Data

• The system requires that all users have one Start Center associated to them.
Therefore, you need to define and create your Start Centers (1) before entering
and registering users (7). Also, if you are going to associate users to locations,
then you need to enter locations (4) and storerooms (5) before entering and
registering users (7).

The following list shows some of the secondary records that could be set up in Maximo.
They are in order, assuming that certain functionality in Maximo is used.

1. Create Start Center templates

2. Enter units of measure

3. Define and create classifications

4. Create primary system location and enter operating locations

5. Create storerooms

6. Enter calendars

7. Enter and register user groups and users

8. Create commodity groups and codes

9. Enter vendors (companies)

10. Define and enter items

11. Define and enter assets

12. Enter solutions

13. Enter service level agreements

Process Flow
As discussed, there are numerous possibilities for what and when data is entered into
Maximo. For this unit, you will assume that setting up Maximo will follow the next
flowchart.

Before entering data into Maximo, you need to register the users who will be entering the
data into the system. After you create locations, you can go back and associate a location
to the labor record.

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 Unit 2: Setting Up Core Data

Stage Description

Set up your organizations and sites using the Organizations

1 application.
Create locations and then organize them into a hierarchy and
2 system using the Locations application.
Enter person records and register users using the Resources
3 application.
Set up parts and inventory items in your storerooms using the
4 Item Master and Inventory applications.
Enter assets and subassembly records using the Assets
5 application.
Identify labor, materials, services, and tools to create job tasks
6 using the Job Plans application.
Set up maintenance schedule templates using the Preventive
7 Maintenance application (See next figure).

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 Unit 2: Setting Up Core Data

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

Smart Numbering and Autonumbering

It is important to understand what data is being added into the database, but it is equally
important to know and understand how records are to be identified once they are in
Maximo.

A common discussion that comes up is how records are going to be identified. While
Maximo allows for automatic numbering, some organizations have their own internal
identification system in place.

There are use cases for smart numbering and automatic numbering; what needs to be
discussed is when it makes sense to use one numbering format over the other.

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 Unit 2: Setting Up Core Data

Class Discussion
How does your organization currently identify its location, inventory, and asset records?

Through class discussions, make a case for when and where automatic numbering would
make sense and when smart numbering would make sense.

Create and Register a Superuser

While this course uses an established database, for a blank Maximo database setup you
need to create a superuser having admin rights.

Generally, the tasks involved in creating a superuser are as follows:

1. Log in as maxadmin, maxadmin.

2. Create a superuser with full administrative privileges, which you can do by

duplicating the MAXADMIN user.

(To protect the MAXADMIN security group, you can duplicate this group and
then add your superuser to the newly created security group.)

For further information on Signature Security and user setup, please refer to the System
Administrator’s Guide.

Procedure: Inserting Records into the Database

The general procedure for inserting a record into the database is as follows:

1. Open the application from the Start Center modules or the Navigation bar Go To
drop-down menu.

2. Click the Insert Record toolbar button.

3. Enter a value in the key field, and then type in a description for it.

4. Enter a value in each of the other required fields.

5. Click Save to save the record.

Although this unit focuses on building the database, you enter only a few data items,
because the intent of this course is to show you how the Maximo applications work
together. In actuality, implementing Maximo involves mass loading/converting much data.
Professional Services can help in this matter by providing their expertise.
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 Unit 2: Setting Up Core Data

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 Chapter 2: Setting Up Organizations
and Sites

This chapter contains the following topics.

Topic See Page

Chapter Overview 57
Overview of Multisite and Multiorganizational Strategy 60
Prerequisites for Setting Up Organizations: Currency and Sets 71
Setting Up Organizations and Sites 76
Organization Application Options Overview 88
GL Account and Organization/Site Activation 93
Deleting and Deactivating Organizations and Sites 106
Chapter Summary 109

Chapter Overview

Introduction
Maximo is structured to contain and use your asset and maintenance information in a
strategy that uses multiple levels of organizations and sites.

The way in which multisite strategy is implemented has a direct effect on the setup of the
Maximo modules and applications.

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 Chapter 2: Setting Up Organizations and Sites

Learning Objectives
When you have completed this chapter, you should be able to:

• Describe and understand the Multisite/Multiorganizational strategy.

• Plan and create organization and site levels.

• Describe the functions of the Organization, Addresses, and Site tabs.

• Identify applications that are affected by organizations.

Chapter Focus
This chapter will focus on the following activities, listed in order of operation, involved in
the initial setup of organizations and sites:

1. Define and enter a currency.

2. Define and enter company and item sets.

3. Create an organization.

4. Enter sites for the organization.

5. Create and enter GL account information:

a. Create the GL account configuration.

b. Set up the chart of accounts.

6. Activate the organization and sites.

You Are Here

You can set up your organizations and sites using the Organizations application.

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 Chapter 2: Setting Up Organizations and Sites

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

Implementation Considerations
When planning an organization setup, you must examine your business model and decide
how to logically divide your company’s locations and divisions into Maximo organizations
and sites. A highly organized data model creates a number of implications to consider:

• Which parts of the organization need to access data from other parts, and which
parts of the organization will not have access to data from other parts of the
organization?

• Is integration with legacy systems and other systems required?

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 Chapter 2: Setting Up Organizations and Sites

• Will system administration need to be divided up between sites or organizations?

• Who will have access to what sites?

• Can one Maximo database meet all your asset management needs?

Overview of Multisite and Multiorganizational

Strategy

Introduction
Multiorganization and Multisite is an implementation strategy of Maximo that lets different
company sites share data from a single database, while keeping their operations separate.
Rather than installing multiple instances of Maximo, a company can now install Maximo
once, and multiple sites can access the same database.

Organization and Site Defined

In the Multisite environment, the terms organization and site are used.

• An organization is a major division of a company, which contains one or more

sites. Sites belonging to the same organization use the same currency and share
the same options for work orders, assets, labor, and other types of data.

• A site is a subdivision of an organization that might track inventory and other data
separately from other sites. Certain site information is unique to the site and is not
visible to other sites even though they belong to the same organization and share
the same database. Generally, sites:

– Belong to the same organization

– Use the same currency
– Share the same options for work orders, assets, labor, and other types of data

Sites and organizations are logical divisions of a company determined by what types of
operations are performed at certain locations, and what data can be shared by certain
locations.

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 Chapter 2: Setting Up Organizations and Sites

Why Use a Multisite Setup?

Many customers install Maximo at several facilities. These facilities might share common
business practices, and might have other practices that are unique to each facility.

Example:

A utilities company owns several power plants, two water treatment plants, and a
water distribution system. The business practices among the power plants are
similar, but the water treatment plant has very different business practices.

In the above example, a multisite implementation enables different company sites to share
data from a single database while still keeping their operations separate.

This setup allows:

• Multiple sites to access a shared database while operating under independent

business rules

• Facilities to share purchase agreements and vendors while keeping work orders
and job plan data separate

By using a Multisite setup, you categorize your company’s facilities into sites and
organizations.

Sites and organizations are logical divisions of your company determined by:

• What types of operations are performed at each location

• What data can be shared by each location

Database Levels Overview

A Multiorganization/Multisite setup allows clients to organize data so that it

divides data storage into three different levels:
• Some elements reside at the System Database level and are available for the
entire company.

• Other elements reside at the Organization level and are available only to users
within a particular organization.

• Finally, some data is available only to users at specific Sites within an

organization.

The following illustration shows a multiorganization/multisite setup.

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 Chapter 2: Setting Up Organizations and Sites

Multiple Organization and Sites Illustration

Many customers install Maximo at several facilities globally. The following example
illustrates how Maximo can be set up in such instances.

Example:

A company operates several business units globally. The business practices among the
units are similar, but the currency and financial reporting requirements are specific to the
region from which the business units operate. Therefore because of the currency
differences, Maximo was set up with several organizations, each having its own base
currency.

North America South America Asia Pacific

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 Chapter 2: Setting Up Organizations and Sites

If the company’s business units all had similar business practices and were using the same
base currency, then the setup in Maximo could have been one organization representing the
whole company and each site representing a business unit.

Data Stored at the Database System Level

A system is a single instance of a Maximo database. A single system can contain many
organizations and sites. Data stored at the system level:

• Affects all applications in the organization and site level

• Is used across the entire enterprise

For example, security controls are set at the system level. (These restrictions establish new
user defaults, sign-in tracking, and password requirements.)

Database
System

Item Set 1 Vendor SetSet

Company 11 Item Set 2 Vendor SetSet
Company 22

Organization 1 Organization 2 Organization 3

Site 1

1Site 3
1Site 2

1Site 4

Applications at the System Level

The following Maximo applications and functions are managed at the system level:

• Attached Document Library

• Bulletin Board

• Classifications

• Communication Templates
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 Chapter 2: Setting Up Organizations and Sites

• Computers

• Cron Task Setup

• Currency Codes

• Deployed Assets

• Escalations

• Incidents

• Job Plans

• KPIs

• Master PM

• Meter Groups

• Meters

• Network Devices

• Network Printers

• People

• Person Groups

• Problems

• Reconciliation

• Reports

• Security Groups

• Service Level Agreements

• Service Requests

• Solutions

• Ticket Templates

• Units of Measurement

• Users

• Workflow

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 Chapter 2: Setting Up Organizations and Sites

The majority of the Administrative applications (documented in the Maximo System

Administrator’s Guide) are also at the system level.

Data Stored at the Organization Level

An organization can be a legal or logical entity, depending on the setup of the business and
its requirements, to which one or more sites can belong. Data stored at the organization
level has the following characteristics:

• It is identified by an ORGID.

• The chart of accounts, base currency, and financial periods are defined at the
organization level, and each individual site would inherit the same for its
organization.

• Vendors, items, labor, and purchase agreements are defined at this level, so that
the sites belonging to that organization can share this data.

Items, assets, and vendors (companies) at the organization level can be shared
across organizations through sets. Sets are groupings of information that a number
of organizations can mutually see and access, thereby allowing these
organizations to share the data in the sets. Sets are covered in detail later in this
chapter.

• It can have many organizations, and each organization can have one or many sites.

• Addresses for sites that are used to specify the Bill To and Ship To in the Purchase
Orders (POs) are defined at this level with an address code.

Database
System

Item Set 1 Vendor SetSet

Company 11 Item Set 2 Vendor SetSet
Company 2 2

Organization 1 Organization 2 Organization 3

Site 1

1Site 3
1Site 2

1Site 4

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 Chapter 2: Setting Up Organizations and Sites

Applications at the Organization Level

The following Maximo applications and functions are managed at the organization level:

• Calendars

• Chart of Accounts (GL Account codes)

• Companies

• Crafts

• Exchange Rates

• Failure Codes

• Hazards

• Labor

• Labor Rate Contracts

• Labor Reporting

• Lease/Rental Contracts

• Master Contracts

• Purchase Contracts

• Qualifications

• Tax codes

• Terms and Conditions

• Warranty Contracts

Organizations Sharing Data: Sets

Maximo allows you to perform some types of transactions across organizations. These
transactions might involve inventory item and asset moves across organizations or allow
for centralized purchasing. In order to enable these organizational transactions, sets must
be defined and set up before each organization is created in Maximo.

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 Chapter 2: Setting Up Organizations and Sites

Database
System

Item Set 1 Vendor SetSet

Company 11 Item Set 2 Vendor SetSet
Company 22

Organization 1 Organization 2 Organization 3

Site 1

1Site 3
1Site 2

1Site 4

Applications Shared Across Organizations

The data in the following Maximo applications and functions is stored and shared as sets:

• Commodity Codes

• Companies

• Condition Codes

• Conversion values (Order Units/Issue Units)

• Item Master

• Service Catalog

• Service Items

• Tools

Data Stored at the Site Level

A site belongs to an organization. An organization can have more than one site. All asset
management data, such as assets, locations, change work orders, release work orders,
activities, incidents, and job plans, is defined at the site level. This means that each site has

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 Chapter 2: Setting Up Organizations and Sites

its own set of data that is not shared by other sites. Data stored at the site level has the
following characteristics:

• It can identify a logical work location, such as a facility or office.

• A site belongs to an organization, and any data that pertains to a site is identified
by a SITEID.

• All transactions are carried out within a site (i.e., work orders, PRs, POs, invoices,
issues, and transfers).

• Assets and locations must be unique within a site.

• A Maximo user can be granted access to one or more sites within the organization.

• Transactions across sites include:

– Issues across sites

– Centralized purchasing
– Asset moves, as long as each site has a unique asset number

Database
System

Item Set 1 Vendor SetSet

Company 11 Item Set 2 Vendor SetSet
Company 2 2

Organization 1 Organization 2 Organization 3

Site 1

1Site 3
1Site 2

1Site 4

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 Chapter 2: Setting Up Organizations and Sites

Applications at the Site Level

The following Maximo user applications are managed at the site level:

• Activities

• Assets

• Assignment Manager

• Changes

• Condition Monitoring

• Desktop Requisitions

• Inventory

• Invoices

• Issues and Transfers

• Labor Reporting

• Locations

• Lock Out/Tag Out

• Precautions

• Preventive Maintenance

• Purchase Orders

• Purchase Requisitions

• Quick Reporting

• Receiving

• Releases

• Request for Quotation

• Routes

• Safety Plans

• Stocked Tools

• Storerooms

• Work Order Tracking

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 Chapter 2: Setting Up Organizations and Sites

Record Identification and Numbering Considerations

Although assets are not shared, they can be moved from one site to another site. You need
to consider the numbering format when you analyze your organization.

For example:

• If you want to move an asset from one site to another, the asset’s number must be
unique to perform the move. If there is already an asset with the same asset
number at the site to which you want to move the selected asset, Maximo will not
allow the asset to be moved.

• If you want to move assets across organizations, sets must be the same.

Multilanguage
Language is independent of both organizations and sites. A base language is set up at
installation. If multiple languages are desired, the language CDs are loaded and the user can
choose at session time which language to use.

Implementation and Setup Prerequisites

There must be at least one organization and one site. In addition, you must determine and
complete two other prerequisites before entering the first organization:

• One currency code must be entered. To do this, use the Currency Codes
application.

• One item set and one company set must be entered. To do this, use the Sets
application.

What Does It Look Like in Maximo?

Maximo uses the following hierarchical format when referencing organizations, sites,
locations, and assets. Right now you are focused on the organization and site levels. This
organization, Eagle, Inc. North America, has five sites: McLean, Bedford, Hartford,
Nashua, and Fleet. At the Bedford site, the Address 2001 location has several assets
associated to it. One asset, 7001, is comprised of several components.

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 Chapter 2: Setting Up Organizations and Sites

Prerequisites for Setting Up Organizations:

Currency and Sets

Introduction
As you discussed earlier, before entering organizations and sites into Maximo, the two main
pieces of data that you need to enter into the system are:

• A currency code

• A set for company and item

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 Chapter 2: Setting Up Organizations and Sites

In this section you will be discussing this data requirement and the relationship to
organization and site setup.

The Currency Codes Application

Before entering a currency code into the system, you should not only explore the business
entity structure of your company, but also understand how financial transactions are
processed at each entity. You use the Currency Codes application to define currency codes
and to specify which codes can currently be used in Maximo.

Database (System) Level

Currency codes are stored at the system level, which means that all organizations can use
them.

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 Chapter 2: Setting Up Organizations and Sites

Database
System

Item Set 1 Vendor SetSet

Company 11 Item Set 2 Vendor SetSet
Company 22

Organization 1 Organization 2 Organization 3

Site 1

1Site 3
1Site 2

1Site 4

Base Currencies
The number of organizations you enter into Maximo will depend on the number of base
currencies desired.

• How many of your company’s business entities/units use their own currency?

• Do you know what they are? Would you know whom to ask?

Administration of Currency
While you use the Currency Codes application to define and set up currencies in the
system, the following applications enable you to perform other aspects of currency
administration:

• Use Organizations to specify the base currency for an organization.

• Use Exchange Rates to set up exchange rates between currencies for defined
periods.

Sets
As introduced in the previous section, Maximo uses the concept of sets to help
organizations share data between themselves. Sets are groupings of information that a
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 Chapter 2: Setting Up Organizations and Sites

number of organizations can mutually see and access, thereby allowing these organizations
to share the data in the sets.

Database
System

Item Set 1 Vendor SetSet

Company 1 1 Item Set 2 Vendor SetSet
Company 2 2

Organization 1 Organization 2 Organization 3

Site 1

1Site 3
1Site 2

1Site 4

No Need to Share
Organizations do not have to share both items and companies. Only the item and/or
company sets that are mutually employed by each organization can be shared between
organizations.

Types of Sets
There are two types of sets used in Maximo:

• Item set: Maximo establishes items at the enterprise level so that multiple
organizations can use them. Such things as costs and vendor information differ
between the organizations, but the overall item definition list (Item Master
application) can be shared among all business units. Therefore, items are created
in an item set. An item set consists of an item set ID that groups items. Item
numbers are unique within an item set. Grouping items into sets allows users to
transfer items among sites within different organizations.

• Company set: Maximo establishes items at the enterprise level so that multiple
organizations can use them for vendors and other external business entities with
which organizations do business. Grouping companies into sets ensures that all
sites and organizations use consistent names for vendor companies. It also allows
for a centralized purchasing function and accurate consolidated vendor reporting.

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Interrelationships
Some considerations with the interrelationships between database, sets, organizations, and
sites are as follows:

• As organizations are created, they must be associated with an item and company
set.

• Organizations that share sets of items and vendors can share assets and vendor-
related transactions with each other.

• Sites within these mutual organizations can, as a result, share information in the
sets.

The Sets Application

You use the Sets application to create a framework for sharing item and company (vendor)
data across multiple organizations.

Maximo stores both item and company master records in sets. These sets exist above the
organization level so that organizations can share the same data.

Sets and Organizations Setup

The following rules apply to sets and organizations:

• You can create as many item and company sets as your business practices require.

• You must associate each organization with one, and only one, company set.
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• You must associate each organization with one, and only one, item set.

• The same item or company set can be used by multiple organizations.

Automatically Creating Companies

The Automatically Add Companies to Company Master? check box specifies whether
you want to automatically create a Company Master record when a user adds a company in
the Companies application.

• If the check box is selected, a Company Master record will be created.

• If the check box is cleared (the default), a Company Master record will not be
created, and users must add companies in the Company Master application.

This field applies only to sets of the type COMPANY.

Setting Up Organizations and Sites

Introduction
When planning a Multisite implementation, you must examine your business model and
decide how to logically divide your company’s locations and divisions into Maximo sites
and organizations.

• At first glance you might decide to designate your Texas plant as an organization,
with its four buildings as sites. Upon closer inspection, you might find that the
four different buildings all share certain operations, storerooms, and personnel. It
therefore might be more efficient to consider all four buildings collectively as one
site.

• A software company might have an office in North America and another in Brazil
that operate essentially the same. It might seem ideal to consider both locations as
sites in the same organization. Differences in currency and tax codes make it
easier to treat each location as a different organization.

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The Organizations Application

Use the Organizations application in the Administration module to create organizations and
sites, and to create and change certain system defaults, such as the Ship To and Bill To
addresses for POs.

The Organizations application enables you to do this by allowing specific data to be

organized at one of the following levels:

• Organization

• Site

After an analysis of your company is done and the organization and site structure is
determined, the Organizations application lets you enter, modify, and configure options
for organizations and sites.

Organizations Application Tabs

The Organizations application has four tabs:

Use this tab: To:

Perform criterion-based searches for records in a way

List
similar to that of the Maximo applications.
Organization Define new organizations or modify existing ones.
Specify shipping and billing addresses at the
Addresses
organization level.

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 Chapter 2: Setting Up Organizations and Sites

Select Action Menu

The Select Action menu enables you to carry out a number of functions, including:

• Changing/configuring application options

• Setting SLA options

• Setting up E-commerce and Autonumber

• Deleting organizations

• Running reports

• Adding bookmarks

Options for various applications will be covered in more detail in the application chapters
later in this course.

List Tab

You can view the organization lists from the List tab.

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In this example, you can see that you have access to three organizations: EAGLENA,
EAGLESA, and EAGLEUK.

Organizations can be composed of different sites, users, and user groups where Maximo
applications can be applied.

Organization Tab
You add, modify, deactivate, or enable organizations from the Organization tab.

The Organization tab contains the following fields:

• Organization ID

• Description

• Base Currency 1

• Base Currency 2

• Item Set

• Company Set

• Clearing Account

• Active? (check box)

Addresses Tab
Addresses for sites and the Bill To and Ship To information for POs come from the
Addresses tab.
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The Addresses tab has two sections:

• One section shows the list of addresses that are currently defined under the
selected organization.

• The other section is an expanded address displaying the table row Details, which
is used for editing and adding address information.

Sites Tab
The Sites tab is used to define sites within an organization.

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The Sites tab has two sections:

• The first section shows the list of sites that are currently defined under the selected
organizations.

• The other section is an expanded site record displaying the Row Details that can
be used for editing or adding new sites.

Deleting and Deactivating a Site

You cannot delete an organization if any sites are associated with it. You also cannot delete
a site once it is created, although you can deactivate it. If you want to keep an organization
and some of its sites available but want to deactivate one or more of its other sites, select
the appropriate Active? column check boxes to clear the sites.

Entering an Organization
In this exercise you will set up Multisite for the XYZ Paper Company’s (org) Paper division
and its two plants (sites):
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• Each plant is in a different state in the United States.

• One site is in Indiana and uses the same billing and shipping information as the
organization.

• The other site is in Maine and requires different shipping information, but uses the
same billing information.

You are adding an organization and site into the system where other organizations and sites
have already been added.

1. If you have not already done so, sign in to the system as:

User: wilson

Password: wilson

The password is case-sensitive.

2. In the Administration module, select Organizations.

Result: The Organizations application opens to the List tab.

3. Click on the Organization tab.

Result: Maximo displays the Organization tab.

4. Click the New Organization button.

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Result: Maximo displays a blank Organization form that is ready for your input.

5. Enter the following information for the new organization:

Field Value

Organization PAPER

Organization Description USA Paper Division

Base Currency 1 USD

Base Currency 2 CAD

Item Set SET1

Company Set COMPSET1

Hint: Use the Select Value button to enter the data.

Remember, Maximo will require you to associate a GL clearing account to the

organization before you can activate a new organization.

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 Chapter 2: Setting Up Organizations and Sites

6. Click the Save button.

Result: The new organization is saved into the database.

Adding Address Information

After adding an organization to the database, you must add address information. Specify
shipping and billing addresses at the organization level. The sites attached to the
organization will use these addresses for their POs and other relevant documents.

To include these key addresses, follow these steps:

1. In the Organizations application, click on the Addresses tab.

Result: Maximo displays the Addresses tab.

2. Click New Row to access the input form for a new address.

Result: Maximo displays an Address Details row, as shown next.

3. Enter the following shipping address information:

Field Value

Address Code PAINSH

Description Paper Div – IN Shipping

Address 2398 Emerald Drive

City Kensington

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State/Province IN

Zip/Postal Code 46219

Country USA

4. Click New Row.

Result: The new address will be stored, and a cleared form becomes available for
an additional new address.

5. Enter the following additional new address for billing information:

Field Value

Address Code PAINBL

Description Paper Div – Billing

Address 657 Edgar Blvd.

City Indianapolis

State/Province IN

Zip/Postal Code 46216

Country USA

6. For the third site (Maine), enter the following information for shipping:

Field Value

Address Code PAMESH

Description Paper Div – ME Shipping

Address 69 Harris Rd.

City Camden

State/Province ME

Zip/Postal Code 02150

Country USA

7. Click the Save button.

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 Chapter 2: Setting Up Organizations and Sites

Result: You now have three addresses in the PAPER organization from which to
choose when setting up sites.

Adding Sites
Follow these steps to add the organization’s sites.

1. Access the Sites tab.

Result: Maximo displays the Sites tab.

2. Click New Row and enter the following information:

Field Value

Site PAPER-IN

Description PAPER PLANT – IN

3. Enter the information indicated next:

Field Value

Ship To Address Code PAINSH

Bill To Address Code PAINBL

Hint: Use the Select Value button.

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4. Save the record.

Result: You now have created a site record for the Indiana paper plant.

5. Insert a site for the paper plant in Maine. Copy the Shipping and Billing address
codes you used for Indiana. Save your record.

Result: Two sites have been added to the Paper Division: Indiana and Maine.

Sets Revisited
You use the Sets application to create a framework for sharing item and company (vendor)
data across multiple organizations.

Viewing Sets
After creating a new organization, you can use the Sets application to view which
organizations share the same item and company sets.

1. Access the Sets application from the Administration module.

Result: Maximo displays the Sets application.

2. Click to highlight COMPSET1 to view the organizations using COMPSET1.

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 Chapter 2: Setting Up Organizations and Sites

Result: Organizations using COMPSET1 are shown.

3. Click on SET1 to view the organizations using SET1.

Result: Organizations using SET1 are shown.

The PAPER organization you added can now share data access to organizations
and sites associated with SET1.

Organization Application Options Overview

Introduction
This section gives a more detailed overview of application setup options available at the
organization and site levels. More detailed use of these options is covered in subsequent
chapters as they relate to a specific business function.

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 Chapter 2: Setting Up Organizations and Sites

Organization Options

When setting organization-level options, remember the following considerations:

• Options defined at the organization level apply to all sites in that organization.

• Sites in the same organization can share data; whereas, sites in different
organizations cannot unless they belong to the same set.

Organization-level Settings
The following application options contain organization-level settings:

• Work Order Options

• Inventory Options

• Assets Options

• Drilldown Options

• PO Options

• Invoice Options

• Labor Options

• SLA Options

• Approval Limits

• Autonumber

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 Chapter 2: Setting Up Organizations and Sites

Description of Organization-level Options

The following table describes options available at the organization level. Remember,
options set at the organization level will pertain to all of the organization’s sites.

This organization-level
option: Allows you to:

• Define, edit, add new work types, or modify existing

work
• Set edit rules to specify which work order properties
Work Order
can be edited for a given work order
• Display dialog boxes and work order prompts
• Set actual start date
• Configure inventory orders
• Set ABC breakpoint options, negative availability,
and negative current balances
Inventory
• Specify whether Maximo creates an approved or
unapproved Purchase Requisition (PR) or Purchase
Order (PO) when a reorder request is generated
Determine which asset status changes to record and set
Assets
the default meter reading weight factor
Determine whether the Drilldown for the Assets field
Drilldown
opens to the Asset hierarchy or the Location hierarchy
• Require users to get approval to convert PRs to POs
• Have Maximo change the PR status to CLOSED
automatically after all PR lines have been copied to
POs
• Have Maximo add standard service costs to direct-
PO
issue items only
• Have Maximo create an approved PO automatically
from an agreement type PO when the PR is approved
• Have Maximo automatically close POs on invoice
approval
• Set tolerances by user group for how closely an
invoice must match a PO to be accepted in automatic
invoice matching
• Set the upper and lower amounts and percentages
Invoice
columns, and enter the amounts and/or percentages by
which an invoice and PO can differ and still be
matched
• Set variance limits for tax charges

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This organization-level
option: Allows you to:

• Automatically approve inside and/or outside labor

Labor • Indicate whether outside labor will require a PO by
default
SLA Set single or multiple service level agreements
Set automatic numbering for system, organization, set,
Autonumber
and site levels

Site Options
When setting site options, keep the following considerations in mind:

• Certain data options are set individually from site to site.

• Settings for one site do not affect data in other sites, even if they belong to the
same organization.

Site-level Settings
You can set site-level data options for the following types of information:

• Inventory Options

• Work Order Options

• Workflow Options

• PM Options

• E-commerce

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Description of Site-level Options

Next are descriptions of options available at the site level. Remember, options set at the site
level are set individually and settings for one site do not affect data in other sites.

This site-level option: Allows you to:

• Set site-level work order task ID numbering

Work Order • Generate work orders without running Maximo
using the WOGEN cron task
Specify the default issue and order costs you want
Inventory
Maximo to use
Specify whether Maximo will automatically enter
Workflow
records into Workflow when they are created
• Have Maximo evaluate the selected records to
determine which PMs are due to generate work orders
PM • Generate work orders for the selected master PMs
(and its children if applicable) and PMs that are not
master PMs

Class Discussion
Sweet Stuff, Inc. has two operations approximately 120 miles apart under its Massachusetts
(MA) division: one in Waltham (WM) and another in Peabody (PB). WM has two
warehouses and PB has one. Two separate IT groups. maintain the IT networks and assets
at WM and PB independently. One branch (WM) handles procurement inventory
requirements for both operations.

By setting up the WM and PB branches as separate sites, what does this allow them to do
regarding:

• Inventory management?

• Procurement?

• Other benefits?

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Discussion Considerations
While the solutions/considerations offered next are not the only ones, they can serve to
facilitate discussion in the class.

Setting up the WM and PB branches as separate sites allows the following benefits:

• Regarding inventory management

Setting up MA as an organization and WM and PB as sites will allow those sites

to view each other’s warehouses. This will enable the sharing of inventory and
allow inventory levels at each site to be lowered, which will reduce costs.

• Regarding procurement

With arrangement of having one site handle the procurement, orders for the two
sites are separate, but can use the same purchase agreement to buy parts, resulting
in a volume discount.

GL Account and Organization/Site Activation

Introduction
As discussed earlier, after a new organization is created in the system, it is not yet activated.
You cannot activate it until you have:

• Specified GL account formats

• Created GL accounts

Section Focus
This section is a brief overview of the formatting and creation of GL account data. For more
in-depth information on this topic, please refer to the System Administrator’s Guide or the
Finance Manager's Guide.

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GL Account Configuration
You use the Database Configuration application to not only create and specify GL
account formats, but also to create or modify the objects and attributes used by Maximo
applications, which can include:

• Changing column definitions

• Attaching domains to columns

• Creating new user-defined objects

• Adding new columns to existing objects

• Creating and dropping indexes

• Creating views to look at data from a single object or multiple objects

• Specifying GL account formats

• Setting the Amount field format

• Updating statistics on indexes to improve database performance

• Configuring Maximo with multiple languages

• Setting up electronic signatures and electronic audit records

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Account Components
Each general ledger account code consists of a number of distinct components (also called
segments). In Database Configuration, you define the account code format using the GL
Account Configuration action.

Account Code
For any account code, you can:

• Define up to 20 components

• Include up to 254 characters/digits, not including delimiters (unless you choose to

include the delimiters as part of the account code)

Implementation Consideration
When specifying your GL accounts, use delimiters to separate components when they are
displayed on the screen. For example, you might use hyphens to separate components:
6100-400-SAF.

By default, Maximo writes account strings to the database in a concatenated format,

without delimiters.

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GL Order and Component Sequence

The GL account components are displayed in a sequential format, with the leftmost
component in the string representing the highest level. For example, in the MAXDEMO
database, four component levels are defined:

Component 1 = Cost Center

Component 2 = Activity

Component 3 = Resource

Component 4 = Element

The GL Order field indicates component sequence. When entering the GL order, start with
0 to represent the highest level.

Required Field
Within an account code, a component can be required or optional, but optional components
must come at the end of the sequence. For example, you cannot have the second component
optional and the third component required. If you do, you will receive an error message
when you save. To indicate that the component is required, select the Required? field.

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GL Accounts and Organizations

Maximo stores GL accounts at the organization level. Therefore, each organization must
have its own chart of accounts system, and GL accounts cannot be shared across
organizations.

Chart of Accounts
In Chart of Accounts, you specify which components are valid for use in Maximo. You use
the Chart of Accounts application to perform the following actions:

• Create, view, and modify general ledger account codes and components

• Set up financial periods

• Set up a number of default GL accounts, including an organization account,

company-related accounts, and external labor control accounts

• Define resource codes

• Specify GL validation options

Reminder: Minimum Requirements

As discussed, an organization must have a GL clearing account before you can make it
active. Therefore, after you create an organization, you must, at minimum, have one chart
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of accounts to create a clearing account for the organization. You can create or download
other accounts as well.

Defining the GL Component Code

Before you can create the GL account codes for an organization, you have to define them
for the organization. You access the GL Component Maintenance dialog box from the
Select Action menu to enter and edit component codes.

Defining GL Account Components

Follow these steps to define the components codes for the PAPER organization.

1. From the Financial module, select the Chart of Accounts application.

2. From the Organizations list in the Chart of Accounts application, click on the
PAPER organization.

Result: The PAPER organization is highlighted and the GL Accounts for table
window should contain no GL accounts.

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3. From the Select Action menu, select GL Component Maintenance.

Result: The GL Component Maintenance dialog box opens. The Components

table window lists the names of the components in the selected organization,
PAPER.

4. In the Components table window, click on the COST CENTER component.

Result: The GL Component Values for table window indicates the COST
CENTER component.

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5. Click the New Row button.

Result: The Details row opens.

6. Enter 8000 in the GL Component Value field; then enter Professional

Services in the Description field.

Remember, you format the GL account codes using the GL Account

Configuration action in the Database Configuration application.

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The Active? check box is selected by default. Users will be able to select this
component value when they use the Select GL Account dialog box.

To make the component value inactive, you would clear the Active? check box. In
that case, the value would not appear in the Select GL Account dialog box.

For these exercises, leave the Active? check box selected.

7. Highlight the ACTIVITY component and then click New Row. Enter 100 in the
GL Component Value field, and then enter Education in the Description field.

8. Highlight the RESOURCE component and then click New Row. Enter 001 in the
GL Component Value field, and then enter General in the Description field.

9. Click OK.

Result: You are brought back to the Chart of Accounts screen.

Creating GL Accounts
After the component codes are defined for an organization, you can create the GL accounts
for the organization. GL account codes are created by linking together the previously
established component values.
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Type
The Type field is a user-defined code to signify the kind of account. For example, your
company might use account type codes to represent expense accounts, capital accounts,
shrinkage accounts, and so forth.

Creating GL Accounts for Organizations

Follow these steps to create a GL account for the PAPER organization.

1. In the Organizations table window, select the PAPER organization by clicking

on it to highlight it.

Result: The PAPER organization is selected.

2. Click the New Row button.

Result: The GL Accounts for table window indicates PAPER.

3. Click the GL Account field Select Value button.

Result: The Select GL Account dialog box opens. Because you defined only one
component code value (8000) for the COST CENTER segment, only one is
displayed.

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4. Click on 8000.

Result: 8000 is the first segment and ACTIVITY now populates the Segment
field.

5. For each segment, enter the defined value. (Remember, there will be only one per
component because that’s all that you entered.)

Result: When finished, your GL account should look like the next one.

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6. Click OK and then Save.

Result: You are returned to the GL Accounts screen and your GL Account field
should read 8000-100-001.

Activating the Organizations and Sites

After a GL account has been established for an organization, you can activate it. Follow
these steps to activate the PAPER organization.

1. Go to the Organizations application.

2. Retrieve PAPER.

Result: Your screen should look like the next one. Notice that PAPER is not
activated.

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3. In the Clearing Account field, click the Select Value button and then select the
GL account components for this organization.

Hint: Remember, you defined and created only one component per segment.

Result: Your screen should look like the next one.

4. To activate this organization, click to select the Active? check box and then Save
the record.

Result: Your screen should look like the next one.

5. To activate the sites, click on the Sites tab, select the Maine and Indiana sites by
clicking the Active? check box, and then Save your record.

Result: Your screen should look like the next one.

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6. To check that it is an active GL account, go to the Chart of Accounts application.

Result: The PAPER organization is Active.

Deleting and Deactivating Organizations and

Sites

Introduction
After records in most applications are created and used, Maximo limits:

• Which records can be permanently removed (deleted)

• When they can be deleted

• By whom they can be deleted

These limitations help safeguard database integrity. Without your having to delete this
information from the database, Maximo allows records to be deactivated. Deactivating
instead of deleting allows the information to remain in the database, but it is flagged as
unavailable for use.

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 Chapter 2: Setting Up Organizations and Sites

Deleting an Organization
You can delete an organization from the system only if there are no sites associated with
it. When you delete an organization, the record is removed from the database table
organization.

To delete an organization, access the organization from the Organization tab and select
Delete Organization from the Select Action menu. This removes the organization and all
its information from the database.

Deactivating an Organization
As opposed to deletion, an organization can be deactivated whether or not it has sites. You
always have the option to reactivate a deactivated organization. Note the following facts
about deactivated organizations:

• Users cannot access or make entries into the deactivated organization.

• Users cannot sign in to sites at that organization.

• Records that refer to the deactivated organization are not affected.

To deactivate an organization, access the organization from the Organization tab, clear the
Active? check box, and then click Save.

After you deactivate an organization, the Active? column on the Sites tab shows all sites
as being inactive (cleared).
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 Chapter 2: Setting Up Organizations and Sites

The Active? Check Box

To activate an organization, check the Active? check box. Sites attached to the organization
are not automatically activated. You must activate each site manually by checking the
Active? check box.

Deactivating a Site Within an Organization

You can deactivate a site at any time. Deactivating a site prevents users from accessing the
site, but does not remove records that refer to the site from the database. If you want to keep
an organization active and want to deactivate one or more of its other sites, follow these
steps:

1. From the Sites tab, select the line for the site you want to deactivate.

2. Clear the Active? check box.

3. Click the Save icon.

Site is deactivated

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 Chapter 2: Setting Up Organizations and Sites

Chapter Summary

Organization and Site Defined

The organization and site concepts are used in the Multisite environment.

• An organization is a major division of a company that contains one or more sites.

Sites belonging to the same organization use the same currency and share the
same options for work orders, assets, labor, and other types of data.

• A site is a subdivision of an organization that might track inventory and other data
separately from other sites. Certain site information is unique to the site and is not
visible to other sites even though they belong to the same organization and share
the same database. Generally, sites will:

– Belong to the same organization

– Use the same currency
– Share the same options for work orders, assets, labor, and other types of data

Sites and organizations are logical divisions of a company determined by what types of
operations are performed at certain locations, and what data can be shared by certain
locations.

The Organizations Application

After an analysis of your company is done and the organization and site structure is
determined, you can set up your sites using the Organizations application. This application
lets you enter, modify, and configure options for organizations and sites.

Three Levels
The Maximo database and Organizations specifically allow clients to organize their data to
more closely match their logical (organizational) structure.

• Some elements reside at the database or system level and are available for the
entire company.

• Other elements reside at the organization level and are available only to users in a
particular organization.

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 Chapter 2: Setting Up Organizations and Sites

• Finally, some data is available only to users at specific sites in an organization.

The Sets Application

You use the Sets application to create a framework for sharing item and company (vendor)
data across multiple organizations.

Maximo stores both item and company master records in sets. These sets exist above the
organization level so that organizations can share the same data.

Types of Sets
There are two types of sets used in Maximo:

• Item sets are for assets.

• Company sets are for vendors and other external business entities with which
organizations do business.

Each organization can use only one item set and company set, so only organizations that
share these same sets can share data.

Only the item and/or company sets that are mutually employed can be shared between
organizations.

Sets and Organizations

The following rules apply to sets and organizations:

• You can create as many item and company sets as your business practices require.

• You must associate each organization with one, and only one, company set.

• You must associate each organization with one, and only one, item set.

• The same item or company set can by used by multiple organizations.

You must create at least one item set and one company set before you can create any
organization.

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NOTES:

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 Chapter 3: Creating Locations
This chapter contains the following topics.

Topic See Page

Chapter Overview 113

Locations and Systems Overview 117
Location Hierarchies and Systems Setup 130
Managing Locations 143
Chapter Summary 147

Chapter Overview

Introduction
One of the principal benefits of using Maximo is the ability to track maintenance costs
against your various assets and operating locations. To track and monitor work and costs
by location, you first need to create the location where the asset is to be located and based.

A location is used to define where an asset physically is and what it is doing. Work orders
can be written against a location only where the asset operates.

Chapter Focus
The focus of this chapter is to familiarize you with locations and systems as defined in
Maximo.

Learning Objectives
When you have completed this chapter, you should be able to:
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• Describe a location and location hierarchy

• Describe a system and system hierarchy

• Describe the advantages of implementing a system hierarchy

• Navigate the Locations application

• Create a location and a location hierarchy

• Associate locations with systems to create a system hierarchy

You Are Here

You can create locations and then organize them into a hierarchy and system using the
Locations application.

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 Chapter 3: Creating Locations

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

Implementation Questions to Consider

• Do you have a plant layout indicating the overall dimensions of your organization/
site (can also indicate product lines, assets, departmental boundaries,
workstations, offices, and so forth)?

• Is the location naming convention standardized?

• Are the critical high-priority locations identified?

• What are the base criteria in choosing your critical locations?

• Do you review and prioritize your critical system on a periodic basis?

• Are critical assets identified with locations?

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 Chapter 3: Creating Locations

• Are storeroom/warehouse locations and layouts adequate to reduce wasted travel

and waiting time?

• Does your location hierarchy adequately support the business requirements?

Implementation Tips
• Identify high-priority operating locations and enter them first. Low-priority
locations can be phased in later.

• Creating and using location hierarchies lets you track work and costs individually,
as well as rolling up costs hierarchically.

• Creating location hierarchies and systems will enable users to easily find
locations, as well as any associated assets.

• Have a predefined formatting and identification procedure in place. The

documentation should be graphically laid out well for your location hierarchy.
This documentation can act as a map as you identify and enter locations and
systems into Maximo.

Implementation Consideration for GL Accounts

If you are tracking records and transactions by General Ledger (GL) account codes, you
should consider how you will be using GL accounts when you are creating your location
and asset records and their hierarchies and systems.

It is possible to assign GL accounts to location records, to asset records, or to both. On

records or transactions for which you specify a location and an asset identifier (a work
order, for example), the GL accounts of the asset and the location will be merged if you
have GL accounts for both records.

For more information, refer to the Financial Manager’s Guide.

Benefits to Users
Properly designed Maximo locations and systems enable you to:

• Look at the history of an asset and see where it has been located in the plant

• Look at the cost of the location, in comparison to other locations, to see the trends

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 Chapter 3: Creating Locations

• Easily find assets for work orders

• Look at the costs from a more detailed level

• Look at the costs from a corporate level

• Pinpoint the problem areas in a system

• Analyze maintenance problems and trends to quickly determine what needs to be

done to reduce downtime and costs

• Quickly distinguish environment problems versus asset problems

• Create PMs for locations or assets

Locations and Systems Overview

Introduction
Location and system hierarchies should be an integral piece of a site implementation; they
are the backbone of the system. A well-thought-out hierarchical design makes it easier to
track assets and costs as related to locations.

In addition, the time and thought you invest in planning the locations and systems creates
a more strategic approach in navigating the Assets/Locations menus.

Locations
Locations are like addresses. For example, if you live at 5 Green Way Plaza, you might start
out in a tent, then a trailer, then a building. So, even though the structure you are in changes,
the address remains 5 Green Way Plaza. If you apply the same logic to locations and assets,
locations normally do not change; The assets that reside at the location might change.

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 Chapter 3: Creating Locations

Location Hierarchy
Location hierarchies let you group assets and locations into areas of responsibilities. A
location hierarchy can be designed to include all locations in your plant against which work
orders are written, and can track the movement of assets into and out of locations. Maximo
identifies location hierarchies as systems.

Building 1

Floor 2

Room 201E Room 202E

Electrical Control Panel 2A

Parent-child Design
The Maximo location hierarchy uses a parent-child design. In this design, the parent is
assumed to be one level up from the current location.

In the next example, BPM3200: #2 Liquid Packaging Line is a child of PACKAGE:

Packaging Department and PACKAGE: Packaging Department is a child of NEEDHAM:
Needham (Site).

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 Chapter 3: Creating Locations

W e a r e h e r e s e t t in g u p
M X E S w it h L o c a t io n s

O r g a n iz a t io n

S it e

T o p L o c a t io n
A sset
( T o p le v e l)

L o c a t io n S u b a s s e m b ly
( s u b - le v e l 1 ) ( s u b - le v e l 1 )

L o c a t io n
( s u b - le v e l 2 ) S u b a s s e m b ly
( s u b - le v e l 2 )

System Definition
In Maximo, a system is an identifier or reference consisting of locations associated with a
particular focus or responsibility. In most cases, a system functions to identify location
hierarchies or location networks.

• Location hierarchies have a parent-child branching relationship.

• Location networks can have multiple parents and have no defined branching
relationships.

The system is identified as STORM and consists of Storm Drain

Segments and Manhole Locations.

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 Chapter 3: Creating Locations

Implementation Tip
When creating systems, first create a “primary system,” one intended to be the system to
which all your operating locations belong. Having all your operating locations tied together
into one complete primary system provides a solid foundation for using locations and
systems. It might be the only system your site needs for tracking assets.

Locations Application
The Locations application lets you enter and maintain operating locations for assets and
organize these locations into a logical hierarchy. The Locations application screen contains
multiple pages designated by tabs, and is accessed from the Assets module in the Start
Center.

Locations Tabs
The Locations application is comprised of seven tabs.

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 Chapter 3: Creating Locations

Use this tab: To:

List Enter and save searches.

Enter or view detailed information specific to a
Location location. The only required fields on this tab are
Location and Type.
Assets Display the assets, if any, at the selected location.
Display the history of the asset’s movement
History
transactions into and out of the location.
View, add, or delete safety records associated with the
Safety
selected location.
View, add, or modify meter records associated with a
Meters
location.
Enter or view specifications for the location as
Specifications
recorded in the Classifications application.

Locations Select Action Menu

The Select Action menu contains specific actions associated with the Locations
application. Among the actions you can perform with this menu are:

• Selecting a status of a location (decommissioned, not ready, and operating)

• Viewing the location and system hierarchy (Open Drilldown)

• Managing and associating systems with a location

• Changing or modifying location parents

• Viewing work orders, PMs, and routes

• Editing and updating meters associated in a location

• Managing contracts, users, and services associated in a location

Some of these actions will be explained in this chapter, but for a detailed explanation of this
menu, consult the Maximo User’s Guide.

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 Chapter 3: Creating Locations

Using the Locations/Assets Open Drilldown Menu

The Open Drilldown action allows you to view the complete hierarchy of locations and
assets The Locations/Assets Drilldown is a standard lookup that lets you find a location or
asset by navigating a graphical hierarchical tree. The Drilldown displays systems created
in the Locations application and item assembly structures built in the Assets application.
You can:

• Switch back and forth between Locations and Assets by selecting the appropriate
tab on the Drilldown

• Select a location, and then switch views to see assets at that location

• Drill down to an asset, then switch views to see its location and the systems to
which that location belongs

• Show all the systems available for a particular site

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 Chapter 3: Creating Locations

A plus sign (+) next to a level in the Drilldown

indicates that it has further layers.
A minus sign (-) next to a level in the Drilldown
indicates that the level is open and displaying the
next hierarchy level.

Field/Button Description

Location The name of the location.

The status (decommissioned, not ready, and operating)
Status
of the location.
Asset in Location The number of the assets (if any) at this location.
System The systems associated with this location.
Click to view the parent hierarchy of the highlighted
Show Path to Top
location or asset.
Click to view work orders and preventive maintenance
View Work Orders & PMs
records for the selected location or asset.

Child Display Limits

For any given parent, a limit can be set on the number of child location/asset records
displayed in the hierarchy. When the limit has been reached, Maximo displays a message
box.

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 Chapter 3: Creating Locations

Location Tab
Use the Location tab to enter or view detailed information specific to a location.

Location Types
For tracking and accounting purposes, there are several types of locations defined in an out-
of-the-box Maximo implementation.

These types are added to location records in the Type field.

Location Type Description

Used to track assets that a courier is holding until they

Courier
are received into another location.
Generally used to identify areas where assets are
Holding temporarily stored prior to tracking procedures such as
serialization and inspection.
Associated as location records so that you can track
Labor assets and inventory issued to specific individuals,
such as:

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 Chapter 3: Creating Locations

Location Type Description

Expensive tools Safety gear

Generally used to identify the physical spaces where
Operating
your assets operate.
Used to track assets when they have been removed
Repair
from an operating location for repair.
Used to track assets as they move to a salvage
Salvage
location.
Vendor Used to track assets as they move to a vendor location.

Modifying Location Types

You can add/modify location types using Application Designer, which is in the
Configuration module. For more information on how to do this, refer to the System
Administrator’s Guide.

Better Practice Tip: Failure Class Field

Identifying a failure class with a location allows you to conduct failure analysis and
trending. Creating failure classes will be discussed in detail in Chapter 14: Setting Up
Additional Maximo Applications.

Better Practice Tip: Priority Field

Identifying a priority scheme for locations allows you to focus on location assets that are
critical to the organization’s operations.

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 Chapter 3: Creating Locations

Priority ranking in Maximo is 1 (low) to 999 (high). You can create and associate a value
list on most of the priority fields to limit the choice. For more information on how to do
this, refer to the System Administrator’s Guide.

Exercise Scenario
Our organization “Eagle, NA Bedford site” is going to add another operating location,
Bottling, to its primary system – Needham, Materials Processing Plant #1, PLANT-P1. The
Needham primary system encompasses all of its locations.

During your implementation planning, you should discuss how deep your location
hierarchy should go. The depth of the hierarchy would be determined by the need for data
granularity and the value of that granularity, versus the cost of the work required to set up
and maintain the hierarchy.

Creating an Operating Location

To add a new location, follow these steps.

You must be signed in to the Bedford site.

1. Open the Locations application, located in the Assets module.

2. Create a new location record by clicking the New Location button:

Result: The Location tab opens, ready for you to enter a new location.
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 Chapter 3: Creating Locations

3. Enter the following information:

Field Value

Location BOTTLING

(Description) Filling and Bottling

Type Operating

Priority 2

Hint: Use the Select Value icon where applicable.

4. From the Select Action menu, select Associate Systems with Location.

Result: The Associate Systems with Location dialog box opens.

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 Chapter 3: Creating Locations

5. Click New Row.

6. Enter the following information:

Field Value

System Primary

Parent PLANT-P1

Hint: Use the Select Value icon where applicable.

Result: Your display should be similar to the next graphic.

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7. Click OK.

Result: PRIMARY is recorded in the Systems subtab and PLANT-P1 is the parent
of BOTTLING in the PRIMARY system.

8. From the Select Action menu, select Open Drilldown and click Show Path to
Top.

Result: BOTTLING is now included in the location hierarchy system for the
Needham site.

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 Chapter 3: Creating Locations

9. Click Save and exit.

Location Hierarchies and Systems Setup

Introduction
In the Locations application, you create hierarchical or network systems to organize your
locations. Depending on your needs, you might have one system or multiple systems. This
section offers some approaches and considerations when setting up location hierarchies and
systems in Maximo.

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 Chapter 3: Creating Locations

Field Examples: Setup Approaches

The following two examples are from the field. Both are different approaches that have
been taken when implementing their system and location structures into Maximo.
Company names have been changed and dialog has been edited.

These examples are meant to act as a springboard for discussion and thought generation
only. These examples are not meant to imply that one approach is better than another.

Company #1 Example
To meet the corporate and site reporting and maintenance management needs, the company
decided that you would start with one primary system and locations would have the
following format: First the major site would be identified, then the site location, the
building, the floor, the room, and the assets location. After the room level, it then would be
up to that particular site location to create the specific location for assets.

Our location identification translated into this format:

BO1-1-B25-F1-R101D-COMP01 AIRCOMPRESSOR 01 (description)

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 Chapter 3: Creating Locations

Our location hierarchy translated into this format:

B01- (Major site)

1- (Site location)
B25- (Building)
F1- (Floor)
R101D- (Room)
COMP01 (Assets location)

Company #2 Example
The best approach is to keep it simple. Here is what has been done:

I. Company

A. Country

1. Site

a. Building

1) Function, e.g., HVAC, B&G, Landscaping,

Electrical—things that belong to a building
b. System (i.e., things that tend to span buildings)
1) Function, e.g., Steam, Water, Gas, Electrical
Distribution, Landscaping, Parking, Fire Sys-
tems

You then attach assets and their subassemblies to the function location and write work
orders against the assets.

This type of location hierarchy requires almost zero maintenance because there is seldom
any change (companies, sites, buildings, systems, and functions rarely move). When you
start adding details like rooms, and then creating systems for different views, you add to the
maintenance requirements, and the maintenance grows exponentially with systems.

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 Chapter 3: Creating Locations

One Last Suggestion from the Field

Start building your location hierarchy with one system—a geographical view (helicopter
view) works well. Do not allow anyone to create additional systems until your primary
hierarchy works for you. You will save yourself endless problems. Wait several months
before cutting additional systems, which is the same as tagging existing locations from your
primary hierarchy to say: “You also belong to this other system.”

When you are comfortable with this, then you can start building new stand-alone systems
in their own hierarchies.

Place all levels of the asset hierarchy at the same location, which makes reporting by
location easy to do (e.g., the bottom level of the location hierarchy is the top of the asset
hierarchy).

Location Hierarchy Performance Considerations

Depending on the shape of the location hierarchy design, a large number of locations and/
or assets records could affect the performance of the drilldown display when there are a
large number of children, that is, greater than 200, for any given parent.

For example, if the shape of a hierarchy follows a perfectly symmetrical structure of 10

children for each parent, a five-level hierarchy could have 100,000 records within the five
levels and have very good performance.

On the other hand, if the shape of the hierarchy were asymmetrical, and a single parent had
2,500 children, the performance would be less than satisfactory even with fewer records in
the hierarchy.

The cause of this performance issue is not with Maximo or the database, but with how the
browser handles the JavaScript reading the drilldown.

Three-step Process
There are three steps to creating a system:

1. Create a location.

2. Create a system.

3. Associate systems with a location.

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 Chapter 3: Creating Locations

Creating and Managing Systems

Use the Manage Systems action to:

• Add a new system

• Select a system to be the primary system

• Change a hierarchical system to a network system

Hierarchical System Creation

• The first location you create in a new system becomes the top-level location in the
system. You cannot change this. For every location you add to the system after
that, you will have to specify a parent location.

• Only Operating locations can be part of a system.

Exercise Scenario
Question: Looking at the layout, where could systems be used?
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This layout is for educational purposes only.

Answer: In addition to a Primary system that geographically lays out the Electric Company,
another system could be created that lays out the Electrical System, e.g., Transformer,
High-transmission Line Segment, Substation, Pole, Transformer.

Based on a partial layout of the Electric Company, in this exercise you will create a location
hierarchy that geographically lays out the Bedford Power Generation unit (Production and
Administration areas) and then create a Primary system that you will associate to the
location hierarchy.

1. Open the Locations application.

2. Create a new location record by clicking the New Location button.

3. Enter the following information:

Field Value

Location Bedford

Description Bedford Power Generation-fossil

Type Operating

4. Save the record.

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 Chapter 3: Creating Locations

Result: You have created the location that will become the top level of the
hierarchy.

The next step in the process is to create the “Primary” system: GEO-2.

5. From the Select Action menu, select Manage Systems.

Result: The Manage Systems page opens.

6. Click New Row.

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Result: A new row opens.

7. In the System field, enter GEO-2. In the Description field, enter Geographical
layout for Bedford Power Generation.

Then select the Primary System? check box.

8. Click OK.

Result: The row closes and you are now back on the Locations tab page.

Associate to Top-level Location

So far you have created a top-level location (Bedford Power Generation) and the Primary
system (GEO-2). Before you can start building your location hierarchy, you have to
associate the system to the top-level location.

1. From the Select Action menu, select Associate Systems with Location.

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 Chapter 3: Creating Locations

Result: The Associate Systems with Location page opens.

2. On the Associate Systems with Locations page, click New Row and enter the
following information:

Field Value

System GEO-2

3. Click OK.

Result: You are back on the Location tab page. Note that GEO-2 is now recorded
in the top level in the location hierarchy.

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 Chapter 3: Creating Locations

Start Building Location Hierarchy

So far you have created a top-level location (BEDFORD) and the primary system (GEO-2).

At this point, you can start building the location hierarchy for the GEO-2 system in the
remaining steps.

1. Add a new location record using the following information. Then save the record.

Field Value

Location PROD

Description Production - Energy

Type Operating

Priority 5

2. Select Associate Systems with Location from the Select Action menu.

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 Chapter 3: Creating Locations

Result: The Associate System with Location dialog box opens.

3. Click New Row and enter the following:

Field Value

System GEO-2

Parent Bedford

Result: Your screen should look similar to the one shown:

4. Click OK.

Result: Location PROD now belongs to BEDFORD as the parent location, which
belongs under the GEO-2 system.

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 Chapter 3: Creating Locations

5. Create and save a new location using the following information.

Refer to step 1 for any required values not mentioned here.

Field Value

Location BOILER2

Description Boiler Area

System GEO-2

Parent PROD

6. Create and save a new location using the following information.

Refer to step 1 for any required values not mentioned here.

Field Value

Location TURBINE2

Description Turbine Area

System GEO-2

Parent PROD

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 Chapter 3: Creating Locations

7. Create and save another child location for Bedford using the following
information:

Field Value

Location Admin

Description Administration

Type Operating

Status Operating

Priority 1

System GEO-2

Parent Bedford

8. Select Open Drilldown from the Select Action menu.

Result: Your location hierarchy should look similar to the next one.

To see both child locations, you might need to refresh the hierarchy by closing,
then opening the BEDFORD parent on the list.

You also could use Open Drilldown from the Detail button on the listed
BEDFORD parent.

Hint: Use the Show Path to Top button and the Plus (+) sign to view the entire
hierarchy.
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 Chapter 3: Creating Locations

Managing Locations

Introduction
In addition to using the Select Action menu to create locations, you can also use this action
menu to manage locations.

This section will discuss moving parent locations, as well as viewing work orders, PMs, and
routes by location.

Moving Parent Locations

You can replace the current parent location with a new parent location using the View/
Modify Parents action.

Example: Modifying a Parent

In this example, you will move the parent of location AIR211 from BR210 to BR250.

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 Chapter 3: Creating Locations

BR210 BR250

move
AIR211 AIR211

Air102 Air102

AIR101 AIR101

AIR100 AIR100

CONF100 CONF100

The current drilldown for AIR211 is displayed next:

1. Access the Location tab for location record AIR211.

Result: Your screen should look similar to the next graphic.

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 Chapter 3: Creating Locations

2. From the Select Action menu, select View/Modify Parents. The screen fields
should contain the following data:

Field Value

System AIR

Parent BR210

3. In the New Parent field, enter BR250 and then click OK.

Result: The values on the lower section of the location record change to reflect the
new parent information, similar to the next graphic.

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 Chapter 3: Creating Locations

You also could have selected the New Parent from a value list.

4. Select Open Drilldown from the Select Action menu. The AIR211 location
record now indicates the new parent.

View Work Orders and PMs

The View Work Orders and PMs action displays a read-only view of all the work orders,
PMs, and routes that have been run for the selected record.

Try going to the BR430 location record and selecting View Work Orders and PMs from
the Select Action menu. You will see the results in the next graphic.

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 Chapter 3: Creating Locations

Chapter Summary

Location and System

Location and system hierarchies should be an integral piece of a site implementation; they
are the backbone of the system. A well-thought-out hierarchical design makes it easier to
track assets and costs as related to locations.

In addition, the time and thought you invest in planning the locations and systems creates
a more strategic approach in navigating the Assets/Locations Drilldown menus.

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 Chapter 3: Creating Locations

Location
Locations are like addresses; for example, if you live at 5 Green Way Plaza, you might start
out in a tent, then a trailer, then a building. Even though the structure you occupy might
change, the address remains 5 Green Way Plaza. If you apply the same logic to locations
and assets, locations normally do not change; The assets residing there might change.

System Definition
In Maximo, a system is an identifier or reference consisting of locations associated with a
particular focus or responsibility. In most cases, a system functions to identify location
hierarchies or location networks.

• Location hierarchies have a parent-child branching relationship.

• Location networks can have multiple parents and have undefined branching
relationships.

Locations Select Action Menu

The Select Action menu contains specific actions associated with the Locations
application. Among the actions you can perform with this menu are:

• Selecting a status of a location (decommissioned, not ready, and operating)

• Viewing the location and system hierarchy (Open Drilldown)

• Managing and associating systems with a location

• Changing or modifying location parents

• Viewing work orders, PMs, and routes

• Editing and updating meters associated in a location

• Managing contracts, users, and services associated in a location

For a detailed explanation of this menu, see the Maximo User’s Guide.

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Using the Locations/Assets Open Drilldown Action

The Open Drilldown action allows you to view the complete hierarchy of locations and
assets The Locations/Assets Drilldown is a standard lookup that lets you find a location or
asset by navigating a graphical hierarchical tree. The Drilldown displays systems created
in the Locations application and item assembly structure built in the Assets application.
You can:

• Switch back and forth between locations and assets by selecting the appropriate
tab on the Drilldown

• Select a location, then switch views to see what assets are at that location

• Drill down to an asset, then switch views to see its location and the systems that
location belongs to

• Show all the systems available for a particular site

NOTES:

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 Chapter 4: Entering Person Records
and Registering Users

This chapter contains the following topics.

Topic See Page

Chapter Overview 151

Entering Person Records 155
The People Application 157
The Person Groups Application 159
The Crafts and Labor Applications 160
Creating Users and Assigning Privileges 168
Chapter Summary 183

Chapter Overview

Introduction
The next step in setting up Maximo is to add the person records and then register the users.

Learning Objectives
After completing this chapter, you should be able to:

• Discuss some Key Performance Indicators (KPIs) for labor

• Insert people, labor, and craft records

• Describe Maximo security groups and users strategy

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• Create security groups and users

• Register users

You Are Here

You can enter person records using the People, Labor, and Craft applications, and you can
register users with the Security application.

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

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 Chapter 4: Entering Person Records and Registering Users

Implementation Questions to Consider

• What are the working relationships between maintenance, operations, and
production personnel?

• Are your job descriptions well defined?

• Do you have labor groups?

• Are your authorization processes documented for:

– Work orders?
– Purchase requests?
– Storeroom access?

• What is the percentage of time spent for:

– Emergency work labor hours?

– Preventive work labor hours?
– Corrective work labor hours?
– Project work labor hours?

• Do your laborers complete and accurately fill out work order forms? Asset
configuration forms?

• How are your labor records to be entered into the system?

Key Performance Indicators (KPIs)

Some performance metrics for Craft and Labor are as follows.

Metric Title Metric Description

What percentage of all hours

% Overtime of total hours worked
worked is overtime
Number of supervisors divided
Ratio of supervisors to craft persons
by the number of craft persons
Number of planners divided
Ratio of planners to craft persons
by the number of craft persons
Number of hourly
Ratio of hourly maintenance personnel to overhead maintenance personnel
personnel divided by the number of
overhead personnel
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 Chapter 4: Entering Person Records and Registering Users

Metric Title Metric Description

What percentage of labor cost

% Labor Cost Captured on Work Orders
is captured on all work orders
% Self Performed and Contract Maintenance Labor The percentage of internal and
for: contract against different cost
Total Asset Management Costs areas: Maintenance,
Total Operational Labor Costs Operational, Plant
Plant or Maintenance Engineering costs Engineering
Straight time and Overtime Labor costs per:
The labor costs for straight
Asset criticality classification
time and overtime against
Specific Asset
critical assets, critical
Specific department or location
locations, and work types
Work type (PdM, PM, CM, Standing Work Order, etc)
Self Performed versus Contract Labor Cost per: The labor costs for self-
Asset criticality classification performed versus Contract
Specific Asset Labor against critical assets,
Specific department or location critical locations, and work
Work type (PdM, PM, CM, Standing Work Order, etc) types

Organizations Application Options Revisited: Setting

Labor Options
The following setup options for labor are available in the Organizations application.

On this tab, you select labor options for all sites at the selected organization.

Then, clear the check boxes to determine whether Maximo automatically approves inside
and/or outside labor.

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 Chapter 4: Entering Person Records and Registering Users

Implementation Tips
• Identify user group profiles that fit the user groups in your organization.

• Create a spreadsheet that identifies your user groups and identify what application
privileges those groups will have.

• Use the default signature security strategy provided in the Maximo database as a
template to create your own set of authorization profiles.

Entering Person Records

Introduction
Maximo helps you manage person records in your organization with the People, Crafts,
Labor, Users, and Security Groups applications in the Resources and Security modules.

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 Chapter 4: Entering Person Records and Registering Users

Definitions
The following terms are used in Maximo to manage person records:

• People – In Maximo, you use the People application to contain person records of
all people associated with Maximo as users or labor or groups who might be
involved in other ways, such as part of a work or owner group.

• Labor – Labor in Maximo is any employee or contractor specified on records and

transactions in any of the work-related Maximo applications, such as work orders.
Labor is identified by labor codes.

• Person groups – These consist of two or more persons who can be designated as a
single entity on work orders as a work group or owner group, or on tickets as an
owner group. The individuals in the group might or might not be users or labor.

• Users – A Maximo user is anyone who signs in to Maximo. Some people might
only view information in Maximo, but they are still users. Users are identified by
user names.

Labor and Users Are Persons

All labor and Maximo users must be associated with a person record.

Because a person can have more than one relationship with Maximo, that person could be
a user and/or a labor.

Whether you create a user with the Users application or a labor record with the Labor
application, Maximo will require you to have a person record associated with these records.

The following graphic shows this concept.

Labor Person User

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People and Users at System Level

People and user records are at the system level. So, more than one labor can be associated
with a person or user record, as long as each labor record is in a different organization.

No more than one labor and/or user from each organization can be associated with a person
record.

The People Application

Introduction
Person records are maintained using the People application in the Resources module.

Every person who has a relationship with Maximo is entered as a person record using the
People application. These relationships include:

• Labor personnel

• Users of Maximo

• Primary owners of assets

• Custodians of assets

• Users of assets (as opposed to Maximo users)

• Vendor contacts

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 Chapter 4: Entering Person Records and Registering Users

A person might have one or more of these relationships with Maximo.

The bottom line is that they are people records first, no matter what their relationship with
Maximo.

People Application Fields

The People application is fairly intuitive. Please refer to the following table for some basic
information.

Section/Field Description

Person records are statusable. A status simplifies the process of

Status field deactivating the person and any labor or user records associated
with the person.
This field allows you to enter a priority code for this person.
The code is useful when providing service, because it allows
VIP field
Maximo to prioritize work in the queue by the individual who
needs something done.
This section of the Person tab helps to clarify some default
Workflow and Work
information that is considered when this person is involved with
Order section
a Workflow process in Maximo.

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Scenario Exercise: Entering People Records

For the Bedford site, you are going to add a person using the People application.

The Person Groups Application

Introduction
You can use the Person Groups application to create, view, and modify person groups. A
person group consists of people, who might or might not be workers. After you have created
these groups, you can designate a person group as a work group or an owner group on a
work order or as an owner group on a ticket.

A person group can also be the recipient of a document routed by the Workflow application.
If a document such as a purchase order or a work order is routed to a person group, everyone
in the group can receive the document unless Workflow is configured to send it only to
someone in the group whose calendar indicates that they are available.

Using the Person Groups Application

You also use the Person Groups application to:

• Remove a person from a person group

• Assign a person group to a work order

• Define alternate people for Workflow

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 Chapter 4: Entering Person Records and Registering Users

• Assign a person group to Workflow

You will not be assigning the new person in the person group right now.

The Crafts and Labor Applications

Introduction
The Crafts and Labor applications are useful not only for labor tracking and analysis, but
also for recovering labor costs associated with assets or parts under warranty.

Craft Records
Crafts are used to identify the skill levels, standard rates, and premium pay codes for crafts
for forecasting budget requirements. With crafts in place, you can create job plans and
identify the skill type required for each task. This will help you in planning, scheduling, and
assigning work.

Multiple Skill Levels for Crafts

Apprentice
Maximo allows a more granular approach to using crafts. You can define levels, and these
levels can be applied to crafts.
Work Order Electrician Journeyman
Example: You need an electrician for a work order, but you don’t need the top person—you
just want a newbie to do some basic work. So, you look for an apprentice.
Master

The benefits of this approach are as follows:

• This functionality allows work orders and other types of records to call for more
specific skills.

• It allows Maximo to track the various costs of crafts at different levels.

• With an accurately designed implementation, there would be no need to adjust

rates when recording actuals.

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• The right craft could be requested for the job, and the appropriate pay rate would
automatically be in the cost structure.

• With the ability to ask for specific levels of crafts, you can avoid having the
master electrician show up to do a simple job, thus more accurately controlling
costs.

Multiple skill levels can be specified for each craft. For example, to make a distinction
between an apprentice and a master electrician, you do not need to create two separate craft
records. You can create a single craft record of ELECTRICIANS and set up skill levels of
APPRENTICE and MASTER electricians within the ELECT craft. Each skill level within
the ELECT craft could have different standard rates.

The Crafts Application

You use the Crafts application to create and work with craft records.

The Crafts application also enables you to associate labor records with crafts and skill
levels.

The Craft Tab and Fields

The Craft tab includes the following functionalities:

• Skill Levels

• Outside Rates

• Premium Pay

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Craft Tab Sections Description

Defines the skill levels available for this craft, along

with associated costs.
The Skill Level Rank field is especially important
Skill Levels
because it allows the Assignment Manager
application to choose skill levels at the desired rank
and higher when finding labor for work.
Describes the outside vendors who might also
Outside Rates provide labor for this craft. It shows the vendors,
craft levels, and contract numbers, where applicable.
Shows the premium pay categories available for this
craft. Existing premium categories can be added by
clicking New Row. New categories can be added by
Premium Pay
selecting Manage Premium Pay Codes from the
Select Action menu, then adding the new code to the
craft record.

Inheritance in Pay Codes

Inheritance will use values for a selected premium pay code, which will move through the
system.

Clearing the Inherit? check box will apply the premium pay code rate to only that craft.
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So, if Inherit? is not checked and the rate is changed, the rate applies only to the selected
craft, not to all crafts using this premium pay code.

To change the inherited rate for all crafts that use this premium pay code, you need to make
the change in the Manage Premium Pay Codes dialog box and keep Inherit? checked.

Labor Resources
Labor resources are used for preventive maintenance scheduling, assigning people to work
orders, and labor reporting. With Labor entered you can track labor and perform labor
analysis.

The Labor Application

You use the Labor application to create, modify, view, and delete labor (employees and
contractors) records. You can provide personal as well as work-related information about
a labor, such as the labor code’s type of work, location of work, procurement card
information, and overtime refused by the labor code.

After setting up Labor records, you have to register them in the Security application to
assign privileges and restrictions on what applications they can access.

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Labor and Craft Reset Actions

Not only do the Labor and Craft applications have actions that allow you to create, delete,
duplicate, and print labor records; they also have the Zero Year to Date Hours action that
is used to reset the year-to-date hours back to zero.

Scenario Exercise: Entering Craft Records

For your Bedford site, you are going to add a Maintenance Planner craft using the Crafts
application.

1. In the Resources module, go to the Crafts application.

Result: The Crafts application opens.

2. Click the New Craft button on the toolbar,.

3. Insert a new record with the following data:

Field Value

Craft Planner

Description Maintenance Planner

Skill Level FIRSTCLASS

Skill Level Rank 1

Standard Rate (for skill level) 28.75

Leave the Outside Rates and Premium Pay field default values.

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4. Click Save Craft on the toolbar.

Result: Your screen should look similar to the next graphic.

Scenario Exercise: Entering Labor Records

In the following exercise, you will see how to add a labor record and associate it with an
existing craft record.

1. Access the Labor application from the Resources module.

2. Insert a new Labor record by clicking the New Labor button.

3. Enter the following record on the Labor tab:

Field Value

Labor JEFFERS

Description Samuel Jeffers

Result: The value in the Labor field is automatically entered in the Person field
because the person record with the same name was previously created.

If you add a Labor record before creating a Person record, then Maximo will automatically
want to create a Person record with the same name. You would receive a message similar
to the next one.

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 Chapter 4: Entering Person Records and Registering Users

4. Enter the following information on the Labor tab, then save the record.

Field Value

Work Site BEDFORD

Work Type PM

5. Click the Crafts tab.

Result: The Crafts tab opens.

6. Click New Row and enter the following values:

Field Value

Craft PLANNER

Skill Level FIRSTCLASS

Inherit Rate from Craft? [Checked]

7. Save the record.

Result: The records in the Premium Pay for Planner table are automatically
entered.
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Scenario Exercise: Check the Labor Against the Craft

Record
You can view which Labor is associated with various crafts by checking the Associated
Labor tab of a selected craft record.

Access the PLANNER record in the Crafts application, then view its Associated Labor
tab.

Result: The JEFFERS labor record is listed.

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Creating Users and Assigning Privileges

Introduction
People and Labor records can also be identified as Maximo users by registering them using
the applications in the Security module.

The Security Module

The primary purpose of the Security module is to establish and maintain user groups and
identify users within the system. You can identify which users have access and you can
specify privileges to establish application and database securities.

Security setup is described in detail in the System Administrator’s Guide, but you should be
aware of how security settings can affect your ability to use Maximo.

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Implementation Questions to Consider

• How will new users be entered and registered in the system?

• What identification conventions will be used?

• What application privileges should user groups have?

The Security Groups Application

The primary purpose of the Security Groups application is to establish rights and privileges
within Maximo, then to identify users for the groups.

Groups
Users of Maximo are assigned to a group. When setting up a group, you define its access
capabilities to applications and menus. Any user assigned to that group inherits those access
capabilities for as long as that user is a member of the group or until the access capabilities
are changed for that group.

Users
When creating a new Maximo user, you need to associate the following information with
the user in order to assign privileges:

• User Name (sign-in name)

• Password

• Security group

• Default insert site (not mandatory, but strongly suggested for proper Maximo use)

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Users and Security Groups

Some of the Maximo features of users and security groups are as follows:

• All security access to Maximo is based on security groups.

• When setting up a security group, you define access capabilities to applications

and their menus.

• A description can be seen after inserting a new group.

• One groups setting can be independent of other groups settings.

• A user can be a member of multiple groups.

• Any user can have administrative rights within a group.

• Any Maximo user can be assigned as a system administrator.

• A system administrator can add or delete security group users at any time.

• Government FIPS 140-2 compliance.

• Sarbanes-Oxley issues compliance.

About Groups and Profiles

In Maximo, you set up security privileges using groups. You use the Security Groups
application to create groups. Then you specify group privileges for applications and
options, and specify several limits and restrictions for group members.

You grant security rights to users by assigning them membership in one or multiple groups.
You can assign users to groups from both the Security Groups and Users applications.

• In the Security Groups application, you assign users to groups.

• In the Users application, you assign groups to users.

The combination of groups to which a user belongs determines an individual user’s security
privileges. You can view a user’s security privileges graphically on the Security Profile
tab in the Users application.

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The Security Groups Application Select Action

You can access additional group privileges by using the Security Groups application Select
Actions menu.

Independence and Dependence

Security groups can be dependent or independent. You determine this by checking or not
checking the Independent of Other Groups? check box.

A description of the effects of this feature follows.

Profile Building Example 1: Two Independent Groups

Groups can be independent or dependent. If they are independent, then their rights are not
cumulative. If they are dependent, then their rights are cumulative.

Let’s take a look at a graphical example of adding a user to two independent groups.

In the following graphic, the independent (noncombinable) Nashua Supervisor group has
access to some functions in the Nashua site.

For example: This group provides the ability to read, insert, save, delete, and change status
on work order records in the Nashua site only.

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The following graphic shows that the independent (noncombinable) Bedford Read Only
group has read-only access to two applications in the Bedford site.

The following graphic shows the security profile of a user who has been associated with
both the Nashua Supervisor and the Bedford Read Only groups.

There has been no addition of rights. For example, the user has the right to read and insert
work orders for the Nashua site, but still can only read work orders from Bedford.

There was no synergistic gain in rights due to associating the user with both groups.

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Profile Building Example 2: Three Dependent Groups

In this example you will associate a user with three dependent (combinable) groups and see
the results.

In the following graphic you see that the Northeast Sites group provides data access to both
the Bedford and the Nashua sites. This group is dependent, therefore combinable with
others.

In the next graphic you see that the dependent Manager Apps group provides varying levels
of access to three different applications.

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The next graphic shows that the dependent (combinable) Manager Approvals group
provides approval limits of $5000 on purchase requests.

In the final graphic you see the collective rights as they look when given to a single user.

Because the user belongs to the combinable Northeast Sites group and the other two
combinable groups, she now has the access rights from the second two groups on the two
sites from the Northeast Sites group.

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Profile Building: Summary

There are many kinds of combinations of independent and dependent groups given to a
user.

The main point that we’d like you to remember from this is that the combination of groups
is an important thing to consider when you set up security groups.

Creating a Security Group

In this exercise you will create a new security group.

1. Access the Security Groups application from the Security module.

2. Insert a new Security Group record.

Result: The Group tab opens, ready for editing.

3. Enter the following values:

Field Value

Group [Your Last Name]

Description [Your Last Name] Group

Start Center Template 7

Independent of Other Groups?[Checked]

Normally, the Group and the Description fields should be descriptive of the
group’s role. You are using your last name here solely for the training
environment.

4. Save your record, and write your new group here:

Remember to periodically save your work, especially before switching to another

tab.
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5. Click to select the Sites tab.

Result: The Sites tab opens, ready for editing.

6. Click New Row, enter the following value, and then save your record:

Field Value

Site Bedford

Result: Your new security group should look similar to this one.

7. Click to select the Applications tab.

Result: The Applications tab opens, ready for editing.

8. In the Applications section, click the Read All button, and then save your record.

Result: All appropriate check boxes in the Read column are selected.

9. Make sure that in the Applications section, the Actions application is selected.

Then, in the Options for [Application] section, click to select the Grant Access
check box for the following options:

– Save Current Query

– View/Manage Queries

You might need to filter the options list to more easily access these options.

10. For this new security group, you will not be adding any more information at this
time.

Save the record.

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 Chapter 4: Entering Person Records and Registering Users

The Users Application

The Users application is in the Security module, and has four tabs:

• List

• User

• Groups

• Security Profile

You will look at these tabs as you go through the following exercises in creating a new user.

Maximo Users
The Users application allows system administrators to add and manage Maximo users.
System administrators can manage access rights and passwords, and display a hierarchical
view of each Maximo user’s security profile.

When you create new Maximo users, they are automatically added to a Default Security
Group (DEFLTREG) with limited authorizations and privileges.

Managing Users
When creating a new Maximo user, you can create the people record for the new user at the
same time by populating the fields in the Personal section of the Users application.
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The Login ID for a new user, which defaults to the newly created User ID, is the login
name the user will use when signing in to Maximo. A user’s login ID can be their employee
number, their e-mail address, or some other identification according to your business
practices.

When adding a new user, you can also specify the user’s default site and storeroom.

The Users Application Select Action Menu

You can access additional group privileges with the Users application Select Action menu.

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Exercise: Creating a New User

Follow these steps to create a new Maximo user.

1. Open the Users application.

2. Click the New User button.

Result: The User tab opens, ready for editing.

3. In the User field, enter JEFFERS.

Result: The existing person record with the same name is automatically associated
with the record.

If there were no person record with the same name, then Maximo would ask if you
wanted to create one.
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4. Enter the following information:

Field Value

Password jeffers (case-sensitive)

Confirm Password jeffers (case-sensitive)

Default Insert Site BEDFORD

Storeroom Site BEDFORD

Default Storeroom CENTRAL

5. Save the new user record.

Authorize Group Manager

After creating a new security group, you need to tell Maximo which users are authorized to
make assignments and reassignments of users to the group. For your exercise, you will give
the user WILSON this right.

Follow these steps to see how this is done.

1. Access the Users application from the Security module.

2. Find the WILSON user.

3. Select Authorize Group Reassignment from the Select Action menu.

Result: The Authorize Group Reassignment dialog box opens.

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4. Add a new row to this dialog box, then enter the name of your new security group
into the Group field and click OK.

Result: The Authorize Group Reassignment dialog box closes. WILSON is now
authorized to make changes to the list of users assigned to your new group.

Providing Privileges to a User

Now that WILSON is authorized to maintain the user list on the JEFFERS group, the next
step is to provide privileges to the new user by associating it with a security group.

You have two ways to associate a user with a security group:

• Users can be added to a security group record on the Users tab.

• A group can be added to a user record on the Groups tab.

Exercise: Assigning a New User to a Group

For this exercise, you will add the security group to the user record.

1. Go to the Users application in the Security module.

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 Chapter 4: Entering Person Records and Registering Users

Result: Maximo displays the Users List tab.

2. Search for the JEFFERS user record.

Result: The user JEFFERS record opens.

3. Click the Groups tab and insert a new row.

The DEFLTREG group has been added automatically.

4. In the Group field, enter the name of your new security group, then save the
record.

Result: The JEFFERS user now has the privileges provided by both the
DEFLTREG group and your new group.

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Security Profile Tab

The Security Profile tab in the Users application provides a visual representation of the
privileges assigned to the user.

Optional: Access the Security Profile tab for the JEFFERS user and drill down
to see the various privileges provided.

Chapter Summary

Groups
Maximo users are assigned to a security group. When setting up a group, you define its
access capabilities to applications and menus.

Any user assigned to that group inherits those access capabilities for as long as that user is
a member of the group, or until the access capabilities are changed for that group.
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Users
When creating a new Maximo user, associate the following with them:

• User name (sign-in name)

• Password

• Security group

• Default insert site (not mandatory, but strongly suggested for proper Maximo use)

Users and Security Groups

Some of the Maximo features of users and security groups are as follows:

• All security access to Maximo is based on security groups.

• When setting up a security group, you define access capabilities to applications

and their menus.

• A description can be seen after inserting a new group.

• One group’s setting can be independent of other groups’ settings.

• A user can be a member of multiple groups.

• Any user can have administrative rights within a group.

• Any Maximo user can be assigned as a system administrator.

• A system administrator can add or delete security group users at any time.

• Government FIPS 140-2 compliance.

• Sarbanes-Oxley issues compliance.

Registering Users
Every user must be registered to at least one user group with the Security module.

New users are automatically associated with the DEFLTREG user group.

You have two ways to associate a user with a security group:

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• Users can be added to a security group record on the Users tab.

• A group can be added to a user record on the Groups tab.

NOTES:

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 Chapter 5: Setting Up Inventory
Systems

This chapter contains the following topics.

Topic See Page

Chapter Overview 187

The Inventory Module 197
Condition Codes 198
Item Kits 199
Using the Item Master Application 201
Rotating Items (Equipment) 208
Using the Inventory Application 212
Chapter Summary 220

Chapter Overview

Introduction
Tracking inventory use and stock levels can help your organization reduce costs.

Inventory items entered in Maximo can be tracked as they are received in the storeroom and
as they are issued.

Items can be automatically reordered, reducing “stock outs” for the storeroom. All
inventory items are recorded for later usage detail.

This should lead to improved purchase planning, allowing organizations to see reductions
in wasted inventory levels.

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Learning Objectives
When you have completed this chapter, you should be able to:

• Discuss Key Performance Indicator (KPI) inventory management

• Enter parts and inventory records

• Add alternate vendors

• Set up rotating items

• Describe the item kits and condition code functions of the Inventory applications

• Discuss the relationship between the Inventory and Assets applications

You Are Here

You can set up parts and inventory items in your storerooms using the Item Master and
Inventory applications.

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 Chapter 5: Setting Up Inventory Systems

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

Key Definitions
A number of key terms used in this section are defined in the following table.

Key Term Definition

The basic nonserialized unit for things/parts that are

Item
kept in inventory.
A record for an inventory item that does not include the
Item record
location.

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 Chapter 5: Setting Up Inventory Systems

Item/location record A record for an item at a storeroom location.

An inventory item, with a generic item number and a
current balance (which can be greater than one),
Rotating item
multiple instances of which can be used in multiple
locations.
An individual instance of a rotating item, identified by
Rotating asset
an individual asset number.
Items/parts that can be used interchangeably with other
Alternate items
inventory items.

Implementation Questions to Consider

• Are items for critical assets identified?

• Are your item descriptions standardized and normalized, that is, structured using
the noun, modifier, attribute format?

• Do items have manufacturer and manufacturer part number identified?

• Are your Reorder Point (ROP) and reorder quantities current?

• Are Original Equipment Manufacturer (OEM) items stocked by type of assets?

• Are MRO items stocked by commodity, that is, bearings; power transmission;
electrical; Pipes, Valves, and Fittings (PVF); fasteners; industrial supplies?

• Are in-house part numbers assigned to all Stock-Keeping Units (SKUs)?

• Are bins coded?

• Do you have a satellite stockroom?

• Do you have a mobile stockroom?

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 Chapter 5: Setting Up Inventory Systems

KPIs
Some inventory KPIs to consider for your implementation are as follows:

Metric Title Metric Description

Percentage of all stock items that have had no

% Inactive stock items
activity in the past 12 months.
Percentage of all parts used by maintenance
% Controlled maintenance spares
that are in controlled warehouses.
Number of items issued on demand divided by
% Items filled on demand
all items issued.
Number of orders issued on demand divided
% Total orders filled on demand
by all orders filled.
Total dollar value of all inventory items in
Total inventory value
stock.
Percentage of the inventory value that is used
% Annual stores investment used
annually.
The value of total orders for inventory items
Inventory turn ratio annually, divided by the total value of
inventory.
% noncritical spares as a % of total Percentage of all inventory items that are
inventory value considered noncritical to the operation.
% Critical spares as a % of total Percentage of all inventory items that are
inventory value considered critical to the operation.
% Storeroom inventory value to total Inventory value divided by total maintenance
maintenance costs costs.
Inventory value divided by total sales
Total inventory value as a % of sales
generated annually.
Total value of obsolete parts Total value of obsolete parts.

Out-of-the-box Maximo Reports

The following reports are available for the Inventory application.

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 Chapter 5: Setting Up Inventory Systems

Report Description

Displays item availability across multiple sites by

Item Availability
storerooms.
Receipt and Transfers Details receipts and transfers transactions for selected
Transactions items in a storeroom.
Issues and Returns Details issues and returns transactions for selected
Transactions items in a storeroom.
Details adjustment transactions for selected items in a
Adjustments Transactions
storeroom.
Lists all transactions for a single item in a given time
Inventory Transactions List
frame.

Sets Application Revisited

If two or more organizations share a set of items or companies, they can use the same data
in their internal transactions and can share this same data among all the organizations that
use it.

The following diagram shows the interrelationships between the database, sets,
organizations, and sites.

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Item Sets and Item Master

The next graphic shows how the item master works within a single item set.

Organizations that use the same item set also use the same item master. Therefore, they can
share items across organizations and sites.

Organizations Application Options Revisited

The following setup options for inventory are available in the Organizations application.

Inventory Defaults
Use the Inventory Defaults tab to set options for:

• ABC Breakpoints

• Negative Current Balance

• Negative Available Balance

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 Chapter 5: Setting Up Inventory Systems

Reorder
Use this option to specify whether Maximo creates an approved or unapproved purchase
requisition or purchase order when a reorder request is generated.

You set the default separately for reorder requests directed at external vendors and internal
supply rooms.

Inventory Costs
With this option you can choose inventory cost options for the selected site. These settings
will not affect other sites.

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 Chapter 5: Setting Up Inventory Systems

The sections of this screen are described in the next table.

Screen Section Description

Issue cost is the cost assigned to the item when it is used.

By default, the issue cost is based on average cost.
Issue Cost
To base issue cost on standard cost, select the Standard Cost
option.
By default, costs for noncapitalized rotating items and assets
Non Capitalized are based on the setting for issue cost.
Rotating To base noncapitalized rotating costs on assets cost, select the
Assets Cost option.

Stocked, nonstocked, and Special Order Items

There are three categories of inventory items in Maximo: stocked, nonstocked, and special
order items.

Category Description

Items that you always need to have on hand because they have a
Stocked Items regular turnover rate and are frequently needed. Stocked items
have reorder criteria specific to each storeroom location.

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 Chapter 5: Setting Up Inventory Systems

Items you need only occasionally and do not want to maintain in

inventory throughout the year. nonstocked items are not
nonstocked
automatically reordered. You do want to keep records for
Items
nonstocked items in the database because you are likely to order
these items again at some point.
Typically items that are ordered only once, often for unexpected
Special Order needs or for a one-time work order. These items are not kept in
Items stock, and you do not need a permanent record of them in your
database.

Implementation Tip
Because it is not required to initiate work orders, the Maximo inventory applications and
inventory setup can be implemented in stages.

Identify and enter your highest-level stocked items first, as well as the critical spares for
your critical assets.

Setting Up Inventory in Maximo

There are two parts to setting up inventory in Maximo:

1. Define your storeroom and define inventory items to be stocked there using the
Storeroom and Item Master applications.

2. Enter specific item information relevant to the storeroom using the Inventory
application.

The following sections set up items using the Item Master and Inventory applications.
Creating a storeroom will not be covered. Please refer to the Maximo User’s Guide for more
information.

Storeroom and Inventory Management

While creating and managing storerooms is not covered in this course, it is important to
note that you can use the Security Groups application to grant a user access to specific
storerooms for inventory processing functions.

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Storeroom access pertains to functions that affect inventory items and balances, such as
reordering items, issuing items, transferring items, making balance and cost adjustments,
and adding items to a location.

Tip: Mobile Unit

While some users might choose to set up separate storerooms for mobile units, another
approach is to set up the issuing storeroom’s item bin as a mobile unit.

The Inventory Module

Introduction
You will be using the Inventory module applications for entering inventory records.

The goal is to track inventory items as they move along the organization and as processed
in Maximo modules and applications. You will not be dealing with the whole inventory
management system, which is discussed extensively in the Inventory Management Using
Maximo 6 (for EAM) course (MED0139).

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 Chapter 5: Setting Up Inventory Systems

Condition Codes

Introduction
Maximo uses condition codes to enable you to represent a single item as existing in multiple
conditions with corresponding condition values. For example:

• New

• Used

• Rebuilt

Condition codes are optional features of classifying inventory items as they are stocked in
storerooms. In this course you will only be introducing the functions of the Condition
Codes application. Consult your MRO Software instructor for more information.

The Condition Codes Application

The Condition Codes application in the Inventory module is a single-page Maximo
application where you can create, view, and edit condition codes applied to inventory items
stocked in your storerooms.

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Graphical Example
Here is an example of how condition codes can be applied to your inventory records:

• A trucking company issues 4 new tires from inventory to a truck.

• After 75000 miles these tires are returned to the storeroom as used tires

• The used tires might actually still have some value. Maybe they could be put on a
vehicle with fewer safety restrictions, for example. So, they are given a condition
code of Used but might still be kept in inventory.

Item Kits

Introduction
Maximo enables you to create item kits, which are individual Maximo items that contain
other Maximo items.

This functionality makes it simple to track the preassembly and availability of kits. In
addition, Maximo can now “assemble” kits and let you know if there are enough items on
hand to do so.

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You no longer have to list all the needed items on a job or work plan. You can create kits
with many of the generally needed components, then simply add the kit to the plan,
knowing that all these items will be ready.

Item kits are optional features. They will be discussed in detail in Chapter 14: “Setting Up
Additional Maximo Applications.”

Use Case
Let’s say that you want to create a kit with the items needed to change the oil in a vehicle.
This kit can even include cleanup items. The kit can be added to work or job plans as a
single item.

The following graphic shows the items that might be in this kit.

The maintenance technician can pick up the pre-made kit, knowing that all the needed items
will be there. When availability of kits gets low, Maximo can indicate that more need to be
made, just as with other items in stock.

Item Assembly Structure

The Item Assembly Structure (IAS) in the Item Master application allows you to view the
items belonging to an item kit.

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Using the Item Master Application

The Item Master Application

You use the Item Master application to define items that will be stocked in your
storerooms. You group these items in an item set, which can then be shared by the
organizations using that item set.

When you create an item record, you define the main attributes of the item (such as
commodity codes, order and issue units, and whether the item is lotted, rotating, or
condition-enabled), along with any alternate items that you can use in its place and a list of
the condition codes you want applied to the item.

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Functionality
When you create an item record, you can:

• Define the stock type of the item

• Define whether an item has an expiration date (Lot or No Lot)

• Associate Hazards and Material Safety Data Sheets (MSDS) with the item

• Define the item as a rotating asset

• Identify alternative items that can be used as substitutes for the item

• Create condition-enabled items to track the value of an item as its condition

changes

• Create item kits, which are collections of items that you issue as a single unit

• Add the item to one or more storerooms

• Define other information related to the item, such as vendors that carry the item,
specifications for the item, and other parts needed to build the item (item
assembly structure)

Item Master Tabs

The Item Master application is comprised of six tabs.

Use this tab: To:

List Search the database using any combination of available fields.

Enter, view, or modify items, and specify alternate items that your
Item
organizations use and that you stock in storerooms.
View a read-only list of information about storerooms that stock
Storerooms
the item.

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Enter, view, or modify vendor specific information, such as lead

Vendors time, last price, last order data, catalog, and order unit view, or
manage a list of vendor companies that supply the item.
Enter, view, or modify specification templates associated with the
Specifications
classification you choose.

Item Assembly Enter, view, or modify an IAS, which is a list of the individual
Structure parts and subassemblies that are required components of an item.

Tip: Add as Spare Part?

Designating an item to be added as a spare part allows Maximo to automatically update
asset record spare parts lists when the item is issued to the assets or to a work order for the
assets.

Tip: Physical Counts

Doing a physical count at the time you are creating new item records starts off your tracking
with an accurate, current balance.

Exercise Scenario
In your exercise scenarios for this section you will set up and enter inventory items into
Maximo for a utilities and manufacturing company. These items will be used on work
orders that are generated in Unit 3: “Using What You’ve Got—Work Management.”

Exercise: Inserting an Item Master Record

In this exercise you will enter item records into Maximo.

1. Open the Item Master application from the Inventory module.

2. Click the New Item icon.

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Result: The Item tab opens, ready for you to enter your new item record.

Notice that Set 1 in the Item Set field and NOLOT in the Lot Type field are default
settings.

3. Enter the following data on the Item tab:

Field Value

Item GGW-27

Description Galvanized Guy Wire – Utility Grade

Commodity Group ELEC

Order Unit Roll

Issue Unit Roll

4. Save your record.

5. Click on the Vendors tab and then click the New Row button.

6. Enter the following information:

Field Value

Vendor Chester

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 Chapter 5: Setting Up Inventory Systems

7. Click Save. Your screen should look similar to the following graphic:

Leave this window open. The next exercise continues from this point.

Utilities Scenario Exercise: Adding Items to a Storeroom

Remember that item masters are created at the organizational level. To use the information
at the site level, you will add the item to a storeroom and set up a bin as a truck. (You could
set up a separate “mobile” storeroom for the truck, but have decided to set up a bin instead.)

Typically, storeroom information is updated automatically during the purchasing and

receiving processes and not as direct data entry.

1. Select Add Items to Storeroom from the Select Action menu.

Result: The Add Items to Storeroom dialog box opens.

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 Chapter 5: Setting Up Inventory Systems

2. In the Storeroom field, use the Detail Menu button > Select Value to select
CENTRAL. Click OK.

Result: Another Add Items to Storeroom dialog box opens.

3. Enter the following information.

Hint: Use the Navigation bar to view full details.

Field Value

Default Bin F-1-1

Standard Cost 50.00

Current Balance 5

Issue Unit Roll (can be viewed in the line details)

Adding an item to a storeroom requires a record to be entered in the Issue Unit

field.

4. Click OK and then Save.

Result: The guy wire has been added to the Central Storeroom.

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 Chapter 5: Setting Up Inventory Systems

Utilities Scenario Exercise: Item Master Records

For the Utilities scenario exercises in the upcoming chapters, create and save the following
items needed for entry into Maximo.

Field Value

Item BCLAMP

Description Band Clamp

Order Unit Box

Issue Unit Each

Storeroom Central

Default Bin Truck-1

Standard Cost 1.00

Current Balance 5

Field Value

Item MBRACK

Description Mounting Bracket - Tangent

Order Unit Box

Issue Unit Each

Storeroom Central
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 Chapter 5: Setting Up Inventory Systems

Default Bin b-1-2

Standard Cost 2.25

Current Balance 50

Rotating Items (Equipment)

Introduction
Your company might use interchangeable units of assets that are moved into and out of
service as needed. These units of assets are often called rotating assets or rotating spares.

You can also set up items as rotating assets that are not necessarily moved into and out of
service, such as a vehicle. These serialized assets (rotating assets) are typically of high
value and/or critical to your overall operations.

Identifying and tracking them allows you to monitor item performance, track the lifecycle
costs, audit lifecycle movement, and analyze the impact of locations on the items.

Definitions Revisited
A rotating item is an inventory item with a generic item number and a current balance
(which can be greater than one). Multiple instances of rotating items can be used in multiple
locations. For example, “450HPENG” is the generic item.

A unit of rotating asset is an individual instance of a rotating item, identified by an

individual asset number.

Relationship of Item Number and Assets Number

The rotating asset (asset) entered into the Assets application with a unique asset identifier
is associated with a generic item number (rotating item) that was created in the Item
Master application.

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 Chapter 5: Setting Up Inventory Systems

In the Item Master application, you enter a rotating item (generic item) identified in the
Item field; then identify it as rotating by checking the Rotating? checkbox.

When you enter an asset that is considered a rotating asset into the Assets application, you
associate it to a rotating item in the Rotating Item field.

Relationship of Item Number and Assets Number

The rotating asset that was entered into the Assets application with a unique asset identifier
is tracked in the Inventory application on the Rotating tab. In this example, the rotating
item, PUMP100, has five units of rotating assets: 11430, 11450, 11470, 11480, and 12222.

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In the Inventory application, the rotating item is monitored on the Inventory tab, and its
rotating asset is tracked on the Rotating Assets tab.

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 Chapter 5: Setting Up Inventory Systems

Utilities Scenario Exercise: Creating an Item Master for

Rotating Assets
In your scenarios, you will create a few rotating items.

1. Open the Item Master application and click the New Item icon.

2. Enter the following data:

Field Value

Item PT455

Description 45’ Class 5 wooden pole

Commodity Group ELEC

Order Unit Each

Issue Unit Each

Rotating? P [Checked]

Vendor BWC (Babcock and Wilcox Company)

Storeroom Central

3. Save the record.

Result: The data is saved.

Utility Scenario Exercise: Item Master Records

For exercises from the Utility Company scenario in the upcoming chapters, enter the
following rotating item into Maximo:

Field Value

Item CARM

Description Cross Arm – Heavy Tangent – Braceless – 4x6

Commodity Group ELEC

Order Unit Each

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 Chapter 5: Setting Up Inventory Systems

Issue Unit Each

Rotating? P[Checked]

Vendor BWC (Babcock and Wilcox Company)

Storeroom Central
Hint: Use the Detail button if necessary.

Manufacturing Scenario Exercise: Item Master Records

For exercises from the Manufacturing exercise scenario in the upcoming chapters, enter the
following rotating item into Maximo:

Field Value

Item Mixer

Description Precision Batch Mixer – wet/dry

Commodity Group Motor

Order Unit Each

Issue Unit Each

Rotating P[Checked]
Storeroom Central

Hint: Use the Detail button if necessary.

Using the Inventory Application

Inventory Application
Use the Inventory application to enter, view, or modify item balances, costs, bins, and lots,
and to view master inventories and items at specific storeroom locations where items are
stocked.

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 Chapter 5: Setting Up Inventory Systems

You can also keep track of items (stocked, nonstocked, and special order) by checking
storeroom balances. When stock falls below a specified reorder point, the balances let you
know when and what quantities to reorder.

Functionality
The Inventory application also allows you to:

• Keep track of item vendors

• Keep track of the storeroom locations where an item can be found

• Track vendors that supply an item

• View item balances down to the bin and lot level for each storeroom

• Manage stock levels and reorder items

Inventory Tabs
The Inventory application is comprised of five tabs.

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 Chapter 5: Setting Up Inventory Systems

Use this tab: To:

List Search for inventory records.

Enter, display, and update inventory information. Alternate or
Inventory
interchangeable items can also be entered or viewed.
Enter or view reorder details, such as:
• Reorder point
• Lead time
Reorder
•Ιissue units
Details
In addition, you can enter or view information about one or more
vendors for an item, as well as information about multiple
manufacturers or models for each vendor.
Rotating Identify and track rotating assets—interchangeable pieces of assets
Assets that can be identified with a single item number.
List all units of assets on which an item is listed as a subassembly or
Where Used
spare part.

Tips: Reordering
• Setting up and using reorder in Maximo reduces stock outs and also allows for
improved purchase planning. Organizations can realize a 5% to 10% or higher
reduction in inventory levels.

• Satellite stores reordering from the primary-hub storeroom will allow you to
consolidate purchasing.

Reordering Items
Depending on your business and how you keep inventory, you can use the Maximo reorder
routine regularly to reorder inventory items. In Maximo, there are two actions that allow
you to reorder items:

• Reorder Items

• Reorder for Direct Issue Items

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 Chapter 5: Setting Up Inventory Systems

Action: Reorder Items

The Reorder Items action, shown here, allows you order items for Storerooms based on
the Reorder Point field on the Reorders tab and the Quantity Available field on the
Inventory tab.

When Quantity Available is less than or equal to Reorder Point, Maximo will
reorder the item.

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 Chapter 5: Setting Up Inventory Systems

Balance Summary Information

Although the reorder process uses the Quantity Available field to determine when to
reorder parts, Maximo uses the other three fields in the Balance Summary frame to
calculate the Quantity Available, as described next.

Field Description

Current Balance Quantity of the item currently in the storeroom.

Quantity required for currently approved work
Quantity Currently Reserved
orders.
Expired Quantity in Stock For lotted items, quantity past the expiration date.
Current balance minus the reserved and expired
Quantity Available
quantities.

Other Reorder Variables

The Reorder Point for an item is ideally based on four reorder variables:

Variable Description

The point at which items should be reordered so that

Reorder Point their number does not fall below the safety stock
during the lead time.
The minimum number of items you must have on
Safety Stock
hand at all times.
The number of items that should be reordered at one
Economic Order Quantity time, usually based on a vendor’s price for a
particular quantity ordered.
Lead Time (Days) The amount of time between ordering and delivery.

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 Chapter 5: Setting Up Inventory Systems

Action: Reorder Direct Issue Items and Services

The Reorder Direct Issue Items and Services action allows you to order items that are
listed on approved work orders that indicate items will be directly issued to the work
location and not received into inventory.

Implementation Tip: Reorder

Incorporate reordering in stages. First, have WAPPR purchase requisitions created.
Gradually move to having WAPPR purchase orders created, and finally transition into
having APPR purchase orders created. Having Reordering create approved purchase orders
will reduce the cost of purchase order processing.

Exercise Scenario
In this section, you will manage inventory items entered initially through the Item Master
application. Specifically, you will be adding more storeroom bins and establishing reorder
points for the items.

Utility Exercise Scenario: Adding Storeroom Bins

Now that you have entered your items Band Clamp and Guy Wire into the Maximo
database, you will add the guy wire to additional “mobile virtual” bins.

1. In the Inventory application, search for and select GGW-27 (Galvanized Guy
Wire - Utility Grade).

Result: The Inventory tab displays the requested record.

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 Chapter 5: Setting Up Inventory Systems

The default bin is F-1-1. This bin represents the wire that is currently stocked in the Central
Storeroom.

you will add two more bins to indicate that this wire is currently stocked on two trucks. In
essence, these bins act as a “mobile virtual” bin.

2. To add another bin, click New Row in the Inventory Balances section.

Result: An editable row opens.

3. Enter the following information:

Field Value

Bin Truck-1

Current Balance [in Bin] 1

4. Click New Row. Enter the following information:

Field Value

Bin Truck-2

Current Balance [in Bin] 1

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 Chapter 5: Setting Up Inventory Systems

5. Save the record.

Result: The Balance Summary table window should look like this:

The Quantity Available is shown as 7.00.

Setting Up Reordering Points

At this point you will add reordering information for the guy wire.

1. Click on the Reorder Details tab for the GGW-27 Inventory record to display it.

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 Chapter 5: Setting Up Inventory Systems

2. Enter the following data on the Reorder Details tab:

Field Value

Reorder Point 6

Safety Stock 2

Economic Order Qty 4

Primary Vendor Chester

3. Save the record.

Result: The reorder information for the item has been updated in the Maximo
database.

Setting Up Reordering Points

Access the BCLAMP record in the Inventory application and add the following reorder
information to be accessed later in your reordering exercises.

Field Value

Reorder Point 6

Safety Stock 2

Economic Order Qty 5

Primary Vendor Chester

Be sure to save the record after you enter the information.

Chapter Summary

Item Master Application

The Item Master application is in the Maximo Inventory module. You use it to
define items at the organizational level that will be stocked in your storerooms,
which are at the site level.
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 Chapter 5: Setting Up Inventory Systems

When you create an item record, you can:

• Define the stock type of the item

• Define whether an item has an expiration date (Lot or No Lot)

• Associate Hazards and Material Safety Data Sheets (MSDS) with the item

• Define the item as rotating assets

• Identify alternative items that can be used as substitutes for the item

• Create condition-enabled items to track the value of an item as its condition

changes

• Create item kits, which are collections of items that you issue as a single unit

• Add the item to one or more storerooms

• Define other information related to the item, such as vendors that carry the item,
specifications for the item, and other parts needed to build the item (item
assembly structure)

Inventory Application
The Inventory application is in the Maximo Inventory module. Use this application to
enter, display, and update information on each inventory item. You can track inventory
transactions and move items into or out of inventory or from one location to another.

You can track the following types of items:

• Stocked

• nonstocked

• Special order items

The Inventory application also allows you to:

• Keep track of item vendors

• Keep track of the storeroom locations where an item can be found

• Track vendors that supply an item

• View item balances down to the bin and lot level for each storeroom

• Manage stock levels and reorder items

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 Chapter 5: Setting Up Inventory Systems

The Condition Codes Application

The Condition Codes application is a single-page application in Maximo where you can
create, view, and edit condition codes applied to inventory items stocked in your
storerooms.

Item Kits
Maximo enables you to create item kits, which are individual Maximo items that contain
other Maximo items.

This functionality makes it simple to track the preassembly and availability of kits. In
addition, Maximo can now “assemble” kits and let you know if there are enough items on
hand to do so.

You no longer have to list all the items needed on a job or work plan. You can create kits
with many of the generally needed components, then simply add the kit to the plan,
knowing that all these items will be ready.

Item kits are optional features and will be discussed in detail in Chapter 14: “Setting Up
Additional Maximo Applications.”

NOTES:

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 Chapter 6: Entering Asset Records
This chapter contains the following topics.

Topic See Page

Chapter Overview 223

Setting Up Equipment 229
Setting Up Assets 230
Asset Meters 249
Associating Assets and People 255
Chapter Summary 259

Chapter Overview

Introduction
Another benefit of using Maximo is the ability to track maintenance costs and maintenance
schedules against your assets. Managing an asset cost through its lifecycle is the main
purpose of Maximo and Strategic Asset Management (SAM).

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Learning Objectives
When you have completed this chapter, you should be able to:

• Discuss Key Performance Indicators (KPIs) and implementation considerations as

they relate to asset management

• Enter asset records and discuss the relationship between asset records and rotating
item records

• Perform an asset hierarchy search

• Associate users and custodians of assets

Definitions
Here are some terms used in this chapter and throughout the course.

Term Definition

nonrotating Assets for which you want to keep a repair history, but that will not be
Assets stored in inventory.
Assets that are interchangeable, such as motors, pumps, fire
extinguishers, or PC monitors. Rotating assets have both a unique asset
number and an inventory item number. The item number lets you track
assets as a group as they are moved into and out of inventory and other
Rotating
types of locations. Each piece will have the same item number and a
items
different asset number.
Rotating
For example, a company might have five similar centrifugal pumps in
assets
that all five are the same make and model. Therefore, they all have the
same item number. Each pump is a unique unit of asset with its own
history of use and repair. Therefore, each pump has its own unique asset
number, which enables you to track maintenance and related costs.
Generic identifications of assets or spare parts. IT establishes the
Items
attributes of the Rotating Asset (asset) associated with it.
Locations Functional identifications where assets can reside.

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 Chapter 6: Entering Asset Records

You Are Here

You can enter asset and subassembly records using the Assets application.

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

Implementation Questions to Consider

• How many assets are maintained at this site?

• Are you able to report on Overall Equipment Effectiveness (OEE)? Return On

Asset (ROA)?

• Do you know your assets’ Total Cost of Ownership (TCO)?

• How many units of assets are maintained in your organization?

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 Chapter 6: Entering Asset Records

• Are critical assets and components identified at all levels of the asset hierarchy?

• Do you have an established Bill Of Materials (BOMs) for all critical components?

• Are the BOMs up to date?

• Do you track assets’ downtime? Is it divided into repair time and delay time?

• Are all costs considered in total asset cost?

Labor ______

Parts ______

Consumables ______

Energy ______

Maintenance-related lost production ______

• Are there performance benchmarks for assets?

• Is there an asset downtime report?

• Is there an asset runtime report?

• Is there an asset history report?

• Are purchases of new assets and modifications to existing ones subject to

maintenance approval?

• Are assets and spare parts standardization being considered when purchasing new
assets?

• How and to what level are asset hierarchies broken down?

• Does your organization have an effective asset numbering scheme/ hierarchy?

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 Chapter 6: Entering Asset Records

KPIs
Some performance metrics for assets are described in the following table.

Metric Title Metric Description

Percentage of the total operating hours

% Total downtime
resulting in downtime for all causes
Percentage of the total operating hours
% Maintenance downtime resulting in downtime for maintenance
reasons
Percentage of downtime that was planned or
% Planned/Scheduled downtime
scheduled
% Unscheduled downtime— Percentage of unscheduled downtime that
mechanical was for mechanical problems
% Downtime caused by Percentage of downtime that was caused by
breakdowns breakdowns
Direct costs of breakdown repairs Direct costs for repairs of breakdowns
Percentage of breakdowns that were
% of breakdowns preventable
preventable
Percentage of time the asset was up, ready to
% Asset uptime
run
% Time assets are utilized Percentage of time that assets were utilized
Asset run hours budgeted minus breakdown
Asset availability and overhaul hours divided by budgeted
hours
Mean Time Between Failures A measure of the typical duration between
(MTBF) any failures for a critical asset (breakdown)
Mean Time Between Repairs A measure of the average time it takes to
(MTTR) correct failure on an asset
% Root cause failure analysis Percentage of asset failures for which root
performed cause failure analysis is performed per year
Mean Time Between Stops
Average time between stops for production
(MTBS)
Percentage of asset failures that are repeat
% Repetitive asset failures
failures

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 Chapter 6: Entering Asset Records

Percentage of critical asset design that has

% Critical asset design studied been studied for possible improvement in
performance.

Out-of-the-box Maximo Reports

The following reports are available for the Assets application.

Report Description

Summarizes the failures, by problem code, for an asset

Details of an Asset’s between the specified dates. Links are available to view
Failures these failures graphically. Problem codes are linked to the
Drilldown into asset’s Failures report.
Drilldown into Asset’s Displays problem causes and remedies for the selected
Failures problem code.
Displays an update of an asset’s year-to-date and total
Asset Cost Rollup costs. The list includes the option to update the database
with the new asset cost values.
Summary of Asset Displays the total number of failures reported against the
Failures by Location selected assets during the specified time period.
Displays meter readings and results for specified action/
Asset Measurement warning limits. Also accounts for characteristic meter
History readings. Counts for over specified time frame. Depending
on meter type, a line or scatter graph is displayed.

Implementation Tips
• Identify high-priority and critical assets to your operation and enter them first.
Low-priority and noncritical assets can be phased in later.

• Creating and using asset hierarchies lets you track work and costs individually, as
well as rolling up costs hierarchically.

• Autonumbering your assets makes managing assets records easier. Let the system
do the work for you.

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 Chapter 6: Entering Asset Records

Setting Up Equipment

Organizations Application Options Revisited: Asset

Options
The Asset Options action is available from the Select Action menu in the Organizations
application.

On this screen, you set asset options for all sites in the selected organization.

Use this page to determine which asset status changes to record and set the default meter
reading weight factor. If you want a static average that never changes, then you would use
0% weighting (old average * 100%) + (new average * 100%) = old average.

Organization Setup Options Revisited: Setting Drilldown

Options

If the Assets field and Location field on a record are both empty, this option determines
whether the drilldown for the Assets field opens to the Asset hierarchy or the Location
hierarchy by default.
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 Chapter 6: Entering Asset Records

This setting affects applications at all sites in the selected organization.

The following table describes the details for each option on the screen.

This option: Does the following:

Causes Maximo to display the Location tab on the drilldown

by default when Location and Assets fields are empty.
• This option can be useful for organizations with a large
Top Level Starts at number of asset records that use a location hierarchy to
Top Level Location organize these records.
• The display would begin with the top-level location of the
primary system, rather than displaying all assets in Maximo
without a parent.
Causes Maximo to display the Assets tab on the drilldown to
display by default when Location and Assets fields are empty.
• This option can be useful if the asset records are organized
Top Level Starts at
into a hierarchy with a few top-level asset records.
Top Level Asset
• If the organization has a large number of top-level asset
records, selecting this option could cause slower performance
when displaying the records.

Setting Up Assets

Organizations Application Options Revisited: Asset

Options
The following setup options for Assets are available in the Organizations application.

Asset Options
On this screen, you set asset options for all sites in the selected organization.

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Organization Setup Options Revisited: Setting Drilldown

Options

If the Assets field and Location field on a record are both empty, this option determines
whether the drilldown for the Assets field opens to the Asset hierarchy or the Location
hierarchy by default.

The following table describes the details for each option on the screen.

This setting affects applications at all sites in the selected organization.

This option: Does the following:

Causes Maximo to display the Location tab on the drilldown

by default when Location and Assets fields are empty.
This option may be useful for organizations with a large
Top Level Starts at number of assets records that use a location hierarchy to
Top Level Location organize these records.
The display would begin with the top-level location of the
primary system, rather than displaying all assets in Maximo
without a parent.

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 Chapter 6: Entering Asset Records

Causes Maximo to display the Assets tab on the drilldown to

display by default when Location and Assets fields are empty.
This option may be useful if the asset records are organized
Top Level Starts at
into a hierarchy with a few top-level asset records.
Top Level Assets
If the organization has a large number of top-level asset
records, selecting this option might cause slower performance
when displaying the records.
Entering asset records and associating them with their
subassemblies and spare parts not only allows the performance
Asset Records of each subassembly and spare part to be monitored on an
independent basis, but also allows for all of the ownership to
be captured.
In Maximo, assets can be categorized into two groups:
• A rotating asset might start its lifecycle as a stocked item in
a storeroom, then be issued and transferred. Rotating assets can
Lifecycle of Assets be tracked in inventory.
• A nonrotating asset starts its lifecycle at a location.
nonrotating assets do not move into and out of storerooms and
are not tracked in inventory.

Rotating Asset Life Cycle Non-Rotating Asset Life Cycle

O perating
Start Start
Location

O perating
Storeroom R epair/Vendor Salvage
Location
End

O perating
Location
R epair/Vendor

Salvage
End

The Assets Application

The Assets application enables you to keep and update the records of all your assets and
operating locations. Use the Assets application to add new assets to the database and define
relationships among these assets.

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 Chapter 6: Entering Asset Records

Status field Type field

Maintain
Hierarchy?
check box

Assets Application Tabs

The Assets application is comprised of six tabs.

Use this tab: To:

List Search for assets.

View, modify, add, or delete the main record or a serialized part/
component for an asset, which includes the asset’s parent, class,
Asset
location, manufacturer, and vendor, as well as information on
costs, asset up/down status, the calendar, and warranty dates.
Create the asset hierarchy and view the subassemblies and parts
Spare Parts
for assets.
Safety View, add, or delete safety records for assets.
Meters View or add metering information for assets.
Classify and apply the specification template that is associated
Specifications
with the classification you used.

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 Chapter 6: Entering Asset Records

Asset Type Field

If you are using Maximo to track a variety of assets, the Asset Type field allows you to
categorize assets. Some examples include:

• Production – for example: motors, pumps, winches, presses

• Facilities – for example: plumbing, lighting, fire extinguishers

• Fleet – for example: forklifts, trucks, buses, trains, aircraft

• IT – for example: computers, routers, hubs, servers

It is possible to create and use synonyms for these types. You will not be discussing this in
this course.

Asset Status
The Status field is used to indicate when an asset is:

• Not Ready – Default status for new asset records. Asset records can be created
before assets have been received, installed, configured, inspected, or otherwise
approved for their intended use.

• Decommissioned – Asset has been retired from service and moved to scrap or
salvage.

• Operating – Asset has been received, installed, configured, inspected, or

otherwise approved for use or operation.

Additional points on asset status:

• Initial entry of an asset record into Maximo defaults to a Not Ready status.

• When an asset has a status of Decommissioned, it cannot be viewed from other

applications, such as Work Order Tracking, but can be viewed with the Assets
application.

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Status Change Options

When the asset status is changed, there are check box options available to help in the
management of the asset and its relationship with other applications and, if applicable, with
its subassemblies (children).

The list on the next page describes the purpose of each option.

Option Purpose

Select this check box to specify that all children of the

Roll New Status to All Child asset whose status you are changing also will have
Assets? their status changed to the same new status. This
option can be selected for any status change.
Select this check box to specify that the asset should
no longer be referenced on active routes while the
asset is in the new status. For example, if you set an
Remove Asset Reference
asset’s status to Decommissioned, you might want the
from Active Routes?
asset removed from inspection routes. This option can
be selected only when the status of an asset is
Decommissioned.
Select this check box to specify that the asset should
no longer be referenced on active safety plans while
Remove Asset Reference
the asset is in the new status. This option can be
from Active Safety Plans?
selected only when the status of the asset is
Decommissioned.

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 Chapter 6: Entering Asset Records

Select this check box to specify that any PMs

associated with the asset should be set to Inactive
Change the Status of All
while the asset is in the new status. This option can be
Associated PMs to Inactive?
selected only when the status of the asset is
Decommissioned.

Every Asset Within a Site Must Have a Unique Identifier

If you might want to move an asset from one site to another, the asset’s number must be
unique to perform the move.

If there is already an asset with the same asset number at the site to which you want to move,
Maximo will not allow the asset to be moved unless the asset identifier is renamed.

Maximo will prompt you to assign a new asset identifier to the asset to which you are
moving.

Select Action Menu

The Select Action menu contains specific actions associated with the Assets application.
The actions you can perform with this menu include, but are not limited to:

• Viewing the location and asset hierarchy (Open Drilldown)

• Moving or associating an asset to a different rotating item number

• Attaching an item assembly structure

• Resetting meter readings

• Viewing work orders and PMs for the asset

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Some of these actions will be explained in this chapter and used in exercises in this course,
but for a detailed explanation of this menu, see the Maximo User’s Guide.

Maintain Hierarchy? Check Box

The Maintain Hierarchy? check box on the Asset tab is used to bundle assets to indicate
within Maximo that parent and child assets should always be kept together.

Manufacturing Exercise Scenario: Inserting a

Nonrotating Asset Record
While a production line can be comprised of many asset assemblies and subassemblies, in
this section you will set up your manufacturer’s batch wet/dry mixer, motor subassembly,
and a few items off its parts list in Maximo using the Assets application.

Because this mixer is a critical asset in the production of a pharmaceutical product, you will
give it the highest priority number (5) and capture all associated costs so that you can track
and properly manage the asset over its lifecycle.

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 Chapter 6: Entering Asset Records

In this exercise, you will enter the assets and all of the related priority, cost, and warranty
information on the Assets tab.

1. Open the Assets application.

2. Insert a new asset record.

3. Enter the following data on the Assets tab:

Field Value

Asset BMIX1

Description Precision Mixer - Batch - wet/dry

While for purposes of this course you will give the assets a number, it is
recommended that you allow the system to automatically number this field.

4. Use the Detail button to search for and enter the following information:

Field Value

Type Production

Location Materials Processing Plant #1

5. Save the record, then select Open Drilldown from the Select Action menu.

Result: Your screen should look similar to the next graphic.

6. Click on the Locations tab to view it.

Result: The batch mixer is located at Materials Processing Plant #1, which is
located in the Needham site.

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 Chapter 6: Entering Asset Records

Clicking Show Path to Top will display the Needham hierarchy, if it is not already
displayed.

7. Click Cancel to return to the Assets application.

8. Enter the following information in the asset record:

Field Value

Calendar Company1

Priority 5

Serial # 123456

Installation Date [Use today’s date]

Purchase Price 82,200

Replacement Cost 82,200

9. Save the record.

Result: Your screen should look similar to the next one.

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 Chapter 6: Entering Asset Records

Asset Subassemblies
Because an asset item can be made up of several subassemblies/components (for example,
an engine, a transmission, and a chassis for a truck), has its own preventive maintenance
schedule, and possibly carries a separate warranty, a separate asset record must be entered
into the database and identified as a subassembly for the particular parent asset.

Entering asset subassemblies allows cost to be tracked for individual subassemblies, as well
as rolled up to the top assembly level.

Building and Associating Asset Subassemblies

In Maximo there are several ways to build and associate asset assembly structures. For
example:

• Use the Item Assembly Structure application to build and apply assembly
structures to an asset or to an item. You can also apply an IAS at the time of
receiving an asset or an item.

• On the Assets application’s Spare Parts tab, associate subassemblies to the

selected unit of asset. (The subassembly must be recorded in the Assets database
table to list it here.)

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Manufacturer Scenario: Associating Subassembly

Records
Because a batch mixer assembly is composed of several subassemblies (cylinder, power
and drive, mixer base, and so forth), you will associate the motor component of the power
and drive subassembly, because a motor can be rotated out and replaced with another
motor. A motor replacement would also carry a warranty separate from the batch mixer.

1. Rather than create and enter a new motor into Maximo, for this exercise you will
duplicate an existing motor and then associate it to the Mixer assembly.

Access the Assets application. On the List tab, in the Assets field, find asset
record 23972.

Result: Motor 23972 is displayed on the Asset tab.

2. From the Select Action menu, select Duplicate Asset.

Result: A new asset record is displayed with default data populating certain fields.

3. Enter the following data.

Hint: Use the Detail Menu button to select values.

Field Value

Asset 1234

Type Production

Parent BMIX1

Purchase Price 500.00

Replacement Cost 500.00

Priority 5

4. Save the record.

Result: Asset record 1234 is associated as a subassembly to BMIX1 mixer located

at the material processing plant.

5. To verify that this motor is associated with the mixer and is located at the
processing plant, from the Select Action menu, select Open Drilldown.

Result: The Drilldown opens. Note that asset 1234 now belongs to BMIX1 as the
parent asset.
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 Chapter 6: Entering Asset Records

To refresh the hierarchy, you might have to close, then open, the BMIX1 asset on
the drilldown.

6. Click Cancel to close the Drilldown window.

Result: Your screen is back at the Asset tab.

Spare Parts
In Maximo there are several ways to associate spare parts to an asset:

• Use the Item Assembly Structure application to build and apply spare parts to an
asset or to an item. You can also apply an IAS at the time of receiving an asset or
item.

• On the Assets application’s Spare Parts tab, associate those items as spare parts
to the selected unit of assets.

• In the Item Master application, select the Add Spare Parts option to indicate
that the item will be added as a spare part for the assets when issued, if the item is
not already a spare part.

Before you associate spare parts, you must record items in the Inventory database table.

After an asset has spare parts associated to it, you can use the Select Spare Parts button to
display a short list of items associated with the asset. If applicable, you can also search for
and identify spare parts using the Illustrated Parts Catalog (IPC).

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Manufacturer Scenario Exercise: Associating Spare

Parts
In this exercise you will identify a few spare parts for the batch mixer.

1. From the Parent field of asset 1234, click the Detail button and select Move To
BMIX1.

Result: Maximo displays the batch mixer record.

2. Click on the Spare Parts tab.

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 Chapter 6: Entering Asset Records

Result: The Spare Parts tab displays the subassembly for the asset.

3. To add a spare part to the unit of asset, click New Row in the Spare Parts table
window.

Result: An item row opens.

4. Enter the following items and quantities (each in a new row):

Item Quantity

XMP-3000 2

584-L0 16

5. Click the Save icon.

Result: The Spare Parts table window should look like the next one.

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 Chapter 6: Entering Asset Records

Rotating Assets
As discussed earlier, rotating assets are assets that are interchangeable and have both a
unique asset number and a rotating item number.

Reviewing a Rotating Asset Record

Remember that you duplicated asset 23972 to create a subassembly for BMIX1: asset 1234.
Let’s review the relationship between asset 1234 and asset 23972, which both belong to
rotating item MOT10.

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 Chapter 6: Entering Asset Records

1. Access the Asset tab for asset record 1234.

Result: Maximo displays asset 1234.

In the Rotating Item field, note that asset 1234 belongs to rotating item MOT10.

2. From the Rotating Item field, click the Detail Menu button and select Go To
Inventory.

Result: The Inventory List tab opens with no listed items.

3. Filter for the following Inventory record and display its Asset tab:

Field Value

Item MOT10

Storeroom CENTRAL

Commodity Group MOTOR

Site BEDFORD

Result: Your screen should look similar to the next graphic.

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4. Click the Rotating Assets tab.

Result: Maximo displays the assets for rotating item MOT10.

In the Associated Assets section, note assets 23972 and 1234 from the Asset
field. Together with other asset records, these assets have the same classifications
and can be used interchangeably.

In Maximo, these assets can be tracked even if they are deployed in different sites
or locations, constantly moving (in vehicles), or stocked in storerooms.

5. Click the Return link.

Result: You will return to where you started in the Assets application.

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 Chapter 6: Entering Asset Records

Changing Asset Status

Before work orders can be associated with an asset, the status of the asset must be
Operating.

1. Access the BMIX1 record from the Assets application.

Result: The BMIX1 record opens.

2. Click the Change Status button to display the Change Status dialog box, then
select Operating from the New Status field.

3. Select the Roll New Status to All Child Assets? check box.

4. Click OK.

Result: Asset BMIX1 is now in Operating status.

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Asset Meters

Introduction
Maximo uses asset meters to generate PM work orders as follows:

• Using the Condition Monitoring application, where PMs are generated when the
assets’ acceptable upper and lower limit meter readings are reached.

• Using the Preventive Maintenance application, meter-based PM tab, where PM

frequencies are based on defined meter units used since the last work order was
completed or targeted to start.

The Meters tab lets you enter multiple meter readings per asset record.

Meters are available at the system level, so they can be applied to assets of all organizations.

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Meter Types
Three types of meters can be created:

• Continuous meters are cumulative and tend to measure consumption or

accumulation.

Examples: Miles, flight hours

• Gauge meters show a range of values.

Examples: Fuel level, temperature, pressure, noise level, oil level

• Characteristic meters are observational and have a list of possible values.

Examples: Oil color, flame color

Continuous Type Meter

If a Continuous meter is used, then you need to choose an Average Calculation method:

• All calculates the average of all the readings.

• Sliding Days calculates the average of the readings over a specific number of
days.

• Sliding Readings calculates the average of a specific number of readings.

• Static sets the average and never recalculates it.

Accept Meter Rolldown

When you associate meters to an asset, the system will default to accept a meter reading
from an asset. If you do not want the asset to accept meter readings, you can choose NONE.

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Meter Groups
When an asset has a meter group associated with it, all the meters that belong to that group
are listed on the asset’s Meters tab.

If the asset is a rotating asset, and its rotating item has a meter group assigned to it, the meter
group associated with the item is copied to the asset record and the Meter Group field is
read-only.

If a rotating asset’s item does not have a meter group assigned to it, you can assign a meter
group to the asset.

You also can assign a meter group to a nonrotating asset.

Reporting Meter Readings

If you have proper Security privilege, you can report meter readings using the Enter New
Reading option on the Select Action menu.

Maximo lets you report actual meter values for as many meters as there are on the current
unit of asset.

Enter only meter readings (which always increase), rather than gauge readings (which
fluctuate).

Maximo expects a lower reading to owe to meter rollover or an adjustment.

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Modifying Meter Readings

The Manage Meter Reading History option on the Select Action menu allows you to
enter a reading with a lower value than the last reading.

Resetting Meters
The Reset/ Replace Meters action let you reset the meters to zero.

Exercise: Assigning a Meter to an Asset

In this exercise you will assign a meter record for asset BMIX1 using the Meters tab of the
Assets application.

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1. From asset record BMIX1, click on the Meters tab.

Result: Maximo displays the Meters tab.

2. Click New Row and enter the following values in the fields indicated.

Hint: Use the Detail Menu button if necessary.

Field Value

Meter RUNHOURS

Unit of Measure HOURS

Last Reading 18

Average Calculation Method ALL

Reading Type DELTA

Active? [Checked]

Accept Rolldown From ASSET

3. Save your record.

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 Chapter 6: Entering Asset Records

Result: Your screen should be similar to the next one.

A meter is now assigned to your asset, which allows you to assign a preventive
maintenance schedule that depends on your meter readings.

Exercise: Updating Meter Readings

Assume that, after several days, you are scheduled to manually record the meter readings
for asset BMIX1.

1. Access asset BMIX1 from the Assets application.

2. From the Select Action menu, select Enter Meter Readings.

Result: The Enter Meter Reading dialog box opens.

3. Enter the following values for the new reading on the RUNHOURS meter:

Field Value

New Reading 500

New Reading Date [Today’s date]

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4. Click OK.

Result: You are back on the Meters tab.

5. View the details for the RUNHOURS meter.

Result: Asset BMIX1 has a new Life To Date reading of 518 hours.

Associating Assets and People

Introduction
Maximo provides the ability to identify one or more people who are associated with an asset
in some way.

This capability is essential to managing and tracking IT assets. It also could easily provide
some benefit to those using Maximo for traditional enterprise asset management.

Asset Associations
There are three types of associations between people and assets in Maximo. The following
table describes these three types.

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Asset
Description
Association

This person has ultimate responsibility for the asset. The first person
associated with an asset must be the primary owner. If other people
Primary
are associated with the asset, primary ownership can be moved to
someone other than the first person.
This person has the next level of responsibility for an asset. This
Custodian person may work directly with the user of the asset, but does not
directly access the asset.
The user is the person who has direct access to and usage of the
User asset. If someone were to search for a mobile asset, they would
probably want to find out where the user was located.

Benefits of Associating Assets and People

Suppose your organization has enormous types of complex assets that require multilevel
tracking, operating, maintaining, and servicing. Maximo provides a systematic way to
categorize the levels of asset associations.

For example, you can associate a critical asset to a Primary person to manage the asset’s
availability and warranty agreements, and a Custodian to perform corrective or preventive
maintenance work to the asset to enable the User to operate the asset efficiently, thus
maximizing your return on assets.

There can be only one Primary, but there can be multiple Custodians and Users.

One person can have all three relationships with the asset.

Creating Associations
The following exercise shows you how to create associations between people and assets.

1. In the Assets application, access the Asset tab for the BMIX1 record.

Result: Your screen should look similar to the next graphic.

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2. Select Associate Users and Custodians from the Select Action menu.

Result: The Associate Users and Custodians dialog box opens.

3. Click New Row.

Result: Your screen should look similar to this example.

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 Chapter 6: Entering Asset Records

The first association must always be Primary. Because you are creating the first
association with this asset, the Primary check box is selected by default.

4. Enter JEFFERS in the Person field and then select the Custodian check box.

A Primary user must also have another role when associated with an asset.

5. Click OK and Save.

Result: The Associate Users and Custodians dialog box closes and the
associations are registered between JEFFERS and the asset in Maximo.

Search Using Associations

Now that you have created associations between a person and Maximo, the Advanced
Search feature allows you to find assets associated with people.

1. Access the List tab from the Assets application.

2. Ensure that all filter fields are cleared.

Although this is not required, clearing the filter fields is a best practice to follow
when doing searches.

3. Click the Advanced Search link to display the More Search Fields dialog box.

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4. In the Custodian field, enter JEFFERS.

5. Click the Find button.

Result: Asset BMIX1 is retrieved on the List tab because JEFFERS is a custodian
of this asset.

Chapter Summary

Managing Assets in Maximo

A big benefit of using Maximo is the ability to track maintenance costs and maintenance
schedules against your assets. Managing your asset cost through its lifecycle is the main
purpose of Maximo and Strategic Asset Management (SAM).

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 Chapter 6: Entering Asset Records

Asset Records
Entering asset records and associating its subassemblies and spare parts with it allows the
performance of each subassembly and spare part to be monitored on an independent basis.
It also allows for all of the ownership to be captured.

The Assets Application

The Assets application enables you to keep and update the records of all your assets and
operating locations. Use the Assets application to add new assets to the database and define
relationships among assets.

Asset Subassemblies
In Maximo there are several ways to associate and build asset assembly structures,
including the following methods:

• Use the Item Assembly Structure application to build and apply assembly
structures to assets or to an item. You can also apply an IAS at the time of
receiving an asset or item.

• On the Assets application’s Spare Parts tab, associate subassemblies to the

selected assets. (The subassembly must be recorded in the Assets database table to
list it here.)

Rotating Assets
Rotating assets are interchangeable and have both a unique asset number and a rotating item
number.

Spare Parts
In Maximo there are several ways to associate spare parts to a unit of assets, including the
following methods:

• Use the Item Assembly Structure application to build and apply spare parts to a
unit of assets or to an item. You can also apply an IAS at the time of receiving an
asset or item.
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• On the Assets application’s Spare Parts tab, associate those items as spare parts
to the selected unit of assets.

• On the Item Master application, select the Add Spare Parts option to indicate
that the item will be added as a spare part for the assets when issued, if the item is
not already a spare part.

Before you associate spare parts, items must be recorded in the Inventory database table.

After an asset unit has spare parts associated to it, you can use the Select Spare Parts
button to display a short list of items associated with the assets. If applicable, you can also
search for and identify spare parts using the Illustrated Parts Catalog (IPC).

Asset Status
The Status field is used to indicate when an asset is:

• Not Ready – Default status for new asset records. Asset records can be created
before assets have been received, installed, configured, inspected, or otherwise
approved for their intended use.

• Decommissioned – Asset has been retired from service and moved to scrap or
salvage.

• Operating – Asset has been received, installed, configured, inspected, or

otherwise approved for use or operation.

An asset should be in Operating status before a PM or work order is generated.

Asset Meters
Maximo uses asset meters as one criterion to generate 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 lets you enter multiple meter readings per
asset record.

Associating Assets and People

Maximo enables you to identify one or more people who are associated with an asset in
some way.

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This capability is essential to managing and tracking IT assets. It also could easily provide
some benefit to those using Maximo for traditional enterprise asset management.

NOTES:

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 Unit 3: Using What You’ve Got—Work
Management

Immersion Training for IBM Maximo 6

Enterprise Asset Management

This unit contains the following chapters.

Chapter Subject

7 Entering Supporting Records for Work Management— Job Plans

Entering Supporting Records for Work Management—Preventive
8
Maintenance
9 Proactive Work
10 Reactive Work

Unit Overview

Introduction
• The Work Orders module is the core maintenance tool of Maximo. Work orders
are used to carry out work on your assets and are created for many reasons,
including:

• Preventive maintenance

• Emergency maintenance

• Corrective maintenance

In this unit, our focus will be on learning how to use Maximo for work management:
specifically for work order generation and processing.

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 Unit 3: Using What You’ve Got—Work Management

Learning Objectives

When you have completed this unit, you should be able to:
• Enter job plan records

• Enter Preventive Maintenance (PM) records

• Describe the difference between proactive and reactive maintenance

• Describe how Maximo applications can work together to manage maintenance

work

• Describe the phases involved in the creation, initiation, and generation of a work
order

• List the phases and steps in the work order lifecycle

Setting Up Work Management Supporting Records

In Unit 2, Chapters 2 to 6, we created records to set up the Maximo database.

In Chapters 7 and 8 we will enter Job Plans and Preventive Maintenance (PM) records
to support Work Order Management, which is the core application that we will be
discussing in this unit.

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 Unit 3: Using What You’ve Got—Work Management

Proactive and Reactive Work Classifications

For this unit, classifications (not work type) of work are:

• Proactive: Work that heads off problems before they occur, or work that can be
planned. Some defining characteristics are:

– Work is done to prevent an asset, especially critical assets, from failing

– Any PM job
– Work orders initiated by condition (predictive) monitoring when the need is
not otherwise readily apparent
– Project work to upgrade an asset
– Work that can be planned and scheduled

• Reactive: Work where a failure has occurred and an operations group is reacting to
the situation. Some defining characteristics are:

– Where an asset is actually broken down or fails to operate properly

– Where the highest-level priority jobs are defined as urgent
– Work that is not planned

Revisited: World Class Indicators

• Maintenance Costs

Total Costs/Total Manufacturing Costs <~10%

• Planned Maintenance Costs

Planned Maintenance/Total Maintenance >90%

• Maintenance Overtime

Maintenance Overtime/Total Maintenance <5%

• Maintenance Rework

Work Orders Reworked/Total Work Orders 0%

• Training

Maintenance Workers Receiving >40/hrs>90%

• Safety
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 Unit 3: Using What You’ve Got—Work Management

Injuries per 200,000 Maintenance hours <2%

Implementation Questions to Consider

• How many weeks of work backlog do you have at present? Craft______ # of men
______ Weeks ______

• How often do you track backlog trends to determine future labor needs?

• If work orders are discarded, who determines what is valid or invalid?

• Does all work require a valid work order?

• Do you use blanket or open work orders?

• How do you handle emergency work requests?

• Are these emergency jobs entered to WOs after the fact?

• Have you written WO procedures that everyone in maintenance and operations

can understand?

• How do you prioritize work orders?

• Are work orders classified by the following types of work performed:

– Emergency work orders

– Corrective work orders
– Blanket work orders
– Project work orders
– o PM work orders

• Do you record work order delays?

• How is time reported against work orders?

• Are there work order actuals vs. estimated cost reports?

• Do you have a list of blanket work orders in use?

• Are Work Orders Scheduled reports used?

• Are Work Orders Completed reports used?

• Are Work Orders in Progress reports used?

• Are Emergency Work Order reports used?

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• Are Order Backlog reports used?

• Does the management hold daily meetings with foremen to discuss day-to-day
problems and schedules?

• Are Failure Hierarchies used on work orders?

• Are trends analyzed and reliability information sent to engineering for evaluation?

KPIs
Some Work Management performance metrics are:

Metric Title Metric Description

% Maintenance labor $ captured on The percentage of completed work orders that

work orders have labor entered
% Maintenance material $ captured The percentage of completed work orders that
on work orders have material entered
% Maintenance contract $ captured The percentage of completed work orders that
on work orders have contract $ entered
The percentage of work orders that have
% Maintenance downtime captured downtime information recorded on them. This is
on work orders only maintenance related and not total asset
downtime
% Maintenance labor captured on The percentage of labor $ entered on standing
standing work orders work orders
% Maintenance material captured The percentage of maintenance material $
on standing work orders entered on standing work orders
% Maintenance work orders The percentage of all work orders that are
planned planned
The percentage of all labor hours that are
% Maintenance hours scheduled
scheduled
% Maintenance hours scheduled The percentage of scheduled hours that were
that were completed completed as scheduled
Estimated hours/actual hours on The estimated hours for all work orders divided
planned work by the actual hours for the same
% Work orders completed within What percentage of work orders were completed
20% of estimated labor within plus or minus 20% of the labor estimate
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 Unit 3: Using What You’ve Got—Work Management

What percentage of work orders were completed

% Work orders completed within
within plus or minus 20% of the material
20% of estimated material $
estimate
What percentage of work orders are waiting on
% Work orders waiting on parts
parts
Outstanding work order backlog The total remaining estimated hours for all work
hours orders not yet completed or canceled
Breakdown work orders during How many work orders were generated during
period the period for breakdowns
What percentage of all work orders were
% Emergency work labor hours
emergencies
% Preventive work labor hours What percentage of all work orders were PMs
What percentage of all work orders were
% Predictive work labor hours
predictive
What percentage of all work orders were
% Corrective work labor hours
corrective
What percentage of work orders were not
% Work orders overdue
completed by the due date

Out-of-the-box Maximo Reports and KPIs

The following table describes some of the key reports available for work order related
applications (Work Order Tracking, Quick Reporting, and Assignment Manager).

Report Description

Calculates the item availability expected at the time the

work order starts using reservations and expected
Work Order Material
receipts. Determines if the item’s expected balance will
Shortage
be sufficient for the planned materials for the current
work order.
Work Order Pick Lists items to be picked for selected work order.
Work Order Details Lists details of the selected records.
Lists work order assignments for Labor by Supervisor
Work Assignment
or by Locations.

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Lists work order, description, and status for selected

records. Links are available via work order number to
Work Order List
the Work Order Details report for individual work
orders.
Lists work order, description, and status for selected
records. Links are available via work order number to
Quick Reporting List
the Work Order Details report for individual work
orders.
For a selected asset or location, lists all open work
Open Work Order and PM
orders plus next due PM.
Contains planned and actual labor, materials, tools, and
Quick Reporting Details services information for a work order. Labor has to be
approved to be included in actuals.
Work Order Assignments Displays Work Order Assignments for Labor grouped
by Work Order by work order.
Work Order Assignments Displays Work Order Assignments for Labor grouped
by Craft by craft.

Organizations Application Setup: Configuring Work

Order Options
The following setup options for Work Management are available in the Organizations
application:

• Work Type

• Edit Rules

• Site Options

• Other Organization Options

To configure work order options, select Work Order Options from the Select Action
menu in the toolbar.

Configuring Work Order Options

The following table describes the functionalities for each option.
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 Unit 3: Using What You’ve Got—Work Management

Options Description

Work Type
Use to add new work
types or modify existing
work types for the
current organization.
Work Type options
determine how Maximo
handles the different
types of work orders
during the Complete
Transaction phase of
work order processing.

You use the Edit Rules

dialog box in the
Organizations
application to specify
which work order
properties can be edited
Edit Rules for a given work order
status.

• GL Account

• Asset

• Location

• WP Labor

• WP Materials

• Edit WP
Service

• WP Tools

• Safety tab

Site Options Use the Site option to

determine work order
task ID numbering. You
can use default
increments or change
them to meet the needs
of the site.
By default, tasks will
increment by 10. You
can change the
increment value by
entering the new value in
the Increment By field.

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Use to configure other

work order settings, such
as:
Other Organization Options • Default
Downtime
Start

• Display
Problem
Warning

• Set Actual
Start Date

• Clear Material
Reservation
When WO
Status
Changes

Turn each of these

features on or off by
clicking the radio
buttons or selecting the
check boxes.

Revisiting: Implementation Tip

Consider these six stages when working toward the best use of Maximo:

1. Identify the work (by type and priority).

2. Plan the work.

3. Schedule the work.

4. Assign the work.

5. Execute the work.

6. Analyze the work (immediately and over time).

Keeping these stages in mind allows you to think through the work order lifecycle process
and determine where and when certain practices have to be implemented or changed to use
Maximo within your implementation parameters.

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 Unit 3: Using What You’ve Got—Work Management

Applications Working Together

The following diagram shows the various stages how some of the Maximo applications and
modules work together through the work order lifecycle.

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
i ce ti o
er v rv
a
l/ S d
e ri a es te se Dispatching/
t
Ma R equ Re Scheduling
ia
l Executing 4
er g
3
at in
M ag
/ S t ile
es b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

Stage Status Description

For assets or locations, you can create and generate work orders,
sometimes with associated job plans, safety plans, and contracts in
the following ways:
• A PM becomes due and is automatically generated by the system
cron task or using the PM application itself.
WAPPR
• A condition measurement falls outside the limits and is
WSCH
1 automatically generated by the system cron task or using the CM
INPRG
application itself.
APPR
• A problem is reported and can be manually (user) entered in the
Work Order Tracking, Service Request, or Quick Reporting
applications.
• (6a) If necessary, a follow-up work order is generated from an
originating work order.

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 Unit 3: Using What You’ve Got—Work Management

Depending on the work order: job plans, related service contracts

and safety information is associated or added to the work order.
When a job plan or work plan is used with a work order, and the
APPR
2 work order is approved, planned materials are put on inventory
WSCH
reserve inventory. Depending on the work situation, services and
materials requisitioning is done by the maintenance organization or
through inventory reorder.
Scheduling data drawn from the Scheduling Information table
window on the Work Order Tracking application is utilized by a
project scheduling application, such as Maximo Project Manager or
3 APPR
Assignment Manager. Based on Priority, backlog is ranked, the
highest priority work being done first, and work assignments are
scheduled.
After work and labor assignment are scheduled, work is dispatched
to staff using the Assignment Manager application, work orders are
then printed and then dispatched to the staff. Staff picks up
4 INPRG materials from the storeroom, warehouse, or staging or (if an open
storeroom), materials are drawn by the staff. If a storeroom issues
materials, they can be issued using the issues and transfers
application. The physical work begins.
Physical work is finished for part of or the whole work order.
Actual Material, Labor, Services, and Tool usage is entered against
the work order using either the Quick Reporting or Work Order
COMP Tracking application. Unused materials are returned to inventory
5
CLOSE and actual work order costs are calculated. After a certain amount
of time, the work order is closed, which represents that all the
physical work and all the required electronic data for the work
order is entered.
If necessary, a follow-up work order is generated from an
5a WAPPR
originating work order.
Use the data in the system to generate daily, weekly, and monthly
6
reports and analysis summaries.
Manage your inventory and reconcile item balances using the
7
Maximo Inventory module.
Manage the purchasing processes using the Maximo Purchasing
8
module.

Work Order Status

Every work order has a status value that indicates its position in the work order processing
cycle. Work orders can be created with different statuses, depending on which application
is used to create or generate them.
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 Unit 3: Using What You’ve Got—Work Management

The following table describes each status.

Status Means

Waiting on approval: Default status for records you create in Work

WAPPR
Order Tracking, Changes, Releases, and Activities applications.
Waiting on material: Indicates that you cannot initiate the work
WMATL
order because you do not have the needed material.
Waiting to be scheduled: Default status for work orders you
WSCH generate from Preventive Maintenance and Condition Monitoring
records.
Waiting for Plant Conditions: Requires a particular plant condition
WPCOND
in order to be worked on.
Approved: Status indicates the work plan has been approved and
the work can begin. You can report actuals against approved work
APPR
orders. Maximo reserves the work plan items in inventory and
records cost and rate data.
INPRG In progress: Default for work orders created in Quick Reporting.
Canceled: Status indicates the work will not be performed. If the
work order has already been initiated or actuals have already been
reported, you cannot change its status to CAN. If the selected work
CAN
order has been approved, Maximo removes item reservations from
Inventory for the work order, and makes the work order a history
record.
COMP Complete: Physical work is finished.
Closed: All electronic data is entered. Status finalizes the work
order. When you close a work order, Maximo removes inventory
CLOSE
reservations for items that were not used on the work order, and
makes the work order a history record.

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 Unit 3: Using What You’ve Got—Work Management

Priority
An integral part of work planning and scheduling is prioritizing your work. Using the
Priority field allows you to rank work orders in order of importance so you know which
ones to handle first, thus allowing you to effectively plan and schedule work.

In Maximo the default is 0. Values from 0-999 are valid, but it is recommended to limit the
range of value to 0-9, where 0 is designated the lowest priority.

Work Orders in Maximo

Introduction
Because this unit focuses on work orders, this section provides an overview of the
following topics:

• The Work Orders module and applications

• Types of work orders

• Ways in which a work order is created

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 Unit 3: Using What You’ve Got—Work Management

• How and what applications are used to process a work order through a work order
lifecycle

The Work Orders Module

The Work Orders module is the core tool used for the majority of processing and
managing work. Depending on how your maintenance program is operating, the Work
Orders module provides several options for you to manage work in the system.

Purpose
The Work Orders module serves many purposes:

• It centralizes all information and options necessary for the planning and execution
of work orders.

• It provides maintenance planners with a tool that gives efficient access to all
information needed to plan and report on work orders.

• It provides a quick and efficient way to report work performed on work orders or
request work that needs to be done.

• It collects data that allows analytical decision-making in a maintenance

organization.

Work Situations
There are many different situations that generate work for a maintenance department, such
as a broken light fixture or a boiler failure. How you set up and track work in Maximo
depends on the source of work and your site processes. Generally, but not exclusively, there
are four situations of work occurrences:

• Work that is requested, planned, scheduled, assigned, performed, and recorded

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 Unit 3: Using What You’ve Got—Work Management

• Work that is planned, scheduled, assigned, performed, and recorded

• Repetitive work that is planned ahead of time to occur at scheduled intervals,

assigned, performed, and recorded

• Work that is performed and then recorded, with no formal request having been
made

Work Order Types

In Maximo, maintenance activities can be specified as different work types. Maintenance
work types could be any of the following:

• Corrective (CM) is repair work that can be planned and scheduled.

• Emergency (EM) is unplanned, unscheduled breakdown maintenance. EM also

means Reactive Maintenance.

• Preventive (PM) is scheduled work (fully planned) that is based on either time or
meter.

• Capital Project (CP) is fully planned scheduled project work.

• Event (EV) is an unscheduled event that stops work (production) but does not
necessarily require a maintenance crew to fix.

In Maximo, the work order type is accounted for in the Work Type field.

Module Relationships Diagram Overview

The following diagram illustrates a high-level overview of relationships between the Work
Orders module and other modules in Maximo.

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 Unit 3: Using What You’ve Got—Work Management

Work Orders Module Relationships

Generate work orders Job Plan information

from Condition Monitoring used for work plan
Asset Equipment costs, Safety Plan Planning
and up/down status used on WO

Preventive
Reserve parts Generate WO
Inventory decrease balances Work Order from PM Maintenance
(PM)

Direct issue of purchased Generate work orders Service

Purchasing parts needed from Service Request Requests

Work Order Applications

Several applications in Maximo can be used to create and manage work orders:

• Work Order Tracking

• Labor Reporting

• Quick Reporting

• Assignment Manager

• Service Requests

Work Order Tracking

While work orders can be entered into the system using the Work Order Tracking
application, its primary function is to manage work orders through the lifecycle process. It
is intended for maintenance supervisors, planners, and schedulers to plan, review, and
approve work orders.

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.

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Labor Reporting
You use the Labor Reporting application to report the type and total number of hours of
work performed by external contractors or internal employees. You can enter labor
information by work order, labor (“timecard” reporting), ticket, or contract/vendor.

Quick Reporting
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 asset failures or downtime, that do not involve maintenance department
work.

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 Unit 3: Using What You’ve Got—Work Management

Quick Reporting lets personnel report on open work orders, or small jobs that might not
have had a preexisting 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 asset
failures or downtime, in which no maintenance department work is involved.

Assignment Manager
You use the Assignment Manager application to dispatch labor and schedule work in the
same place. Using this application, you can view work order assignments and their craft,
skill level, vendor, contract, and organization requirements; dispatch labor according to
work priority; or view labor and schedule work according to labor availability.

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Service Requests
The Service Requests application is a greatly simplified version of the Work Order
Tracking application, and provides another way for you to request maintenance work. The
application enables:

• Call Center functionality that allows for external requests of services or work to
be made.

• Creating work orders from the service tickets initially generated when a request is
entered into the system.

Other Work Order Applications

Aside from the Work Orders module, other applications in Maximo that can be used to
create and manage work orders are:

• Preventive Maintenance

• Condition Monitoring

Preventive Maintenance Application

PM records are templates that contain job plan and scheduling information for your work
assets. You copy this information to work orders you generate from the PM application.

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Condition Monitoring
The Condition Monitoring application is used to set up measurement points and to generate
work orders.

The Work Order Process

Introduction
When routine work, service work, or repair work are required for assets, there are several
ways in which a work order can be generated, and several phases and statuses that work
orders can go through in a lifecycle process.
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This section will look at the different work order generation methods and the work order
lifecycle process.

Work Order Generation

In Maximo, there are two methods to generate work orders:

• Manually - Personnel generate the work order, by:

– Using the Service Requests, Quick Reporting, and Work Order Tracking
applications by manually inserting a work order record, by using the Insert
Record icon on the Toolbar.

– Using the Preventive Maintenance or Condition Monitoring applications’

Generate Work Order select action.

• Automatically - Work order generation is based on the frequency data in the

Preventive Maintenance application or the action limit measurement points or
characteristic value in the Condition Monitoring application being met. You can:

– Activate the Preventive Maintenance Cron Task (PMWoGenCronTask) in the

Cron Task Setup application in the Configuration module
– Indicate that the system create a work order at the moment a meter reading is
taken and meets the frequency, by selecting the Generating WO When
Meter Frequency is Reached? option in the Preventive Maintenance
application

– Activate the Condition Monitoring Cron Task

(MeasurePointWoGenCronTask) in the Cron Task Setup application in the
Configuration module

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 Unit 3: Using What You’ve Got—Work Management

Tickets, Classes, and the Work Order Relationship

The Create Service Request application is a single-point quick entry application used to
create a service ticket for reported problem and then route it to a service/help desk agent.

The record type that is created is an SR record in the SR table.

Using Workflow processes, SR records can be converted to other types of work-related

records, including work orders. SR records can also be used by themselves as the basis for
monitoring work.

Work Order Status Cycle

The work order lifecycle process occurs when a work order is automatically or manually
generated. The following table illustrates and describes the stages and the relevant statuses
that a work order can go through in its lifecycle.

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Stage Description Status

1: Work is
requested or
Identified
(Manually or
Automatically)

A work order is either manually or

2: Work is automatically generated. If manually
Planned , generated, it will have a Waiting on
Scheduled, and Approval (WAPPR) status. If automatically
Assigned generated, depending on how it is set up, the
work order can have a status other than WAPPR
1 WAPPR. For example, you can set up the WSCH
3: Work is PM application to generate PM type work INPRG
Initiated orders to have a Waiting to be Scheduled
(WSCH) status. If emergency work is
entered into the Quick Reporting
application, the status is In Progress
(INPRG).
4: Actuals are
recorded and
Work is
Completed and
Closed

The planner reviews the work order. If

applicable, depending on the type of work,
the following can be attached or added to the
work order: a job (work) plan, safety plan, or
service contract. Upon an Approval (APPR)
WMATL
or Waiting to be Scheduled (WSCH) status,
2 APPR
the Work Order materials and tools are
WSCH
reserved in inventory. If materials are not
available, the work order status will be
Waiting on Materials (WMATL). The work
order is then scheduled, assigned, printed,
and distributed to the staff.

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 Unit 3: Using What You’ve Got—Work Management

The supervisor or staff member initiates the

work (INPRG). If necessary, the staff
3 INPRG
member goes to inventory and picks up
needed parts and the physical work begins.
The work actuals (labor, materials, and
tools) are entered into the system using
either the Quick Reporting or Work Order
Tracking application. If necessary, a follow-
up work order is generated. Depending on
your business process, someone reviews the
work and Completes the work order
COMP
4 (COMP) using either the Quick Reporting,
CLOSE
Work Order Tracking, or Assignment
Manager application. If necessary, issued but
unused items are returned to inventory, and/
or a follow-up work order is entered into the
system. After all system data is entered, the
work order is Closed (CLOSE) and stored in
history.

Status Changes Affecting WO Scheduling

When status changes on a work occur, dates and times are populated in the Scheduling
Information fields.

The following table indicates what date fields correlate to the work order status.

Field Description Comments

Assign dates for Date is pulled from the Preventive Maintenance

Target Start when the work order Application, Last Start Date field.
should be done.

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Duration hours come from the Work Order

Target Start application Duration field. Time is either
Target manually entered or comes from the current Job
incremented by the
Finish Plan duration.
Duration hours.

Can be a manual input, or date comes from the

Assignment Manager application, when labor is
Assign dates for assigned (Status = ASSIGNED) to the work
Scheduled
when the work can order with a scheduled work date.
Start
get done.

Duration hours come from the Work Order

Scheduled Start application Duration field. Time is either
Scheduled manually entered or comes from the current Job
incremented by the
Finish Plan duration.
Duration hours.

Dates come from the work order In Progress

status (INPRG). When the first work assignment
against a work order in Assignment Manager is
started (i.e., Status = STARTED),

Actual Post actual dates that

Start the work was started.

the work order status in the work order tracking

application will change to INPRG.

Dates come from the work order Complete

(COMP) or Close (CLOSE) status.
When the last work assignment against a work
order in Assignment Manager is completed (i.e.,
Status = COMPLETE),

Post actual dates that

Actual
the work was
Finish the work order status in the work order tracking
completed or closed.
application will change to COMP:

or CLOSE (depending on how Assignment

Manager is set up).

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Additional Fields
The following table describes some additional fields.

Fields Description

Specifies whether the work order’s status

will change when its parent work order’s
status changes. If the check box is selected
(the default), the work order’s status will
change when the parent work order’s status
changes. If the check box is cleared, the
work order’s status will not change when
the parent work order’s status changes.
Specifies whether the work order accepts
charges. If the check box is selected (the
default), the work order accepts charges. If
the check box is cleared, the work order
does not accept charges, and you cannot
enter charges on the work order.
Specifies whether the work order is a task.
If the check box is selected, the work order
is a task. If the check box is cleared, the
work order is not a task. Task work orders
are the tasks identified on the Plans tab.

Managing Work Orders

Introduction
Although you can use the Work Order Tracking application to enter work orders into the
system, its primary function is to manage work orders through the lifecycle process. It is
intended for maintenance supervisors, planners, and schedulers to plan, review, and
approve work orders. This section gives you an overview of the Work Order Tracking
application functionality as it relates to Planning, Scheduling, and Reporting.

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Work Order Tabs

The Work Order application is comprised of eight tabs:

Use this tab: To:

List Search for work order records.

Create, view, and modify work orders; view PM and scheduling
information; see which job plan and safety plan are applied; view
Work Order
the originating work order for a follow-up work order; identify the
failure hierarchy for the asset or location.
Enter, view, and modify job tasks and labor, material, services, and
Plans
tool requirements for the work plan.
Related
View, add, and delete related work orders and tickets.
Records
Enter, view, or modify actual work order start and finish times; labor
Actuals hours and costs; material quantities, locations, and costs; and tool
quantities, hours, and costs.
Safety Plan Enter, view, or modify safety information on the work order.
View and create work log and communication entries about the
Log
current record.
Failure Report asset and location failures to help identify breakdown
Reporting patterns or trends.

Planning Work
Three tabs can used for planning work:

• Work Order

• Plans

• Safety Plans

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 Unit 3: Using What You’ve Got—Work Management

Work Order Tab

On the Work Order tab, you can identify job details in the Job Details section. You can
also associate job plans, safety plans, contracts, or PMs in this field. If PMs or asset records
were set up, information from these records will carry over onto these fields.

Plans Tab
The Plans tab is the main screen to build or modify work plan information. If PM or Job
Plan records were set up, information from these records will carry over into these table
windows: Child Work Orders, Work Order Tasks, and Plan for the Work Order and Tasks.

In the Children Work Order table, you can also associate children work orders to the work
order. This table displays the following information about the child work order: Sequence
Number, Work Order Number, Description, Location, Asset, and Status.

The Work Order Tasks window is where operational tasks are displayed. Information is
carried over from a job plan or directly added onto this table window. This table window
displays Sequence, Task ID, Description, Duration, and Status information.

Both of these table windows have a Change Status button for each child work order or
task, as well as a Details button. These functions allow children work orders and tasks to
be planned and managed to a greater level of detail.

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Safety Plan Tab

The Safety Plan tab is used to manage safety information for a work order. If Safety Plan
records were set up and associated to a Job Plan, Asset, Item Master, Location, or Work
Order itself in the Job Plans Details window, this information will carry over onto these
subtabs: Hazards and Precautions, Hazardous Materials, and Lock Out/Tag Out.

Work Order Tab

On the Work Order tab, use the Scheduling Information table to view, enter, and modify
scheduling criteria.
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 Unit 3: Using What You’ve Got—Work Management

Reporting Work
Four tabs can be used for reporting work-related items:

• Work Order

• Actuals

• Log

• Failure Reporting

Work Order Tab

On the Work Order tab, use the Responsibility section to enter person records related to
work orders.

On the Work Order tab you can use Asset Details to determine whether an asset is
operating, a warranty exists, or an SLA is applied.

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 Unit 3: Using What You’ve Got—Work Management

Related Records Tab

You use the Related Records tab to link the selected work order to other work orders and
tickets, and to view work orders and tickets already related to the selected work order.

You also can delete the relationship between a work order and a related record if the
relationship type is Related.

When you manually relate a work order or ticket to the current work order on the Related
Records tab, the relationship type between the two records is Related.

When you create a work order or ticket using the Select Action menu from within a work
order or ticket, the relationship type for the newly created record is Follow Up. The current
record’s relationship to the new record is Originator.

Actuals Tab
The Actuals tab allows you to manage child work orders and task status, as well as
reporting the actual resources (labor, materials, services, and tools) used.

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 Unit 3: Using What You’ve Got—Work Management

Log Tab
The Log tab allows you to enter work summary and details. Client notes and important
messages can be entered here.

Failure Reporting
On the Failure Code tab, click the Select Failure Codes button to display a Failure Code
Hierarchy based on the Asset Failure Class. Failure Reporting is comprised of four levels:
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 Unit 3: Using What You’ve Got—Work Management

• Class

• Problem

• Cause

• Remedy

Something to Think About

Revisiting: Implementation Tip

Keeping these stages in mind allows you to think through the work order lifecycle process
and determine where and when certain practices have to be implemented or changed to use
Maximo implementation.

1. Identify the work.

2. Plan the work.

3. Schedule the work.

4. Assign the work.

5. Execute the work.

6. Analyze the work.

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 Unit 3: Using What You’ve Got—Work Management

Something to Think About

In determining your organization’s maintenance processes and procedures, look at the
following diagram and see if you can answer the questions.

Work Order is
By Whom? Thru what work order application?
Created

Work Order is What is definition of planning; what

By Whom?
Planned defines EM?

Work Order is Who is authorized to approve; dollar

By Whom?
Approved limits?

Who schedules (pick) work for

Work Order is
following week(s)?
Scheduled & By Whom?
Who determines resource leveling?
Assigned
Who makes the assignments?

Work is Does the Craftsman take the paper

By Whom?
Performed work order with him?

How do actuals get captured?

Work is How do problem codes get entered?
By Whom?
Completed Who enters the actions taken? or
findings on the WO?

Who performs periodic reviews -

Data is Reviewed By Whom?
analytic reviews?

Out-of-the-box Work Order

The next diagram shows what the out-of-the-box Maximo work order looks like.

During your implementation, use this as a guide to determine what your organization
should modify in order to meet its needs.

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 Unit 3: Using What You’ve Got—Work Management

Ask Yourself
When thinking about your Maximo implementation, ask yourself:

• Who?

• What?

• When?

• Where?

• How?

Asking yourself these questions will help define your business processes and help
determine the who’s, the what’s, the where’s, the when’s, and the how’s of the solutions
needed for your Maximo implementation. For example:

• Who initiates work orders?

• What are your work order types? Status?

• Where are your assets located?

• When does work need to be performed?

• How does work get planned and scheduled?

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 Chapter 7: Entering Supporting
Records for Work
Management—Job Plans

This chapter contains the following topics.

Topic See Page

Chapter Overview 299

Building Job Plans 304
Adding Work Assets to a Job Plan 327
Chapter Summary 328

Chapter Overview

Introduction
A job plan is a detailed description of labor, materials, services, and tools to be performed
on a work asset. It shows quantities, descriptions, and costs of the inventory items, labor,
and tools you indicate that you will need for the job. Job plans can be used with any type
of work order; they are most often used with Preventive Maintenance (PM) work orders,
but they can also be used for unscheduled work such as emergency recovery, planned
outages, annual overhauls, and winterization.

Learning Objectives
After completing this chapter, you should be able to:

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• Discuss Key Performance Indicators (KPIs), implementation considerations

related to job plan management

• Create a job plan, including tasks, labor, materials, and tools

You Are Here

In this section, you will enter job plan templates as supporting records in managing work
orders.

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Implementation Questions to Consider

• Are routine job procedures identified for critical assets?

• Are current job procedures kept?

• Are job plans prioritized?

• Do work plans include the following:

Timing ___ Priority ___

Cost ___ Approval ___

Make or Buy ___ Labor ___

Materials ___ Fabrication ___

Tools ___ Assets ___

Rigging ___ Contractor Requirements ___

Safe Work Planning ___ Job Instructions ___

Job Control ___ Progress Reports ___

Work Orders ___

• Are drawings and specifications provided for jobs that require them?

• Are all pertinent buildings, assets, and utility records up-to-date and available to
maintenance?

• Are all schematics, P&IDs, and prints up-to-date and readily available?

• How well are normal requests planned?

– Work procedures included?

– Safety/L.O.T.O. procedures included?
– Labor estimates included?
– Materials included?
– Tools included?
– Contractors included?
– Rental assets included?

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

KPIs
Some job plan performance metrics are:

Metric Title Metric Description

% of Planned Maintenance Work Percentage of work orders that were planned

Measure of the successful completion of the
Weekly Plan Attainment %
maintenance plan on a weekly basis
Percentage of asset downtime that was
% Planned/Scheduled downtime
planned or scheduled
Level of unplanned maintenance activities
Unplanned %
against available time
Percentage of work orders that had job plans
% of Work Orders with Job plans
associated to them
Percentage of work orders with work plans
% of Work Orders with Work plans
independent of a job plan being associated to
independent of Job Plans
them

Out-of-the-box Maximo Reports

The following reports are available for the Job Plans application.

Report Description

Job Plan List Lists job plan number and descriptions for selected records
Details job plan information, including tasks, labor, materials,
Job Plan Details
and tools

Implementation Tips
• Link job plans, where known, to work assets. This shortens the search list on the
work order screen.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

• Create and enter job plans for the most repeated preventive maintenance
procedures used in your PM program first. Phase in repetitive job procedures for
nonroutine work later.

• Prioritize job plans by criticality of assets or locations.

Planned and Unplanned Work

Planned maintenance is more efficient than reactive maintenance.

It has been shown that a 25-person maintenance force operating with proactive planning
and maintenance scheduling can deliver an amount of work equivalent to that of a 40-
person maintenance crew working in a reactive organization.

Note how many extra steps the worker performs in the Unplanned Scenario:

Poor Planning
Poor planning can cause:

• Unnecessary steps or actions to be performed that delay job completion

• Dangerous conditions for the worker

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

• Inaccurate problem definition

• Improper prioritization of work

Value of a Job Planner

Proper planning of work is a key to successful use of Maximo, and a job planner plays a
crucial role in achieving this.

A job planner is a person who should be aware of the many variables that come into play
in the performance of the maintenance function.

The job planner might identify an asset failure on a work request as being all too common
and decide to route this request to the Reliability Engineering group.

A job planner will also be aware of the safety aspects of this work.

A job planner will have substantial responsibility for the overall accuracy of the data as
stored in the Backlog.

As Doc Palmer says, “One effective planner is as effective as seven technicians.”

Building Job Plans

Job Plans
A job plan is the heart of a proactive maintenance program. It represents the accumulated
knowledge of the manufacturer, skilled mechanic, and engineer. It indicates what to do,
how to do it, when to do it, what to use, and what to look for.

In Maximo, job plans are used as templates for work orders that have been associated to a
record in the Preventive Maintenance, Condition Monitoring, and Routes applications, or
associated to a work order in a Waiting for Approval (WAPPR) status.

Purpose

Use job plans to:

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

• Estimate the operations, materials, labor, and tools required for maintenance tasks
before the work is requested

• Establish a template for maintenance work that is repetitive (for example, a major
overhaul or monthly preventive maintenance program work)

Work Plans
A work plan describes the labor, materials, tools, and tasks needed to complete a specific
work order. The work order contains tasks for each operation in the work plan. When you
generate a work order, Maximo copies an associated job plan to the work order as a work
plan.

This enables you to modify tasks in a work plan without modifying the original job plan;
these changes do not affect the original job plan.

Setting Up Job Plans in Maximo

There are two parts to setting up job plans in Maximo.

1. Defining work tasks

2. Defining the required resources (labor, materials, services, and tools)

The following rules apply to job plans:

• If there is no organization/site indicated, then the job plan is at the database level
and can be used by all organizations.

• If a job plan has only an organization indicated, then the designated organization
and any sites within the organization can use it.

• If job plan record has an organization and a site indicated, then only the
designated site can use it.

Work Order Job Plan

Here is an example of a work (job) plan on a work order.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

The Planning Module

The Planning module consists of applications that let you create standard templates of
tasks, labor, materials, tools, and safety information needed to complete a job. Using these
templates eliminates the need to type in work- and safety-related information repeatedly.

The Planning module mainly consists of the following applications:

• Job Plans

• Safety Plans

• Routes

For the purposes of this chapter, you will focus on the Job Plans application: how to set
up, create, and manage job plans, including tasks, labor, materials, services, and tools.

For information on safety plans, see Appendix C.

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Accessing the Planning Module

You can access the Planning module by clicking on the Go To menu on the Start Center.

Job Plans Application

The Job Plans application provides a place to build and store a “library” of recurring tasks
and jobs. Use the Job Plans application to create, modify, or delete job plan records.

Job Plans Tabs

The Job Plans application has three tabs:

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Use this tab: To:

List Search for and display available job plan records in Maximo.
Enter, view, or modify a job plan record. This tab displays basic
Job Plan information about the job plan, and specifies job plan tasks, labor,
materials, services, and tools.
Associate work assets and their corresponding safety plans with job
Work Assets
plans.

Subtabs
The Job Plan tab is comprised of four subtabs. Each time you insert, delete, or modify
quantities or hours in the subtab table window, the cost fields update automatically.

This subtab: Contains:

Labor The list of labor and crafts appropriate to do the job.

The item materials needed to do the job. Items are usually issued
Materials
from storerooms.
The service items associated with the job. The services can be
Services
rendered by an internal or external source.
Tools The tools needed to finish the job.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Job Plans Fields

In this section you will describe some of the key fields and field options available in the Job
Plans application.

Organization and Site Fields

Job plans are at the system, or database, level, but they contain optional Organization and
Site fields that allow you to create job plans at the organization and site levels.

• Job plans can be created for the entire system (multisite job plan) by not
specifying an organization or site.

• You can create job plans to be used only for a specific site or organization by
indicating this information on the job plan.

• Job plan tasks and related resources (craft, materials, tools, services) can be made
org/site specific.

• If on a multisite job plan, then resources/tasks that have specific orgs/sites will not
be brought over when used by work orders from another org/site.

• If only an organization is specified, then resources/tasks that have sites specified

will not be brought over when used on work orders from another site.

• When you associate a job plan with a work order, Maximo copies only the job
plan information that matches the work order’s org/site to the work plan.

• A job plan that does not have an organization or site specified for it can be used on
any work order or PM record. If the job plan is org/site specific, then it can be
used only on work orders or PMs that have the same site indicated.

Job Plans, Organizations and Sites Iterations

Planners can use organizations and sites to build a single job plan that can be used in
different ways.

For example, you can create a job plan to be used on work orders anywhere in your
business, but specify that certain tasks on the plan are available only on work orders for a
certain organization or site.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

You can further specify labor, materials, services, and tools for certain tasks. For example,
when Task 10 is used on a work order at Site A, it uses a certain craft. When Task 10 is used
on a work order at Site B, it uses a similar, but different, craft.

Labor, materials, services, and tools can be added at the job plan and task level. If there is
an organization or organization and site defined at the job plan level, tasks and task-level
labor, materials, services, and tools inherit the defined organization or organization and
site.

Building Job Plans

When initially set up, this job plan does not have an organization or site defined at the plan
level. It does have an organization or an organization and site defined for certain tasks.

Some labor records on the job plan are associated with an organization or organization and
site. The following two tables illustrate the job plan tasks and labor.

Examples
The following examples illustrate how Maximo applies a job plan and its components to
work orders for various organizations and sites.

The examples describe applying labor to work orders, but Maximo uses the same rules to
apply materials, tools, and services to work orders. All work orders require an organization
and site.

This is an abbreviated job plan and is for illustrative purposes only.

Job Plan Tasks:

Task
Task Description Organization Site
Identifier

Check and lubricate bearings on

Task 10
pump
Check and lubricate bearings on
Task 20
motor
Task 30 Inspect mechanical seals and gland
Task 40 Electrical safety checks EAGLESA CHILEHDQ

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Labor:

Labor: Labor: Labor: Labor:

Labor: Labor: Labor: Labor:

Labor: Labor: Labor: Labor:

Applying the Job Plan to Work Orders

Example #1: When Work Order EX1 was created for the BEDFORD site and the job plan
was associated to it, only those tasks and resources (labor) that were nonorg/site specific
(no org/site identified) and site-specific (BEDFORD) were copied to the work order plan.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Example #2: When Work Order EX2 was created for the FLEET site and the job plan was
associated to it, only those tasks and resources (labor) that were nonorg/site specific (no
org/site identified) and site-specific (FLEET) were copied to the work order plan.

Example #3: When Work Order EX3 was created for the CHILEHD site and the job plan
was associated to it, only those tasks and resources (none) that were nonorg/site specific
(no org/site identified) and site specific (CHILEHD) were copied to the work order plan.

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Meters and Tasks

You can enter a meter name on a job plan task. The meter name is a generic name for a
measurement point number.

Maximo automatically inserts the measurement point number on a task on the Plans tab of
a work order record if there is matching meter information for the asset and job plan record
used on the work order.

When you use a job plan to build a work plan for an asset on a work order, Maximo searches
the database for a three-way match between:

• The meter name on the asset

• The meter name on the job plan task that is used to build the work plan task

• The measurement point number for that meter name

If there is a match, Maximo adds the measurement point number to that work plan task.

Job Plan Status

Job plans are now statusable.

The following table describes each status.

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Status Comments

• Job plan is being developed or reviewed.

• This is the initial status of all newly inserted job plan records.
Draft
• The draft cannot be seen or used by other applications until made
active.
• Only job plans of this status are available for use on work orders, PM
Active records, and routes.
• Once activated, job plans can only be deactivated, not set back to draft.
• Cannot be used by other Maximo applications.
• Job plan cannot be made inactive if it is used by other applications.
Inactive
• To inactivate a job plan, it must be taken off other records, or those
associated records must be inactive or closed.

Inactive Status
A job plan status cannot be changed to Inactive if it is used on any one of the following
records:

• Work Order (APPR or later status)

• PMs

• Routes

• Items

Interruptible?
Specifies whether the work order created from the work order that uses this job plan is
allowed to be stopped and restarted during resource scheduling. If the check box is selected,
the work order can be stopped and restarted. If the check box is cleared, the work order
cannot be interrupted for resource scheduling.

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Job Plan Tasks

A job plan is broken down into one or more numbered steps or procedures called tasks. The
Task Details table window on the Job Plan tab contains a list of numbered tasks, along
with estimates for labor, materials, and tools for those tasks to have more functionality. Job
plans need to be planned and scheduled individually. Using tasks can be very valuable
when the job plan is lengthy and complicated, and lets you track costs more accurately.

Job Plan Tasks in Work Orders

When used on a work order work plan, tasks also can be planned and scheduled
individually.

Task Numbering
Job plan task numbers must be unique. The system sorts tasks in numerically ascending
order. The task with the lowest number is the first step of your job plan. It is recommended
that you let the system automatically number the tasks.

Job plan task numberings can be set up in Site options in the Work Order options from the
Organizations application.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Job Plan Sequencing

Sequencing represents the order in which a task must be performed.

In the Preventive Maintenance application, you can set up job plans to be sequenced. This
will be discussed further in Chapter 8: “Entering Supporting Records for Work
Management—Preventive Maintenance.”

Limiting the Number of Job Tasks

Because there are many job tasks associated with asset maintenance, you will not cover all
of them in this course. In most cases, this information will be entered in your company’s
database electronically.

Manufacturing Scenario
In this scenario you will build a simple job plan: Bearing Lubrication for the Batch Mixer.

These simple job plans are designed to capture the concept.

Manufacturing Scenario Exercise: Job Plan Defaults

The first step is to create the job plan record and define certain defaults that will be applied
to any work order using this job plan.

Hint: Remember, if you run out of space when entering field information, you can click the
Detail button to bring up the Long Description box.

1. Access the Job Plans application from the Planning module, then insert a new
record using the following information:

Field Value

Job Plan BLUBE

Description Bearing Lubrication

Organization EAGLENA

2. In the Details section, enter the following values in their respective fields:

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Field Value

Duration 1:15

WO Priority 3

3. Save the record.

Manufacturing Scenario Exercise: Defining the Tasks for

the Job Plan
The next step is to define what actions should be taken for this job.

In Maximo, tasks can be defined in the job plan or on the work order plan itself.

1. Click the New Row button in the Job Plan Tasks section.

2. In the table window, enter the following information:

Task ID Description

10 Remove pipe plugs from housing

3. Click New Row.

4. Repeat the two previous steps, entering the following data.

Hint: You might need to use the Long Description icon.

Task ID Description Hours

20 Clean pipe plugs

30 Remove hardened grease from drains

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40 Add grease inlet until small amount of new grease is forced out of
drain

50 Remove excess grease from plugs

60 Replace inlet plugs

70 Run motor ½ hr before replacing drain plug

5. Save the record.

Result: Your screen should look similar to this.

Using Subtabs
By using the subtabs, you can assign the task to some, all, or none of the estimated labor,
materials, services, and tools that are associated with a task.

The Labor, Materials, and Tools fields do not need to be unique, or even populated,
because a task on a job plan might call for more than one worker, tool, or unit of asset.

Labor Subtab
The Labor subtab contains job plan labor and crafts information. When you enter labor or
craft information on the Labor subtab, the labor or craft record’s description and rate are
displayed from the Labor database table.

When you insert, delete, or modify quantities or hours on the Labor subtab, the following
fields are updated automatically:

• Line cost

• Total labor hours

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• Total labor cost

Manufacturer Scenario Exercise: Adding Job Plan Labor

Follow these steps to assign a craft to the job plan.

1. Click the New Row button on the Labor subtab.

2. In the Craft field, enter LUB. In the Skill Level field, enter FIRSTCLASS.

Result: A first-class lubricator is assigned to the job.

Assume that you did not have the schedules of available labor yet, so you assigned
a generic person suited for the job description (craft).

3. In the Hours field, enter 1:00.

4. Save the record.

Result: Your Labor subtab should look similar to the next one.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Materials Subtab
The Materials subtab of the Job Plan tab in the Job Plans application contains job plan
materials information. When you enter an item number on the Materials subtab, the item’s
description, location, category, and unit cost are copied from the Inventory storeroom
record.

When you insert, delete, or modify a quantity on the Materials subtab, these fields are
updated automatically:

• Line cost

• Estimated total material cost

Manufacturer Scenario Exercise: Adding Job Plan

Materials
Follow these steps to add the materials required on this job plan.

1. Click on the Materials subtab.

2. Click the New Row button of the Materials subtab.

3. Click the Detail Menu icon beside the Item field, then find and select Z-RAGS
in the Select Value dialog box.

Result: Z-RAGS is selected in the Item field.

A number of the tasks in this job plan can be messy. Because we'll need the rags
for the entire job, you will not assign this particular material to a specific task.

4. Four rags should be enough, so enter a Quantity of 4.

5. Indicate that the Storeroom is CENTRAL and the Storeroom Site is BEDFORD.

6. Insert a new Material row.

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7. You will also need some grease. Enter the following values in their respective
fields:

Field Value

Task 40

Item 900810

Storeroom/Site CENTRAL/BEDFORD

Quantity 1

Hint: Use the Detail Menu icon if necessary.

8. Save the record.

Result: Your Materials subtab should look similar to the next graphic.

Services Subtab
The Services subtab contains the service item lists for the job plan. When you enter a
service item, the tool’s description and rate are displayed from the Tools database table.
The services rendered can come from an internal or external source.

When you insert, delete, or modify records in the Services subtab, the following fields are
updated automatically:

• Unit Cost

• Line Cost

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

You will not be entering a Service Item record in this exercise.

Tools Subtab
The Tools subtab contains a tool list for the job plan. When you enter a tool on the Tools
subtab, the tool’s description and rate are displayed from the Tools database table.

When you insert, delete, or modify quantities or hours on the Tools subtab, the following
fields are updated automatically:

• Line Cost

• Estimated total tool cost

Manufacturer Scenario Exercise: Adding Job Plan Tools

Follow these steps to add a grease gun to the Tools subtab.

1. Display the Tools subtab of the Job Plan tab.

2. Click the New Row button of the Tools subtab and enter the following
information:

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Field Value

Task ID 40

Tool Grease

Tool Quantity 1

Tool Hours 0:30

Rate 5.00

3. Save the record.

Result: Your Tools subtab should look similar to the next graphic.

Viewing Job Plan

Use View Costs from the Select Action menu to view the total labor hours and costs for a
job plan.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Job Plans Status and Associations

A job plan status must be ACTIVE before it can be associated with PM or work
order records.

In the next exercise, you will see how to change the status of a job plan.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Exercise: Changing the Job Plan Status

In this exercise, you will activate the BLUBE job plan record.

In the next chapter, you will associate the job plan with another record.

1. Access the BLUBE job plan record from the Job Plans application.

2. Click the Change Status icon and select ACTIVE from the drop-down list.

Hint: You can also use Select Action to change the status.

3. Click OK.

Result: The job plan status is now ACTIVE. The job plan can now be associated
with other records.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Utility Exercise Scenario: Building a Job Plan

In this unit you will generate a corrective maintenance work order for utility pole
replacement. Because this is a common job for a utility company, you will create a job plan
so that you can use it without having to build a work plan from scratch.

To keep things simple, tasks, labor, and materials will be kept to a minimum.

1. Create a new job plan that will be used by the EAGLENA organization.

2. Identify the job plan as POLEREP, with the following description:

Utility Pole replacement – 45’ class 5

3. The duration of the job plan will be 10 hours.

Job Plan Details

Sequence Task ID Description Duration

1 10 Dig Hole 1:00

2 20 Attach Cross Arm to pole 1:00

3 30 Set New Pole 2:00

4 40 Load Relief (wire transfer) 5:00

5 50 Remove Old Pole 1:00

Labor Requirements:

• ELECT (FIRSTCLASS) for 10 hours.

• ELECT (SECONDCLASS) for 10 hours.

• For Task 40, ELECT (APPRENTICE).

Material Requirements:

From the CENTRAL storeroom and storeroom site BEDFORD, issue the following
materials for Task 20:

• Bracket – Utility Pole, Bracket, Galvanized Steel

• CARM – Cross Arm - Heavy Tangent-braceless-4x6,

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• PT455 – 45' Class 5 Wood Pole

Be sure to change the status to ACTIVE.

Adding Work Assets to a Job Plan

Introduction
You can use the Work Assets tab to perform the following tasks:

• Associate one or more work assets (assets, locations, and items) to a job plan

• Associate safety plans with the work asset so that when generating a work order
from the job plan, Maximo can copy the default safety plan or other associated
plans to the work order

• Specify that Maximo create a single work order when any quantity of that item is
specified on an approved purchase order

If there is an organization or an organization and site at the job plan level, every work asset
row you add inherits this information. You cannot modify the information on the row.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

Chapter Summary

Job Plans
Job plans are used as templates for work orders that are generated from the Preventive
Maintenance application in Maximo.

Job plans consist of the tasks, labor, materials, and tools required for a particular type of
job. They can also be used on other types of work orders.

Job Plan Status

The job plan status must be ACTIVE before you can associate it with a PM or Work
Orders.

Building Job Plans

Use the Job Plans application to build job plan records in Maximo.

• Job plans are identified by their key field, Job Plan, on the Job Plan tab.

• You can use Task Details to build the tasks. Numbering tasks in increments of 10
allows you to insert additional tasks at a later time if and when the job plan needs
to be updated.

• You can assign individual laborers or crafts to a job plan on the Labor subtab of
the Job Plan tab. Each labor assignment can be a general assignment or for a
specific task.

• You can use the Materials and Tools subtabs of the Job Plan tab to list the
materials and tools required for the work. Job plan materials are not reserved until
a work order based on that job plan is approved.

• You can duplicate your original job plan to create an annual job plan or any other
job plan that might use the same work assets and tasks.

Work Assets Tab

The Work Assets tab is where locations, assets, and items are associated with the job plan.
Safety plans for associated assets are also listed on this tab.

Adding a list of specific assets and locations to the job plan creates a “short list” of job plans
to choose from when you create PMs and work orders later in this course.

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

NOTES:

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 Chapter 7: Entering Supporting Records for Work Management—Job Plans

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 Chapter 8: Entering Supporting
Records for Work
Management—Preventive
Maintenance
This chapter contains the following topics.

Topic See Page

Chapter Overview 331

The Preventive Maintenance Application 336
Creating Time- and Meter-based PMs 343
Master PMs 353
Chapter Summary 360

Chapter Overview

Introduction
A Preventive Maintenance (PM) program is virtually always a critical element in the
successful management of a maintenance organization. An efficient PM program can
reduce unplanned downtime, increase productivity, increase the lifecycle of an asset, and
create a safer work environment.

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Learning Objectives

After completing this chapter, you should be able to:

• Discuss Key Performance Indicators (KPIs) and implementation considerations
related to PM programs

• Create PM records

• Create a preventive maintenance schedule for an asset

You Are Here

In this section you will enter preventive maintenance as supporting records in creating work
orders.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

set up Organization
and Sites
1

create Location enter Person

records Records and
2
Register Users 3

set up Inventory
records 4

enter Asset and

Subassemblies
5
Records

enter Job Plan

records 6

enter PM records
7

Implementation Questions to Consider

• Are job plans set for PM inspections?

• Do PMs cover all critical asset and components?

• Who performs the PM inspections?

• Are training and certification criteria for PM inspectors detailed?

• Are PM inspections performed on time?

• Are there PM overdue reports?

• Are there PM schedule reports?

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

• Are there PM completion reports?

• What priority PMs are given?

• Are your PM checklists developed from:

– Your own asset history records?

– Manufacturer’s recommendations?

• What percent of work is covered by PM inspections?

• Do PM programs continue to reduce maintenance-related lost production?

• How often are PM programs reviewed for frequency adjustment, task

enhancement, and effectiveness?

• Are there individuals dedicated to the PM program?

• Do operators perform PM tasks?

• What are the PM effectiveness measures?

• Are there annual adjustments made to PM records?

• Do scheduled PMs for tools ensure availability and usability?

• Does the engineering department supporting the PM programs?

KPIs
The following table describes some preventive maintenance performance metrics.

Metric Title Metric Description

What percentage of PMs was not completed by

% PM inspections overdue
the due date
% PM inspections completed What percentage of PMs was completed
% PM inspections completed by due What percentage of PMs was completed by the
date due date
% PM tasks audited annually What percentage of PMs is audited annually
% Corrective work orders generated What percentage of all corrective work orders is
from PM inspections generated from PM inspections annually

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Organizations Application Options Revisited:

Configuring Preventive Maintenance Application
Options
The following setup options for PMs are available in the Organizations application.

This screen is used to set preventive maintenance options for the selected site.

It is divided into three sections:

• The Sites section lets you toggle between site PM settings.

• The PM Options section is used to set frequency criteria.

• The Standalone WO Generation Process Settings section is used to set up

customized PM criteria with SQL statements.

Selecting the Auto PM WO Generation check box causes custom PM criteria to be

considered automatically.

PM Options settings are configured at site level; therefore, each site can be configured to
meet your business needs.

Preventive Maintenance Module

The Preventive Maintenance module contains two applications that you will be
discussing in detail as you go on with the chapter:

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

• Preventive Maintenance

• Master PM

The Preventive Maintenance Application

Introduction
In Maximo, a PM record specifies work to be performed regularly, based on elapsed time
or on meter readings that indicate service hours or mileage. PM records are templates that
contain job plans, routes, and scheduling information. You can generate work orders from
single PMs or from PMs that you group into a hierarchy. A PM hierarchy models your asset
hierarchy as you generate sequenced work order hierarchies.

Work Assets and PMs

Work assets are asset and work locations where you create work orders. When a work order
is generated from a PM in Preventive Maintenance, the associated job plan information
on that PM is copied to the work order as a work plan, as well as any associated safety
information on the job plan.

Preventive Maintenance Application

Use the Preventive Maintenance application to create, modify, or delete scheduled
maintenance work records.

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Preventive Maintenance Tabs

The Preventive Maintenance application contains six tabs.

Use this tab: To:

List Search for PM records.

Create and view PM records and associate them with assets,
PM
locations, or GL accounts.
Schedule criteria for work order generation from PMs in
Frequency which PMs can be scheduled on a time-based or a meter-
based basis.
Schedule PMs during specified times of the year, including
Seasonal Dates
active PM days, weeks, or months.
Assign a sequential list of PM job plans. This lets you
Job Plan Sequence schedule different levels of maintenance work at specified
intervals.
Generate an organized group of PM work orders for an asset
PM Hierarchy or location hierarchy. This lets you organize work orders for
inspections and large projects.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Important Fields on the PM Tab

This table describes some of the important fields on the PM tab.

Field Description

This check box field indicates whether lead time can be

Lead Time Active?
applied to this PM.
The number of days before the next due date on which
Maximo generates work orders from this PM. Maximo adds
Lead Time (days)
lead time to the system date to determine if you can generate
work orders from the PM.

Different Criteria to Generate Schedule Maintenance

Work Orders
A PM’s frequency schedule (set up on the Frequency tab) determines how often you
generate work orders from the PM record. You can create a PM schedule to generate work
orders based on the following criteria:

• Elapsed time since the target start date or completion date of previous work. PMs
for this kind of work are called time-based PMs.

• Metered equipment usage since the target start date or completion date of previous
work. PMs for this kind of work are called meter-based PMs.

• A combination of elapsed time and metered usage. For example, you can schedule
a PM to trigger work every 6 months or every 300 hours, whichever comes first.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Frequency Tab: Work Order Generation Information

The Work Order Generation Information table contains fields that are used for the
generation and scheduling of PM work orders.

The following table explains the functions of each check box field.

Check Box Description

Select this check box if you want the due dates of

generated work orders to be calculated from the target
start date of the last work order. If you do not want to
Use Last WO’s Start
calculate the next due date based on the target start of
Information to Calculate
the last work order (for example, if you want the next
Next Due Frequency?
work order to be generated based on when the last
work order was actually completed instead), clear the
check box.
Select this check box if you want work orders
Generate WO Based on generated only when the defined meter reading has
Meter Reading (Do Not been reached. If you want Maximo to estimate the
Estimate)? next work order due date based on the average
metered usage, clear the check box.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Select this check box if you want Maximo to

automatically generate work orders for this PM when
Generate WO when Meter the meter frequency has been reached and entered.
Frequency Is Reached? This check box can be selected only if the Generate
WO Based on Meter Reading (Do Not Estimate)
check box has been selected.

Fixed and Floating PM Schedules

To schedule any master or associated PM, you must determine whether you want to do
work on a fixed or floating schedule.

On a fixed schedule, you plan work based on the target start date of the previous work. The
target start increments by a frequency that you specify. When working with a fixed
schedule, you can create multiple work orders in advance. On a floating schedule, you plan
work based on the closure of the previous work. You cannot generate a new work order
until the current one is completed.

To create a fixed-schedule PM, select the Use Last WO’s Start Information to Calculate
Next Due Frequency? check box, located in the Work Order Generation Information
section of the Frequency tab. On each associated PM, Maximo schedules the PM work
based on the value in the Last Start Date field (on the PM tab of the Preventive
Maintenance application).

On a floating schedule, you plan work based on the closure of the previous work. You
cannot generate a new work order until the current one is completed.

To create a floating-scheduled PM, do not select the Use Last WO’s Start Information to
Calculate Next Due Frequency? check box. Maximo schedules the PM work based on the
value in the Last Completion Date field (on the PM tab of the Preventive Maintenance
application).

Seasonal Dates Tab

You can determine active PM days and dates by using the Seasonal Dates tab.

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• The Active Days section allows you to select the days of the week on which work
orders can be generated.

• The Active Dates section allows numerous time periods (seasons) of various
durations to be added.

For example, you want PMs for a particular asset to generate work orders only during the
summer and winter months. You would define two active seasons for this PM, using the
Seasonal Dates tab.

Job Plan Sequence Tab

Maximo allows you to create and use sequenced preventive maintenance records. This lets
you schedule different levels of maintenance work at specified intervals. By assigning a
sequence number to each job plan, you specify which job plan Maximo selects each time a
work order is generated from that PM record.

Automatically, at every other generation of this PM, Maximo would attach the second job
plan to the work order.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

How Maximo Selects a Sequenced Job Plan

When you generate a work order from a PM, Maximo first increments the value in the
Counter field by one, then selects the job plan. Maximo selects the job plan with the
highest sequence number that divides evenly into the value in the Counter field. If no
sequence number meets this criterion, Maximo uses the primary job plan (sequence number
1).

The value in the Sequence field means that this job plan would be used on every nth work
order generated from the PM, where n is the sequence number.

Example
Using the example above, you would create a job plan sequence on the Job Plan Sequence
tab as follows.

Job Plan
Job Plan Seq Meaning
Description

This is the default or primary job

plan. It is used unless the
sequence calls for a different plan.
INS-TURB Inspect Turbine 1
This job plan is used when the
value in the Counter field is
divisible only by 1.
This job plan is used when 4 is the
Inspect Turbine highest number that divides
INS-TURBCOMP 4
Component evenly into the value of the
Counter field.
This job plan is used when 12 is
Inspect Turbine and the highest number that divides
INS-TURBFEED 12
Feeder System evenly into the value of the
Counter field.

PM Hierarchy Tab
PM hierarchies are used to schedule a group of work orders for an asset or location
hierarchy. This lets you organize work orders for inspections and large projects. If any PM
in the hierarchy is due, it triggers the generation of work orders for the entire hierarchy.

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You can add a sequence number to each PM in a PM hierarchy. Maximo copies the
sequence number to the work orders you generate from the PM, to indicate to workers the
order in which they should perform the work.

PM Status
PMs have three statuses available:

• Draft – default status for new PMs created.

• Active – PMs can now be associated with work orders; you can still modify a PM
that is in Active status.

• Inactive – PMs cannot generate work orders. Usually PMs of this status are
discontinued either temporarily or permanently.

Creating Time- and Meter-based PMs

PM Generation
As you saw earlier, PM work orders are triggered by one or more conditions:

• Time-based PMs are based on elapsed time since previous work. For example,
every 6 months.

• Meter-based PMs are based on meter readings off an asset record. For example,
every 7,000 miles.
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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

• Seasonal-based PMs are based on seasonality defined by a period of time. For

example, December 1 – February 1.

• Combination-based PMs are based on time and meter readings. For example,
every 3,000 miles or 3 months.

If a PM is both time-based and meter-based and a generated work order overlaps the setup
of either method, both the meter and the time frequency are reset to avoid unnecessary extra
PMs.

Time-based PMs
Time-based PMs are based on time elapsed since previous work.

Associating Job Plans to PMs

The job plan status must be ACTIVE before you can associate it with PM work.

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Manufacturing Exercise Scenario: Setting Up a Time-

based PM
Using the job plan template that you created in Chapter 7, you will create a time-based PM
for the batch mixer located at the production line.

1. Open the Preventive Maintenance application from the Preventive

Maintenance module.

2. Insert a new PM record.

3. Enter the following information on the PM tab:

Field Value

PM MIXER

(Description) Scheduled Maintenance for Batch Mixer

Asset BMIX1

Job Plan BLUBE

Work Type PM

Work Order Status WAPPR

Priority 5

GL Account 6000-200-000

Storeroom CENTRAL

Storeroom Site BEDFORD

4. Save the record.

Result: Your screen should look like the next one.

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5. Click on the Frequency tab.

6. On the Time Based Frequency subtab, enter the following information:

Field Value

Frequency 6

Frequency Units MONTHS

Estimated Next Due Date [Today]

7. Save the record.

Result: Your screen should look similar to the next one.

Manufacturing Exercise Scenario: Setting Up a Time-

based PM
Next, you will change the MIXER PM record to Active.
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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

1. Click the Change Status icon.

Result: The Change Status dialog box opens.

2. Select ACTIVE from the New Status drop-down list.

3. Check the Roll New Status to All Child PMs? check box, then click OK.

Result: Your new PM record is now active.

Meter-based PMs
A meter-based PM is based on meter readings of an asset record. You can attach several
meters to an asset.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Important Meter-based PM Fields:

Field Description

Meter units (hours, cycles, miles, etc.) copied from the asset
Meter
record.
Frequency Meter reading set before a PM is done on the asset.
Alert Lead Number of lead time days to schedule PM.
Average Units/ Calculated average asset performance per day measured in meter
Day units.

Last Work Order Information Section

The Last Work Order Information section contains read-only meter reading information
about the last PM work order generated.

This Field: Shows:

The asset meter reading when the last PM work order was
Meter Reading
completed.
Meter Reading The date of the asset meter reading when the last PM work order
Date was generated.

Next Work Order Projections Section

The Next Work Orders Projections section provides read-only meter-based information
from the asset records you created in Chapter 6: Entering Asset Records. Maximo
automatically shows the defaults and calculates the values.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Field Description

Shows the calculated value before the next meter PM work

Next Meter Reading
order is generated.
The calculated value of the differences between the current
Units to Go Meter Reading and the Projected Reading at Next PM;
Units to Go is recalculated when a meter is updated.
Estimated Next Due Based on the Meter frequency and Average Units/Day, the
Date estimated next scheduled date to generate the work order.

Exercise: Setting Up a Meter-based PM

In this exercise, instead of using a time-based PM, you will create a meter-based PM record
for asset BMIX1.

Using the meter readings on the asset you created in Chapter 6 and job plans you created in
Chapter 7, you will create a meter-based PM work plan for asset BMIX1.

1. Open the Preventive Maintenance application from the PM module.

2. Insert a new PM record.

3. Enter the following information on the PM tab:

Field Value

PM MIXER1

Description Meter-based PM for Batch Mixer

Asset BMIX1

Job Plan BLUBE

Work Type PM
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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Work Order Status WAPPR

Priority 5

GL Account 6000-200-000

Storeroom CENTRAL

Storeroom Site BEDFORD

4. Save the record.

Result: Your screen should look similar to the next one.

5. Access the Meter Based Frequency subtab on the Frequency tab, then click
New Row.

Result: A new line is added to the Meter Based Frequency subtab.

6. Select RUNHOURS from the Meter field Details menu list.

Result: RUNHOURS is entered in the Meter field.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

7. Enter the following data for the RUNHOUR meter, then save the record.

Field Value

Frequency 2000

Result: Your screen should look similar to the next graphic.

Assets and PM Records Relationship

From Chapter 6: Entering Asset Records, remember that your latest meter reading is 500
hours runtime. Suppose that BMIX Manufacturer’s manual requires bearing lubrication
every 2000 hours of runtime. Maximo enables you to track asset usage and automatically
create a preventive maintenance schedule.

In the previous exercise, Maximo automatically computes the remaining run hours (1500)
before the bearings should be lubricated.

Note also that Maximo allows you to calculate the asset’s average performance units and
estimated the next PM due date.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Assets and PM Records Relationship

Next, you will change the MIXER1 PM record status to Active.

1. Access the MIXER1 PM record, then click the Change Status button.

Result: The Change Status dialog box opens.

2. Select ACTIVE from the New Status drop-down list.

3. Check the Roll New Status to All Child PMs? check box.

4. Click OK.

Result: The record is saved and MIXER1 is now Active.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Master PMs

Introduction
Master PM (preventive maintenance) records are PM templates containing scheduling
information you copy to other PMs, identified as associated PMs. You cannot use master
PMs to generate work orders, nor can you add them to PM hierarchies.

Benefits of Using Master PMs

Though master PMs cannot generate work orders, using the master PM enables you to
create PM plans for rotating items.

Suppose there are numerous assets associated to a rotating item. You can use the master PM
to associate a PM record to the rotating item without having to enter individual PM records
to each asset.

Master PM Application
The Master PM application allows you to create associated PMs and set which criteria the
master PM will define for the associated PMs.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Associated PMs
Associated PMs are PM records created in the Master PM application, where scheduling
information can be inserted or updated by a master PM and be used in the organization and
site levels.

Considerations in Creating and Associating Master PMs

As mentioned earlier, master PM records are accessed at the database level, meaning that
you can use master PM records independent of organization and sites.

When creating and associating master PMs to a job plan or PM, consider the following
points:

• If the PM is associated with a master PM, updates to the master PM record will
overwrite changes you made to the PM’s frequency. If you want to prevent
updates by the master PM, select the Override Updates from Master PM? check
box on the PM tab (in the Preventive Maintenance application).

• You can associate only a job plan that has no specific organization or site
information defined.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

• PM records belonging to a hierarchy cannot be associated to a master PM.

• Rotating items should belong to a meter group in order to associate PMs to a

meter-based master PM.

Master PM Tabs
The Master PM application contains five tabs.

Use this tab: To:

List Search for master PM records.

Create and view master PM record templates enabling
Master PM
associated PMs to be shared across organizations and sites.
Schedule criteria for work order generation from associated
Frequency
PMs in the PM.
Schedule master PMs’ active PM days, weeks, months, or
Seasonal Dates
seasons.
Assign a sequential list of master PM records, allowing you
Job Plan Sequence to schedule different levels of maintenance work at specified
intervals.

Exercise: Creating a Time-based Master PM

In this exercise, you will create a master PM for rotating item PUMP100 (Centrifugal
Pump).
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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

1. Access the Master PM application from the Preventive Maintenance module.

Result: The Master PM application opens to the List tab.

2. Insert a new master PM record, then enter the following information:

Field Value

Master PM PUMPMAS

Description Master PM for Centrifugal Pump

Item PUMP100

Create Associated PMs

for Item’s Location [Unchecked]

Work Order Status WAPPR

Work Order Priority 5

3. Save the record.

Result: Your screen should be similar to the next one.

4. Access the Frequency tab.

Result: The Frequency tab opens to the Time Based Frequency subtab.
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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

5. Enter the following information on the Time Based Frequency subtab:

Field Value

Frequency 365

Frequency Units DAYS

Use Last Work Order's

Start Information to
Calculate Next Due
Frequency? [Checked]

Update Existing PMs? [Checked]

6. Save the record.

Result: Your screen should be similar to the next one.

Your next exercise will begin at this point.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Exercise: Associating a Job Plan to a Master PM

In this exercise you will associate an existing PM job plan template to rotating item
PUMP100 (Centrifugal Pump).

1. From the PUMPMAS master PM record, access the Job Plan Sequence tab.

Result: Maximo displays the Job Plan Sequence tab.

2. Click New Row and enter the following information:

Field Value

Job Plan JPOUTPR

Sequence 1

3. Save the record.

Result: The job plan JPOUTPR is now associated with the master PM record
PUMPMAS.

Your next exercise will begin at this point.

Exercise: Creating Associated PMs

In this exercise you will associate the PUMPMAS master PM record to all the asset records
belonging to rotating item PUMP100 (Centrifugal Pump).

1. From the Select Action menu, select Create Associated PMs.

Result: The Create Associated PMs dialog box opens on the Asset tab.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

2. Select all the listed assets, then click OK.

Result: PM record PUMPMAS creates associated PM records for all the listed
assets.

3. Click Close and save the record.

Using the Master PM application saves you time in creating individual PM

records for assets belonging to a rotating item.

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

Chapter Summary

PMs
PMs are the templates Maximo uses to generate PM work orders. You define them in the
Preventive Maintenance application. PMs use job plans to specify what operations,
materials, and tools will be needed on the PM work order.

Generating PM Work Orders

You can generate PM work orders based on a frequency criterion, or you can ignore the
frequency criteria. Maximo has two types of frequency criteria: time based and meter
based. In this chapter, you used a time-based PM to generate a work order.

PM Work Orders in Work Order Tracking

When a PM work order is generated in the Preventive Maintenance application, Maximo
automatically gives it a number for the key. The work order can be viewed in the Work
Order Tracking application. The information from the PM and associated job plan is
displayed on the work order.

PM Status
PMs have three statuses available:

• Draft – Default status for new PMs created

• Active – PMs can now be associated with work orders

• Inactive – Indicates that PMs are not active

Considerations in Creating and Associating Master PMs

When creating and associating master PMs to a job plan or PM, consider the following
points:
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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

• If the PM is associated with a master PM, updates to the master PM record will
overwrite changes you made to the PM’s frequency. If you want to prevent
updates by the master PM, select the Override Updates from Master PM? check
box on the PM tab (in the Preventive Maintenance application).

• You can associate only a job plan that has no specific organization or site
information defined.

• PM records belonging to hierarchies are not allowed to be associated to a master

PM.

• Rotating items should belong to a meter group in order to associate PMs to a

meter-based master PM.

NOTES:

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 Chapter 8: Entering Supporting Records for Work Management—Preventive Maintenance

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 Chapter 9: Proactive Work
This chapter contains the following topics.

Topic See Page

Chapter Overview 363

Revisiting the Preventive Maintenance Application 365
Generating a Time-based Work Order 368
Planning Work 372
Scheduling Work 380
The Assignment Manager Application 383
Scheduling Work Assignments 389
Executing Work 393
Completing Work 400
Analyzing Work 404
Generating Meter-based PM Work Orders 410
Chapter Summary 413

Chapter Overview

Introduction
In this chapter you will focus on generating proactive work orders.

Proactive work is defined as a work classification that heads off problems before they
occur. Some examples are:

• Work done to prevent an asset, especially critical assets, from failing

• Any PM job

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 Chapter 9: Proactive Work

• Work orders initiated by condition (predictive) monitoring when the need is not
otherwise readily apparent

• Project works to upgrade an asset

Chapter Focus
In this chapter, based on frequency information that you entered using the PM application
in Chapter 8: Entering Supporting Records for Work Management—Preventive
Maintenance, you will focus on PM work orders that are manually generated by a user in
the system.

You will generate work orders based on the PM records frequency using the Preventive
Maintenance application and will process them through the work order lifecycle using the
Work Order Tracking application.

The PMWoGenCronTask cron task can be configured to automate the creation of PM-
based work orders.

Learning Objectives
When you have completed this chapter, you should be able to:

• Generate a time-based PM work order

• Generate a meter-based PM work order

• Process a work order through its lifecycle using the Work Order Tracking
application

Scenario Premise
The premise for this chapter will be to generate work orders from preventive maintenance
records. Specifically, you will generate a time-based PM work order for the batch mixer
and a meter-based PM work order for a conveyor system, and move through stages 1–7.

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 Chapter 9: Proactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
ce n
r vi ti o
Se va
ri al/ s ted s er Dispatching/
te e e Scheduling
Ma R equ lR Executing 4
ia 3
er ng
at gi
M ta
s /S i le
e b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

Revisiting the Preventive Maintenance

Application

Revisiting the PM Application

Remember that you can use the Preventive Maintenance application to build, modify, and
view PM records. PM records serve as templates for work orders and for other PMs. In this
chapter, based on the frequency data you used to set up PMs, you will use the PM
application to generate work orders.

Revisiting the Frequency Tab

Use the Frequency tab to schedule frequency criteria for work order generation. Frequency
criteria can include time- or meter-based scheduling information.

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 Chapter 9: Proactive Work

Work Order Generation Information Section

The Work Order Generation Information section contains fields that are used for
generating and scheduling PM work orders.

Generate Work Orders Action

There are several ways (manual and automatic) to have the system generate a work order.
You can generate Preventive Maintenance (PM) work orders at any time using the
Generate Work Orders action.

For this course you will be generating work orders using the Generate Work Orders action
(manually) from the PM application.
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 Chapter 9: Proactive Work

Generate Work Orders Dialog Box

If you use the Generate Work Orders action, a Generate Work Orders dialog box
opens. Use this to specify which PM records can generate preventive maintenance work
orders.

Option Description

Generate WOs Due Today Plus Allows you to enter additional “slack” days in
This Number of Days advance of their due dates.
Evaluates the frequency criteria for the selected set
Use Frequency Criteria? of records to determine which PMs are due to
generate work orders.
Allows you to suppress the display of the
Run Work Order Generation in
Generating Work Order Notification and Display
the Background?
Work Orders generated page.
Allows to you to enter the e-mail address of the
Notification E-mail for Work
person to be notified about the generated work
Order Generation
orders.

Generating PM Work Orders Manually

When manually generating PM work orders using the Select Action menu, the Use
Frequency Criteria? check box should be cleared (unchecked) in order to override the
frequency criteria set to generate PMs for assets or locations.

PM Process
For this chapter you will generate PM work orders following this process diagram.
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 Chapter 9: Proactive Work

Open Preventive
Maintenance
Application

Select PM
Record (s)

Generate PM
Work Order

Frequency
PM Work Order
No Criteria
Not Created
Reached?

Yes

Job Plan
Information Used

PM Work Order
Created

Generating a Time-based Work Order

You Are Here: WO Generated

For assets or locations, you can generate work orders and, if necessary, associate job and
safety plans.

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 Chapter 9: Proactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
ic e t io
e rv va
ia l/S te d er Dispatching/
ter s s
Ma Requ
e e Scheduling
lR Executing 4
ia 3
ter ng
a gi
M ta
s/S ile
e b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

Revisiting: PM Application and Time-based Frequency

Time-based PM work orders are determined by the length of time indicated in the
Frequency and the Estimated Next Due Date fields in the Time Based Frequency table
window.

Manufacturing Scenario Exercise: Generating a Time-

based PM Work Order
In the following exercise you will generate a work order for the batch mixer PM record
based on the time frequency.

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 Chapter 9: Proactive Work

In this exercise you will be using the Maximo automatic numbering system. Your work
order record results might vary.

1. Access the Preventive Maintenance application.

Result: The Preventive Maintenance application opens to the List tab.

2. Access the MIXER record.

Result: Your PM tab screen should look similar to this:

3. Select Generate Work Orders from the Select Action menu.

Result: The Generate Work Orders dialog box opens.

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 Chapter 9: Proactive Work

PM status should be ACTIVE before you can generate PM work orders.

4. Clear the Use Frequency Criteria? check box and click OK.

Result: After a brief period of time, Maximo displays a message indicating which
work orders were created by the PM.

The work order number generated by your setup might vary.

Record your work order number on the next line.

Work Order: __________________

Because you are manually generating a time-based PM work order, leaving the
Use Frequency Criteria? box checked will not generate a work order if the time-
based criteria are not met.

5. Click OK to close the message window.

6. Click the Detail button for the Asset field (on the PM tab) and select View Work
Orders and PMs from the resulting list.

Result: The View Work Orders and PMs dialog box displays the generated work
order and its task work orders.

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 Chapter 9: Proactive Work

7. Click OK to close the View Work Orders and PMs dialog box.

Planning Work

You Are Here: Work Planned

Work plans, related service contracts, and safety information can be associated to a work
order. When a job plan or work plan is used with a work order and the work order is then
approved, the planned materials are put on inventory reserve.

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 Chapter 9: Proactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generation Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
ce n
rvi tio
/Se va
r ial s ted s er Dispatching/
te e e Scheduling
Ma R eq u lR Executing 4
ia 3
er ng
at gi
M ta
s /S ile
e b
or Mo
St

Follow-up
Purchasing Inventory Completing
Returns Work
8 7 5 5a

Analyzing
6

Revisiting Work Order Tracking Application: Plans Tab

A work plan describes the procedures, labor, materials, services, and tools for a work order.
When in an approved status (APPR, WSCH), replacement parts (materials) are reserved in
the storeroom (parts room).

In Maximo, there are three ways to create a work plan:

• Enter work plan data in the table windows of the Plans tab of a work order.

• Associate a previously defined job plan. Maximo adds a copy of the job plan, now
called a work plan, to the Plans tab of the work order.

• Associate a job plan with the work order, then modify data to that work plan’s
requirements. Changes you make to the work plan do not affect the original job
plan.

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 Chapter 9: Proactive Work

Building/ Modifying a Work Plan

While the work order is in the WAPPR status, you can build a work plan or make
modifications to it.

• To add tasks, labor, services, materials, or tools, click the New Row button in the
Tasks for Work Order section.

• To modify a row, click the row’s View Details button to expand that row into the
Details window, where you can make the changes.

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 Chapter 9: Proactive Work

• To delete a row, click the Mark Row for Deletion button.

Viewing the Work Plan Information

In the following exercise you will view the job plan information that was carried over to the
work plan, as well as reservations made into the storeroom.

Depending on the Maximo automatic numbering function, work order ID records might
vary for each user.

1. From the Work Orders module, access the Work Order Tracking application.

Result: The Work Order Tracking application opens at the List tab.

2. Access the work order created in the previous exercise.

Result: Your screen should look similar to the next graphic.

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 Chapter 9: Proactive Work

Notice that information set up on the PM record has carried over and includes the
priority information.

3. Access the Plans tab.

Result: Notice that job plan information set up on the PM record has carried over
to the work order. These lines are editable.

4. From the Select Action menu, select View > Entire Plan.

Result: The View Entire Plan dialog box displays the subtabs for the plan on this
work order.

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 Chapter 9: Proactive Work

You can click on the tabs to view all work plan resource components (materials,
services, tools).

5. Click OK to close the View Entire Plan dialog box.

6. From the Select Action menu, select View > Costs.

Result: The View Costs dialog box displays the estimated costs of the work order.

A description of the elements of this dialog box is on the next page.

7. Click OK to close the View Costs dialog box.

8. Access the Materials subtab.

9. Click the Detail Menu button for item 900810, then select View Item
Availability from the resulting list.

Result: The View Item Availability dialog box shows how much of the item is
available and from which storerooms it is available.
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 Chapter 9: Proactive Work

10. Click OK to close the View Item Availability dialog box.

The next exercise begins from this point.

Details for View Costs Dialog Box

The View Costs dialog box has two sections:

• Work Order Totals

• Hierarchy Grand Totals

Work Order Totals Table

Current Estimate

The calculated values in the Current Estimate column show current totals from the
Labor, Materials, Services, and Tools subtabs of the Plans tab.

Estimate at Approval

The calculated values in the Estimate at Approval columns are set to zero until the work
order is approved. When the work order is approved, Maximo copies values for these fields
from the Current Estimate column and they become read-only.

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 Chapter 9: Proactive Work

Actual

The calculated values in the Actual column show totals from the Labor (approved labor
only), Materials, Services, and Tools subtabs of the Actuals tab. These fields are read-only.

Hierarchy Grand Totals Table

This table shows the Current Estimate, Estimate at Approval, and Actual hours and
costs for a work order and all work orders below it in a hierarchy.

Approve the Work Order

For the example, you indicated on the PM that the work order should be created with a
status of WAPPR.

To make the materials reservations and to enable actuals to be added later on, the work
order needs to be approved (APPR).

Follow these steps to approve the work order.

1. Ensure that you have accessed the work order from the previous exercise.

2. Click the Change Status button.

Result: The Change Status dialog box opens.

3. Select Approved from the New Status drop-down list, then click OK.

Result: Your work order is approved and ready for the next steps in the process.
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 Chapter 9: Proactive Work

Scheduling Work

You Are Here: Scheduling Work

Scheduling data drawn from the Scheduling Information table window in the Work Order
Tracking application is used by a project scheduling application, such as the Assignment
Manager application. Backlog is ranked based on priority, with the highest priority work
being done first, and work is scheduled.

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generation Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
i ce on
i
er v at
l/ S d rv Dispatching/
e ri a es te se
t e Scheduling
M a R equ lR Executing 4
ia 3
er g
at in
M ag
/ St il e
es b
or M o
St

Follow-up
Purchasing Inventory Completing
Returns Work 5a
8 7 5

Analyzing
6

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 Chapter 9: Proactive Work

Revisiting the Work Order Tracking Tab

The Scheduling Information section on the Work Order Tracking application is used by
a project scheduling application, such as Maximo Assignment Manager, to schedule work
orders.

Field Definitions
The following table describes the fields in the Scheduling Information section.

Field Description Comments

Date is pulled from the Preventive Maintenance

Assign dates for application, Last Start Date field.
when the work
Target Start
order should be
done.

Duration hours come from the Work Order

application Duration field. Time is either
Target Start manually entered or comes from the current job
incremented by plan duration.
Target Finish
the Duration
hours

Can be a manual input or a date from the

Assignment Manager application, when labor is
assigned (Status = ASSIGNED) to a work order
Assign dates for with a scheduled work date.
Scheduled
when the work
Start
can get done.

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 Chapter 9: Proactive Work

Duration hours come from the Work Order

application Duration field. Time is either
Scheduled Start manually entered or comes from the current job
Scheduled incremented by plan duration.
Finish the duration
hours.

Dates come from the work order In-progress

status (INPRG). When the first work
assignment against a work order in Assignment
Manager is started (i.e., Status = STARTED),

Post actual dates

Actual Start on which the
work was started.
the work order status in the work order tracking
application will change to INPRG.

Dates come from the work order Complete

(COMP) or Close (CLOSE) status.

When the last work assignment against a work

order in Assignment Manager is completed
(i.e., Status = COMPLETE),

Post actual dates

on which the
Actual Finish work was the work order status in the work order tracking
completed or application will change to COMP
closed.

or CLOSE (depends on how Assignment

Manager is set up).

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 Chapter 9: Proactive Work

Scheduling the Work Order

In the following exercise you will use the Work Order Tracking application and schedule
this job for today.

Normally the work would be ranked and backlogged, and then scheduled for the following
week.

1. On the Work Order tab, Scheduling Information section, Scheduled Start

field, enter Today’s date with a time of 8:00 am. In the Scheduled Finish field,
enter Today’s date with a time of 9:30 am.

2. Save the record.

Result: The Scheduling Information table window should be similar to the next
one.

The next exercise begins at this point.

The Assignment Manager Application

Revisiting the Assignment Manager Application

The Assignment Manager application allows you to assign labor requirements from work
orders; plan future work; start, interrupt, and finish assignments; and modify a laborer’s
availability.

Use the Assignment Manager application for planning future work over a seven-day period,
or to dispatch available labor to requirements for the current day’s work. Workers can also
use Assignment Manager to assign themselves to work.

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 Chapter 9: Proactive Work

Considerations: Orgs/Sites
Work orders and labor transactions are managed at the site level. When assigning labor to
work orders, you should remember that labor records are at the organization level. If your
company has laborers who work at more than one site, you can assign them work at any site
within their organization.

Considerations: Calendars
In order to most effectively view and manage labor records in the Assignment Manager
application, labor records should include a value in their Calendar and Shift fields.

Assignment Manager Sections

The Assignment Manager has two sections:

• Work List section

• Labor List section

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 Chapter 9: Proactive Work

Work List Section

The Work List section displays the requirements that Maximo automatically creates from
a work order’s work plan, plus any “unplanned” work orders. You also can add new
requirements to the work list on the Assignment Manager page via the New Row button.

Work Orders and a Work Group

Maximo generates the assignments that you see in the Assignment Manager application
from information that has been entered into a work order. When a work plan is created for
a work order, Maximo creates an assignment for each labor or craft requirement listed on
the work plan.

For example, if two mechanics are required to do a task, two requirements are created.
Similarly, if two different crafts are required for a task, Maximo creates a requirement for
each craft.

The Work Group column represents the relationship of the individual assignment to the
work order.

If a work order does not have a defined work plan, Maximo still creates a requirement,
where no craft or labor is indicated. You can still assign the requirement to an appropriate
laborer. When the requirement is not assigned, Maximo enters a default duration of one
hour, which can then be modified as needed.

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 Chapter 9: Proactive Work

Work List Priority Colors

To facilitate dispatching, the work list is color coded to display work requirements by
priority.

By default, Maximo uses a range of five priorities when color coding work requirements.
Your system administrator can tailor the color choices and priority ranges to fit your
business needs.

Assignment Statuses
The work assignments have six possible status actions, as described in the following table.

Status Description

Waiting for Assignment Indicates that craft or labor was part of the work plan
(WAITASGN) and is waiting for a labor assignment to be made.
Indicates that someone has assigned the work
Assigned (ASSIGNED) requirement to a laborer. If you delete the labor code
for this assignment, the status reverts to WAITASGN.
Indicates that the laborer has begun work on that
Started (STARTED)
assignment.
Indicates that an assignment that a laborer had started
Interrupt (INTERRUPT)
was interrupted before the work was completed.
Complete (COMPLETE) Indicates that the laborer finished the work assignment.
An empty Status field. This type of requirement comes
from an unplanned work order. After you assign the
Blank
requirement to a laborer, Maximo creates a new
assignment with an ASSIGNED status.

Filtering Work to Match Labor

When assigning labor to work, you can filter the work list to match the crafts, skill levels,
vendors, contracts, and organizations on selected requirements to the crafts, skill levels,
vendors, contracts, and organizations of the labor.

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 Chapter 9: Proactive Work

Refresh Work List

Use Refresh Work List to remove the filter options and redisplay the labor that matches
the current query.

Labor List Section

The Labor List section displays either all labor in the database, or a filtered list of available
labor codes, depending on whether someone selects a default labor query in the Labor
application. To schedule labor codes, the labor record must have both a calendar and a shift
specified on the labor record in the Labor application.

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 Chapter 9: Proactive Work

Colors in the Labor List Fields

To facilitate assigning work to labor, the labor list is color coded using the following colors
to indicate how a laborer’s time has been scheduled:

Color Labor Hour Utilization

Red Less than 50% utilized

Yellow From 50 to 80% utilized

Green More than 80% utilized

Your system administrator can tailor the color choices to fit your business needs.

Filtering Labor to Match Work

When assigning labor to work orders, you can filter the Labor List table according to the
crafts, skill levels, vendors, contracts, and organizations on selected work order
requirements

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 Chapter 9: Proactive Work

Scheduling Work Assignments

Assigning Work to a Laborer

After you have selected one or more requirements from the Work List,

there are three ways to assign the work to a laborer:

• Click on the date with available hours in the laborer’s calendar in the Labor List.

• Click on the labor code, then click Assign Labor button in the toolbar.

• Click on the labor code, then select Assign Labor from the Select Action menu.

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 Chapter 9: Proactive Work

Viewing Worker Assignments

You can view work assigned to a laborer by clicking the Show Assignments button for the
labor code.

The Show Assignments page displays work assigned to the laborer over the seven-day
range currently displayed in the Labor List calendar grid.

From the Show Assignments page you can:

• Reschedule an assignment by changing the Scheduled Date

• Reassign an assignment by changing the Labor Code

• Unassign the assignment by clearing the Labor Code

• Delete the assignment from the laborer using the Mark for Delete button

Exercise Scenario: Scheduling Work Assignments

In the following exercise you will assign Leonard Schafer, a first-class lubricator, to
lubricate the bearings for asset BMIX using the Assign Labor button.

1. From the Work Orders module, select Assignment Manager.

Result: The Assignment Manager application opens.

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 Chapter 9: Proactive Work

2. Using the Open Filter button in the Work List section, WO Group table,
search for and retrieve the work order record you have created in the previous
exercises.

Result: Maximo displays the work order record with its task work orders.

3. Select the check box for the Bearing Lubrication record.

Result: The Bearing Lubrication select record check box is checked.

4. From the Toolbar, click the Select Work Date button.

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 Chapter 9: Proactive Work

Result: The Select Work Date window opens.

5. Enter a date for the following Monday and then click OK.

Result: The calendar grid starts with the date you selected.

6. In the Labor List, click the Filter Labor to Match Work button.

Result: The Filter Labor to Match Work window opens.

7. Click OK.

Result: Your Labor List should look like this:

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 Chapter 9: Proactive Work

8. Select SCHAFER by checking the Select Record check box on that line.

9. Click the Assign Labor button.

Result: Leonard Schafer is assigned to the work.

10. Save the assignment.

Executing Work

You Are Here: Material Issued/Drawn

Staff picks up materials from the storeroom, warehouse, or staging; or, if it is an open
storeroom, materials are drawn by the staff. If materials are issued by a storeroom, they can
be issued using the Issues and Transfers application. Physical work then begins.

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 Chapter 9: Proactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generation Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
ice tio
er v va
ial /S ted er Dispatching/
te r es es Scheduling
Ma R eq u lR Executing 4
ia 3
ter ng
a gi
M ta
s /S ile
e b
or Mo
St

Follow-up
Purchasing Inventory Completing
Returns Work
8 7 5 5a

Analyzing
6

Introducing the Issues/Transfers Application from the

Inventory Module
Use the Issues and Transfers application from the Inventory module to issue or transfer
stock items from existing locations.

You can issue items directly to a work order, location, or asset, or against a General Ledger
(GL) account code.

When items are issued to a work order, the items are moved from the storeroom to the work
order.

You can also transfer items from one storeroom location to another or from one site to
another; Maximo adjusts balances accordingly.

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 Chapter 9: Proactive Work

Dispatching and Executing

In Maximo, there are two ways to indicate that the physical work has begun with an INPRG
status.

• Manually change the status in the Work Order Tracking or Quick Reporting
application by clicking the Change Status button.

• Start a work assignment in the Assignment Manager application by clicking the

Start Assignment button.

Dispatch Function Overview

After a requirement has been assigned to a laborer, you can use Assignment Manager’s
application dispatch functions to indicate when work on the assignment has been started,
interrupted, or finished.

The procedures for dispatching work are similar to those for planning future work, but the
work is assigned to the current shift (by default, the first date in the calendar grid) rather
than to future shifts.
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 Chapter 9: Proactive Work

Dispatch Description

Start Assignment
Use the Start Assignment action to indicate that work has been
started on an assignment. By default, Maximo will begin
recording labor actuals for an assignment after its status has
been changed to STARTED.

Interrupt Assignment Use the Interrupt Assignment action when an assignment with a
status of STARTED needs to be stopped for any reason. When
you interrupt an assignment, Maximo logs a labor transaction
for the completed portion of the work, then modifies the
assignment, assigning a status of INTERPT to the remaining
work hours.
Use the Finish Assignment action to indicate that work on an
Finish Assignment assignment has been completed. Maximo stops recording labor
actuals after an assignment’s status is changed to COMPLETE.
Assignment statuses are linked to the work order that contains
the work requirement. When the last assignment for a work
order has been completed, Maximo changes the status of the
work order to COMP or CLOSE.

Notes
Assignment Manager starts the labor time clock for an assignment as soon as you click the
Start Assignment button. You can start an assignment only if it has a status of Assigned.

If a work order currently has a status of INPRG, you can still start the assignment and record
the labor of the labor transaction. While the status of the assignment will change to Start,
there will be no effect on the work order Actual Start time.

Exercise Scenario: Issuing Items

In this exercise you will issue items from the CENTRAL storeroom to the Bearing
Lubrication work order.

1. Access the Issues and Transfers application from the Inventory module.

Result: The Issues and Transfers application opens to the List tab.

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 Chapter 9: Proactive Work

2. Search for and retrieve the Central storeroom in the BEDFORD site.

Result: Maximo displays the Central storeroom information for the designated
site.

Because storerooms can have the same name in multiple sites, it is important to
query for the appropriate site as well.

3. Click Select Reserved Items.

Result: The Select Reserved Items dialog box opens.

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 Chapter 9: Proactive Work

On the Actuals tab of individual work order records, you will also find a Select
Reserved Items button. From this location, you can directly access the reserved
items for that specific work order and select them as actuals.

4. To refine your search list to only those items for the Batch Mixer PM work order,
filter on wilson (or whichever user you are using for this course) in the Requested
By field.

Result: Your screen should look similar to the next one. Your work order number
might be different.

5. Check the Lubricator Assembly and Rags items, then click OK.

Result: You are brought back to the Issues tab.

6. Save the record.

Result: The items are now issued to the work order for which they were planned.

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 Chapter 9: Proactive Work

Exercise Scenario: Changing Status

After the craftsperson has been issued the materials, he or she opens up Maximo and
changes the status of the work order to In Progress (INPRG) to indicate that the physical
work has begun. In the following exercise, you will change the status of the work order to
INPRG.

1. Go to the Work Order Tracking application and retrieve the Batch Mixer work
order.

Result: Your screen should look similar to the next one.

2. Click the Change Status button, then select In Progress in the New Status field.

Result: The Change Status dialog box shows that the status has changed to
INPRG.

3. Click OK.

Result: Notice that the Actual Start time reflects the current time. This will differ
from the schedule date because of the constraints with time.

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 Chapter 9: Proactive Work

The next exercise begins at this point.

Completing Work

You Are Here: Actuals Reported

After the work is finished for a task or for the entire work order itself, actual material, labor,
and tool usage is entered against the work order using the Quick Reporting or Work
Order Tracking application. Unused materials are returned to inventory and actual work
order costs are calculated.

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generation Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
ice io
er v at
ial /S ted e rv Dispatching/
te r es es Scheduling
Ma R eq u lR Executing 4
ia 3
ter g
a in
M ag
/ St ile
es b
or Mo
St

Follow-up
Purchasing Inventory Completing
Returns Work
8 7 5 5a

Analyzing
6

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 Chapter 9: Proactive Work

Revisiting the Actuals Tab

Use the Actuals tab in Work Order Tracking to enter, view, and modify the actual job
tasks, labor, materials, and tools used on the work order.

If there is a work plan, Maximo copies data from the Tasks table window of the Plans tab
to the Tasks table window of the Actuals tab.

If materials were issued from the storeroom to the work order, this information will be
carried over onto the Materials subtab.

Exercise Scenario: Recording Actuals

In your exercise scenario, the laborer Leonard Schafer will record his actuals on the work
order.

1. Our laborer, Leonard Schafer, will record his actual labor and materials used.
Click on the Actuals tab and then click the Select Planned Labor button.

Result: The Select Planned Labor page opens.

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 Chapter 9: Proactive Work

2. Select Schafer by selecting the record check box, and then click OK.

Result: Schafer’s start and finish time is defaulted into the Labor row. This is
calculated adding the 1-hour duration planned for the work plus the current time.

For this course you will accept the default times. In most cases your laborer would
adjust the Start Time and Finish Time accordingly.

3. Save the record.

4. To record the actual materials used, click on the Materials subtab.

Result: Notice that the materials issued by the storeroom are defaulted into the
Items fields.

Because the items were issued by a storeroom, any unused items would be
returned to the storeroom and a Return Items action (in the Issues and Transfers
application) would be performed.

This action would update the Items row on the Materials subtab. In this exercise,
you will not make returns.

The next exercise continues from this point.

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 Chapter 9: Proactive Work

Complete and Close

There are two statuses for a work order in Maximo in which the work has been finished and
the results reported: COMPLETE and CLOSE. The COMPLETE status and the CLOSE
status both indicate that a work order is finished, but they do not mean the same thing. The
following table shows the differences between the two statuses.

1. Click the Change Status icon.

Because of time conflicts with the pace of the course and time restraints for this
course only, the Date Changed field will be less than the Actual Labor Finish
Time.

The reason is that the system date stamp cannot be set to the future. To schedule
work and capture labor duration, for this course you accepted the system projected
date and time.

2. Change the status to Completed, then view the Work Order tab.

Result: The Work Order tab opens. The status is changed and the Actual Finish
time is recorded.

3. On the Work Order tab, in the Asset field, click the Detail button and select
View Work Orders and PMs.

What is the Earliest Next Due Date for the Time Based MIXER PM?

_________________________

4. The last step is to close the work order. Change the status to CLOSE.

Result: The work order is closed to history.

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 Chapter 9: Proactive Work

Analyzing Work

You Are Here: Analyzing Work

Use the data in the system to generate daily, weekly, and monthly reports and analysis
summaries.

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generation Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
ice io
er v at
ial /S ted e rv Dispatching/
ter es es Scheduling
Ma R eq u lR Executing 4
ia 3
ter g
a in
M ag
/ St ile
es b
or Mo
St

Follow-up
Purchasing Inventory Completing
Returns Work
8 7 5 5a

Analyzing
6

Introducing the Reporting Module

Establishing, monitoring, and recording Key Performance Indicators (KPIs) enables you to
objectively analyze the status of your organization.

Maximo enables you to manage KPIs systematically with the Reporting module and
applications.

Revisiting: KPI Manager Application

The KPI Manager application can be viewed in two ways:
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 Chapter 9: Proactive Work

• From the Reporting module

• From the Maximo Start Center

Maximo allows you to set up KPI dashboards that let you monitor key performance
indicators against performance goals.

Tabs
The KPI Manager application has three tabs.

Use this tab: To:

List Search for available KPIs.

KPI Add, view, and modify KPI reports.
Historical Trends Compare KPI trends and defined characteristics.

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 Chapter 9: Proactive Work

KPI Tab Section

The sections and descriptions on the KPI tab are as follows.

Section Description

Query Details Provides SQL view of how KPIs are presented.

KPI Parameters Limits the characteristics of KPI presentation.
Graph Details Shows graphical representation of KPI statistics.
Allows links to other KPIs or reports for comparison and
Links
analysis.

Historical Trends Subtabs

The subtabs and descriptions on the Historical Trends tab are as follows.

Subtab Description

Allows you to select the dates to display KPI trends

graphically (line graph). The chart can display in days,
Trend
weeks, months, or years. You can also select other KPIs to
compare to the selected KPI.
Lists individual KPI data points for a user-defined
Historical Values
timeframe.

Exercise Scenario: Running a KPI

In this exercise you will run a KPI showing PM Work Orders Overdue.

1. From the Reporting module, go to the KPI Manager application.

Result: The KPI Manager application opens to the List tab.

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 Chapter 9: Proactive Work

2. Select KPI-7 (PM Work Orders Overdue).

Result: Maximo displays the KPI-7 record on the KPI tab.

3. View the details. Click the Historical Trends tab.

Result: The Historical Trends tab opens in the Trend subtab.

Hint: You can scroll down using the navigation bar to view full details of the
graph.

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 Chapter 9: Proactive Work

Hint: You might need to click the Refresh Chart button to view the chart.

The example shows the relationship trends of Overdue PM Work Orders from 06/
03/04 to 06/09/04. You can select the date ranges using the From and To fields.
4. Click the Historical Values tab.

Result: The Historical Values tab opens.

The table shows the recorded KPI values from the dates selected.

Your next exercise will begin at this point.

Comparing KPI Values

In this exercise you will compare Overdue PM Work Orders with PM Performance KPIs.
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 Chapter 9: Proactive Work

1. Click the Trend subtab.

Result: Your screen is back to the Trend subtab.

2. Click the Select KPIs button, and select the KPI-8 PM Performance check box.

3. Click OK.

Result: Your screen is back to the Trend subtab.

4. Click the Refresh Chart button.

Result: Maximo displays the graph for KPI-7 and KPI-8.

Hint: Scroll down to view complete graph details.

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 Chapter 9: Proactive Work

The graph shows the relationship between Overdue PM Work Orders and PM
Performance from 06/03/04 to 06/09/04.

You can use this process to select a number of KPIs to compare them.

Generating Meter-based PM Work Orders

Introduction
In this section you will generate a meter-based PM already set up in the system.

Revisiting Meter-based PMs

Meter-based PM generation is based on the new meter reading entered on the Asset
application’s Meter tab in the New Reading field and the frequency information set up in
the PM application’s Frequency tab.

Generating a Meter-based PM
Go to the PM application and retrieve the PM record PM-CONV1 (Conveyor Overhaul-
Pkg. Dept.).

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 Chapter 9: Proactive Work

1. Enter GL account 6000-300-200.

2. Indicate that the work order status should be WAPPR.

3. Save the record.

4. To check for asset meters, click the Detail Menu button on the Asset field and
select Go To Asset.

5. In the Assets application, Asset 12600 record, click the Meters subtab. To create
an asset meter, click New Row.

6. Enter the following information:

Field Value

Meter RUNHOURS

Last Reading 1000

Average Calculation Method SLIDING-READINGS

Sliding Window Size 1

Reading Type DELTA

7. Change the Asset 12600 status to Operating.

8. Save the record and click Return With Value.

9. From the Preventive Maintenance application, PM-CONV record, click the

Frequency tab.

10. Click the Meter Based Frequency subtab.

11. Click New Row and enter the following information:

Field Value

Meter RUNHOURS

Frequency 2000

Generate WO Based on Meter [Checked]

Reading (Do Not Estimate)?

12. Save the record.

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 Chapter 9: Proactive Work

13. Click the PM tab and then click the Detail menu on the Job Plan field and select
Go To Job Plans.

14. Check whether Job Plan 1314A status is Active; if it is not, change it accordingly
and save the record.

15. Click the Return icon.

16. Change the PM-CONV status to Active.

17. Generate a work order using the Select Action menu. (Clear the Use Frequency
Criteria check box from the Generate Work Order dialog box.)

Record the PM work order number: _________.

Planning
Go to the Work Order Tracking application.

What is the estimated cost for this work order? ____________.

Scheduling
Schedule the Actual Start Date using today’s date and schedule the Finish Date using
tomorrow’s date. Then approve the work order.

Assigning
Using the Assignment Manager application (use the Next Page icon if necessary):

1. Select the check box under CRAFT table ELECT and assign Allan Ball (use the
Filter Labor to Match Work button) to this work order. Save the record.

2. Select the check box under CRAFT table MECH and assign Ted Klien to this
work order. Save the record.

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 Chapter 9: Proactive Work

Executing
1. Issue all the items to the work order from the Central Storeroom using the Issues
and Transfers application (remember to Save the record to process the issue
transaction).

2. Change the status to In Progress.

3. Record all Planned Actual Labor used (accept defaults).

Completing
1. Complete the work order.

2. View the actual costs. Why are the actual costs higher than the planned costs?

Chapter Summary

PMs
PMs are the templates Maximo uses to generate PM work orders. They are defined in the
Preventive Maintenance application. PMs use job plans to specify what operations,
materials, and tools will be needed on the PM work order.

Generating PM Work Orders

You can generate PM work orders based on frequency criteria, or you can ignore the
frequency criteria.

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 Chapter 9: Proactive Work

NOTES:

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 Chapter 10: Reactive Work
This chapter contains the following topics.

Topic See Page

Chapter Overview 415

The Quick Reporting Application 417
Generating an Emergency Work Order Record 419
Work Dispatched 421
Work Executed 422
Completing and Closing the Work Order 425
Analyzing 427
Entering a Service Request 429
Chapter Summary 435

Chapter Overview

Introduction
This chapter focuses on generating reactive work orders. In this course, reactive work is
defined as work where a failure has occurred and an operations group is reacting to the
situation.

Examples include:

• When an asset is actually broken down or fails to operate properly

• When the highest-level priority jobs are defined as urgent

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 Chapter 10: Reactive Work

Chapter Focus
In this chapter you will focus on generating an emergency work order and processing it
through the work order lifecycle using the Quick Reporting application.

Learning Objectives
When you have completed this chapter, you should be able to:

• Create a work order using the Quick Reporting application

• Record labor and materials actuals in the Quick Reporting application

• Generate a follow-up work order

• Create a work order using the Work Requests application

Scenario Premises
The first scenario for your utility company is that a late-night call has come into the
emergency dispatch center regarding an accident involving a vehicle and utility pole (no
one was hurt). We will generate an emergency-type work order reporting the accident using
the Quick Reporting application and then generate a follow-up work order for corrective
maintenance for pole replacement. The second scenario will be to generate a work request
using the Work Requests application.

These exercises are meant to illustrate concepts and application usage; they do not cover all
steps and actuals used in real-life scenarios.

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 Chapter 10: Reactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting
Attached
Request Service Desk No planning
Docs
n
ic e t io
e rv va
ia l/S te d er Dispatching/
ter s s
Ma Re qu
e e Scheduling
lR Executing 4
ia 3
ter ng
a gi
M ta
s/S ile
e b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

The Quick Reporting Application

Quick Reporting Application

The Quick Reporting application provides another way to process a work order. Use
Quick Reporting to create work orders for emergencies, for jobs that have happened after
the fact, or to report actuals and failure on any open work orders. A work order entered
through the Quick Reporting application will have an In Progress (INPRG) status.

When reporting on an open work order, you can copy information from an existing work
plan to enter actual labor and material usage.

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 Chapter 10: Reactive Work

Tabs
The Quick Reporting application has two tabs.

Use this tab: To:

Search the database for a specific record or group of records that

List
meet your criteria.
Quick Insert and modify information about locations, assets, tasks, labor
Reporting and material usage, tool information, and failure reporting.

Subtabs
The Quick Reporting tab contains four subtabs:

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 Chapter 10: Reactive Work

Use this tab: To:

Labor Report labor hours against a work order.

Materials Report materials used on a work order.
Tools Report tool usage on a work order.
Failure Record and view asset and location problems, causes, and
Reporting remedies.

Generating an Emergency Work Order Record

Introduction
The Emergency Dispatch Center receives a call that an accident has occurred. The operator
enters the emergency work into the Quick Reporting application.

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
ic e io
e rv at
l/S te d rv
ter
ia
es es
e Dispatching/
Ma Re qu
Scheduling
lR Executing 4
ia 3
ter g
a in
M ag
/ St ile
es b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

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 Chapter 10: Reactive Work

Inserting a Work Order Record

Follow these steps to enter an Emergency Work order (EM) into the system using the
Quick Reporting application.

1. Go to the Quick Reporting application in the Work Orders module.

Result: The application opens to the List tab.

2. Insert a new record.

Result: A new work order is displayed and its status is INPRG.

3. In the Description field, enter Utility Pole 300 emergency. In the Location field,
select POLE300.

Result: Notice the Asset and GL Account fields are populated with default
information.

4. Save the record.

Record your work order number here: _____________

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 Chapter 10: Reactive Work

Result: Your work order number might vary but your screen should be similar to
the next one.

Work Dispatched

Work Dispatched
At your utility company, the emergency dispatch center notifies the night crew of the
accident and gives the location and the work order number.

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 Chapter 10: Reactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
n
ic e io
e rv at
l/S te d rv
ter
ia
es es
e Dispatching/
Ma Re qu
Scheduling
lR Executing 4
ia 3
ter g
a in
M ag
/ St ile
es b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

Challenge Question
What other approach could have been taken to enter the work and assign people to this job?

Work Executed

Work Is Executed
The crew arrives on the scene and performs a visual inspection. The pole is cracked and
needs to be replaced; A band clamp will provide a temporarily safe condition until this can
be done.

Materials needed and used are stocked on the truck. (Remember your exercise in Unit 2,
Chapter 5: “Setting Up Inventory Items.”)

The crew leader records the actual time and materials and the work order number on a blank
work order pad that is kept in the truck.

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 Chapter 10: Reactive Work

Exercise: Work Is Executed

In this exercise the line crew returns to the depot and the work order actuals are entered into
Maximo using the Quick Reporting application.

1. If it is not already displayed, search for and retrieve the Utility Pole300
emergency work order.

2. On the Labor subtab, click New Row.

Result: The Labor subtab expands.

Hint: Use the Navigation bar to view full details.

3. Enter the following data:

Field Value

Labor SATTLER

End Date [Today]

Start Time 2:00 am

Finish Time 4:00 am

You are keeping the labor and material data entry to a minimum.

4. Click the Detail Menu button on the Craft field, then choose Select Value from
the resulting list.

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 Chapter 10: Reactive Work

Result: A Select Value dialog box opens, as shown next, containing two possible
selections for Sattler.

The Contract values for the Sattler records show that he is listed as a contractual
worker as well as a noncontractual worker.

5. Click the noncontractual Labor line to select it.

Result: The Craft and Skill Level fields are populated on the record, based on
your selection.

6. Save the record.

Result: The Labor fields on the record become read-only.

7. On the Materials subtab, click New Row and enter the following items.

Hint: Use the Detail Menu icon.

Field Value

Item BCLAMP

Transaction Type ISSUE

Storeroom CENTRAL

Bin Truck-1

Quantity 2

Field Value

Item GGW-27

Transaction Type ISSUE

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 Chapter 10: Reactive Work

Storeroom CENTRAL

Bin F-1-1

Quantity 1

The default bin F-1-1 is retrieved.

8. Save the record.

Result: Your Materials subtab should look similar to the next graphic.

Do not sign out; your next exercise will begin at this point.

Completing and Closing the Work Order

Completing the Work Order

Actuals for the labor and time have been entered. The lineman completes the work order
and generates a follow-up work order for the pole replacement.

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 Chapter 10: Reactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting Attached
Request Service Desk No planning
Docs
ce n
rv i t io
/Se va
r ia l ste d s er Dispatching/
t e e e Scheduling
Ma Requ lR Executing 4
ia 3
er g
at in
M ag
St
e s/ b ile
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

Changing the Work Order Status

For this exercise you will complete the work order.

1. In the Quick Reports application, change the work order status from the previous
exercise to Completed (COMP).

2. Confirm that the work order status is now changed to COMP.

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 Chapter 10: Reactive Work

Analyzing

Reporting and Analysis

Emergency work order analysis should be done on a regular basis to identify trends for
equipment and location breakdowns.

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting
Attached
Request Service Desk No planning
Docs
n
ic e t io
e rv va
ia l/S te d er Dispatching/
ter s s
Ma Re qu
e e Scheduling
lR Executing 4
ia 3
ter ng
a gi
M ta
s/S ile
e b
or Mo
St

Follow-up
Purchasing Inventory Completing
Returns Work
8 7 5 5a

Analyzing
6

Maximo Reports and KPIs

Maximo provides several KPIs specific to reactive maintenance.

Response Time to EM Work Orders KPI: This KPI displays Average Response Time for
Emergency Work on the EAGLENA organization and BEDFORD site from 06/03/04 to
06/09/04.

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 Chapter 10: Reactive Work

Reactive Work Order KPIs: This KPI displays the % of Reactive Work Orders on the
EAGLENA organization and BEDFORD site from 06/03/04 to 06/09/04.

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 Chapter 10: Reactive Work

Entering a Service Request

Introduction
In this section, your scenario will be a call center operator entering a service call into
Maximo using the Service Requests application.

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 Chapter 10: Reactive Work

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting
Attached
Request Service Desk No planning
Docs
n
ic e io
e rv at
l/S te d erv
ter ia
es s Dispatching/
Ma Requ
e Scheduling
lR Executing 4
ia 3
ter ng
a gi
M ta
s/S ile
e b
or Mo
St

Follow-up
Purchasing Inventory Completing
Returns Work
8 7 5 5a

Analyzing
6

Service Requests Application

Maximo provides both flexibility and ease in managing your organization’s service
requirements. One best practice is to create a service desk center to handle all service
requests regardless of the nature and source of the needed service.

There are two scenarios where service requests are created:

• From a service desk agent

• From a customer

Along with the Service Desk and Self Service modules, the Service Requests application
is used to resolve an issue, obtain new service, obtain information, or change a current
service.

Information entered in the Service Requests application is used to generate work orders,
which can then be accessed from the Work Order Tracking, Quick Reporting, and Labor
Reporting applications.

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 Chapter 10: Reactive Work

For the purposes of this course, you will focus your discussion on the Service Requests
application in the Work Orders module.

Service Requests Application Tabs

There are four tabs available in the Service Requests application.

Use this tab: To:

List Search for service requests.

Service Request Create, modify, view, and delete service request records.
Create, view, or navigate relationships among service requests,
Related Records
incidents, problems, and other records.
Document work done or needing to be done for the reported issue,
Log
and list all communications created from this record.

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 Chapter 10: Reactive Work

User Information Section

The User Information section contains default information entered in the People
application.

Service Request Details Section

The Service Request Details section provides a picture summary of the service request
requirements.

Utility Scenario: Entering a Service Request

The utility company’s customer call center receives a call that a tree branch has fallen and
is resting on the power lines near 560 West Oak.

The customer service representative (the user that you created in Chapter 4) will enter the
service call into Maximo using the Service Requests application.

This work is considered reactive because it requires immediate attention.

• Service requests are recorded in the SR table. They can be managed in the system
as SR records, if you want. They can also be converted to other types of work-
related records (including work orders) using Workflow processes. These
converted record types can then be managed.

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 Chapter 10: Reactive Work

• This exercise demonstrates using the Work Requests application to enter a work
request into the system; therefore, you will not be processing it through an entire
lifecycle.

1. From the Work Orders module, go to the Service Requests application.

Result: The Service Requests page opens on the List tab.

2. Insert a new record.

Result: Your screen should look similar to the next graphic.

3. In the Reported By field, select JEFFERS.

You created this person record in Chapter 4.

4. In the Service Request Details section, enter the following information.

Field Value

Summary Tree branch on power lines

Details A tree branch has fallen and is resting on the

power lines near 560 West Oak.

5. Click the Detail Menu icon on the Location field, then choose Select Value from
the resulting list.

Result: The Select Value dialog box opens.

6. In the Filter By field of the Select Value dialog box, select ALL, then click
Refresh.
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 Chapter 10: Reactive Work

Result: Maximo displays all the Location record values.

7. Select BLK1000 from the Location table list.

Result: The BLK1000 record is retrieved in the Service Request Details section.

You might need to filter the list to more easily find the record.

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 Chapter 10: Reactive Work

8. Save the record.

Chapter Summary

Quick Reporting Application

The Quick Reporting application provides another way to process a work order. Use
Quick Reporting to create work orders for emergencies, for jobs that have happened after
the fact, or to report actuals and failure on any open work orders.

A work order entered through the Quick Reporting application will have an In Progress
(INPRG) status.

When reporting on an open work order, you can copy information from an existing work
plan to enter actual labor and material usage.

Service Requests Application

Information entered in the Service Requests application is used to generate SR records.
These records can be converted into other work-related records (including work orders)
using Workflow processes.

When converted to work orders, the request can then be accessed from the Work Order
Tracking, Quick Reporting, and Labor Reporting applications.

NOTES:

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 Chapter 10: Reactive Work

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 Unit 4: Using What You Have—
Materials Management

Immersion Training for IBM Maximo 6

Enterprise Asset Management

This unit contains the following chapters.

Chapter Subject

11 Entering Supporting Records for Materials Management—Companies

12 Requisitioning
13 Reordering

Unit Overview

Introduction
Throughout this course you have learned how to use Maximo applications for work
management. In this unit, your focus will be on learning how to use Maximo for fulfillment
requests for suppliers.

The materials management function is a key component to an organization’s processes

running smoothly while keeping costs down and quality up.

The Purchasing module in Maximo has applications that revolve around the processes of
material and service procurement. These applications are designed to work together with
the inventory applications in the material management function.

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 Unit 4: Using What You Have—Materials Management

The Vendor data was set up in

the Companies application The Ship To information was
set up in the Organizations
application

Materials Management Functions

Materials Management is made up of many functions*:

• Stores, or work station storage and supporting or indirect materials

• Inventory control, or how many parts, pieces, components, raw materials, and
finished goods

• Production flow, or when, including shop floor-control scheduling along with the
materials handling, storage, and movement necessary to reach work stations

• Subcontracting

• Purchasing-procurement, or buying pieces, pounds, gallons, tons of raw material,

and MRO Software supplies

• Transportation, or incoming and finished goods, freight movement

• Salvage, or disposing of surplus and scrap

* G.J. Zenz, “Materials Management and Purchasing,” Journal of Purchasing and

Materials Management, vol. 17, no. 1, spring 1981, p. 18.
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 Unit 4: Using What You Have—Materials Management

Unit Focus
Because this unit focuses on purchasing, this section provides an overview of the following
topics:

• Entering company and company master records

• Contract types

• Types of purchase orders

• Ways in which a work order is created

• How and with what applications a purchase order is processed through a lifecycle

Learning Objectives
When you have completed this unit, you should be able to:

• Reorder items from a storeroom

• Create a purchase requisition

• Approve a purchase requisition

• Create a purchase order to obtain parts and service

• Record items as having been received into the storeroom

• Reconcile invoices

Definitions
You will use the following terms in this unit:

• Purchase Requisition (PR): A request issued internally to a purchasing department

to order materials or services from a vendor

• Purchase Order (PO): An order request for materials or services from a vendor

• Line items: Individual items, materials, or services on a purchase requisition

• Receipt: A type of transaction in Maximo that indicates that a vendor has

delivered materials or performed a service

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 Unit 4: Using What You Have—Materials Management

• Invoice: A bill from a vendor for delivered materials or services

Implementation Questions to Consider

• What criteria do you use to select vendors?

• What criteria do you use to measure vendor performance?

• Do you track vendor performance?

• Are you currently involved in an e-commerce initiative for the purchase of MRO
and OEM items?

• How does your company communicate purchase orders to vendors (e.g., mail,
fax)?

• Are Purchasing Cards (Pcards) used? If so, do you track line item details for Pcard
transactions?

• Is electronic routing used to approve purchase orders?

• What are the dollar approval limits for purchasing personnel?

• When are stores inventory expensed (e.g., at time of purchase/receipt, or time of

issue)?

• How many hours are spent each day in buying stock and nonstock parts?

• Are POs/invoices segregated by commodity?

• What is the estimated burden rate for purchasing personnel?

• Do you have national or preferred pricing contracts with your suppliers?

• Do all plants take advantage of these pricing contracts, or does each plant operate
independently?

• How many purchase orders are written per year?

• Are purchase requisitions done manually?

• Are purchase requisitions approved manually?

• What is the average transaction cost for processing a PO?

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 Unit 4: Using What You Have—Materials Management

KPIs
The following table describes performance metrics that relate to purchasing.

Metric Title Metric Description

Time from PR initiation to approved Requested date subtracted from approved

status date
Time from PR approval to order Approved date subtracted from ordered date
Average number of purchase requisitions
# Purchase requisitions by required date
per day
% Maintenance materials charged to What percentage of all maintenance
credit cards materials are purchased on credit cards
What percentage of all POs are POs with
% Single line item Pos
single line items
% Rush Pos What percentage of all POs are rush
Average total value of all purchase orders
Value orders/month
per month
Late deliveries How many late deliveries there are per year
% Returns/rejections What percentage of deliveries are rejected

Out-of-the-box Maximo Reports and KPIs

The following reports are available for purchasing-related applications (Purchase Orders,
Purchase Requisitions, Requests for Quotation, Materials Requisition, Invoices).

Report Description

Lists PR number, description, and status for selected

Purchase Requisition List
records.
Purchase Requisition Details Lists the details of the selected records.
Lists RFQ number, description, and status for selected
Request for Quotation List
records.
Request for Quotation Details Lists details of the selected records.

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 Unit 4: Using What You Have—Materials Management

Lists PO number, description, vendor, required date,

vendor delivery date, and status for selected records.
Purchase Order List
Links are available via PO number to the PO Details
report and via status to the PO Status report.
Lists PO status history, and material and service
Purchase Order Status Details
receipts for the PO.
Purchase Order Details Lists the details of the selected records.
Lists PO number, description, PO status, and receipt
Receipts List status for selected records. Links are available via the
PO number to the PO Details report.
Details all items due to be inspected, along with their
Receipt Inspections
applicable PO information.
Invoice List Lists invoice and description for selected records.
Invoice Details Lists details of the selected records.

Organizations Application Setup Options Revisited

To recap: The following setup options for purchase orders, taxes, PO labor, and contracts
are available in the Organizations application.

Purchase Order Options

To set purchase order options, use the Select Action menu to select PO Options to display
the PO Options screen.

The following table describes each of these options and their functions.

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 Unit 4: Using What You Have—Materials Management

Option Function

Select this box to require users to get approval

Require Approval to Convert PR
before converting purchase requisitions into
to PO?
purchase orders.
Close PR/ RFQ When All PR/ Select this box to automatically change the PR or
RFQ Lines Have Been Copied to RFQ status to CLOSED when all PR/RFQ lines
POs or Contracts? have been copied to POs.
Select this box to add the standard service costs
Add Standard Service Costs to only to direct issue lines. If the check box is
Direct Issue Lines Only? cleared (default), Maximo adds the costs to all
issue lines.
Select this box to automatically create an
Create Approved PO from approved PO from a contract when the PR is
Contract on PR Approval? approved. If the check box is cleared, the PO must
be created manually.
Allow Receipts Against Services Select this box to automatically allow receipts for
by Default? services rendered.
Select this box to allow special order inventory
Allow the Generation of Special items to be generated when a user orders items
Order Items? from vendors that are not currently in the
inventory system.
Enable Option to Automatically Select this box to automatically close the PO when
Close POs on Invoice Approval? the invoice status changes to Approved.

Contract Options
To configure contract options, select Contract Options from the Select Action menu to
display the Contract Options dialog box.

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The Contract Options dialog box is used to associate Terms and Conditions with Contract
Types.

Tax Options
To configure tax options, select Tax Options from the Select Action drop-down menu to
display the Tax Options dialog box.

Use the Tax Options dialog box to specify default tax GL accounts and to define tax codes
for Maximo to use when calculating the amount of tax due on a PR, RFQ, PO, or invoice.

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PO Labor Options
To configure PO labor options, select PO Labor Options from the Select Action menu to
display the PO Labor Options dialog box.

Use this dialog box to set defaults for outside and inside labor.

The Purchasing Module

Introduction
Purchasing items and services to replenish, maintain, and improve your assets is very
crucial in Strategic Asset Management. Maximo enables you to track every stage of the
procurement process from requisitioning to invoice reconciliation.

The Maximo Purchasing module contains several applications to implement material

management processes:

• Purchase Requisitions (PRs)

• Purchase Orders (POs)

• Receiving

• Invoices

• Request for Quotations (RFQs)

• Companies

• Company Master

• Terms and Conditions

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For the purposes of this course, you will use these applications for the following material
management processes:

• Requisitioning

• Reordering

The Purchasing Lifecycle

Purchasing Lifecycle
For the purpose of this course, your focal point scenario will start from generating purchase
orders and then track the step-by-step procedures as the processes pass through several
Maximo applications until the procurement process is completed.

Material
Requisition
PO (scratch)

Service
Requests

Reorder
Purchase
Purchase 2 Approval
Requisition
1 Order Process
3 Order Submitted
Material Generated
Requisition

Stores, Product/ Product shipped/

Service RFQ Work Order, Services 4 Services
Requests Receipant Received rendered

returns

Reorder
Invoice 5
Reconcilation

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Stage Description

A PR is created in one of the following ways:

• Requisitioning for materials and parts using the Desktop Requisitions or
Purchase Requisition applications, or creating a PR using the Reordering
and Desktop Requisitions applications
• Requisitioning for services using the Service Requests or Purchase
1 Requisition applications
• Reordering for a storeroom replenishment or work orders using only the
Reordering action in the Inventory application
• Awarding an RFQ using the Request for Quotations application
• Reordering for a storeroom replenishment or work orders only using the
Reordering action in the Inventory application
A Purchase Order (PO) is created from Requisitions, Reordering function,
2
Request for Quotations, or “from scratch.”
Depending on whether set up electronically or manually, approve the PO and
3
then submit the order to the vendor via fax, e-commerce, or phone.
Services are rendered and materials are received using the Receiving
application. If applicable, inspection is performed and, if necessary, returns
4
are made. Ordered items are moved to storerooms, work locations, recipients,
etc.
5 Vendor invoices are reconciled using the Invoices application.

Purchasing Applications
Several applications in Maximo can be used to create and manage the purchasing process:

• Purchase Orders

• Purchase Requisitions

• Desktop Requisitions

• Service Requests

• Request for Quotations

• Receiving

• Invoices

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Purchase Orders
A Purchase Order (PO) is an authorized order from a purchasing agent or department to an
internal supplier or external vendor. You can use the Purchase Orders application to
create purchase orders—either from Purchase Requisitions (PRs), Desktop Requisitions
(MR), Requests for Quotation (RFQs), or from scratch—using the PO itself. You also can
create blanket purchase orders, releases, pricing agreements, and change orders.

Purchase Requisitions
A Purchase Requisition (PR) is a written request issued internally to a purchasing
department to order items or services. You can use the Purchase Requisitions application
to create purchase requisitions for items, supplies, and services, or to create a Purchase
Order (PO) from a purchase requisition.

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Desktop Requisitions
You can use the Desktop Requisitions applications to handle your material requisitioning
needs quickly and easily. You can use Desktop Requisitions to perform the following tasks:

• Search for and order material items you need

• Create template requisitions

• View your open, draft, and template requisitions

• Check the status of an order

• Complete the order process by receiving items

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Service Requests
You use the Service Requests application to request a repair or change to your service
items.

Request for Quotations

A Request For Quotation (RFQ) is a request that is sent out to one or more potential
vendors. In the request, you can ask for specific costs and conditions for the delivery of an
item or service. Using RFQs lets you manage quotations in order to make the best

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purchasing decision. The Request for Quotations application lets you create requests and
store quotations to assess which vendor best fits your needs.

Receiving
Use the Receiving application to receive materials and services from purchase orders. You
can search for and receive existing PO line items from the Select Ordered Items and the
Select Ordered Services pages, accessible from the Material Receipts and Service
Receipts tabs, or manually enter received items on the Receipts tabs.

Invoices
An invoice is a bill from a vendor for delivered products or services. The Invoices
application lets you record invoices as well as debit and credit notes from vendors, and

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match invoice details against Purchase Orders (POs) and receipts. It also lets you create
invoices for which there are no receipts.

Purchase Requisitions in Maximo

Introduction
In this section you will provide an overview of the purchase requisition concepts used in
Maximo.

Types of PRs
Maximo allows you to create two types of PRs:

• Internal PRs requesting the transfer of materials from another company storeroom

• External PRs requesting the purchase of the necessary materials from an outside
vendor

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PR Status
A PR can have four possible statuses:

• Waiting on Approval (WAPPR) is the status that a purchase requisition is

assigned when it is created. Some default fields are read-only.

• Approved (APPR) status is available only if your business rules require

approvals. The default Maximo configuration does not require approvals for PRs
and PR line items that you transfer to POs.

• Closed (CLOSE) status indicates that all the PR’s line items have been assigned
to one or more purchase orders. All fields are read-only, and the record can no
longer be modified.

If you try to close a PR and a line item has not yet been assigned, Maximo
displays a message. Your system administrator can set Maximo to automatically
close PRs after you transfer all the line items to POs, RFQs, or contracts.

• Canceled (CAN) status is available if the current PR status is Approved (APPR)

and if none of its line items have been assigned to a purchase order. All fields are
read-only, and a record can no longer be modified.

Purchase Orders in Maximo

Introduction
In this section you will provide an overview of the PO concepts used in Maximo.

Types of POs
There are three types of purchase orders:

• PART: Parts or item order

• SERV: Services

• STD: Standard (the default)

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Purchase Order Status

Every purchase order has a status value that indicates its position in the purchase order
processing cycle.

The following table describes each status.

Status Description

Waiting on Approval is the status that a PO is assigned when it is created.

WAPPR
Some default fields are read-only.
In Progress status indicates that a PO still needs to be modified before it
INPRG
can be approved.
Approved status is available only if the current PO status is WAPPR or
INPRG. All fields are read-only. To approve a PO, you must have a
APPR
monetary approval limit equal to or greater than the total cost of the PO.
After a PO has been approved, you cannot edit any of its fields.
Canceled status is available if the current PO status is APPR. You cannot
cancel an approved PO if one or more PO lines items have been received,
CAN
the supplier has sent notification of delivery items via ASN transaction, or
the supplier has rejected the PO cancellation.
Closed status indicates that all the PO’s line items have been received.
CLOSE
After a PO is closed, it is stored as a history record and cannot be modified.

Something to Think About: Out-of-the-box Purchase

Order
The following graphic shows what the out-of-the-box Maximo purchase order looks like.

During your implementation, use this as a guide to determine what your organization
should modify to meet its needs.

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 Chapter 11: Entering Supporting
Records for Materials
Management-companies

This chapter contains the following topics.

Topic See Page

Chapter Overview 457

The Company Master Application 460
The Companies Application 468
Chapter Summary 474

Chapter Overview

Introduction
This chapter focuses on the process of inserting records to support the procurement process.
This chapter includes examples for you to follow so that information is ready when you
need it for creating and building other records.

Learning Objectives
After completing this chapter, you should be able to:

• Discuss Key Performance Indicators (KPIs) as they relate to vendor companies

• Insert company and company master records

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Companies Application Data

The following chart illustrates some examples of where company data is used by other
Maximo applications.

Purchase Requisitions

¬ Vendor data
¬ Currency data

Request for Quotation

¬ Vendor data
¬ Currency data

Companies Application Purchase Orders

¬ Vendor data
¬ Company type ¬ Vendor data
¬ Tax data (tax code, ¬ Currency data
invoice practices)
¬ Currency data
Invoices

¬ Tax data
¬ Price information

Currency Management

Currency data

Asset

Vendor (Manufacturer) data

Implementation Questions to Consider

• Do I have an accurate and updated list of vendors? Alternative vendors?

• Is vendor analysis performed on a regular basis?

• What criteria are used to select vendors?

• What criteria are used to measure vendor performance?

• How are purchase orders communicated to vendors (e.g., mail, fax,

e-commerce)?
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KPIs
Some vendor KPIs are shown in the following table.

Metric Title Metric Description

What percentage of deliveries were to the right

% of deliveries to the right location
location.
What percentage of line items delivered were
% of line items where equals or
exactly what was ordered, versus approved
approved substitutes were delivered.
substitutes.
% of deliveries with required What percentage of deliveries came with the
documentation required documentation.
% of product returns owing to What percentage of product returns are due to
material handling- or quality-related the handling of material or are related to
issues manufacturer quality.

Organizations Application Setup Options Revisited

The following organization setup options are available for vendors set up in the Companies
application.

E-commerce Setup Option

You use the E-Commerce Setup dialog box to specify e-commerce parameters for sites
and vendors. You can insert multiple rows per site to accommodate multiple vendors and/
or domains. This allows you to punch out directly to vendor catalogs and to place orders
electronically.

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Implementation Tip
Categorizing your companies into types will expand your reporting and analysis
capabilities. You can create company types specific to your business using Application
Setup.

Out-of-the-box Maximo comes with three company types:

• Courier – transit company

• Manufacturer – manufacturer of items or assets

• Vendor – vendor of items or assets

The Company Master Application

Introduction
You use the Company Master application to associate company records for organizations
that belong to a particular company set. Company master records contain the necessary
vendor-related information that serves as templates for company records created in the
Companies application.

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Revisiting the Sets Application

All Company Master records in Maximo belong to a company set. Company sets enable
you to share vendor-related information among multiple organizations. Each organization
must be associated to at least one company set.

Notice that EAGLENA, EAGLESA, and EAGLEUK use COMPSET1. These

organizations can now have access to company records associated in the Company Master
application.

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Company Master Considerations

When entering records in the Company Master application, consider the following points:

• Company master records are created at the system (database) level and must be
associated in a company set.

• A company record, which contains vendor-related information, should first be

associated to a company master record before it can be accessed in the
organization level.

• Organizations that share the same company sets can share vendor-related
transactions with each other.

Benefits
You can use the Company Master application to create identical company records for
different organizations in a single procedure.

Furthermore, you can associate and share vendor-related information across other
organizations belonging to the same company set.

Company Master Tabs

The Company Master application has four tabs:

Use this tab: To:

List Search for company master records.

Company Master View, modify, add, or delete company master records.
Contacts View, modify, edit, or delete company contacts.
View, modify, or delete the mailing information for a
Addresses
company.

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Exercise: Creating a Company Master Record

In this exercise you will create a company master record belonging to COMPSET1 and
create a company record for EAGLENA and EAGLEUK organizations using the
Company Master template.

1. From the Purchasing module, select the Company Master application.

Result: The Company Master application opens on the List tab.

2. Click the New Company Master icon.

Result: Maximo displays the Company Master tab.

3. Enter the following data:

Field Value

Company TEAM

Description Tagg Enterprise Applications Management

Company Type V

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Currency USD

Ship Via UPS-GR

Hint: Use the Select Value button if necessary.

4. Save the record, then access the Addresses tab.

Result: Maximo displays the Addresses tab.

5. Enter the following data in the General Information section:

Field Value

Customer Contact [Your Name]

Address 105 Rockwell St.

City Boston

State/Province MA

Zip/Mail Code 37658

Phone 606-555-1212

Company Fax 606-555-1213

6. Enter the following data in the Remit To Information section:

Field Value

Contact [Your Name]

Address 105 Rockwell St.

City Boston
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State/Province MA

Zip/Mail Code 7658

7. Save the record.

Result: The new company master record is included in the Maximo database.

The contact that you added to the Addresses tab is automatically added to the
Contacts tab.

Your next exercise will begin at this point.

Exercise: Adding a Company Master Record to an

Organization
In this exercise you will use the Company Master application to associate company
records to the EAGLENA and EAGLEUK organizations.

1. From the Select Action menu, select Add Company Master to Organization.

Result: The Add Company Master to Organization dialog box opens.

2. Select the check boxes for the EAGLENA and EAGLEUK organizations, then
click OK.

Result: Maximo displays a confirmation message.

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3. Click OK to close the message.

Result: The TEAM company record is added to the EAGLEUK and EAGLENA
organizations.

Exercise: Viewing the Company Record

In this exercise you will view the company record (TEAM) you created in the EAGLENA
and EAGLEUK organizations, respectively.

1. From the Purchasing module, select the Companies application.

Result: The Companies application List tab opens on the default organization
(EAGLENA).

2. On the List tab, filter for the TEAM company records for both the EAGLENA
and EAGLEUK organizations.

Result: Your screen should look similar to the next graphic.

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You will need to clear the Organization field to get both organizations on the list.

3. Access the TEAM record for the EAGLENA organization.

Result: The record opens on the Company tab.

The information from the company master is duplicated on the Company tab.

4. Click the Addresses tab to display it.

Result: Your screen should look similar to the next graphic.

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The information from the company master is duplicated in the Addresses tab.

5. Optional: Find the TEAM record for the EAGLEUK organization and repeat the
previous steps to view its tabs.

The Companies Application

Introduction
Companies can be referenced via purchase requisitions, purchase orders, asset and
inventory records, and service contracts.

Entering companies into the database provides the basis for conducting vendor analysis,
listing alternative vendors and manufacturers, and tracking assets at outside locations, such
as repair locations.

Companies Application
Use the Companies application to set up companies with which you do business.

You can also enter your own company’s storeroom locations here so that these locations
become “vendors” for internal purchase orders (transfers from one storeroom location to
another).

Vendors can have parent companies or multiple vendor locations for a single company.

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Vendors
Inventory and purchasing personnel can work together with the Maximo vendor analysis
functionality to identify reliable vendors, assign primary vendors for each item, and
determine whether to disqualify unreliable vendors.

Companies Application Tabs

The Companies application has five tabs.

Use this tab: To:

List Search for company records.

Company View, modify, add, or delete the main records for a company.
Contacts View, modify, or delete the contacts in a company.
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Addresses View, modify, or delete the mailing information for a company.

View or modify the company and company branch (parent-child)
Branches
relationships.

Company Tab Fields

The Company tab includes basic company information, as well as purchasing, tax, and
currency data. This information is important to the purchasing and inventory processes. The
following table lists and describes some of these fields.

Field Name Description

Company Identifies the code and name.

Parent Identifies of the parent company.
Yes/No field indicating whether the parent’s Remit To
information should be used. The default value is N. If you
Use Parent Remit To change this field value to Y, the payment information from
the parent record is displayed on invoices created against
the child company.
The number used by an outside company to identify your
Customer #
own company.
The list provides three default types: C (courier), M
Company Type
(manufacturer), and V (vendor).
Data Universal Numbering System number, used to
DUNS #
uniquely identify a company and its location.
Currency The currency that the company uses.
Indicates if the company is exempt from paying taxes
Tax Exempt Code
(e.g., 1=exempt, 2=not exempt, 3=exempt resale, etc.).
Free on board point is the point at which responsibility
FOB Points and liability are transferred. The FOB point is usually the
destination or the shipping point.
A description of what is being shipped; any riders to the
shipping agreement should be included here. For example,
Freight Terms
you might specify “Fresh fruit. Perishable. Keep
refrigerated. Must meet delivery dates.”

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Yes/No field indicating whether the company is

disqualified from being used on new PRs, POs, RFQs,
Disqualified Vendor?
Invoices, or any other application that references vendors.
The default is No; the check box is cleared.
RBNI Account The account for receipts that have not been invoiced.
Suspense Account The credit account used when the invoice is approved.
AP Control Account The credit account used when the invoice is paid.

Company Branches
Your company might purchase products or services through a national vendor with local
offices. You might have locations in different cities, each of which purchases from the local
office of the vendor.

Maximo allows you to create branch records for a vendor company and track purchasing
either at the branch level or with the vendor as a whole.

For example, each plant location might purchase office supplies at the local office of a
national chain, and do their shipping with the local office of an international shipping
company.

By entering company branches in Maximo, you can track purchases for each plant location
via its branch record, as well as the total purchases for all plant locations via the parent
vendor record.

Creating Company Records

In Maximo, company records can be created in two ways:

• Using the Company Master application

• Using the Companies application

When you create company records using the Companies application, consider the
guidelines in the Sets application.

• The Automatically Add Companies to the Company Master? check box

should be selected.

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• The organizations in which the company record will be created should be

associated in the same company set.

Scenario Exercise: Entering Company Records

In this exercise you will enter more data from the company record you created for the
EAGLENA organization.

1. From the Purchasing module, select the Companies application.

Result: The Companies application opens to the List tab.

2. Access the TEAM company record for the EAGLENA organization.

Result: Maximo displays the TEAM record on the Company tab.

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3. Enter the following data on the Company tab:

Field Value

Tax code MA

Hint: Use the Select Value button if necessary.

4. Save the record and click the Contacts tab.

Result: Maximo displays the Contacts tab.

5. Click New Row and enter the following information:

Field Value
Contact John Mark Asis
Position Manager
E-mail [email protected]
Procurement Card # 123456
P-Card Exp Date [One year from today’s date]
Phone 606-555-7590
Fax 606-555-7591
Pager Phone 606-555-7599
Home Phone 606-555-2856
6. Save the record.

Result: Your screen should look similar to the one next shown.

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You can add several contacts on the Contacts tab.

Chapter Summary

The Company Master Application

You use the Company Master application to associate company records for organizations
that belong to a particular company set.

Company master records contain the necessary vendor-related information that serve as
templates for company records created in the Companies application.

The Companies Application

The Companies application holds information about the companies with which you do
business.

The Inventory, Purchasing, and Assets modules use this information.

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NOTES:

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 Chapter 12: Requisitioning
This chapter contains the following topics.

Topic See Page

Chapter Overview 477

Creating a Purchase Requisition 482
Creating and Approving a Purchase Order 488
Receiving Materials and Services 496
Invoice Reconciliation 503
Creating a Materials Requisition 513
Chapter Summary 522

Chapter Overview

Introduction
Requesting material and service items to replenish supplies and acquire materials for new
work orders is essential in maintaining your day-to-day operations.

Maximo enables you to track the requisitioning process as it moves through several
processes and Maximo applications.

Learning Objectives
When you have completed this chapter, you should be able to:

• Create a requisition using the Purchase Requisitions and Desktop Requisitions

applications to obtain items and parts
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• Create a Purchase Order (PO) from a Purchase Requisition (PR) and a Materials
Requisition (MR)

• Approve a PO

• Receive items and services

• Reconcile vendor invoices

Chapter Scenario Premise

The scenario premise for this chapter will be to use the Purchase Requisitions and
Desktop Requisitions applications to generate requisitions for material and service items
and then process them through the procurement lifecycle.

PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

4
Invoice returns
Reconciliation

Revisiting: Purchase Requisitions Application

A PR is a written request issued internally to a purchasing department to order items or
services. You can use the Purchase Requisitions application to create PRs for items,
supplies, and services, or to create a PO from a PR.

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PR Tabs
The Purchase Requisitions application is comprised of five tabs.

Use this tab: To:

List Search for PR records.

PR Create, view, and modify purchase requisitions.
Store line items for a PR. Each line item has information
PR Lines such as item number, quantity, unit cost, required date, or
category for the item.
View, enter, and modify shipping and billing addresses
Ship To/ Bill To
associated with the purchase requisition.
Associate new or existing information such as liability
Terms and
concerns, shipping and handling details, or delivery time
Conditions
expectations with PRs.

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PR Tab Fields
The following table describes important fields on the PR tab.

Field Description

PR Displays the auto-generated PR number for the record being viewed.

Status Displays the current status of the PR.
Used to determine the order in which Maximo turns PRs into
Priority
Purchase Orders (POs).
The person responsible for approving the work; for example, this
Supervisor could be the person who will oversee the services provided by a
contractor.
Requested By The user requesting a purchase.
Suggested vendor for purchasing to use on the PO for the requested
Company
line items.
• Yes (checked) indicates an internal vendor.
Internal?
• No (cleared) indicates an external vendor.
• Yes (checked), the default, means that the vendor has authorization
Pay Tax to to collect taxes and that you should pay any tax amount to the vendor.
Vendor? • No (cleared) means that there is no tax, or that you are responsible
for paying tax directly to the government.
Pay on Yes (checked) indicates that you have a payment on receipt
Receipt? agreement with the company.
Status Date Date of the last status change.
Required
The date that you need the materials (optional).
Date
Requested Date of request. Defaults to the system date at the time of the PR
Date record insertion.
Modified Date of the last PR modification. Defaults to the system date when
Date Maximo saves the PR record.

PR Lines Tab
After the initial PR records are entered, the next step is to specify the individual items or
services that you need. You will be using the PR Lines tab for this task.
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A PR line can be for any of the following:

• ITEM – items from inventory

• MATERIAL – items not from inventory

• TOOL – items belonging to TOOLS commodity group

• SERVICE – services not associated in service items

• STANDARD SERVICE – services associated in service items

In the PR Lines tab, you must populate a Quantity, Unit Cost, Storeroom, Work Order,
Location, Asset, or GL Debit Account field prior to PO approval if your organization
requires GL account validation for transactions.

After the purchase requisition has been approved, you can assign its line items to one or
more purchase orders. A purchase requisition can be closed when all of its line items have
been assigned to a purchase order.

Types of PRs
In Maximo there are two types of PRs:

• Internal PRs request the transfer of materials from another company storeroom.

• External PRs request the purchase of the necessary materials from an outside
vendor. You can specify the vendor, if known.

In this chapter you will be creating an external PR.

PR Lines Type Required Fields

When you enter records on the PR Lines tab, note that the following fields must be
populated.

Line Type Required Field

Item or Tool Item

• Description
Material • Quantity
• Unit Cost
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 Chapter 12: Requisitioning

• Description
Service
• Quantity and Unit Cost, or Line Cost
• Item
Standard Service
• Quantity and Unit Cost, or Line Cost

Purchase Requisition Status

Every PR has a status value that indicates its position in the PO processing cycle.

The following table describes each status.

Status Description

WAPPR Waiting on Approval is the assigned status for new PR records.

Approved is available only if your business rules require approvals. The
APPR default Maximo configuration does not require approvals for PRs and
PR line items that you transfer to POs.
Close indicates that all the PR’s line items have been assigned to one or
CLOSE more POs. All fields are read-only, and the record can no longer be
modified.
Canceled status is available if the current PR status is Approved
CAN (APPR) and none of its line items have been assigned to a purchase
order. All fields are read-only, and a record can no longer be modified.

Creating a Purchase Requisition

In this exercise you will create a PR for Materials, which are items that are not stocked in
a storeroom. Specifically, you will request to purchase software and installation services for
your company.

Follow these steps to create a PR using the Purchase Requisitions application.

1. Go to the Purchase Requisitions application (found in the Purchasing module).

Result: Maximo displays the Purchase Requisitions application List tab.

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2. Click the New Purchase Requisition button.

Result: Maximo generates a PR record with an automatically assigned number.

Record your PR number: ____________

Your PR number might differ from the one shown above.

3. On the PR screen, enter the following information.

Hint: Use the Detail Menu button if necessary.

Field Value

Description Software and Installation Services

Priority 3

Company WB

Result: Your screen should look similar to the next one:

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The Company default information populates the PR record after adding the
company.

4. Save the record, then display the PR Lines tab.

Result: Your screen should look similar to the next graphic.

5. Click New Row.

Result: A blank PR line is added.

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 Chapter 12: Requisitioning

6. For line 1, enter the following information.

Hint: Use the Navigation Bar to view all details.

Field Value

Line Type Material

Item Description Network software

Quantity 1

Order Unit EACH

Conversion Factor 1

Unit Cost 1500.00

GL Debit Account 6100-400-000

7. Add a second new PR line, then enter the following information.

Hint: Use the Navigation Bar to view all details.

Field Value

Line Type Service

Item Description Installation Services

Quantity 8

Order Unit HOURS

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Conversion Factor 1

Unit Cost 50.00

GL Debit Account 6100-400-000

8. Save the record.

Result: After closing the PR Lines details, your PR Lines tab should look similar
to the next example.

9. Access the Ship To/Bill To tab, then enter the following information:

Field Value

Ship To [Keep default data]

Ship to Attention Smith

Bill To [Keep default data]

Bill to Attention KATHYB

10. Save the record.

Result: Your screen should be similar to the next one.

Now the PR is saved in Maximo and ready for the next steps in the process.
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Viewing the Information in a Report

At this point, the PR would be printed or electronically sent for approval.

Follow these steps to view the PR Details Report for the new PR record.

1. Ensure that you have accessed the PR record from the previous exercise.

2. Click on the Purchase Requisition Details report button.

Result: Maximo displays the report in a separate browser window.

From this browser window, you could print the report, save it locally, or e-mail it.

3. After viewing the report, click Close Report in the upper right section of the
report window.

Result: The report closes and you are ready to start the next step of the process.

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Approve the PR
The last step is to approve the PR record.

1. Ensure that you have accessed the PR record from the previous exercise.

2. Click the Change Status button.

Result: The Change Status dialog box opens.

3. Change the status to Approved; then click OK.

Result: The PR now has an APPR status.

All the fields are now read-only (gray).

Creating and Approving a Purchase Order

You Are Here: PO Creation and Approval

A PO is created from Requisitions, Reordering Function, Request for Quotations, Purchase
Contracts, or from scratch, and then goes through an approval process.

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PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release
receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

Invoice 4
returns
Reconciliation

Revisiting Purchase Orders

A PO is an authorized order from a purchasing agent or department to an internal supplier
or external vendor. You can use the Purchase Orders application to create purchase orders
from PRs; Material Requisitions (MRs); Requests For Quotations (RFQs); or from scratch,
using the PO itself.

PO Tabs
The Purchase Orders application has five tabs.
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Use this tab: To:

List Search for PO records.

Create, view, and modify POs, either from PRs or from
PO
scratch.
Enter line items on the PO. This tab also contains summary
PO Lines information from the Material Receipts and Service
Receipts tabs.
Specify shipping information that will be used as a default on
Ship To/Bill To
each PO line, and billing information for the entire order.
Terms and View terms associated with the PO from the contract, PR,
Conditions RFQ, or as a default.

Methods to Create POs

You can use a number of different methods to create a purchase order.

• From the Purchase Requisitions application—Select Action: Create PO

• From the Purchase Orders application, PO Lines tab—Select Action: Copy PR

Line Items to PO

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• From the Purchase Orders application (scratch)

• From the Request for Quotations (RFQ) application

• From the Inventory application using the Reorder function

• From the Desktop Requisitions module

• From the Purchase Contracts application by creating a release

The Purchase Orders application also allows you to generate an internal PO against another
storeroom.

You can think of a storeroom-to-storeroom purchase as a “transfer order” or an “internal

PO” because Maximo uses the Purchase Orders and Issues and Transfers applications to
track these types of item movements.

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 Chapter 12: Requisitioning

Purchase Order Status

Every PO has a status value that indicates its position in the purchase order processing
cycle.

The following table lists and describes each status.

Status Description

Waiting on Approval status is assigned to a PO when it is created. Some

WAPPR
default fields are read-only.
In Progress status indicates that a PO still needs to be modified before it
INPRG
can be approved.
Approved status is available only if the current PO status is WAPPR or
INPRG. All fields are read-only. To approve a PO, you must have a
APPR
monetary approval limit equal to or greater than the total cost of the PO.
After a PO has been approved, you cannot edit any of its fields.
Canceled status is available if the current PO status is APPR. You
CAN cannot cancel an approved PO if one or more PO line items have been
received.
Closed status indicates that all the PO line items have been received.
CLOSE After a PO is closed, it is stored as a history record and cannot be
modified.

Note
When you create a PO, Maximo gives the PO a status of Waiting on Approval (WAPPR).
Only a user with an approval limit equal to or greater than the purchase order amount can
approve a purchase order.

Editing POs
You can edit a PO when its status is WAPPR. For example, you can change vendors,
change PO tab information, add or delete PO lines, and change quantities.

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Approving POs
To approve a PO, you must have a monetary approval limit equal to or greater than the total
cost of the PO. In the Security Groups application, your system administrator sets monetary
limits for each user.

Also, your system administrator can specify that PRs be approved before any of their items
can be assigned to POs.

This is done in the Organizations application. After a PO has been approved, you cannot
edit any of its fields.

Canceling POs
You cannot cancel an approved PO if any of the following conditions exist:

• One or more PO line items have been received.

• The supplier has sent notification of delivery of items via an Advanced Shipment
Notice (ASN) transaction.

• The supplier has rejected the PO cancellation.

You might choose to notify the supplier before you cancel a PO because the Cancel PO
transaction will automatically be sent to the supplier upon cancellation of a PO.

Exercise: Creating a PO Using the PR Application

In this exercise you will use the Purchase Requisitions application to create a PO from
your approved software and installation services PR.

1. In the Purchase Requisitions application, select Create PO from the Select

Action menu.

Result: The Create PO dialog box opens.

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2. Click Autonumber.

Result: Maximo automatically generates a PO number in the PO field.

Record your PO number: _________________

3. Click OK.

Result: The PR is set to a status of CLOSE and the new PO record is created.

4. Go to the Purchase Orders application and retrieve the PO created in the

previous step.

Result: Your PO status should be WAPPR.

5. At this point, the PO would be printed or electronically sent for approval. Click
the Purchase Order Details report icon.

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Result: Maximo displays the Purchase Order Details Report in a separate browser
window.

From this window you could print the report, e-mail it, and so forth.

6. When you are finished viewing the report, click Close Report.

Result: The report window closes.

7. Click the Change Status button.

Result: The Change Status dialog box opens.

8. Change the status to Approved.

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Result: The PO has an APPR status.

9. Click OK.

Result: The status is changed and the record is saved. Your screen should look
similar to the one next shown.

Receiving Materials and Services

You Are Here: Product Received and/or Services

Rendered
Services are rendered and materials are received using the Receiving application. If
applicable, inspections are performed and, if necessary, returns are made. Ordered items are
moved to storerooms, work locations, recipients, and so forth.

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PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release
receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

Invoice 4
returns
Reconciliation

Definition: Receipt
A receipt is a type of transaction in Maximo that indicates that a vendor has delivered
materials or performed a service. A receipt transaction affects more than one application in
Maximo.

For example, a standard receipt of material for a storeroom affects the PO that called for
the order of the material in the Purchase Orders application, and the item balances in the
Inventory Control application.

Two Types of Receipts in Maximo

In Maximo there are two kinds of receipts:

• Material receipts refer to data associated with items used for work done on site by
your company’s employees; for example, quantities and lot numbers. When
inventory items are received against a PO, the quantities in inventory are updated,
and an inventory transaction is generated.

• Service receipts refer to data associated with any service provided by a vendor or
contractor, such as asset repairs. The service can be performed on site or off site.
You specify service purchases in terms of a quantity and a unit cost, or as a single
lump-sum amount.

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Revisiting: The Receiving Application

Use the Receiving application to receive materials and services from purchase orders.

You can search for and receive existing PO line items from the Select Ordered Items and
the Select Ordered Services pages, accessible from the Material Receipts and Service
Receipts tabs, or you can manually enter received items on the Receipts tabs.

Receiving Tabs
The Receiving application is comprised of three tabs.

Use this tab: To:

List Search for receipt records.

Record receipt of any materials, including stocked items, special
Material Receipts
order items, and material for direct issue to a work order.
Service Receipts Record receipt of any services ordered on a PO.

Receiving Materials or Service Items

Before a material or service item is Received, the PO status should be APPROVED.
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Inspecting Received Items

There are instances when received material or service items need to be inspected to ensure
that the terms and conditions agreed upon in the purchase orders are met.

Maximo allows you to record and change an item’s inspection status in the Receiving
application, Select Action menu, via the Change Inspection Status dialog box.

Inspection Statuses
When an inspection is required upon receipt of an item or service, the following statuses
describe where the line item is in the inspection process.

• Waiting for Inspection (WINSP) status indicates that the line item is in the
process of being received, but has not yet been entered into inventory. The line
item is currently in a holding location, where it will stay until an inspection is
completed. When an inspection has been completed, the line item will go to either
WASSET or COMP status, depending on whether or not it is a rotating item.

• Waiting for Serialization (WASSET) status indicates that the line item is a
rotating item that is awaiting serialization (waiting to have an asset number
assigned to it). If the line item requires inspection, the inspection has already
taken place if its status is WASSET. The item is still in the holding location, and
has not yet been sent to its appropriate storeroom or direct issue location. After the
item has been serialized via the Receive Rotating Items dialog box, its status will
be COMP.

• Complete (COMP) status indicates that the line item has been received and, if
necessary, inspected and/or serialized. When Maximo changes the status of the
line item to COMP, it also creates a transfer transaction, which transfers the item
to its appropriate storeroom or direct issue location. If the line item is not rotating
and does not require inspection, the status goes directly to COMP upon receipt.

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Completion of Receipts
For a PO to be complete, all of the PO lines must be complete.

The PO Lines tab in the Purchase Orders application has a Receipts field, which indicates
whether the materials or services for the PO line have been received.

The value in the Receipts field of the Purchase Orders application correlates to the Receipt
Status field in the Receiving application.

• Before any receipts have been made, these fields indicate NONE.

• When some items have not been received, the fields indicate PARTIAL.

• When some items have not been received but the purchase order receipts are
manually complete, the fields indicate COMPLETE.

Inspecting Items and Receipt Completion

After a material or a service receipt status is Complete, the inspection status automatically
changes to COMPLETE and cannot be changed.

Receiving Materials
In this exercise you will indicate that you have received all of the materials ordered on the
PO from the previous exercises.

1. Open the Receiving application from the Purchasing module.

2. Retrieve the purchase order created in the previous exercise.

The purchase order is displayed on the Material Receipts tab and the Receipts
field displays the value NONE.

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3. To copy the list of PO line items that you ordered, click the Select Ordered Items
button.

Result: The Select Ordered Items dialog box opens.

4. Check the Network Software line 1 check box, then click OK.

Result: Maximo copies all of the ordered items to the Materials Receipts PO Line
row.

The Inspection Status is now COMP.

5. Save the record.

Result: The Receipts field indicates that the receipt is PARTIAL.

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Service Receipts
The terms you use on the service PO must be the same on the corresponding receipt
transaction, which you record on the Service Receipts tab.

Receiving a Service
Assume that the software has been installed and, after inspection, you find that all the PCs
are running properly.

The next step is to receive and approve the service rendered by the software technician.

1. Access the Service Receipts tab; then click the Select Ordered Services button.

Result: The Select Ordered Services dialog box opens.

2. Check the Installation Services line item; then click OK.

Result: Maximo copies the selected service to the Service Receipts tab.

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3. Save the receipt record.

Result: The Receipts field for both the material and service is now COMPLETE.

Invoice Reconciliation

You Are Here: Invoice Reconciliation

As a result of purchasing materials and services, your company receives invoices from
vendors.

Maximo allows you to enter vendor invoice information, match that information against the
PO and receipt of materials and services, and then approve the invoice so it can be passed
on to your accounts payable system.

This section focuses on using Maximo to process invoices for materials and services that
have been received.

As a purchasing employee, you will receive invoices from vendors for items and services
that you have received.

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PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release
receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

Invoice 4
returns
Reconciliation

Key Terms
You will use the following key terms in this section:

• Invoice: A bill from a vendor for delivered materials or services.

• 3–1 match: A match of a line item on a purchase order, a receipt, and an invoice;
used when the Receipts Required field on the PO is Y.

Revisiting the Invoices Application

An invoice is a bill from a vendor for delivered products or services.

The Invoices application lets you record invoices, as well as debit and credit notes from
vendors, and match invoice details against POs and receipts.

It also lets you create invoices for which there are no receipts.

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Invoices Tabs
The Invoices application has four tabs.

Use this tab: To:

List Search for invoice records.

Enter general “header” information about the invoice. This
Invoice includes an optional description of the invoice, the status, and
the PO number and/or vendor (the remit-to company).
Enter or view the line items for materials and services for
Invoice Lines which you have been invoiced. You can enter the line items
manually, or use the Copy PO Lines button.
Terms and
Associate new or existing terms with a purchase order.
Conditions

Three Types of Invoices

The invoice you create in Maximo might represent one of the following invoice types.
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Invoice Type Description

An invoice related to a single purchase order. You enter

information such as the invoice number, corresponding PO
Single PO
number, any receipts recorded for the PO, and information
specific to the invoice.
An invoice related to many purchase orders. You enter general
Multi POs invoice data on the Invoice tab; then list the related POs on the
Invoice Lines tab.
An invoice without a related purchase order. Typically, such an
invoice represents a bill for which there is no purchase
No PO
requisition or purchase order. Invoice-specific information is
entered into the application.

Invoice Status
The following table describes the different statuses that an invoice can have.

Status Description

The default status when you create an invoice. A newly entered

Entered
invoice has some fields filled in by default; some of these are
(ENTERED)
read-only. An invoice with the status of Entered can be edited.
Indicates that the invoice is part of a payment schedule, set up
for a specific contract. Invoices with this status can be created
Scheduled (SCHED)
only from the Contracts applications. An invoice with a status
of Scheduled can be changed to any status except Entered.
The status is available only if the current invoice status is
Entered or Hold. Use this status to indicate that invoice
Waiting on Approval
information has been entered and the invoice is now ready for
(WAPPR)
review and approval by the appropriate level of staff. An
invoice waiting for approval can be edited.
The status is available only if the current invoice status is
Entered, Waiting on Approval, or Hold. If you change the status
directly to Paid without first approving the invoice, Maximo
Approved (APPR) automatically validates the invoice for approval criteria. An
approved invoice is stored as a history record; for invoices in
history, you can change only the Check Code, Check Number,
and Paid fields.
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The status is available only if the current invoice status is

Entered or Waiting on Approval (WAPPR). You can change the
Hold (HOLD)
invoice to Hold status if the invoice should not be approved or
paid yet.
The status is available only if the current invoice status is
Entered, Waiting on Approval, Approved, or Hold. If you
Paid (PAID) change the status directly to Paid without first approving the
invoice, Maximo automatically approves the invoice. A paid
invoice is stored as a history record and cannot be modified.
The status is available only in the Change Status dialog box if
the current invoice status is Entered, Waiting on Approval, or
Cancel (CANCEL)
Hold. You cannot cancel an approved invoice. A canceled
invoice is stored as a history record and cannot be modified.

3-1 Match
A 3-1 match is a match of a line item on a purchase order, a receipt, and an invoice. It is
used when the Receipt Required? field on the PO line item is checked.

Basic Process for Invoice Reconciliation

The basic invoice process consists of four steps. Step 1 starts the process, but your work in
Maximo consists of steps 2, 3, and 4.

1. Receive the invoice from the vendor.

2. Create/enter vendor invoice information in Maximo.

3. Match the vendor invoice to the POs so that it can be approved and routed to
accounts payable.

4. Approve the invoice and route it to accounts payable.

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Step 2: Creating the Invoice

In this exercise you will reconcile the vendor’s invoice using the Invoices tab.

1. Go to the Invoices application from the Purchasing module.

Result: The Invoices application opens on the List tab.

2. Click the New Invoice button.

Result: Maximo displays the Invoice tab with an automatically generated number.

3. Enter the following information:

Field Value

Description Invoice for Network Software and

Installation

Vendor Invoice 158

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 Chapter 12: Requisitioning

PO [Find the PO you created from the

previous exercises]

Company WB

Record your invoice number here: ____________________

4. Save the record.

Result: Your screen should be similar to the next one.

The Company data is entered automatically when you enter the PO number.

Step 3: Entering Invoice Line Items—Performing a 3-1

Match
In this exercise you will use the Copy PO Lines to Invoice dialog box to perform a 3–1
match on the invoice.

1. Click on the Invoice Lines tab.

Result: The Invoice Lines tab opens.

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2. Click the Copy PO lines button.

Result: The Copy PO Lines dialog box opens.

3. Check all the PO lines boxes and then click OK to copy the matching lines from
the PO to the Invoice Lines tab.

Result: The Invoice Lines tab should look like this.

4. Save the record.

Your next exercise begins at this point.

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Step 4: Approving the Invoice

In this exercise you will assume that the invoice has gone to the appropriate person, who
has given the invoice approval for payment.

Approving an invoice is like approving a PR or PO. You will approve the invoice in this
exercise.

You will also check that the PO is closed and the invoice is entered for each PO line item.

1. Click the Change Status button.

Result: The Change Status dialog box opens.

2. Select Approved from the New Status field drop-down list, then click OK.

Result: The invoice status is now APPR.

3. Click the Invoice tab.

Result: In the Costs section, notice that Maximo automatically calculates the
values for the Pretax Total, Total Tax, and Invoice Total fields.

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Remember that you entered the Conversion Factor value of 1.00 in the PO record.
For multi-currency transactions the conversion factor varies, and if PRs are
approved, Maximo will automatically calculate and convert the Total Base Cost
value. You will have different values.

4. In the PO Details section, click the Detail Menu button for the PO field; then
select Go To Purchase Orders from the resulting list.

Result: The Purchase Orders application opens.

The PO status is now CLOSE.

5. Click the Return icon in the upper right corner of the screen.

Result: You are returned to the Invoices application.

6. Click the Change Status icon and change the status to PAID.

Result: The transaction date populates the Paid field and the Paid Date field is
populated.
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Creating a Materials Requisition

Introduction
A Materials Requisition (MR) is a request issued internally to a purchasing department to
order items or services from an external source, or is a request issued internally to another
storeroom for parts.

Use the Desktop Requisitions module to create requisitions for items, parts, and supplies
from internal or external sources.

You Are Here: MR Creation

You can create an MR by using the Desktop Requisitions module.

The scenario premise for this chapter will be to use the Desktop Requisitions module to
generate an MR for materials.

This scenario will just familiarize you with Desktop Requisitions; you will not process the
request through the entire procurement lifecycle.

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 Chapter 12: Requisitioning

PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release
receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

Invoice 4
returns
Reconciliation

Desktop Requisitions Module

Desktop Requisitions is a submodule of the Self Service module. It is intended to be used
by both experienced and novice users.

The module is designed to create requisitions in an extremely simple environment through

the use of a wizard, which is a series of steps and accompanying pages that the application
brings you through.

The Desktop Requisitions module enables you to search for and request materials from
internal storerooms, suppliers’ online catalogs, and electronic commerce sites and
marketplaces.

Desktop Requisitions Applications

The Desktop Requisitions module is composed of four applications.

• The Create Requisition application enables you to create and submit a desktop
requisition. The requisition contains information on Requisition Description,
Shipping Information, Charge Information, and Requisition Line Items.

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You can complete a desktop requisition using the three-step process, or you can save a
requisition as a draft and finish it later. You can also save a requisition as a template, and
use it later for creating additional requisitions with similar information.

• The View Requisitions application enables you to search for, view, and change
the status of your existing requisitions.

• The View Templates application enables you to view specific information about
requisition templates, including shipping addresses, charge information, and line
item details. You can then edit the template requisitions if you want, and create
new requisitions from the templates.

A template requisition is a requisition that you save to use repeatedly in the future. It can
contain your standard shipping and charge information plus line item information.

You create requisition templates in the View Requisitions and View Drafts applications.

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• The View Drafts application enables you to view your draft requisitions and edit
them if you want.

When you choose to edit a draft, Maximo redirects you to the Create Requisition
application, where you can make the necessary changes and then submit the requisition or
save it again as a draft.

You can also create a template requisition in the View Drafts application. A template
requisition is a requisition that you save to use repeatedly in the future. It can contain your
standard shipping and charge information, plus line item information.

Requisition Status
Like the PR applications, Desktop Requisitions uses the same status value to indicate its
position in the order processing cycle.

The following table describes each status.

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Status Description

DRAFT Draft is the status when a requisition is created.

Waiting on Approval is the status when the request is currently
WAPPR
reviewed.
Approved status is available only if your business rules require
APPR approvals. The default Maximo configuration does not require
approvals for PRs and PR line items that you transfer to POs.
Closed indicates that all the PR’s line items have been assigned to one
CLOSE or more purchase orders. All fields are read-only, and the record can no
longer be modified.
Canceled status is available if the current PR status is Approved
CAN (APPR) and if none of its line items have been assigned to a purchase
order. All fields are read-only, and a record can no longer be modified.

Creating a Requisition
The wizard-driven process of creating a requisition in Desktop Requisitions is
straightforward and simple. Using the following steps, you will create a requisition for
some office supplies for a department within an organization.

1. Access the Create Requisitions application:

Self Service > Desktop Requisitions > Create Requisition

Result: The Create Requisition tab displays with an autonumbered requisition, as

shown next. (Requisition numbers might vary.)

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Step 1 is highlighted on the screen to indicate where you are in the process. Each
step is highlighted when you are on it.

Write your requisition number here: ___________________.

2. Enter Office Supplies in the Description field, then click Continue.

Result: You are taken to step 2 of the process, which is to add lines for the request.

3. Click the New Row button.

Result: A new line is added, ready for input.

4. Enter the following information:

Field Value

Line Type Material

Description CD-ROMs

Quantity 2

Order Unit BOX

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Unit Cost 25.00

Vendor OFFRUS

GL Debit Account [Use the default value]

5. Click Continue.

Result: You are taken to Step 3 – Review and Submit.

6. After reviewing the details, click Submit.

Result: The requisition is submitted and automatically approved. Maximo

displays the Requisition Submitted dialog box.

The number of your desktop requisition might vary from this example.

7. Click View Details.

Result: The View Requisitions application displays the details for the requisition
that you just created.

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The next exercise will start at this point, so keep the View Requisition application
open to this record.

Determine the PR Number

Upon request approval and when a vendor is indicated during the requisition process,
Maximo generates a PR that corresponds to the information in the requisition.

You will now determine which PR number has been assigned to the requisition.

1. Click the History subtab while viewing the request from the previous exercise.

Result: The requisition history is retrieved.

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The Status History and Purchase Requisition Status History sections are
populated.

2. Click the Detail Menu button on the PR field, then select Go To Purchase
Requisitions.

Result: Maximo displays the PR record details created in the previous exercise.

Write the PR number here: ______________

The PR status is WAPPR and vendor information is shown.

3. Click the PR Lines tab.

Result: The line item from your request is copied.

Return to the View Requisitions application.

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Chapter Summary

Purchasing Module Functionality

Maximo comes with purchasing functionality. You use the Purchasing module and its
applications for creating, processing, and printing PRs, RFQs, and POs.

PR Creation
A PR is created in one of the following ways:

• Requisitioning for materials and services using the Desktop Requisitions or

Purchase Requisitions applications

• Creating a PR using the Reordering and Desktop Requisitions applications

• Awarding an RFQ using the Request for Quotations application

• Reordering for a storeroom replenishment or work orders only using the

Reordering action in the Inventory application

Purchase Requisitions Application

A PR is a written request issued internally to a purchasing department to order items or
services. You can use the Purchase Requisitions application to create PRs for items,
supplies, and services, or to create a PO from a PR.

Desktop Requisitions Application

Desktop Requisitions is a self-service application, designed to be used by both
experienced and novice users.

The application is designed to create requisitions in an extremely simple environment

through the use of a wizard, which is a series of steps and accompanying pages that the
application brings you through.

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Revisiting Purchase Orders

A PO is an authorized order from a purchasing agent or department to an internal supplier
or external vendor.

You can use the Purchase Orders application to create POs from PRs, from MRs, from
RFQs, or from scratch, using the PO itself.

Methods to Create POs

You can use a number of different methods to create a purchase order:

• From the Purchase Requisitions application—Select Action: Create PO

• From the Purchase Orders application, PO Lines tab—Select Action: Copy PR

Line Items to PO

• From the Purchase Orders application (scratch)

• From the Request for Quotations (RFQ) application

• From the Inventory application using the Reorder function

• From the Desktop Requisitions module

• From the Purchase Contracts application by creating a release

Two Types of Receipts in Maximo

In Maximo there are two kinds of receipts:

• Material receipts refer to data associated with items used for work done on site by
your company’s employees; for example, quantities and lot numbers. When
inventory items are received against a purchase order, the quantities in inventory
are updated and an inventory transaction is generated.

• Service receipts refer to data associated with any service provided by a vendor or
contractor, such as asset repairs. The service can be performed on site or off site.
You specify service purchases in terms of a quantity and a unit cost, or as a single
lump-sum amount.

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Revisiting: The Receiving Application

Use the Receiving application to receive materials and services from purchase orders.

You can search for and receive existing PO line items from the Select Ordered Items and
the Select Ordered Services pages, accessible from the Material Receipts and Service
Receipts tabs, or manually enter received items on the Receipts tabs.

Basic Invoice Process

The basic invoice process consists of three steps. Step 1 starts the process, but your work
consists of Steps 2, 3, and 4.

1. Receive the invoice from the vendor

2. Enter vendor information into Maximo

3. Match the vendor invoice to the POs so that you can approve it and route it to
accounts payable

4. Approve the PO

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NOTES:

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 Chapter 13: Reordering
This chapter contains the following topics.

Topic See Page

Chapter Overview 527

Reordering in Maximo 529
Chapter Summary 529

Chapter Overview

Introduction
Reordering items internally is a common practice for organizations to acquire the materials
needed to finish the work orders.

Maximo enables you to strategically track the reordering process as it passes by the
Inventory and Purchasing modules and applications to ensure that these items are available,
part requirements and specifications are met, and inventory resources are kept at minimum
levels.

Learning Objectives

When you have completed this chapter, you should be able to:
• Describe how inventory reorder fits into the purchasing process

• Run the Reorder option from the Inventory Control application

• Describe the conditions for which inventory items get reordered

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Chapter Scenario Premise

A Purchase Requisition (PR) is created in one of the following ways:

• Desktop Requisitions module, for material and service item requests

• Purchase Requisitions application

• Inventory application, to reorder items from storerooms

A Purchase Order (PO) is created in one of the following ways:

• Purchase Requisitions approved

• Inventory Reordering option is set to create approved POs

• RFQs awarded

• Purchase Contracts application, create release PO select action, when the Create
release? check box is checked

• From scratch (PO applications)

The scenario premise for this chapter will be running the reordering action for storeroom
replenishment using the Reordering action in the Inventory application.

PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release
receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

Invoice 4
returns
Reconciliation

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 Chapter 13: Reordering

Reordering in Maximo

Introduction
As inventory balances decrease in the storerooms, you need to replenish these balances.
The Maximo Purchasing and Inventory modules enable you to track requests for and
purchases of materials, and to maintain storeroom inventories.

Reordering: The Inventory-purchasing Connection

The following diagram illustrates the cyclical process that occurs to maintain storeroom
balances by purchasing materials from vendors.

Reorder function
Inventory performed by
(Storerooms) stockroom
Vendors ship personnel or
materials that are system generation
received into
storerooms

Reorder function
performed by
stockroom
personnel or
system generation

Purchase Purchase
Orders Requisitions

Purchasing personnel
process requisitions to
be sure that all materials
are ordered from vendors

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 Chapter 13: Reordering

Organizations Application Inventory Reorder Options

Revisited
In the Organizations application Select Action menu, use the Inventory Reorder option
to specify whether Maximo creates an approved or unapproved PR or PO when a reorder
request is generated.

You set the default separately for reorder requests directed at external vendors and internal
supply rooms.

Tip: Reorder
• Setting up and using reorder in Maximo will reduce stockouts and also allow for
improved purchase planning. Organizations can realize a 5- to 10-percent or better
reduction in inventory levels.

• Satellite stores reordering from the Primary - hub storeroom will allow you to
consolidate purchasing through the hub storeroom.

Revisiting the Inventory Application

You can use the Inventory application to enter, view, or modify item balances, costs,
balances, bins, and lots, and to view storeroom locations where the item is stocked. In
addition, when stock falls below a specified reorder point, the balances let you know when
and what quantities to reorder by setting up item reorder details on the Reorder Details tab.

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Reorder Cron Task

From the Inventory application you can manually execute the Reorder function.

In addition, you can automate the function by configuring the ReorderCronTask record in
the Cron Task Setup application.

For more information about configuring the reorder cron task, refer to the System
Administrator’s Guide.

For this chapter, you will manually execute the Reorder function using the Reorder action.

Reordering Items
In Maximo, there are two actions that allow you to reorder items:

• Reorder Items

• Reorder for Direct Issue Items and Services

Reordering Stocked Items

Many companies use a just-in-time 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

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 Chapter 13: Reordering

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 accommodates just-in-time inventory systems 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.

Stocked items can be automatically reordered based on the Maximo reorder logic, which
uses the following formula:

(current balance + quantity on current purchase requisitions and purchase orders) –

(quantity reserved on work orders and internal purchase orders + quantity expired) <= ROP

Current PRs and POs are any PRs and POs with a status of Waiting on 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 does not exceed the Reorder Point (ROP), Maximo reorders.

Determining the Reorder Point

The Reorder Point (ROP) is the point at which items should be reordered 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.

• Lead time is the amount of time it takes between placing an order and delivery of
the items.

• Economic order quantity 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 might cost less per item than buying the item
individually.

You can use the Inventory Reorder Point report to help you calculate a new ROP.

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Reorder Select Action

On the Select Action menu there are two actions specific to the Reorder function:

• Reorder Items: Use to reorder stocked items, direct issue items, or both.

• Reorder Direct Issue Items/ Services: Use to reorder direct issue items or
services.

Reorder Items Dialog Box

When you select the Reorder Items action, a Reorder Items dialog box will open. Use the
dialog box to reorder stocked items, direct issue items, or both.

You can reorder a single item, a list of selected items from the same storeroom, or all of the
items in a storeroom.

• Ignore Reorder Point? – The item is ordered even if the available balance is
above the reorder quantity.
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 Chapter 13: Reordering

• Reorder Direct Issue Items and Services? –This includes direct issue items or
services on approved work orders in reordering calculations.

• Consider Contracts When Creating PRs/POs? – Release POs are created from
existing blanket purchase orders. Prices and details from the pricing agreements
are included when PRs and POs are created.

• All Items in Storeroom? – Overrides any item selections and makes the
Storeroom field editable.

• Run in Background Mode? – Runs the reorder process in background mode and
sends notification via e-mail when complete.

• E-mail Address Notification – Shows the e-mail address of the person who
receives the reorder notice.

Reorder Direct Issue Items/ Services Action

When you select the Reorder Direct Issue Items action from the Select Action menu, a
Reorder Direct Issue dialog page will open.

Use this action to reorder material items or services listed on approved work orders and
issued without being received into inventory.

Clear Reorder Lock Action

When a user runs the reorder process (even if in preview mode), Maximo places a lock on
the process against the storeroom being reordered. This prevents other users from running
reorder against the same storeroom at the same time.

Occasionally, users running the reorder process in preview mode might inadvertently lock
the reorder process and prevent themselves and others from running reorder against a
certain storeroom.
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 Chapter 13: Reordering

If there is a reorder lock against your user name, you can use the Clear Reorder Locks
action on the Select Action menu to remove it.

Reordering Items
In Maximo you can reorder for:

• A single item or service

• A storeroom

• A selected list of items for a particular storeroom

Utility Exercise Scenario: Reordering a Selected List of

Items
In this exercise you will reorder items based on a selected list of items found in the utility
company’s central storeroom and identified by the bin truck-1.

At this point, you will ignore the reorder point to show the reordering process for these
selected items.

Follow these steps to reorder based on a list of items.

1. Go to the Inventory application and, from the List tab, search for the Galvanized
Guy Wire (GGW-27) and Band Clamp (BCLAMP) items.

Hint: You can use comma-separated values in the Item field on the List tab to find
both items with one filter.

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 Chapter 13: Reordering

Result: Items GGW-27 and BCLAMP are listed.

2. From the Select Action menu, select Reorder > Clear Reorder Locks.

Result: Maximo displays a message indicating that locks have been cleared.

This action enables you to place reorders on the items reserved from prior orders.

3. Click OK to close the message.

4. From the Select Action menu, select Reorder > Reorder Items.

Result: The Reorder Items dialog box opens.

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5. In the Reorder Items dialog box, set the following options as indicated:

Field Setting

Ignore Reorder Point? [Clear]

Run in Background Mode? [Clear]

6. Before you run the reorder, let’s view your items. To do so, click Preview.

Result: The Reorder Items Detail dialog box displays all items slated to be
reordered from the search list.

7. From the Reorder Items Detail dialog box, click Run Reorder.

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 Chapter 13: Reordering

Result: The Reorder Results dialog box opens.

Record your PR number here:

8. Click OK to close the dialog box.

Utility Exercise Scenario: Reordering a Selected List of

Items – Viewing the PRs
Follow these steps to open the Purchase Requisitions application and look at the PR you
created using the Reorder function in the previous exercise.

1. Go to the Purchase Requisitions application.

2. Search for and retrieve the PR number generated in the previous exercise.

Result: The PR record is retrieved.

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 Chapter 13: Reordering

3. In the Description field, replace the automatically generated description with

Items for Central Storeroom.

4. Save the record.

5. Click on the PR Lines tab to view it.

Result: Maximo displays the PR lines for the ordered items.

Utility Exercise Scenario: Processing the PR

For your Utility scenario you will be using these items later on in this course. Process the
PR, following these instructions:

1. Approve the PR.

2. Create and approve the PO for both items (use Autonumber).

3. Receive all the materials.

Write your PO number here: ___________________

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 Chapter 13: Reordering

Chapter Summary

Revisiting the Inventory Application

You can use the Inventory application to enter, view, or modify item balances, costs,
balances, bins, and lots, and to view storeroom locations where the item is stocked. In
addition, when stock falls below a specified reorder point, the balances let you know when
and what quantities to reorder by setting up item reorder details on the Reorder Details tab.

Reordering Items
In Maximo there are two actions that allow you to reorder items:

• Reorder Items

• Reorder for Direct Issue Items/Services

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NOTES:

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 Chapter 13: Reordering

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 Unit 5: Maximo Working for You

Immersion Training for IBM Maximo 6

Enterprise Asset Management

This unit contains the following chapters.

Chapter Subject

14 Setting Up Additional Maximo Applications

15 Automating the Approval Process
16 Asset Management
17 Putting It All Together

Unit Overview

Introduction
In this unit you will look at additional Maximo applications designed to augment your work
management and materials management requirements.

The features and functions of these applications are the results of cumulative best
maintenance practices, the most significant factor in implementing strategic asset
management.

Learning Objectives
When you have completed this unit, you should be able to:

• Create a classification hierarchy

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 Unit 5: Maximo Working for You

• Use the Classifications application to structure an item list

• Classify failures

• Identify failure hierarchies in Maximo

• Build a failure hierarchy

• Apply a warranty contract to assets acquired or services rendered

• Assemble an item kit

• Describe the purpose of Workflow

• Enable and validate a Workflow process

• Start a Workflow process

• View a Workflow process’s history

• View an in-process assignment

• Complete a Workflow assignment

• Review previous exercises and illustrate how you can use Maximo to strategically
manage your assets

Use of Classifications
Classifications enable you to logically store information, and can be used on locations,
assets, items, work orders, tickets, and solutions. You can classify and then search for
things that have been classified.

At the top level, you can have just one classification or you can have multiple
classifications.

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 Unit 5: Maximo Working for You

Entering Failure Class on Asset Records

After the failure class has been set up in the system that is being used by asset records, and
when the work order is created and the asset number is selected, then the failure code file
automatically populates on the work order screen.

Assigning a problem code to all new Corrective Maintenance (CM) and Emergency
Maintenance (EM) work can provide failure history and failure hierarchy records.

Using problem codes also extends Maximo usage in that Maximo will alert you to duplicate
work orders.

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 Unit 5: Maximo Working for You

Using Warranty Contracts

You use a warranty or service contract to maintain one or more assets with an outside
service provider for a fixed fee or regularly scheduled payment over a time period, or to
track warranty information for multiple assets or locations by time or meter.

Creating Item Kits

A kit is a collection of items that can be issued out as a single unit. Using kits allows you
to put all the items needed for a job plan or maintenance task into one container and issue
them as a single unit.

The item kit record is a unique item set, just as an item record is unique.

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 Unit 5: Maximo Working for You

Automating the Approval Process

You can use Workflow to create a set of paths as simple or as complex as your business
process demands.

Each type of process should be able to handle all of the routing necessary for that kind of
record.

Automating your approval processes will decrease record processing costs and allow you
to track the approval history.

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 Unit 5: Maximo Working for You

Asset Management
You will use the previous exercises as premises and extend the scenarios to illustrate how
Maximo can be used to strategically manage your assets from:

• Purchasing (Acquiring)

• Setting Up Asset Records

• Managing and Processing Work Orders for the Asset

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 Chapter 14: Setting Up Additional
Maximo Applications

This chapter contains the following topics:

Topic See Page

Chapter Overview 549

The Classifications Application 550
Failure Codes 563
Setting Up a Failure Hierarchy 566
Warranty Contracts 582
Item Kits 591
Chapter Summary 601

Chapter Overview

Introduction
In this chapter you will look at four applications that can be used to expand your Maximo
usage:

• Classifications

• Failure Codes

• Warranty Contracts

• Item Kits

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Learning Objectives
When you have completed this chapter, you should be able to:

• Create a classification hierarchy

• Use the Classifications application to structure an item list

• Classify failures

• Identify failure hierarchies in Maximo

• Build a failure hierarchy

• Apply a warranty contract to assets acquired or services rendered

• Assemble an item kit

The Classifications Application

Introduction
You use the Classifications application to establish an overall classification hierarchy.
Classifications can aid you in retrieving historical data from other applications within
Maximo.

Classifications enable you to logically store information, and can be used on locations,
assets, items, work orders, tickets, and solutions. You can classify and then search for
things that have been classified.

Classification structures are similar to directory structures in construction and in the way
they are displayed. You also build a classification structure the same way; that is, from the
top down in parent-child relationships.

First you create a parent (a classification), then you add the children (each is also a
classification) that belong to the parent. Each child can then become a parent and have its
own children. This can go on indefinitely.

The structure from the top-level parent to the child you are working with is called the
classification path.

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Definitions
The following definitions apply when setting up a classification hierarchy.

Term Definition

Classification
The hierarchical position of a classification.
Level
Parent The highest classification level (Level 1). It is a general category
Classification used to represent categories that share certain attributes.
The second highest classification level (Level 2). It is used to create
Child
subsets of items that fit into the same classification but can be
Classification
divided into smaller groups based on their attributes.

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 Chapter 14: Setting Up Additional Maximo Applications

Use this tab: To:

List Search for classifications records.

Create a new classifications branch, and add, modify, and assign
Classifications
attributes and domains to a classification record.

Working with Attributes and Domains

An attribute is a means of grouping characteristics of a classification. An attribute’s name
can be either alphanumeric or numeric. You can use attributes only with assets, locations,
or items.

For example, for a classification of PUMP, you might have an attribute of HORSEPOWER.
For a classification path of COMPUTER\PROBLEM, you might have an attribute of
MEMORY SIZE.

A domain is a means to standardize a list of values for attributes. For example, for an
attribute of COLOR, you might have domains of yellow, red, green, and blue. For an
attribute of HORSEPOWER, you might have domains of 1.0, 1.5, 2.0, 10, 20, and 100.

An attribute can be further defined by the use of domains, but domains are not required.

Best Practice
Classifying locations, assets, items, work orders, tickets, or solutions down to the domain
level provides granularity in providing specific information most useful to less experienced
personnel.

Classification Examples
The following examples might help you better understand classifications.

• A user calls the service desk to obtain information on the facilities. The service
desk uses classifications to categorize the ticket as an informational request. The
classification path would be: INFORMATIONAL QUESTIONS \ FACILITIES \
WHERE DO I . . .

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Ten minutes later the service desk takes a second call, this one concerning health coverage.
The same classification structure can be used to categorize both incidents.

• A user contacts the service desk to request a Windows XP installation.

A service requisition and change ticket is created, and the ticket has a
classification path of: IT \ SOFTWARE \ INSTALLS \ WINDOWS XP.

Ten minutes later the service desk takes a printer-related call. The same classification
structure used to categorize the earlier change is used to classify the printer incident ticket.

• Another use of classifications could be to show the relationship of assets. For

example, say your work order requires a small, centrifugal pump.

Maximo will show two PUMP types: Centrifugal and Reciprocating. Both types are
categorized into Size, Stage, and Capacity, while sizes can be Large and Small. The
classification path for this is as follows:

PUMP \CENTRIFUGAL \SIZE \SMALL

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Parent Classification
Classification
PUMP

Child
Classification
Child 1 Child 2
CENTRIFUGAL RECIPROCATING

Attributes
Attribute 1 Attribute 2 Attribute 3
SIZE STAGE CAPACITY

Domains
Domain 1 Domain 2
LARGE SMALL

Measure of Units and Conversions

A unit of measure describes the increment in which you order, issue, or transfer an item or
tool, or order a service.

Examples of units of measure include EACH, CASE, IN (inches), and ROLL. A conversion
factor is a numeric value that is applied to relate one unit of measure to another (a ratio).
Before adding items to storerooms, you must define all types of units of measure first, and
then define the conversion ratios for those units.

When you add an item to a storeroom, you must supply a value for the issue unit using the
units of measure that you have predefined. Conversion from one unit of measure to another
takes place only when you receive or transfer an item into a storeroom.

For this reason, Maximo is always converting to the unit at which a storeroom receives and
stores the items, which is the same as the storeroom’s issue unit.

If the order and issue units do not match when you receive the item into a storeroom or
when you transfer it between storerooms, Maximo looks for a conversion ratio to determine
the stocking balance for the storeroom.

For example, you order light bulbs in bulk. Your unit of measure is a case, with a quantity
received of 36. When you issue the item, you issue it one at a time. In this case, you can
define a measure unit of CASE and another measure unit of EACH.

You define a conversion ratio from CASE to EACH with a factor of 36. When you receive
an order of bulbs into a storeroom, Maximo converts the received order unit of one CASE
into the storeroom’s issue unit of 36 EACH.

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Adding/ Modifying Properties

The Select Action menu enables you to add or modify:

• Classifications

• Attributes

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 Chapter 14: Setting Up Additional Maximo Applications

• Units of Measure

Utility Scenario Exercise: Creating a Classification

For your Utility scenario, you will create a parent classification and attributes for utility
poles.

1. From the Administration module, access the Classifications application.

Result: The Classifications application opens on the List tab.

2. Click the New Classification button.

Result: The screen opens on the Classifications tab.

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3. In the Classification field, enter POLE; then tab out of the field.

Result: Maximo displays a message.

4. Click Yes.

Result: The screen is back to the Classifications tab.

5. In the Description field, enter Poles, then Save the record.

6. Next, you will be adding new attributes for Poles. From the Select Action menu,
select Add/ Modify Properties, then Attributes.
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 Chapter 14: Setting Up Additional Maximo Applications

Result: The Attributes dialog box opens.

7. Click the New Row button and enter the following data.

Hint: Use the Detail Menu button if necessary.

Field Value

Attribute HEIGHT

Description Height

Measure Units Feet

Data Type NUMERIC

8. Click the New Row button each time you enter the following new attribute
records.

Hint: Use the Detail Menu button if necessary.

Field Value

Attribute WEIGHT

Description Weight

Measure Units LBS

Data Type NUMERIC

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Field Value

Attribute STRENGTH

Description Breaking Strength

Measure Units LBS

Data Type NUMERIC

Field Value

Attribute CLASS

Description Pole Class

Data Type NUMERIC

Field Value

Attribute MATCOMP

Description Pole Material Composition

Data Type ALN

9. When you have entered all the attributes, click OK.

Result: The screen is back to the Classifications tab.

10. Next, you will associate the attributes to the poles. In the Attributes section, click
New Row.

Result: The Attributes table window expands.

Hint: Use the navigation bar to see full details.

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 Chapter 14: Setting Up Additional Maximo Applications

11. From the Attribute field, select HEIGHT from the Detail Menu.

Result: The Height attribute is entered in the Attribute field.

Some default records are also retrieved.

12. Click New Row, then search for and retrieve the attribute records you created in
step 8. Click New Row for every new attribute record you enter.

Attribute Description

WEIGHT Weight

STRENGTH Breaking Strength

CLASS Pole Class

MATCOMP Pole Material Composition

13. Save the record.

Result: Attributes have been added to Poles.

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Utility Scenario Exercise: Applying Classifications to

Item Master Records
Now that you have created a classification for utility poles, you can apply it to an item
master record for a pole.

After the exercise, you will see that the item will contain the classification and attributes
you created in the previous exercise.

1. From the Inventory module, Item Master application, search for and retrieve
item PT455.

Result: Item record PT455 opens on the Item tab.

2. Click the Specifications tab.

Result: The Specifications tab opens.

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3. In the Classification field, click the Detail Menu button and select Go To
Classifications.

Result: The Classifications application opens on the List tab.

In this step, you could also have clicked Classify and used a drilldown to classify
the Item Master record.

4. Find the Pole record.

Result: The Pole classification record is retrieved.

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5. Click Return with Value.

Result: Pole Classification is retrieved in the item PT455 record.

6. Save the item master record.

Classification values for Pole Height, Weight, Breaking Strength, Pole Class, and
Pole Material Composition can now be added to item PT455.

Failure Codes

Introduction
Use of failure analysis requires setting up a failure hierarchy beforehand to capture
activities performed on assets. This provides the following benefits:

• It structures failure data so that you can analyze asset failures and determine
where the most money is being spent for repairs.

• It identifies all levels of asset problems, causes, and remedies so that you can drill
down the hierarchy to pinpoint what’s wrong, what caused it, and how to fix it.

• It can be directly associated to safety measures specifically when asset or location

failures have produced hazardous results. Thus, appropriate precautions could be
observed.

In this section you will create a failure class, and then build a branch of a failure
hierarchy.

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Definitions
• A failure hierarchy is a structured list of legitimate asset failures. Consisting of
multiple levels in a parent-child relationship structure, a failure hierarchy shows
the relationships between identified problems, causes, and remedies between asset
failures.

• Failure codes are groups of data linked to form a failure hierarchy. Each failure
hierarchy is built from the top level down.

• A failure class is the name of a particular failure hierarchy in Maximo, which

allows you to track the types of failures that occur. A failure class is the highest
level in a failure hierarchy and can be assigned to locations or equipment.

Best Practice
Maximo can be used to support the Failure Mode Effects and Cause Analysis (FMECA)
process through a failure hierarchy in the Failure Codes application.

Good Failure Analysis

Proper failure analysis (and good codes) allows maintenance to:

• Indicate problem areas (what asset/parts/tasks to focus on, or a need for deeper
analysis)

• Provide justification (e.g., for refurbishment or Kaizen)

• Show improvement or good result (increasing or decreasing trends)

• Adjust or create PM plans (base plans on what is actually happening)

• Influence next model activity (feedback for better design, or “front loading”)

• Influence sourcing and specification decisions (is one type of part better than
another?)

• Show need for training (e.g., too many repeated problems, or insufficient root
cause analysis)

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What It Is Not
Failure codes are not intended to fully describe a specific incident and do not take the place
of the work order description, detailed comments, and so forth, although they do
supplement these items. They should reflect the best understanding of the primary root
cause of the failure at the time when the work is done.

Failure Hierarchy Structure in Maximo

A failure hierarchy is a treelike structure that identifies all levels of problems, causes, and
remedies. The Maximo failure hierarchy is built on a problem-cause-remedy framework.

• The failure class is the top level of the hierarchy.

• The problem is the symptom: What looks or feels broken?

• The cause creates the problem: Why did the problem occur?

• The remedy is the fix: What will correct the problem?

Here is a graphical example of a failure hierarchy in Maximo:

T o p le ve l
F a ilu re C la s s Pu mp s

S e c on d le ve l
Leak S to p p e d
P r ob le m

Dr iv e T h ir d le ve l
W orn Cir c u it Pr e s s u r e
Shaf t C a us e
G a s ke t B r e a ke r Sw itc h

Fo u rt h le ve
Re p a c k A d ju s t
Re p la c e Re p la c e Re s e t Rew ir e Re p la c e Re m e dy
B e a r in g s

Revisiting Work Order Tracking: Failure Reporting

Failure codes can be reported in the Work Order Tracking or the Quick Reporting
application, if failure codes are associated with the involved asset or location.

As a maintenance best practice, failure codes should be associated with the asset or
location. The Work Order Tracking and the Quick Reporting applications identify the work
order associated with the asset and its failure class or classes.
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The Failure Reporting tab, shown here, identifies the problem-cause-remedy hierarchy.

Setting Up a Failure Hierarchy

Introduction
In this section you will set up a failure hierarchy in Maximo using the Failure Codes
application.

Failure Codes Application

You use the Failure Codes application to build and display failure hierarchies, to help you
construct accurate histories of the failures that affect your assets and operating locations.

After reporting and analyzing failure trends, you can take preventive measures. The
identifier of a failure hierarchy is the failure class. You can enter this code on asset and
location records when you want to report work done on them, and then analyze failure
trends for them.

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Failure Codes Tabs

The Failure Codes application has two tabs.

Use this tab: To:

List Search for failure hierarchy records.

Failure Codes Build, view, modify, and delete failure hierarchies.

Building a Failure Hierarchy: Four Components

There are four components to building and setting up a failure hierarchy in Maximo:

1. Identify the class.

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2. Identify the problems.

3. Identify the causes.

4. Identify the remedies.

Com ponent Level

Failure Class
#1

Com ponent Level

#2 Problem Problem

Com ponent Level

#3 C ause Cause

Com ponent Level Rem edy Rem edy Rem edy Rem edy
#4

Setting Up a Failure Hierarchy

In this section you will build one branch of the VEHICLE failure hierarchy, as depicted in
this diagram.

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Building a Failure Hierarchy: Failure Class

A failure class in the highest level on a failure hierarchy. You can report failures on a work
order only if the asset record has a failure class associated with it and the work order is not
closed.

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Inserting Failure Class Records

To insert a failure class record, follow these steps.

Your instructor might assign different failure codes to create unique failure code records.

1. From the Assets module, go to the Failure Codes application.

Result: The Failure Codes application opens on the List tab.

2. Click the New Failure Code button.

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Result: Maximo displays the Failure Codes tab, on which you can enter the new
failure code information.

3. On the Failure Codes tab, enter the following information:

Field Value

Failure Class VEHICLE

Description Vehicle Failure Group

4. Save the record.

Result: The failure class has been added to the Maximo database. Your screen
should look similar to the following graphic.

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5. Repeat steps 2–4 (click New Failure Code and Save every new record you
create) using this information:

Field Value

Failure Class NOTBRAKE

Description Brake Not Working Properly

Field Value

Failure Class NOTSTART

Description Vehicle Not Starting

Field Value

Failure Class BLINING

Description Brake Lining Leaking

Field Value

Failure Class BPAD

Description Brake Pad Worn Out

Field Value

Failure Class RPAIR

Description Repair Part

Field Value

Failure Class RPLACE

Description Replace Part

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Building a Failure Hierarchy: The Problem

You will now build a branch of the failure hierarchy beginning with a problem for the
failure class you just entered in the previous exercise.

Adding a Problem to the Failure Hierarchy

After entering new failure class records, the next step is to set up the failure hierarchies. In
this exercise you will add problems to the Vehicle Failure Group.

1. From the Failure Codes application List tab, search for and retrieve the
VEHICLE record.

Result: The Vehicle Failure Group record opens at the Failure Codes tab.

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 Chapter 14: Setting Up Additional Maximo Applications

2. In the Problems section, click New Row.

Result: Maximo displays the Problems frame details. You can now add a problem
for the designated failure code.

3. In the Failure Code field, click the Detail Menu button and select NOTBRAKE.

Result: NOTBRAKE is selected in the Problems Failure Code field.

The failure class description appears automatically.

4. Add another problem by clicking New Row in the Problems section; then enter
NOTSTART in the Problem Failure Code field.

Hint: Use the Detail Menu button if necessary.

Result: NOTSTART is added in the Problems Failure Code field.

5. Save the record.

Result: Your screen should look similar to the next one.

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Your next exercise will begin at this point.

Building a Failure Hierarchy: The Cause

Now that you have created a problem code for the failure, you must create a code for the
cause of the problem.

For this scenario, assume that the cause of the problem could be attributed to the vehicle
brakes. The next exercise will focus on entering the causes.

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 Chapter 14: Setting Up Additional Maximo Applications

1. Ensure that the NOTBRAKE line is selected in the Problems section, then click
New Row in the Causes for NOTBRAKE section.

Result: You can now add a cause for the NOTBRAKE problem.

2. In the Failure Code field, enter BLINING.

Result: BLINING is entered into the Causes Failure Code field.

3. In the Causes for NOTBRAKE section, click New Row. In the Failure Code
field, enter BPAD.

Result: BPAD is added in the Causes Failure Code field.

4. Save the record.

Result: Your screen should look similar to the next one.

Your next exercise will begin at this point.

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Building a Failure Hierarchy: The Remedy

After determining the failure class, a problem, and a cause for the failure, you must indicate
the potential remedies.

In this section, you will add codes for the remedy level of your hierarchy to indicate steps
to take to correct the identified cause of the problem.

This time you will have the opportunity to work through the steps on your own with
information provided in this section.

Exercise: Adding Remedies

The process of adding remedies is similar to the processes of adding problems and causes.

The following steps contain two remedies for the Brake Pad Worn Out cause and two
remedies for the Brake Lining Leaking cause. Using your knowledge of the process, add
these remedies to the Vehicle Failure Group hierarchy.

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1. Remedies

Failure Code Remedies for BPAD

Section Description

RPAIR Repair Part

RPLACE Replace Part

Failure Code Remedies for BLINING

Section Description

RPAIR Repair Part

RPLACE Replace Part

2. Save the record.

Result: Your screen should look similar to the next one.

Assigning a Failure Hierarchy to an Asset Record

After the failure hierarchy is created in the Failure Codes application, you can assign the
failure class to a specific asset or location record from those applications.

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The following exercise demonstrates how to do this in the Assets application, although the
steps are similar for the Locations application.

1. Access the Assets application from the Assets module; then insert a new record
using the following information:

Field Value

Asset Truck

Description Shipping Delivery Truck

Location Shipping

Failure Class VEHICLE

Vendor KENWORTH

Purchase Price 50,000

Replacement Cost 50,000

2. Change the status of the new asset to OPERATING.

Result: Your new asset record is saved. Your screen should look similar to the next
one.

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Create a Work Order for the Asset and Add Failure Data
When a work order is created for the asset, the failure class automatically comes over with
the asset.

Based on this class, you can use the use the Failure Reporting tab on the work order to
indicate problem, cause, and remedy.

1. Access the Work Order Tracking application from the Work Orders module,
then insert a new record with the following information:

Field Value

Description Fix Shipping Delivery Truck

Asset TRUCK

When you enter the asset code, the failure code, location, and other information
comes with it.

2. Approve the work order.

Result: Your work order is saved and approved, so now it is ready to accept failure
code information.

3. Access the Failure Reporting tab.

Result: The Failure Details section contains the assigned failure code from the
asset.

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4. Click Select Failure Codes.

Result: The Select Failure Codes dialog box displays the possible problems from
the selected code.

5. Click NOTBRAKE.

Result: In the same dialog box, Maximo displays a list of possible causes for the
selected problem.

6. Click BPAD.

Result: Maximo displays a list of possible remedies for the selected cause.

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7. Make sure that the RPAIR line is highlighted, and then click Select and Return.

Result: A list of the problem, cause, and remedy is added to the Failure
Reporting tab.

8. Save the work order record.

Result: The work order now has the problem, cause, and remedy associated with
it.

In practice, you would also add actuals data, then complete the work order.

Warranty Contracts

Introduction
You use a warranty contract or service contract to maintain one or more assets with an
outside service provider for a fixed fee, or regularly scheduled payment over a time period;
or to track warranty information for multiple assets or locations by time or meter.

Warranty contracts can also be used to track warranty information for multiple assets or
locations by time or meter.
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In this section you will illustrate how a warranty can be applied to an asset. Please contact
Software Educational Services for more information about contracts.

Definitions
The following definitions will be used in this section:

• Master contracts associate many contract types for a particular vendor. A master
contract defines the relationship with a vendor and contains terms and conditions
that apply to the contracts created and listed under it. You can provide detailed
information about a contract’s terms and contact information.

• Terms and conditions associate information such as liability concerns, shipping

and handling details, or delivery time expectations.

Best Practice
Using warranty contracts for outsourced items or services provides a formal agreement
between the vendor and consumer. This ensures that the terms and conditions are met and
business relationships are fortified for both parties.

Revisiting the Organizations Application Contract

Options
The Organizations application Select Action menu enables you to set up contract options
to all contract types used at the organization level.

• You can add or modify contract types depending on your transaction

requirements.

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• You can also associate terms and conditions.

• You can set and associate contract details to all contract types.

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Warranty Contracts Application

You use the Warranty Contracts application in the Contracts module to create, modify,
or delete warranty contract records.

Warranty Contracts Application Tabs

The Warranty Contracts application has six tabs.

Use this tab: To:

List Search for warranty contract records.

Review and modify the contents of a contract on a line-by-
Contract
line basis.
Properties Enable or disable fields that pertain to an individual contract.
Specify the warranty coverage, including duration and/or
Contract Lines
meters, or the service that is being provided.
Associate one or more assets or locations to the contract. You
can list a rotating asset only once on the Associated Assets
Associated Assets
tab. Coverage dates and specific meters are specified for each
associated asset and location.
Associate terms and conditions with a contract. These terms
Terms and
can contain information such as liability concerns, shipping
Conditions
and handling details, or delivery time expectations.

Contract Warranty Actions

You use the Select Action menu to manage contract details such as approving the contract,
viewing histories, managing payments, authorizing sites, and associating service level
agreements.
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Contract Status
Maximo has several possible contract statuses.

Status Description

Draft (DRAFT) The default status for new contracts.

The contract has been approved. In this status, you can change
Approved (APPR) only the status, to Canceled (CAN), Closed (CLOSE),
Suspended (SUSPND), or Expired (EXPIRE).
Canceled (CAN) You cannot modify anything on the contract.
Closed (CLOSE) You cannot modify anything on the contract.
The end date for the contract has passed. You cannot modify
anything on a contract in this status. You can change the status
Expired (EXPIRE)
from Expire to Pending Revision by creating a revision
against the expired contract.
Status Description
Pending Revision
Similar to Draft, but you can edit only specified fields.
(PNDREV)
When a more current revision is approved. You cannot modify
Revised (REVISED) anything on the contract, or change the status to any other
status.
You cannot modify anything on the contract, but you can
Suspended (SUSPND)
change the status to APPR, CAN, or CLOSE.
Waiting on Approval You can modify everything (according to properties). You can
(WAPPR) change WAPPR to DRAFT, APPR, CLOSE, or CAN.
Waiting to Start Maximo applies this status when you choose APPR and the
(WSTART). start date is in the future. You can change this status to APPR.
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Changing a Contract Status

Before you can change a contract status, a contract must meet the following conditions:

• You can cancel or close a contract only if all of its children are canceled or closed.

• You can associate child contracts with a parent contract only in Approved status.

• The end date must not be earlier than the start date.

• You must specify a vendor before approval.

Exercise: Creating a Warranty Contract

In this exercise you will create a warranty contract on parts and labor for software and
installation service delivered in your exercise in Chapter 12, “Requisitioning.”

1. Access the Warranty Contracts application from the Contracts module.

Result: The Warranty Contracts application opens at the List tab.

2. Click New Warranty Contract.

Result: An automatically numbered new warranty record opens on the Contract

tab.

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 Chapter 14: Setting Up Additional Maximo Applications

The contract status is DRAFT.

3. Enter the following information.

Hint: Use the Detail Menu button if necessary.

Field Value

Line Type Service

Contract WSOFT

Description Software and Installation Warranty

Vendor WB

The vendor default values are retrieved.

4. Save the record.

Result: Your screen should be similar to the next one.

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5. Click the Contract Lines tab.

Result: The Contract Lines tab opens.

6. In the Contract Lines section, click New Row.

Result: The Contract Line table window expands.

7. Enter the following information.

Field Value

Description Software and Installation Services

Duration 1

Time Unit Years

8. Save the record.

Result: Your screen should be similar to the next one.

Exercise: Creating a Warranty Contract

In the previous exercise, notice that the warranty contract for software installation and
services covers 100% (full) labor, materials, and tools services for one year.
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 Chapter 14: Setting Up Additional Maximo Applications

In this exercise, you will authorize the contract to be used in the Bedford site and approve
the warranty contract with White and Bagley for software for the software installation and
services.

1. From the Select Action menu, select Authorize Sites.

Result: The Authorize Sites dialog box opens.

2. Click Select Sites.

Result: The Select Sites dialog box opens.

3. Select Bedford in the record check box; then click OK.

Result: The vendor contract record is now authorized for transactions in Bedford.

4. Click OK; then save the record.

Result: The screen is back on the Contract Lines tab.

5. To approve the warranty contract, click Change Status.

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Result: The Change Status dialog box opens.

6. Select Approved from the New Status drop-down list; then click OK.

Result: The contract status is now APPR.

All the fields are now read-only.

Item Kits

Introduction
An item kit is a group of items that are issued as one single unit. You assemble an item kit
and add it to a storeroom as one “package” of items that carries with it the required costing
and balance information.

Using kits allows you to put all the items needed for a job plan or maintenance task into one
container and issue them as a single unit. The item kit record is unique at item set, just as
an item record is.

This section provides a use case and shows you how to create a kit.
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Best Practice: Benefits of Kitting

Creating kits ensures that all the necessary items and tools are picked up in one instance,
thus maximizing the billable time of service personnel by preventing frequent visits to the
storeroom.

You can then issue an item kit to a work order using the single kit item record, instead of
entering multiple, separate item records.

For example, a construction company writes several hundred work orders each year to
maintain its paving equipment. Most of these jobs are similar and require the same type of
labor craft, bill of materials, and tools. If maintaining a steamroller always requires the
same six items, you can create an item record and flag it as a kit.

You can define the list of component items and their quantities on the Item Assembly
Structure tab in the Item Master application.

The technicians on the work order use all the components in the kit to perform their work,
or they can return any unused components to a storeroom.

Use Case
Let’s say that you want to create a kit with the items needed to change the oil in a vehicle.
This kit can even include cleanup items and can be added to work or job plans as a single
item.

The following graphic shows the items that might be in this kit.

The maintenance technician can pick up the pre-made kit, knowing that all the needed items
will be there. When availability of kits gets low, Maximo can indicate that more kits need
to be made, just as with other items in stock.

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Revisiting the Item Master Application

You use the Item Master application from the Inventory module to define items that will
be stocked in your storerooms. You group these items in an item set, which can then be
shared by the organizations using that item set.

An item kit can be entered in the Item Master application as a single item record, which can
consist of several other items that belong to the kit.

Item Assembly Structure Tab

The Item Assembly Structure (IAS) tab in the Item Master application enables you to
create a list of the individual parts and subassemblies that are required components of an
item.

You then can use the IAS as a template, copying it to an asset or location record rather than
retyping the parts information.

Although you can define an IAS for any item, you use IAS primarily on rotating items and
items in a kit.

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Add Items to Storeroom Action

After creating the item kit records using the Item Master application, you use the Add
Items to Storeroom action to record the item kit record in inventory.

Revisiting the Inventory Application

The Inventory application duplicates the item descriptions entered in the Item Master
application and also records the item’s storeroom balance, condition, inventory costs,
reorder details, and other pertinent inventory management information.

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Assemble Kit Action

Items with a child assembly or assemblies created in the Item Assembly Structure can be
assembled, stored, and recorded in inventory as an item kit using the Assemble Kit action
in the Inventory application.

Disassembling Kits
You use the Disassemble Kit action from the Inventory application to disassemble kits.

Creating Item Kits

You will use the following steps to create an item kit:

1. Create an item kit record.

2. Add the item kit record to the storeroom.

3. Assemble the item kit.

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Item Kits Considerations

You should consider the following conditions when assembling kits:

• When adding a kit to a storeroom, if the component items do not already exist in
the storeroom, Maximo creates inventory records for these items.

• You cannot create item kits that contain condition-enabled, rotating, or lotted
(expiring) items.

• You cannot assemble or disassemble item kits across storerooms. You must gather
or return items to a single storeroom location.

• You cannot assemble more kits than there are individual parts in the storeroom.

• You cannot assemble a kit if there is no available balance (zero balance or current
balance is reserved) for each of the items in the kit.

• Commodities are grouped by item set. An item kit record should be associated to a
commodity group in order to belong to an item set.

• Order and issue units should be entered.

Exercise Step 1: Creating an Item Kit Record

In this exercise you will create an item kit for bearing lubrication from a previous exercise
in Chapter 7, “Entering Supporting Records for Work Management—Job Plans.”

To keep your example simple, you will have only two items in the kit:

• Grease for the bearing lubrication

• Rags for the cleanup

1. Access the Item Master application from the Inventory module.

Result: The Item Master application opens on the List tab.

2. Click New Item and enter the following information:

Field Value

Item BLUBEKIT

Description Bearing Lubrication Kit

Commodity Group MECH

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Order Unit Each

Issue Unit Each

Kit? [Checked]

Item set SET1 is automatically entered on this record because the default insert
site for WILSON is Bedford and that site is in the EAGLENA organization, which
uses SET1.

3. Save the record.

Result: Your screen should look similar to the next one.

4. Click the Item Assembly Structure tab.

Result: The IAS tab opens.

5. To add the first item, click New Row.

Result: The Item table window expands.

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6. Enter the following information to include the rags in the kit.

Hint: Use the Detail Menu icon if necessary.

Field Value

Item Z-RAGS

Quantity 4

7. Insert a new row, then enter the second item for the kit: the grease.

Field Value

Item Z-LG1

Quantity 1

8. Save the record.

Result: The kit is now defined in Maximo.

Exercise Step 2: Adding the Item Kit Record to the

Storeroom
Now that the item kit record is created in the Item Master application, the next step is to add
the item kit record to the storeroom using the Add Items to Storeroom action.

In this exercise, you will select the CENTRAL storeroom as the location at which the item
kits should be kept.

1. From the Select Action menu, select Add Items to Storeroom.

Result: The Add Items to Storeroom dialog box opens.

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2. Enter CENTRAL in the Storeroom field; then click OK.

Result: The Add Items to Storeroom dialog box changes to accept additional
information.

3. Enter 2 in the Current Balance field; then click OK.

Result: The item has been added to the Central storeroom.

4. Save the record.

Exercise Step 3: Assembling the Item Kit

After the BLUBEKIT record has been added to the Central storeroom, the next step is to
assemble additional kits using the Inventory application.

In this exercise, you will assemble two more sets of bearing lubrication kits.

1. Access the Inventory application from the Inventory module.

Result: The Inventory application opens at the List tab.

2. Search for and retrieve the Bearing Lubrication Kit you created from the
previous exercise.

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Result: The BLUBEKIT record opens.

In the Balance Summary section, Current Balance is 2.00 because you indicated
that two were available when you added the item to the storeroom.

3. From the Select Action menu, select Assemble Kit.

Result: The Assemble Kit dialog box opens.

The value in the Possible Quantity field is determined from the available quantity
of kit components.

4. Enter 2 in the Assemble Quantity field, and then click OK.

Result: Maximo records the assembly of two more kits and changes the Current
Balance to a total of 4.

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Chapter Summary

Classifications
You use the Classifications application to establish an overall classification hierarchy.
Classifications can aid you in retrieving historical data from other applications within
Maximo.

Classifications provide you with a means to logically store information, and can be used on
locations, assets, items, work orders, tickets, and solutions. You can classify and then
search for things that have been classified.

Failure Codes
Use of failure analysis requires setting up a failure hierarchy beforehand to capture
activities performed on assets. This provides the following benefits:

• It structures failure data so that you can analyze asset failures and determine
where the most money is being spent for repairs.

• It identifies all levels of asset problems, causes, and remedies so that you can drill
down the hierarchy to pinpoint what’s wrong, what caused it, and how to fix it.

• It can be directly associated to safety measures specifically when asset or location

failures have produced hazardous results. Thus, appropriate precautions could be
observed.
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Warranty Contracts
You use a warranty contract or service contract to maintain one or more assets with an
outside service provider for a fixed fee, or regularly scheduled payment over a time period;
or to track warranty information for multiple assets or locations by time or meter.

Warranty contracts can also be used to track warranty information for multiple assets or
locations by time or meter.

Item Kits
An item kit is a group of items that are issued as one single unit. You assemble an item kit
and add it to a storeroom as one “package” of items that carries with it the required costing
and balance information.

Using kits allows you to put all the items needed for a job plan or maintenance task into one
container and issue them as a single unit. The item kit record is unique at item set, just as
an item record is.

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NOTES:

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 Chapter 15: Automating the Approval
Process

This chapter contains the following topics.

Topic See Page

Chapter Overview 605

Workflow in Maximo 606
Workflow Configuration Applications 610
Workflow Stages 615
Creating a Workflow Process Record 616
Starting the Workflow Process 626
Completing the Workflow Process 634
Deactivating the Workflow Process 639
Chapter Summary 640

Chapter Overview

Chapter Focus
The previous chapters discussed and illustrated how the Maximo modules and applications
record and manage your business processes. This chapter provides an overview of
Workflow applications, functions, and stages.

For a more in-depth discussion about Workflow in Maximo, contact MRO Software
Educational Services.

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Learning Objectives
When you have completed this chapter, you should be able to:

• Describe the purpose of Workflow

• List Workflow configuration applications

• List Workflow components

• List the types of records that can be routed in a workflow

• List the advantages to using Workflow

• Enable and validate a Workflow process

• Start a Workflow process

• View a Workflow process’s history

• View an in-process assignment

• Complete a Workflow assignment

Workflow in Maximo

Introduction
A workflow is a process that can be thought of as a map that guides a record, or a user’s
interaction with the processed record, through a set of steps.

The Workflow applications in Maximo enable your organization to design, track, and
manage these steps as the workflow is strategically communicated throughout the
organization.

What Is Workflow?
Workflow is comprised of many related components that are integrated in Maximo. These
components are used to:

• Design and administer processes

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• Create the elements used to develop the workflow process

Most of these components are created using a variety of applications, including:

• Workflow Administration

• Workflow Designer

• Actions

• Roles

• Communication Templates

• Escalations

There are a number of other applications used when designing workflow processes and
related components:

• People

• People Groups

• Security

• Security Groups

• Labor

There a couple of other Workflow components to consider:

• A nonapplication component of Workflow is the Inbox/Assignments table, which

resides on each user’s Start Center

• Workflow options are configured using the Organizations application

Workflow Goals
The goals of Workflow are to:

• Provide a solution that allows you to customize business processes

• Manage defined processes from start to finish

• Push information to the right people at the right time

• Provide an audit trail of your business processes

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Workflow Capabilities
The Workflow components provide a variety of features that you can include in your
workflow design to streamline your approval processes.

These features include:

• Assignments to roles that can be comprised of labor, people, person groups,

supervisors, and delegates

• User-defined escalation periods and procedures

• Manual initiation of a Workflow process on a specific process

• Automatic initiation of a Workflow process; for example, when the system

generates purchase requisitions or purchase orders from inventory reorder

• Escalation of processes based on determined time intervals

• Notifications using communication templates

• Use of a SQL Expression Builder to more easily build detailed criteria for process
points

• Context-based interactivity to bring the right application or application

component to people when needed to perform a specific task in the process

• Manual reassignment of tasks using the Workflow Administrator

Types of Workflow
In Maximo there are several possible workflow types:

• Process workflow (traditional, assignment-oriented), where a structured process

manages a record’s lifecycle—conditionally pushing assignments to people,
running actions, and sending notifications along the routing paths.

Example: Route a corrective work order for cost approval, safety approval,
scheduling, labor assignments, and supervisory signoff on completion.

• Context-based interactions (assignment-less), where a menu of action choices is

presented to the user based on the current record’s data properties, scripting the
user’s interaction with the application.

Example: When a help desk technician enters a Service Request (SR) and clicks
Route, properties such as ticket type and status conditionally present the available
next steps—for example, Close or Create Incident. Close could go to the Start
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Center; Create Incident could take the user to the newly inserted incident in its
application.

• Hybrids, where there is a mix of structured routings along with interactive,

conditional page, and dialog box navigation.

Example: Detect at the time of a work order’s completion that a failure report
should have been entered, and take the user to the Failure Reporting tab with
instructions to that effect.

Workflow Inbox/ Assignments Tab

The Workflow Inbox/Assignments tab is a Maximo Start Center feature that allows you
to view your current assignments quickly and efficiently in a modifiable list format.

This list saves time by presenting you with the relevant information of your choice in an
easy-to-read form. This reduces the need to sort through multiple records as you search for
your assignments and develop priorities.

Workflow also makes your business practices repeatable.

E-mail Notifications
Workflow allows you to send a configurable e-mail message when events occur during the
process. With e-mail notification, you can notify the right people at the right time about
what is happening in the process. You can configure the system to generate e-mail
messages at the onset of the following events:

• When the system assigns a task

• When the assigned user completes or rejects a task

• When a manual input node is reached

• When the system evaluates a condition as true or false

• When there is a stop in Workflow

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Pushing Information
Workflow gets information to the right people at the right time. Therefore, Workflow
provides you with all of your work assignments in one place.

You do not need to search through long lists of information to find what you need to do.

Service work is requested and, using the

Work Order Tracking application, is
entered into Maximo.

Financial Yes Yes

Cost > Yes Safety Stop
Start Approval
$3,000? Approval (Approved)
Supervisor

No
No No

Stop Stop
(cancel) (cancel)
Financial
Approval
Level 1 Yes

No

A work order begins its Workflow journey and is

Stop
waiting for approval. Based on the right criteria, (cancel)
Maximo pushes the right task assignment to the
right person.

Workflow Configuration Applications

Accessing Workflow Applications

The Maximo administrator can give users privileges to access Workflow applications, most
of which are located in the Configuration module, Workflow submodule.

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 Chapter 15: Automating the Approval Process

Workflow-related
Applications

The Start Center can be configured to provide access directly, similar to the next graphic.

Overview of Workflow Configuration Applications

Automating the approval process requires several Maximo applications to be “tailored” in
order to create, start, and complete the workflow process.

These applications include:

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 Chapter 15: Automating the Approval Process

• The Workflow Designer application. You use the Workflow Designer application
to create a series of paths for records to flow through, called a process. The
graphical interface of the Workflow Designer illustrates the possible paths the
record can follow through the use of simple components called nodes and actions,
enabling you to route critical business processes to simple or complex paths as
your business process demands.

Design Tools Drag and Drop

Node Icons

Design Canvas
with Nodes

• The Workflow Administration application. You use the Workflow

Administration application to view, modify, and stop Workflow assignments.

View/Modify Active
Assignments

Stop Process

• The Roles application. You use the Roles application to create and manage a
custom user, a set of data related to a record or login user, a person or person
groups, or an e-mail address, and to create hyperlinks between a process design
and the supporting roles.
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• The Actions application. The Actions application allows you to manage the
administrative functions of creating actions and action groups within Workflow,
Escalation, and Service Level Agreements (SLA) processes. Actions are
scheduled events that occur when a record leaves a Workflow node. An action can
cause a Maximo status change, execute a defined program, set a field value, or
execute a custom class action for individual actions or action groups.

• The Communication Templates application. The Communication Templates

application allows you to create and manage generic communication templates
that Maximo users can leverage to standardize frequently used e-mail
communications (also known as notifications). You can also use communication
templates to create e-mail notifications for use with the automated workflow and
escalation processes.

Example: A workflow process has been designed to send a message to new self-
registered Maximo users. The process calls out the REGNOTIFY template to send
a predetermined response to self-registered users.

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 Chapter 15: Automating the Approval Process

• The Escalations application. The Escalations application allows you to

automatically monitor critical processes across your enterprise. The primary goal
of escalation management is to ensure that critical tasks are completed on time,
such as those defined in service level agreements. When you assign specific steps
in a workflow process to employees, those assignments display in their Inbox. If
the assignments are not completed promptly, they time out in the recipients’
Inboxes. When this happens, you can use escalations to assign the tasks to other
people. This helps get tasks completed on time and helps to prevent work
backlogs.

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 Chapter 15: Automating the Approval Process

Review
1. You use the Workflow Designer application to do what?

2. You use the Workflow Administration application to do what?

3. You use the Workflow Inbox/Assignments tab to do what?

Workflow Stages

Introduction
To better acquaint you with the Workflow solution, in this section and for the remainder of
this chapter, you will explore a high-level overview of Workflow stages. The following
chart illustrates and describes these stages.

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 Chapter 15: Automating the Approval Process

In the first stage, you use the Workflow Designer application to do

three steps after creating or revising a Workflow process:
Creating
1. Validate the process.
1
2. Enable the process.

3. Activate the process.

In the second stage, a Workflow process record can be started:
Starting • Manually by clicking on the Start/Continue Route icon in a
Workflow-enabled Maximo application, such as Work
2 Requests.

• Automatically by using the Set Process to Auto-Initiate

action in the Workflow Designer application, where records
of certain types automatically enter a Workflow process when
Completing the record is Saved or Submitted.

3 In the third stage, you use the Workflow Inbox/Assignments tab in

your Start Center to perform Workflow assignments.

Creating a Workflow Process Record

Introduction
As mentioned earlier, Workflow consists of three stages—Creating, Starting, and
Completing—with each stage having its own application to meet the requirements. In this
section you will learn how to navigate the Workflow Designer application and enable and
activate an already existing Workflow process. We will not create a new Workflow process.

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You Are Here

Creating In the first stage, you use the

Workflow Designer
1 application to accomplish
three steps after creating or
revising a Workflow process:
Step 1: Validate the process
Step 2: Enable the process
Starting Step 3: Activate the process

Completing

Workflow Designer Application

You use the Workflow Designer application to create, revise, and/or modify a series of
design paths for records to flow through. Then the records will be validated, enabled, and
activated.

Workflow Designer Application Tabs

The Workflow Designer application has three tabs.

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Use this tab: To:

List Search for existing Workflow process records.

Get an overall picture of the Workflow process: graphical design
Canvas
paths, target Maximo Object, process status, and revision history.
Process List all the processes and actions contained in the nodes.

Overview of Workflow Designer Elements

The Workflow processes consist of components called task nodes.

Node Description

Start node Indicates the beginning of a Workflow process. Workflow places

one Start node on the canvas when you create a new process.
There can be only one starting point to any process.

Stop node Marks the point where a Workflow process ends and a record
leaves Workflow control. Workflow places one Stop node on the
canvas when you create a new process. You can place additional
Stop nodes on the canvas as needed.

Process node Allows you to direct the path of the record. You must have at
least one connection coming out of a Task node. You use a Task
node when your business rules call for an affirmative or negative
user response to an Inbox assignment.
Automatically directs records according to information contained
Condition node in the record. There must be one positive connection and one
negative connection coming out of a Condition node. The
connection used by a record as it exits a Condition node is
dictated by the SQL expression within the node, which resolves
to either true (positive connection) or false (negative connection).
Manual Input
node Allows you to direct the path of a record. Use a Manual Input
node when you want the user to select the next step from a menu.

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Represents a complete Workflow process nested within another

Workflow process. A Subprocess node can have a negative line
Subprocess node flowing out of it, in addition to the positive. When a Subprocess
node encounters a Stop node, it returns to the master process
along the same line on which it finished. This enables the
Subprocess node to carry back the logic that caused the
termination to the master process.
Must have one or more action lines entering it, but only one
action line can exit. You use an Interaction node to help lead an
Interaction node end user down particular problem resolution paths by offering
well-defined choices, which guide the user through a scripted
path and manage the relationship with the record in any given
session. A Manual Input node usually precedes the Interaction
node.
Creates a certain reaction to an action. You can define any action
Wait node to trigger a specified reaction in a Wait node. When Workflow
encounters a Wait node in an active process, the process pauses
at that node indefinitely until any of the specified events occur.
When the specified event does occur, it informs the node and the
process resumes by exiting the node at the single exit point.

Overview of Maximo Business Objects

In the Workflow Designer application, Canvas tab, Object field, Detail Menu, you can
select a Maximo Business Object, which contains specific criteria of processes in which
Workflow can be applied.

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 Chapter 15: Automating the Approval Process

Workflow Actions
You can use the Select Action menu in the Workflow Designer application to manage the
Workflow processes.

The following sections provide some screenshots and descriptions of Workflow actions.

Workflow Action: Validate Process

You can validate a Workflow process by selecting Validate Process from the Select
Action menu or by clicking the Validate Process button in the Workflow Designer toolbar.

The validation process checks to see that all of the components necessary to a Workflow
process are present and that the process has paths that travel through its entire length
without interruption. The validation process does not attempt to determine the suitability of
a process for your business needs.

Workflow Action: Enable Process

You can enable a Workflow process by selecting Enable Process from the Select Action
menu or by clicking the Enable Process icon in the Workflow Designer toolbar.

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The Enabled? check box in Workflow Designer, Canvas tab will be checked once the
Workflow process is enabled.

• Enabling a Workflow process will automatically validate a valid process.

• You cannot enable an invalid process.

Workflow Action: Activate Process

You can activate a Workflow process by selecting Activate Process from the Select
Action menu or by clicking the Activate Process icon in the Workflow Designer toolbar.

Activating the Workflow process prompts the Add Workflow Support to Applications
dialog box to open. This dialog box displays applications for the object type of the process
and the current state of Workflow support in the applications.

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The Active? check box in Workflow Designer, Canvas tab will be checked once the
Workflow process is enabled.

Workflow Action: Create Process Revision

You can revise an existing Workflow process by selecting Create Process Revision from
the Select Action menu or by clicking the Create Process Revision icon in the Workflow
Designer toolbar.

A new revision of the process opens with the Enabled? and Activated? check boxes cleared
and the revision number adjusted to the next available number. Make the modifications to
the nodes as needed, and enable and activate the process. Maximo deactivates and disables
the original process and activates and enables the new process automatically.
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 Chapter 15: Automating the Approval Process

Exercise Scenario Premise

To demonstrate how a Workflow process can be started and completed, you (the Maximo
administrator) are going to Revise an existing Work Order Approval (WOAPPROVE)
Workflow process record in the Workflow Designer application. Specifically, you will
apply the Workflow stages to:

• Validate, enable, and activate the revised Workflow record using Workflow
Designer

• Start the workflow

• Complete the workflow by accessing the Workflow Inbox/Assignments tab in the

Start Center

In this process, Wilson accesses an existing work order (1000) using the Work Order
Tracking application. Based on the Workflow setup, Wilson manually starts the record
(START) in Workflow.

The new work order record requires a financial approval (FIN APPR1) by Roland Smith.
After Smith reviews it, he can cancel (STOP) it or give it Approval 1, which will then send
it on to a financial condition (GT 500), where it is evaluated to see if the labor cost is less
than or equal to $500.

If the labor cost is greater than $500, it moves on to a second financial approval (FIN
APPR2), where an assignee—Todd Winston—decides that the routing should be
determined manually.

At this point, Winston is asked whether the record should be sent for financial approval or
canceled (INPUT). He decides to cancel the work order (STOP).

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 Chapter 15: Automating the Approval Process

Step 1: Enable and Activate a Workflow Record

In this exercise you will act as a Maximo administrator who will revise, enable, activate,
and apply an existing Workflow process according to the premise stated previously.

In this section you will learn to view and configure the task nodes according to your
scenario premise before a Workflow process is applied.

1. From the Configuration module, Workflow submodule, access the Workflow

Designer application (or access it using the Start Center).

Result: Workflow Designer opens on the List tab.

2. Select the WOAPPROVE process from the List tab.

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 Chapter 15: Automating the Approval Process

Result: Maximo displays the WOAPPROVE process record on the Canvas tab.

You will need to use the scroll bars or zoom out to see all the components of the
canvas.

3. Click the Enable Process button.

Result: Maximo displays a confirmation message.

4. Click Close to close the message.

Result: The Enabled? check box is selected.

5. Click the Activate Process button.

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 Chapter 15: Automating the Approval Process

Result: The Add Workflow Support to Applications dialog box displays a list of
the applications that use the object indicated on the process.

6. Click OK.

Result: Maximo works behind the scenes to add code to support Workflow for the
selected applications. The Active? check box is selected. The process is now
ready to be used in Maximo.

There is quite a bit going on here, so it might take Maximo a few minutes to
complete this process.

Starting the Workflow Process

Introduction
As you learned earlier, Workflow consists of three stages—Creating, Starting, and
Completing—with each stage having its own application to meet its requirements.

In this section, you will manually start a Workflow process using the Work Order
Tracking application.

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You Are Here

Creating

In the second stage a Workflow process

record can be started:

Manually by clicking on the Start

Starting Continue Route icon in a Workflow-
enabled Maximo application such as
2 Work Requests.

Automatically using the Set Process to

Auto-Initiate action in the Workflow
Designer application, where records of
certain types automatically enter a
Completing Workflow process when the record is
Saved or Submitted.
3

Application-level Workflow Actions

You can select Workflow actions applied in Maximo applications by using the Select
Action menu, Workflow action.

The following sections describe each action.

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Workflow Action: Route Workflow

In Maximo applications where Workflow is applied, you can start the Workflow process by
selecting Workflow > Route Workflow from the Select Action menu, or by clicking the
Route Workflow button.

Workflow Action: Stop Workflow

You can stop the Workflow process by selecting Stop Workflow from the Select Action
menu, Workflow action.

Upon stopping, Maximo takes the record out of Workflow, notifies the specified recipients,
and writes a transaction history record.

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You can notify both past and current participants of the stoppage by using a standard
communication template or a free-form e-mail message.

Workflow history stays recorded permanently, regardless of whether it was stopped by an

administrator or a default user, or stopped due to the end of the Workflow process.

Workflow Action: View Workflow History

You can view the Workflow history by selecting View Workflow History from the Select
Action menu, Workflow action, or by clicking the View Workflow History button in the
View Workflow Assignment or View Workflow Map dialog boxes.

The Workflow History table window displays Workflow-related actions taken on the
record by users. The table window displays the nodes the record has visited, with the type
of transaction each node requires, what action took place at each node, the date of the
action, and the labor code that took this action.

Workflow Action: View Workflow Assignments

You can view the Workflow assignments by selecting View Workflow Assignments from
the Select Action menu, Workflow action, or by clicking the View Workflow
Assignments button in the View Workflow History or View Workflow Map dialog
boxes.

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You use the View Workflow Assignments action to view the currently assigned user to take
action on the Workflow-processed record.

Workflow Action: View Workflow Map

You can view the Workflow map by selecting View Workflow Map from the Select
Action menu, Workflow action, or by clicking the View Workflow Map button in the
View Workflow History or View Workflow Map dialog boxes.

The Workflow Map tab shows a picture of the Workflow process. A highlighted node
marks the record’s location in the process and uses the View Workflow Assignments action

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to determine the person or person groups who can or must act on the record before it can
move to the next step in the Workflow process.

Workflow Action: Workflow Help

You can view Workflow Help by selecting Workflow Help from the Select Action menu,
Workflow action.

The Workflow Help action gives additional information on using and navigating the
Workflow process.

Step 2: Starting the Workflow Process

In this exercise you will be shifting roles from Maximo administrator to Maximo user
(WILSON) who will manually start the Workflow process created in the Workflow
Designer application.

1. Go to the Work Order Tracking application.

Result: The Work Order Tracking application opens on the List tab.

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2. Search for and retrieve work order number 1000.

Result: The Work Order record opens.

3. Click the Route Workflow button.

Result: The Workflow process is started.

The Route Workflow button has changed to the button shown next. The new
button indicates that the record is now in a Workflow process.

4. From the Select Action menu, select Workflow > View Workflow History.

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Result: The View Workflow History dialog box opens.

Due to caching in your browser, you might need to sign out, then sign back in to
access the Workflow choice in Select Action. Any new users who access Work
Order Tracking will have this access.

5. From the View Workflow History dialog box, click the View Workflow
Assignments button.

Result: The View Workflow Assignments dialog box opens.

Notice that the first Workflow assignment is assigned to Roland Smith.

6. From the View Workflow Assignments dialog box, click the View Workflow
Map button.

Result: Maximo displays the Workflow map.

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 Chapter 15: Automating the Approval Process

To whom is the current task assigned? _______________

7. Click OK to close the dialog box.

8. You will next sign in as the assignee of the next task, so sign out of Maximo now.

Your next exercise will begin at this point.

Completing the Workflow Process

Introduction
In this section you will learn how to navigate the Inbox/ Assignments portlet in the
Maximo Start Center to complete a Workflow process.

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You Are Here

Creating

Starting

Completing In the third stage, you use the Workflow

Inbox/Assignments tab in your Start
Center to perform Workflow assignments.
3

Workflow Inbox/ Assignments Portlet

In the Maximo Start Center, you use the Inbox/Assignments portlet to review, route, and
complete task assignments.

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Inbox/ Assignments Fields

Inbox/Assignments includes several fields, as described in the following table.

Field Description

Click the Description field to view the Maximo application

Description
where Workflow is applied.
The calculated time value needed to complete the
Due Date
Workflow assignment
Priority The Workflow priority level.
Click the Route icon to route the Workflow process to the
Route
next assignment level.

Step 3: Completing the Workflow Process

Now you will sign in as Roland Smith, who approves the financial condition. From the
Inbox/Assignments portlet, you will route the Workflow assignment to complete the
Workflow process.

1. Sign in to Maximo again as smith / smith1.

Result: Maximo opens in Roland Smith’s default Start Center.

2. From the Inbox/Assignments portlet of the Maximo Start Center, click on

Review this WO for level 1 approval (under the Description field).

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Result: Maximo retrieves work order 1000 and opens Workflow Help.

3. Click OK.

Result: The screen is back to work order 1000.

4. Click Route Workflow.

Result: Maximo displays this icon, indicating that the Workflow process has
started.

The Complete Workflow Assignment dialog box opens.

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With the Complete Workflow Assignment dialog box, you can either send the
work order to the next approval, cancel, or reassign the work order.

5. Select Send the Work Order on to Next Approval, then click OK.

Result: The Work Order is routed to the next assignment. Todd Winston is the
assignee.

6. Sign out of Maximo, then sign in again as winston/winston.

7. Find the assignment in the Inbox, then route it through the process.

After clicking the Route Workflow button, for Todd Winston’s next assignment,
select Determine Routing for Work Order, then click OK.

Result: You are taken to a Manual Input node in the process.

8. Todd Winston determines that the work order should be canceled.

Choose Cancel this Work Order, then click OK.

Result: The process is completed.

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In practice, you would probably send a notification to the person who created the
work order. You might even send the record to another subprocess to be
reassessed. You will end your example here.

Deactivating the Workflow Process

Exercise 2: Deactivating the Workflow Process

As long as there are no active records in a process, you can choose to deactivate the
Workflow using the Workflow Designer application.

The following steps show you how.

1. Sign in to Maximo as wilson/wilson.

Result: The Maximo Start Center opens at Wilson’s default Start Center.

2. Access the Workflow Designer application from the Workflow Configuration

portlet.

Result: The Workflow Designer application opens on the List tab.

3. Search for and retrieve the WOAPPROVE process.

Result: The Workflow process record is retrieved.

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 Chapter 15: Automating the Approval Process

4. From the Select Action menu, select Deactivate Process.

Result: The Workflow process is deactivated. Note that the Active? check box is
now cleared.

Chapter Summary

Workflow Introduction
A workflow is a process that can be thought of as a map that guides a record, or a user’s
interaction with the processed record, through a set of steps.

The Workflow applications in Maximo enable your organization to design, track, and
manage these steps as they are strategically communicated throughout the organization.

What Is Workflow?
Workflow is comprised of a number of related components that are integrated into Maximo.
These components are used to:

• Design and administer processes

• Create the elements used to develop the workflow process

Workflow Capabilities
The Workflow components provide a variety of features that you can include in your
workflow design to streamline your approval processes.

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 Chapter 15: Automating the Approval Process

These features include:

• Manual initiation of a Workflow process on a specific work order, purchase

requisition, or purchase order

• Automatic initiation of a Workflow process (for example, when the system

generates purchase requisitions or purchase orders from inventory reorder)

• Workflow records can be assigned for action to a person, a person group, a

person’s delegate (alternate), or a role via e-mail notification or Workflow Inbox/
Assignments.

• User-defined escalation periods and procedures

• Reassigning tasks using an application wizard

Workflow Inbox/ Assignments Portlet

The Inbox/Assignments portlet is a Maximo Start Center feature that allows you to view
your current assignments quickly and efficiently in a modifiable list format.

This list saves time by presenting you with the relevant information of your choice in an
easy-to-read form. This reduces the need to sort through multiple records as you search for
your assignments and develop priorities.

Workflow also makes your business practices repeatable.

Accessing Workflow Applications

The Maximo administrator can give users privileges to access Workflow applications from:

• The Configuration module, Workflow submodule

• The Start Center, Workflow Configuration tab

Overview of Workflow Configuration Applications

Automating the approval process requires several Maximo applications to be “tailored” in
order to create, start, and complete the workflow process.

These applications include:

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 Chapter 15: Automating the Approval Process

• The Workflow Designer application to create a series of paths for records to flow
through, called a process. The graphical interface of the Workflow Designer
illustrates the possible paths the record can follow through the use of simple
components called nodes and actions, enabling you to route critical business
processes to simple or complex paths as your business process demands.

• The Workflow Administration application to view, modify, and stop workflow

assignments.

• The Roles application to create and manage a custom user, a set of data related to
a record or login user, a person or person groups, or an e-mail address, and to
create hyperlinks between a process design and the supporting roles.

• The Actions application to manage the administrative functions of creating

actions and action groups within Workflow, Escalation, and Service Level
Agreements (SLA) processes. Actions are scheduled events that occur when a
record leaves a Workflow node. An action can cause a Maximo status change,
execute a defined program, set a field value, or execute a custom class action for
individual actions or action groups.

• The Communication Templates application to create and manage generic

communication templates that Maximo users can leverage to standardize
frequently used e-mail communications (also known as notifications). You can
also use communication templates to create e-mail notifications for use with the
automated workflow and escalation processes.

• The Escalations application to automatically monitor critical processes across

your enterprise. The primary goal of escalation management is to ensure that
critical tasks are completed on time, such as those defined in service level
agreements. When you assign specific steps in a workflow process to employees,
those assignments display in their Inbox. If the assignments are not completed
promptly, they time out in the recipients’ Inboxes. When this happens, you can
use escalations to assign the tasks to other people. This helps get tasks completed
on time and helps to prevent work backlogs.

Workflow Stages
A high-level overview of Workflow stages was explored in this chapter. The following
chart illustrates and describes these stages.

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 Chapter 15: Automating the Approval Process

In the first stage, you use the Workflow Designer application to

accomplish three steps after creating or revising a Workflow process:
Creating
1. Validate the process.
1
2. Enable the process.

3. Activate the process.

In the second stage, a Workflow process record can be started:
Starting • Manually, by clicking on the Start/Continue Route icon in a
Workflow-enabled Maximo application, such as Work Requests.
2
• Automatically, using the Set Process to Auto-Initiate action in
the Workflow Designer application, where records of certain
types automatically enter a Workflow process when the record is
saved or submitted.
Completing

In the third stage, you use the Inbox/Assignments portlet in your Start
3
Center to perform Workflow assignments.

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 Chapter 15: Automating the Approval Process

NOTES:

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 Chapter 16: Asset Management
This chapter contains the following topics.

Topic See Page

Chapter Overview 649

Purchasing an Asset 650
Managing and Processing Work 657
Chapter Summary 665

Chapter Overview

Introduction
This chapter will focus on generating work requests and requisitions and incorporating data
from the additional applications that you set up to support asset management activities.

Learning Objectives
When you have completed this chapter, you should be able to:

• Create a purchase order for a rotating asset

• Process a rotating asset through the procurement lifecycle

• Set up an asset in the Assets application

• Move and view asset transactions

• Explain the difference between child work orders and tasks

• Use task functionalities in work management

• Navigate the work order hierarchy

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Purchasing an Asset

Introduction
In this section you will focus on purchasing a rotating asset and processing it through the
procurement lifecycle.

PO (manual)

Reorder
Purchase Purchase Order/
1 Vendor/Supplier
Requisition 2 PO Release receives order
Generation
Desktop
Requisition
Request
Quotation

Services
Contract rendered
Storerooms, Product/
Work order, Services 3
Recipient Received Products
shipped

4
Invoice returns
Reconciliation

Utility Scenario Exercise: Creating a PO

In this exercise you will create and process a Purchase Order (PO) for utility poles and cross
arms.

Creating a PO follows the same steps as creating a Purchase Requisition (PR).

1. Go to the Purchase Order application and create a new PO using the following
information:

Field Value

Description Poles and Cross Arms

Company BWC

Vendor default information is retrieved.

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 Chapter 16: Asset Management

Write your PO number here: ______________

2. Save the record.

Result: Your screen should look similar to the next one.

3. Enter the following information on the PO Lines tab.

Hint: You can use the Vendor Items button to see the list of items available only
from that vendor.

Place an order for the following items and charge to the Central Storeroom.

Hint: Expand the Line details using the View Details button.

Field Value

Item CARM

Quantity 5

Order Unit Each

Conversion Factor 1

Unit Cost 250

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 Chapter 16: Asset Management

Storeroom CENTRAL

Inspection Required? [Checked]

Field Value

Item PT455

Quantity 5

Order Unit Each

Conversion Factor 1

Unit Cost 500

Storeroom CENTRAL

Inspection Required? [Checked]

4. On the Ship To/Bill To tab, enter the following information, then Save.

Field Value

Ship To [Keep default data]

Ship to Attention Smith

Bill To [Keep default data]

Bill to Attention Liberi

5. Approve the PO and run (don’t print) the Purchase Order Details report.

Result: Your report should look like the next one. Your PO number might be
different.

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 Chapter 16: Asset Management

6. Click Close Report to close the report window.

At this point, the PO would be submitted to the vendor. Exit from the report.

Receiving Materials and Setting Up Rotating Asset

Records
In this exercise you will indicate that you have received all the materials ordered on the PO
and then set up the asset records.

1. Go to the Receiving application and retrieve the purchase order created in the
previous exercise.

2. Receive all the lines items for this PO.

Hint: Use the Select Ordered Items button.

Result: Your screen should be similar to the next one.

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 Chapter 16: Asset Management

3. Save the record.

4. From the Select Action menu, select Change Inspection Status.

Result: The Change Inspection Status dialog box displays the total quantity for
each item listed in the Quantity Accepted column.

5. You will be accepting all the items, so check both items and then click OK.

Result: The Inspection Status of both lines changes from WINSP to WASSET.

6. You now need to assign an asset number for each of the new rotating items. From
the Select Action menu, select Receive Rotating Items.

Result: The Receive Rotating Items dialog box opens. In Maximo, each rotating
item goes into inventory with an item number and is tracked in the Assets
application through an asset number.

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 Chapter 16: Asset Management

7. To create an asset record in the Assets application, click Autonumber.

Result: An identifying asset number is generated for each of the listed assets.
Their numbers are indicated in the Asset column.

Record the asset numbers:

Asset numbers that your system generates will vary from this example.
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 Chapter 16: Asset Management

8. Click OK to close the dialog box.

Result: You are returned to the Material Receipts tab. The Inspection Status for
each line is COMP. The status listed in the Receipts field is COMPLETE.

Verify Asset Creation

If you wanted to verify that the assets were created, you could go to the Assets application
and search on the Rotating Item field for any of your items.

Asset Storeroom Verification

If you wanted to verify that the rotating items are in the appropriate storeroom, you could
go to the Inventory application and filter on the Item field for any of your items.

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 Chapter 16: Asset Management

You could also go to the Storerooms application and search for the items by storeroom.

Managing and Processing Work

Introduction
Maximo offers great flexibility with the managing and processing of work. In Unit 3,
“Using What You’ve Got—Work Management,” you discussed functionality related to
work management.

In this section, you will discuss additional functionality as it relates to work processing and
asset management.

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 Chapter 16: Asset Management

Job Plans
Asset PM
Location Safety

Condition Contracts
Monitoring Generating Planning 2
1
Service
Work/ WO Tracking Agree
Service Quick Reporting
Attached
Request Service Desk No planning
Docs
n
i ce io
er v at
al/ S ted erv
te r
i
es es
Dispatching/
Ma R equ
Scheduling
lR Executing 4
ia 3
t er g
a in
M ag
/ S t il e
es b
or Mo
St

Follow-up
Purchasing Inventory Returns
Completing Work
8 7 5 5a

Analyzing
6

Section Focus
In this section you will process the corrective maintenance for the utility pole replacement.

Work Order Hierarchy

To build a hierarchy, first create the top-level work order, and then create or associate child
work orders, where each child order could have a work plan (tasks) detailing the steps.
There are two methods for building work order hierarchies:

• Create a Work Order Hierarchy in the PM application

• Use the Work Order Hierarchy window on the Plans tab of the Work Order
Tracking application

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 Chapter 16: Asset Management

Tasks
Tasks on a work order can act as a singular task managed as part of the (parent) work order,
or can be acted on and managed individually. Managing a task individually allows for the
following:

• Each individual task has all the scheduling functionality of a regular work order.

• Each individual task has complete flexibility in terms of assignments, supervisors,

crews, and so forth.

• Each individual task can be given a status: automatically by the work order it
belongs to (this is the default), or manually if each task requires its own status.

• Each task can be converted into a child work order with tasks of its own.

• If an individual task is complex, you can manage it with all of the same tools as a
regular work order.

• You can charge individual tasks separately to assets, locations, and/or General
Ledger (GL) accounts.

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 Chapter 16: Asset Management

You can move the task work order to child work order by clicking the Detail button on the
Activity field and selecting the Move To link.

Child Work Orders and Task Work Orders

While task work orders are at the lowest level of the work hierarchy and can be managed
individually, their costs are part of the entire work order and are not broken down at the task
level.

Like tasks, child work orders can be managed independently. The costs incurred by child
work orders can be broken down and reported independently or rolled up into the hierarchy.

Maximo allows you to view the costs for the entire hierarchy or from any point in the
hierarchy.

Processing the Work Order: Planning

1. Go to the Work Order Tracking application and retrieve the Utility Pole 300
emergency work order record.

2. Duplicate the work order. (In Chapter 10 you completed the original, so you no
longer can make changes to it.)

3. Give this work order a CM work type.

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 Chapter 16: Asset Management

4. Because these are work tasks that are performed on a regular basis, you had
created a job plan (Pole Replacement) for this type of work. In the Job Plan field,
enter POLEREP.

5. In the Safety Plan field, click the Detail Menu button and search for
ELECPOLE (Safety Plan for Work on Electrical Service Pole).

6. Save the work order.

Processing the Work Order: Creating a Child Work

Order
The planner wants to separate out the costs and has decided to create a child work order for
the load transfer.

This exercise demonstrates Maximo functionality and is not representative of all the tasks
and costs associated with pole replacement.

1. Click on the Plans tab.

2. In the Tasks for Work Order section, click the View Details button for Task ID
40 Load Relief.

Result: The task 40 row opens. Note the Activity field in the Work Reference
Information section.

3. Click the Activity field Detail Menu button and select Move to [Activity].
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 Chapter 16: Asset Management

Result: The Activity (task) is moved to Work Order Tracking and the Planned
labor for this task has carried over.

4. In the Task for Work Order window, add two tasks by clicking the New Row
button:

– Task 10, enter: Disconnect cables from old pole.

– Task 20, enter: Hook cables on new pole.

5. Save the record.

Result: Your screen should look similar to the next one.

6. In the Parent WO field, click the Detail Menu button and move to the parent
WO.

Result: The parent (originating) work order is displayed and task 40 is now a child
work order to this work order.

Hint: Use the Show Table icon to view the child work order.

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Result: The child work order (formerly Task 40) appears in the list of child work
orders.

Task 40 no longer belongs to Task for Parent Work Order.

7. On the Labor subtab, for Task 50, add a noncontract ELECT Second Class for
one hour.

8. Approve this work order.

Result: The status of the children work orders and tasks is changed to Approve.
This is because on the Work Order tab, you accepted the default value in the
Inherit Status Changes? check box.

Processing the Work Order: Scheduling

At this stage you can schedule the entire work order, including all the tasks, individual
tasks, or a combination.

Click on the Work Order tab and schedule the work to start tomorrow and enter a
scheduled finish date one day later.

Go back to the Plans tab and click on the task 50 row. Schedule work for this task to start
and finish on the scheduled finish date used above. Save the record.

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 Chapter 16: Asset Management

Processing the Work Order: Assigning

Using the Assignment Manager application, search for and retrieve the work order record
that corresponds to the craft. Select tomorrow’s date for Work Date; then assign the
following labor to the craft.

Hint: Filter the WO Group field in the Work List section and use the Filter Labor to
Match Work button in the Labor List section; then use the Assign Labor Icon.

Labor Craft Skill Level

Hunter ELECT FIRST CLASS

Smith ELECT SECOND CLASS

Gormley ELECT APPRENTICE

Save the record.

The assignments for this work order are made. If you wanted to assign the child work order
(Load Relief), search for and retrieve the work order record and assign the corresponding
labor.

Processing the Work Order: Executing

1. Go to the Inventory module, Issues and Transfers application, and search for the
Utility Pole replacement work order that is associated to the Central storeroom.

2. Select all the materials.

Hint: Use the Select Reserved Items button and check the items belonging to the
work order number you are using.

Result: The item rows open up.

3. Save the record to process the issue transaction.

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 Chapter 16: Asset Management

4. Go back to the work order and change the status to In Progress.

5. At this point you are going to assume that the pole has been installed, the load
relief is completed, and the old pole has been removed and sent back to the utility
company, where it sits in shipping and is waiting to be picked up and disposed of.
We need to electronically record the location move. Move this pole to the
Shipping location.

Where could you view the Move/ Modify Asset transaction history for both the old and the
new pole?

Processing the Work Order: Completing

The last step is to complete and then close the work order.

Chapter Summary

Moving/ Modifying Assets

You can use the Assets or Work Tracking application to move assets from one location to
another.

Tasks
Managing a task individually allows for the following:

• Each individual task has all the scheduling functionality of a regular work order.

• Each individual task has complete flexibility in terms of assignments, supervisors,

crews, and so forth.

• Each individual task can be statused automatically by the work order it belongs to
(this is the default), or manually if each task requires its own status.

• A task can be converted to a child work order with tasks of its own.

• If an individual task is complex, you can manage it with all of the same tools as a
regular work order.

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 Chapter 16: Asset Management

• You can charge individual tasks separately to asset, locations, and/or General
Ledger (GL) accounts.

Child Work Orders vs. Task Work Orders

While task work orders are at the lowest level of the work hierarchy and can be managed
individually, their costs are part of the entire work order and are not broken down at the task
level.

Like tasks, child work orders can be managed independently. The costs incurred by child
work orders can be broken down and reported independently or rolled up into the hierarchy.

Maximo allows you to view the costs for the entire hierarchy or from any point in the
hierarchy.

NOTES:

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 Chapter 17: Putting It All Together
This chapter contains the following topics.

Topic See Page

Chapter Overview 663

Group Exercise: Putting It All Together 663

Chapter Overview

Introduction
In this chapter you will perform a group exercise using what you have learned in this
course.

Group Exercise: Putting It All Together

Revisiting: Group Exercise

Throughout this course implementation questions were asked, KPIs were given, and
exercises demonstrating Maximo use were conducted.

Reexamine the business next scenario by breaking into groups and spending approximately
20 minutes identifying areas that could be streamlined and where Maximo could be
implemented to help make this company’s work process more efficient.

• What kinds of questions would you ask this organization regarding their business
process flow?

• What applications could be implemented?

• What decisions would the organization have to consider?

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 Chapter 17: Putting It All Together

• What data would they have to have in order to set up Maximo?

• What suggestions and recommendations would you offer to this organization?

Remap the processes if necessary.

Share your recommendations with the class. Remember—there is no right or wrong

answer.

Key discoveries regarding this water company’s business process include the following:

1. The customer typically recognizes a water problem (for example, no water

pressure).

2. The customer contacts the call center and describes the problem. The call center
acknowledges that it has had several complaints today regarding the same issue.
The customer is assured that the complaint will be given to the right resources to
handle the problem.

3. The responsible depot receives an incident report faxed from the call center.

4. Depot administration raises a work order in its legacy system requesting that an
inspector go to the site to verify the problem.

5. The inspector returns to the depot the following morning, gathers up all new work
orders, and goes to the field. Sometime during the day (or the next day, or the next

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 Chapter 17: Putting It All Together

day…), the inspector determines that in fact there is a problem. In the meantime,
the customer has contacted the call center repeatedly for a status. The call center
indicates that it will have to contact the depot and get back with them.

6. The inspector returns to the depot and provides the completed work order to depot
administration. Depot administration then raises another work order for the
preferred contractor to complete the repairs to a potential leak outside of the
residence.

7. The contractor receives the work order the following day and proceeds to
prioritize and schedule work. His lead man is free and he decides to give this
problem to him, as the customer’s complaints about lack of response have finally
made it to the depot.

8. The lead man gathers up his partner and they head to the job site. The leak is
detected and repaired after a long delay created by a trip to two storerooms to find
the part.

9. The completed work order is given to the contract scheduler, after a quick check
to make sure everything is complete. Then a copy is created, with the original
going back to depot administration.

10. Depot administration receives the completed work order the following day and
enters the labor and materials into the system (to be used later for invoice
matching). The work order is closed. No other information is entered into the
system. The call center is not notified of the completed work.

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 Chapter 17: Putting It All Together

NOTES:

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 Appendix A: Tools
This appendix contains the following topics.

Topic See Page

Overview 667
Creating Tool Records 668
Adding Tools to Storerooms 674
Managing Stocked Tools 676

Overview

Introduction
Tool records, like material item records, are created, added to inventory, and managed
accordingly in order to account for availability, performance, cost tracking, and retirement.

Learning Objectives
After completing this appendix, you should be able to:

• Describe the tool concepts used in Maximo

• Define the procedures used in creating a tool record

• Manage tool records in inventory

Definitions
• Tools are typically nonconsumable items for which you usually charge an hourly
rate. Some examples of tools include air compressors, nail guns, calibration
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equipment, and heavy equipment such as cranes and excavators. You can add
these tools to storerooms, and use them on job plans and work orders. When you
use a tool on a work order, Maximo can reserve the tool in the specified
storeroom. You also can issue, receive, and transfer tools from storerooms.

• Stocked tools are tools that are stored and managed in inventory.

Creating Tool Records

Introduction
The Inventory module consists of applications that allow you to manage and track items
and tools. Tool records can be managed with these applications:

• Tools application

• Stocked Tools application

Sets Application Revisited

If two or more organizations share a set of items or companies, they can use the same data
in their internal transactions and can share this same data (including tools) among all the
organizations that use the same item set.

The following diagram shows the interrelationships between the database, sets,
organizations, and sites.

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 Appendix A: Tools

Item Sets and Tools

The following graphic shows how tools work in an item set. Organizations that use the
same item set also use the same tools. Therefore, they can share tool items across
organizations and sites.

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 Appendix A: Tools

Tools Application
You use the Tools application to:

• Create a tool record

• Add the tool to one or more storerooms

• Specify the tool rate, GL accounts, associated vendor, and tax codes that vary by
organization

• Add a list of vendors that carry the tool

• List the specifications for the tool

• Duplicate or delete the tool

• Attach documents outside of Maximo that relate to the tool

Tools Application Tabs

The Tools application consists of five tabs:

Use this tab: To:

List Search for tool records.

Tool Create, modify, and delete tool records.
Get a view-only information list of storerooms where the tool is
Storerooms
stored.
Manage a list of vendors supplying the tool. You can use the
Vendors historical vendor data to compare vendor prices and delivery
information.
Classify a tool and apply the specification template that is
Specifications
associated with the classification you used.

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 Appendix A: Tools

Entering Tool Records

Entering tool records in the Tools application is very similar to entering item records in the
Item Master application. The main difference is that tool records belong to commodity
group TOOLS.

Follow these steps to create a tool record:

1. From the Tools application, create a new tool record by clicking the New Tool
icon on the Maximo toolbar.

2. Enter a value in the Tool field.

3. Enter a description in the Description field.

4. On the Tool tab, specify if the tool is Rotating, supplied by an Outside vendor,
Issue Unit, has a Material Safety and Data Sheet (MSDS), requires Inspection
Upon Receipt, or has pertinent record Attachments.

5. View inventory balances on the Storerooms tab, then view or add vendor
information on the Vendors tab or apply specific tool classifications on the
Specifications tab.

6. Save the record.

Adding/Deleting an Alternate Tool

In the Tools application, Tool tab, Alternate Tools section, you can add a list of alternate
tools that can be used to perform the same work if a shortage of this tool were to occur, or
if there are two types of tools that you would want to be used alternately.
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 Appendix A: Tools

Follow these steps to create an alternate tool record:

1. From the Tools application, Tool tab, Alternate Tools section, add an alternate
tool record by clicking the New Row button.

2. Enter a value in the (Alternate) Tool field using the Detail Menu icon. (Maximo
automatically enters the values in the Tool Description, Commodity Code,
Commodity Group, and Rotating? fields.)

3. Enter any additional alternate tools using steps 1 and 2.

4. Save the record.

To delete alternate tools:

1. In the Tools application, Tool tab, Alternate Tools section, find the row of the
alternate tool you want to delete and click the Row Delete icon. (You can select
different rows.) To cancel a deletion, click the Undelete Row icon.

2. Save the record.

Associating Qualified Skills with a Tool

In the Tools application, Tool tab, Required Classifications section, you can add
qualifications to a tool record if there are certain skills or certifications that a person
requires to use the tool, provided that the person’s qualification records are entered in the
Qualifications application in the Resources module. Maximo filters the list of available
qualifications to show only those created for the organizations and item set to which you
are associated.

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 Appendix A: Tools

Follow these steps to associate qualified person skills with a tool record:

1. From the Tools application, Tool tab, Required Qualifications section, add a new
qualification record by clicking the New Row button.

2. Enter a value in the Qualification field using the Detail Menu icon. (Maximo
automatically enters the description.)

3. Enter any additional qualifications using steps 1 and 2.

4. Save the record.

Associating Organization-specific Details to a Tool

Record
Tool records are accessible to multiple organizations that use the same item set; The hourly
tool rates, GL accounts, and tax codes that you apply to a tool are generally specific to a
single organization. You use the Tool/Organization Detail action (on the Select Action
menu) to create, view, or modify these organization-specific tool records.

Some notes regarding organization-specific records:

• Maximo lists only those organizations that are associated with the item set to
which this tool belongs.

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 Appendix A: Tools

• If you selected the Outside? field on the Tools tab to indicate that an outside
vendor supplies the tool, you can add the vendor company in the Outside Vendor
field. You must have the vendor defined as a company in the Companies
application.

• When you associate a vendor to a tool at the organizational level, Maximo

defaults that company’s control account number in the Control Account field, if
one is defined. If the tool is not supplied by an outside vendor, Maximo defaults
the control account from the tool control account for the organization, as defined
in the Chart of Accounts application.

• The Tool Rate field value describes the hourly rate that is charged to job plans,
work order plans, and work order actuals when this tool is used.

• You use the GL Account to track resource usage of the tool; Maximo merges this
account segment with the work order GL account to populate the debit account
when you report tool actuals. Maximo defaults the GL account from the Chart of
Accounts application.

• You use the Control Account to track tool costing amounts; Maximo populates
the credit account with this value when you report tool actuals.

• Maximo uses this Tax Code during the purchasing process.

Adding Tools to Storerooms

Adding Tools to Storerooms: Using the Add Tools to

Storeroom Action
After you define and create tool records, add them in Inventory using the Add Tools to
Storeroom action.

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1. Save the tool record you created, then from the Select Action menu, select Add
Tools to Storeroom. The Add Tools to Storeroom dialog box opens.

2. In the Storeroom field, enter a value or click the Detail Menu icon to select an
option and retrieve a storeroom location. Maximo returns the storeroom and its
description to the dialog box.

3. If appropriate, change the Site for the storeroom. (Maximo defaults the site to
your default insert site. If you change the site, Maximo clears the value in the
Storeroom field, allowing you to select a storeroom for the site you entered.)

4. Click OK. Maximo copies the storeroom location to the next Add Items to
Storeroom dialog box.

5. If appropriate, enter a Default Bin and Current Balance.

6. In the Issue Unit field, enter a value or click Select Value to retrieve the measure
unit used for issuing the tool. (Examples of possible issue units include EACH,
CASE, or ROLL.)

7. Click OK. The Add Tools to Storeroom dialog box closes. Maximo adds the tool
to the storeroom, and the storeroom is displayed in the list on the Storerooms tab.

Other Ways to Add Tools to Storerooms

Aside from using the Add Tools to Storeroom action on the Tools tab, you can also add
tools to a storeroom using one of the following methods:

• Transfer a tool from one storeroom to another using the Stocked Tools or Issues
and Transfers application.

• Return a tool in the Issues and Transfers application, Issue tab, Select Items for
Return button.

• Purchase (Requisition or Reorder) and receive a tool via the Maximo purchasing
process.

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 Appendix A: Tools

Managing Stocked Tools

Introduction
After you create a tool record, you should stock the tool in storerooms for future use.
Maximo enables you to manage stocked tools in storerooms with the Stocked Tools
application.

Stocked Tools Application

You use the Stocked Tools application as follows:

• Manage existing tools in storerooms

• View information about a stocked tool, including balance summaries, balance

details, and issue history

• Add new bin location and balance information for a stocked tool

• Associate vendors with a tool and analyze vendor data

• View a list of all assets associated with a rotating tool; issue, return, or transfer
and inventory transactions

• Adjust a tool’s physical count and current balance

Stocked Tools Application Tabs

The Stocked Tools application has five tabs:

Use this tab: To:

List Search for tool records.

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 Appendix A: Tools

View information about a stocked tool, such as balance

Stocked Tool
information and issue history.
Vendors Manage a list of vendors that supply the tool.
Rotating Tool Assets View all instances of the rotating tool.
Indicate the assets on which a tool is used as a spare part (or
child tool). If in the Assets application you use the Spare
Where Used
Parts tab to associate tools to the asset, you can view them
on this tab in the Stocked Tools application.

Stocked Tools Application Actions

You use the Select Action menu in the Stocked Tools application to issue or transfer a tool,
and to view information about tool availability, vendors, and transactions.

Issuing a Tool
Using the Stocked Tools application, you can issue stocked tools:

• On job plans and work orders

• Directly to someone (labor code) who needs them to perform work

Follow these steps to issue a stocked tool:

1. Search for and retrieve the tool record to be issued.

2. From the Select Action menu, select Issue Current Tool. The Issue Current Tool
dialog box opens. Maximo defaults the storeroom location for this stocked tool.

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 Appendix A: Tools

3. Change the value in the Bin field if you want to issue the tool from a different bin.

4. In the Quantity field, enter how many of the tool you want to issue.

5. If the tool is rotating, in the Rotating Asset field, enter a value or click Detail
Menu to select an option and retrieve the asset. Maximo returns the value to the
field.

6. In the Transaction Type field, enter a value or click Select Value to retrieve a
type:

– ISSUE, which issues a tool to a person, and optionally to an asset, location, or

work order; or
– RETURN, which returns a tool to a storeroom.

7. In the Issue To field, enter a value or click Detail Menu to select an option and
retrieve the recipient of the tool (person ID). Maximo returns the value to the
field.

8. If appropriate, complete any of the remaining optional fields to further define the
transaction.

9. Click OK. The Issue Current Tool dialog box closes.

10. Maximo issues the tool to the intended recipient and deducts the stocked tool’s
balance for the quantity issued. If you issue the tool for use on a work order, you
can select this issued tool from the Actuals tab in the Work Orders application to
report its usage information.

Transferring a Tool
You use the Stocked Tools application to transfer a stocked tool. You can transfer stocked
tools from one storeroom or site to another. When you transfer a tool, the From Storeroom
field defaults to the current storeroom for the stocked tool you are viewing.

You can transfer only nonrotating tools in Stocked Tools. To transfer rotating tools, or to
transfer tools to a courier or labor location, use the Issues and Transfers application or
choose Move Asset from the Select Action menu in the Assets application.

Follow these steps to transfer a tool:

1. Search for and retrieve the tool record to be transferred.

2. Choose Transfer Current Tool in the Select Action menu. The Transfer Current
Tool dialog box opens.

3. In the Quantity field, enter how many of the tool you want to transfer.

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 Appendix A: Tools

4. Choose the GL Debit Account and GL Credit Account numbers.

The GL Debit Account and GL Credit Account fields let you view or enter general ledger
account code information for the accounts that will be affected. The debit account affects
the receiving storeroom, and the credit account affects the supplying storeroom.

5. Enter a value in the From Bin field.

6. Enter a value in the To Storeroom field.

7. If the Conversion Factor field is empty, enter the conversion ratio for this
transaction. For example, if the storeroom you are transferring from is measured
in boxes, and your receiving storeroom is each, then your conversion ratio is
between box and each. If you have a box of 12, the conversion value is 12. You
can change the default conversion if necessary.

8. Enter a value in the To Bin field.

9. Enter a value in the To Site field.

10. Click OK. The Transfer Current Tool dialog box closes. Maximo transfers the
tools to the storeroom you specified and adjusts the balance of both the supplying
and the receiving storerooms.

Viewing Inventory Transactions

Use the View Inventory Transactions action to view changes in the balance or cost of the
inventory.

Follow these steps to view inventory transactions:

1. Search for and retrieve the tool record.

2. Click the Inventory tab.

3. From the Select Action menu, choose View Inventory Transactions.

4. The View Inventory Transactions dialog box opens with the focus on the
Receipts and Transfers subtab. The item and storeroom information for the
current inventory record is displayed.

5. Click a subtab, based on the transaction type you would like to view. For example,
if you want to view transactions of the material usage type, click the Issues and
Returns subtab.

6. The transactions are displayed in the Transaction Details window.

7. Click OK. Maximo returns to the previous page.

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 Appendix B: Meters
This appendix contains the following topics.

Topic See Page

Overview 681
Meters in Maximo 682
Meter Groups in Maximo 686

Overview

Introduction
Defining and classifying meters to track assets, PMs, or locations are integral parts of
condition monitoring.

Maximo uses the Meters and Meter Groups applications to manage meter definitions and
usage.

Learning Objectives
After completing this appendix, you should be able to:

• Describe the meter definitions used in Maximo

• Define the procedures for creating a meter and meter group record

• Associate meter definitions in assets, PMs, locations, and other condition-based

applications

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Definitions
• Characteristic meters are observational and have a list of possible values. They
are used to track things such as noise level, vibration level, clarity, or color.
Characteristic meters are recorded via condition monitoring points.

• Condition monitoring is the task of inspecting and recording physical conditions

with a goal of preventing potential failures.

• Continuous meters are cumulative values that tend to measure consumption or

accumulation. They include meters that track such things as miles, hours, engine
starts, pieces produced, or fuel consumed.

• Gauge meters show a range of values, such as fuel levels, temperature, pressure,
noise level, or oil level. Gauge meters are recorded via condition monitoring
points.

• Meter definitions include the names for the meters, as well as sets of attributes that
describe the meters.

• Meter groups refers to a collection of meter definitions where an asset, PM, or

location meter belongs.

Meters in Maximo

Introduction
You use the Meters application to create and classify meter attributes to a specific meter
group, asset, rotating item, location, or PM for condition-based monitoring.

Meters Application
The Meters application enables you to create, view, modify, and delete meter definition
records.

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 Appendix B: Meters

Meters Application Tabs

The Meters application consists of three tabs:

• List to search for meter records

• Meter to view, add, edit, and delete meter records

• Where Used to see where a meter is currently attached

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 Appendix B: Meters

Meters Application Actions

You can also use the Meters application Select Action menu:

• To view the group where the meter definition is used

• To add and modify units of measure

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 Appendix B: Meters

• To add and modify units of conversion

Creating a Meter Record

You use the Meters application to create a new meter record. Meters must be defined using
the Meters application before they can be added to a meter group or used in other Maximo
applications.

Follow these steps to create (define) a meter record:

1. In the Meters application, click the New Meter icon.

2. Enter a meter name in the Meter field. You can choose to enter a description in
the Meter Description field.

3. Specify the type of meter in the Meter Type field.

4. If the meter type is Characteristic, you must enter a value in the Domain field.
Only the value associated with this domain will be available when this meter is
attached to an asset, PM location, or condition monitoring point.

5. If the meter type is Continuous, you must enter a reading type in the Reading
Type field.

6. Fill in the other fields as needed.

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 Appendix B: Meters

7. Save the record.

Deleting a Meter Record

Follow these steps to delete a meter record:

1. Display the meter record that you want to delete.

2. From the Select Action menu, select the Delete Meter action. The meter is
deleted from the database.

You cannot delete a meter if it is attached to any of the following types of Maximo
records:

– Asset
– Location
– Item
– Condition monitoring
– Preventive maintenance (applies to master PMs only)
– Meter group

Meter Groups in Maximo

Meter Groups Application

You use the Meter Groups application to define a logical collection of meter definitions
with multiple uses. By creating a meter group you can add multiple meters to an asset or
location at the same time.

After meters groups are defined, meters can be added to, and removed from, the group as
required.

Meter groups can be applied to assets, to locations, and to rotating items in inventory to
designate meters commonly associated with a rotating item.

Meter group information is copied to a record in the following instances:

• When an Item Assembly Structure containing rotating items that have meter
groups is applied to an asset record
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 Appendix B: Meters

• When the Asset or Location record includes a rotating item number that has a
meter group

• When a nonRotating Asset or Location Record is created and a meter group is

specified on the Asset tab of the Asset application

Meter Groups Application Tabs

The Meter Groups application has two tabs:

Use This Tab: To:

List Search for meter definition records.

View and modify existing meter groups, and add new meter
Meter Group
groups to the database.

Creating a Meter Group

You must define meters using the Meters application before they can be added to a meter
group or used in other Maximo applications. You use the Meter Groups application to
associate meter definitions to assets, locations, PMs, inventory items, and condition
monitoring applications.

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 Appendix B: Meters

You cannot add the same meter name to a group more than once. If you want to track
readings for multiple meters of the same type for a given piece of equipment, you must
create separate meter names for each meter.

Follow these steps to create a meter group:

1. In the Meter Groups application, click the New Meter Group button.

2. Enter a unique value in the Meter Group field; then enter a description in the
Meter Group Description field.

3. In the Meters in Group section, select the Apply New Meter to Existing Assets
check box if you want to add the new meter to existing assets. If you leave the box
unchecked, the new meter will only be added to assets that use this meter group in
the future.

4. Click the New Row button to add meters to the group.

5. Enter a value in the Meter field using the Detail Menu button.

6. Enter a value in the Average Calculation Method field.

7. Select the Apply New Meters to Existing Assets check box if you want the
default record values to be applied to assets.

8. Save the record.

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 Appendix C: Safety Plans
This appendix contains the following topics.

Topic See Page

Overview 689
The Safety Module 690
Creating and Associating Safety Plans 690

Overview

Introduction
An important part of implementing Strategic Asset Management (SAM) is having a sound
and effective safety plan to meet the standard requirements for occupational safety, health,
and environmental compliance.

Learning Objectives
When you have completed this appendix, you should be able to:

• Describe the Safety module and its applications

• Determine hazards/hazardous materials

• Associate a safety plan to a work asset and location

• Distinguish the relationship between Tag Out and Lock Out procedures

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Purpose
The safety plan establishes standard procedures for normally occurring activities in order
to decrease the number of work-related accidents and injuries.

The Safety Module

Defining Safety-related Information

You use the Safety module applications to define safety-related information.

• Use the Hazards application to define hazards that exist in the workplace,
associate preventive measures with these hazards, and link hazards to other
related documents and applications.

• Use the Precautions application to define actions in order to prevent hazards.

When you define precautions and associate them with workplace hazards, you
enable employees to reduce or eliminate hazards involved with workplace tasks.

• Use the Lock Out/Tag Out application to define the procedures for taking work
assets out of service or placing them back into service, to ensure a safe work
environment. You create a tag-out procedure to eliminate a defined hazard on a
specific asset or at a specific location.

• Use the Safety Plans application to define the safety procedures and to associate
these procedures to work orders, assets, locations, or job plans.

The next section will provide an overview of these applications and their roles in creating
a safety plan.

Creating and Associating Safety Plans

Introduction
You use the Safety module applications to create and associate safety plans to work orders,
assets, locations, or job plans.

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 Appendix C: Safety Plans

Safety Plan Considerations

You should consider the following points before creating a safety plan:

• Have a specific job in mind that requires a safety plan

• Have a clear understanding of how hazards relate to a safety plan’s work assets

• List all assets and locations that might cause hazards or other safety problems
when a job plan is used

• (Optional) List the work assets on which the job plan might be carried out using
this safety plan. When you are creating a safety plan, the work asset combined
with the type of work should dictate what safety information is required.

Creating Safety Plans

A high-level overview of the steps in creating a safety plan follows:

1. Define the Hazards and Hazardous Materials in the Safety Hazards application.

2. Define the Precautions in the Safety Precautions application.

3. Define Lock Out/Tag Out procedures in the Lock Out/Tag Out application.

4. Create the Safety Plan record and associate the defined Hazards, Hazardous
Materials, Precautions, and Lock Out/Tag Out procedures if necessary.

Defining Safety Hazards

Using the Hazards application, you can create and classify a safety hazard record, associate
the hazard record to precautions or tag-out procedures, identify hazardous materials, and
provide additional related information.

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 Appendix C: Safety Plans

Follow these steps to define a safety hazard record:

1. Enter a new hazard record in the Hazards application, Hazard tab, Hazard field.
You can choose to enter a Description or classify the Hazard Type.

2. In the Available Associations section, select the appropriate safety-related

information to associate with the hazard record.

– Select the Can Have Precautions? check box and enter the precaution on the
Precautions tab.
– Select the Can Have Hazardous Materials? check box and enter the
appropriate information in the Hazardous Material Information section on
the Hazard tab.
– Select the Can Have Tag Outs? check box to enable Lock Out/Tag Out and
enter Tag Outs.

If you associate a hazard with a tag-out procedure, you cannot associate the
hazard record with a precaution or hazardous material.

3. Save the record.

Defining Safety Precautions

Using the Precautions application, you can create a safety precaution record and associate
it with the hazard record you created in the Hazards application.

Follow these steps to define a safety precaution record:

1. Enter a new precaution record in the Precautions application, Precaution tab,

Precaution field.

2. Enter a description in the Description field.

3. Save the record.

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 Appendix C: Safety Plans

Defining Lock Out/Tag Out Procedures

Using the Lock Out/Tag Out application, you can create a Lock Out/Tag Out record to
specify Lock Out state and sequence. Lock Out/Tag Out records can be associated with an
asset or a location.

Follow these steps to define a Lock Out/Tag Out procedure:

1. Enter a new Lock Out/Tag Out record in the Lock Out/Tag Out application,
Lock Out/Tag Out tab, Tag Out field.

2. Enter a description in the Description field.

3. Enter a value in the Asset or Location field where the Tag Out procedure will be
used.

4. Enter a value in the Required State field which is the asset’s or location’s
condition after Tag Out.

5. In the Lock Out Operations section, select an asset or a location where Lock Out
procedures will be applied.

6. Enter a value in the Locking Device Required State to determine the asset’s or
location’s condition after Lock Out.

7. Enter a value in the Apply Sequence field to indicate the Tag Out sequence.

8. Enter a value in the Remove Sequence field to indicate the steps to Restore the
asset or location to service.

9. Complete the remaining Lock Out procedures using steps 6 to 8.

10. Save the record

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 Appendix C: Safety Plans

Creating a Safety Plan

Using the Safety Plans application, you can create a safety plan record to consolidate all
the safety-related information you previously created. The safety plan records can be
generally applied to all related assets or locations, or can be specific to a work order, asset,
location, or job plan.

Follow these steps to create a safety plan:

1. Enter a new safety plan record in the Safety Plans application, Safety Plan tab,
Safety Plan field.

2. Enter a description in the Description field.

3. In the Work Assets section, select an asset or a location where the safety plan will
be applied.

4. To include Hazards in the safety plan, add the hazard record directly using the
Hazards and Precautions tab, or through the Select Action menu.

5. To associate Hazardous Materials in the safety plan, select a previously defined

hazardous material record using the Hazardous Materials tab.

6. To associate Lock Out/Tag Out procedures in the safety plan, select a previously
defined lock out/tag out record using the Tag Outs tab.

7. Save the record.

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 Appendix C: Safety Plans

Associating Safety Plan Records

After you create a safety record in the Safety Plans application, you can associate it with:

• Assets – Use the Assets application, Safety tab.

• Locations – Use the Locations application, Safety tab.

• Work orders – Use the Work Order Tracking application, Safety Plan tab.

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 Appendix C: Safety Plans

• Job plans – Use the Job Plans application, Work Assets tab.

NOTES:

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