Maximo User Guide Version 5.2

User’s Guide
Release 5.2
December 2003
This document and its publication do not constitute or create a contract. MRO Software, Inc. makes no
warranties, express or implied, as to the accuracy or completeness of this document or with respect to the
related software.
© 2003 MRO Software, Inc. All rights reserved. This document contains confidential and trade secret
information of MRO Software, Inc. Use, transfer, disclosure, or copying without MRO Software, Inc.’s express
written permission is strictly forbidden.
Patents: United States Patent Nos. 6,324,522 B2, 6,519,588 B1, and Aust. Pat. No. 758001. Multiple foreign
patents pending.
Restricted Rights: Use, duplication, and disclosure by the Government is subject to restrictions as set forth
in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-
7013 (OCT 1988).
Trademarks: MAXIMO®, Struxure®, MAXIMO® Enterprise™, MAXIMO® Extended Enterprise™,

MAXIMO® MainControl® for Integrated Supply™, MAXIMO® Scheduler™, MAXIMO® Workflow™,
MAXIMO® Analyzer™, MAXIMO® Buyer™, MAXIMO® Transportation Manager™, Mobile MAXIMO®,
MAXIMO® Mobile Auditor™, MAXIMO®Mobile Inventory Manager™, MAXIMO® Mobile Work Manager™,
MRO Online Commerce ServicesSM, MRO Software Operations CenterSM, MAXIMO® Integration Adapter™,
Illustrated Parts Catalog™, Standard Modifier Dictionary™, and Autocon™ are registered trademarks or
trademarks of MRO Software, Inc.
Other products and brand names are trademarks or registered trademarks of their respective companies.
IBM® and WebSphere® are registered trademarks of IBM Corporation. WebLogic® is a registered trademark of
BEA Systems, Inc. Broadvision® and related marks are registered trademarks or trademarks of Broadvision,
Inc. webMethods® is a registered trademark of webMethods, Inc. Snowbound™ and RasterMaster™ are
trademarks of Snowbound Software Corporation. Syclo® is a registered trademark of Syclo, LLC. Taxware® is a
registered trademark, and VERAZIP™ is a trademark of Taxware International, Inc.
Third-Party Technology: Certain MRO Software, Inc., products contain technology provided under license
from third parties, as noted in the following table:
MRO Software Products Third-Party Information

MAXIMO Portions © 1995-2000 Actuate Corporation. Portions © 1999-2001 BEA
Systems, Inc. BEA WebLogic® Server™ provided by BEA Systems, Inc.
Portions © 1994-2002 IBM Corporation. IBM® WebSphere® provided by IBM
Corporation.
All Products Portions © 1995-2000 BroadVision, Inc. BroadVision Business Commerce,
BroadVision One-to-One Enterprise, BroadVision One-to-One Publishing,
BroadVision Tools provided by BroadVision, Inc. Portions © 2000 webMethods,
Inc. Portions © 2002-2003 Syclo, LLC. webMethods IS, webMethods Developer,
and webMethods Integration Server provided by webMethods, Inc.
MAXIMO Workflow Portions © 1998, 1999 NETRONIC Software GmbH.
Illustrated Parts Catalog Portions © 1993-2002 Snowbound Software Corporation. RasterMaster™
Raster imaging technology provided by Snowbound Software Corporation.
Portions © 1989-1998 Cimmetry Systems, Inc.
Online Commerce Services Portions © TAXWARE International, Inc. TAXWARE® VERAZIP™ Sales/User,
STEP provided by TAXWARE International, Inc.
Contents
About this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Who Should Read this Guide? . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
How to Use this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv
Notation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xvi
Related Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvii
Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .xviii
Chapter 1: Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
MAXIMO Modules & Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Understanding Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Database Components . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Columns or Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Key Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Rows or Records. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Tables or Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Relational Databases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Database Structure in MAXIMO . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Structured Query Language . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
MAXIMO Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Data Sharing Between Applications . . . . . . . . . . . . . . . . . . . . 8
Multisite Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Chapter 2: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Signing In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Signature Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Start Center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Starting an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Application Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Browser Menu and Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
MAXIMO Navigation Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
MAXIMO Toolbar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Current Query Menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Quick Key Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Select Action Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Application Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Table Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Navigating Table Rows (Records). . . . . . . . . . . . . . . . . . . . . . 22
Table Window Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Sorting Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Release 5.2, 12/2003 iii

Contents
Filtering Table Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Using the Row Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Row Details Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Default Table Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Editable Table Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
MAXIMO Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Field Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Field Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Chapter 3: Common Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Searching the MAXIMO Database . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Searching All Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Narrowing a Search Request. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Using the Find Subtab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Making a Query by Example . . . . . . . . . . . . . . . . . . . . . . . . . 38
Searching Using Wildcard Characters . . . . . . . . . . . . . . . . . . . . . 39
MAXIMO Wildcard Characters . . . . . . . . . . . . . . . . . . . . . . . 39
Placement of Wildcard Characters . . . . . . . . . . . . . . . . . . . . . 39
Querying with SQL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Searching for Null Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Viewing Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Refining Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Saving Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Defining a Query Default . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Using Bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Adding a Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Deleting a Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Attached Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Attached Documents Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Navigating the Attached Documents Tab. . . . . . . . . . . . . . . . . . . 47
Attached Document Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Types of Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Attached Documents Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using Attached Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Attaching Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Adding a File to the Library . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Adding a Web Page to the Library . . . . . . . . . . . . . . . . . . . . . 51
Adding a DMS Document to the Library . . . . . . . . . . . . . . . . 52
Attaching Library Documents to a Record. . . . . . . . . . . . . . . 54
Creating Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Viewing Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Deleting Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Printing Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Printing a Single Document . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Printing a Work Package . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Disabling Document Printing . . . . . . . . . . . . . . . . . . . . . . . . . 59
iv Release 5.2, 12/2003

Contents
Creating a Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Editing an Existing Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Deleting Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Entering Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Using the Select Value Button . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Entering Dates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Using the Drilldown. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Understanding the Detail Display . . . . . . . . . . . . . . . . . . . . . 65
Navigating the Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Actions Available from the Drilldown . . . . . . . . . . . . . . . . . . 67
Searching the Asset Catalog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Searching the Illustrated Parts Catalog. . . . . . . . . . . . . . . . . . . . 69
Searching Documentation with the IPC. . . . . . . . . . . . . . . . . 70
Selecting Parts with the IPC . . . . . . . . . . . . . . . . . . . . . . . . . 71
Editing Values Returned by the IPC . . . . . . . . . . . . . . . . . . . 73
Using the GL Account Navigator . . . . . . . . . . . . . . . . . . . . . . . . . 73
Understanding General Ledger Account Codes. . . . . . . . . . . 74
GL Account Components. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Component Sequences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Mandatory and Optional Components . . . . . . . . . . . . . . . . . . 76
Fully and Partially Defined Accounts . . . . . . . . . . . . . . . . . . 76
Entering GL Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Editing GL Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Chapter 4: Work Orders Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Types of Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Creating Work Orders Using MAXIMO . . . . . . . . . . . . . . . . . . . . 81
Work Order Priority. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Work Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Work Order Tracking Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Work Order Tracking Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Work Order Tracking Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Work Order Tracking Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Using the Work Order Tracking Application . . . . . . . . . . . . . . . . . . . 90
Creating a Work Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Creating a Work Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Applying a Job Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Editing a Work Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Defining Work Plan Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Defining Work Plan Labor Needs . . . . . . . . . . . . . . . . . . . . . . 95
Defining Work Plan Materials Needs. . . . . . . . . . . . . . . . . . . 96
Materials Interactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Defining Work Plan Tool Needs . . . . . . . . . . . . . . . . . . . . . . . 98
Selecting Multiple Records on Plans and Actuals . . . . . . . . . 98
Removing a Work Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Release 5.2, 12/2003 v

Contents
Work Order Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Understanding Work Order Hierarchy Terms. . . . . . . . . . . 101
Viewing Work Order Hierarchies . . . . . . . . . . . . . . . . . . . . . 102
Navigating Work Order Hierarchies . . . . . . . . . . . . . . . . . . 103
Building a Work Order Hierarchy . . . . . . . . . . . . . . . . . . . . 104
Adding Children . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Associating Existing Work Orders with a Hierarchy . . . . . 105
Assigning a New Parent to an Existing Work Order . . . . . 106
Applying a Route to a Work Order . . . . . . . . . . . . . . . . . . . . 107
Generating a WO Hierarchy From a PM Hierarchy . . . . . . 108
Changing Status for Hierarchy Records . . . . . . . . . . . . . . . 108
Deleting a Work Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Adding Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Assigning Labor to Work Orders. . . . . . . . . . . . . . . . . . . . . . . . . 110
Completing a Labor Assignment . . . . . . . . . . . . . . . . . . . . . 112
Removing a Labor Assignment . . . . . . . . . . . . . . . . . . . . . . . 112
Downtime Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Types of Downtime . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Changing Equipment Up/Down Status . . . . . . . . . . . . . . . . 114
Reporting Downtime . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Recording Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Copying Labor From a Work Plan . . . . . . . . . . . . . . . . . . . . 116
Recording Unplanned Labor Actuals . . . . . . . . . . . . . . . . . . 117
Copying Materials From a Work Plan . . . . . . . . . . . . . . . . . 118
Copying Tools From a Work Plan . . . . . . . . . . . . . . . . . . . . . 119
Adding a Safety Plan to a Work Order . . . . . . . . . . . . . . . . . . . . 120
Applying an Existing Safety Plan to a Work Order . . . . . . 120
Editing Safety Information . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Selecting Safety Hazards . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Creating a Safety Plan in Work Order Tracking . . . . . . . . . 122
Failure Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Recording Failure Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Conducting Failure Analysis . . . . . . . . . . . . . . . . . . . . . . . . 125
Quick Reporting Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Quick Reporting Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Quick Reporting Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Quick Reporting Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Using the Quick Reporting Application . . . . . . . . . . . . . . . . . . . . . . 130
Creating a Work Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Entering Meter Readings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Reporting Actuals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Labor Reporting Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Labor Reporting Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Labor Reporting Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
vi Release 5.2, 12/2003

Contents
Using the Labor Reporting Application . . . . . . . . . . . . . . . . . . . . . . 135

Reporting Work Order Hours by Labor or Craft . . . . . . . . . . . . 136
Recording Daily Attendance . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Approving Labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Work Requests Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Work Requests and Other Applications . . . . . . . . . . . . . . . . . . . 140
Work Requests Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Using the Work Requests Application. . . . . . . . . . . . . . . . . . . . . . . . 141
Searching Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Creating a Work Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Viewing Work Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Editing Work Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Assignment Manager Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Assignment Manager Application Tabs . . . . . . . . . . . . . . . . . . . 145
Assignment Manager Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Assignment Manager Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Using Assignment Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Assignment Manager and Other Applications . . . . . . . . . . . . . . 148
Querying and Assignment Manager . . . . . . . . . . . . . . . . . . . . . . 149
Assignment Manager Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Understanding the Work List . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Understanding Work Orders, Requirements,
and Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Understanding Work Priority . . . . . . . . . . . . . . . . . . . . . . . . 151
Selecting a Formula for Work Priority Calculation. . . . . . . 152
Understanding Work List Colors . . . . . . . . . . . . . . . . . . . . . 152
Filtering the Work List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Understanding the Labor List. . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Modifying your Default Labor Query . . . . . . . . . . . . . . . . . . 153
Understanding Labor Availability . . . . . . . . . . . . . . . . . . . . 154
Understanding Labor List Colors . . . . . . . . . . . . . . . . . . . . . 155
Changing the Calendar Date Range. . . . . . . . . . . . . . . . . . . 155
Filtering the Labor List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Planning Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Scheduling Future Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Assigning Work to Another Craft . . . . . . . . . . . . . . . . . . . . . 159
Viewing Assignments for a Worker . . . . . . . . . . . . . . . . . . . 160
Modifying Labor Availability . . . . . . . . . . . . . . . . . . . . . . . . 161
Reassigning or Rescheduling Work . . . . . . . . . . . . . . . . . . . 162
Un-assigning Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Deleting Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Dispatching Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Starting an Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Interrupting an Assignment . . . . . . . . . . . . . . . . . . . . . . . . . 165
Finishing an Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Assignment Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Release 5.2, 12/2003 vii

Contents
Chapter 5: Preventive Maintenance Module . . . . . . . . . . . . . . . . . 169

Preventive Maintenance Application . . . . . . . . . . . . . . . . . . . . . . . . 170
Preventive Maintenance Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Preventive Maintenance Actions. . . . . . . . . . . . . . . . . . . . . . . . . 171
Preventive Maintenance Reports . . . . . . . . . . . . . . . . . . . . . . . . 172
Using the Preventive Maintenance Application . . . . . . . . . . . . . . . . 173
Creating a PM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Creating a PM Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Setting PM Frequency. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Setting Priority for PMs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Master PMs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Creating a Master PM. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Creating Associated PMs . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Generating a PM Work Order . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
PM Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Seasonal PMs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Chapter 6: Inventory Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Inventory Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Inventory Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Inventory Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Inventory Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Using the Inventory Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Stocked, Nonstocked, and Special Order Items . . . . . . . . . . . . . 187
Stocked Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Nonstocked Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Special Order Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Viewing Item Availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Reordering Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Determining the Reorder Point . . . . . . . . . . . . . . . . . . . . . . 190
Reordering All Items in a Storeroom . . . . . . . . . . . . . . . . . . 190
Reordering Selected Items . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Reordering a Single Item . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Reordering Direct Issue Items . . . . . . . . . . . . . . . . . . . . . . . 194
Clearing Reorder Locks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Managing Inventory Item Counts. . . . . . . . . . . . . . . . . . . . . . . . 196
Adjusting Current Balances . . . . . . . . . . . . . . . . . . . . . . . . . 197
Adjusting Physical Counts . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Reconciling Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Item Master Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Item Master Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Item Master Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Item Master Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Using the Item Master Application . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Creating an Item Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Understanding Rotating Items . . . . . . . . . . . . . . . . . . . . . . . . . . 204
viii Release 5.2, 12/2003

Contents
Designating Alternate Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Understanding Item Assembly Structures. . . . . . . . . . . . . . . . . 205
Creating an Item Assembly Structure . . . . . . . . . . . . . . . . . 206
Using Item Assembly Structures . . . . . . . . . . . . . . . . . . . . . 206
Linking Items to the Asset Catalog . . . . . . . . . . . . . . . . . . . . . . 207
Adding Items to Storerooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Deleting Items from Storerooms . . . . . . . . . . . . . . . . . . . . . . . . . 209
Storerooms Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Storerooms Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Storerooms Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Storerooms Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Using the Storerooms Application. . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Creating a Storeroom Location . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Adding Items to Storerooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Deleting Items from Storerooms . . . . . . . . . . . . . . . . . . . . . . . . . 213
Issues and Transfers Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Issues and Transfers Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Issues and Transfers Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Issues and Transfers Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Using the Issues and Transfers Application . . . . . . . . . . . . . . . . . . . 216
Issuing an Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Issuing a Reserved Item . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Issuing an Unreserved Item . . . . . . . . . . . . . . . . . . . . . . . . . 218
Issuing Metered Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Transferring Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Returning Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Chapter 7: Equipment Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Understanding the Asset Catalog . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Asset Catalog Classification Levels . . . . . . . . . . . . . . . . . . . . . . 222
Understanding the Drilldown . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Equipment/Location Priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Equipment Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Equipment Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Equipment Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Equipment Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Using the Equipment Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Creating Equipment Records . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Creating an Equipment Record . . . . . . . . . . . . . . . . . . . . . . 229
Understanding Rotating Equipment . . . . . . . . . . . . . . . . . . 230
Creating Rotating Equipment Records . . . . . . . . . . . . . . . . 231
Understanding Equipment Assembly Structures . . . . . . . . . . . 232
Equipment Assembly Structure Elements. . . . . . . . . . . . . . 232
Creating Equipment Assembly Structures . . . . . . . . . . . . . 233
Viewing Equipment Hierarchies . . . . . . . . . . . . . . . . . . . . . 234
Release 5.2, 12/2003 ix

Contents
Applying Item Assembly Structures . . . . . . . . . . . . . . . . . . . . . . 234

Using Meters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Locations Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Locations Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Locations Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Locations Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Using the Locations Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Preparing to Create Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Creating a New Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Understanding Location Systems . . . . . . . . . . . . . . . . . . . . . . . . 242
Planning Location Hierarchies . . . . . . . . . . . . . . . . . . . . . . . 242
Creating Hierarchical Systems. . . . . . . . . . . . . . . . . . . . . . . 243
Building a Location Hierarchy from an Item Assembly
Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Creating Network Systems . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Viewing Location Hierarchies. . . . . . . . . . . . . . . . . . . . . . . . 245
Disassociating Locations and Deleting Systems . . . . . . . . . 246
Failure Codes Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
Failure Codes Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Failure Codes Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Failure Codes Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
Using the Failure Codes Application. . . . . . . . . . . . . . . . . . . . . . . . . 249
Understanding the Failure Code Hierarchy. . . . . . . . . . . . . . . . 249
Building a Failure Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Creating a Failure Class Record. . . . . . . . . . . . . . . . . . . . . . 250
Adding Child Levels to a Failure Code. . . . . . . . . . . . . . . . . 251
Failure Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Failure Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Condition Monitoring Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Condition Monitoring Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Condition Monitoring Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Condition Monitoring Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Using the Condition Monitoring Application . . . . . . . . . . . . . . . . . . 256
Understanding Measurement Points . . . . . . . . . . . . . . . . . . . . . 256
Measurement Point Limits . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Entering a Measurement Point . . . . . . . . . . . . . . . . . . . . . . 257
Recording Measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Generating a Work Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259
Chapter 8: Purchasing Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

Types of Purchase Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Blankets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Change Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Price Agreements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Blanket Releases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
x Release 5.2, 12/2003

Contents
Purchase Requisitions Application . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Purchase Requisitions Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Purchase Requisition Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Purchase Requisitions Reports . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Using the Purchase Requisitions Application. . . . . . . . . . . . . . . . . . 267
Creating Purchase Requisitions . . . . . . . . . . . . . . . . . . . . . . . . . 267
Creating a PR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Entering PR Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Requisitioning Spare Parts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Requisitioning Vendor Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Creating a PO from a PR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Generating POs from Price Agreements and Blankets . . . . . . . 273
Purchase Requisitions Statuses . . . . . . . . . . . . . . . . . . . . . . . . . 273
Request for Quotation Application . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Request for Quotation Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Request for Quotation Actions . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Request for Quotation Reports . . . . . . . . . . . . . . . . . . . . . . . . . . 277
Using the Request for Quotations Application . . . . . . . . . . . . . . . . . 278
The RFQ Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Creating an RFQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Creating an RFQ Manually . . . . . . . . . . . . . . . . . . . . . . . . . 279
Copying PR Lines to an RFQ . . . . . . . . . . . . . . . . . . . . . . . . 280
Adding Vendors to an RFQ . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Recording Quotation Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Awarding Quotation Lines to Vendors . . . . . . . . . . . . . . . . . . . . 283
Awarding All Quotation Lines to a Single Vendor . . . . . . . 284
Awarding Individual Quotation Lines . . . . . . . . . . . . . . . . . 284
Creating a PO from an RFQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
RFQ Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Purchase Orders Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Purchase Orders Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Purchase Orders Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Purchase Orders Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Using the Purchase Orders Application . . . . . . . . . . . . . . . . . . . . . . 291
Creating a Purchase Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Adding PO Lines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Understanding Standard Services . . . . . . . . . . . . . . . . . . . . 293
Entering PO Lines Manually . . . . . . . . . . . . . . . . . . . . . . . . 293
Creating a Price Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Creating a Blanket. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Creating a Blanket Release . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Creating a Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Purchase Order Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Receiving Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Receiving Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Receiving Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Release 5.2, 12/2003 xi

Contents
Receiving Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Using the Receiving Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Receiving Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Receiving Materials as Ordered . . . . . . . . . . . . . . . . . . . . . . 302
Receiving Partial Shipments . . . . . . . . . . . . . . . . . . . . . . . . 303
Receiving Materials with Changes . . . . . . . . . . . . . . . . . . . . 304
Receiving Rotating Items . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Returning Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Receiving Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Invoices Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Invoices Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Invoices Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Invoices Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310
Using the Invoices Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Entering an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Entering Invoice Lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Standard Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Copying PO Lines to an Invoice . . . . . . . . . . . . . . . . . . . . . . 314
Entering Invoice Lines Manually . . . . . . . . . . . . . . . . . . . . . 315
Invoice Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Desktop Requisitions Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Desktop Requisitions Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Using the Desktop Requisitions Application . . . . . . . . . . . . . . . . . . 319
Chapter 9: Plans Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

Job Plans Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Job Plans Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Job Plans Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Job Plans Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Using the Job Plans Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Defining Job Plan Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Defining Job Plan Labor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Defining Job Plan Materials . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Defining Job Plan Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Creating a Job Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Entering Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Entering Labor, Materials, and Tools . . . . . . . . . . . . . . . . . 329
Associating Work Assets with a Job Plan. . . . . . . . . . . . . . . . . . 331
Routes Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Routes Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Routes Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Routes Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Using the Routes Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Creating a Route . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Applying a Route . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
xii Release 5.2, 12/2003

Contents
Safety Plans Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Safety Plans Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Safety Plans Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Safety Plans Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Using the Safety Plans Application. . . . . . . . . . . . . . . . . . . . . . . . . . 341
Preparing to Create a Safety Plan . . . . . . . . . . . . . . . . . . . . . . . 342
Creating a Safety Plan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Associating Assets with a Safety Plan . . . . . . . . . . . . . . . . . 343
Associating Hazards and Precautions with a Safety Plan . 344
Identifying Hazardous Materials on a Safety Plan . . . . . . . 345
Associating Tag Outs with a Safety Plan. . . . . . . . . . . . . . . 346
Applying a Safety Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Safety Hazards Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
Safety Hazards Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Safety Hazards Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Safety Hazards Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 350
Using the Safety Hazards Application . . . . . . . . . . . . . . . . . . . . . . . 350
Defining a Safety Hazard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Associating Precautions with a Hazard . . . . . . . . . . . . . . . . . . . 352
Viewing Tag Outs Associated with a Hazard . . . . . . . . . . . . . . . 352
Safety Precautions Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Safety Precautions Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Safety Precautions Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354
Safety Precautions Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Using the Safety Precautions Application . . . . . . . . . . . . . . . . . . . . 355
Defining a Safety Precaution . . . . . . . . . . . . . . . . . . . . . . . . . . . 355
Associate a Safety Precaution . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Lock Out/Tag Out Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Lock Out/Tag Out Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Lock Out/Tag Out Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Lock Out/Tag Out Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 359
Using the Lock Out/Tag Out Application . . . . . . . . . . . . . . . . . . . . . 359
Defining a Tag Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Adding Lock Out Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
Chapter 10: Resources Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

Companies Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Companies Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Companies Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 365
Companies Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Using the Companies Application . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Creating a Company Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Entering a Storeroom as a Company . . . . . . . . . . . . . . . . . . . . . 368
Using Company Branches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Company Branch Hierarchies. . . . . . . . . . . . . . . . . . . . . . . . 368
Adding Branches to Companies . . . . . . . . . . . . . . . . . . . . . . 369
Release 5.2, 12/2003 xiii

Contents
Disqualifying a Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370

Deleting Company Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Tools Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Tools Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Tools Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Tools Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Using the Tools Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Creating a Tool Record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Duplicating Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374
Service Contracts Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Service Contracts Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Service Contracts Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Service Contracts Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Using the Service Contracts Application . . . . . . . . . . . . . . . . . . . . . 377
Creating a Service Contract Record . . . . . . . . . . . . . . . . . . . . . . 377
Creating Multiple Service Contract Records . . . . . . . . . . . . . . . 378
Labor Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Labor Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Labor Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Labor Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Using the Labor Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Multisite and Labor Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Creating Labor Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Modifying an Existing Labor Record . . . . . . . . . . . . . . . . . . . . . 383
Associating a Labor Record with a Craft . . . . . . . . . . . . . . . . . . 383
Crafts Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Crafts Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Crafts Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Crafts Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Using the Crafts Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Creating a Craft Record. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Associating Labor Records with a Craft . . . . . . . . . . . . . . . . . . . 387
Disassociating a Labor Record with a Craft . . . . . . . . . . . . . . . . 388
Labor Groups Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Labor Groups Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Labor Groups Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Labor Groups Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390
Using the Labor Groups Application. . . . . . . . . . . . . . . . . . . . . . . . . 391
Defining a Labor Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Associating Labor with a Labor Group . . . . . . . . . . . . . . . . . . . . 392
Defining Alternates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 392
Appendix: Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
xiv Release 5.2, 12/2003

About This Guide
This section briefly summarizes this document and how it can

help you as a MAXIMO user. It also provides information on other
MRO resources available to you, such as additional
documentation and support.
Who Should Read this Guide?
This guide is for users who are new to MAXIMO® and will use
MAXIMO to manage work orders, assets (equipment, inventory,
and materials), and purchasing.
How to Use this Guide

MAXIMO contains extensive Help that provides detailed
instructions on how to use the modules and applications. Use this
guide together with the Help to assist in orienting you with the
applications.
This guide introduces you to the applications. The Help provides

the details. For certain subjects, this guide provides detailed
information to supplement the Help.
This guide includes a brief overview of MAXIMO’s database

structure and user interface, an overview of procedures that are
common to more than one application, followed by chapters that
focus on using specific modules and applications. Each chapter
corresponds to a module, as shown in the following list:
Chapter 1 Overview
Chapter 2 Getting Started
Chapter 3 Common Procedures
Chapter 4 Work Orders Module
Chapter 5 Preventive Maintenance Module
Chapter 6 Inventory Module
Release 5.2, 12/2003 xv

Notation Conventions
Chapter 7 Equipment Module
Chapter 8 Purchasing Module
Chapter 9 Plans Module
Chapter 10 Resources Module
Appendix Keyboard Navigation
Index
NOTE For information about using reports with MAXIMO, refer to the
MAXIMO Report Administration and Development Guide.
Notation Conventions
The procedures and illustrations in this manual describe the
standard MAXIMO configuration. Because your system
administrator can customize MAXIMO to meet the needs of your
business, they might not match your MAXIMO configuration
exactly. Your system administrator can customize MAXIMO in the
following ways:
! Applications can be displayed or hidden, or assigned to

different modules.
! Custom applications can be created.
! Module and Application names can be changed.
! Field names can be changed, fields can be displayed or hidden,

and custom fields can be added.
This guide uses the following typographical conventions:
Bold type indicates the following elements of the user interface:
! Buttons
! Check boxes
! Field names
! Select Action menu options
Italic type indicates a documentation title, and is used for

emphasis.
xvi Release 5.2, 12/2003

About This Guide
TIP A tip helps you apply the techniques and procedures described in
the text to your specific needs.
NOTE A note provides related information, reminders, recommendations,

and strong suggestions.
CAUTION A caution means that taking or avoiding a specific action could

cause you to lose data.
Related Documentation
The MAXIMO User’s Guide is part of the MAXIMO documentation
set. You receive the MAXIMO’s documentation set in Adobe®
Systems’ Portable Document Format (PDF) on the Documentation
CD. Depending on the options purchased, your documentation set
can include the following documents:
! MAXIMO Installation Guide specific to your application server

and operating system
! MAXIMO System Administrator’s Guide
! MAXIMO Multisite Administrator’s Guide
! MAXIMO Report Administration and Development Guide
! MAXIMO Workflow Designer Implementation Guide
! MAXIMO Project Manager User’s Guide
! MAXIMO e-Commerce Adapter Installation Guide
Depending on your database platform and the options you

purchase, you also might receive third-party manuals and online
documentation.
Additional course materials are provided to users who register for

MAXIMO training courses.
Release 5.2, 12/2003 xvii

Support
Support
To find the nearest corporate office, visit the company contact page
on the MRO Web site:
mro.com
MRO Software, Inc. users with a valid Annual Customer Support

Plan (ACSP) can obtain product support online at:
support.mro.com
NOTE To use the MRO Software Support Online Web site, you must
provide your contact information and your MRO Software product
serial/license number.
The MRO Software Support Online Web site includes information

on product releases, software patches, and documentation
updates. To find the most current version of a document, refer to
the Support Web site’s Knowledge Base.
xviii Release 5.2, 12/2003

Chapter 1: Overview
MAXIMO is a computerized asset maintenance system. It stores

and maintains data about your company’s facilities, assets, and
inventory. You can use this information to help you schedule
maintenance work, track equipment status, manage inventory
and resources, and analyze costs.
MAXIMO helps companies to improve the availability and

performance of revenue-generating assets while decreasing
operating costs, without increasing safety issues. MAXIMO lets
you:
! Track work orders and failures to better schedule preventive

maintenance.
! Track inventory use to find optimum stock levels. The goal is

to maximize availability of items for upcoming work, while
also reduce unnecessary inventory and associated carrying
costs.
! Track purchasing of inventory stores and materials for work

orders. To assist in creating budgets, you can use MAXIMO to
track costs for labor, materials, services, equipment, and tools
used to complete work orders.
! Reduce on-the-job injuries and accidents by identifying

hazards in the workplace and precautions needed to increase
safety.
MAXIMO can automate processes that are repetitive or happen

on regular intervals, for example, preventive maintenance,
periodic inspections, or reordering inventory items.
Release 5.2, 12/2003 1

MAXIMO Modules & Applications

MAXIMO’s applications are grouped into modules. The
applications in a module have similar purposes, for example, all
applications related to purchasing are grouped together. Some
applications, such as Work Order Tracking, function individually,
while others, such as Safety Precautions, create records designed
to be used in conjunction with other applications.
Module Application Function
Work Orders Manage work orders and time worked.
Work Order Perform functions related to processing work orders.

Tracking
Quick Reporting Report work on open work orders, small jobs without
pre-existing work orders: or report equipment downtime
that involves no maintenance work.
Labor Reporting Report hours worked by labor or craft.
Work Requests Reporting any problems that require corrective

maintenance activity.
Assignment Dispatch urgent work and schedule future work

Manager requirements.
Preventive Manage preventive maintenance.

Maintenance
Preventive Plan and schedule periodic, preventive maintenance, and

Maintenance inspections for locations and equipment.
Inventory Manage inventory.
Inventory Manage items in inventory., including tracking stock

levels, reordering items, and tracking rotating
equipment.
Item Master Define inventory items and add them to a storeroom’s

stock lists.
Storerooms Define storeroom locations and view lists of items

stocked at each storeroom.
Issues and Issue stock from inventory; transfer stock from one
Transfers storeroom location to another.
2 Release 5.2, 12/2003

Overview
Equipment Manage equipment and locations.
Equipment Record and store equipment numbers and corresponding

information.
Locations Create location records and track equipment that you

might use in multiple locations.
Failure Codes Build and display failure hierarchies that you then can
use to track failure trends for equipment and locations.
Condition Create and view measurement points; track

Monitoring measurements taken on equipment to track
performance, use, and wear.
Purchasing Manage purchasing.
Purchase Process purchase requests for items or services.

Requisitions
Request for Send requests to suppliers for prices and conditions to

Quotation allow for comparison before MAXIMO generates a
purchase order for items or services.
Purchase Orders Create and process purchase orders for items or services.
Receiving Receive materials and services into inventory.
Invoices Record invoices; match purchase orders with receipts

and invoices.
Desktop Create self-service requisitions for items or services.

Requisitions
Plans Plan how to perform a job safely.
Job Plans Create a detailed description of how a job is to be

performed.
Routes List related work assets (equipment and/or locations),

which are "stops" along an inspection or maintenance
route.
Safety Plans Create a detailed plan of how to service equipment or

locations safely.
Safety Hazards Define hazards that exist in the workplace; associate

precautions with those hazards.
Release 5.2, 12/2003 3

Safety Define precautions that workers can take against

Precautions hazards in the workplace.
Lock Out/Tag Create a detailed description of how to take equipment

Out or locations out of service and place them back into
service safely.
Resources Manage internal and external resources.
Companies Manage data on vendors and other companies who do

business with you.
Tools Manage tools owned by your company.
Service Contracts Manage service contracts your company has with

vendors or manufacturers.
Labor Manage employee and contractor records.
Crafts Manage craft records.
Labor Groups Manage labor group records.
Chapters that appear later in this guide describe each module and
application.
4 Release 5.2, 12/2003

Overview
Understanding Databases
When you enter information into MAXIMO, it stores the data in a
database. Understanding the structure and function of a database
helps you to understand how MAXIMO operates. It also helps you
to retrieve information.
A database is simply a way of storing and organizing large

amounts of information, much like an electronic filing cabinet.
Because of how the information is entered and organized, a
computer program can search and display requested data quickly.
MAXIMO can work with Oracle® and Microsoft SQL Server®

databases. The MAXIMO database contains more than 200 tables
and more than 4000 columns.
Database Components
Traditional databases are organized by columns (or fields), rows
(or records), and tables (or files). Which term is used depends on
whether you mean the database program (the "back end") or what
a user sees on the computer screen (the "front end").
A field is a single piece of information (for example, a name). A

record is a complete set of fields (for example, a name, address
and phone number). A file is a collection of records. A telephone
book is a file since it contains a list of records, each consisting of
three fields: name, address, and telephone number.
Columns or Fields
In MAXIMO, each field and check box on the page is a separate
column in the database.
A column or field is the smallest unit of data in a database. A

field might contain a word, a number, or several sentences.
Because you enter information into specific fields and MAXIMO
uses those fields to store information in the database, you can
search for information quickly and easily.
Columns have properties, which include a unique name,

description, data type, whether a field is required, optional, or
calculated, and so on. A required field is one where you must enter
Release 5.2, 12/2003 5

data. An optional field can be left empty. A calculated field does

not require data entry. MAXIMO uses a formula based on entries
in other fields to calculate the value, for example, a Total Cost
field. Your company’s business needs determine the properties of a
field.
Key Fields
In a database, a key is a field that you use to sort data. It also can
be called a key field, sort key, index, or key word. For example, if
you sort records by creation date, the Creation Date field is a
key. Some columns are designated as primary keys. A primary
key is one or more columns that uniquely identify a record and
make it distinct from other records. For example, the work order
applications use the work order number as a key.
The value(s) in a primary key cannot be null (empty), and they

must be unique. MAXIMO automatically numbers the primary
key field in most applications. In applications where you can
create the primary key, MAXIMO alerts you if you choose a value
that has already been used in the data table. For example, when
creating Labor records, a small company might use an employee’s
last name as the primary key.
Rows or Records
Each row in a database table is a collection of related columns
(fields), called a record. A MAXIMO record contains the data you
enter in fields on the computer screen.
If you used paper instead of a computer to keep track of your data,

you would complete a form with related information, with a
different page for each new record. For this reason, you may see
MAXIMO pages referred to as forms.
MAXIMO records include the following examples:
! a work order
! an equipment record
! a purchase order
! a row in a table window and its corresponding Row Details
6 Release 5.2, 12/2003

Overview
Tables or Files
Databases are structured so that similar data is stored together in
tables, also known as files. A table is a grouping of data arranged
in rows and columns. In general the different MAXIMO page
areas, for example, tabs, subtabs, and table windows, each
correlate to a different table in the database. Because MAXIMO
uses a relational database, data that you enter into one table can
be shared with another related table, or used to calculate a value
in yet another table.
Relational Databases
The records accessed by MAXIMO are stored in a relational
database. In a relational database one table can be connected to
another table if they both contain at least one common field. For
example, the work order table and equipment table are related
because their records both contain equipment numbers. This
relational structure lets you view the same data in many different
ways, from many different applications.
Database Structure in MAXIMO

MAXIMO’s database is a relational database. A detailed look at
MAXIMO’s database design is beyond the scope of this guide, but
you should be familiar with a few additional database concepts
that are covered in this section.
Structured Query Language

MAXIMO uses Structured Query Language (SQL) to retrieve data
from the database. Requests to find information in a database are
called "queries." SQL is a standard language specifically designed
to let people to create, edit, maintain, and retrieve data from
databases.
You do not need to know SQL to use MAXIMO. All MAXIMO users
can perform a query to the database from the application pages.
For more information about database queries, see “Searching the
MAXIMO Database” on page 35. However, you should know SQL
if you plan to use MAXIMO to create reports.
Release 5.2, 12/2003 7

MAXIMO Hierarchies
Some MAXIMO applications group related records using "parent-
child" relationships. A parent-child relationship is a one-way
referral or link from one table to another. A column in the child
table refers to a column in the parent table. The column referred to
in the parent table must be part of the primary key. For example,
in the Equipment application, you can have a "parent" equipment
record that has "child" records for subassemblies. The
subassembly records contain a reference to the parent record that
they "belong to."
MAXIMO uses these parent-child relationships to group related

records such as equipment, operating locations, or work orders
into hierarchies. You can build and use hierarchies of records in
many MAXIMO applications, including Work Order Tracking,
Preventive Maintenance, Equipment, Locations, and Failure
Codes.
With a parent-child relationship, you cannot delete a parent

record without first deleting the children, because if you delete a
record from the parent table, then the child would have an entry
referencing a record that no longer exists.
Data Sharing Between Applications

Because MAXIMO’s applications work together, data from a
column in one database table can be shared with other database
tables. Because of this column sharing, a data entry error in a
single field (column) can appear in more than one application.
In many cases you can correct errors, but in some instances after
you enter data, or change a record’s status, you cannot change the
data in the database. In these cases MAXIMO preserves errors
intentionally, to create records for auditing purposes.
Note that a field that has one name in one application, can have a
different name in another application but contain the same data.
For example, the MANUFACTURER column in the EQUIPMENT
table is the same as the COMPANY column in the COMPANIES
table.
NOTE You can find information about each field’s table and column
location in the field Help.
8 Release 5.2, 12/2003

Overview
Multisite Option
Many MAXIMO customers install MAXIMO at several facilities.
These facilities can share common business practices, as well as
having others that are unique to each facility. For example, a
utilities company owns several power plants, two water treatment
plans, and a water distribution system. The business practices
among the power plants are similar, but the water treatment
plant has very different business practices.
Multisite is an implementation of MAXIMO that lets different

company sites share data from a single database, while still
keeping their operations separate. Rather than installing a
separate instance of MAXIMO at each site, a company now can
install MAXIMO once. Using this implementation lets multiple
sites access a shared database via a Web browser while operating
under independent business rules. Multisite lets facilities share
purchase agreements and vendors, while keeping work order and
job plan data separate.
When you use Multisite, you categorize your company’s facilities

into sites and organizations. Sites and organizations are logical
divisions of your company determined by which types of operations
are performed at each location, and which data can be shared by
each location.
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,
equipment, 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.
For more information about the Multisite option, refer to the

MAXIMO Multisite Administrator’s Guide.
Release 5.2, 12/2003 9

10 Release 5.2, 12/2003

Chapter 2: Getting Started
MAXIMO 5.2 is a Web based product. This chapter describes what

you must know to use MAXIMO. It also describes the different
elements of the application pages.
System Requirements
To use MAXIMO, you need the following:
! a Web browser. MAXIMO currently supports Microsoft®

Internet Explorer version 5.5 SP2 or higher.
! a monitor with resolution of 1024 x 768 pixels per inch.
! a User Name and a Password. These are assigned by your

system administrator.
In addition, your Web browser should have the following settings:
! accept cookies.
! automatically check for newer versions of pages stored in

Temporary Internet files.
Release 5.2, 12/2003 11

Signing In
Signing In
While your system administrator can customize the MAXIMO
Sign-In screen, it should include fields to enter your User Name
and Password. If you do not have a User Name and Password, for
example, if you are not a MAXIMO user but must file a
maintenance request, click "register now" to register yourself and
create a User Name and Password.
MAXIMO Sign In
When you access reports, MAXIMO automatically signs you in to

Actuate using your MAXIMO user name and password. For
information about using reports with MAXIMO, refer to the
MAXIMO Report Administration and Development Guide.
CAUTION Your Web browser must be set to accept cookies to allow an

automatic sign-in to Actuate.
Signature Security
Your system administrator uses the Signature Security
application to establish each MAXIMO user’s access rights to
MAXIMO modules, applications, pages, and menu options. Your
security clearances are tied to your User Name.
12 Release 5.2, 12/2003

Getting Started
Start Center
After you sign in, MAXIMO displays your Start Center. You have
a Start Center default defined for your User Name in Signature
Security. Your Start Center is a grouping of modules that relate to
your work. It can include all MAXIMO modules, or a selection of
modules. Even if they are not a part of your Start Center, you still
can access all MAXIMO modules that you have permissions for
from the Go To menu.
The Workflow Inbox displays records assigned to you for action.

Workflow is an optional component of MAXIMO. For more
information about using Workflow, refer to the Help.
Starting an Application
To start an application, complete the following steps:
1. Move your mouse over a module icon in your Start Center.
MAXIMO displays a pop-up menu, showing available

applications within the module.
2. Click the application name to open it.
NOTE You also can access any application from the Go To menu in the
top right corner of the MAXIMO page.
TIP You can run more than one MAXIMO application at the same
time, as long as the applications are launched in separate browser
sessions. For example, if you were creating a requisition for
materials, you could have the Inventory application running on
one browser session, and the Purchase Requisitions application
running in a second browser session.
Release 5.2, 12/2003 13

Application Pages
Application Pages
Most MAXIMO applications have a similar look and feel. The
MAXIMO application page starts below your browser’s address
bar and contains the following areas:
! MAXIMO Navigation Bar

! MAXIMO Toolbar
! Application Tabs
! Forms
! Table Windows
Browser Menu and Icons

The menu and toolbar icons at the top of the page control your
Web browser. Do not confuse them with the MAXIMO menus and
toolbars.
Browser Toolbar
CAUTION Do not use the browser Forward and Back buttons to navigate
within MAXIMO. These buttons act on the browser, and are not
part of the MAXIMO software.
For more information about this part of your screen, refer to your
browser documentation.
14 Release 5.2, 12/2003

Getting Started
MAXIMO Navigation Bar

Below the browser menu and toolbar is the Navigation Bar, the
first part of the MAXIMO application page. The following figure
shows the Navigation Bar:
MAXIMO Navigation Bar
MAXIMO uses the Navigation Bar to identify the current

application, display messages, and display links that let you
maneuver among MAXIMO applications. It contains the following
sections:
! Application icon and name shown on the left to identify the

current application. The application icon is also a link to the
first editable field on the page.
! Message area in the center. When appropriate, MAXIMO

displays messages in this area. These messages are only
informational, and need no response, for example, “At last
record” and “Record has been saved.”
! Global Navigation Links in the right corner. The available

links vary depending on which page you are currently using.
Possible options include the following links:
! Site — Click Select Value to display a list of sites, letting

you to sign into a different site.
! Start Center — Return to your Start Center.
! Go To — Displays a menu of modules, letting you
maneuver among modules and applications. Also includes
links to your Start Center and Reports.
! Sign Out — Sign out of MAXIMO.
! Return — Return to the previous application page
without selecting a value. Available after you link to
another application.
! Return with Value — Return to the previous application
page with selected value(s). Available after you link to
another application.
! Help — Displays Help menu. This link is always
available.
Release 5.2, 12/2003 15

Application Pages
MAXIMO Toolbar
Immediately below the Navigation Bar is the MAXIMO toolbar.
WorK Order Tracking Toolbar
The toolbar contains four sections:
! Current Query menu

! Quick Key Search field and button (binoculars)
! Select Action menu
! Toolbar Buttons
Current Query Menu

The Current Query menu contains any queries you have saved,
and three additional search options:
! All Records
! All Bookmarks
! Quick Key Search
If you select a query from this menu, MAXIMO executes it

immediately.
If you perform a saved query from the Search tab, the name of the
saved query shows in the menu, but when a search performed
from the Search tab is not a saved query, the menu is empty as no
query name exists.
16 Release 5.2, 12/2003

Getting Started
Quick Key Search

Use the Quick Key Search to search the application database by
the application key field. For example, in Work Order Tracking,
the search is by work order number. You can use the Quick Key
search from any tab in the application.
To use Quick Key search, complete the following steps:
1. Enter a key in the Quick Key field.
2. Click the Quick Key Search button (binoculars).
For more information about key fields, see “Key Fields” on page 6.
Select Action Menu

The Select Action menu contains all application-specific actions
that are available to you. Select an action from the menu to
perform it. These actions are listed in chapters that appear later in
this guide.
NOTE Action menu options appear only if your system administrator

gives you security access.
Release 5.2, 12/2003 17

Application Pages
Toolbar Buttons
The toolbar also contains toolbar buttons that are common to all
MAXIMO applications. You see buttons only for actions your
system administrator has authorized you to perform.
NOTE The tool tip text for some buttons can change based on the
application, but the button works the same. For example, in the
Work Order Tracking application the "Insert New Record" button
is labeled "Insert New Work Order."
The Standard Toolbar Buttons
Button Name and Function
Insert New Record — Inserts a new record.
If the application numbers new records automatically, the

button displays a number sign (#).
Save Record — Saves a record. MAXIMO displays a

message if a required field is empty.
Clear Changes — Clears the page and returns you to the

Find subtab of the Search tab. MAXIMO prompts you to
save if unsaved changes exist.
Previous Record — Takes you to the previous record in

the result set. Displays a message in the Navigation bar if
you are at the first record. MAXIMO prompts you to save if
unsaved changes exist.
Next Record — Takes you to the next record in the result

set. Displays a message in the Navigation bar if you are at
the last record. MAXIMO prompts to save if unsaved
changes exist.
Go to Results — Returns you to the Results subtab of the

Search tab. MAXIMO prompts you to save if unsaved
changes exist.
Attach a New Document — Attaches documents to a

MAXIMO record. Appears only on the Attached Documents
tab.
18 Release 5.2, 12/2003

Getting Started
Some applications include additional toolbar buttons. These

buttons appear on the applications that let you apply a status to
records:
! Work Order Tracking

! Quick Reporting
! Purchase Requisitions
! Request for Quotation
! Purchase Orders
! Invoices
Additional Toolbar Buttons
Change Status — Displays the Change Status dialog.
Route — Routes record in Workflow. This button has two

possible actions:
! Record not in Workflow — Takes you to the Start

Workflow page.
! Record in Workflow — Takes you to the Route

Workflow page.
Overview Report — Activates Reports, creating a List

report for all records in the result set.
Details Report — Activates Reports, creates a Details

report for the selected record, then goes directly to the Print
Report page.
Release 5.2, 12/2003 19

Application Pages
Application Tabs
Most applications display three or more tabs at the top of the
page’s working area. Data entry fields are arranged in logical
groupings within each application, and tabs organize and display
the groupings.
The Search tab appears first for all applications. The second tab
contains the main information for that application. Subsequent
tabs contain secondary, related information. The selected tab
appears as a lighter color than the inactive tabs.
To change application pages, select a tab. A message may appear if

you have unsaved changes on the current page.
Tabs in turn can have subtabs that display additional

information. Subtabs contain data pertinent to their parent tab.
For example, the Search tab contains several subtabs related to
searching the database. Subtabs can appear anywhere on the
page. They always have a border surrounding the subtab area.
20 Release 5.2, 12/2003

Getting Started
Table Windows
MAXIMO applications use table windows to display multiple
records from the database simultaneously. In some cases, for
example the Results subtab of the Search tab, a table window will
display a result set. A result set is the set of records that matches
the criteria specified in a query to the database. See “Searching
the MAXIMO Database” on page 35 for more information about
queries.
MAXIMO tables generally contain more rows and columns than a

single screen can display. For this reason, MAXIMO table
windows include the following features:
! Navigation buttons that allow users to navigate the table

window
! Table Filter that allows a user to temporarily reduce the
number of records displayed in the table window
! Expandable Row Details that allow editing of all record fields
! Editable table windows that allow quick data entry on selected
fields of some tables.
Equipment Application - Spare Parts Tab Showing Two Table Windows
NOTE Some table windows are read-only; you use them only to view
information.
Release 5.2, 12/2003 21

Application Pages
Most table windows have a label which is located just above the
table window.The top row of the table window displays column
headings, which are selected field labels, designed to give you an
overview of each row. The rest of the table window displays rows of
data, each row representing one record. MAXIMO highlights the
record in the table after you select it. By default the first row is
highlighted.
Navigating Table Rows (Records)

Several navigation aids appear on each MAXIMO table window.
The top of the table window displays Previous Page and Next
Page buttons. Between these buttons there is a number range
indicating the records currently being displayed and the number
of records in the table or current result set.
NOTE Your system administrator can configure MAXIMO so that the

record count does not automatically display. When record count is
disabled, MAXIMO can be configured to show a Count Results
button in the upper right corner of the table window.
Table Row Navigation Buttons
Click Next Page to show the next page of records; click Previous
Page to show the previous page. If you are at the first set of
records, you cannot use the Previous button. If you are at the last
page of records, you cannot use the Next button.
To the left of the Previous button are two arrows that you use to
move up and down the displayed results set. Click the Next Row
button to move the focus to the next record in the list. Click the
Previous Row button to return the focus back to the previous
record. If you are at the first record, you cannot use the Previous
Row button. If you are at the last record, you cannot use the Next
Row button.
To learn about navigating table rows from the keyboard, see

“Keyboard Shortcuts” on page 395.
22 Release 5.2, 12/2003

Getting Started
Table Window Buttons

The following buttons commonly appear on MAXIMO table
windows. Since table windows appear as part of the Search tab,
application screens, value lists, and action menu options, the
buttons that appear on each table window will vary.
Previous Row — Click to move the focus to the previous

record in the table. Disabled (grey) if you are at the first row
in the table or result set.
Next Row — Click to move the focus to the next record in

the table. Disabled (grey) if you are at the last row in the
table or result set.
Previous Page — Click to show the previous page of

records. Disabled (grey) if you are at the first page of records,
or if all records in the result set are currently displayed.
Next Page — Click to show the next page of records.

Disabled (grey) if you are at the last page of records, or if all
the records in the result set are currently displayed.
Help icon — Click to display Table Window Help.

Application Help is available via the Help link in the
Navigation Bar.
Count Results — Click to count the records in a table

window. The count appears as a message dialog box.
Note: This button only appears if your system administrator

has disabled the automatic record count.
View Details — Click to open the Row Details, displaying

all fields in a record so that you can enter, view, or modify
data.
Close Details — When the Row Details are open, the View
Details button changes to the Close Details button. Click to
close the Row Details.
Add to Bookmarks — Marks a document or record for later

viewing. You can access bookmarked records from the
Bookmarks subtab of the Search tab.
Mark Row for Delete — Marks a record for deletion.

MAXIMO does not delete the row until you click Save.
Release 5.2, 12/2003 23

Application Pages
Undelete Row — Restores a row that you marked for

deletion. This button indicates that you marked the row for
deletion.
New Row — Inserts a new row and opens the Row Details if
it is not already open.
Keyboard shortcuts for these buttons are listed in “Keyboard

Shortcuts” on page 395.
Sorting Columns
You can sort columns with underlined headings. To sort a column,
click the heading.
Click Function
First Sorts the column in ascending order. An arrow

pointing up appears in the column header.
Second Sorts the column in descending order. An arrow

pointing down appears in the column header.
Third Returns the column to the database sort default. No

icon appears.
You can sort only one column at a time, and that column displays
an icon in the column header. If you select a second column to sort,
the sorting on the first column is lost. If no icon appears in the
table, you are not sorting.
24 Release 5.2, 12/2003

Getting Started
Filtering Table Windows

MAXIMO tables may contain a large number of rows. MAXIMO
table windows include a filter to help you locate specific rows in
large tables by reducing the number of rows displayed. In some
cases you may be required to reduce the size of a large result set
before being allowed to perform an action.
The table filter is hidden until you click the Filter icon. When the
filter is open a row of editable fields appears between the column
headers and the first row of the table, as show in the following
figure.
Work Order Tracking - Results Subtab Showing Filter Table and Clear Filter Fields Buttons
To filter a table window, perform the following steps:
1. Click the Filter icon.
The filter opens and the Filter Table button appears.
2. Enter a value in one or more of the filter fields.
TIP Use the equals sign (=) for an exact match. For
example, filtering records with a status of "APPR" will
also return records that are WAPPR unless you type
"=APPR" in the status field.
Release 5.2, 12/2003 25

Application Pages
3. Click the Filter Table button (binoculars) or press Enter.
MAXIMO filters the table window and the Clear Filter

Fields button appears.
If there are no rows that match your filter criteria, a message

displays in the table window, for example "No work orders
found."
4. To filter using different criteria, click the Clear Filter Fields

button to return to the original result set.
NOTE The Clear Filter Fields button only appears when a

table has been filtered.
26 Release 5.2, 12/2003

Getting Started
Using the Row Details

The number of columns that you can display in a MAXIMO table
window is limited, and most records contain more fields than you
can display on a page at one time. You access all fields in the
record using the View Details button (triangle) for an existing
record, or the New Row button if adding a record.
Clicking the View Details button (triangle) next to a row opens

the Row Details beneath the rows in the table window. When the
Row Details are open, you can enter, view, or modify any data that
is not read-only.
In the following example from a work order job plan, the Tasks
table window shows an open Row Details. Note the Close Detail
button to the left of the first row.
Row Details
CAUTION MAXIMO does not automatically save changes made in table

windows. You must click Save.
Release 5.2, 12/2003 27

Application Pages
Row Details Buttons

The action buttons for the Row Details appear at the bottom of the
table window. You have the following options when modifying
records in a table row:
! New Row — Inserts a new row and opens the Row Details if
it is not already open. Some fields might show default values.
When you click New Row after adding or modifying a row,
MAXIMO automatically updates the previous row changes to
the table, but does not save them.
! Delete — Deletes the row. If you edit an existing row, the Row
Details close, and the row is marked for deletion. If you insert
a new row, click Delete to cancel the new row and close the
Row Details.
! Done — Closes the Row Details and adds the information to

the table window. The Done button does not save the row or
the record. It refreshes the page to show the changes. To save
changes click Save.
NOTE You also can use the Close Details button to close the
Row Details.
28 Release 5.2, 12/2003

Getting Started
Default Table Data

Some pages containing table windows also include a Default Table
Data section at the bottom of the page. If you are entering a series
of similar entries you can speed the data entry process by entering
values in the Default Table Data fields. Values you enter as
default table data are used as field defaults when you insert new
rows into the table. For example, if you are creating a purchase
requisition for materials for a work order, you could enter default
values for the work order number, the equipment, location, and
storeroom.
Default table data for some table windows might contain system
supplied values. For example, in the Receiving application, the
Received By field might default to your user name, and
Received Date might default to the system date. When you
create a new row in the table window, the default values are
copied to the appropriate fields, but remain editable, allowing you
to modify them.
NOTE MAXIMO does not save entries in the default table section when
you close an application.
Editable Table Windows

Most MAXIMO tables contain editable table windows, which allow
you to edit a limited number of columns without opening the Row
Details.
Inventory Reorder Details Showing an Editable Table Window
Clicking anywhere in a row in an editable table will highlight it

and put the row into "edit mode." When in edit mode, each editable
column appears as an editable field, with the appropriate field
buttons. See “Field Buttons” on page 32 for more information
about the buttons that may appear. If a column is read-only, the
column does not convert to a field in edit mode. When a table
window is in edit mode existing rows may be edited.
Release 5.2, 12/2003 29

Application Pages
You can navigate an editable table window from the keyboard

using the following keys:
! Press the TAB key to move through the visible fields in a row.
The field focus will move through the visible fields from left to
right, then move the focus to the next row. Press SHIFT + TAB
to move from right to left.
NOTE Click View Details to edit the fields not currently

visible in the table window.
! Press CTRL + " to move down a row in a single column, for

example when editing the Quantity column.
! Press CTRL + # to move up a single column in the table

window.
CAUTION MAXIMO does not automatically save changes made in table

windows. You must click Save.
30 Release 5.2, 12/2003

Getting Started
MAXIMO Fields
MAXIMO application pages contain multiple fields. As you work
with MAXIMO, you will encounter the following types of fields:
Field Type Description
data entry fields Fields where you can enter, view, or modify
information from the MAXIMO database.
required fields Fields where you must enter a value before

MAXIMO can save the record. These fields are
indicated by an asterisk (*).
read-only fields Fields that you cannot modify. For example,

some default values, or values on a saved record
might be read-only.These fields are indicated by
a grey background.
default values Fields that contain values programmed by your

system administrator. For example, your user
name, or the current date might appear by
default in a field. You might be unable to modify
default values.
calculated Fields that contain values that are calculated

values based on data stored in MAXIMO. These values
are read-only. You cannot modify them.
Release 5.2, 12/2003 31

Application Pages
Field Buttons
Fields can have actions associated with them. A field can have a
long description, a select value lookup, or a menu of actions
attached. In all cases, you access these actions via a field button.
Field Buttons
Detail Menu— Displays a menu of actions available for the

field. Specific choices vary by field.
Long Description — Provides room for entering more data

than can fit in a field.
After a long description entry is created, the button changes

color to indicate that more information is available.
Select Date — Displays the Select Date dialog box. Click a

date to return the value to the Date field.
Select Value — Displays a page showing available values

for the fields. Select Value pages are often lists of records
created in other applications, for example, item records
created in the Item Master application.
32 Release 5.2, 12/2003

Getting Started
Field Help
The Help includes detailed information about each MAXIMO field,
including the corresponding database table and column. To access
the Help field information, complete the following steps:
1. Click the Help link in the Global Navigation bar.
The Help menu appears.
2. Select the application Help option, for example Work Order

Tracking Help.
The application Help opens.
3. Click Field Information.
A menu of topics appears.
4. Click the topic for the tab or subtab you are using, for example
"Work Order Tab Fields."
The Help displays a table containing all fields contained on

that tab or subtab.
5. Click a field name for additional information.
MAXIMO displays the field Help.
Release 5.2, 12/2003 33

Application Pages
34 Release 5.2, 12/2003

Chapter 3: Common Procedures
All MAXIMO applications work together, and look and feel

similar. Several procedures are common to most or all MAXIMO
applications.
Searching the MAXIMO Database

MAXIMO stores entered information in a database. Requests to
find information in the database are called queries. When you
start a MAXIMO application, it opens with the Search tab to let
you make requests for information. The Search tab functions are
divided into five possible subtabs:
! Find
! Advanced
! Saved Queries
! Bookmarks
! Results
NOTE If a subtab is not available with a particular application, it does

not display.
When you enter a search, MAXIMO uses Structured Query

Language (SQL) to retrieve the data from the database. You do
not need to know SQL to conduct basic searches of the MAXIMO
database. The Search subtabs allow for both SQL and non-SQL
based queries.
Release 5.2, 12/2003 35

Searching All Records

If you do not tell it otherwise when you perform a query, MAXIMO
assumes that you want to see all records in the current
application, for example, all work orders. The implied query
request is "all records."
To search all records, complete the following steps:
1. Open an application from the Start Center or Go To menu.
The Find subtab on the Search tab appears.
2. Click Find.
MAXIMO displays the first 20 results of your query on the

Results subtab. If there are a large number of records, you can
use the table filter to locate a record. You can also navigate a
lengthy results set using the Next Page and Previous Page
buttons at the top of the table window.
3. Click the underlined record ID to open a record. For example,

in Work Order Tracking, click the work order number.
The record opens.
Narrowing a Search Request

MAXIMO lets you narrow your search requests using the Find
subtab. The Find subtab is for querying by example (QBE),
meaning that you provide MAXIMO with an example of what
types of records you are searching for. For example, you might
want to find all work orders with a status of waiting for approval
(WAPPR).
The Find subtab contains any fields your system administrator

has chosen as appropriate for user searches. You can enter values
for each field that you want to have included in your query.
36 Release 5.2, 12/2003

Common Procedures
Using the Find Subtab

Three buttons appear on the Find subtab:
! Find — Click to execute a search. If all fields are empty,

MAXIMO searches all records.
! Clear — Click to clear changes to the fields on the Find

subtab and reset any default values.
! Save — Click to save a named query for later retrieval from

the Current Query menu.
Because all applications open to the Find subtab, you can execute
several actions from the subtab:
! create a new record by clicking the Insert New Record

button on the toolbar.
! execute a saved query from the Current Query menu.
! perform a key field search with Quick Key search.
! enter the key field of an existing record and click Find to view
or modify it.
! execute a query by example by entering values in the available

fields.
! click any other Search subtab.
! click any tab to see the first record in the result set.
Release 5.2, 12/2003 37

Making a Query by Example

You can give examples of records you want to find by entering
values in one or more fields on the Find subtab. Doing so narrows
your search. If no records match your query, MAXIMO displays a
message.
TIP You can enter more than one value in a field on the Find subtab.
The values must be separated by commas, and cannot exceed the
length allowed for the field. For example, to find work orders that
list either pumps or motors you could enter "pump, motor" in the
Description field.
To query using example field values, complete the following steps:
1. Go to the Find subtab on the Search tab.
2. Enter a value in one or more fields.
3. Click Find.
If there is a single match for your query, MAXIMO displays

the record, otherwise MAXIMO displays the first records that
match your query on the Results subtab. If there are a large
number of records, you can use the table filter to locate a
record. You can also navigate a lengthy results set using the
Next Page and Previous Page buttons at the top of the table
window.
4. Click the record ID on the Results subtab to open a record. For

example, in the Purchase Orders application click the PO
number.
38 Release 5.2, 12/2003

Common Procedures
Searching Using Wildcard Characters

Sometimes you do not know the exact value for a field you want to
use in a query. For example, you remember only part of a work
order number, but not the exact number. When you do not know
the exact value, you can search using the partial value plus a
wildcard character. A wildcard character is a special symbol that
stands for one or more characters. A character is a letter or
number.
MAXIMO Wildcard Characters

MAXIMO uses two wildcards:
! Use the underscore (_) to substitute for a single character.
! Use the percent sign (%) to substitute for a string of characters
A string is any grouping of letters, numbers, or both. A word is an

example of a string of letters.
Placement of Wildcard Characters

When you use a wildcard character in a search field, place the
wildcard character exactly where the unknown character(s) would
occur. You can use more than one wildcard character in a single
search.
Placement Finds Example
%X all instances where X is %ing would return all

the last in the string of instances where a word
characters ended in -ing
X% all instances where X is M% would return all

the first in a string of instances where the word
characters started with the letter M
%X% all instances where X %3% would return all

falls anywhere within records with the number 3
the string of characters anywhere in the field
Release 5.2, 12/2003 39

Querying with SQL

You use the Advanced subtab on the Search tab to conduct
advanced queries of the MAXIMO database using Structured
Query Language (SQL). To perform advanced queries, you should
be familiar with both SQL and the MAXIMO database.
Constructing SQL queries is more commonly performed by system
administrators and database administrators, and is not within the
scope of this manual.
The Advanced subtab displays the current SQL WHERE clause in

the Current Query field. If you enter values on the Find subtab
and click the Advanced subtab, you see the WHERE clause
MAXIMO created based on your query values. You can modify the
WHERE clause to change your search parameters. You also can
name the WHERE clause and add it to your saved query list.
Searching for Null Values

A null value is the absence of a value in a field. Nulls indicate
missing or unknown data, and are not the same thing as the
number zero (0) or a blank space.
Because a null indicates a lack of data, searching for null values is

different from searching for other values. When using the Find
subtab to search for records containing null values you use the
following syntax:
! To search for records that contain a NULL value for a field

enter:
~null~
! To search for records that do not contain a null value for a field
(known as a NOT NULL value) enter:
!=~null~
When searching for null values using the Advanced subtab you
use the SQL comparison values IS NULL and IS NOT NULL to
select and compare null values.
40 Release 5.2, 12/2003

Common Procedures
Viewing Search Results

The Results subtab displays all records that match the current
query. You can perform the following actions on the Results
subtab:
! Click an underlined column header to sort the column. See see

“Sorting Columns” on page 24 for more information.
! Click the Next Row or Previous Row buttons to navigate

the rows in your results set.
! Click Filter to filter the results displayed in the table window.
! Click the Next Page and Previous Page buttons to navigate

the pages of your result set.
! Check the Select Row check boxes to select multiple records

to perform batch actions from the Select Action menu.
! Click the Add to Bookmarks to include the record in the list

of bookmarked records on the Bookmarks subtab.
! Click the Count Results button to count the number of

records that match your search request. This button only
appears if your system administrator has disabled the
automatic row count for the application.
Refining Search Results

If the result set for your search is large, you may want to refine
your search to find the specific record(s) you are looking for.
! Use additional field data in your query on the Find subtab to

reduce the number of records in the results set. See “Making a
Query by Example” on page 38 for more information.
! Use the table filter on the Results subtab to help you locate the
record(s) by reducing the number of rows displayed. See
“Filtering Table Windows” on page 25 for more information.
Release 5.2, 12/2003 41

Saving Queries
The Saved Queries subtab holds all queries that you have saved
and named. These queries are also available from the Current
Query menu on the toolbar.
To save a query, type a name and description in the Save Current

Query area on the Find or Advanced subtab and click Save. You
also can create, modify, and delete SQL queries from the Saved
Queries subtab.
Defining a Query Default

You can define a query default to execute every time you launch an
application. For example, if you approve work orders, you might
define a default query to find all work orders with a status of
WAPPR (waiting for approval) when you launch the Work Order
Tracking application. If MAXIMO does not find a match for your
query default, the Find subtab appears instead of the Results
subtab with the message "No records found that match the
specified query."
Query defaults are specific to each application. For example, a

work order query is activated only in the Work Order Tracking
application.
42 Release 5.2, 12/2003

Common Procedures
To save a query as a default, complete the following steps:
1. Use the Find subtab on the Search tab to create a query. For
more information about constructing queries see “Making a
Query by Example” on page 38.
2. You can give the query a name and description in the Save
Query As and Query Description fields.
NOTE Each saved query must have a unique name.
3. Check the My Default? check box to make the query your

default.
4. Click Save.
The next time you launch the application, MAXIMO will

execute your default query.
Using Bookmarks
The Bookmarks subtab displays all records that you have
"Bookmarked" on the Results subtab. The Bookmarks tab includes
a Select Record button, record number, description, date the
record was bookmarked, and a Delete Row button for each
bookmarked record.
The Bookmarked records are "owned" by the user name and

location that you have signed in under. If you sign in under a
different name, you see a different Bookmarks list.
Adding a Bookmark
You can add a record to your list of Bookmarks in two ways:
! From the Results subtab — Click the Add to Bookmarks

button for the record.
! From any application tab — Select Add to Bookmarks from

the Select Action menu to add the current record.
Release 5.2, 12/2003 43

Using Bookmarks
Deleting a Bookmark
To remove a bookmark from the Bookmarks subtab, click the
Delete Row button for the record to delete the bookmark
immediately.
If the record that a bookmark refers to is deleted, the bookmark

still shows in your bookmarks list. However the only information
shown is the record number and the date bookmarked. If you
select the bookmark, MAXIMO tells you that the record no longer
exists.
NOTE If you choose All Bookmarks from the Current Query menu,
MAXIMO does not show a deleted record.
44 Release 5.2, 12/2003

Common Procedures
Attached Documents
The Attached Documents tab is found in most MAXIMO
applications. You can use Attached Documents to attach many
types of relevant information to a record in the form of a file or
Uniform Resource Locator (URL) address.These attached
documents can be located on your company’s network, on the
Internet, or in a Document Management System (DMS) and might
include text files, spreadsheets, images, or Web pages.
The Attached Documents tab allows you to:
! attach a copy of a document to a record, for example an

owner’s manual could be attached to a piece of equipment
! attach individual documents to records, for example attaching

a permit to a work order
! attach an image to a record, for example attach a photo to a

work request
! view documents attached to a record, or to related records
! print one or more documents attached to a record
! manage the Library of documents available to be attached to

records
Release 5.2, 12/2003 45

Attached Documents
Attached Documents Tab

The Attached Documents tab displays attached documents in a
three level tree structure.
Attached Documents Tab
First Level — Displays the application name and record ID which

are used to identify the document collection. A document collection
contains the document folders for an application.
Second Level — Displays the document folders that have been

associated with the application. By default the following document
folders are included with Attached Documents:
! Attachments
! Diagrams
! Images
These three document folders are associated with all MAXIMO

applications. Your company may choose to create additional
document folders. For example, your system administrator might
46 Release 5.2, 12/2003

Common Procedures
set up folders in the Work Order Tracking application for permits,

Material Safety Data Sheets, and procedural steps.
Third Level — Displays the attached documents and attachment

properties.
Navigating the Attached Documents Tab

A plus sign (+) next to a level indicates that there is a further level
in the tree. Click the plus sign to open the next level.
A minus sign (-) indicates that the level is open and displaying the
next level of the tree. Click the minus sign to close the level.
A dot (.) next to a level indicates that there is not another level in
the tree.
Attached Document Icons

The Attached Documents contains three different icons, each
associated with a different level of the tree structure. You can click
each icon to perform the following functions:
Icon Level Function
Document Associate Existing Document Folders with this Application —

Collection Click to associate additional document folders with the current
application.
Document Attach Documents from the Library to this Folder — Click to

Folder select one or more documents from the Library to attach to a document
folder.
Attached Manage this Attachment — Click to view the attachment properties,

Documents edit the Version field, Print with Work Pack setting, detach an
attached document, or see where the document is used as an
attachment.
Release 5.2, 12/2003 47

Attached Documents
Types of Attachments
The attached documents tree displays two kinds of attachments:
! Direct Attachments — documents that are attached directly

to an application record. For example in the Work Order
Tracking application all of the documents attached to the work
order are direct attachments. When working with Attached
Documents you can attach, view, modify, and print documents
that are part of the current record’s document collection.
! Referential Attachments — documents that are attached to

other application records, which are associated with the
current record. For example a work order record might also
display document collections for the equipment and location
associated with the work order. You can view and print
documents that are referential attachments, but you cannot
add or modify attachments to related document collections.
Attached Documents Actions

There are two Select Action menu options that are available only
from the Attached Documents Tab.
NOTE Your Signature Security permissions determine your access to

these actions. Your system administrator sets these permissions.
Manage All Document Folders — Use to create document

folders and set a default file location for storing documents
associated with each folder.
Manage Document Library — Use to register new documents

to the Library and manage the document properties of existing
documents in the Library.
48 Release 5.2, 12/2003

Common Procedures
Using Attached Documents

Because creating document folders and associating them with
applications are functions that are often performed by a system
administrator, these procedures are described in the MAXIMO
System Administrator’s Guide.
Attaching Documents
You can attach documents to MAXIMO records using either of the
following methods:
! First create a document Library using the Manage

Document Library action, then attach these documents to
MAXIMO records using the Attach Documents From the
Library to This Folder button.
! Attach a document in one step using the Attach New

Document button on the toolbar. Documents can also be
added to the Library via this action.
The document attachment page is dynamic. Once you choose to

attach a file or URL the page refreshes to display the fields needed
to attach that type of document.
NOTE Your system administrator can configure MAXIMO to connect to a

Document Management System (DMS). This option is hidden by
default. Once enabled, documents that physically reside in a DMS
can be registered to the Library.
This section contains separate procedures for each type of

attachment, file, URL, and DMS.
Adding a File to the Library

You can attach many types of document files to records, including
text files, images, spreadsheets, and videos.
NOTE Attached files have a default size limit of 10 MB, but this limit can
be changed by your system administrator.
Release 5.2, 12/2003 49

To add a file to the Library complete the following steps:
1. From the Select Action menu on the Attached Documents tab,

choose Manage Document Library.
The Manage Document Library page appears displaying the

documents in the Library in a table window.
2. Click the Add a Document to the Library button.
The Add a New Document to the Library page appears with

the Attach a file or a URL field displaying File as the
default.
3. Select a Folder for the document. This is the folder that the
document will appear in on the Library.
4. Specify the file that you want to attach by indicating the

path to the document or
a. Click Browse and navigate to the document.
b. Click Open.
The path and document name appear in the Specify the

file field.
5. Name the Document and enter a Description. These fields

will be displayed as part of the Attached Documents tree.
NOTE The document name must be unique.
6. The Print Document with work pack check box is selected

by default. If you do not want the document to be printed as
part of the Print with Attachments action, click the box to
clear it.
7. Select either of the following options:
! Copy document to the default server location set by

your administrator (recommended)
! Reference Document from current location
CAUTION Reference Document from current location

should not be used if the document resides on a
50 Release 5.2, 12/2003

Common Procedures
computer that may be disconnected from the network,

for example a laptop computer, or may not be
accessible to all MAXIMO users.
8. Click OK.
The document is added to the Library.
9. Click either
! OK to close the Manage Document Library page
! Add a Document to the Library to add another

document to the Library.
Adding a Web Page to the Library

You can attach Web pages from either a company intranet or the
World Wide Web to MAXIMO records by using the Uniform
Resource Locator (URL) address of the page. When you attach a
Web page to a record, MAXIMO attaches the address of the page,
it does not copy or store the page content.
NOTE A URL cannot be registered to the Library more than once.
To add a URL to the Library complete the following steps:


Documents in the Library in a table window.

the Attach a file or a URL field displaying File as the
default.
3. Select URL from the Attach a file or a URL menu.
The page refreshes to display the fields to register a URL.
4. Select a Folder for the URL. This is the folder that the
Release 5.2, 12/2003 51

5. Specify the URL by entering the address of the page on the

World Wide Web or your company’s intranet.

will be displayed as part of the document tree on the Attached
Documents tab.

clear it.
8. Click OK.
The URL is added to the Library.
9. Click either
! Add a Document to the Library to register another

document.
Adding a DMS Document to the Library

NOTE The DMS option is hidden by default.Your system administrator
can configure MAXIMO to connect to one or more Document
Management Systems.
To add a document housed in a Document Management System to

the Library complete the following steps:


documents in the Library in a table window.

the Attach a file, URL, or DMS field displaying File as the
default.
52 Release 5.2, 12/2003

Common Procedures
3. Select DMS from the Attach a file, URL, or DMS menu.
The page refreshes to display the fields to register a DMS

document.
4. Select a Folder for the document. This is the folder that the
5. Specify the file that you want to attach by entering the

complete path and file name of the DMS document.

will be displayed as part of the document tree on the Attached
Documents tab.

clear it.
8. Select the DMS Name if your company uses more than one
Document Management System.
9. Enter the DMS Parameters for the document. These

parameters are defined in the Document Management System
and are used to uniquely identify the document.
10. Click OK.
The document is added to the Library.
11. Click either
! Add a Document to the Library to add another

document to the Library.
NOTE After the document is attached to a record, you can specify the
Version by editing the attachment properties.
Release 5.2, 12/2003 53

Attaching Library Documents to a Record
You can only attach documents to the current application's

document collection. You cannot add or modify referential
attachments.
Note Documents must be registered to the Library before you can link
them using this procedure. To attach a document that does not
exist in the Library, see “Creating Attachments” on page 55.
To attach a Library document to a record perform the following

steps:
1. Open a MAXIMO record.
2. Click the Attached Documents tab.
The Attached Documents tab appears, with the document

collection for the current application open.
3. Click the Attach Documents from the Library to this

Folder icon for appropriate folder, for example Diagrams.
The Create Attachments from Documents in the Library page

appears. By default this page lists all available Library
documents that have the same Document Folder specified in
their document properties.
TIP To view documents with a different folder type use the

table filter. To view all available Library documents clear
the Doc Folder field in the table filter and click ENTER.
4. To preview a document, click the underlined Document

Name.
5. Select the Select Row check box for each document you wish
to attach. You can select more than one document. If you select
a document in error, click the check box again to clear it.
6. Click OK.
MAXIMO copies the document(s) to the specified folder on the

record’s Attached Documents tab.
54 Release 5.2, 12/2003

Common Procedures
Creating Attachments
The Attach a New Document button on the toolbar of the
Attached Documents tab allows you to attach a document to a
record in one step, with the option to also add it to the Library.
Your company may choose to have an administrator add
documents to the Library and reserve the Attach a New
Document action for attaching documents that are specific to a
single record and will not be added to the Library.
NOTE Documents that reside in a Document Management System (DMS)

can not be attached using this method.
To attach a document that is not part of the Library, perform the

following steps:
3. Click the Attach a New Document button on the toolbar.
The Attach a New Document page appears with the Attach a

file or a URL field displaying File as the default.
4. If attaching a Web page, select URL from the Attach a file or

a URL menu.
5. Select a folder for the document. This is the folder that the
document will appear in on the Attached Documents tree.
6. Specify the file (or URL) that you want to attach by

indicating the path to the document or the address of the Web
page.
7. Name the Document and enter a description. These fields

will be displayed as part of the Attached Documents tree.

clear it.
Release 5.2, 12/2003 55

9. If the attachment is a file, select either of the following

options:
! Copy document to the default server location set by

your administrator (recommended)
! Reference Document from current location
10. Select the Add document to the document library for

others to use check box if you want the document to appear
as part of the list of Library documents available for the
Attach Documents from the Library to this Folder and
Manage Document Library actions.
11. Click OK.
MAXIMO attaches the document to the specified folder on the

record’s Attached Documents tab.
Viewing Attachments
The third level of the Attached Documents tree structure displays
the names of attachments.
To view an attachment, perform the following steps:
The Attached Documents tab opens. The first level of the tree
structure is open, displaying the document folders associated
with the application’s document collection. Any document
folder with a plus sign (+) contains attached documents.
3. If it is not already open, click the plus sign (+) next to the
document collection.
The document collection opens, displaying the document

folders.
4. Click the plus sign (+) next to a document folder.
The document folder opens, displaying attachments.
56 Release 5.2, 12/2003

Common Procedures
5. Click the underlined attachment name to open it.
The document opens in a separate browser session.
NOTE Additional software may be required to view some file

types.
Deleting Attachments
When deleting document attachments you can only delete direct
attachments, that is attachments to the current application’s
document collection.
To delete an attachment, perform the following steps:
The Attached Documents tab appears, with the document

collection for the current application open.
3. Click the plus sign (+) next to a document folder.
The document folder opens, displaying the attached

documents.
4. Click the Manage this Attachment button for the document.
The Manage this Attachment page appears, displaying the

attachment properties.
5. Click the Detach button.
MAXIMO deletes the association between the document and

the record and returns you to the Attached Documents tab.
NOTE This procedure breaks the association between the document and
the record, it does not remove the record from the document
Library. To delete documents from the Library use the Manage
Document Library action.
Release 5.2, 12/2003 57

Printing Attachments
You can print all documents attached to a record by selecting
Print with Attachments from the Select Action menu. This
action is available from any tab, not just the Attached Documents
tab. If you select Print with Attachments from the Results
subtab of the Search tab, MAXIMO will print document
attachments for all selected records.
Printing a Single Document

To print a single document attachment, perform the following
steps:
3. Navigate to the attachment.
4. Click the underlined document name to open it.
The document opens using the appropriate application.
NOTE Additional software may be required to view some file

types. If you cannot view a document, it cannot be
printed.
5. Print the document from the application window. The specific

print command will vary by application.
Printing a Work Package

You can print all documents included in the current record’s work
package by selecting Print with Attachments from the Select
Action menu. All attached documents are included in a record’s
work package by default. To exclude documents from work
package printing, see “Disabling Document Printing” on page 59.
NOTE Additional software may be required to view some file types. If you
cannot view a document, for example a report, it cannot be
printed.
58 Release 5.2, 12/2003

Common Procedures
To print all documents attached to a single record, perform the

following steps:
2. You can click the Attached Documents tab to preview the

attached documents for the record.
3. Select Print with Attachments from the Select Action menu.
MAXIMO displays a confirmation page with a message listing

the number of documents to be printed.
4. Click OK.
MAXIMO opens a separate browser session. Each document is

displayed as it prints. This window closes automatically when
printing is complete.
TIP To print attachments for more than one record at a time, select the
records from the Results subtab of the Search tab, then select
Print with Attachments.
Disabling Document Printing

By default, all documents attached to a record are printed by the
Print with Attachments action. To exclude an attachment from
work package printing, clear the Print with Work Pack check
box for the document. This check box can be accessed in the
following locations:
! all Add a New Document to Library pages

! on the Attach a New Document page
! in the Row Details of the Manage Document Library page
! on the Attachments Properties tab of the Manage this
Attachment page
NOTE The Print with Work Pack check box can only be edited on
direct attachments, that is attachments in the current
application’s document collection.
Release 5.2, 12/2003 59

Creating a Record
Creating a Record
The procedure for creating a record is similar for most
applications. The major difference is that some applications
automatically generate a number for each new record, while other
applications let you create the name or number for the record ID.
To create a MAXIMO record, complete the following steps:
1. Open the application.
2. Click the Insert Record button on the toolbar.
NOTE The tool tip text for this button varies by application. For
example, in Work Order Tracking it reads "New Work
Order."
MAXIMO displays a new record.
3. If needed, enter a unique value in the key field, the first field
on the left.
4. Type a description for the record in the Description field.

Click the Long Description button if you need more space.
5. Fill in the other fields as dictated by your company’s business

rules.
NOTE An asterisk (*) indicates that a field requires a value for

MAXIMO to save the record. For more information about
any field, refer to the Help.
6. You can edit default values that are not read-only.
7. Click Save.
60 Release 5.2, 12/2003

Common Procedures
Editing an Existing Record

The ability to edit an existing record varies by application and the
effect modifying that record could have on the maintenance
process. MAXIMO often uses statuses as a means to indicate
where in the process a record is, and which fields you can edit. For
example, MAXIMO does not let you change a purchase order after
it goes to a vendor. In some cases you must maintain records for
auditing purposes, and you cannot edit.
Deleting Records
Much like the ability to edit, the ability to delete records varies by
application, and how the deletion could affect the maintenance
process. In some cases you must maintain records for auditing
purposes, and you cannot delete.
Hierarchy associations affect the ability to delete records. You

cannot delete parent records if children are associated with the
record. You must break the child associations before you can
delete the record.
Refer to the MAXIMO System Administrator’s Guide for additional

information about record deletion rules.
Entering Values
MAXIMO applications are linked, letting you select values from
lists of existing records when you fill in fields in other applications.
For example, when you fill in the Equipment field on a work
order, you can select from the list of equipment records in the
Equipment application.
MAXIMO contains several options for selecting a value for a field.

These options appear on a separate page that lets you select a
value and return it to the application where you were working.
Your options vary by field. This section describes some common
ways to select a value for a field.
Release 5.2, 12/2003 61

Entering Values
Using the Select Value Button

Click the Select Value button to display a Select Value list, either
of records created in another MAXIMO application, or created by
your system administrator.
To select field values using the Select Value button, complete the
following steps:
1. Click Select Value next to a field.
The Select Value page appears.
2. You can use the table filter to locate a record.if there is a

lengthy list of values.
3. Click the Select Record button beside the value you want to
use.
MAXIMO returns the value to the field on the application

page.
62 Release 5.2, 12/2003

Common Procedures
Entering Dates
You can use the following keyboard shortcuts to enter a date into
any Date field:
Function Keyboard Shortcut
Insert today’s date CTRL + =
Move back one day CTRL + MINUS SIGN
Move forward one day CTRL + PLUS SIGN
You can also click the Select Date button to display the Select
Date dialog box. This dialog displays the current and next month
with the current date highlighted. You can navigate forward and
backward in two-month increments, or search by month and year.
To select dates, complete the following steps:
1. Click Select Date next to a field that requires a date.
The Select Date dialog box appears.
2. If necessary, navigate to the correct date.
TIP You can use the following keyboard shortcuts when using
the Select Date dialog.
Button Function Keyboard Shortcut
Next Month CTRL + $
Previous Month CTRL + %
Next Year CTRL + "
Previous Year CTRL + #
3. Click a date to select it.
MAXIMO returns the value to the field on the application

screen.
Release 5.2, 12/2003 63

Entering Values
Using the Drilldown

The Equipment/Location Drilldown is a lookup that allows you to
navigate the location and equipment hierarchies through a
graphical tree, much like much like Windows Explorer® lets you
find files on a computer hard drive. The Drilldown is available
from the Detail Menu on the Equipment, Location, and some
Belongs To fields throughout MAXIMO, and from the Select
Action menu in the Equipment and Locations applications.
The location hierarchies displayed in the Drilldown are created in

the Locations application, and the equipment assembly structures
displayed are built in the Equipment application.
Drilldown
64 Release 5.2, 12/2003

Common Procedures
Understanding the Detail Display

The Drilldown contains two tabs, Locations and Equipment. Read-
only fields in the header for each tab display the details of the
location or equipment currently in focus.
Locations Tab Details Fields
Field Description
Location Location ID
Description Description (including long description) of the location.
Status Status of the location (for example planned or operational).
Equipment Equipment ID of the equipment at the location currently in focus. An

equipment ID is only displayed if there is a single piece of equipment
or a single top-level equipment at the location. A message is displayed
if either no equipment or more than one top-level piece of equipment
exists at the location. A top-level equipment is a piece of equipment
that does not have a parent in the same location.
Description Description (including long description) of the equipment. Displayed

only if an equipment ID is displayed.
System Field indicating all the systems that are associated with the selected
location. The system for the hierarchy tree currently displayed is
highlighted.
Equipment Tab Details Fields
Field Description
Equipment Equipment ID
Description Description (including long description) of the equipment.
Up? Check box indicating if the equipment is up and running (checked) or

experiencing downtime (unchecked).
Failure Failure Class for the equipment.

Class
Location Location of the equipment.
Item Item ID if the equipment is a piece of rotating equipment.
Warranty Warranty expiration date for the equipment.

Date
Release 5.2, 12/2003 65

Entering Values
Navigating the Hierarchy

You can switch back and forth between locations and equipment
by selecting the appropriate tab on the Drilldown. You can select a
location, then switch tabs to view the equipment at that location.
Or you can drill down to a piece of equipment, then switch tabs to
see its location, and the system(s) that location belongs to.
A plus sign next to an entry in the Drilldown indicates that

there are further levels in the hierarchy. Click the plus sign to
display the next level of the hierarchy.
A minus sign next to an entry in the Drilldown indicates that

the level is open and displaying the next hierarchy level. Click the
minus sign to close the hierarchy level.
A dot indicates that the location or equipment does not have

any children and there are no further levels in the hierarchy.
66 Release 5.2, 12/2003

Common Procedures
Actions Available from the Drilldown

Both the Locations and Equipment tab of the Drilldown contain
the following buttons:
! Show Path to Top — Click to display the direct path from

the selected location or equipment to the top of the current
hierarchy.
NOTE Networked location systems display the Networked
Systems icon next to the Show Path to Top

button, and the button is disabled.
! View Work Orders & PMs — Click to display all work

orders, PMs, routes, and service contracts for an equipment or
location.
! Select Record — Click the Select Record icon to select a

location or equipment and return the value to the application
page. If the Drilldown is called from an application that
contains both Location and Equipment fields you can call
the Drilldown from either field, select either a location or an
equipment, and the value will be returned to the appropriate
field, regardless of which field the Drilldown was launched
from. If permitted by the business rules of the application,
both the location and equipment values are returned to the
application.
Release 5.2, 12/2003 67

Entering Values
Searching the Asset Catalog

The Asset Catalog is a structured list of items and equipment
organized by their attributes, such as type, color, or unit of
measure. You build the Asset Catalog using the Specifications tab
of the Item Master, Equipment, and Locations applications. For
more information about the Asset Catalog see “Understanding the
Asset Catalog” on page 222, or refer to the Help.
To search the Asset Catalog from the Equipment, Location, or

Item field of any application, complete the following steps:
1. Click the Detail Menu button and choose Asset Catalog

Search.
The Asset Catalog Search page appears, displaying all

Classification (Level 1) categories.
2. Select a Classification category.
The Asset Catalog Search page displays the Subclassification

(Level 2) categories.
3. Select a Subclassification category.
The Asset Catalog Search page displays the items, equipment,

or locations that match the specified Classification and
Subclassification.
NOTE Your system administrator can make an additional three

levels of Subclassifications available.
4. Select an asset.
The value is returned to the Equipment or Location field in

the application.
68 Release 5.2, 12/2003

Common Procedures
Searching the Illustrated Parts Catalog

The Illustrated Parts Catalog (IPC) is an application option for
MAXIMO. If your company has not purchased this option and you
try to access the IPC, you receive a message that the IPC is not
installed and cannot be accessed.
The IPC increases maintenance productivity by letting you

identify and verify parts data rapidly and accurately. The IPC is
an electronic reference system for your maintenance
documentation, a visual identification system for parts,
equipment, and locations, and a resource that can return part
related information to MAXIMO. The IPC also lets you load
complete equipment bills-of-material into MAXIMO.
The IPC can provide skilled trades, planners, and storeroom

personnel with instant access to detailed parts illustrations, parts
catalogs, engineering drawings, service documentation,
photographs, maintenance manuals, Material Safety Data Sheets,
and various other technical and service bulletins. This information
can be provided through a variety of customer specific indexes and
visual drilldowns for equipment and locations.
You can access the IPC in several ways:

! From an Attached Documents tab you can search for and
view documentation and to print copies of original
drawings, parts illustrations, and other reference material
associated with parts and equipment.
! From Spare Parts tabs, Materials subtabs, or any table
window that contains the Select Spare Parts button you
can use the IPC to visually identify, select, and return a
list of parts to MAXIMO.
! From the Start Center (if configured). For example, an IPC
button can be configured to go to the IPC selection index
for a particular piece of equipment or part, or to a site
drilldown allowing you to identify a specific piece of
equipment by working through a pictorial hierarchy.
! From a MAXIMO Detail Menu (if configured). For
example, from the Detail Menu of the Location field on an
Equipment screen.
For more information about the IPC, refer to the IPC Help.
Release 5.2, 12/2003 69

Entering Values
Searching Documentation with the IPC

NOTE You must run the IPC’s Attached Document Loader utility to
create links for attached documents. For more information about
this utility, refer to the IPC Control Center System Administrator
Guide.
To search documentation with the IPC, complete the following

steps:
1. Open the Equipment, Locations or Inventory application.
2. Enter the equipment, location, or item whose documentation

you want to view and click Find.
The equipment, location, or item record opens.
The Attached Documents tab appears.
4. Expand the IPC topic (for example, IPCEQ: IPC Equipment

Manuals for equipment). A list of documents related to the
equipment, location, or item appears.
5. Click a document.
For equipment, a new window opens with the IPC displaying

the table of contents for the selected document.
For a location, a new window opens with the IPC displaying an

index of documents related to that location.
For an item, a new window opens with the IPC displaying the
document in the View Documents page.
6. For equipment and locations, click a topic to open a document.
The IPC switches from the Index tab to the View tab and
displays the View Documents page.
70 Release 5.2, 12/2003

Common Procedures
7. On the View Documents page, you can click
! the Document subtab to see an exploded parts diagram

! the BOM (Bill of Materials) tab to see the spare parts list
! the Document & BOM subtab to see both the parts
diagram and the spare parts list
NOTE All items in the BOM have a red flag in the Select
column. This indicates that you cannot select and
return these parts to the MAXIMO application you
came from.
Selecting Parts with the IPC

You can use the Illustrated Parts Catalog to visually identify parts
to be used for maintenance work, create a list of needed parts,
then return the list to MAXIMO.
To select spare parts using the IPC, first you must enter the IPC
from a MAXIMO application that has a Select Space Parts
button. For example:
1. Choose either Equipment > Equipment from the Go To menu.
2. Click the Spare Parts tab.
To select spare parts using the Illustrated Parts Catalog, complete

the following steps:
1. Click Select Spare Parts.
The Select Equipment Spare Parts page appears.The cursor is

in the Equipment field.
2. If you know the equipment number you want to search for,

type it in the Enter Equipment to Search for Spare Parts
field; otherwise, leave the field empty.
Release 5.2, 12/2003 71

Entering Values
3. Click Search the IPC.
If you entered an equipment number, the Search IPC page

appears with the table of contents for the manual(s) associated
with that equipment.
If you left the Equipment field blank or MAXIMO did not find
the number you entered, the Search IPC page appears at the
selection index.
4. If you are on the Selection subtab, go to the needed manual

and click its name to open it.
The IPC switches from the Selection to the Table of Contents

subtab.
5. If the manual has a Parts section, go to it and click a topic to

open a document.
The IPC switches from the Index tab to the View tab and
displays the View Documents page.
6. In the View Documents page, you can perform the following

tasks:
! Click the Document subtab to view an exploded parts

diagram
! Click the BOM (Bill of Materials) tab to view the spare
parts list
! Click the Document & BOM subtab to view both the parts
diagram and the spare parts list
7. Select spare parts by doing either of the following tasks:
! Click the hotspot for the part on a document.
The TP number appears to indicate selected parts.
! Select the check box next the part in the BOM.
8. Click the Return With Selected Parts link in the upper

right corner of the page.
The IPC returns the selected spare parts to the MAXIMO

application table window.
72 Release 5.2, 12/2003

Common Procedures
Editing Values Returned by the IPC

If you select a part in error, you can mark the row for deletion. If
you must modify values returned by the Illustrated Parts Catalog,
for example, quantity or unit cost, use the Row Details.
To edit values returned by the IPC, complete the following steps:
1. Click View Details (triangle).
The Row Details open.
2. Enter or edit the field data.
3. Choose one of the following options:
! New Row to add another row
! Done to close the Row Details
! Delete to delete the row
4. Click Save.
NOTE If you receive validation warnings, correct them by editing each

row in the current MAXIMO application.
NOTE You can click Select Spare Parts to return to the IPC, add more
parts, and click Return With Selected Parts to return the
selected parts to the MAXIMO application.
Using the GL Account Navigator

Your company creates General Ledger (GL) accounts to track
expenses. GL accounts can be created for various entities within a
company (locations, equipment, tools, and so on). GL Account
codes identify GL accounts.
Since companies typically charge the cost of a work order to the

location where work is performed, MAXIMO automatically
charges work costs to a location rather than to equipment at that
location. However, if the equipment on a work order has a GL
account specified, MAXIMO overrides the GL account code for a
work order location with the code for equipment entered at that
Release 5.2, 12/2003 73

Entering Values
location. The assumption is that this equipment has its own GL

account because all work costs for it should be charged directly to
the equipment.
When you enter a location on a work order, the GL account code

that MAXIMO copies to the work order is usually the one
established for that location. If your company has established GL
account codes for equipment, however, and you enter a piece of
equipment that has a GL account specified, MAXIMO uses the
equipment GL account code rather than the location GL account
code.
Understanding General Ledger Account Codes

Many pages and table windows have one or more GL account code
fields. These fields are in place to hold general ledger account
codes, used by the accounting department to track costs. They
specify which account or cost center to charge for work or a service
or equipment, and which account to credit.
GL account fields typically are used only when your system

interacts with a separate accounting system. If that is the case,
your system manager has configured the applications so that
many GL account fields fill in automatically. In other instances,
you can, depending on your editing privileges, enter account codes
manually using the GL Account Navigator.
GL Account Components
Each general ledger account code consists of several distinct
components (also called segments). Each component relates to a
specific part of the accounting system and can be used to tag a
particular transaction, such as the purchase of an item, to a
particular cost center, department, type of account, or anything
else that is created by the financial system and integrated into the
applications by the system administrator.
To simplify identifying account components, separators are often

used between components when account codes appear on the page.
For example, you might use hyphens to separate components:
6100-400-SAF.
74 Release 5.2, 12/2003

Common Procedures
Component Sequences
Account components appear in a sequential format, with the far
left component in the string representing the highest level. For
example, in the DEMO database, four component levels are
defined:
! Component 1 = Cost Center
! Component 2 = Activity
! Component 3 = Resource
! Component 4 = Element
Since account components are connected, with the highest level

component at the left, you read the DEMO database account 6100-
400-SAF in this manner:
component 1 component 2 component 3 component 4
6100 400 SAF
Cost Center Activity Resource Element
The component codes in this example refer to Administration,

Supplies, and Safety, respectively. The fourth component does not
appear as part of the GL Account because it is an optional
component, and it has no values assigned to it in Chart of
Accounts. If you access the fourth component using the GL
Account Navigator, it contains only placeholder characters.
Release 5.2, 12/2003 75

Entering Values
Mandatory and Optional Components

Within an account, a component can be mandatory or optional.
! A mandatory component requires a value to define the

account fully. When you display an account, any unknown
mandatory components contain the placeholder character set
by the system administrator.
! An optional component does not require a value in order to

define the account fully. When you display an account, no
unknown optional components appear. For example, in the
DEMO database, the fourth component is optional, and so you
often see account codes in that database consisting of just the
first three components.
Fully and Partially Defined Accounts

In establishing rules for the general ledger accounts, the system
administrator specifies whether an account code is acceptable
when partially defined, or only if it is fully defined.
! A fully defined account has no unknown characters in

mandatory components. A fully defined account returns a
direct match of a single instance from the Chart of Accounts
table. For example, the account 6100-200-450 in the DEMO
database is fully defined (the fourth component is optional).
! A partially defined account can contain an undefined

mandatory component, which contains with placeholder
characters. For example, the account 6100-???-450 in the
DEMO database is partially defined. The second component is
mandatory, but placeholder characters are acceptable.
Depending on how the accounts are created and the status of a

record, you might or might not have to define all components in a
GL account field. For example, work orders and purchase orders
require the GL account fields to be fully defined before they can be
approved; these accounts can remain partially defined (or
undefined) until approval.
The system administrator defines account code components in the

Chart of Accounts application. The system administrator also can
restrict the component combinations you can enter. If the system
administrator specifies that only certain component combinations
are valid, then you can enter only combinations that match an
76 Release 5.2, 12/2003

Common Procedures
already existing account in Chart of Accounts. Otherwise, you

could enter a GL account code that does not match any one
account in Chart of Accounts, but whose individual components
are all valid.
Entering GL Account Codes

You use the GL Account Navigator to build or edit an account from
valid components previously established by your system
administrator. To enter or edit an account code in a GL Account
field, complete the following steps:
1. Click the Select Value button next to the GL Account field.
The Select GL Account page appears. The GL Account displays

placeholder values for all components. COST CENTER
appears in the Current Component field.
2. Click the Select Record button to select a value from the

available list. The Search Results list shows all the valid
values available for the account component.
MAXIMO refreshes the page with the Cost Center value

displayed in the GL Account code. The Current Component
field switches to ACTIVITY.
3. Select a value for the ACTIVITY, RESOURCE, and

ELEMENT components of the GL Account code as described in
Step 2.
4. Click OK to return the Account code to the originating

application.
NOTE The number of components required to build a valid account code

varies, depending on how your company implements its
accounting system. Also, your system administrator can restrict
the account codes you can enter to only valid combinations of
components—and the values displayed in the Search Results table
window are only those values that form valid combinations with
the account code’s other defined components.
Release 5.2, 12/2003 77

Entering Values
Editing GL Account Codes

To edit an account code in a GL Account field, complete the
following steps:
1. Click the Select Value button next to the GL Account field.
The Select GL Account page appears.
2. To edit a component, perform one of the following tasks:
! Click the component in the GL Account display.
! Select the component from the Current Component

menu.
3. Click the Select Record button to select a value from the

available list. The Search Results list shows all the valid
values available for the account component.
MAXIMO refreshes the page with the new value.
4. Select values for the other components you wish to edit as

described in Steps 2 and 3.
5. Click OK to return the Account code to the originating

application.
78 Release 5.2, 12/2003

Chapter 4: Work Orders Module
Work orders are the core of maintenance management. A work

order specifies a particular task to be accomplished, and the labor,
materials, and tools needed to do the work. When you create a
work order in MAXIMO you initiate the maintenance
management process and create a historical record of work
requested and performed.
The Work Orders Module consists of four applications:
Application Function
Work Order Used to perform every function related to

Tracking processing work orders.
Quick Reporting Used to report work on open work orders and

small jobs without pre-existing work orders, or to
report equipment downtime that involves no
maintenance work.
Labor Reporting Used to report hours worked by labor

(employees) or craft (employee groups).
Work Requests Used for reporting any problems that require

corrective maintenance activity.
Assignment Use to dispatch urgent work and schedule future

Manager work requirements.
Release 5.2, 12/2003 79

Types of Work Orders

The MAXIMO applications recognize the following general
categories of work orders:
! Emergency maintenance work orders are problems that must

be corrected immediately, because they are life threatening,
can damage equipment, cause production to stop, or are
urgent. You can enter this type of work order in the Work
Order Tracking, Work Requests, or Quick Reporting
applications.
! Corrective maintenance work is work that needs to be done,

but does not have to be performed immediately. You can
schedule corrective work if necessary. You can enter this type
of work order in the Work Order Tracking, Work Requests, or
Quick Reporting applications.
! Event report work orders represent any unscheduled event

that stops work (production) but does not necessarily require a
maintenance crew to fix. You can enter this type of work order
in the Work Order Tracking, or Work Request applications,
but most likely would use the Quick Reporting application.
! Preventive maintenance masters are used over and over

on a periodic basis to generate preventive maintenance work
orders. You create Preventive Maintenance masters in the
Preventive Maintenance module. However, you process
preventive maintenance work orders in Work Order Tracking
or Quick Reporting.
80 Release 5.2, 12/2003

Work Orders Module
Creating Work Orders Using MAXIMO

You can use several applications in MAXIMO to create work
orders:
! Work Order Tracking — Use to create and report on high-

volume or complex work orders.
! Work Requests — Use to report any problems that require

corrective maintenance activity.
! Quick Reporting — Use to create work orders and report

actual work done for simple jobs, unplanned work, or work not
performed by the maintenance department.
! Preventive Maintenance — Use to generate scheduled

maintenance work orders.
! Condition Monitoring — Use to generate work orders to

correct problem conditions found during monitoring
procedures.
Work Order Priority

MAXIMO uses values between 0 and 999 to indicate priority for
work orders, equipment, and locations. MAXIMO can use these
different priority values to generate a calculated priority to help
schedulers determine the overall priority of a work order among
"competing" work orders for similar equipment or locations.
MAXIMO uses two priority related fields on work orders:
! WO Priority — If the work order is created in Work Order

Tracking or Work Requests you can specify the priority of the
work order. Work Orders generated from a PM inherit their
priority from the PM. See “Setting Priority for PMs” on
page 176 for more information.
! Loc/Eq Priority — MAXIMO copies the priority value from

the equipment record. If no priority value is specified on the
equipment record, MAXIMO copies the priority from the
location record.
Release 5.2, 12/2003 81

Since MAXIMO can use these values to generate a calculated

priority, and the result of a calculation is always a larger number,
MRO Software suggests that customers limit the priority values
assigned to equipment, locations, and work orders to a range of 0
to 10. Your priority scale might be similar to the following:
Priority Assigned Comments

Priority
Life Safety (any work that 11 + The priority value for life safety work
could result in a life should be set higher than the maximum
threatening situation if not value that can result from the selected
completed in a timely manner) priority calculation.
Urgent work (for example, 10

equipment will be damaged if
work is not completed.)
Urgent work 9
Preventive Maintenance 8 Preventive Maintenance should have a

higher priority than corrective work,
since it is designed to reduce corrective
work orders.
Preventive Maintenance 7
High priority corrective work 6
High priority corrective work 5
Medium priority corrective 4

work
Medium priority corrective 3

work
Low priority corrective work 2
Low priority corrective work 1
Work that is low priority, but 0

should be completed if time is
available.
82 Release 5.2, 12/2003

Work Orders Module
Work Order Statuses

Every work order in MAXIMO has a status that indicates its
position in the work order processing cycle. You can create work
orders with different statuses depending on which application you
use to create or generate them.
After you change a work order’s status, MAXIMO records the date
and time of the status change, and lets you record a memo.
If the Change Status on Child Work Orders? check box is

selected on the top level work order, MAXIMO changes the status
for the entire hierarchy when the record’s status is changed.
NOTE Your system administrator sets the signature security

authorizations that let users change work order statuses.
! WAPPR — Waiting for Approval; default for work orders

created in Work Order Tracking and Work Requests.
! WSCH — Waiting to be Scheduled; default for work orders

generated from Preventive Maintenance.
! APPR — Approved. After you approve a work order, MAXIMO

reserves the work plan items in inventory and records cost and
rate data. If rates change in Inventory, Labor, or Tools, the
work plan reflects the rates in effect when the work order was
approved.
! WMATL — Waiting for Material. You can use this option for
work orders with a status of WAPPR, APPR, or INPRG.
Indicates that you cannot initiate the work order because you
do not have needed material. After the direct issue items
requisitioned for the work order have been issued in Issues
and Transfers, the work order status changes to approved
(APPR).
! WPCOND — Waiting for Plant Conditions. Status for work

orders that require a particular plant condition in order to be
worked on, for example, for a production line to be shut down.
! INPRG — In Progress; default for work orders created in

Quick Reporting. This status initiates the work order. If you
do not have sufficient items to complete the work order,
MAXIMO changes the status to WMATL.
Release 5.2, 12/2003 83

! COMP — Completed. Indicates that all physical work is

finished. If the equipment is down, MAXIMO displays a
reminder message.
! CLOSE — Closed. Change status to CLOSE after the

electronic "paperwork" on a work order is complete and you
want to finalize the record. MAXIMO removes inventory
reservations for items not issued to the work order. The work
order becomes a history record and cannot be edited.
! CAN — Canceled. If you select multiple work orders,

MAXIMO cancels the ones that have not been initiated or for
which no actuals have been reported. If the work order has
been approved, MAXIMO removes inventory item reservations
for the work order. The work order becomes a history record.
! HISTEDIT — Edited in History. Indicates that a work order

with a status of CLOSE has been edited. This status does not
appear on a work order record itself, but is displayed in the
Status History to indicate that changes were made after the
work order was closed.
84 Release 5.2, 12/2003

Work Orders Module
Work Order Tracking Application

You can use the Work Order Tracking application to plan, review,
and approve work orders for pieces of equipment, locations, or
other work charged to general ledger (GL) accounts.
You can use the Work Order Tracking application to perform every
function related to processing work orders. These tasks include
creating, approving, and initiating work orders, checking their
status history, and closing or reworking them when appropriate.
To access the Work Order Tracking application, select the Work

Orders icon on the MAXIMO Start Center, then choose Work
Order Tracking or use the Go To link.
Release 5.2, 12/2003 85

Work Order Tracking Tabs

The Work Order Tracking application page contains eight tabs:
! Search — Use to search the database using any combination

of available fields.
! Work Order — Use to enter, view, or modify work orders,

view identifiers for an applied job plan and safety plan, view
PM and scheduling information. If the work order is a follow-
up work order, you can view the identifier of its originating
work order. You also can identify the failure hierarchy for the
work asset.
! Plans — Use to enter, view, or modify information on work

orders in a hierarchy as well as lists of estimated job tasks,
labor and crafts, materials, and tools for the work order's work
plan.
! Assignments — Use to assign laborers to a work order or task

based on their current availability.
! Actuals — Use to enter, view, or modify actual work order

start and finish times, labor hours and costs, material
quantities, locations, and costs, and tool quantities, hours, and
costs.
! Safety Plan — Use to enter, view, or modify safety

information on the work order.
! Failure Reporting — Use to record and view equipment and

location problems, causes, and remedies in order to identify
trends for equipment and location breakdowns.
! Attached Documents — Use to attach documents outside

the MAXIMO database to a record. Once a document is
attached, you can view, modify, and print the document from
this tab.
86 Release 5.2, 12/2003

Work Orders Module
Work Order Tracking Actions

The following actions are available from the Work Order Tracking
Select Action Menu:
Change Status — Use to change the status of a record. If the

action is selected from the Results subtab of the Search tab, you
can change the status of all selected records as a batch action.
Route Work Order — Use to start or continue the record routing

process in Workflow, or to reassign the record to another user.
Workflow is an optional component of MAXIMO.
Stop Workflow — Use to stop the Workflow approval process and

remove the document from Workflow. Workflow is an optional
component of MAXIMO.
View Status/Workflow History — Use to view the status

change history and Workflow information for a work order.
View Workflow Help — Use to view a Help topic for the

Workflow In Box.
Generate Follow-up Work — Use to create a new work order

after you complete a job but find that additional work is needed on
the same equipment or location, beyond the work described in the
original work order.
Apply Route — Use to apply a route to a work order. Route stops

appear on the Plans tab as child work orders.
Assign to New Parent — Use to assign the work order to a new

parent work order.
Move Equipment — Use to move a piece of equipment to a new

location within the same site or to another site in the organization,
or associate a new parent.
Remove Work Plan — Use to delete work plan tasks, labor,

materials, and tools from the work order record, and clear the Job
Plan field if it contains a value. The Job Plan field becomes
editable after the work plan is removed.
Release 5.2, 12/2003 87

Select Safety Hazards — Use to select hazards from the lists

defined for individual assets on a Safety Plan.
Remove Safety Plan — Use to remove an existing Safety Plan on

a work order before inserting a new Safety Plan.
Report Downtime — Use to change the up/down status of a piece

of equipment, or to report equipment downtime.
View Follow-up Work — Use to view a list of follow-up work

orders for the originating work order.
View PO Information — Use to view a read-only list of purchase

orders that MAXIMO generated for work order items and services
received against the work order.
View Costs — Use to view estimated and actual cost totals for the
selected work order.
View Entire Plan — View the work plan for the entire hierarchy
(children and tasks) below the current work order. Levels of the
hierarchy above the current work order are not included in this
action.
Edit History Work Order — Use to modify a work order with a

status of CLOSE. Limited fields are available for editing with this
action.
Run Reports — Use to access the reports available for the

current application.
Work Order Details Report — Use to activate Reports and

create and print a Details report for the selected record.
Print with Attachments— Use to print all documents

associated with a record through Attached Documents.
Duplicate Work Order — Use to copy the current record with

the same settings or values, which you then can modify and save
as a new record. Duplicating a parent work order duplicates the
entire hierarchy.
Delete Work Order — Use to delete the current record from the
MAXIMO database.
88 Release 5.2, 12/2003

Work Orders Module
Add to Bookmarks — Use to add the current record to your

personal bookmark list.
For more information about using these actions, refer to the Help.
Work Order Tracking Reports

The following reports are available for the Work Order Tracking
application:
Work Order Material Shortage Report — Calculates the item

availability expected at the time the work order starts using
reservations and expected receipts. Determines if the item’s
expected balance will be sufficient for the planned materials for
the current work order.
Work Order Pick Report — Lists items to be picked for selected

work order.
Work Order Details Report — Lists details of the selected

record(s).
Work Assignment Report — Lists work order assignments for

Labor by Supervisor or by Locations.
Work Order List Report — Lists work order, description, and

status for selected records. Links are available via work order
number to the Work Order Details report for individual work
orders.
Estimated vs. Actual Work Order Costs — Lists a cost

summary of work orders. The report displays estimated and actual
costs for each work order by labor, material, and tools, and
provides totals for these costs.
Release 5.2, 12/2003 89

Using the Work Order Tracking Application

Work Order Tracking is intended for maintenance supervisors,
planners, and schedulers to plan, review, and approve work
orders. Work orders are essential elements of maintenance
management. Work orders track both events that have occurred
and work that has been performed.
! Event tracking consists of recording occurrences of problems

and reporting the downtime resulting from the problem.
! Work tracking includes specifying the tasks to be

accomplished, the labor, items, and tools needed to do the
work, and the equipment or location to be worked on.
Creating a Work Order

You create a work order on the Work Order tab of the Work Order
Tracking Application.
NOTE Work orders can also be created in the Quick Reporting and Work
Requests applications, or generated from the Preventive
Maintenance or Condition Monitoring applications.
To create a work order, complete the following steps:
1. Open the Work Order tracking application.
2. Click the New Work Order button on the toolbar.
MAXIMO switches to the Work Order tab, displaying a new

work order record.
3. Enter a description for the work order.
90 Release 5.2, 12/2003

Work Orders Module
4. You can charge the work order to either a location, a piece of

equipment, or a GL account by performing one of the following
tasks:
! Location — Click Detail Menu to access the Drilldown

and select a location.
! Equipment — Click Detail Menu to access the

Drilldown and select a piece equipment.
! GL account — Click Select Value to access the Account

Navigator and select a GL Account code.

rules.

TIP Indicating a Failure Class and Problem Code on a work

order can help limit the number of duplicate work orders
that are entered in the system. MAXIMO displays a
message if the same problem code has already been
entered for the equipment/location.
6. Click Save.
Release 5.2, 12/2003 91

Creating a Work Plan

A work plan describes the tasks, labor, materials, and tools needed
to complete a work order. You can create a work plan in two ways:
! Associate a job plan with the work order. After you select a job
plan, MAXIMO copies it to the work order. The copy becomes
the work plan. You can change the work plan without affecting
the original job plan it was copied from.
NOTE MAXIMO also can add a safety plan to the work order
if one is associated with the job plan.
! Create a custom work plan using the Plans tab. Defining a

Work Plan consists of four steps:
! Defining the tasks by breaking the job down into steps in

the Tasks table window.
! Defining the labor skills and hours on the Labor subtab.
! Defining the materials needed on the Materials subtab.
! Defining the tools needed on the Tools subtab.
Applying a Job Plan

Job plans are templates created in the Job Plans application.
NOTE A job plan cannot be applied to a work order if there is an existing

job plan. You must remove the job plan using the Remove Work
Plan action before you can apply a new job plan.
To add a job plan to a work order, complete the following steps:
1. Open or create a work order record.
2. Click the Detail Menu button on the Job Plan field and
choose Select Value.
The Select Job Plan page appears, displaying the available job
plans for the equipment/ location combination.
92 Release 5.2, 12/2003

Work Orders Module
3. Click Select Record for the job plan.
MAXIMO copies the job plan to the work order. The work plan
can be viewed on the Plans tab.
4. Click Save.
Editing a Work Plan

After MAXIMO copies a job plan to a work order, the job plan
becomes a work plan that you can edit. Changing a work plan does
not affect the original job plan.
To edit a work plan on a work order, complete the following steps:
1. Apply a job plan as described in “Applying a Job Plan” on

page 92.
2. Click the Plans tab.
The Tasks table window displays the steps in the work plan.
3. Click a Task to select it.
4. Click View Details (triangle) to open the Row Details for the
task.
a. Edit the fields as needed.
b. Choose one of the following options:
5. Click the Labor, Materials, or Tools subtab to select it.
6. Click a Labor, Materials, or Tool record to select it.
Release 5.2, 12/2003 93

7. Click View Details (triangle) to open the Row Details for the
record.
a. Edit the fields as needed.
b. Choose one of the following options:
8. Repeat steps 6 and 7 for each additional subtab that needs

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

editing.
10. Click Save.
Defining Work Plan Tasks

If no job plan exists that meets your needs, you can create one in
the Tasks table window on the Plans tab. You can also use the
Tasks table window to add measurement point data for the work
asset.
Task numbers must be unique within each work plan. MAXIMO

sorts tasks by Sequence, then by Task ID. If a work plan does not
have a Sequence indicated, the system sorts tasks in numerically
ascending order by Task ID, making the task with the lowest
number is the first step of your work plan. By default, MAXIMO
increments task numbers by 10, for example, 10, 20, 30 and so on.
This gives you the flexibility to add new tasks between existing
ones.
To define work plan tasks on a work order, complete the following

steps:
1. Open or create a work order.
94 Release 5.2, 12/2003

Work Orders Module
3. Click New Row in the Tasks table window.
4. Enter a Description for the task.

rules.

7. Click Save.
Defining Work Plan Labor Needs

You use the Labor subtab on the Plans tab to enter, view, or
modify planned labor for a work order.
To define work plan labor on a work order, complete the following

steps:
1. Open a work order.
3. If necessary, click the Labor subtab.
4. Click New Row on the Labor subtab.
5. You can enter a Task ID in the Task ID field. If this task has
an Hours value, MAXIMO copies it to the Hours field.
Release 5.2, 12/2003 95

6. Enter a Labor Code by either of the following methods:
! Type a Labor or Craft code.

! Click Detail Menu to select a code.
7. Enter or modify data as required in the Quantity, Hours, and

Rate fields. MAXIMO calculates the value in the Line Cost
field.
9. Click Save.
Defining Work Plan Materials Needs

You use the Materials subtab on the Plans tab to enter, view, or
modify planned materials for a work order. The Materials subtab
contains four buttons:
! Select Materials — Lets you select items in local inventory.
! Search Catalogs — Displays a menu, which lets you search

for items in vendor’s online catalogs.
NOTE Your system administrator must configure MAXIMO for

e-commerce before you can search online catalogs.
! Select Spare Parts — Lets you enter an equipment number

to view the list of spare parts defined in the equipment record.
! New Row — Opens the Row Details, letting you manually

enter material needs for the work plan.
To define work plan materials, complete the following steps:
1. Open a work order.
3. Click the Materials subtab.
96 Release 5.2, 12/2003

Work Orders Module
4. Click New Row on the Materials subtab.
5. You can enter a Task ID in the Task ID field.
6. Click the Detail Menu button to select an Item.

rules.

9. Click Save.
Materials Interactions
When you plan materials for a work plan, MAXIMO uses the data
to do the following tasks:
! Copy hazard information to the Safety Plan tab for items

identified in the Item Master application as a hazardous
material.
! Reserve planned materials in the Inventory application when

the work order status changes to approved (APPR). If the work
order status is then unapproved or canceled, MAXIMO
removes the reservations.
! Copy material reservations to the Materials subtab on the

Actuals tab after the materials are issued to the work order.
Release 5.2, 12/2003 97

Defining Work Plan Tool Needs

You use the Tools subtab on the Plans tab to enter, view, or modify
any specialized tool needs for a work order. The tools listed can
range from hand tools to heavy machinery such as cranes. You
also can include tools that your company does not own and might
need to rent to complete the work order.
The procedure for adding Tools data is the same as described in

“Defining Work Plan Materials Needs” on page 96, except that you
are working on the Tools subtab.
Selecting Multiple Records on Plans and Actuals

You have the option to select multiple records when defining work
plan labor, material, and tool needs, or recording actuals. The
following buttons appear on both the Plans and Actuals tabs:
! Select Labor — Appears on the Labor subtab. Click to select

from a list of both Labor and Craft records.
! Select Materials — Appears on the Materials subtab. Click

to select from a list of all Item records.
! Select Tools — Appears on the Tools subtab. Click to select

from a list of all Tool records.
To select multiple Labor records, complete the following steps:
1. If necessary, click the Labor subtab.
2. Click Select Labor.
The Select Labor page appears.
3. Select a Labor or Craft by checking the Select Row check box

next to the row. You can select more than one record. If you
select a record in error, click it again to clear the check box.
4. Click OK.
MAXIMO copies the selected records to the Labor subtab,

inserting a row for each record. The default Quantity is 1.
98 Release 5.2, 12/2003

Work Orders Module
5. If necessary, edit the values for the new rows. You can click
View Details to open the Row Details to edit fields not visible
in the table window.
TIP Click CTRL + " to navigate down a single column of the

table widow, for example the Hours column.
6. Click Save.
NOTE The procedure for adding Materials and Tools data is similar to
the procedure for adding Labor data described above, except that
you are working on either the Materials or the Tools subtab.
Removing a Work Plan

There may be instances where a work plan must be removed from
a work order, for example
! A job plan was applied to a work order in error.

! Work plan information is incorrect and must be replaced with
different information.
If the work order has not been approved, you can use the Remove
Work Plan action to clear the Job Plan field and remove
! all planned tasks

! all planned labor
! all planned materials and associated hazards
! all planned tools
NOTE You must have authorization through Signature Security to

perform this action.
CAUTION This action removes the work plan immediately.
Release 5.2, 12/2003 99

Work Order Hierarchies

A work order hierarchy is a group of work orders arranged in
parent-child relationships. A work order hierarchy is often used
when you have a large maintenance project that might need to be
broken down into smaller jobs to be completed. Hierarchies let
each smaller job be handled as an individual work order, while
having a relationship to the larger project.
At the highest level of a work order hierarchy, one work order is

the parent. This top-level work order can have one or more child
work orders. Each child work order can have one or more children,
and so on. A child work order can have only one parent. The lowest
level of any branch of the hierarchy is usually the task level
containing the steps that are defined in a work plan or job plan.
Hierarchies let you view work order costs individually and as part
of the project totals. You can view the actuals for the parent, as
well as the combined totals of the parent and all its child work
orders via the View Costs action.
After work orders are grouped into hierarchies, you can easily
change all statuses, view all estimated and actual costs, and put
work orders into a sequence so that workers can perform tasks in a
defined order. You also can move a work order to another
hierarchy.
100 Release 5.2, 12/2003

Work Orders Module
Understanding Work Order Hierarchy Terms

The table below lists common terms used when discussing work
order hierarchies.
Work Order Application indicators Database indicators
Top Level — The work order at the top of a Parent WO field is blank. PARENT column
multi-level hierarchy. is null.
Parent — Any work order that has Rows in the Child or Task HASCHILDREN
children or tasks associated with it. table window on the Plans =Y
tab.
NOTE: A work order can be both a parent
and a child in a multi-level hierarchy.
Child — A work order that has a parent. Parent WO field contains Has value in the
a value. PARENT column
When you move to the

parent work order, work
order appears in the
Children table window.
Task — A step to be performed as part of a Parent WO field contains Has value in the
work order’s work plan. The lowest branch a value PARENT column
of the hierarchy structure. Tasks are also
child work orders. When you move to the ISTASK = Y
parent work order, work
NOTE: In previous MAXIMO releases Task order appears in the Tasks
work orders have been referred to as table window.
"operations" or "detail" work orders.
Release 5.2, 12/2003 101

Viewing Work Order Hierarchies

You use the Plans tab to entire, view, and modify work order
hierarchies when creating work plans. The Actuals tab contains a
duplicate of the work order hierarchy for recording actuals.
Work Order Tracking - Plans Tab
! The Parent WO field displays the parent work order. If the

work order is a top-level work order, or is not part of a
hierarchy, this field will be blank.
! The Children table window displays any child work orders

associated with the work order. This table is collapsed by
default.
! To open the Children table window click Show Table .
! To collapse the table window click Hide Table .
The Tasks table window displays any task work orders associated
with the current work order.
102 Release 5.2, 12/2003

Work Orders Module
Navigating Work Order Hierarchies

You view and navigate a work order hierarchy on the Plans and
Actuals tabs. The Parent WO field displays the parent work
order. You can view child work orders in the Children table
window and tasks in the Tasks table window.
To move from a parent to a child work order:
1. If necessary click Show Table to expand the Children table

window.
2. Click a row in the table to select a child work order.
MAXIMO highlights the row and the Move To icon appears in

the WO column.
3. Click Move To.
The page refreshes to display the child work order.
To move from a parent to a task work order:
1. Click View Details (triangle) for the task.
The Row Details opens.
2. Click the Detail Menu button for the Reference WO field

and select Move to:<work order number>.
The page refreshes to display the task work order.
To move from a child to a parent work order:
1. Click the Detail Menu button for the Parent WO field and
select Move to:<work order number>
The page refreshes to display the parent work order.
Release 5.2, 12/2003 103

Building a Work Order Hierarchy

To build a hierarchy you create the top level work order, then
create or associate child work orders. For example, your company
has decided to change to more energy efficient lighting, which
requires replacing the lighting fixtures for the entire plant. You
might create a work order for the entire project, and a child work
order for each building location. Each child work order could have
a work plan (tasks) detailing the steps at each location.This lets
you track the costs of the work done at each building location and
also keep a running total of costs for the entire project.
Work order hierarchy are created in a number of different ways.

You can create a work order hierarchy using any of the following
methods:
! creating children on the Plans tab via the New Row button on
the Children table window
! associating existing work orders with a parent via the Select

Work Orders button
! associating existing work orders with a parent via the Assign

to New Parent action
! applying a route to a work order
! generating a work order hierarchy from a PM hierarchy
! adding tasks to a work order on the Plans tab via the New
Row button on the Tasks table window
! applying a job plan to a work order
Adding Children
The Children table window on the Plans tab contains a subset of
the work order fields, allowing you to create child work orders.
Once created and saved, you can open each child work order
individually to enter or modify values for work order fields not
contained in the Children table window. See “Navigating Work
Order Hierarchies” on page 103.
NOTE If there is a Priority assigned to the parent work order, it is copied

to child work orders created using this method.
104 Release 5.2, 12/2003

Work Orders Module
To create Child work orders on the Plans tab, complete the

following steps:
3. Click Show Table to display the Child table window.
4. Click New Row on the Child table.
The Row Details opens.
5. Enter a Description for the child work order.

rules.
NOTE An asterisk (*) indicates that a field requires a value for MAXIMO
to save the record. For more information about any field, refer to
the Help.
8. Click Save.
Associating Existing Work Orders with a Hierarchy

You may want to build a hierarchy from existing work orders, for
example to track costs on a project.
NOTE If there is a Priority assigned to the parent work order, it is not

copied to child work orders created using this method.
To associate existing work orders with a parent work order,

complete the following steps:
Release 5.2, 12/2003 105

3. Click Show Table to display the Children table window.
4. Click Select Work Orders.
MAXIMO displays a list of all non-task work orders. Work

orders that are already associated with the current work order
do not appear on this list.
5. If necessary, use the table filter to locate records.
6. Select work orders by checking the Select Row check box next
to the row. You can select more than one record. If you select a
record in error, click it again to clear the check box.
NOTE If you select a work order that already has a parent it

will be reassigned to the current work order.
7. Click OK.
MAXIMO copies the work orders to the Children table

window.
8. Click Save.
Assigning a New Parent to an Existing Work Order

You can associate existing work orders with a hierarchy, or change
the hierarchy association of a child or task work order using the
Assign to New Parent action.
NOTE If there is a Priority assigned to the parent work order, it is not

copied to child work orders created using this method.
TIP The Assign to New Parent action is available from the Results
subtab, allowing you to select multiple work orders to be assigned
to a parent.
106 Release 5.2, 12/2003

Work Orders Module
To enter or modify a work order’s hierarchy associations, complete

2. Choose Assign to New Parent from the Select Action menu.
The Assign To New Parent page appears. If there are a large

record.
3. Click Select Record for the new parent.
MAXIMO displays a message in the Navigation bar, and the

Parent WO field displays the new parent work order.
4. Click Save.
Applying a Route to a Work Order

You can apply a route to a work order or you can specify one on a
PM. When you apply a route, the original work order is the parent,
and the route stops are child work orders, which can have job plan
tasks associated with them.
To apply a route to a work order, complete the following steps:
2. Choose Apply Route from the Select Action menu.
The Apply Route page appears.
3. Click Select Record to select a route. If there are a large

record.
MAXIMO copies the route to the Plans tab of the work order.
Each of the route stops appears as a child work order.
4. Click Save.
Release 5.2, 12/2003 107

Generating a WO Hierarchy From a PM Hierarchy

PM hierarchies group equipment or locations with the same PM
schedules in parent-child relationships. When you generate work
orders from a PM that is the part of a hierarchy, work orders are
generated for the entire hierarchy. You generate PM work orders
in the Preventive Maintenance application and can view the work
orders in Work Order Tracking.
Changing Status for Hierarchy Records

Status changes for a work order hierarchy can be configured to
meet the needs of your company. If the Change Status on Child
Work Orders? check box is selected on a work order, MAXIMO
changes the status for that record’s children and tasks when the
record’s status is changed. If the Change Status on Child Work
Orders? check box on the parent work order is empty, you will
have to change the status of each child work order individually. If
there are multiple levels to the hierarchy and you want status
changes to be applied to the entire hierarchy, Change Status on
Child Work Orders? needs to be selected for all parent work
orders at each level of the hierarchy.
To change the status of a child work order when viewing the

parent work order, complete the following steps:
2. Click Show Table to display the Children table window.
3. Click the Change Status icon for the child work order.
The Change Status dialog box appears.
4. Select a New Status from the menu.
5. Click OK.
MAXIMO changes the status of the child work order.
108 Release 5.2, 12/2003

Work Orders Module
Deleting a Work Order

If changes have been made to planned work you may find that you
need to delete a work order, either because the work is no longer
required, or because a child or task work order is not necessary for
the project. Work orders can be deleted if they meet the following
criteria:
! status is waiting approval (WAPPR) and the work order has

never been approved (APPR)
! work order does not have child or task work orders
! work order does not have equipment moved against it
! work order is not a follow-up work order
! work order is not the top-level of a PM work order hierarchy
! work order was not generated from the Purchasing module, for
example a Receiving inspection work order
! work order is not listed on any material requisitions, purchase
requisitions, or requests for quotation
! work order is not in Workflow and has never been in Workflow
Work orders that do not meet the deletion criteria can still have
their status changed to cancelled (CAN).
To delete a task work order when viewing the parent work order,
click the Mark Row for Delete icon in the Task table window for
the task(s) you want to delete.
To delete a child work order when viewing the parent work order,
Move To the child work order, then select Delete Work Order
from the Select Action menu.
To delete a work order, select Delete Work Order from the Select
Action menu.
CAUTION The Delete Work Order action deletes the work order
immediately.
Release 5.2, 12/2003 109

Adding Tasks
You use the Task table window on the Plans tab to add Tasks to a
work order. Each task also can be a child work order, and
MAXIMO assigns each task its own work order number. You can
view the work order number for a task in the Reference WO field.
You build a work order hierarchy when you add Tasks to a work
order on the Plans tab as described in “Creating a Work Plan” on
page 92.
Assigning Labor to Work Orders

When a work order has planned labor on the Plans tab, usually
the planned labor appears there as a result of using a job plan or a
work plan. Typically, the planned labor calls for a particular craft,
like a mechanic or an electrician, rather than an individual. To
enable you to assign a specific laborers to tasks, MAXIMO copies
the craft requirements to the Assignments tab and creates a
separate row for each craft requirement. For example, if you need
two electricians for a task, MAXIMO creates two rows.
When assigning labor, MAXIMO selects the Available From and

To dates based on the work order's Status and Scheduled Start
date:
! If the work order's start date has already gone by, MAXIMO
looks for labor available from now until the end of the
following day.
! If the work order is not scheduled to start until a later date,

MAXIMO uses the work order's start date and looks for labor
available until the end of the following day.
To assign labor to a work order, complete the following steps:
1. Open a work order record using the Search tab.
2. Click the Assignments tab.
If the work order contains labor requirements, they appear in

the Assignments table window.
110 Release 5.2, 12/2003

Work Orders Module
3. Click View Details (triangle) to view details for an existing

row.
4. Click Available Labor.
The Available Labor page appears.
5. Use the filters at the top of the page to locate available

laborers.
a. If necessary, select a different date range by clicking

Select Date next to the Available From and To fields.
Selecting a date range lets you look at the labor
availability within that time frame.
b. If necessary, change the Location or Shift by clicking

Select Value.
c. If you want to view labor already assigned to other work

orders, select the Include Assigned Labor check box.
d. Click Refresh.
MAXIMO displays the records that meet your criteria in

the Labor table window.
NOTE When assigning labor, you can select a laborer from a

different Craft category if you consider the laborer a good
match for the task; for example, you can select a machinist
to satisfy the need for a mechanic. You can use the table
filter to locate other labor records.
6. Select a record by clicking the Select Record button to the

left of the record.
MAXIMO returns the value to the Labor field on the

Assignments tab, and changes the Status from WAITASGN to
ASSIGNED.
7. Click Done to close the Row Details.
8. Click Save.
Release 5.2, 12/2003 111

Completing a Labor Assignment

You can mark a labor assignment complete in one of two ways:
! change the work order’s status to COMPLETE after all the

work is completed on the work order
! mark the labor assignment complete before all work on the

work order is finished
To mark the labor assignment complete before the work order is

done, follow these steps:
3. Click View Details (triangle) to open the row.
4. Click Complete.
MAXIMO changes the assignment status to COMPLETE.
! Click View Details (triangle) to change the status of

another row
! Click Done to close the Row Details
6. Click Save.
Removing a Labor Assignment

If you previously assigned a laborer to a task and you need to
remove that assignment, complete the following steps:
3. Click View Details (triangle) to edit the row.
112 Release 5.2, 12/2003

Work Orders Module
4. Delete the previously assigned laborer from the Labor field.
MAXIMO changes the Status for the row to WAITASGN.
6. Click Save.
CAUTION If you select Mark Row for Delete, the entire labor assignment
row is deleted.
Downtime Reporting
The Report Downtime action allows you to report equipment
downtime in two ways:
! Change Status — Use to record a single status change for a

piece of equipment. You would select this option when
equipment up/down status changes are being reported at the
time that they occur.
! Report Downtime — Use to record two status changes for a

piece of equipment. You would select this option after the
equipment repair has been completed to record 1) when the
equipment came down for repairs and 2) when it was returned
to service.
When a piece of equipment is not running, the downtime is

generally one of the following two types:
! planned downtime — the equipment is scheduled to be

down and available for maintenance work to take place.
! unplanned downtime — the equipment goes down

unexpectedly.
MAXIMO lets you report both planned and unplanned downtime.
Reducing unplanned downtime saves you money. To reduce costs

caused by unplanned downtime, you can use Work Order Tracking
to report downtime, then analyze downtime trends and take action
to reduce unplanned downtime in the future, for example, by
increasing your preventive maintenance schedule.
Release 5.2, 12/2003 113

Types of Downtime
MAXIMO recognizes two types of downtime:
! Operational — occurs during a time when the equipment

normally would be in use and stops work or production.
! Non-operational — occurs during a time that does not stop

work or production, even though the equipment is down. For
example, if a production line is down during the night shift,
but the line does not normally run during that shift.
Changing Equipment Up/Down Status

If you need to report downtime as it occurs, you change the
equipment’s operational status from Up to Down, or vice versa.
To change an equipment’s up/down status, complete the following

steps:
2. Choose Report Downtime from the Select Action menu.
The Report Downtime screen appears.
3. Select the Change Status option.
The Change Date and Downtime Code fields become

editable.
4. Enter a Change Date and time. The default is the current

date and time.
5. Select a Downtime Code.
6. Select a Downtime Type.
7. Click OK.
114 Release 5.2, 12/2003

Work Orders Module
Reporting Downtime
In order to report downtime, an equipment number must be
specified on the work order. MAXIMO records downtime after the
fact, after the work order has been completed.
To report equipment downtime, complete the following steps:
2. Choose Report Downtime from the Select Action menu.
The Report Downtime page appears.
3. Select the Report Downtime option.
The Start Date, End Date, Hours, and Downtime Code

fields become editable.
4. Enter a Start Date and time.
5. Enter an End Date and time. The default is the current date
and time.
MAXIMO calculates the Hours field value.
6. Select a Downtime Code.
7. Select a Downtime Type.
8. Click OK.
Recording Actuals
You use the Actuals tab to enter, view, and modify the actual work
order job tasks, and usage of labor, materials, services, and tools.
The work order must be approved before you can report actuals.
To report Actuals for labor, material, and tool usage, click the
appropriate subtab. You can use the Planned Labor, Reserved
Items, and Planned Tools button on the subtabs to copy the
work plan data to the actuals tab, or enter the actuals for Labor,
Materials, and Tools manually.
Release 5.2, 12/2003 115

Copying Labor From a Work Plan

You can copy the planned labor from the work plan to the Actuals
tab, then edit the fields to reflect the actual hours required to
complete the work order.
To copy planned labor to the Actuals tab, complete the following

steps:
1. Open an approved work order using the Search tab.
2. Click the Actuals tab.
3. Click the Labor subtab.
4. Click Planned Labor.
The Select Planned Labor page appears.
5. Select labor by checking the Select Row check box next to the
row. You can select more than one record. If you select a record
in error, click it again to clear the check box.
6. Click OK.
MAXIMO returns the values to the Labor subtab.
7. To edit the values for a row, complete the following steps:
a. Click View Details (triangle).
b. Edit the fields as necessary.
c. Choose one of the following options:
8. Repeat step 7 for each row that needs editing.
9. Click Save.
116 Release 5.2, 12/2003

Work Orders Module
Recording Unplanned Labor Actuals

If the work plan did not estimate Labor hours, or there were
additional Labor needs on the work order, you can add additional
rows to the Labor subtab’s table window to record the Labor hours
used.
To record labor actuals, complete the following steps:
3. Click the Labor subtab.
4. Click New Row.
5. Fill in the fields as dictated by your company’s business rules.

7. Click Save.
Release 5.2, 12/2003 117

Copying Materials From a Work Plan

You can copy the planned materials from the work plan to the
Actuals tab, then edit the fields to reflect the actual materials
required to complete the work order.
CAUTION If planned materials exist, they should be copied when recording

actuals to ensure that material reservations in the Inventory
application are reconciled.
To copy planned materials to the Actuals tab, complete the

following steps:
3. Click the Materials subtab.
4. Click Reserved Items.
The Select Reserved Items page appears.
5. Select items by checking the Select Row check box next to the
6. Click OK.
MAXIMO returns the values to the Materials subtab.
7. To edit the values for a row, complete the following steps:
118 Release 5.2, 12/2003

Work Orders Module
9. Click Save.
Copying Tools From a Work Plan

You can copy the planned tools from the work plan to the Actuals
tab and then edit the fields to reflect the actual tools required to
complete the work order.
To copy planned tools to the Actuals tab, complete the following

steps:
3. Click the Tools subtab.
4. Click Planned Tools.
The Select Planned Tools page appears.
5. Select tools by checking the Select Row check box next to the
6. Click OK.
MAXIMO returns the values to the Tools subtab.
7. To edit the values for a row complete the following steps:
Release 5.2, 12/2003 119

9. Click Save.
Adding a Safety Plan to a Work Order

After you apply a job plan to a work order, or generate a work
order from a Condition Monitoring or PM record with an
associated job plan, MAXIMO copies safety information from the
job plan to the work order. This safety information can be viewed
on the Safety Plan tab.
You add a safety plan to a work order to help ensure that the work
is performed safely. Safety Plans are one way to provide workers
with information about identified hazards and precautions they
can take against those hazards.
NOTE The ability to add safety information after a work order’s status
has changed from WAPPR is set by your system administrator.
There are three ways to insert a safety plan on a work order:
! Applying an existing safety plan to a work order.
! Select Select Safety Hazards from the Select Action menu
! Create a safety plan in the Safety Plans tab.
For more information on Safety Plans, see “Creating a Safety

Plan” on page 342.
Applying an Existing Safety Plan to a Work Order

You can apply an existing Safety Plan to a work order. Safety
Plans are defined in the Safety Plan application.
NOTE If a safety plan is already applied to the work order, you must use
the Remove Safety Plan action to remove it before you can apply
a new one.
120 Release 5.2, 12/2003

Work Orders Module
To apply a safety plan to a work order, complete the following

steps:
2. Click Detail Menu for the Safety Plan field and choose
Select Value.
The Select Safety Plans page appears.
3. You can use the filter at the top of the page to locate a safety
plan.
4. Click Select Record to select a plan.
MAXIMO copies the plan to the work order.
5. Click Save.
Editing Safety Information

Safety Plans created in the Safety Plans application are similar to
Job Plans. They are templates that can be copied to work orders.
After the Safety Plan has been applied, you can add, edit, or delete
plan information on the work order without affecting the original
Safety Plan.
Your system administrator determines which work order statuses

allow editing of Safety Plan information.
Selecting Safety Hazards

You can use the Select Safety Hazards action to view and select
hazards for related assets of the equipment and location listed on
a work order. Related assets are defined in the Equipment and
Location records. Selecting safety hazards lets you provide
workers with additional information about hazards that can be in
the surrounding area.
To record safety hazards as part of a work order, complete the

following steps:
2. Click the Safety Plan tab.
Release 5.2, 12/2003 121

3. Select Select Safety Hazards from the Select Action menu.
The Select Safety Hazards page appears displaying the

equipment and/or location, safety related assets, and their
associated hazards.
4. Click a table row in the Safety Related Assets table to select it.
MAXIMO displays the Hazards associated with the asset in

the Hazards table window.
5. Select Hazards by checking the box next to the row. You can
select more than one Hazard. If you select a Hazard in error,
click it again to clear the check box.
6. Click Apply to Work Order.
7. You can select another Related Asset and repeat steps 5 and 6.
8. Click Done.
MAXIMO copies selected Hazards, Precautions, and Tag Outs

to the Safety Plan tab.
Creating a Safety Plan in Work Order Tracking

You can use the Safety Plan tab to apply Safety Hazards, Safety
Precautions, and Lock Out/Tag Outs to your work order. This
safety information is defined in applications in the Plans module.
To create a safety plan using the Work Order Tracking

application, complete the following steps:
1. Open or create a work order.
2. Click the Safety Plan tab.
3. Select a subtab.
4. Click New Row.
122 Release 5.2, 12/2003

Work Orders Module

7. Click Save.
Failure Reporting
Failure reporting is a long-term process where you gather data
about failures so that you can analyze trends and take steps to
avoid problems in the future. For example, in looking back over
the failure reports for a pump, you might notice that the pump
often breaks down about one week before its monthly preventative
maintenance check is scheduled. You might decide to change the
frequency of the PM checks to every other week, rather than every
four weeks.
Failure data for equipment and locations is recorded on their work

orders. This failure data must belong to one or more failure
hierarchies, which you create in the Failure Codes application.
A failure hierarchy is an organized set of problems, causes, and

remedies related to equipment and location failures. The failure
hierarchy is identified by its top-level component, called a failure
class. There must be an associated failure class for each
equipment or location that you want to report failures for. This
association is made in the Equipment and Locations applications.
TIP Indicating a Failure Class and Problem Code on a work order

can help limit the number of duplicate work orders that are
entered in the system. MAXIMO displays a message if the same
problem code has already been entered for the equipment/location.
Release 5.2, 12/2003 123

Recording Failure Data

You report failures on the Failure Reporting tab, using failure
hierarchies that were created in the Failure Codes application.
You build the failure report by entering codes for a Problem,
Cause, and Remedy for the failure.
NOTE You also can enter and view a Failure Class and Problem Code
on the Work Order tab.
NOTE If you encounter a Problem, Cause, or Remedy that are not listed
in MAXIMO, use the Failure Codes application to add the data to
the failure hierarchy, then return to Work Order Tracking to
complete your failure reporting.
To report failure data, complete the following steps:
2. Click the Failure Reporting tab.
3. Click Detail Menu to select a Failure Class if MAXIMO has

not copied one from the Equipment or Location record.
4. Click Select Failure Codes.
The Select PROBLEM Code page appears.
5. Click a row in the Select PROBLEM Code table window to

highlight it.
! Select — to select the problem code and move on to the

next level of the failure hierarchy. If you are at the last
level of the hierarchy, you will be returned to the Failure
Reporting tab.
! Select and Return — to select a failure code and return

to the work order.
! Close — to return without a selection from the current

page, but retain selections (if any) from previous pages.
124 Release 5.2, 12/2003

Work Orders Module
7. If necessary, repeat steps 5 and 6 to select a CAUSE and a

REMEDY.
8. Click Save.
Conducting Failure Analysis

Failure analysis is how you examine equipment failure history,
reported over a significant period of time. Use any equipment or
location failure reports to look for breakdown trends, average time
between failures, and so on.
By correlating this failure information with other data available to

you, for instance, preventive maintenance schedules for a piece of
equipment or location, you can develop ways to reduce or limit
equipment failures in the future. For example, you might want to
review your preventive maintenance schedule, or you might be
able to identify a branch of faulty inventory items.
Release 5.2, 12/2003 125

Quick Reporting Application

You can use the MAXIMO Quick Reporting application to create or
report on open work orders or small jobs. You can enter actual
labor and material usage information, or report events, such as
equipment failures or downtime, that do not involve maintenance
department work.
Quick Reporting lets personnel report on open work orders, or

small jobs that might not have had a pre-existing work order. The
Quick Reporting application contains a portion of the fields
available in Work Order Tracking, simplifying the creation of
work orders. You can quickly enter actual labor, materials, or tool
usage, or report events, such as equipment failures or downtime,
in which no maintenance department work is involved.
To access the Quick Reporting application, select the Work Orders

icon on the MAXIMO Start Center, then choose Quick Reporting
or use the Go To link.
126 Release 5.2, 12/2003

Work Orders Module
Quick Reporting Tabs

The Quick Reporting application page contains three tabs:

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

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

this tab.
Quick Reporting Actions

The following actions are available from the Quick Reporting
Select Action Menu:

Route Work Order — Use to start or continue the record routing



change history and Workflow information for a work order.

Workflow In Box.
Generate Follow-up Work — Use to create a new work order

after you complete a job but find additional work is needed on the
same equipment or location, beyond the work described in the
original work order.
Release 5.2, 12/2003 127

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

are displayed on the Plans tab.
Assign to New Parent — Use to assign the work order to a new

parent work order.

Report Downtime — Use to report equipment downtime.
View Follow-up Work —Use to view a list of follow-up work

orders for the originating work order.
View PO Information — Use to view a read-only list of all

purchase orders that were generated for work order items, and
services received against the work order.
View Costs — Use to view estimated and actual cost totals for the
selected work order.

Work Order Details Report — Use to activate Reports and


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

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

128 Release 5.2, 12/2003

Work Orders Module
Quick Reporting Reports

The following reports are available for the Quick Reporting
application:
Quick Reporting List Report — Lists work order, description,

and status for selected records. Links are available via work order
orders.

record(s).
Release 5.2, 12/2003 129

Using the Quick Reporting Application

Quick Reporting contains a portion of the fields available in Work
Order Tracking, and can be configured by your system
administrator to meet the needs of your site. It is designed to let
you report the work done on an open work order or a small job that
might not have had a pre-existing work order, or to report
equipment failures/downtime in which no maintenance
department work is involved.
You can create a work order with Quick Reporting when

unplanned maintenance work is required immediately on a shop
floor or other work area. For creating work orders that require
planning or scheduling, or for adding additional data to a work
order created through Quick Reporting, use the more detailed
Work Order Tracking application.
Creating a Work Order

To create a work order using the Quick Reporting application,
1. Open the Quick Reporting application.
2. Click New Work Order.
MAXIMO switches to the Quick Reporting tab, displaying a

new work order.
3. Enter a description for the work order.
4. Fill in at least one the following required fields:
! Equipment
! Location
! GL Account
5. The Reported Date field displays the current date, but you
can edit it.
6. You can enter a work plan in the Tasks table window. For
more information about work plans, see “Creating a Work
Plan” on page 92.
130 Release 5.2, 12/2003

Work Orders Module
7. You can enter actuals for labor, materials, or tools on the

appropriate subtabs. For more information about actuals, see
“Reporting Actuals” on page 132.
8. You can enter meter readings on the Meters subtab if the work
order is for a piece of equipment. For more information about
meter readings, see “Entering Meter Readings” on page 131.
9. You can enter failure data on the Failure Reporting subtab.

For more information about failure reporting, see “Recording
Failure Data” on page 124.
10. Click Save.
NOTE After you save a work order in Quick Reporting, it also can be
accessed via the Work Order Tracking application.
Entering Meter Readings

If the work order is for a piece of equipment, you can enter meter
readings on the Meters subtab.
To enter meter readings, complete the following steps:
1. Open or create a work order in Quick Reporting.
2. Click the Meters subtab.
3. Enter or edit the measurement data.
4. Click Save.
Release 5.2, 12/2003 131

Reporting Actuals
Quick Reporting work orders are created with a status of WAPPR,
which changes to INPRG after the work order is saved. If you
create a work order after the job has been completed, you must
save the work order before you can report Actuals for labor,
materials, or tools.
You also can use Quick Reporting to record actuals for any
approved work order, regardless of where it was created.
To report actuals, complete the following steps:
1. Open or create a work order in Quick Reporting.
2. Select a subtab (Labor, Materials or Tools).
3. Click New Row on the subtab.

rules.

6. Click Save.
132 Release 5.2, 12/2003

Work Orders Module
Labor Reporting Application

The Labor Reporting application is used to report the type and
total numbers of hours of work performed. This application is
designed to report labor hours by worker or craft instead of by
work order. You can use the Labor Reporting tab for "timecard"
reporting.
To access the Labor Reporting application, select the Work Orders

icon on the MAXIMO Start Center, then choose Labor Reporting
Release 5.2, 12/2003 133

Labor Reporting Tabs

The Labor Reporting application page contains two tabs:

! Labor Reporting — Use to report actual labor usage.
Labor Reporting Actions

The following actions are available from the Labor Reporting
Select Action Menu:
Create Service Receipts — Use to create a service receipt for

contract labor hours. This action is an alternate to recording
service receipts in the Receiving application.
Approve Labor — Use to approve the selected row in the Daily

Time table window.

134 Release 5.2, 12/2003

Work Orders Module
Using the Labor Reporting Application

The Labor Reporting application is used to report labor actuals for
Labor and Crafts. The labor usage you report here is included
when calculating totals for labor actuals in the Work Order
Tracking application.
Two functional differences exist between this application and the

Actuals tab in the Work Order Tracking application:
! Labor Reporting is used to report labor hours by worker or

craft instead of by work order. So, if a worker or group of
workers (craft) has worked on 10 work orders in a day, you can
report the work on one tab, rather than individually by work
order.
! Reported labor with the types WORK (actual work time),

TRAV (travel time), or WMATL (waiting materials) must have
a charge value. The labor can be charged against a work order,
equipment, location, or GL Account code. Any other work type
does not require a charge value.
You can search by either Labor or Craft in the Labor/Craft field

on the Search tab. Enter the code for the person or craft
performing the work.
NOTE Your system administrator can restrict user access to certain labor
or craft records in Signature Security.
Release 5.2, 12/2003 135

Reporting Work Order Hours by Labor or Craft

The Daily Time table window is used to report labor hours by
worker or craft instead of by work order. This streamlines the
reporting process when more than one work order has been
worked in a day.
To report labor hours, complete the following steps:
1. Open the Labor Reporting application.
2. Open a Labor or Craft record using the Search tab.
3. Click New Row in the Daily Time table window.
4. Click Detail Menu to select a Work Order.
MAXIMO copies work order data to the Row Details.

rules. You can edit values that are not read-only.

7. Click Save.
136 Release 5.2, 12/2003

Work Orders Module
Recording Daily Attendance

Daily Attendance is an optional table window that can be used to
track employee’s attendance records. Unlike the Daily Time table
window, which is used to track time spent on specific tasks, Daily
Attendance simply tracks time spent on the job for the current
craft or labor record.
You can use the Daily Attendance table window for "timecard"
reporting.
NOTE You cannot enter Daily Attendance records for Crafts.
To record daily attendance, complete the following steps:
1. Open the Labor Reporting application.
2. Open a Labor record using the Search tab.
3. Click New Row in the Daily Attendance table window.
4. Enter the following required data:
! Start Date — The date when the employee started the

day’s work. The default is the current system date.
! Start Time — The time when the employee punched in or

began work for the day.
! Finish Time — The time when the employee punched out

or finished work for the day.
MAXIMO calculates the Hours, based on the Start Time and

Finish Time.
Release 5.2, 12/2003 137

6. Click Save.
Approving Labor
Your system administrator can set MAXIMO to automatically
approve labor actuals. Your company may choose to require a
supervisor to approve either internal or external labor actuals.
NOTE You must save a Daily Time record before you can change its
Approved status.
To find and approve unapproved labor transactions, complete the

following steps:
1. Open a labor record using the Search tab.
2. Click the Filter icon in the Daily Time table window.
The table filter appears.
3. Type the letter N in the Approved field.
4. Click Filter Table.
MAXIMO finds all unapproved labor transactions for the labor

record.
5. Click a row in the Daily Time table to select it.
6. Choose Approve Labor from the Select Action menu.
A check mark appears in the Approved field for the selected

row.
7. Repeat steps 5 and 6 for each row you wish to approve.
138 Release 5.2, 12/2003

Work Orders Module
Work Requests Application

The Work Requests application is a greatly simplified version of
the Work Order Tracking application, and provides another way
for you to request maintenance work.
Work Requests is a self-service application, designed to be used by

both experienced and novice users who must log work requests.
The application includes instructions to guide you through each
process.
To access the Work Requests application, select the Work Orders

icon on the MAXIMO Start Center, then choose Work Requests or
use the Go To link.
Release 5.2, 12/2003 139

Work Requests and Other Applications

Information entered in the Work Requests application is used to
generate work orders, which can then be accessed from the Work
Order Tracking, Quick Reporting, and Labor Reporting
applications.
Work Requests Reports

The following reports are available for the Work Requests
application:

record(s).
Work Request List Report — Lists work order, description, and

status for selected records. Links are available via work order
orders.
140 Release 5.2, 12/2003

Work Orders Module
Using the Work Requests Application

The Work Requests application is designed primarily for
maintenance department customers anywhere in a facility who
might need to report problems that require corrective
maintenance activity. Work Requests contains:
! a search page to search for your own and other’s work requests
! a single, simplified page where you can enter new work

requests
Searching Requests
When you open Work Requests, MAXIMO displays the Search
page with a results set showing the work requests you have
entered. You can use this Search page to perform a query for your
own and other’s work requests.
To search work requests, complete the following steps:
1. Enter a value or values in the available fields.
2. Click Find.
MAXIMO displays the results of your search.
Creating a Work Request

When a person places a work request, a work order number is
automatically assigned in the Request # field, and the work order
is automatically assigned a status of WAPPR (waiting for
approval). Planners, dispatchers, and maintenance personnel can
then review all work orders that are WAPPR and act accordingly.
To create a work request, complete the following steps:
1. Open the Work Requests application.
2. Click New Work Request.
MAXIMO switches to the Work Requests page.
Release 5.2, 12/2003 141

Using the Work Requests Application
3. Enter information about the problem or work needed in the

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

4. You can use the Attach a Document button to attach

documents from outside the MAXIMO database to the record,
for example to include an image with the work request. See
“Creating Attachments” on page 55 for more information.
5. Click one of the following options:
! Submit to submit your completed work request
! Reset to clear your entries
! Cancel to cancel the work request without sending it
NOTE After you have saved a work order in Work Requests, it also can be
accessed via the Work Order Tracking application.
Viewing Work Requests

To view a work request from the search results click the
underlined Request link for the record.
MAXIMO displays a new page with four tabs:
! Details — Shows the request details, including scheduling

information and costs.
! History — Shows the status history and Workflow history of
the request.
! Map — Shows the progress of the request in Workflow.
! Attachments — Lists any documents attached to the record.
142 Release 5.2, 12/2003

Work Orders Module
Editing Work Requests

In general, any field that is not read-only can be edited.
The following fields on the Details tab can be edited only under
certain conditions:
! Problem Code — If the equipment has a problem code

associated with it, you can edit that value until the work order
is approved.
! Work Order Status — After a work order with a WAPPR

status is changed, the work order status cannot be changed
back to WAPPR.
The work order status cannot not be edited if the status

changes are under the control of the Workflow application.
! Equipment/Location — The Equipment and Location

fields can only be edited if the work order status is WAPPR.
You can also add or delete document attachments using the

Attachments tab.
Release 5.2, 12/2003 143

Assignment Manager Application

You use the Assignment Manager application to match laborers to
work order requirements. You can use Assignment Manager 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.
To access the Assignment Manager application, select the Work

Orders icon on the MAXIMO Start Center, then choose
Assignment Manager or use the Go To link.
144 Release 5.2, 12/2003

Work Orders Module
Assignment Manager Application Tabs

The Assignment Manger application screen contains two tabs:

! Assignment Manager — Use to match labor to work, plan

future work, and dispatch work for the current date.
Assignment Manager Actions

The following actions are available from the Assignment Manager
Select Action Menu:
Set Preferences — Use to set preferences for work priority

calculation, Work Priority Response Times, and work order status
upon completion of all assignments.
Filter Work to Match Labor — Use to filter the Work List to

only show work order requirements that require the selected
labor/crafts.
Filter Labor to Match Work — Use to filter the Labor List to

only show laborers that match the labor/craft requirements of the
selected work requirement(s).
Select Work Date — Use to modify the dates displayed in the

Labor List calendar grid.
Assign Labor — Use to assign one or more work requirements to

a laborer.
Start Assignment — Use to indicate that work has started on an

assignment. By default, MAXIMO starts recording labor actuals.
Interrupt Assignment — Use to indicate that work on an

assignment has been interrupted. MAXIMO modifies the
assignment, assigning a status of INTERPT to the unfinished
work.
Finish Assignment — Use to indicate that work on an

assignment has been completed. By default MAXIMO completes
Release 5.2, 12/2003 145

the recording of labor actuals, and if all requirements on the work

order are complete, will change the work order status to COMP.
Select Labor Query — Use to change the labor query being used
to generate the Labor List, modify a saved labor query, or create a
new saved query. These labor queries are available in both the
Assignment Manager and Labor applications.
Show All Labor — Use to refresh the Labor List to show all
Labor and Craft records.

Assignment Manager Reports

The following report is available for the Assignment Manager
application:
Work Assignment Report —Lists work order assignments for

Labor by Supervisor or by Locations.
146 Release 5.2, 12/2003

Work Orders Module
Using Assignment Manager

The Assignment Manager application can be used by a variety of
workers to assign labor to work orders. Using Assignment
Manager
! Planners can plan future assignments by labor availability

over any seven day period.
! Dispatchers can dispatch currently available workers to

incoming work requests.
! Workers can use Assignment Manager to assign themselves to

open work requirements.
Using Assignment Manager, you can
! assign or schedule work to laborers over any seven day period
! reassign or reschedule which laborers or crafts will perform

scheduled work
! filter the table windows to match work to labor, or match labor

to work
! start, interrupt, and finish dispatched assignments, and track

the resulting labor transactions
Release 5.2, 12/2003 147

Assignment Manager and Other Applications

In order to most effectively use Assignment Manager to prioritize
and assign work to laborers there are a number of record fields in
other applications that should contain values.
The following table lists fields that should contain values. Fields
that are required for Assignment Manager functions are listed in
bold text.
Module and Application Record Field
MRO Software Control Center > Calendar Calendar ! Shift
Work Orders > Work Order Tracking Work Order ! WO Priority

! Loc/EQ Priority
PM > Preventive Maintenance Preventive ! WO Priority

Maintenance
Equipment >Equipment Equipment ! Location

! Priority
Equipment > Locations Location ! Priority
Resource > Labor Labor ! Craft

! Calendar
! Shift
! Primary Work Location
See “Searching for Null Values” on page 40 for information on how

to search the database for records that do not have a value
specified for a field.
148 Release 5.2, 12/2003

Work Orders Module
Querying and Assignment Manager

The Assignment Manager application is different from other
applications in that its Search tab does not contain a Results
subtab. When you conduct a query in Assignment Manager,
MAXIMO takes you directly to the Assignment Manager tab.
The Assignment Manager tab contains two table windows:
! Work List — displays work requirements that match the

criteria you entered on the Search page. If no criteria were
specified, the Work List displays all work requirements for
work orders with work plans, plus any "unplanned" work
orders. Saved queries for the Work List are available via the
Saved Queries subtab of the Search tab.
TIP Specific queries can generate a smaller Work List.

Consider querying by craft requirement or priority to
generate a more manageable Work List.
! Labor List — displays labor and craft records that match

your default saved query in the Labor application. If you do
not have a default saved query in the Labor application, the
Labor List displays all labor and craft records. Saved queries
for the Labor List are available via the Select Labor Query
action.
NOTE If you have a default query defined for Assignment Manager, when
you launch the application you bypass the Search tab and go
directly to the Assignment Manager tab.
Release 5.2, 12/2003 149

Assignment Manager Icons

The following table lists icons that appear in the Assignment
Manager application.
Icon Function Location
Filter Labor to Match Work — Click to filter ! Work List

the Labor List to display records that match the ! Select Action menu
selected work requirements.
Filter Work to Match Labor — Click to filter ! Labor List

the Work List to display records that match the ! Select Action menu
selected labor records.
Refresh — Click to refresh the rows displayed in ! Work List

table window. MAXIMO will update the rows ! Labor List
displayed to match the current queries.
Select Work Date — Click to change the dates ! Toolbar

displayed in the Labor List calendar grid. ! Select Action menu
Assign Labor — Click to assign the selected ! Toolbar

work requirements to the selected laborer. ! Select Action menu
Start Assignment — Click to start an ! Toolbar

assignment. ! Select Action menu
Interrupt Assignment — Click to interrupt an ! Toolbar

assignment. MAXIMO modifies the assignment, ! Select Action menu
assigning a status of INTERPT to the unfinished
work.
Finish Assignment — Click to finish an ! Toolbar

assignment. When all assignments on a work ! Select Action menu
order are finished, MAXIMO either completes or
closes the work order.
Go To Work Order Tracking — Click to view ! Work List

the selected work order in the Work Order
Tracking application.
Show Assignments — Click to view a laborer’s ! Labor List

assignments during the selected seven day
period. Use to reassign, reschedule, or remove
assignments from a labor record.
Modify Availability — Click to modify a ! Labor List

laborer’s availability to have work assigned to
them on a given day or shift.
150 Release 5.2, 12/2003

Work Orders Module
Understanding the Work List

The top half of the Assignment Manager page displays the Work
List. This contains all the work requirements that meet your
search criteria.
Understanding Work Orders, Requirements, and Assignments

A work order is a request for work to be performed. The work
may require that different tasks be performed, and may require
the services of different laborers or crafts. MAXIMO creates a
separate requirement for each task/labor combination listed on a
work order’s work plan. If two mechanics are required for a task,
two requirements are created. Similarly, if two different crafts are
required for a task, MAXIMO creates a requirement for each craft.
If a work order does not have a defined work plan, MAXIMO still
creates a requirement. You can then assign the requirement to an
appropriate laborer using Assignment Manager. When the
requirement is assigned MAXIMO enters a default duration of one
hour, which can then be modified as needed.
Once a requirement has been assigned to a laborer, it is considered

an assignment.
Understanding Work Priority

MAXIMO allows values between 0 and 999 to indicate priority for
different priority values to generate a calculated work priority to
help schedulers determine the overall priority of a work order
among "competing" work orders for similar equipment or
locations.
NOTE Since MAXIMO is designed to allow a calculated work priority, by

default a larger priority value is considered to be more urgent.
Release 5.2, 12/2003 151

The calculated work priority can be the work order priority, or a

combination of the work order priority and the location/equipment
priority. MAXIMO can be set to use any of the following formulas
to determine work priority:
! none
! WO Priority (the default)
! Loc/Eq Priority
! WO Priority + Loc/Eq Priority
! 2 * WO Priority + Loc/Eq Priority
! WO Priority + 2 * Loc/Eq Priority
The formula MAXIMO uses to calculate work priority is defined

using the Set Preferences action.
Selecting a Formula for Work Priority Calculation

To select the formula MAXIMO uses for calculating work priority,
NOTE You may need signature security permissions to change work

priority settings.
1. Open the Assignment Manager application.
2. Select Set Preferences from the Select Action menu.
The Set Preferences page appears.
3. Click a row in the Work Priority Calculation table to highlight

it.
4. Click the Selected check box for the row.
5. Click OK.
MAXIMO updates the formula used for calculated priority.
Understanding Work List 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.
NOTE Your system administrator can tailor the color choices and priority
ranges to fit your business needs.
152 Release 5.2, 12/2003

Work Orders Module
Filtering the Work List

You have several options for filtering the requirements that are
displayed in the Work List. You can:
! Return to the Search page to define a new query
! Sort one table column at a time. See “Sorting Columns” on

! Filter the Work List using the table window filter. See
! Select one or more laborers in the Labor List, then click the
Filter Work to Match Labor button to display only
requirements that match the selected labor.
! Click the Refresh Work List button to refresh the Work List.
Understanding the Labor List

The bottom half of the Assignment Manager page displays the
Labor List and calendar grid. The Labor List displays all labor and
craft records that meet your search criteria.
Modifying your Default Labor Query

The Labor List displays labor and craft records that match your
default saved query in the Labor application. If you do not have a
default saved query, the Labor List displays all labor and craft
records.
You can change the labor query being used to generate the Labor
List using the Select Labor Query action in the select action
menu. For example, if you are in charge of scheduling, you might
create different queries for different crafts, or for different shifts.
See “Saving Queries” on page 42 for information about creating a

saved query.
Release 5.2, 12/2003 153

Understanding Labor Availability

The right side of the Labor List contains a calendar grid,
displaying worker’s available hours over a seven day period
starting with the current date.
! If the laborer is available to be scheduled for work that day,

there will be a numeric value displayed. A value of 0:00
indicates that the worker has no available hours in the shift,
for example if they have already been assigned enough work
hours to fill their shift.
! Empty fields indicate days that are designated as non-work

days for the labor code’s calendar, for example weekends or
holidays.
Initially the available hours displayed are based on the following

calculation:
labor shift - calendar exceptions - personalized labor

exceptions
where
labor shift = the calendar defined on the labor record, for

example "day" or "night."
calendar exceptions = any standard calendar exceptions, for

example national holidays.
personalized labor exceptions = any personal calendar

exceptions, for example vacations. See “Modifying Labor
Availability” on page 161 for instructions on entering
personalized labor exceptions.
MAXIMO recalculates available labor hours as assignments are

made.
TIP You can change the dates displayed in the calendar grid using the
Select Work Date action.
154 Release 5.2, 12/2003

Work Orders Module
Understanding Labor List Colors

MAXIMO calculates what percentage of a worker’s available hours
have been scheduled and displays this value in the % Allocated
field. The value in the % Allocated field is calculated based on the
following formula:
total assigned hours for the 7 day range / total

available hours for the 7 day range
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 50-80% utilized
green more than 80% utilized
NOTE Your system administrator can tailor the color choices to fit your
business needs.
Changing the Calendar Date Range

You can change the date range displayed in the calendar grid by
choosing Select Work Date from the select action menu.
Release 5.2, 12/2003 155

Filtering the Labor List

You have several options for filtering the laborers that are
displayed in the Labor List. You can:
! Use the Select Labor Query action to select a different labor

query or define a new query
! Sort one table column at a time. See “Sorting Columns” on

! Filter the Labor List using the table window filter. See
! Select one or more requirements in the Work List, then click

the Filter Labor to Match Work button to display only
laborers and crafts that match the selected work
requirements.
! Click the Refresh Labor List button to refresh the Labor

List.
156 Release 5.2, 12/2003

Work Orders Module
Planning Work
The calendar grid allows you to plan labor assignments over a
seven day range. By default, the first date displayed is the current
date.
TIP If you want to plan for work more than a week in advance, you can
use the Select Work Date action to change the date range
displayed in the calendar grid.
Scheduling Future Work

Once you have selected one or more requirements from the Work
List, there are three ways to assign the work to a laborer:
! Click a date with available hours in the laborer’s calendar in

the Labor List
! Click a labor code, then click Assign Labor in the toolbar
! Click a labor code, then select Assign Labor from the Select
Action menu
Click calendar grid To assign a requirement to a laborer using the calendar grid,
1. If necessary, you can filter either the Work List, the Labor
List, or both.
2. Select a requirement by selecting the Select Row check box

next to the row in the Work List. You can select more than one
requirement. If you select a requirement in error, click it again
to clear the check box.
3. Click a cell in the laborer’s calendar grid.
If the Required Hours for the requirement are less than the
available hours for the labor code and the laborer’s craft
matches the requirement, MAXIMO makes the assignment
and recalculates the available hours.
If the Required Hours for the requirement are greater than

the available hours or the craft requirements do not match,
MAXIMO displays the Assign Labor page. MAXIMO
automatically splits the requirement and assigns the
remaining hours to the laborer’s next available work shift(s).
Release 5.2, 12/2003 157

a. You can edit the Labor, Scheduled Date, and Required

Hours fields for each assignment. For example, if a split
assignment must be completed on the next shift, it can be
assigned to another laborer.
b. Click OK.
MAXIMO assigns the requirement(s) to the labor and
! refreshes the Work List and the Labor List

! changes the requirement’s status to ASSIGNED
! updates the scheduled start date for the work order(s)
! recalculates the labor’s available hours for the selected
date(s)
! recalculates the % Allocated value for the labor
Assign Labor icon The Assign Labor button and action perform the same function.
or action To assign a requirement to a laborer using the Assign Labor
button or action, complete the following steps:
1. If necessary, you can filter either the Work List, the Labor
List, or both.

3. Select a labor code by selecting the Select Row check box next
to the row in the Labor List.
4. Click the Assign Labor button, or choose Assign Labor from

the select action menu.
If the Required Hours for the requirement are less than the
available hours for the labor code and the laborer’s craft
matches the requirement, MAXIMO makes the assignment
and recalculates the available hours.
If the Required Hours for the requirement are greater than

the available hours or the craft requirements do not match,
MAXIMO displays the Assign Labor page. MAXIMO
automatically splits the requirement and assigns the
remaining hours to the laborer’s next available work shift(s).
158 Release 5.2, 12/2003

Work Orders Module
5. You can edit the Labor, Scheduled Date, and Required

Hours fields for each assignment.
6. Click OK.

date(s)
! recalculates the % Allocated value for the labor
Assigning Work to Another Craft

Assignment Manager allows you to assign work to a different craft
than the one indicated on a requirement. For example, if you have
more than one grade of mechanic you may choose to assign work to
any available mechanic, regardless of the grade indicated on the
requirement.
To assign a requirement to a different craft than the one specified


2. Assign the requirement to a labor code by doing one of the

following:
! Click a cell in the laborer’s calendar grid.

! Click a labor code, then click the Assign Labor button.
! Click a labor code, then choose Assign Labor from the
select action menu.
MAXIMO displays the Assign Labor page.
Release 5.2, 12/2003 159

3. You can edit the Labor, Scheduled Date, and Required

Hours fields for each assignment.
4. Click OK.

date(s)
! recalculates the% Allocated value for the labor
Viewing Assignments for a Worker

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
! un-assign the assignment by clearing the Labor Code
! delete the assignment from the laborer using the Mark For
Delete button
CAUTION Deleting the assignment deletes the requirement from

the work order.
160 Release 5.2, 12/2003

Work Orders Module
Modifying Labor Availability

Assignment Manager allows you to note when laborers are
unavailable to be assigned to work, for example when they are in
training, or on vacation. You can also add hours to a laborer’s
availability, for example if a laborer is covering another worker’s
shift.
To modify the hours a laborer is available to be scheduled for

work, complete the following steps:
1. If the date to be modified is not shown in the Labor List

calendar grid you can modify the dates shown by doing the
following:
a. Click Select Work Date or select it from the action menu.
The Select Work Date dialog box appears.
b. Select the date you wish to modify. For example, if the

laborer is taking a week of vacation, click the first day in
that week.
MAXIMO refreshes the Labor List so that the first date in

the calendar grid is the selected date.
2. Click the Modify Availability button for the labor record.
The Modify Availability page appears displaying the same

seven days as the Labor List calendar grid.
3. Click the date to put it in focus.
4. You can edit the Start Time, End Time, and Total Hours
fields.
5. You must include a Reason for the change, for example "sick"
or "vacation."
6. Click OK.
MAXIMO creates an exception for the labor code, and updates

the available hours displayed in the calendar grid.
Release 5.2, 12/2003 161

Reassigning or Rescheduling Work

Sometimes planned work that was assigned to a laborer needs to
be reassigned to another worker, or rescheduled for another date.
To reassign or reschedule planned work, complete the following

steps:
1. If necessary, filter the Labor List to locate the labor record.
2. Click Show Assignments for the labor record.
MAXIMO displays the Show Assignments page.
3. Click the assignment that needs to be rescheduled.
4. Change the Labor Code for the assignment to reassign it to

another laborer.
5. Change the Scheduled Date for the assignment to reschedule

it for another date.
6. Repeat steps Step 4. and Step 5. for any additional

assignments that need to be reassigned or rescheduled for this
laborer.
7. Click OK.
Un-assigning Work
Sometimes work that has been scheduled needs to be removed
from a laborer’s assignments.
To un-assign work that has been assigned to a laborer, complete

3. Click the assignment that needs to be re-assigned.
4. Delete the Labor Code for the assignment.
162 Release 5.2, 12/2003

Work Orders Module
5. Repeat Step 3. and Step 4. for any additional assignments that

need to be unassigned.
6. Click OK.
MAXIMO removes the assignment from the labor code, adjusts

their available hours, and changes the status of the
assignment to WAITASGN.
Deleting Assignments
Deleting an assignment is different from un-assigning in that the
action removes the work requirement from both the work order
record and the database. You should only delete assignments
when the task or labor code is not required for the work order, for
example if an error was made when the work plan was created.
3. Click Mark Row for Delete for each assignment that needs
to be deleted. If you mark a row in error, click Undelete Row.
4. Click OK.
MAXIMO deletes the requirement from the work order.
Release 5.2, 12/2003 163

Dispatching Work
Dispatchers schedule urgent work, that is requirements that
should be carried out during the current day’s shift. 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.
TIP By default new work orders created in the Work Order Tracking
and Work Request applications do not have a Target Start or
Scheduled Start date indicated. To find new work requests you
should search by the Reported Date field.
Once a requirement has been assigned to a laborer, you can use

the dispatch functions to indicate when work on the assignment
has started, been interrupted, and has been finished.
Starting an Assignment
You can 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 once its status has
been changed to STARTED.
To start work on an assignment, complete the following steps:
1. Select a requirement with a status of ASSIGNED by selecting

the Select Row check box next to the row.
2. Click the Start Assignment button, or choose Start

Assignment from the select action menu.
The Start Assignment page appears.
3. You can click the Start Date field to change the start time if
necessary.
4. Click OK.
MAXIMO changes the assignment status to STARTED and

begins recording labor actuals. MAXIMO also changes the
work order status to INPRG.
164 Release 5.2, 12/2003

Work Orders Module
Interrupting an Assignment
If work on an assignment with a status of STARTED needs to be
stopped for any reason, you can use the Interrupt Assignment
action to create a record of the work stoppage. 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.
To indicate that work on a started assignment has been

interrupted, complete the following steps:

next to the row.
2. Click the Interrupt Assignment button, or choose

Interrupt Assignment from the select action menu.
The Interrupt Assignment page appears.
3. You can click the Interrupt Date field to change the date or
time if necessary.
4. Click OK.
MAXIMO logs a labor transaction for the completed portion of

the work, and assigns a status of INTERPT to the remaining
work.
Release 5.2, 12/2003 165

Finishing an Assignment
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.
MAXIMO can be set to CLOSE work orders once all assignments

have been finished using the Set Preferences action. Note that
once a work order has been closed it becomes a history record and
can only be modified using the Edit History action.
To finish work on an assignment, complete the following steps:

next to the row.
2. Click the Finish Assignment button, or choose Finish

Assignment from the select action menu.
The Finish Assignment page appears.
3. You can click the Finish Date field to change the finish date
or time if necessary.
4. Click OK.
MAXIMO changes the assignment status to COMPLETE and

uses the finish time to calculate labor actuals for the
assignment.
NOTE When a work order’s status is changed to COMP in the Work

Order Tracking application, MAXIMO changes the status of all
assignments on the work order to COMPLETE. When a work
order’s status is changed to CLOSE and the work order becomes a
history record, MAXIMO deletes all of the assignments for that
work order.
166 Release 5.2, 12/2003

Work Orders Module
Assignment Statuses
WAITASGN — Waiting for assignment. When work requirements
are created they have an initial status of waiting for assignment.
ASSIGNED — Assigned. When a work assignment has been

assigned to a laborer, the assignment status changes to
ASSIGNED. If the labor code is deleted from an assignment, the
assignment status reverts back to WAITASGN.
STARTED — Started. When you click Start Assignment

MAXIMO changes the assignment status to STARTED.
INTERPT — synonym to WAITASGN. If an assignment with a

status of STARTED is interrupted, MAXIMO logs a labor
transaction to the database for the completed portion of the work,
then modifies the assignment, assigning a status of INTERPT to
the remaining work hours.
COMPLETE — Complete. When you click Finish Assignment,

MAXIMO changes the assignment status to COMPLETE. When a
work order’s status is changed to COMP, MAXIMO changes the
status of all assignments on the work order to COMPLETE. When
a work order’s status is changed to CLOSE, MAXIMO deletes all of
the assignments for that work order.
Release 5.2, 12/2003 167

168 Release 5.2, 12/2003

Chapter 5: Preventive Maintenance
Module
The Preventive Maintenance module consists of a single

application: Preventive Maintenance.
Preventive maintenance (PM) work is often repetitive work

performed to keep equipment running efficiently. Using PMs can
help you to plan for regular maintenance work by planning the
labor, material, and tool needs of your regularly scheduled
maintenance and inspection work orders.
PM records can serve as templates for work orders and other PM

records. You can identify work assets, add job plan and scheduling
information to a PM, then generate work orders or other PMs that
contain the same information. You can build PM hierarchies to
generate work order hierarchies for complex jobs.
You can streamline the PM process further by using master PMs.

Updates to a master PM can be copied automatically to all PMs
associated with the master PM.
Release 5.2, 12/2003 169

Preventive Maintenance Application

Many locations and pieces of equipment require periodic
maintenance to ensure uninterrupted efficiency and to guard
against breakdowns. You can use the Preventive Maintenance
(PM) application to create PM records and generate work orders
from them. A PM record specifies work to be performed regularly
based on elapsed time or on meter readings.
To access the Preventive Maintenance application, select the PM

icon on the MAXIMO Start Center, then choose Preventive
Maintenance or use the Go To link.
170 Release 5.2, 12/2003

Preventive Maintenance Module
Preventive Maintenance Tabs

The PM application page contains seven tabs:

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

records and associate them with equipment, locations, or GL
accounts.
! Frequency — Use to enter, view, or modify scheduling

criteria to use when generating work orders. Also use to enter
meter readings.
! Job Plan Sequence — Use to enter, view, or modify

sequences of job plans and associate them with PM records.
! PM Hierarchy — Use to enter, view, or modify PM

hierarchies to generate scheduled work order hierarchies.
! Master PM — Use to enter, view, or modify PM scheduling

templates and insert and update associated PM records.

this tab.
Preventive Maintenance Actions

The following actions are available from the Preventive
Maintenance Select Action Menu:
View Sequence — Use to view a projected list of job plans that

will be used on generated work orders.
Generate Work Orders — Use to generate work orders from

selected PM record(s)
Set PM Counter — Use to set or reset the Counter field on the

Frequency tab.
Release 5.2, 12/2003 171

Set Reading at Last WO — Use to manually set the value of the

Reading at Last WO field for Meters 1 and/or 2.
Create Associated PMs — Use to create associate PMs from a

Master PM.
Update Associated PMs — Use to update information on

associate PMs if changes have been made to the Master PM.


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

the same settings or values, which can then be modified and saved
as a new record.
Delete PM — Use to delete the current record from the MAXIMO

database.

Preventive Maintenance Reports

The following reports are available for the Preventive
Maintenance application:
Preventive Maintenance List Report — Lists PM number and

description for selected records.
The following additional reports are available for the Preventive

Maintenance application on the KPI’s tab on the reports page:
PM WOs Overdue by Priority — Displays overdue PM work

orders by WO priority. WOs must have targeted start and
completion dates to be included in this calculation. A work order is
considered overdue if the work order has not had an actual
recorded for the finish date and the current date is after its
targeted completion date.
172 Release 5.2, 12/2003

PM WOs Overdue by Supervisor — Displays overdue PM work

orders by the responsible supervisor. WOs must have targeted
start and completion dates to be included in this calculation. A
work order is considered overdue if the work order has not had an
actual recorded for the finish date and the current date is after its
targeted completion date.
Using the Preventive Maintenance Application

PM records are templates that contain job plan and scheduling
information for your work assets. You copy this information to
other PM records or to work orders you generate from the PM
records.
You can use PM records to plan the labor, materials, and tools
needed for any preventive maintenance, periodic maintenance, or
periodic inspections or certifications. PM records also can be
generated on a seasonal basis, for equipment that is not used year
round.
Master PM records are templates for other PM records, called

associated PM records. A master PM does not generate work
orders. You use non-master and associated PM records to generate
work orders. You also can organize non-master PM records into
PM hierarchies, from which you generate corresponding work
order hierarchies.
You can use PMs to track non-preventive maintenance that you

still must figure into your maintenance schedule, for example,
periodic inspections.
Release 5.2, 12/2003 173

Using the Preventive Maintenance Application
Creating a PM
A PM specifies the job plan that defines the work to be performed,
and the frequency criteria according to which it is to be performed.
Creating a PM Record
NOTE You can set up a PM record for either a piece of equipment or a
location, but not both.
To create a new PM record, complete the following steps:
1. Open the PM application.
2. Click the New PM button on the toolbar.
3. Enter a unique identifier in the PM field and a description.


rules.

5. Click Save.
CAUTION You must set a frequency for a PM before MAXIMO can generate
work orders from it.
Setting PM Frequency
Frequency is the number of days or meter units that should elapse
between generating preventive maintenance work orders from a
master PM. You can create a PM schedule to generate work orders
based on elapsed time between work orders or changes to
equipment meter readings over time, or both.
Usually, a PM schedule for a location measures only elapsed time

between work orders. For time based PMs you specify the number
of days between generating PM work orders using the following
fields:
174 Release 5.2, 12/2003

! Frequency — Number of time units (days, weeks, months, or

years) to elapse between work orders you generate from this
PM. The count begins at Last Target Start Date or Last
Completion Date. This field must contain a value for
MAXIMO to calculate the value for the Next Due Date field.
! Frequency Units — Defines the time units (days, weeks,

months, or years) for the Frequency field.
! Next Due Date — Date the next work order is scheduled to be

generated from the PM.
A typical PM schedule for equipment measures both elapsed time

between work orders and changes to meter readings. The Base
work order generation on meter reading only (do not
estimate)? check box allows you the option to generate work
orders based on either an estimated next due date, or on the actual
meter reading.
! checked (Yes) — This option does not allow MAXIMO to

generate work orders until the specified meter reading has
been reached. This is useful when the equipment use schedule
fluctuates, for example seasonal equipment or fleet vehicles.
! empty (No) — This option allows MAXIMO to use an

estimated due date to generate work orders. This estimate is
based on elapsed time and average changes in meter readings.
This option allows work orders to be generated even if meter
readings are not entered as often as they should be. This is
useful if the equipment is in continuous operation, for example
manufacturing plants.
To set the PM frequency, complete the following steps:
1. Create a PM as described in “Creating a PM” on page 174.
2. Click the Frequency tab.
3. Enter the appropriate frequency data for the equipment or

location.
CAUTION The First Start Date field must be filled in to activate

the PM.
4. Click Save.
Release 5.2, 12/2003 175

Setting Priority for PMs

work orders, equipment, and locations. Since preventive
maintenance is designed to reduce corrective work orders, the
priority values set for PM records should be higher than the values
used for corrective maintenance. See “Work Order Priority” on
page 81 for information on recommended priority values.
Priority values specified for PMs are copied to the work orders
that are generated from the PM in the following manner:
! When there is a PM hierarchy and the child PMs have

priorities, the priority of the parent PM is copied to the parent
work order, and the priorities of the child PMs are copied to
the child work orders.
! When a PM has a job plan the PM priority is copied to the

work order, and the job plan priority is copied to the work
order tasks.
! If the PM does not have a priority, the job plan priority

will be copied to the work order as well as the tasks.
! If the job plan does not have a priority, the PM priority

will be copied to the tasks as well as the work order.
When a PM has a route with priorities from a job plan, the PM

priority will be copied to the work order, and the job plan priorities
will be copied to the child work orders created for each route stop.
176 Release 5.2, 12/2003

Master PMs
Master PM records are templates for other PM records, called
associated PM records. You can create associated PM records from
master PM records, or make associations between existing PM
records and a master PM. You can use the scheduling information
on a master PM record to update its associated PM records.
A Master PM does not generate work orders like a regular PM.

Instead, it controls certain aspects of its associated PMs.
Creating a Master PM
To create a master PM, follow the procedure described in
“Creating a PM” on page 174 and select the Master PM? check
box next to the Description field. After you create a master PM,
you can create associated PM records.
Creating Associated PMs

Associate PM records are records for individual pieces of
equipment or locations covered by the job plan of a master PM. For
example, you create a master PM for regular oil changes for a
certain model truck. Using that master PM, you then would create
one associate PM for each truck of that model in your fleet.
Associate PMs can be created in two ways:
! Create associate PMs from a master PM using the Create

Associated PMs action.
! Associate existing PMs with a master PM by entering an

identifier in the record’s Master PM field.
After being associated with a master PM, updated scheduling

information can be passed from the master PM to the associate
PMs using the Update Associated PMs action.
Release 5.2, 12/2003 177

Generating a PM Work Order

A master PM record specifies work to be performed regularly
based on elapsed time or on meter readings that can indicate
service hours or mileage. A master PM does not generate work
orders.
You use non-master and associated PM records to generate work

orders. After being generated, a PM work order is processed in
Work Order Tracking and Quick Reporting.
NOTE Frequency of a PM must be set before a PM work order can be

generated from the PM.
To generate work orders from a single PM complete the following

steps:
1. Open a PM record using the Search tab.
2. Choose Generate Work Orders from the Select Action menu.
3. Enter a number in the Generate WOs Due Today Plus

Next _ Days field. For example, to generate work orders for
the next week, enter " 7."
4. You can run the work order generation process in the

background and have MAXIMO e-mail you a notification when
the process is complete.
5. Click OK.
MAXIMO either displays a message with the work order

numbers of the work orders that have been generated, or e-
mails notification if the process is being run in the
background.
178 Release 5.2, 12/2003

NOTE By default the Select Records feature allows selection from a

maximum of 200 records. In order to use the following procedure,
your search should result in less than 200 records. Your system
administrator can change this global setting.
To generate work orders from multiple PM records, complete the

following steps:
1. Search for PM records using the Search tab.
2. Select the Select Records check box on the Results subtab.
The page refreshes to display Select Row check boxes for

each record.
3. Select multiple PMs by selecting the Select Row check box

next to the row. If you select a PM in error, click it again to
clear the check box.
4. Choose Generate Work Orders from the Select Action menu.
5. Enter a number in the Generate WOs Due Today Plus

Next_ Days field. For example, to generate work orders for
the next week, enter " 7."
6. Click OK.
MAXIMO either displays a message with the work order

numbers of the work orders that have been generated, or e-
mails notification if the process is being run in the
background.
Release 5.2, 12/2003 179

PM Hierarchies
A PM hierarchy is a group of PMs arranged in parent-child
relationships, much like a work order hierarchy. You use PM
hierarchies to generate hierarchies of scheduled work orders. At
the highest level of a PM hierarchy, one PM that is the parent.
This top-level PM can have one or more child PMs. Each child PM
can have one or more children, and so on. A child PM can have
only one parent PM.
You use PM hierarchies to generate work order hierarchies.

Because you cannot generate work orders from a master PM,
master PM records are never part of a PM hierarchy. You can add
a sequence number to each PM in a PM hierarchy; the sequence
number is copied to work orders you generate from the PM.
You cannot delete a PM record that is part of a hierarchy. PM

records that have a parent or child PMs must be removed from
their hierarchies before you can delete them.
Seasonal PMs
A seasonal PM is a master PM record that is shut down for a
period of time to accommodate changing equipment or location
needs. After the work is completed for the season, you can reset
the master to be dormant until the season returns.
You might use seasonal PMs related to seasonal work such as air
conditioning maintenance, or servicing snow removal equipment.
To reset a master PM for seasonal work, change the First Start

Date field to the date you want to begin generating work orders
again. The system resets the Counter field to 0 after you enter
the current date or a future date in the First Start Date field.
180 Release 5.2, 12/2003

Chapter 6: Inventory Module
Managing inventory is an important part of maintaining any

facility. The Inventory module in MAXIMO tracks materials
needed for maintenance. MAXIMO keeps track of items in stock,
indicates when stock falls below user-defined reorder points,
creates purchase requisitions and purchase orders to restock
needed items, and tallies items received.
Inventory is a central module in MAXIMO. It functions in a

dynamic relationship with the Preventive Maintenance, Work
Orders, Purchasing, and Equipment modules, and with the
Companies application in the Resources module. These other
modules affect the quantity of items in inventory, identify where
those items are used, as well as who sells them to your company.
The MAXIMO Inventory module works to balance two opposing

objectives:
! maximizing the availability of items for upcoming work tasks
! reducing the outstanding inventory balances and related

carrying costs
The goal is to find a balance of inventory stock that lets

maintenance work be performed with minimum delays due to
unavailable materials, without keeping unnecessary or seldom
used items in stock.
Release 5.2, 12/2003 181

The Inventory Module contains the following applications:
Inventory Used to manage items in inventory, including

tracking stock levels, reordering items, and
tracking rotating equipment.
Item Master Used to define inventory items, and add them to

storerooms.
Storerooms Used to define storeroom locations, and view a

read-only list of items stocked at each storeroom
location.
Issues and Used to issue stock from inventory (with or

Transfers without a work order), and to transfer stock from
one storeroom location to another.
When using the Inventory applications you first define your

storerooms and define items to be stocked there using the
Storerooms and Item Master applications. You then create a
master list of items that are stocked in each storeroom using the
Item Master application.
You use the Inventory application to manage stock levels and

reorder items. You track the movement of items into and out of
inventory with the Issues and Transfers application, the Work
Order Tracking application in the Work Order module, and the
Receiving application in the Purchasing module.
182 Release 5.2, 12/2003

Inventory Module
Inventory Application
An important part of maintenance management is tracking
inventory. The Inventory application tracks items (stocked,
nonstocked, and special order items) and indicates when stock
falls below a specified reorder point so you know when to reorder.
To access the Inventory application, select the Inventory icon on

the MAXIMO Start Center, then choose Inventory or use the Go
To link.
Release 5.2, 12/2003 183

Inventory Tabs
The Inventory application page contains six tabs:

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

costs, balances, bins and lots, and to view storeroom locations
where the item is stocked.
! Reorder Details — Use to enter, view, or modify reorder

details, such as the reorder point, lead time, and issue units of
an item. In addition, you can enter or view information about
one or more vendors for a item, as well as information about
multiple manufacturers or models for each vendor.
! Rotating Equipment — Use to identify and track rotating

equipment associated with a rotating item record.
! Where Used — Use to list all pieces of equipment on which an

item is listed as a subassembly or spare part.

this tab.
Inventory Actions
The following actions are available from the Inventory Select
Action Menu:
Reorder Items — Use to reorder stocked items, direct issue

items, or both.
Reorder Direct Issue Items — Use to reorder direct issue items.
Clear Reorder Locks — Use to clear a reorder lock for your user
name.
Issue Current Item — Use to issue the current item directly to a

work order, against equipment, a location, or a general ledger
account.
184 Release 5.2, 12/2003

Inventory Module
Transfer Current Item — Use to transfer items from one

storeroom to another, or from one bin or lot to another.
View Item Availability — Use to view item balances at all

storeroom locations that stock the item.
Add/Modify Order Unit Values — Use to modify the unit that is

used when ordering an item, for example, case, feet, roll, and so
on.
Zero Year to Date Quantities — Used to reset the Year-To-Date

issue history, usually at the beginning of the fiscal year.
View Vendor Analysis — Use to view information about the

vendors for the selected item, allowing you to analyze price,
quality of goods, and delivery time.
View Inventory Transactions — Use to display inventory

transactions (receipts, transfers, issues, returns, and adjustments)
related to the current inventory record.
Reconcile Balances — Use to adjust current balances based on a

physical count.
Standard Cost Adjustment — Use to change the standard cost

for an item at the location named in the Storeroom field.
Average Cost Adjustment — Use to update the average cost at

the specified storeroom.


Release 5.2, 12/2003 185

Inventory Reports
The following reports are available for the Inventory application:
Inventory List Report — Lists item number and description for

selected item(s) by storeroom location.
Inventory ABC Analysis Report — Displays the ABC category

of inventory items both before and after running the report. The
"after " ABC calculation is based on the number of parts issued
YTD and the part’s last cost average for the storeroom. This report
can also update the database with the new ABC classifications.
Inventory Balance Report — Lists all items in the storeroom of

the selected record, including current balance, available balance,
quantity reserved, cost, and last transaction.
Economic Order Quantity Report — Displays the optimum

economic ordering quantity for selected items in the selected
storeroom location.
Inventory ROP — Calculates the reorder point (ROP) or

optimum minimum level of an item to have in stock based on
demand, lead delivery time, and a reserve safety stock. Includes
the option to update the database with new ROP values.
Storeroom Pick Report — Lists items to be picked for Selected

Storeroom.
Inventory Transactions Report — Lists selected transaction

information (receipts, issues, transfers, returns, or adjustments)
for the selected storeroom location, between the specified dates.
Item Availability Report — Lists all site and storeroom

locations for the selected item(s). For each item at the selected
storeroom the report shows the current balance, reserved
quantity, available quantity, standard cost, and average cost.
Items with current balances of zero are not included in this report.
186 Release 5.2, 12/2003

Inventory Module
Using the Inventory Application

Use this application to enter, display, and update information on
each inventory item. Special order and nonstocked items as well as
stocked items can be tracked. You can view information about an
item at a specific storeroom location. You can track vendors that
supply an item, and item balances down to the bin and lot level for
each storeroom location
Most fields on the Inventory tab refer to item/location records.

Current Balance, for example, means the current balance of the
item at the storeroom in the Storeroom field. Like Current
Balance, the fields in the Balance Summary, Issue History, and
Balances areas all apply to the item in a specific storeroom.
If an item is stored in more than one storeroom location, you can

use the View Item Availability action in the Select Action menu
to view balances for all storeroom locations on one page.
Stocked, Nonstocked, and Special Order Items

MAXIMO recognizes three categories of inventory items:
Category Item is needed: Record is needed:
Stocked at all times permanently, for regular,

ongoing reordering
Nonstocked on a predictable or permanently, for

scheduled basis (for occasional reordering
example, every year),
rather than at all times
Special for just a single event or just for the duration of

Order occasion; you do not the project; then the
expect to need this item record should be deleted
again
Release 5.2, 12/2003 187

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

This can be done automatically, 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 Purchase Requisitions and Purchase Orders" are any

PRs and POs with a status of waiting for approval (WAPPR),
approved (APPR), or in progress (INPRG). MAXIMO checks to see
how many units of this item are listed on current PRs and POs,
adds this number to the current balance, then subtracts any items
on approved work orders, internal POs, and any expired items. If
the resulting number does not exceed the reorder point (ROP),
MAXIMO reorders.
Nonstocked Items
Nonstocked items are items you need only occasionally and do
not want to maintain in inventory throughout the year.
Nonstocked items are not automatically reordered. However, you
do want to keep records for nonstocked items in the database
because you are likely to order these items again at some point.
These records are useful both for cost tracking purposes and for
future reference (for example, the vendor's name, the price, and so
on).
For example, you replace twelve air filters each spring, but do not
reorder them immediately after using them because you do not
want to purchase them just to sit in storage for months. Since you
intend to order these air filters again each year, you want to keep
the record for the item in your database for reference next spring.
188 Release 5.2, 12/2003

Inventory Module
Special Order Items

Special order items are typically items that are ordered only
once, often for unexpected needs or for a one-time work order.
These items are not kept in stock, and you do not need a
permanent record of them in your database. In most cases, after
the project ends, you want to remove these records to avoid
cluttering your database.
Viewing Item Availability

The Inventory application displays separate item records for each
storeroom location.
To view all storerooms that stock an item, open an item record and
use the View Item Availability action.
Reordering Items
Many companies are moving to 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 and equipment can become obsolete and your
company’s process can change, looking back might not be as useful
as looking forward when considering your inventory needs.
MAXIMO can accommodate a just-in-time system by letting you

set reorder quantities. Using the Preventive Maintenance
application to plan upcoming maintenance and inspection work
also can help to determine which items will be needed in the
future.
Your system administrator can set a cron task for the inventory
reorder function. A cron task is a software command to execute a
task at a particular time. For more information about configuring
the reorder cron task, refer to the MAXIMO System
Administrator’s Guide.
Release 5.2, 12/2003 189

Determining the Reorder Point

The Reorder Point (ROP) is the point when 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 receiving it.
! Economic Order Quantity (EOQ) is the number of an item

that should be reordered at one time, usually based on the
vendor’s price for a particular quantity ordered. For example,
buying a case of an item can cost less per item than buying the
item individually.
Reordering All Items in a Storeroom

You can set the reorder process to run in the background and
notify you by e-mail after the process ends. This lets you do other
work while running a lengthy reorder process.
You can repeat the reorder process for additional storerooms

without exiting the Reorder Items page.
To reorder all items in a storeroom, complete the following steps:
1. Open an item record.
2. Choose Reorder Items from the Select Action menu.
The Reorder Items page appears.
3. You can enter the number of days you want in the Additional
Lead Time in Days field.
190 Release 5.2, 12/2003

Inventory Module
4. Check All Items in Storerooms.
MAXIMO overrides any item selections. This also makes the

Storeroom field editable.
5. Select the other Reorder Options that apply.
! Ignore Reorder Point – the item(s) are ordered even if

the available balance is more than the reorder point.
! Reorder Direct Issue Items – include direct issue items

on approved work orders in reorder calculations.
! Consider Agreement Purchase Orders – release

purchase orders are created from existing blanket
purchase orders. Prices and details from the price
agreements are included when PRs and POs are created.
! Run in Background Mode – runs the reorder process in

background mode and sends notification via e-mail when
the process is complete.
6. Click either:
! Run Reorder – to initiate the reorder process

automatically.
! Preview Reorder (recommended) – to preview the items

and amounts to be ordered. Order amounts can be edited
from this page.
On the Preview Reorder page click either
! Run Reorder – to initiate the reorder process.

! Reorder Report – to generate a report listing the
reordered items and quantities ordered.
! Cancel – to cancel the reorder process
7. You can click Select Value to change the Storeroom location.
8. Repeat steps 3 through 6 to repeat the reorder process for the

new storeroom.
Release 5.2, 12/2003 191

Reordering Selected Items

You can choose selected inventory items to reorder using the
following procedure. All items selected must be from the same
storeroom location.
You can set the reorder process to run in the background and
notify you by e-mail after the process ends. This lets you do other
work while running a lengthy reorder process.
NOTE By default the Select Records feature allows selection from a

maximum of 200 records. In order to use the following procedure,
your search should result in less than 200 records. Your system
administrator can change this global setting.
To reorder selected items, complete the following steps:
1. Use the Search tab to generate a results set for a storeroom

location.
2. Click the Select Records check box.
MAXIMO refreshes the page to display Select Row check

boxes.
row. If you select an item in error, click it again to clear the
check box.
6. Select the Reorder Options that apply:

! Reorder Direct Issue Items – include direct issue items

on approved work orders in reorder calculations.

192 Release 5.2, 12/2003

Inventory Module

! All Items in Storerooms – overrides any item selections.

Also makes the Storeroom field editable.
! Run in Background Mode – runs the reorder process in

background mode and sends notification via e-mail when
the reorder process is complete.
7. Click either

automatically.

from this page using the Row Details.
After viewing the preview, select one of the following

actions:

Reordering a Single Item

To reorder a single inventory item, complete the following steps:
1. Open an item record using the Search tab.
4. Select the Reorder Options that apply.
Release 5.2, 12/2003 193



5. Click either

automatically.

from this page using the Row Details.
After viewing the preview, select one of the following

actions:

Reordering Direct Issue Items

Use the Reorder Direct Issue Items action to reorder items
listed on approved work orders and issued without being received
into inventory.
To reorder direct issue items, complete the following steps:
1. Open the Inventory application.
2. Click the Inventory tab.
194 Release 5.2, 12/2003

Inventory Module
3. Choose Reorder Direct Issue Items from the Select Action

menu.
The Reorder Direct Issue Items page appears.
4. You can select the Consider Agreement Purchase Orders

check box to create release purchase orders from existing
blanket purchase orders.
5. You can enter the number of days you want in the Lead Time
in Days field.
6. You can select the Run in Background Mode check box to

run the reorder process in background mode and send
notification via e-mail when the reorder process is complete.
7. Click either:

automatically.

from this page.
Choose either
! Reorder Report – to print generate a report listing

the reordered items and quantities ordered.
Release 5.2, 12/2003 195

Clearing Reorder Locks

When a user runs the reorder process (even if preview mode).
MAXIMO places a lock on the process against the storeroom being
reordered. This is to prevent other users from running reorder
against the same storeroom at the same time.
Occasionally, users running the reorder process in preview mode

may inadvertently lock the reorder process and prevent
themselves and others from running reorder against a certain
storeroom.
If there is a reorder lock against your user name, you can use the
Clear Reorder Locks action in the Select Action menu to remove
it.
NOTE This action only clears Preview Mode reorder locks, created by the
current user. Users running the full reorder process are not
affected.
Managing Inventory Item Counts

Using MAXIMO, you can adjust the balances for each item in
inventory to accommodate a variety of circumstances. For
example:
! after a routine physical count
! at the end of the year
! when items have entered or left a storeroom without a

MAXIMO transaction
196 Release 5.2, 12/2003

Inventory Module
Adjusting Current Balances

The Current Balance field on the Inventory tab is read-only
(except when you are inserting and duplicating an item). You must
use the Current Balance Adjustment button to change the
current balance of an item at the location named in the
Storeroom field.
MAXIMO automatically makes most adjustments to the current

balances, and the physical count is the usual way of making up for
other discrepancies. However, you can use this action if you are
aware of a change in the current balance that has not been
reflected in any other inventory transaction.
To adjust the current balance for an item, complete the following

steps:
2. If necessary, select a bin in the Balances table window.
3. Click Current Balance Adjustment.
The Adjust Current Balance page appears.
4. Enter the adjusted balance value in the New Balance field.
5. You can enter account code information for the account(s) in

the Control Account and Shrinkage Account fields.
6. Click OK to update the Current Balance field on the

Inventory tab.
MAXIMO records the current balance adjustment in the

Inventory Transactions table.
Release 5.2, 12/2003 197

Adjusting Physical Counts

Use the Physical Count Adjustment button to change the
physical count figure for the current item, at the specified location,
bin, and/or lot.
To adjust the physical count for an item, complete the following

steps:
2. If necessary, select a bin in the Balances table window.
3. Click Physical Count Adjustment.
The Adjust Physical Count page appears.
4. Enter the new count in the New Physical Count field.
5. You can enter the date in the Count Date field. The default is
the current date and time.
6. Click OK.
MAXIMO updates the Physical Count field on the Inventory

tab.
You now must reconcile balances to update the item’s balance

information based on the physical count.
198 Release 5.2, 12/2003

Inventory Module
Reconciling Balances
You use the Reconcile Balances action to adjust the current
balance based on a physical count. This action updates only the
selected item in the selected storeroom.
To reconcile balances for an item, complete the following steps:
1. Record a physical count as described in “Adjusting Physical

Counts” on page 198.
2. With the item record still open, select Reconcile Balances

from the Select Action menu.
The Reconcile Balances page appears.
3. Enter general ledger account information in the Control

Account and/or Shrinkage GL Account fields.
4. Click OK.
MAXIMO reconciles the item balances.
Release 5.2, 12/2003 199

Item Master Application

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

the MAXIMO Start Center, then choose Item Master, or use the
Go To link.
200 Release 5.2, 12/2003

Inventory Module
Item Master Tabs

The Item Master application page contains seven tabs:

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

alternate items.
! Storerooms — Use to view a read-only list of information

about storerooms that stock the item.
! Vendors — Use to enter, view, or modify information about

one or more vendors for an item, as well as information about
multiple manufacturers or models for each vendor.
! Specifications — Use to enter, view, or modify Specification

Templates containing detailed information specific to a type of
inventory item.
! Item Assembly Structure — Use to enter, view, or modify

Item Assembly Structures.

this tab.
Item Master Actions

The following actions are available from the Item Master Select
Action Menu:
Change Capitalized Status — Use to change the Capitalized?

field setting for an item.
Copy Item Assembly Structure — Use to copy an existing Item

Assembly Structure to an item record.
Add Item to Storeroom — Use to add the item record to a

storeroom location’s stock list.
Release 5.2, 12/2003 201



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

as a new record.
Delete Item — Use to delete the current record from the

MAXIMO database.

Item Master Reports

The following report is available for the Item Master application:
Item List Report — Displays item and description for selected

records.
202 Release 5.2, 12/2003

Inventory Module
Using the Item Master Application

You use the Item Master application to create item records for
items, materials, supplies, and rotating equipment that are
stocked and stored in your company’s storerooms.
Creating an Item Record

NOTE The initial record creation process is one of the few times you
make an entry in the Current Balance field. Usually, this field is
either calculated by MAXIMO or updated after inventory is
received in the Receiving application. Rotating item balances are
zero until an equipment record is created for the rotating item
number.
To create a new item record, complete the following steps:
1. Open the Item Master application.
2. Click the New Item button on the toolbar.
MAXIMO switches to the Item tab, displaying a new Item

record.
3. Enter a unique identifier in the Item field and a description.

4. Fill in the other required fields.

5. Click Save.
Release 5.2, 12/2003 203

Understanding Rotating Items

Rotating items are items such as pumps and motors that can be
stocked in inventory and rotated in and out of use in different
locations.
After you create an item record, the Rotating? field becomes read-
only and cannot be edited, and the Current Balance field
becomes read-only. If an item is defined as rotating, the values in
the Balances fields are controlled by the movement of the
rotating equipment in and out of the storeroom.
NOTE An item cannot be both a spare part and a rotating item.
The term rotating equipment refers to pieces of equipment that

can be used interchangeably. Rotating equipment consists of
multiple pieces of interchangeable equipment, with each piece
having the same item number and a different equipment number.
These items are tracked both by their item numbers in the
Inventory module and by their individual equipment numbers in
the Equipment module.
Designating Alternate Items

Alternate items are items that can be used interchangeably with
other inventory items, for example, two different brands of motor
oil. In many cases, one item can be an alternate for another, but
the oppose relationship might not be desired. As a result,
MAXIMO does not automatically created matching alternate item
records for both items. If you want two items to be alternates for
each other, you must assign each as an alternate for the other.
To designate alternate items for an inventory item, complete the

following steps:
1. Open or create a item record.
2. Select either of the following in the Alternate Items table

window:
! New Row to add an alternate
! View Details (triangle) to view details for an existing

alternate
204 Release 5.2, 12/2003

Inventory Module
3. Click the Detail Menu button on the Item field to select an

alternate from the Select Value page.
5. Click Save.
Understanding Item Assembly Structures

An Item Assembly Structure (IAS) is a list of individual items and
subassemblies that are required to build a piece of equipment or
define the requirements of a location. Rather than specify its
components each time you enter an individual piece of equipment
or a location, you create an Item Assembly Structure as a
template. You can use an IAS as a template when building
multiple equipment assembly structures (EAS) and their related
location systems.
The IAS is built onto an item record, and the IAS is then identified
by the item number at the top of the hierarchy. You can apply an
Item Assembly Structure to a piece of equipment or to a location
by specifying the top-level item number in the Item field on an
equipment or location record, then choosing the Apply Item
Assembly Structure action.
For example, a five-horsepower motor and its constituent spare

parts can be used in 10 equipment assembly structures in a plant.
Rather than entering 10 equipment records and specifying the
spare parts for each one, you enter the equipment records and
apply (copy) the five-horsepower motor IAS to the records. The
entire IAS is applied to the equipment assembly structure.
Similarly, you could apply the same IAS to the 10 operating
locations in the plant that require the motor and its spare parts.
NOTE Note that while you can use any item as the top level of an IAS,
you can only apply an IAS to equipment or operating locations if
the top level is a rotating item.
Release 5.2, 12/2003 205

Creating an Item Assembly Structure

To create Item Assembly Structures, complete the following steps:
1. Open or create an item record.
2. Click the Item Assembly Structure tab.
3. Click Create IAS.
The Children table window appears.
4. Click New Row.
5. Click the Detail Menu button on the Item field to select an

item record to add to the IAS.
6. You can change the number in the Quantity field, if needed.
8. Click Save.
Using Item Assembly Structures

Item Assembly Structures are applied in the Equipment and
Locations applications. An Item Assembly Structure can also be
applied to a new piece of equipment when it is received in the
Receiving application.
206 Release 5.2, 12/2003

Inventory Module
Linking Items to the Asset Catalog

MAXIMO includes a feature called the Asset Catalog to help
companies keep track of their increasingly complex list of assets.
The Asset Catalog is a structured list of items and equipment
measure.
After item records are associated with specification templates, you

can use the Asset Catalog Search page to search through
MAXIMO to find the item you are looking for. You use the
Specifications tab to associate inventory items, such as motors or
bearings, with an asset Specification Template.
To enter Asset Catalog specifications for an item, complete the

following steps:
2. Click the Specifications tab.
3. Click Associate Specification Template.
The Associate Specification Template page appears.
4. Click Select Value to select a Classification.
5. Click Select Value to select a Subclassification.
6. Click OK.
MAXIMO displays the Classification, Subclassification, and

attributes associated with the Specification Template on the
Specifications tab.
7. Click View Details (triangle) for the first attribute.
8. Enter or edit the field data. Use the field buttons to select
values.
9. Click View Details (triangle) for the next attribute.
10. Repeat steps 8 and 9 for each attribute.
Release 5.2, 12/2003 207

12. Click Save.
Adding Items to Storerooms

You use the Add Item to Storeroom action to add an item record
to a storeroom location’s stock list.
To add an item to a storeroom, complete the following steps:
1. Open or create an item record.
2. Click the Storerooms tab.
MAXIMO displays the storerooms that stock the item.
3. Select Add Item to Storeroom from the Select Action menu.
The Add Item to Storeroom page appears.
4. Click the Detail Menu for the Storeroom field and choose
Select Value.
The Select Location page appears.
5. Click Select Record to select a storeroom. If there are a large

record.
MAXIMO copies the storeroom location to the Add Item to

Storeroom page.
6. Click OK.
MAXIMO displays the storeroom information on the Add

Items to Storeroom page.
208 Release 5.2, 12/2003

Inventory Module
7. You can use the View Details (triangle) button to edit

Storeroom Information, for example, to assign the item to a
bin.
8. Click OK.
MAXIMO adds the item to the storeroom and displays the

storeroom on the Storerooms tab.
Deleting Items from Storerooms

You delete items from storerooms on the Storerooms tab.
NOTE In order to delete an item from a storeroom, there cannot be a

balance for the item in that storeroom.
To delete an item from a storeroom, complete the following steps:
2. Click the Storerooms tab.
The Storeroom Information table window displays the

storerooms that stock the item.
3. Click Mark Row for Delete for the storeroom.
The button changes to Undelete Row and a line is drawn

through the storeroom.
4. Click Save.
Release 5.2, 12/2003 209

Storerooms Application
You use the Storerooms application to create new Storeroom
records, define the GL Account codes to be associated with the
storeroom, and view a read-only list of items stocked at that
storeroom location.
To access the Storerooms application, select the Inventory icon on

the MAXIMO Start Center, then choose Storerooms or use the Go
To link.
210 Release 5.2, 12/2003

Inventory Module
Storerooms Tabs
The Storerooms application page contains three tabs:

! Storeroom— Use to define storeroom locations and provide

default GL account code information.
! Items — Use to view a read-only list of items associated with

the storeroom.
Storerooms Actions
The following actions are available from the Storerooms Select
Action Menu:


Add Storeroom as Company — Use to designate a storeroom

location as a company for internal purchase orders.
Storerooms Reports
The following report is available for the Storerooms application:
Storeroom Overview Report — Displays storeroom and

description.
Release 5.2, 12/2003 211

Using the Storerooms Application
Using the Storerooms Application

The Storerooms application lets you add new storeroom location
records. Storeroom locations are the names of your inventory
storerooms, the places inventory items are stored in and issued
from.
This application is used to set the general ledger accounts to be

associated with each new storeroom location. You can indicate
which GL Account code is to be charged for each field associated
with the location. Check with your accounting department if you
need information on providing the proper GL account codes.
Creating a Storeroom Location

Depending on your company’s business practices, you might need
to have signature authority to create storeroom locations and/or to
provide GL account code information for storeroom locations.
To create a storeroom record, complete the following steps:
1. Open the Storeroom application.
2. Click the New Storeroom button on the toolbar.
MAXIMO switches to the Storerooms tab, displaying a new

Storerooms record.
3. Enter a unique identifier in the Storeroom field and a

description.
4. If you have Signature Authority you can indicate GL account

codes.
5. Click Save.
212 Release 5.2, 12/2003

Inventory Module
Adding Items to Storerooms

After a storeroom has been created you can create a master stock
list by associating items with the storeroom in the Item Master
application.
Deleting Items from Storerooms

Items are deleted from a storeroom’s master stock list in the Item
Master application.
Release 5.2, 12/2003 213

Issues and Transfers Application

The Issues and Transfers application is used to issue or transfer
items from existing locations. You can issue directly to a work
order, against a general ledger account code, or to a location or
equipment. You also can transfer stock from one storeroom
location to another, either within the same site or to a location at
another site within your organization; balances are adjusted
accordingly. In addition, you can trace the transfer of stock from
one storeroom to another by transferring to and from “transit”
locations (for example, COURIER, or LABOR).
To access the Issues and Transfers application, select the

Inventory icon on the MAXIMO Start Center, then choose Issues
and Transfers or use the Go To link.
214 Release 5.2, 12/2003

Inventory Module
Issues and Transfers Tabs

The Issues and Transfers application page contains four tabs:

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

equipment, location, or against a general ledger account. Also
used for returning items to the storeroom.
! Transfer Out — Use to transfer items out of your storeroom

to another storeroom, courier, or labor code.
! Transfer In — Use to transfer items from another storeroom,

a courier, or labor code into your storeroom.
Issues and Transfers Actions

The following actions are available from the Issues and Transfers
Select Action Menu:
Select Equipment Spare Parts — Use to view and select the

spare parts for a piece of equipment.
Add/Modify Reservations — Use to add or modify items

reserved in inventory for work orders.


Release 5.2, 12/2003 215

Using the Issues and Transfers Application
Issues and Transfers Reports

The following report is available for the Issues and Transfers
application:
Inventory Transactions Report — Lists selected transaction

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

To issue items from the Issues and Transfers application there
must be a storeroom specified, and you must be authorized to issue
items from that storeroom.
Although items are generally specified in a job plan and issued in

conjunction with specific work orders, it is also sometimes
necessary to issue them directly to a location, or against a piece or
equipment, or against a General Ledger account, without a work
order number. For example, you might want to charge the cost of
items such as soap, grease, or rags to a location or GL account
rather than to a work order or specific piece of equipment.
To allow MAXIMO to track inventory costs, you must make an

entry in at least one of the following fields when issuing items:
! Work Order
! Location
! Equipment
! Debit GL Account
In general, after you make an entry in one field, one or more other
fields are filled in with default values associated with the first
specified field. For example, if you specify a work order, the
equipment and/or location and/or GL account named on the work
order are also filled in.
NOTE You also can record physical counts for items when issuing or
transferring.
216 Release 5.2, 12/2003

Inventory Module
Issuing an Item
If you issue items to a specific work order (or location, equipment,
or GL account) via this application, do not record their usage in
the Work Orders module, and vice versa. If you record item use in
two places the item is subtracted from inventory twice, thereby
causing inaccurate item count. To protect your inventory records,
establish a policy for your site regarding whether item use will be
recorded in the Issues and Transfers application or in the Work
Orders module.
No matter where the materials issues/usage are originally

recorded, the information is copied to the Materials subtab on the
Actuals tab in Work Order Tracking.
Issuing a Reserved Item

After you create a job plan for a work order, the materials needed
for the work order are reserved in inventory. After the work order
is approved, you can issue the reserved items.
To issue a reserved item, complete the following steps:
1. Open the Issues and Transfers application.
2. Open a storeroom record using the Search tab.
3. Click the Issue tab.
4. Click Select Reserved Items.
The Select Reserved Items page appears.
5. Enter a work order in the Work Order field of the table filter
and click Filter Table.
6. Select reserved items by checking the Select Row check box

next to the row.You can select more than one item. If you
select an item in error, click it again to clear the check box.
7. Click OK.
Release 5.2, 12/2003 217

8. You can click View Details (triangle) if you need to edit any
field, for example, to change the quantity issued.
9. Click Save.
Issuing an Unreserved Item

Sometimes you must issue items directly to a location, or against a
piece or equipment, or against a General Ledger account, or issue
items that are not included in a work order.
To issue an item, complete the following steps:
1. Open the Issues and Transfers application.
2. Open a storeroom record using the Search tab.
3. Click New Row on the Issue tab.
4. Click the Detail Menu button in the Item field to select an

item. Choose one of the following options:
! Select Value to choose an item from the Select Item page

showing the master item list
! Asset Catalog Search to use the Category Drilldown to

select an item
! Go to Item Master to define a new item record or select

an existing record
! Go to Inventory to select an existing record
5. Enter the Quantity of the item and the Work Order number,
Equipment, Location, or GL Account code the item will be
charged to.

rules. Edit any of the other fields as appropriate.

218 Release 5.2, 12/2003

Inventory Module
8. Click Save.
Issuing Metered Materials

MAXIMO lets you issue metered materials and record meter
readings as you issue the material. One example of this kind of
transaction is issuing fuel to a truck and recording the reading on
the truck’s odometer each time it is refueled. You then can
generate a report to examine the truck’s fuel efficiency.
To track metered materials, first set up the Meters for the

equipment on the Meters tab on the Equipment application. Then,
when issuing materials, enter the Meter readings on the Row
Details on the Issue tab.
Transferring Items
Items can be transferred from one storeroom location to another
inventory location using the Transfer Out and Transfer In tabs.
Transfers can be made within a site, or to another site within your
organization. You also can transfer items from a storeroom to a
labor or courier location.
Transferring items to another storeroom is done on the Transfer

Out tab. You have three options for selecting items for transfer out
to another storeroom:
! Select PO Items — allows several options to filter your

search when you transfer items on an internal PO to another
company storeroom
! Select Items for Transfer — allows you to filter your search

by Item, Bin, and Lot
! New Row — to enter items to be transferred individually
Release 5.2, 12/2003 219

Receiving the transfer into a storeroom is done on the Transfer In

tab. The same three options are available when transferring items
into a storeroom.
For more information on transferring items, refer to the Help.
Returning Items
You use the Issues tab to return previously issued items and
materials, for example, if some parts on a work order were not
needed.
NOTE You cannot return rotating equipment that has been modified
(moved or worked on) since its original issue.
To return an item to a storeroom, complete the following steps:
1. Use the Search tab to select a storeroom.
2. Click the Issue tab.
3. Click Select Items for Return.
4. Use the table filter to locate the items you wish to return. For
example, unused items on a work order.
5. Select items to return by checking the Select Row check box

next to the row. You can select more than one item. If you
select an item in error, click it again to clear the check box.
NOTE An item can have been issued multiple times. Be careful to

select the correct issue for return.
6. Click OK.
7. You can click View Details (triangle) to edit the Quantity

returned for each returned item.
8. Click Save.
220 Release 5.2, 12/2003

Chapter 7: Equipment Module
MAXIMO lets you track equipment from purchase to salvage—

from the beginning to the end of its life cycle. You can track
equipment at a temporary location, or even in transit between
locations. The Equipment module contains applications designed
to track equipment and locations used by your company.
The Equipment Module consists of four applications:
Equipment Used to create equipment records and store

equipment numbers and corresponding
information.
Locations Used to create location records and track

equipment that might be used in multiple
locations. Also used to build hierarchical or
networked systems.
Failure Codes Used to define failure codes and define the

Problem, Cause, Remedy hierarchy.
Condition Used to define unlimited measurement points for

Monitoring equipment, and to specify alarm limits and
associated work to be performed after reaching
those limits.
Release 5.2, 12/2003 221

Understanding the Asset Catalog
Understanding the Asset Catalog

MAXIMO includes a feature called the Asset Catalog to help
companies track their increasingly complex list of assets. The
Asset Catalog is a structured list of items and equipment
measure.
The Asset Catalog lets you structure your assets in organized

hierarchies so that:
! items, locations, and equipment can be easily located.

! item, location, and equipment records are not duplicated
unintentionally.
! your company’s asset lists are consistent with vendors’ lists.
You build the Asset Catalog using the Specifications tab on the
Item Master, Equipment, and Locations applications. After assets
are associated with specification templates, you can use the Asset
Catalog Search page to search through MAXIMO to find the asset
you are looking for. For information about how to find assets
through the Asset Catalog, see “Searching the Asset Catalog” on
page 68.
Asset Catalog Classification Levels

The Asset Catalog uses classifications and attributes to define
specification templates. Each unique combination of classification
levels becomes a separate Specification Template.
Level Definition Example
Classification Level 1 — A general category used Pump

to represent a collection of assets
that share certain attributes.
Subclassification Level 2 — Used to create subsets of Centrifugal

items that fit into the same
classification, but can be divided
into smaller groups based on their
attributes. Your system
administrator can create up to four
levels of subclassification.
222 Release 5.2, 12/2003

Equipment Module
Level Definition Example
Attribute(s) Characteristics that assets have in Size

common and can be applied to all
classifications in the Asset Capacity
Catalog. They are defined by the
following criteria: Speed
! Name
! Description
! Type (numeric or
alphanumeric)
! Measure Unit
! Domain (possible values)
You can define specification templates to include up to five

classification levels and as many attributes as necessary to
describe each asset.
NOTE Asset Classification set up is described in the MAXIMO System

Administrator’s Manual.
Understanding the Drilldown

The Drilldown is a graphical tool available from the Equipment
or Location fields of an application. You use it to view and
navigate equipment and location hierarchies, and to select a
record to be returned as a value to the field. See “Using the
Drilldown” on page 64 for more information.
The Locations tab on the Drilldown is built by creating location

hierarchies in the Locations application. The Equipment tab on
the Drilldown is built by creating Equipment Assembly Structures
in the Equipment application.
Release 5.2, 12/2003 223

Equipment/Location Priority
Equipment/Location Priority
different priority values to generate a calculated priority to help
schedulers determine the overall priority of a work order among
"competing" work orders for similar equipment or locations.
You should assign a higher priority value to equipment and

locations you can least afford to have down. Assign a lower priority
value to those pieces of equipment or locations whose repairs can
wait until more important work is finished.
When assigning priorities to equipment that may move between

different locations ("rotating equipment") note that in MAXIMO
equipment priority supersedes location priority. The Loc/Eq
Priority value that MAXIMO uses when calculating work priority
uses the location priority only if there is no value specified for
equipment priority.
See “Work Order Priority” on page 81 for more information on

recommended priority values.
224 Release 5.2, 12/2003

Equipment Module
Equipment Application
The Equipment application stores equipment numbers and
corresponding information, such as equipment location, vendor,
up/down status, and maintenance costs for each piece of
equipment.
Tabs in the Equipment application let you build the equipment

hierarchy, an arrangement of equipment, subassemblies, and
spare parts. The equipment hierarchy provides a convenient way
to rollup maintenance costs so that you can check accumulated
costs at any level, at any time. It also makes it easy to find a
particular equipment number.
To access the Equipment application, select the Equipment icon on

the MAXIMO Start Center, then choose Equipment or use the Go
To link.
Release 5.2, 12/2003 225

Equipment Tabs
The Equipment application page contains eight tabs:

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

for a piece of equipment.
! Spare Parts — Use to create the equipment hierarchy and

view the subassemblies and spare parts of a piece of
equipment.
! Measurement — Use to view the monitoring points for a

piece of equipment.
! Safety — Use to enter, view, or modify safety records for a

piece of equipment.
! Meters — Use to enter, view, or modify metering information

for a piece of equipment.
! Specifications — Use to enter, view, or modify the

specification for the equipment as recorded in the Asset
Catalog.

this tab.
226 Release 5.2, 12/2003

Equipment Module
Equipment Actions
The following actions are available from the Equipment Select
Action Menu:
View Status History — Use to view the status change history of

a piece of equipment.
Open Drilldown — Use to view the equipment hierarchy

graphically via the Drilldown.
Apply Item Assembly Structure — Use to build Equipment

Assembly Structures and spare parts lists using an Item Assembly
Structure as a template.
View Work Orders and PMs — Use to view all work orders,
PMs, routes, and service contracts for a piece of equipment.
Reset Meter Readings — Use to zero meter readings for a piece

of equipment.
Update Average Units Per Day — Use to update the average

units per day you expect for meters.

View Equipment Move History — Use to view the history of a

piece of equipment’s movements.
Zero Equipment Costs — Use to zero year-to-date and/or total

equipment costs. This action operates on all equipment records
and is typically used only at the end of the fiscal year.
Change Item Number — Use to change the item number of a

rotating equipment that is not in a storeroom location.


Release 5.2, 12/2003 227

Duplicate Equipment — Use to create a copy of the current

record with the same settings or values, which can then be
Delete Equipment — Use to delete the current record from the

MAXIMO database.

Equipment Reports
The following reports are available for the Equipment application:
Details of an Equipment’s Failures — Summarizes the

failures, by problem code, for the equipment between the specified
dates. Links are available to view these failures graphically.
Problem codes are linked to the Drilldown into Equipment’s
Failures report.
Drilldown into Equipment’s Failures — Displays problem

causes and remedies for selected problem code.
Equipment Maintenance Cost Report — Lists transaction

costs for selected equipment between the specified dates. If a piece
of equipment record has children, you can drill down into their
costs.
Equipment List Report — Displays equipment number,

description, and location for selected records.
Equipment Cost Rollup Report — Displays an update of the

Year-To-Date costs and equipment total costs. The list includes
the option to update the database with the new equipment cost
values.
Summary of Equipment Failures by Location — Displays the

total number of failures reported against the selected equipment
during the specified time period.
228 Release 5.2, 12/2003

Equipment Module
Using the Equipment Application

The Equipment application lets you create and maintain records
for the equipment at your site. You can specify the location of
equipment, its vendor, and its manufacturer. You also can connect
the equipment to an equipment hierarchy.
Creating Equipment Records

MAXIMO recognizes two types of equipment records:
! Standard equipment — pieces of equipment that you want

to keep a repair history for, but that will not be stored in
inventory.
! Rotating equipment — pieces of equipment that are

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

To create an equipment record for a piece of equipment that will
not be rotating equipment, complete the following steps:
1. Open the Equipment application.
2. Click the New Equipment button on the toolbar.
MAXIMO switches to the Equipment tab, displaying a new

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

description. Click the Long Description button if you need
more space.
NOTE If you want to move a piece of equipment from one site to

another, the equipment's identifier must be unique at the
organization level to perform the move. If there is already
a piece of equipment with the same equipment number at
the site to which you want to move the selected piece of
Release 5.2, 12/2003 229

equipment, MAXIMO will not allow the equipment to be

moved.
4. If this equipment has a parent, you can click the Detail Menu
button on the Belongs To field and select the parent
equipment.
If the parent equipment is associated with a location,

MAXIMO copies the location into the Location field. You can
modify the field.

rules.

6. Click Save.
Understanding Rotating Equipment

Rotating equipment are interchangeable pieces of equipment
that are moved in and out of service as needed. The term is
generally applied to equipment that can be repaired or refurbished
rather than replaced, and can be used interchangeably at different
locations or on different pieces of equipment. Pumps, motors, and
fire extinguishers are examples of rotating equipment.
Other terms for this kind of equipment include "rotating assets,"

"rotating parts," "stocked equipment," "serialized equipment,"
"serialized assets," "rotables," and "rotatable spares."
Rotating equipment records also have a rotating item number to

track the equipment as it moves from the storeroom to a piece of
equipment or location, to repair, and so forth. Having both an
equipment and item number lets you track identical pieces of
equipment both individually, via their unique equipment
numbers, and as a group, via their shared item number.
For example, a company might have four identical centrifugal

pumps (same make, same model), so all four pumps have the same
item number. However, each pump has a unique history of use and
repair, so each pump has a unique equipment number to let you
track each pump individually.
230 Release 5.2, 12/2003

Equipment Module
Creating Rotating Equipment Records

NOTE Before creating rotating equipment records, the rotating item first
must be defined in the Item Master application.
To create a rotating equipment record, complete the following

steps:
1. Open the Equipment application.
2. Click the New Equipment button on the toolbar.
MAXIMO switches to the Equipment tab, displaying a new

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

more space.
NOTE If you want to move a piece of equipment from one site to

another, the equipment's identifier must be unique at the
organization level to perform the move. If there is already
a piece of equipment with the same equipment number at
the site to which you want to move the selected piece of
equipment, MAXIMO will not allow the equipment to be
moved.
4. If this equipment has a parent, you can click the Detail Menu
button on the Belongs To field and select the parent
equipment.
If the parent equipment is associated with a location,

MAXIMO copies the location into the Location field.
5. Enter a rotating Item identifier in the Item field.

rules.

7. Click Save.
Release 5.2, 12/2003 231

Understanding Equipment Assembly Structures

An Equipment Assembly Structure (EAS) is a hierarchical
listing of equipment records. An EAS is the logical organization of
pieces of equipment into a unit that reflects their physical
connection. You also can add spare parts and inventory items to an
EAS.
The EAS serves two functions:
! It lets you track maintenance costs. Costs get "rolled up" the
EAS to the equipment responsible for assuming the
maintenance cost.
! It builds the Equipment/Location hierarchy, letting you to

visually navigate the hierarchy to locate a specific piece of
equipment in the Drilldown.
Equipment Assembly Structure Elements

Three kinds of possible elements exist in an Equipment Assembly
Structure:
! Top EAS Elements – A single element is at the top level of

each EAS. Any equipment record entered in the Equipment
database and not specified as “belonging to” any other
equipment is a top-level EAS element.
! Subassemblies – Subassemblies are entities that “belong to”

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

equipment – the top EAS element or a subassembly, or both.
Unlike individual pieces of equipment, spare parts can be
entered multiple times in an EAS. For example, both a motor
and the motor housing might require two half-inch nuts as
parts.
232 Release 5.2, 12/2003

Equipment Module
Simple Equipment Assembly Structure
Top EAS Element
Spare Part Subassembly
Spare Part
Creating Equipment Assembly Structures

Equipment Assembly Structures can be built on either the
Equipment tab or the Spare Parts tab in the Equipment
application.
! Equipment Tab — Use the Detail Menu button to specify a

piece of equipment in the Belongs To field. This makes the
equipment shown in the Equipment field a child of
equipment in the Belongs To field, thereby building a
hierarchy.
! Spare Parts Tab — Use the New Row button in the

Subassemblies or Spare Parts table window to add existing
equipment or item records to the Equipment Assembly
Structure.
Release 5.2, 12/2003 233

Viewing Equipment Hierarchies

Using the Spare Parts tab on the Equipment application you can
see the parents and all the children of the current record. You can
also see the spare parts that have been defined for the equipment.
To view the: Look in the:
Current equipment Equipment field
Parent of the equipment Belongs To field
Subassemblies Subassemblies table window
Spare Parts Spare Parts table window
Instead of viewing the current equipment record, you might want

to view the record for its parent or for one of the subassemblies.
! To view the parent record, click the Detail Menu button in

the Belongs To field (if that field has an entry) and select
Move To. MAXIMO moves up the hierarchy to the parent
record.
! To view the record for a subassembly, click the View Details

button (triangle) for the subassembly. Click the Detail Menu
button in the Equipment field and select Move To. MAXIMO
moves down the hierarchy to the subassembly record.
Applying Item Assembly Structures

Item Assembly Structures (IAS) are created in the Item Master
application and can be used as templates for creating Equipment
Assembly Structures. After you apply an IAS to an equipment
record, the rotating and non-rotating items are copied into the
equipment’s EAS, and the non-rotating items appear as spare
parts.
You typically apply an Item Assembly Structure to equipment

when you first create the equipment record. You can apply an IAS
to a piece of equipment by specifying the top-level item number in
the Item field, then choosing the Apply Item Assembly
Structure action. The rotating item at the top level of the IAS
becomes a piece of rotating equipment after the IAS is applied to
an equipment record.
234 Release 5.2, 12/2003

Equipment Module
Any lower-level elements in the IAS that are themselves rotating

items must be given equipment identifiers after the IAS is applied.
Any children of nonrotating items in the IAS are treated in the
equipment hierarchy as belonging to the closest rotating
equipment above the item in the IAS.
NOTE While the IAS can have multiple levels of nonrotating items, the
Equipment Assembly Structure can have only one level of
nonrotating items below an equipment number.
To apply an Item Assembly Structure to a piece of equipment,

1. Open or create an equipment record.
2. Enter a rotating item number in the Item field.
3. Select Apply Item Assembly Structure from the Select

Action menu.
The Apply Item Assembly Structure page appears.
4. Choose either of the following:
! Click Autonumber All to have MAXIMO create

equipment numbers for every rotating item displayed in
the Equipment Hierarchy table window.
! Enter an equipment ID in the Equipment field for each

equipment in the item assembly structure.
TIP Click CTRL + " to move down a column in the table.
5. You can also enter GL Account code and Rotating

Suspense Account code information for each equipment.
6. Click OK.
MAXIMO copies the IAS to the Spare Parts tab.
7. Click Save.
Release 5.2, 12/2003 235

Using Meters
MAXIMO uses equipment meters as one criteria 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 meter readings for two meters per
equipment record.
NOTE Enter only meter readings (which always increase), rather than
gauge readings (which fluctuate).
For more information about creating meters and entering meter

readings, refer to the Help.
236 Release 5.2, 12/2003

Equipment Module
Locations Application
The Locations application lets you enter and track locations for
equipment and organize these locations into logical hierarchical or
network systems. Using systems of locations and specifying the
location for equipment on the equipment record provides the
groundwork for gathering and tracking valuable information on
the history of equipment, including its performance at specific
sites, as it is moved from location to location. With locations
organized into systems, you quickly can find a location in the
Drilldown and identify the equipment at a specific location.
You also can use the Locations application to create repair

locations, courier locations, salvage locations, vendor locations,
and define labor as locations.
To access the Locations application, select the Equipment icon on

the MAXIMO Start Center, then choose Locations or use the Go To
link.
Release 5.2, 12/2003 237

Locations Tabs
The Locations application page contains seven tabs:

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

information specific to a location.
! Equipment — Use to view equipment at the location.
! History — Use to view the history of move transactions into

and out of the location.
! Safety — Use to enter, view, or modify safety records

associated with the location.
! Specifications — Use to enter, view, or modify the

specification for the location as recorded in the Asset Catalog.

this tab.
Locations Actions
The following actions are available from the Locations Select
Action Menu:
Change Status — Use to change the status of the Location, for

example, from planned to active.
View Status History — Use to view the status change history of

a location.
Open Drilldown — Use to view the location hierarchy

graphically via the Drilldown.
Associate Systems with Location — Use to associate or

disassociate the location with systems.
238 Release 5.2, 12/2003

Equipment Module
Manage Systems — Use the Manage Systems page to
! Add a new system

! Change a hierarchical system to a network system
! Select a system to be the primary system
Apply Item Assembly Structure — Use to apply an Item

Assembly Structure to a location.
View/Modify Parents — Use to view or modify parents for the

location across systems.
View Work Orders and PMs — Use to view all work orders,
PMs, and routes for a location.


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

with the same settings or values, which can then be modified and
saved as a new record.
Delete Location — Use to delete the current record from the

MAXIMO database.

Locations Reports
The following report is available for the Locations application:
Location List Report — Displays location name and

descriptions for selected records.
Release 5.2, 12/2003 239

Using the Locations Application

Locations are typically the places where equipment operates, but
include any place that contains equipment, or where maintenance
work might need to be performed. For example, a hallway might
include lighting fixtures and a fire extinguisher, and would need to
be painted periodically. Work order costs are typically charged to
the location itself or to the equipment at a location.
In addition to operating locations, equipment can be located in

other "equipment type" locations. Other equipment type locations
are vendor locations, salvage locations, and repair locations. You
can track equipment not only as it moves from one location to
another, but also as it moves to a vendor or repair location, and
eventually, to salvage.
Along with "equipment type" locations, there are "inventory type"

locations such as labor and courier. Like a storeroom, these
"locations" can maintain a balance of items issued from a
storeroom. For example, if a courier is holding a number of parts,
he is responsible for them until they are received into another
location.
Preparing to Create Locations

Carefully review all topics on locations and systems in this guide
before creating locations. Inserting location records and specifying
parents and systems for the new locations creates relationships
that are not easily undone after you establish them.
The time and thought you invest in planning your locations and
systems simplifies creating them, and makes it easier for users to
navigate the Drilldown.
CAUTION The first location you create in a hierarchical system becomes the
top level location. You cannot change this.
240 Release 5.2, 12/2003

Equipment Module
Creating a New Location

Operating locations are most useful when organized into systems.
A location can be in more than one system at the same time. If you
have selected a system you can specify a parent for the location. If
you are specifying both a system and a parent, the parent must
belong to the system.
NOTE Carefully review all topics on locations and systems in this guide
before creating locations.
To create a new location record, complete the following steps:
1. Open the Locations application.
2. Click the New Location button on the toolbar.
MAXIMO switches to the Location tab, displaying a new

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

more space.
4. Choose a Type.
5. You can select a System. If the location is part of more than

one system, you can add additional systems later using the
Associate Systems with Location action.
6. You can specify a parent in the Belongs To field. A parent is

required unless the system is a network. This field is read-only
until a System is selected.

rules.

8. Click Save.
Release 5.2, 12/2003 241

Understanding Location Systems

Location hierarchies let you group equipment and locations into
areas of responsibility. A location hierarchy can be designed to
include all locations in your plant against which work orders are
written, and can track the movement of equipment into and out of
locations. MAXIMO calls location hierarchies systems.
Establishing one or more systems lets you build a logical model of

the locations at your site by specifying their parent(s) and/or
children. Locations can be placed into more than one system. Your
primary system might divide an office building into floors, and the
floors into offices. In this example, an office might belong to the
primary system, the heating system, and the electrical system.
You can add location records without organizing them into

systems. However, organizing locations into named systems can
help you manage your maintenance work more effectively by
letting you see how a work order can affect equipment, locations,
or systems beyond the specific equipment or location the work is to
be done on.
With operating locations organized into systems, you can find a

location quickly via the Drilldown and identify the equipment at
that location.
NOTE Plan carefully before creating systems.
Planning Location Hierarchies

If the Drilldown is intended to be a primary means of accessing
location data, proper planning of location hierarchies is necessary.
While a large number of location or equipment records will not
necessarily affect the performance of the Drilldown, a poorly
constructed hierarchy can have a negative impact on Drilldown
performance.
A perfectly symmetrical hierarchy, containing 10 children at each

level, and containing five levels below the top level could have over
100,000 records and have very good performance. But performance
can be negatively affected if there are hundreds of children for any
given parent. In addition, users may have difficulty finding
locations if there are a large number of records at any given level
of the hierarchy.
242 Release 5.2, 12/2003

Equipment Module
When planning the shape of your location hierarchies, consider

how your locations can be subdivided and categorized. For
example, a large building could be divided into floors. A floor
containing a large number of offices could be divided into wings, or
quartered into North, South, East, and West quadrants. And
consider how future growth will be accommodated, for example if a
large space were to be partitioned to create several new offices.
Creating Hierarchical Systems

If you are entering location records for the first time, and no
systems currently exist, you must create one. You use the Manage
Systems action to create a new system, and also to designate your
primary system.
In general, first create the primary system, one intended to be the

system to which all your operating locations belong. Having all
your operating locations tied together in one complete primary
system provides a solid foundation for using locations and
systems. It might be the only system your site needs for tracking
equipment.
The primary system must be hierarchical, that is, it must have one
top-level location as the “ancestor” of all other locations in the
system. You can call this system Primary, Main, Plant, or
whatever is appropriate for your site.
NOTE The first location you add to a new hierarchical system becomes
the top-level location in the system; for every location you add to
the system after that, you must specify a parent location. Plan
carefully before adding the first location to any new system.
To define a new system, complete the following steps:
1. Open or create a location record.
2. Choose Manage Systems from the Select Action menu.
The Manage Systems page appears.
3. Click the New Row button.
4. In the System field, enter a name for the new system.
5. In the description field, enter a description.
Release 5.2, 12/2003 243

6. If the system is a Network system, select the Network? check

box.
8. Click Save.
If the location belongs to multiple systems, after defining the

location, you can use the Associate Location with Systems
action to specify additional systems.
Building a Location Hierarchy from an Item Assembly Structure

You can use an item’s Item Assembly Structure to create location
records for rotating equipment associated with the item. When the
same IAS is applied to both a location and equipment, a location
hierarchy is created that matches the equipment hierarchy. An
IAS can be applied multiple times, to different locations that
require the same kind of equipment.
To apply an IAS to a location, specify the top-level item number in

the Item field on a location record, then choose the Apply Item
Assembly Structure action. You then can create location records
for any rotating items in the structure. Non-rotating items in the
IAS are ignored in the location hierarchy.
NOTE You can only apply an Item Assembly Structure (IAS) to a location
if the location belongs to a system.
244 Release 5.2, 12/2003

Equipment Module
Creating Network Systems

When you define a system, you can specify whether it is
Hierarchical or Network using the Network? check box. If an
association requires the system to be networked, MAXIMO does
not automatically change the system to network. You must change
the property of the system using the Manage Systems action,
and then associate the location with the system.
Examples of locations that might be organized as a network

include a ventilation system or a piping system.
NOTE You can change a system from a hierarchy to a network but not
from a network back to a hierarchy.
Viewing Location Hierarchies

The Locations tab displays three table windows:
! Systems — displays the systems associated with the location.

Click a system to populate the other two table windows.
! Parent of — displays the location’s parent in the selected

system. Additional parents can be added using the New Row
button only if the selected system is a Network.
! Children of — displays the location’s children that belong to

the selected system. New children can be added using the
New Row button.
If a system is a network, the Network column of the System table

window contains a check. If a system is hierarchical, the Network
column is not checked.
Release 5.2, 12/2003 245

Disassociating Locations and Deleting Systems

When you disassociate a location from a system, the location
should not have any children that are associated with the same
system. Delete the children from the Children table window
present in the Locations main page, and then disassociate the
system.
NOTE Deleting children from the Children table window removes the
association between the child and parent records, it does not delete
the child location records from MAXIMO.
You can delete a system only when it is not associated with any
locations.
246 Release 5.2, 12/2003

Equipment Module
Failure Codes Application

The Failure Codes application is used to build and display failure
hierarchies, which help you construct accurate histories of the
failures that affect your equipment and locations. After reporting
and analyzing failure trends, you can take preventive measures.
To access the Failure Codes application, select the Equipment icon

on the MAXIMO Start Center, then choose Failure Codes or use
the Go To link.
Release 5.2, 12/2003 247

Failure Codes Tabs

The Failure Codes application page contains three tabs:

! Failure Codes — Use to enter, view, and modify failure

hierarchies.

this tab.
Failure Codes Actions

The following actions are available from the Failure Codes Select
Action Menu:
Copy Failure Hierarchy — Use to copy a single Problem and its

associated Causes and Remedies from another failure class.


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

failure hierarchy, which then can be modified and saved as a new
record.
Delete Failure Code — Use to delete the current record from the
MAXIMO database.
248 Release 5.2, 12/2003

Equipment Module
Failure Codes Reports

The following report is available for the Failure Codes application:
Failure Code List Report — Displays the Failure Code and

descriptions for selected records. These Failure Codes include
Problems, Causes, and Remedies.
Using the Failure Codes Application

You use the Failure Codes application to create and store a
hierarchical list of the equipment and location failures recognized
within your company.
A Failure Hierarchy is a chart that shows the possible causes of

equipment failure. It also can be thought of as a tree structure
that lists the possible solutions to equipment failure, and provides
the paths to those solutions. The hierarchies are used on the
Failure Reporting tab on the Work Order Tracking application to
record equipment problems for future analysis.
A failure hierarchy resembles an Equipment Assembly Structure

or a location hierarchy, they each have a highest-level category
that can have one or more levels beneath it.
TIP Using failure codes on work orders can help reduce the number of
duplicate work orders that are entered in the system.
Understanding the Failure Code Hierarchy

The failure class is at the very top of the failure hierarchy. Each
level in the failure hierarchy beneath the failure class can contain
one or more failure codes, which "belong to" the failure code in the
next higher level. An individual failure code can have multiple
children; each child in turn can have one or more child failure
codes.
Release 5.2, 12/2003 249

The MAXIMO failure hierarchy is built on a Problem—Cause—

Remedy framework. By default, MAXIMO supplies a hierarchy
containing these three levels:
! The PROBLEM is the symptom. What looks or feels broken?

These top level codes appear in the top table window on the
Failure Codes tab.
! The CAUSE creates the problem. Why did the problem occur?
These second level codes appear in the second table window on
the Failure Codes tab.
! The REMEDY is the correction. What will fix the problem?

These third level codes appear in the third table window on
the Failure Codes tab.
Your company can have different or additional types available.

You do not have to specify a type for failure codes. They can be
used at any level. For example, "overheating" could be both a
Problem and a Cause.
Building a Failure Hierarchy

Failure hierarchies are built from the top down. You can use
existing failure codes and/or create new ones to build the
hierarchy. You navigate the failure hierarchy from top to bottom.
A Failure Hierarchy can be created all at once, or completed
partially and added to later as necessary.
Creating a Failure Class Record

To create a failure class, complete the following steps:
1. Open the Failure Codes application.
2. Click the New Failure Code button on the toolbar.
MAXIMO switches to the Failure Code tab, displaying a new

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

description in the Description field.
4. Click Save.
250 Release 5.2, 12/2003

Equipment Module
Adding Child Levels to a Failure Code

The procedures for adding Problem, Cause, and Remedy level
failure codes are the same with one exception: selecting the parent
for Causes and Remedies. All Problem failure codes are children of
the Failure Class, but note the labels for the Cause and Remedy
tables, which indicate the parent levels for the records in each
table window.
To create the first level of the hierarchy:
1. Open or create a Failure Class record.
2. Under the Problems table, click New Row.
3. In the Problem field, enter a value or click Select Value.
4. If necessary, enter a description. Click Long Description if

you need more space.
6. Click Save.
CAUTION Before entering Causes or Remedies, check that the table window
label reflects the correct parent for the failure code you are about
to enter. To change the table label, click the appropriate row in the
parent table window.
To create the second level of the hierarchy:
1. If necessary, open a Failure Class record.
2. In the Problem table, select the failure code to which you want
to add a cause, or child.
Release 5.2, 12/2003 251

3. Under the Causes table, click New Row.
4. In the Cause field, enter a value or click Select Value.

7. Click Save.
CAUTION Before entering Causes or Remedies, check that the table window
label reflects the correct parent for the failure code you are about
to enter. To change the table label, click the appropriate row in the
parent table window.
To create the third level of the hierarchy:
1. If necessary, open a Failure Class record.
2. In the Causes table, select the failure code to which you want
to add a remedy, or child.
3. Under the Remedies table, click New Row.
4. In the Remedy field, enter a value or click Select Value.

252 Release 5.2, 12/2003

Equipment Module
7. Click Save.
Failure Reporting
Failure reporting lets you identify and track equipment and
location failures. You report failures via the Quick Reporting or
Work Order Tracking applications.
Note that in order to do failure reporting, the following conditions

must be true:
! The failure hierarchy for the problem must exist in the

database.
! The piece of equipment or the location you are reporting

failure on must have the appropriate failure class code
specified in its Failure Class field in the Equipment or
Locations application.
Failure Analysis
Failure analysis is how you examine equipment failure history,
reported over a significant period of time. Use any equipment or
location failure reports to look for breakdown trends, average time
between failures, and so on.
By correlating this failure information with other data available to

you, for instance, preventive maintenance schedules for a piece of
equipment or location, you can develop ways to reduce or limit
equipment failures in the future. For example, you might want to
review your preventive maintenance schedule, or you might be
able to identify a branch of faulty inventory items.
Release 5.2, 12/2003 253

Condition Monitoring Application

You use the Condition Monitoring application to create and view
measurement point records for your equipment. A measurement
point record defines the limits of acceptable condition and
performance measurements for a point or place on a piece of
equipment. You can generate preventive maintenance (PM) work
orders for equipment whose measurements are outside acceptable
limits.
To access the Condition Monitoring application, select the

Equipment icon on the MAXIMO Start Center, then choose
Condition Monitoring or use the Go To link.
254 Release 5.2, 12/2003

Equipment Module
Condition Monitoring Tabs

The Condition Monitoring application page contains three tabs:

! Condition Monitoring — Use to enter, view and modify

measurement point data, and to generate PM work orders.

this tab.
Condition Monitoring Actions

The following actions are available from the Condition Monitoring
Select Action Menu:
Generate Work Order — Use to generate a work order based on

the current record.


Delete Measure Point — Use to delete the current record from

the MAXIMO database.

Release 5.2, 12/2003 255

Using the Condition Monitoring Application
Condition Monitoring Reports

The following report is available for the Condition Monitoring
application:
Condition Monitoring List Report — Displays Measurement

Point numbers and descriptions for selected records.

Condition Monitoring is tracking measured data on equipment
and using that data to predict when preventive maintenance
needs to be done. The type of data, for example, vibration,
pressure, or temperature, depends on the equipment.
The Condition Monitoring application tracks specific equipment

performance through measurement points.
Understanding Measurement Points

Measurement points are records that you create in the
Condition Monitoring application that define acceptable condition
and performance measurements for a point or place on a piece of
equipment. If recorded measurements show that a limit is reached
or exceeded on a piece of equipment, after you generate work
orders, MAXIMO creates a PM work order for the equipment.
! Each measurement point on every piece of equipment must

have its own record with a unique value in the Point field.
! The Point Name field must be unique on a piece of

equipment, but does not have to be unique in the database.
You can use the same Point Name for points with similar
uses on two or more separate pieces of equipment. For
example, you can have two identical pumps on the floor, which
both have pressure gauges. The Point field must be a unique
value, but the Point Name field for both pumps can be the
same, for example, PRESS-G-1A.
256 Release 5.2, 12/2003

Equipment Module
Measurement Point Limits

A measurement point record contains a range of values. There is
an acceptable, safe operating range, as well as the upper and lower
warning and action limits. The upper and lower limits are defined
as follows:
! Lower Warning Limit — indicates potential trouble and a

need for closer monitoring. This value always should be higher
than the Lower Action Limit.
! Lower Action Limit — indicates a need for corrective action.

MAXIMO can generate a PM work order after this point is
reached.
! Upper Warning Limit — indicates potential trouble and a

need for closer monitoring. This value always should be lower
than the Upper Action Limit.
! Upper Action Limit — indicates a need for corrective action.

MAXIMO can generate a PM work order after this point is
reached.
Entering a Measurement Point

You can have an unlimited number of measurement points for
each piece of equipment. Measurement points are associated with
the piece of equipment in the Equipment application.
To enter a measurement point, complete the following steps:
1. Open the Condition Monitoring application.
2. Click the New Measure Point button on the toolbar.
MAXIMO switches to the Condition Monitoring tab, displaying

a new record.
3. Enter a description for the Measurement Point.
Release 5.2, 12/2003 257


5. Click Save.
Recording Measurements
Measurement data can be entered directly into MAXIMO or
imported from an outside system.
NOTE Measurement point data also can be entered in the Work Order
Tracking and Quick Reporting applications.
To enter measurement data by hand, complete the following steps:
1. Open or create a measurement point in Condition Monitoring.
2. Select New Row in the Measurements table window.
3. Enter a Date/Time and a Measurement value.
5. Click Save.
258 Release 5.2, 12/2003

Equipment Module
Generating a Work Order

The History table window displays work orders that have been
generated from the Condition Monitoring application in response
to unacceptable measurements taken on the measurement point.
All work orders shown were generated with the Generate Work
Order action. This table does not display work orders generated
from anywhere else, even if they involve work on the measurement
point.
NOTE In order for a work order to be generated from within Condition

Monitoring, the PM field must specify a PM record ID.
After a work order is generated, it appears in the History table

window. The History table is read-only.
To generate a work order based on a measurement point, complete

1. Open the Condition Monitoring application.
2. Open a measurement point record using the Search tab.
3. Choose Generate Work Order from the Select Action menu.
The Generate Work Order page appears.
4. You can modify the Effective Date. The default is the current
system date and time.
5. You can enter additional information in the Memo field.
6. Choose either of the following:
! OK to save the work order
! Cancel to cancel the work order
7. Click Save.
Release 5.2, 12/2003 259

260 Release 5.2, 12/2003

Chapter 8: Purchasing Module
Obtaining the materials and services required to do work is an

important part of the maintenance process. As inventory balances
decrease in the storerooms, you must replenish these balances.
The Purchasing Module tracks requests for and purchases of
materials and services.
The Purchasing Module consists of six applications:
Purchase Used to ask the Purchasing Department to order

Requisitions materials or services.
Request for Used to request and manage vendor quotations.

Quotation
Purchase Used to purchase materials or services from an

Orders internal supplier or an external vendor.
Receiving Used to receive materials into inventory and

record the receipt of services.
Invoices Used to record invoices and match against

purchase orders and receipts for approval.
Desktop Used to create self-service requisitions for items

Requisitions or services.
Release 5.2, 12/2003 261

Types of Purchase Orders
Types of Purchase Orders

MAXIMO uses seven types of purchase orders:
! Blanket Price and Quantity Agreements

! Change Order
! Parts
! Pricing Agreement
! Released
! Service
! Standard (the default)
NOTE Your system administrator sets the signature security

authorizations that let users change a PO type.
Blanket and Pricing Agreement type POs are special POs that
function more like contracts because they are non-purchasing POs.
When you create a blanket or an agreement, you state the terms to
order from the specified vendor on the PO, but you do not actually
order anything. When you order an item covered under the terms
of a blanket or pricing agreement, you create a different PO to do
so.
Blankets
A blanket type PO is similar to a price agreement type PO,
because it functions as a kind of contract, rather than as an actual
order for items or services. Unlike price agreements, blankets do
not need to specify certain prices for certain items. Instead,
blankets specify a vendor, a total dollar amount, regardless of the
items purchased, and the dates when it is valid.
To order items or services that are covered under the terms of a

blanket, you must create a blanket release (or release).
262 Release 5.2, 12/2003

Purchasing Module
Change Orders
A change order is a duplicate purchase order generated from an
approved purchase order. If you must change an approved PO that
has no receipts, you might prefer to do so by creating a change
order. The change order preserves the audit trail by retaining the
original PO while you make the necessary changes to the change
order PO.
Price Agreements
A price agreement type PO is essentially a contract with a
vendor that specifies the prices of specific items from that vendor.
To order the items specified in the agreement, use the ordinary PR
and PO processes.
MAXIMO automatically uses information from valid price

agreements on the PR Lines and PO Lines tabs. On either tab, if
you enter or select an item which has an agreement, MAXIMO
uses the agreement values for the PR and PO lines. If more than
one valid agreement exist for an item, MAXIMO prompts you to
choose one.
Blanket Releases
A blanket release is a purchase order that you generate from the
original blanket. You can create a blanket release as long as the
following conditions are met:
! the cost of all the releases generated from the blanket does not
exceed the amount in the Total Cost field of the blanket.
! the current date falls between the start and end date for the
blanket.
Your system administrator can set MAXIMO so it automatically

approves release type POs generated from valid blankets.
NOTE Release type POs cannot be duplicated using the Duplicate

Purchase Order action. They also cannot be changed to a change
(CHG) type PO.
Release 5.2, 12/2003 263

Purchase Requisitions Application

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.
To access the Purchase Requisitions application, select the

Purchasing icon on the MAXIMO Start Center, then choose
Purchase Requisitions or use the Go To link.
264 Release 5.2, 12/2003

Purchasing Module
Purchase Requisitions Tabs

The Purchase Requisitions application page contains four tabs:

! PR — Use to enter, view, or modify purchase requisitions.
! PR Lines — Use to enter, view, or modify line items for a

purchase requisition. A line can be an item or material from
inventory, an item or material not from inventory, or a service.

this tab.
Purchase Requisition Actions

The following actions are available from the Purchase
Requisitions Select Action Menu:

Route PR — Use to start or continue the record routing process in

Workflow, or to reassign the record to another user. Workflow is
an optional component of MAXIMO.


change history and Workflow information for a purchase
requisition.Workflow is an optional component of MAXIMO.

Workflow In Box.
Create PO — Use to create a purchase order from the purchase

requisition.
Release 5.2, 12/2003 265

Add/Modify Order Unit Values — Use to add or modify the unit

that is used when ordering an item, for example, case, feet, or roll.
Add/Modify Standard Services — Use to add or modify

standard service values.

PR Details Report — Use to activate Reports and create and

print a Details report for the selected record.

Duplicate Purchase Requisition — Use to create a copy of the

current record with the same settings or values, which then can be

Purchase Requisitions Reports

The following reports are available for the Purchase Requisitions
application:
Purchase Requisition List Report — Lists PR number,

description, and status for selected records. Links are available via
PR number to the Purchase Requisition Details report for
individual PRs.
Purchase Requisition Details Report — Lists the details of

the selected record(s).
266 Release 5.2, 12/2003

Purchasing Module
Using the Purchase Requisitions Application

Sometimes maintenance work requires parts, materials, or
services that you cannot supply from your own storerooms or labor
pool. In this case, you must create a purchase requisition (PR).
MAXIMO allows you to create two types of PRs:
! Internal PR — requesting the transfer of materials from

another company storeroom.
! External PR — requesting the purchase of the necessary

materials or services from an outside vendor.
Your purchasing department uses the purchase requisition to

create either a request for quotation (RFQ) for the items or
services, or a purchase order (PO) after the purchase is approved.
Creating Purchase Requisitions

Creating a purchase requisition is a two part process:
! Creating a PR — Recording the details of the requisition:

who is requesting the purchase, when it is needed, where it
should be shipped, and so forth.
! Adding Line Items — Listing the materials or services you

are requesting to purchase.
Creating a PR
NOTE You also can create PRs from the Inventory application using the
Reorder Items action.
To create a purchase requisition manually, complete the following

steps:
1. Open the Purchase Requisitions application.
2. Click the New Purchase Requisition button on the toolbar.
MAXIMO switches to the PR tab, displaying a new purchase

requisition.
Release 5.2, 12/2003 267

NOTE Your system administrator might have set some fields to

show default values, for example Ship To and Bill To
data.
3. Enter a description for the purchase requisition. Click the

Long Description button if you need more space.

rules.

5. Click Save.
Entering PR Line Items

To specify individual items or services for the purchase
requisition, you use the PR Lines tab. A PR line can be an item or
material from inventory, an item or material not from inventory,
or a service.
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 after all its line items are assigned to a
purchase order. A single purchase requisition can list items or
services for several vendors, as vendors are not required to be
specified on a PR.
TIP If you are entering a series of items with similar information, you
can speed data entry by entering values in one or more of the fields
in the Default Table Data area.
To enter PR line items manually, complete the following steps:
1. Open or create a purchase requisition.
2. Click the PR Lines tab.
3. Click New Row.
268 Release 5.2, 12/2003

Purchasing Module
4. Do one of the following tasks:
! Fill in the Item and Description fields if the line item is

an item or material.
! Select the Service? check box if the line item is a service.
Services require a description, Line Cost, and charge

value.
5. Enter a charge value. The charge value can be a storeroom,

work order, location, equipment, or GL Account code.
NOTE Services cannot be charged to storerooms.
If the item does not have a unit price recorded in the database,
you must to enter a Quantity and Unit Cost.

! View Agreements to view price agreement contracts for

the item
! Distribute Costs to distribute the cost of the line item
8. Click Save.
Release 5.2, 12/2003 269

Requisitioning Spare Parts

If you know the piece of equipment that parts are being
requisitioned for, you can use the Select Spare Parts button on
the PR Lines table window to facilitate creating your requisition.
You have two options when using the Select Spare Parts button.
! Enter the equipment number to view the list of spare parts

defined in the equipment record.
! If you have purchased the Illustrated Parts Catalog (IPC), you

can navigate a list of parts that make up the equipment, or use
interactive exploded diagrams of the equipment to select
parts.
For more information about the IPC, see “Searching the

Illustrated Parts Catalog” on page 69, or refer to the IPC Help.
To requisition spare parts, complete the following steps:
3. Click Select Spare Parts.
The Select Equipment Spare Parts page appears.
4. Enter a value in the Enter Equipment to search for Spare

Parts field.
5. Click Refresh.
MAXIMO displays the equipment’s spare parts.
6. Select spare parts by checking the Select Row check box next
to the row. You can select more than one part. If you select a
part in error, click the part again to clear the check box.
7. Click OK.
MAXIMO copies the items to the PR Lines table.
270 Release 5.2, 12/2003

Purchasing Module
8. Click the View Details button (triangle) to modify the spare

part data, for example to enter a Storeroom.
NOTE If the item does not have a unit price recorded in the
database, you must to enter a Quantity, Cost, and charge
value. The charge value can be against a storeroom, work
order, location, equipment, or GL Account code.
9. Click Save.
Requisitioning Vendor Items

If the requisition is for a specific vendor, you can use the Vendor
Items button on the PR Lines table window to facilitate creating
your purchase requisition. This button displays all items that have
been purchased from the selected vendor in the past.
To requisition vendor items, complete the following steps:
2. Click the Detail Menu button on the Company field to select

a vendor.
4. Click Vendor Items.
The Select Items from Vendor List page appears displaying

the items in the specified vendor’s catalog.
row. You can select more than one item. If you select an item
6. Click OK.
MAXIMO copies the items to the PR Lines table.
Release 5.2, 12/2003 271

7. Click the View Details button (triangle) to modify the item

data, for example to enter a Storeroom.
NOTE If the item does not have a unit price recorded in the
database, you must to enter a Quantity, Cost, and charge
value. The charge value can be a storeroom, work order,
location, equipment, or GL Account code.
8. Click Save.
Creating a PO from a PR
MAXIMO lets you create a purchase order directly from a single
purchase requisition. When creating a PO from a PR, MAXIMO
copies all of the line items and other relevant information from the
PR to a single PO.
NOTE Your system administrator can configure MAXIMO to

automatically close a PR once all its lines have been copied to a
PO.
To create a purchase order from a purchase requisition, complete

1. Open or create a PR in Purchase Requisitions.
2. Choose Create PO from the Select Action menu.
The Create PO page appears.
3. Enter a PO number or click Autonumber.
4. If necessary, enter a Description for the PO.
5. Click OK.
MAXIMO creates the PO.
272 Release 5.2, 12/2003

Purchasing Module
Generating POs from Price Agreements and Blankets

When items are covered by a valid price agreement or blanket
purchase order, MAXIMO lets you automatically generate
approved POs for price agreements and blanket releases. After the
PR is approved, MAXIMO automatically generates the POs.
NOTE In order for MAXIMO to perform this function, your system

administrator must enable it.
Purchase Requisitions Statuses

A PR can have four possible statuses:
! WAPPR — Waiting for Approval. New PRs are created with a

status of WAPPR. Some default fields are read-only.
After a line is assigned to a PO, the line becomes read-only and

can no longer be modified.
! APPR — Approved. The MAXIMO configuration default does

not require approvals for PRs and PR line items that you
transfer to POs. Your business rules might require approvals.
All fields are read-only.
! CLOSE — Closed. Closing a PR indicates that all its 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 close PRs automatically
after you transfer all the line items to POs.
! CAN — Canceled. An approved PR can be canceled only if

none of its line items have been assigned to a purchase order.
All fields are read-only, and the record can no longer be
modified.
Release 5.2, 12/2003 273

Request for Quotation Application

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
purchasing decision. The Request for Quotation application lets
you create requests and store quotations to assess which vendor
best fits your needs.
To access the Request for Quotation application, select the

Request for Quotation or use the Go To link.
Request For Quotation Application
274 Release 5.2, 12/2003

Purchasing Module
Request for Quotation Tabs

The Request for Quotation application page contains six tabs:

! RFQ — Use to enter, view, or modify general information

about the RFQ, including a description of the RFQ, the desired
date of the response, the close date of the RFQ, and other
information pertinent to this specific quotation
! RFQ Lines — Use to enter the line items or services that

require quotations, including the items, quantities desired,
and other item-specific information.
! Vendors — Use to enter the vendors the RFQ is being sent to.
! Quotations — Use to record, compare, and award quotations

received from vendors.

this tab.
Request for Quotation Actions

The following actions are available from the Request for Quotation
Select Action Menu:

Route RFQ — Use to start or continue the record routing process

in Workflow, or to reassign the record to another user. Workflow is
an optional component of MAXIMO.
Stop Workflow — Use to stop the Workflow document approval

process. Workflow is an optional component of MAXIMO.
Release 5.2, 12/2003 275


change history and Workflow information for a request for
quotation. Workflow is an optional component of MAXIMO.

Workflow In Box.
Copy PR Line Items to RFQ — Use to copy purchase request

lines to a request for quotation.



RFQ Details Report — Use to activate Reports and create and

print a Details report for the selected record.

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

as a new record.

276 Release 5.2, 12/2003

Purchasing Module
Request for Quotation Reports

The following reports are available for the Request for Quotation
application:
Request for Quotation List Report — Lists RFQ number,

description, and status for selected records.
Request for Quotation Details Report — Lists details of the

selected record(s).
RFQ Vendor Details — Lists previous vendor performance and

quotation details of those vendors requested to bid on an RFQ.
Available via link from the Request for Quotation List report.
RFQ Vendor Contacts — Lists vendor contact information for

those vendors requested to bid. Includes a link to send e-mail
directly the vendors. Available via link from the RFQ Vendor
Details report.
Release 5.2, 12/2003 277

Using the Request for Quotations Application

Circumstances at your company might require you to obtain
quotations from several vendors before deciding from whom to
purchase materials or services. With the Request for Quotation
application, you can:
! Create requests for quotations.
! Analyze quotations in order to make more informed

purchasing decisions.
! Use the information you collect to create purchase orders,

including price agreement type purchase orders.
A request for proposal (RFP) is similar to an RFQ, but is

generally used for a large number of items or services. You can use
the RFQ application to process RFPs. Within MAXIMO Requests
for Proposals are referred to as Requests For Quotations.
You create an RFQ under the following circumstances:
! The stock count of a stocked item drop below a certain level

and you must make another bulk order.
! A requisition is received for an item or service that requires a

quotation each time the item or service is ordered, due to price
or other requirements.
! Someone at your site requests a quote for an item or service. It

can be for a typically stocked item or for a unique item not
usually ordered, such as a special order or non-stocked item.
! Commodity bulk buying must be done for a certain period of

time. It is typical for many items with common commodity
codes. The quotation might not be copied to a PO immediately,
but the pricing is set.
278 Release 5.2, 12/2003

Purchasing Module
The RFQ Process

The RFQ process has three stages:
1. Creating the RFQ, including the following data:
! general information on the RFQ tab

! line items for quotation on the RFQ Lines tab
! vendors to include on the Vendors tab
2. Recording and analyzing the quotations received from

vendors.
3. Awarding the quotation to a vendor.
Creating an RFQ
You can create a new RFQ two ways:
! manually
! by copying line items from one or more existing purchase

requisitions
Creating an RFQ Manually

You can create an RFQ by manually entering the necessary
information in the RFQ application.
To create a request for quotation, complete the following steps:
1. Open the Request for Quotation application.
2. Click the New RFQ button on the toolbar.
MAXIMO switches to the RFQ tab, displaying a new RFQ

record. The RFQ status default is INPRG.
3. Enter a description for the request for quotation.
Release 5.2, 12/2003 279


rules.

5. Click Save.
Copying PR Lines to an RFQ

You can create an RFQ from an existing purchase requisition by
copying PR line items to the RFQ.
NOTE The RFQ must have a status of INPRG to copy PR lines to it.
To copy purchase requisition lines to a request for quotation,

1. Open or create an RFQ.
2. Click the RFQ Lines tab.
3. Choose Copy PR Line Items to RFQ from the Select Action

menu.
The Copy PR Line Items to RFQ page appears, displaying all

purchase requisition lines.
4. If there are a large number of records, you can use the table
filter to locate a line.
5. Select lines by checking the Select Row check box next to the
row. You can select more than one line. If you select a line in
error, click it again to clear the check box.
6. Click either
! OK to select line items and return the values to the RFQ
! Cancel to return to the RFQ without any selections
7. You can enter additional RFQ lines or modify the lines copied
from the PR.
8. Click Save.
280 Release 5.2, 12/2003

Purchasing Module
Adding Vendors to an RFQ

When you create an RFQ, you typically list the vendor or vendors
who will receive the RFQ. If you intend to enter quotations from
vendors on the Quotations tab, you must enter the vendors on the
Vendors tab prior to changing the status to SENT.
NOTE The RFQ status must be INPRG in order to add vendors. Vendor
records must exist in the Companies application before they can be
listed on an RFQ.
To add vendors to an RFQ:
1. Create a new RFQ or open an existing RFQ with a status of

INPRG.
2. Click the Vendors tab.
3. Click New Row.
4. Enter a value in the Vendor field or click Detail Menu to

select a vendor.
5. If necessary, edit the vendor information to make it specific for

this vendor and RFQ.
NOTE Changes to vendor information entered on the Vendor

tab do not affect vendor records in the Companies
application.The data you enter here is specific to the
RFQ. If you need to make permanent vendor
information changes, make them in the Companies
application.
7. Repeat steps 3 through 6 until all vendors are entered.
8. Click Save.
Release 5.2, 12/2003 281

Recording Quotation Lines

After you create an RFQ and send it to vendors, you receive
responses from them including price, quantity, and other relevant
information. The vendor can return a quotation for all lines, some
lines, or just one line. The next step in the RFQ process is to record
the information you receive from vendors, analyze that
information, and then award each RFQ line to the vendor of your
choice.
When recording vendor information and awarding quotation lines

to vendors, you use both the Vendor and the Quotations tabs.
To record quotation lines for a request for quotation, complete the

following steps:
1. Open an RFQ record using the Search tab.
2. Check that the RFQ status is SENT or COMP.
4. In the RFQ Vendors table, click View Details (triangle) for

the vendor.
5. Enter the Vendor Quote # and Date of Vendor’s Reply.
6. Click Done to close the Row Details
7. Click the Quotations tab.
8. Click a row on the Vendor subtab to select a vendor.
The label on the Quotations for Vendor table changes.
9. Click Select RFQ Lines.
The Select RFQ Lines page appears.
10. Select RFQ Lines by checking the Select Row check box next
to the row. You can select more than one row. If you select a
row in error, click it again to clear the check box.
282 Release 5.2, 12/2003

Purchasing Module
11. Click OK.
MAXIMO copies the RFQ Lines to the Quotations for Vendor

table on the Vendor subtab.
12. Click View Details (triangle) next to a quotation line to edit

the pricing information to match the quotation received from
the vendor.
14. Repeat steps 3 through 13 until all quotations for each vendor
have been entered.
15. Click Save.
Awarding Quotation Lines to Vendors

After all quotations are received, they can be compared against
one another to select the one that best meets your criteria. You can
use the Item subtab of the Quotations tab to view all vendor
quotations for a single item.
You can award quotations to make the conversion from an RFQ to

a PO easier. You can award quotations on a line-by-line basis.
However, an RFQ does not require that you award quotations.
Quotations are awarded on the Quotations tab, in the Quotations

for Vendor table window of the Vendor subtab.
Release 5.2, 12/2003 283

Awarding All Quotation Lines to a Single Vendor

To award all quotation lines to a single vendor, complete the
following steps:
3. Click a row on the Vendor subtab to select a vendor.
The label on the Quotations for Vendor table changes to

indicate the vendor.
4. Click Award All.
5. Click Save.
Awarding Individual Quotation Lines

TIP The Awarded? field of the Quotations for Vendor table window
can be edited from the table window, without opening the Row
Details.
To award vendor lines individually to different vendors, complete

3. Click a row on the Vendor subtab to select the vendor.
The label on the Quotations for Vendor table changes to

indicate the vendor.
4. Click the row that you want to award.
5. Click the Awarded? check box.
6. Repeat steps 3 - 5 for each row you wish to award.
7. Click Save.
284 Release 5.2, 12/2003

Purchasing Module
Creating a PO from an RFQ

Before a PO can be created from an RFQ, the vendor’s quotations
must be recorded and RFQ lines must be awarded. POs can be
created for one vendor at a time.
To create a purchase order from a request for quotation, complete

3. In the RFQ Vendors table click View Details (triangle) for the
vendor.
4. Click Create PO.
The Create PO page appears.
5. Enter a PO number or click Autonumber.
6. If necessary, enter a Description for the PO.
7. Click OK.
MAXIMO creates a PO for all line items awarded to the

vendor.
Release 5.2, 12/2003 285

RFQ Statuses
An RFQ can have six possible statuses:
! INPRG — New RFQs are created with a status of INPRG.

Some default fields are read-only.
! READY — Ready to be sent to vendors. You no longer can edit

information on the RFQ or RFQ Lines tabs. All fields are read-
only.
! SENT — Sent to vendors. The RFQ and RFQ Lines tabs are
read-only. The Vendor tab can be edited, to allow recording of
quotations, but new vendors cannot be added.
! COMP — Completed, meaning all quotations have been

received. This status is used to prevent changes to the RFQ
between awarding RFQ lines and creating POs. All fields are
read-only except Quotation Lines.
! CLOSE — Closed, meaning all RFQ lines have been copied to

POs. All fields are read-only, and records can no longer be
modified.
! CANCEL — The RFQ has been canceled. You cannot delete

an RFQ after you save it, but you can cancel it as long as no
quotations have been awarded and no POs have been created.
All fields are read-only, and records can no longer be modified.
286 Release 5.2, 12/2003

Purchasing Module
Purchase Orders Application

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), requests for
quotation (RFQs), or from scratch. You also can create blanket
purchase orders, releases, pricing agreements, and change orders.
To access the Purchase Orders application, select the Purchasing

icon on the MAXIMO Start Center, then choosing Purchase Orders
Purchase Order Application
Release 5.2, 12/2003 287

Purchase Orders Tabs

The Purchase Orders application page contains four tabs:

! PO — Use to enter, view, or modify POs, either from PRs,

RFQs, or from scratch.
! PO Lines — Use to enter, view, or modify line items on the

PO; also to view summary information from the Material
Receipts and Service Receipts tabs in the Receiving
application.

this tab.
Purchase Orders Actions

The following actions are available from the Purchase Orders
Select Action Menu:

Route Purchase Order — Use to start or continue the record

routing process in Workflow, or to reassign the record to another
user. Workflow is an optional component of MAXIMO.


change history and Workflow information for a purchase order.

Workflow In Box.
288 Release 5.2, 12/2003

Purchasing Module
Copy PR Line Items to PO — Use to copy purchase request

lines to a purchase order.
Create Change Order — Use to create a duplicate PO from an

approved or printed PO. Typically, you do this to change values,
such as quantity or cost, after the PO has been approved.
Create Blanket PO — Use to create a blanket type PO.
Create Blanket Release — Use to create a purchase order

generated from a blanket type PO.
Create Pricing Agreement PO — Use to create a pricing

agreement type PO.
View Blanket PO — Use this action from a blanket PO to view

blanket details, including amount remaining on the blanket.
Complete Receipts — Use to complete receipts for a PO when

there are still items outstanding that you do not expect to receive.
View Invoice Lines — Use to view related invoice lines.
View PR Line Items — Use to view all the PO lines on the

current purchase order, and all related purchase requisitions and
PR lines that are referenced on the purchase order.


standard service costs.


Purchase Order Details Report — Use to activate Reports and


Release 5.2, 12/2003 289

Duplicate Purchase Order — Use to create a copy of the


Purchase Orders Reports

The following reports are available for the Purchase Orders
application:
Purchase Order List Report — Lists PO number, description,

vendor, required date, vendor delivery date, and status for
selected records. Links are available via PO number to the PO
Details report and via status to the PO Status report.
Purchase Order Status Details — Lists PO status history, and

material and service receipts for the PO.
Purchase Order Details Report — Lists the details, including

lines, of the selected purchase order.
E-Commerce Details — Lists the details of e-commerce

transactions for purchase orders that are e-commerce enabled.
Available via link from the Purchase Order List report.
290 Release 5.2, 12/2003

Purchasing Module
Using the Purchase Orders Application

You can use a number of different methods to create a purchase
order. You can create a purchase order in the following ways:
! from a PR in the Purchase Requisitions application
! from an RFQ in the Request for Quotation application
! using the inventory reorder actions in the Inventory

application
! creating a new purchase order record in the Purchase Orders

application
The Purchase Orders application also lets you generate an

internal PO against another storeroom. You can think of a
storeroom-to-storeroom purchase as a “transfer order,” or an
“internal PO," since MAXIMO uses the Purchase Orders and
Issues and Transfers applications to track these types of item
movements.
Creating a Purchase Order

A purchase order can list items or services for a single vendor only.
If you have multiple purchase requisitions for the same vendor,
you can combine them in a single PO.
To create a purchase order, complete the following steps:
1. Open the Purchase Order application.
2. Click the New Purchase Order button on the toolbar.
MAXIMO switches to the PO tab, displaying a new purchase

order. Some fields might show default values.
3. Enter a description or purpose for the PO.
Release 5.2, 12/2003 291


rules. You can edit default values that are not read-only.

5. Enter Vendor, Ship To, and Bill To information.
6. Click Save.
To specify individual items or services for the purchase order, use

the PO Lines tab.
Adding PO Lines
After you create the purchase order you must list which items,
materials, and services you are buying. To specify individual items
or services for the purchase order, you use the PO Lines tab.
A line can be an item or material from inventory, an item or

material not from inventory, or a service.
The procedure for adding PO lines is similar for items, materials,

and services with the following exceptions:
! Inventory Items that already exist in the MAXIMO database

can be selected using any of the following methods:
! Click the Select Spare Parts button if you are

purchasing parts for a piece of equipment.
! Click the Vendor Items button to select from a list of

items supplied by the vendor.
! Click New Row to open the Row Details, then click Detail
Menu on the Item field and go to the Item Master or
Inventory applications, or search the Asset Catalog.
292 Release 5.2, 12/2003

Purchasing Module
! Services are indicated by selecting the Service? check box in

the Row Details. Services require a description, line cost, and
charge value. The charge value can be a work order, location,
equipment, or GL Account code.
! Materials not in inventory can be defined in the Row Details.

You must to enter a description, quantity, cost, and charge
value. The charge value can be a work order, location,
equipment, or GL Account code.
Understanding Standard Services

Standard services are costs that are incurred on the purchase
order as a whole, for example, taxes and shipping. While standard
services can be recorded on the PO Lines tab, it is not required as
the costs might not be known at the time the PO is created.
Standard costs can be entered on a purchase order or on an

Invoice. Some companies might require estimates of standard
services for PO approvals. You can enter the estimate on the PO
and update the information after the invoice is received.
Entering PO Lines Manually

You can enter line items manually, copy them from a requisition,
or create them from a request for quotation (RFQ). For more
information about adding PO lines, refer to the Help.
TIP If you are entering a series of items with similar information, you
can speed data entry by entering values in one or more of the fields
in the Default Table Data area.
To enter purchase order lines, complete the following steps:
1. Open or create a purchase order.
2. Click the PO Lines tab.
3. Click New Row.
Release 5.2, 12/2003 293

4. Do one of the following tasks:
! Fill in the Item and Description fields if the line item is

an item or material.
! Select the Service? check box if the line item is a service.
Services require a description, Line Cost, and charge

value.
5. Enter a charge value. The charge value can be a storeroom,

work order, location, equipment, or GL Account code.
NOTE Services cannot be charged to storerooms.
If the item does not have a unit price recorded in the database,
you must to enter a Quantity, and Unit Cost.

! Vendor Analysis to view the purchase history of the

current item
! View Agreements to view all price agreements for the

item
! Distribute Costs to distribute the cost of the line item
8. Click Save.
294 Release 5.2, 12/2003

Purchasing Module
Creating a Price Agreement

A price agreement type PO is essentially a contract with a vendor
that specifies the prices of specific items from that vendor. Cost
totals are not displayed on a price agreement since it is not an
actual order, and price agreements do not have cost restrictions.
You create price agreement type POs using the Create Pricing
Agreement PO action.
When you create an agreement type PO, MAXIMO uses the Bill To
and Ship To information for the site you are logged into. You can
change these defaults to any other valid address for your
organization. If you create lines for the price agreement, you also
must define charge information. The charge value can be against a
storeroom, work order, location, equipment, or GL Account code.
By default new price agreements have the Private? check box

selected, indicating that the price agreement is only valid for your
site. Price agreements can be set up to be used throughout an
organization. By clearing the Private? check box on the PO tab,
the agreement becomes available to all sites in the organization.
NOTE If you create a price agreement after creating a PR for the vendor,
and before creating a PO from that PR, you first must update the
PR by selecting an agreement from the View Agreement page, in
order to have the agreement price applied to the PO.
For more information on creating price agreements, refer to the

Help.
Release 5.2, 12/2003 295

Creating a Blanket
A blanket type PO is similar to a price agreement type PO,
because it can function as a kind of contract rather than as an
actual order for items or services. Blankets specify a vendor, a
total dollar amount, regardless of the items purchased, and the
dates when it is valid. Items can also be specified on a Blanket
agreement. You create blanket type POs using the Create
Blanket PO action.
By default new blankets have the Private? check box selected,

indicating that the blanket is valid for only your site. Blankets can
be set up to be used throughout an organization. By clearing the
Private? check box on the PO tab, the blanket becomes available
to all sites in the organization.
For more information on creating blankets, refer to the Help.
Creating a Blanket Release

You create blanket releases from valid blanket purchase orders
using the Create Blanket Release action. You can choose from
the available public blankets for your site and organization.
For more information on using blankets, refer to the Help.
296 Release 5.2, 12/2003

Purchasing Module
Creating a Change Order

A change order is a duplicate purchase order generated from an
approved purchase order. You preserve the audit trail by keeping
the original PO, and making the necessary changes to the change
order.
You can create a change order only if the following conditions are
met:
! The status of the PO is APPR or INPRG.
! The PO type is not REL (a blanket release).
! If none of the line items on the original PO have been received.
! You have Signature Security authorization to do so.
Creating a change order does two things:
! Cancels the original PO.
! Creates a new, duplicate PO with the status of WAPPR.
You use the Create Change Order action to create a change

order. To create a change order, complete the following steps:
1. Open a PO record using the Search tab.
2. Select Create Change Order from the Select Action menu.
MAXIMO displays a message that a new PO has been created

and displays the change order.
3. Edit the fields and PO lines as needed.
4. Click Save.
Release 5.2, 12/2003 297

Purchase Order Statuses

A PO can have five possible statuses:
! WAPPR — Waiting for Approval. New POs are created with a

status of WAPPR. Some default fields are read-only.
! INPRG — In progress. All fields are read-only.
! APPR — Approved. All fields are read-only.
! CAN — Canceled. All fields are read-only, and the record can
no longer be modified.
! CLOSE — Closed. All fields are read-only, and the record can
no longer be modified. POs can be closed only if all lines have
been received, and if lines that require inspection have been
approved.
298 Release 5.2, 12/2003

Purchasing Module
Receiving Application
The Receiving application makes it possible to receive ordered
materials into inventory, as well as record the receipt of services
provided by vendors.
To access the Receiving application, select the Purchasing icon on

the MAXIMO Start Center, then choose Receiving or use the Go To
link.
Release 5.2, 12/2003 299

Receiving Tabs
The Receiving application page contains four tabs:

! Material Receipts — Use to report materials received on a

PO.
! Service Receipts — Use to report services received on a PO.

this tab.
Receiving Actions
The following actions are available from the Receiving Select
Action Menu:
Approve Receipts — Use to approve service and material

receipts that require inspection.
Receive Rotating Items — Used to enter equipment identifiers

and other related information for rotating items.





300 Release 5.2, 12/2003

Purchasing Module
Receiving Reports
The following reports are available for the Receiving application:
Purchase Order List Report — Lists PO number, description,

vendor, required date, vendor delivery date, and status for
selected records. Links are available via PO number to the PO
Details report and via status to the PO Status report.
Purchase Order Status Details — Lists PO status history, and

material and service receipts for the PO.
Receipts List Report — Lists PO number, description, PO

status, and Receipt Status for selected records. Links are available
via the PO number to the PO Details report.
Using the Receiving Application

In a large company, you might have a centralized purchasing
department for several sites, but materials and services would
need to be received at each individual site. The Receiving
application allows both materials and services to be received and
recorded in the database after they are delivered to a site.
Material receipts refers to data associated with items used for

work done on site by your company’s employees, for example,
quantities and lot numbers. After inventory items are received
against a purchase order, the quantities in inventory are updated,
and an inventory transaction is generated.
You also can receive materials not tracked in inventory, but that
require a purchase order. For example, you might order a catered
lunch or a new desk, neither of which would be stored in inventory
or tracked by an item number. You would want, however, to track
them on purchase orders and receipts.
Service receipts refers to data associated with any service

provided by a vendor or contractor, such as repairs to equipment.
The service can be performed on or off site. You specify service
purchases either in terms of a quantity and a unit cost, or as a
single lump sum amount. Whichever terms you use on the service
PO must be the same on the corresponding receipt transaction,
which you record on the Service Receipts tab.
Release 5.2, 12/2003 301

Receiving Materials
You use the Material Receipts tab to enter information about
items received on an approved PO. You can copy all the PO line
items to the Material Receipts tab's table window if the entire
order has been received, or you can enter partial receipts. You also
can record receipt of the materials ordered on the PO and note any
discrepancies between what you ordered, received, and rejected.
When you record an item receipt, MAXIMO creates an inventory

transaction for that item or charges the work order, equipment, or
location if the item is a direct issue. MAXIMO increases the
balance of the item for the indicated storeroom by the quantity of
the receipt and decreases the quantity on order by the quantity
received.
After you save a receipt, the fields on the Material Receipts tab
become read-only.
NOTE Lotted items require that a lot number be specified before the line
is saved.
Receiving Materials as Ordered

To receive materials that have arrived as ordered, complete the
following steps:
1. Open the Receiving application.
2. Open an approved PO using the Search tab.
3. Click Select Ordered Items.
The Select Ordered Items page appears.
4. Click the Select All check box in the column header.
MAXIMO checks all the Select Row check boxes.
5. Click OK.
MAXIMO copies the ordered items to the Material Receipts

table window.
302 Release 5.2, 12/2003

Purchasing Module
6. You can choose Approve Receipts from the Select Action

menu if the materials require inspection.
7. Click Save.
Receiving Partial Shipments

Sometimes purchases are not received as ordered. For example, if
items are back ordered, or parts of a large shipment arrive
separately. Use the following procedure for receipts where the only
part of the order has arrived.
To receive partial shipments of materials, complete the following

steps:
2. Open an approved PO record using the Search tab.
3. Click Select Ordered Items.
The Select Ordered Items page appears.
4. Select lines by checking the Select Row check box next to the
5. Click OK.
MAXIMO copies the selected items to the Material Receipts

table window.
6. If necessary, edit the Quantity field and add Remarks.
7. You can choose Approve Receipts from the Select Action

menu if the materials require inspection.
8. Click Save.
Release 5.2, 12/2003 303

Receiving Materials with Changes

You might need to make changes when recording an item's receipt
on the Material Receipts tab, for example, you might need to:
! Change the number in the Quantity field to record a partial

shipment.
! Change the number in the Rejected Quantity field and

provide a reason in the Reject Code field to represent
rejected items, for example, damaged goods.
You use the Row Details to modify the receiving details for each
line item that is received.
NOTE If you record an item as rejected, your entry in the Quantity field
for the same line item represents the items you are keeping (that
is, the good items), not the total number of items in the shipment.
Receiving Rotating Items

Items that are also considered equipment, such as pumps and
motors, can be stocked in inventory and rotated in and out of use
in different locations. This rotating equipment has both an
equipment number and a rotating item number, allowing it to be
tracked as equipment and as an inventory item, depending on its
location at any given time.
If you purchase a new item that will act as rotating equipment, it

must have an equipment identifier specified when it is received.
You create and save a receipt, then use the Receive Rotating
Items action to specify an equipment identifier and to record
serial numbers for the items.
The Receive Rotating Items page includes an Apply IAS button

for each line, allowing you to apply an existing Item Assembly
Structure the each new equipment record as it is received.
304 Release 5.2, 12/2003

Purchasing Module
Returning Materials
Sometimes items that have been received must be returned. This
might occur when items are rejected and are being shipped back to
the vendor. You use the Select Items for Return button on the
Material Receipts tab to return received items, creating a receipt
with a negative quantity.
NOTE You can return materials as long as the purchase order for the
items is not a history record (status = CLOSE).
To return materials to the vendor, complete the following steps:
1. Open a receipt record using the Search tab.
MAXIMO switches to the Material Receipts tab.
2. Click Select Items for Return.
The Select Items for Return page appears.
row. You can select more than one item. If you select an item
4. Click OK.
MAXIMO copies the selected items to the Materials Receipt

table window.
5. Click View Details (triangle) next to the row with the

negative quantity.
TIP Use the Received Date column to help you determine

which row is the current return transaction.
6. Edit the Quantity field to display the quantity returned.
Release 5.2, 12/2003 305

8. Click Save.
Receiving Services
By default, when MAXIMO creates PR or PO lines for services, the
Receipt Required? check box is clear and you do not need to
receive the service lines. When these service lines are recorded in
the Invoices application MAXIMO automatically generates the
receipt.
If your company requires receipts for services, you use the Service
Receipts tab to record services received against an approved
purchase order. You can copy all the PO line items to the Service
Receipts table window if all services have been received, or you
can enter partial receipts.
In general, two things happen:
! Receipt of services is recorded in MAXIMO after a contractor

or vendor submits a claim.
! An authorized individual checks the costs of the services and

approves the receipt. Services always require approval.
NOTE You also can record the receipt of services using Labor Reporting if
the services are performed by a contractor listed in the Labor
application.
To receive services, complete the following steps:
2. Open a PO record using the Search tab.
3. Click the Service Receipts tab.
306 Release 5.2, 12/2003

Purchasing Module
4. Click Select Ordered Services.
The Select Ordered Services page appears.
5. Click either
! The Select All check box in the column header to receive

all services as requested
! Select the Select Row check box next to the row to select
the line. You can select more than one line. If you select a
line in error, click it again to clear the check box.
6. Click OK.
MAXIMO copies the lines to the Service Receipts table

window.
7. You can click View Details (triangle) to use the Row Details
to edit the receipts, for example, to indicate a partial receipt.
8. Click Save.
9. Choose Approve Receipts from the Select Action menu.
The Approve Service Receipts page appears.
10. If necessary, click the Approve Service Receipts tab.
11. Select a service by selecting the Select Row check box next to
the row. You can select more than one service. If you select a
service in error, click it again to clear the check box.
12. Click OK.
13. Click Save.
Release 5.2, 12/2003 307

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 purchase orders (POs) and receipts. It also lets you create
invoices for which there are no receipts. In addition, you can create
an invoice for a parent company for goods and services rendered
through any of its branches, and you can create an invoice for a
branch company for goods and services rendered through its
parent company.
To access the Invoices application, select the Purchasing icon on

the MAXIMO Start Center, then choose Invoices or use the Go To
link.
308 Release 5.2, 12/2003

Purchasing Module
Invoices Tabs
The Invoices application page contains four tabs:

! Invoice — Use to enter, view, or modify invoices, credit notes,

or debit notes.
! Invoice Lines — Use to enter line items on the invoice.

this tab.
Invoices Actions
The following actions are available from the Invoices Select Action
Menu:

Route Invoice — Use to start or continue the record routing



change history and Workflow information for an invoice. Workflow
is an optional component of MAXIMO.

Workflow In Box.
Allocate Services — Use to distribute standard service costs

across all invoice line items.
Release 5.2, 12/2003 309




Invoice Details Report — Use to activate Reports and create

and print a Details report for the selected record.

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

with the same settings or values, which then can be modified and
Delete Invoice — Use to delete the current record from the

MAXIMO database.

Invoices Reports
The following reports are available for the Invoices application:
Invoice List Report — Lists invoice and description for selected

records.
Invoice Details Report — Lists details of the selected record(s).
310 Release 5.2, 12/2003

Purchasing Module
Using the Invoices Application

After you purchase materials and services, your company receives
bills, or invoices, from the vendors. After you receive an invoice
from a vendor, the vendor invoice information must be entered
into the MAXIMO database. Entering the invoice lets you match
the invoice information against purchase orders and receipts of
materials and services, so that the invoice can be approved and
routed to Accounts Payable.
MAXIMO allows you to create three types of invoices:
! invoice (the default)

! credit
! debit
You also can enter invoices for bills, such as rent or phone bills,
which do not require purchase orders or receipts.
After you create an invoice that refers to a purchase order,

MAXIMO attempts to match the invoice to other purchasing
records. If MAXIMO fails to find a match, a message appears.
Release 5.2, 12/2003 311

Entering an Invoice
Use the Invoices application to record vendor invoices as you
receive them. The invoice you create can represent one of these
invoice types:
! An invoice related to a single purchase order – you enter

information, such as the invoice number, corresponding PO
number, any receipts recorded for the PO, and information
specific to the invoice.
! An invoice related to many purchase orders – you enter

general 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 which has no purchase requisition
or purchase order. You enter invoice-specific information,
which can be appropriate if, for example, you receive an
invoice for a rent or phone bill.
To enter an invoice in MAXIMO, complete the following steps:
1. Open the Invoice application.
2. Click the New Invoice button on the toolbar.
MAXIMO switches to the Invoice tab, displaying a new Invoice

record.
3. Enter a description for the invoice.
312 Release 5.2, 12/2003

Purchasing Module
4. Use the TAB key to advance through the remaining fields on

the Invoice tab and fill them in as needed.
! If the invoice is for a single purchase order — enter the PO

number in the PO field and press the TAB key.
MAXIMO automatically fills in the Company field and

several others pertaining to that PO.
! If the invoice is for more than one PO — leave the PO field

empty and enter the company in the Company field.
Enter each PO on a separate line of the Invoice Lines tab.
MAXIMO automatically fills in several of the table fields

pertaining to that PO.
! If the invoice is not associated with a PO — leave the PO

field empty and enter the vendor in the Company field.

rules.

6. Click Save.
Entering Invoice Lines

From the Invoice Lines tab, you can match the vendor invoice
information to the PO and copy the appropriate lines from the PO
to the Invoice Lines tab.
You can use the Invoice Lines tab and its actions to:
! Enter invoice line items.

! Change order units and standard services.
! Enter multiple POs for a single invoice.
! Distribute costs across line items.
! Add taxes to the cost of line items.
! Add standard service costs to the cost of the line item by
allocating services.
Release 5.2, 12/2003 313

Standard Services
Sometimes, an invoice includes a cost that was not part of the PO.
MAXIMO refers to these costs as Standard Services. Standard
Services are line items on an invoice that are not on a purchase
order, for example, installation or freight costs. Costs such as
telephone bills or utilities also would appear in this category.
You enter standard service costs using the Add/Modify

Standard Services action.
Copying PO Lines to an Invoice

MAXIMO lets you select any purchase order, material receipt, or
service receipt line items and copy them directly to the Invoice
Lines tab. To copy PO line items to an invoice, the following
conditions must be met:
! You must have signature authority to perform the function.
! The invoice status must be Entered, Waiting for Approval, or

Hold. For more information on invoice statuses, see “Invoice
Statuses” on page 317
! An approved PO must be identified in the PO field, or a vendor

must be specified in the Company field on the Invoice tab.
! If the Receipt Required? check box is selected on any PO

line item, the item must be received before it can be copied to
the invoice.
You use the Copy PO Lines button to import the data from the
purchase order to the Invoices application.
To copy purchase order lines to an invoice, complete the following

steps:
1. Open or create a invoice.
2. Click the Invoice Lines tab.
314 Release 5.2, 12/2003

Purchasing Module
3. Click Copy PO Lines.
The Copy PO Lines page appears. It contains three tabs:
! PO Lines tab — Displays line item data from the PO

Lines tab.
! If a PO was specified on the Invoice tab MAXIMO

displays all lines for that purchase order.
! If a Company was specified on the Invoice tab,

MAXIMO displays all purchase orders for that
company and its branches.
! Materials tab — Displays Material receipts for the PO.
! Services tab — Displays Service receipts for the PO.
4. Select lines by selecting the Select Row check box next to the
5. Click OK.
MAXIMO copies the selected lines to the Invoice Lines table

window.
6. If necessary you can click the View Details button (triangle)

to edit the invoice lines.
7. Click Save.
Entering Invoice Lines Manually

Not all invoices from vendors have a one-to-one correspondence of
invoice to PO. And at times, you might receive an invoice, such as
a phone bill, which has no PO. When you receive an invoice which
has no PO, you must create the invoice and enter the information
manually.
NOTE Invoice lines created using the following procedure are service
type lines, that is, they have the Service? check box selected.
Release 5.2, 12/2003 315

To enter invoice lines, complete the following steps:
1. Create a new invoice or open an existing invoice using the

Search tab.
2. Specify a vendor in the Company field.
3. Click the Invoice Lines tab.
4. Click New Row.

! Distribute Costs to distribute costs between two or more

GL account codes
7. Click Save.
316 Release 5.2, 12/2003

Purchasing Module
Invoice Statuses
An invoice in MAXIMO can have one of six different statuses:
! ENTERED — Invoice has been entered. New invoices are

created with a status of ENTERED. Some default fields are
read-only.
! WAPPR — Invoice is waiting for approval. An invoice waiting

for approval can be edited, but some default fields are read-
only.
The WAPPR option is available only if the current invoice

status is ENTERED or HOLD. Use this option to indicate that
an invoice has been submitted for approval, perhaps to a
higher level of management.
! APPR — Invoice has been approved. All fields are read-only.
The APPROVE option is available only if the current invoice

status is ENTERED, WAPPR, or HOLD. In addition, if you
change the status directly to PAID without first approving the
invoice, MAXIMO automatically approves the invoice.
! HOLD — Invoice is on hold for approval. An invoice on hold

can be edited, but some default fields are read-only.
The HOLD option is available only if the current invoice status

is ENTERED or WAPPR. Use this option for any invoice that
should not yet be approved or paid.
! CANCEL — Invoice has been canceled. All fields are read-

only, and record can no longer be modified.
The CANCEL option is available only if the current invoice

status is ENTERED, WAPPR, APPR, or HOLD. A canceled
invoice is stored as a history record and cannot be modified.
! PAID — Invoice has been paid. All fields are read-only, and
record can no longer be modified.
The PAID option is available only if the current invoice status

is ENTERED, WAPPR, APPR, or HOLD. In addition, if you
change the status directly to Paid without first approving the
invoice, MAXIMO automatically approves the invoice.
Release 5.2, 12/2003 317

Desktop Requisitions Application

You can use the Desktop Requisitions application to handle your
requisitioning needs quickly and easily. You can use Desktop
Requisitions to perform the following tasks:
! Search for and order items or services 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 or services.
To access the Desktop Requisitions application, select the

Desktop Requisitions or use the Go To link.
318 Release 5.2, 12/2003

Purchasing Module
Desktop Requisitions Tabs

The Desktop Requisitions application page contains four tabs:
! Requisitions — Use to enter, view, or modify open

requisitions, draft requisitions, and templates for requisitions.
Includes a search tool for you to perform a query by example to
find other requisitions.
! Create Requisition — Use to create a new requisition.

MAXIMO guides you through the creation and submission
process.
! Receiving — Use to receive ordered items and services from

your open requisitions.
! Defaults — Use to enter, view, or modify the default

information included on your requisitions, such as shipping
and charge card information.
Using the Desktop Requisitions Application

Desktop Requisitions is a self-service application, designed to be
used by both experienced and novice users. It includes instructions
on each page to guide you through each process.
Release 5.2, 12/2003 319

Using the Desktop Requisitions Application
320 Release 5.2, 12/2003

Chapter 9: Plans Module
Preventive maintenance work is often repetitive work performed

to keep equipment running efficiently. The Plans module lets you
create standard templates of tasks, labor, materials, tools, and
necessary safety information needed to complete a job. Using
these templates eliminates the need to type in work and safety
related information repeatedly.
The Plans Module consists of six applications:
Job Plans Used to create a detailed description of how a job

is to be performed.
Routes Used to list related work assets (equipment and/

or locations) that are considered "stops" along an
inspection or maintenance route.
Safety Plans Used to create a detailed plan of how to service

equipment or locations safely.
Safety Hazards Used to define hazards that exist in the

workplace and associate related safety
precautions.
Safety Used to define precautions that can be taken

Precautions against hazards in the workplace.
Lock Out/Tag Used to create a detailed description of how to

Out take equipment or locations out of service and
place them back into service safely.
The Plans module tracks safety information, which then can be

supplied to workers after it is associated with work order,
equipment, location, and item records. This includes information
that you might be required by law to provide to your workers.
Release 5.2, 12/2003 321

You use the Job Plans application to create templates for
preventive maintenance repairs, inspections, and other tasks. You
include:
! the steps that must be performed to complete the work

! the number of workers needed to complete the work and the
job skills they must have
! the supplies and parts that will be needed
! the tools that must be available to complete the repairs
After these templates are created, they can be useful for planning
worker schedules, inventory stocks, and budgets.
You use the Safety Hazards and Safety Precautions applications to

create generic lists of possible hazards and possible precautions
that exist in your workplace. These lists then are used when
adding safety information to equipment and locations, and when
creating safety plans.
The Lock Out/Tag Out application is used to create specific

procedures to be applied to specific pieces of equipment or
locations. These procedures describe how to take the asset out of
service to eliminate a hazard, and then return it to service after
work is complete. They might be as simple as turning off electrical
current to a piece of equipment, or as complex as shutting down a
nuclear reactor.
All the safety information is brought together in the Safety Plans

application, where you can define the safety information necessary
to follow a specific job plan on a work asset. By identifying
hazards, precautions to be taken against those hazards, and any
specified Tag Out procedures for the equipment or location, you
can provide as much safety information as possible for your
maintenance personnel.
Safety plans then can be applied to job plans and work orders in
their respective applications. All of these applications work
together to help you plan for work to be performed safely.
322 Release 5.2, 12/2003

Plans Module
Job Plans Application

MAXIMO uses job plans to predefine the work plan information
describing the work that must be done on a work order. If you use
job plans you do not have to key in the same information every
time you create a work order for similar work.
A job plan is a detailed description of work to be performed on an

asset. A job plan typically includes procedural descriptions and
lists of estimated materials, items, labor, and tools to be used on
the job.
You can access the Job Plans application, select the Plans icon on
the MAXIMO Start Center, then choose Job Plans or use the Go To
link.
Release 5.2, 12/2003 323

Job Plans Tabs

The Job Plans application page contains four tabs:

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

This tab displays basic information about the job plan and is
the tab where you specify the job plan tasks, labor, materials,
and tools.
! Work Assets — Use to associate work assets and safety plans

with job plans.

this tab.
Job Plans Actions

The following actions are available from the Job Plans Select
Action Menu:
View Totals — Use to view total hours and costs for the job plan.


Duplicate Job Plan — Use to create a copy of the current record

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

324 Release 5.2, 12/2003

Plans Module
Job Plans Reports

The following report is available for the Job Plans application:
Job Plan List Report — Lists job plan number and descriptions
for selected records.
Using the Job Plans Application

After examining your company’s maintenance activities to identify
the kinds of work orders that are repeatedly generated, you can
create job plans that describe these common maintenance jobs.
This can help you estimate the labor, materials, and tools that are
required for preventive maintenance and periodic inspections.
After you build a job plan, you can reference the specific tasks
repeatedly when you create similar work orders, for example,
when creating work orders for similar equipment or locations. This
can save you time and money, and ensure consistency when
defining work for similar assets.
A job plan can be assigned to an unlimited number of work orders.

After you assign a job plan to a work order, its resource estimates
and tasks are copied into a work plan for the work order. You
then can modify a work plan so that the procedures, labor,
materials, and tools are more specific to the work order, without
affecting the original job plan template.
Defining a Job Plan consists of the following steps:
! Defining the tasks by breaking the job down into steps in the
Tasks table window.
! Defining the labor skills and hours on the Labor subtab.
! Defining the materials needed on the Materials subtab.
! Defining the tools needed on the Tools subtab.
Release 5.2, 12/2003 325

Defining Job Plan Tasks

Each maintenance job can be broken down into a series of steps
that must be performed to complete the job. MAXIMO calls these
numbered steps or operations tasks. The Tasks table window on
the Job Plans page contains a list of numbered tasks that have
been defined for a job plan, along with a description of the work to
be done at that step, and the estimated time for its completion.
For example, inspecting a fire extinguisher might include the

following tasks:
! Check Pressure
! Inspect gauge
! Complete inspection tag
You can assign the task’s number to any estimated labor,

materials, and tools that are associated with the task. This is
helpful if you want to track and report information by task.
Defining Job Plan Labor

Some tasks might be performed by any maintenance worker, while
others can require specialized skills to be performed safely, for
example, working with electrical current. You use the Labor
subtab to define the labor and craft needs of a job plan, including
number of workers needed, estimated hours workers are needed,
and estimated line costs.
After you enter a code on the Labor subtab, the labor or craft’s
description and rate are displayed. Each time quantities or hours
are inserted, deleted, or modified on the Labor subtab, the
following fields are updated automatically:
! Line Cost (Labor subtab)

! Total Labor Hours (View Totals action)
! Total Labor Costs (View Totals action)
326 Release 5.2, 12/2003

Plans Module
Defining Job Plan Materials

If you know which materials are needed for a job, for example;
replacement parts, filters, lubricants, you can record them as part
of the job plan. You use the Materials subtab to define a materials
list for the job plan, including items needed, quantity needed,
issuing storeroom location, and estimated unit and line costs.
Each time a quantity is modified, inserted, or deleted on the

Materials subtab, the following fields are updated automatically:
! Line Cost (Materials subtab)

! Estimated Total Materials Cost (View Totals action)
Defining Job Plan Tools

If you know that specific tools are required for a job, you can
record that information as part of a job plan. You use the Tools
subtab to define a list of tools needed by the job plan, including the
number of tools needed, tool rate, and estimated line costs.
Each time a quantity is modified, inserted, or deleted in the Tools

subtab the following fields are updated automatically:
! Line Cost (Tools subtab)

! Estimated Total Tool Cost (View Totals action)
Creating a Job Plan

To create a job plan, complete the following steps:
1. Open the Job Plans application.
2. Click the New Job Plan button on the toolbar.
MAXIMO switches to the Job Plan tab, displaying a new job

plan record.
3. Type a name for the new Job Plan, and a description.
Release 5.2, 12/2003 327


5. Click New Row in the Tasks table window to add Tasks. For
more information on entering tasks, see “Entering Tasks” on
page 328,.
6. Enter Labor, Materials, and Tools information as described in

“Entering Labor, Materials, and Tools” on page 329,.
7. Click Save.
Entering Tasks
Each maintenance job can be broken down into a series of steps
that must be performed to complete the job. You use the Job Plan
Tasks table window to define a list of numbered tasks for the job
plan, along with a description of the work to be done at that step
and the estimated hours for its completion. Each job plan task can
include the following information:
! Sequence — Used to identify the order in which tasks should

be performed. Tasks can have the same sequence number if
they should be performed simultaneously. After you apply a
job plan to a work order, MAXIMO copies the sequence
numbers to the work order's tasks. This sequence number can
then be used in MAXIMO Project Manager.
! Task ID — Unique identifier of the task. This number must
be unique within each job plan.The default is for MAXIMO to
increment task numbers by 10, for example, 10, 20, 30, and so
on. This gives you the flexibility to add new tasks between
existing ones.
! Description — Description of the work to be done for the
task.
! Duration — Estimated number of hours to perform the task.
! Point Name — A generic name for the place where
measurements are to be taken on a piece of equipment, for
example a pressure gauge.
MAXIMO sorts job plan tasks by Sequence, then by Task ID. If a

job plan does not have a Sequence indicated, the system sorts
tasks in numerically ascending order by Task ID, making the task
with the lowest number is the first step of your job plan.
328 Release 5.2, 12/2003

Plans Module
To enter tasks on a job plan, complete the following steps:
1. Open or create a job plan record.
2. Select either of the following in the Task table window:
! New Row to add a row
! View Details (triangle) to view details for an existing row
3. Enter a unique identifier in the Task ID field and a

more space.
4. If needed, enter a value in the Sequence field. The value

must be an integer greater than 0.
5. Estimate the time required in the Hours field.
6. You can enter a measurement Point Name if you plan to

utilize condition monitoring for this task.
8. Click Save.
Entering Labor, Materials, and Tools

You can enter task numbers for estimated labor, materials, and
tools, although you are not required to do so. Task numbers on the
subtabs do not need to be unique, but must match existing tasks in
the job plan.
The task number you use for estimated labor, materials, or tools
corresponds to the job plan task where it is used. This lets you
track estimates by task through the use of reports, which can be
valuable when the job plan is lengthy or complicated.
Release 5.2, 12/2003 329

The procedure is the same for defining Labor, Materials, or Tools

in a job plan. To define Labor, Materials, or Tools on a job plan,
1. With a Job Plan record open, select a subtab.
2. Select New Row in the subtab table window.
3. You can enter a Task ID if your business rules call for

tracking data by task.
4. Select a Labor/Craft, Item, or Tool record by performing the

following steps:
a. Click the Detail Menu button next to the field and choose
Select Value.
b. Click Select Record for the record. If there are a large

record. to the left of the record
5. Fill in remaining fields as dictated by your business rules.
7. Click Save.
330 Release 5.2, 12/2003

Plans Module
Associating Work Assets with a Job Plan

You use the Work Assets tab to associate locations, equipment,
and items to job plans. You can assign Safety Plans to individual
work assets at the same time. The table window displays the
assets that have been associated with the Job Plan.
To associate work assets with a job plan, complete the following

steps:
1. Open or create a Job Plan record.
2. Click the Work Assets tab.
3. Select either of the following options:
! New Row to add a row
! View Details (triangle) to view details for an existing row
4. Enter a Location, Equipment, or Item.
5. You can add a Safety Plan.

8. Click Save.
Release 5.2, 12/2003 331

Routes Application
Routes Application
A route is a list of related work assets, which are considered
“stops” along the route. These route stops represent assets, such as
equipment or locations. The list of assets can be related by
location, such as all pumps and motors in a room, or by type of
equipment, such as all fire extinguishers located throughout the
site. Routes simplify building hierarchies of work orders for
inspections.
To access the Routes application, select the Plans icon on the

MAXIMO Start Center, then choose Routes or use the Go To link.
Routes Application
332 Release 5.2, 12/2003

Plans Module
Routes Tabs
The Routes application page contains three tabs:

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

this tab.
Routes Actions
The following actions are available from the Routes Select Action
Menu:


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

Delete Route — Use to delete the current record from the

MAXIMO database.

Release 5.2, 12/2003 333

Routes Application
Routes Reports
The following report is available for the Routes application:
Routes List Report — Lists route number and descriptions for

selected records.
334 Release 5.2, 12/2003

Plans Module
Using the Routes Application

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

generate inspection-type work orders for all work assets listed
as stops on the route.
! Apply the route to a work order and generate child work

orders for each work asset listed as a stop on the route.
Creating a Route
Before you can apply a route to a work order or PM, you must
create it in the Routes application. You can create a route that
lists all assets of the same type, or all assets in a certain location,
or both. You can list both equipment and locations on a single
route. You can also enter a sequence number (Seq) to indicate that
the stops should be worked on in a certain order.
NOTE Before you can add equipment or locations to a route, you must
first create records for them in the Equipment or Locations
applications.
TIP Routes for rotating equipment (for example fire extinguishers)

should be created by location, since actual equipment at each
location may change over time.
Release 5.2, 12/2003 335

Using the Routes Application
To create a route, complete the following steps:
1. Open the Routes application.
2. Click the New Route button on the toolbar.
MAXIMO switches to the Route tab, displaying a new Route

record.
3. Enter a unique identifier in the Route field and a description.
4. If you want the status of all child work orders to update

simultaneously, make sure the Change Status on Child
Work Orders? check box is selected; otherwise, clear the
check box.
5. Select New Row to add a piece of equipment or location as a

stop on the route.
a. Click the Detail Menu button on the Equipment or

Location field and choose Select Value.
The Select Equipment or Select Location page appears.
b. Select a record by clicking the Select Record button to

the left of the record. If there are a large number of
records, you can use the table filter to locate a record.
MAXIMO copies the record to the Row Details.
6. You can enter a sequence number (Seq) to indicate that the

stops should be worked on in a certain order.
7. You can associate a Job Plan with a Route stop.
9. Click Save.
336 Release 5.2, 12/2003

Plans Module
Applying a Route
Routes can be applied in the following applications:
! Work Order Tracking
! Quick Reporting
! Preventive Maintenance
Release 5.2, 12/2003 337

Safety Plans Application

You must clearly associate safety requirements and procedures
with work orders to fulfill regulatory requirements of agencies
such as the Occupational Safety and Health Administration
(OSHA) in the United States. You must show that employees have
been informed of hazards they might encounter while performing
work, as well as actions they must take to prevent accidents.
In the Safety Plans application, you can define the safety

information that must be passed along to workers in order for
them to work safely.
To access the Safety Plans application, select the Plans icon on the
MAXIMO Start Center, then choose Safety Plans or use the Go To
link.
338 Release 5.2, 12/2003

Plans Module
Safety Plans Tabs

The Safety Plans application page contains six tabs:

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

to view work assets associated with a selected safety plan.
! Hazards and Precautions — Use to enter, view, or modify

hazards associated with the selected safety plan and to view
precautions against those hazards.
! Hazardous Materials — Use to enter, view, or modify details

about hazardous materials associated with the selected safety
plan.
! Tag Outs — Use to enter, view, or modify hazards defined for

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

this tab.
Safety Plans Actions

The following actions are available from the Safety Plans Select
Action Menu:
Select Hazards — Use to select hazards from lists defined for

individual assets and related assets for each individual asset.
Related assets are neighboring assets that might have hazards
associated with them.


Release 5.2, 12/2003 339

Duplicate Safety Plan — Use to create a copy of the current

record with the same settings or values, which then can be
Delete Safety Plan — Use to delete the current record from the
MAXIMO database.

Safety Plans Reports

The following report is available for the Safety Plans application:
Safety Plans List Report — Lists safety plan and descriptions

340 Release 5.2, 12/2003

Plans Module
Using the Safety Plans Application

In the Safety Plans application, you can define the safety
information that must be conveyed to workers in order for them to
work safely. This information can range from the safety
information necessary to follow a specific job plan on a specific
work asset, to a general plan for how to handle a hazardous
situation.
For example, a piece of equipment, such as a pump, must be shut

down in a particular way to minimize electric shock, or materials
leakage, before any maintenance can be performed. Or before
maintenance personnel can enter a particular location safely they
must be notified that they might be exposed to chemicals and
should wear eye protection and protective clothing.
The safety plan provides the relevant information that workers

must know about hazards and precautions, hazardous materials,
and tag out procedures in order to perform the work safely.
After you create safety plans for identified hazards, you can then
associate them with the following types of records:
! work orders in the Work Order Tracking application
! equipment in the Equipment application
! locations in the Locations application
! job plans in the Job Plans application
NOTE A job plan can have more than one safety plan.
Release 5.2, 12/2003 341

Preparing to Create a Safety Plan

A safety plan should include all the information needed to perform
a specific type of work safely. Before you create a new safety plan,
think about the following questions:
! Does a specific task require a safety plan?
! Which work assets might use the safety plan? When designing
a safety plan, the work asset combined with the type of work
dictates which safety information is required.
! What other equipment or locations might have associated

hazards or other safety concerns that should be considered?
! Which hazards relate to the work assets?
! Are there hazardous materials associated with the asset or the

type of work that is going to be performed?
! Are there Lock Outs or Tag Outs created for the asset that
might apply to this safety plan?
Creating a Safety Plan

You can create a safety plan any time you have safety information
that you can apply to more than one equipment, location, job, or
situation.
To create a safety plan, complete the following steps:
1. Open the Safety Plans application.
2. Click the New Safety Plan button on the toolbar.
MAXIMO switches to the Safety Plan tab, displaying a new

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

more space.
4. Click Save.
342 Release 5.2, 12/2003

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

the plan:
! Associate Hazards and Precautions, as described in

“Associating Hazards and Precautions with a Safety
Plan” on page 344,.
! Identify Hazardous Materials, as described in

“Identifying Hazardous Materials on a Safety Plan” on
page 345,.
! Associate Tag Outs, as described in “Associating Tag

Outs with a Safety Plan” on page 346,.
6. Click Save.
Associating Assets with a Safety Plan

If the safety plan is for a piece of equipment or location, you
indicate it in the Work Assets table window on the Safety Plan
tab. To associate work assets with a safety plan, complete the
following steps:
1. Open or create a safety plan record.
2. On the Safety Plans tab click New Row.
3. Enter a piece of equipment or location where this safety plan

might be applied.
NOTE You can fill in the Equipment field or the Location field
for a row, but not both.
5. Click Save.
Release 5.2, 12/2003 343

Associating Hazards and Precautions with a Safety Plan

You can select hazards to be associated with a safety plan. If these
hazards have associated precautions, MAXIMO copies this
information to the safety plan. These hazards and their associated
precautions are defined in the Safety Hazards application.
If the hazard is associated with more than one asset, you create a
separate row for each equipment or location. If you create a safety
plan for electrical current, for example, your location might have
more than one electrical outlet. Each outlet must be identified
separately on the safety plan.
To associate hazards and precautions with a safety plan, complete

2. Click the Hazards and Precautions tab.
3. Click New Row.
4. Click the Detail Menu button on the Hazard field and choose
Select Value.
The Select Hazard page appears.
NOTE On the Select Hazards page, the system displays only

precaution-enabled hazards.
5. Click Select Record to select a hazard. If there are a large

record.
MAXIMO copies the precautions associated with that hazard

to the Precautions table window.
6. You can enter a Related Location or Equipment.
344 Release 5.2, 12/2003

Plans Module
8. Click Save.
Identifying Hazardous Materials on a Safety Plan

You use the Hazardous Materials tab to associate hazards that
have hazardous material data defined for the hazard record, with
the safety plan. The data can include, for example, Material Safety
Data Sheets (MSDS), health ratings, and flammability ratings.
If the hazardous material is associated with more than one asset,

you create a separate row for each equipment or location.
NOTE If a hazard is both precaution-enabled and hazardous material-

enabled, MAXIMO copies the data to both the Hazards and
Precautions and the Hazardous Materials tabs.
To identify hazardous materials on a safety plan, complete the

following steps:
2. Click the Hazardous Material tab.
3. Click New Row.
Select Value.
NOTE On the Select Hazards page, the system displays only

hazardous material-enabled hazards.
Release 5.2, 12/2003 345


record.
MAXIMO copies the hazardous material data to the Row

Details.
6. You can enter a Related Location or Equipment.
8. Click Save.
Associating Tag Outs with a Safety Plan

You use the Tag Outs tab to associate hazards with a safety plan
that are tag out enabled. Tag outs are asset specific. If the hazard
is associated with more than one asset, you must create a separate
row for each asset and its tag out. For example, if you shut down a
ventilation system, each fan has its own tag out, specific to its
equipment or location.
To associate tag outs with a safety plan, complete the following

steps:
2. Click the Tag Outs tab.
3. Click New Row.
Select Value.
NOTE On the Select Hazards page, the system displays only tag
out-enabled hazards.
346 Release 5.2, 12/2003

Plans Module

record.
6. Enter a Related Location or Related Equipment.
8. Click Save.
MAXIMO copies the tag out and lock out operations to the Tag
Outs tab.
Applying a Safety Plan

You apply a safety plan by associating it with a work order or job
plan. You can associate a Safety Plan with the following records:
! a work order in the Work Order Tracking application
! a PM through the PM’s job plan
! a work asset in the Job Plans application
Release 5.2, 12/2003 347

Safety Hazards Application

The Safety Hazards application lets you define hazards that exist
in the workplace. You also can associate precautions that can be
taken against the hazard, and use Attached Documents to supply
additional information. For example, a chemical that causes skin
irritation might require wearing gloves and eye protection and be
linked to a Material Data Safety Sheet (MDSD).
When you associate hazards with work orders, equipment,

locations, and items, you provide the opportunity for employees to
be notified of potential dangers. When you associate a precaution
or tag out procedures with a hazard, you provide another
opportunity to reduce or eliminate the risks involved with the
asset.
To access the Safety Hazards application, select the Plans icon on

the MAXIMO Start Center, then choose Safety Hazards or use the
Go To link.
348 Release 5.2, 12/2003

Plans Module
Safety Hazards Tabs

The Safety Hazards application page contains five tabs:

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

indicate whether the hazard can be associated with
precautions, hazardous materials, and tag out procedures.
Also use to list hazardous material information for the hazard.
! Precautions — Use to enter, view, or delete associations with

previously defined safety precautions.
! Tag Outs — Use to view a read-only list of tag out procedures.

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

this tab.
Safety Hazards Actions

The following actions are available from the Safety Hazards Select
Action Menu:


Duplicate Safety Hazard — Use to create a copy of the current

Delete Safety Hazard — Use to delete the current record from


Release 5.2, 12/2003 349

Using the Safety Hazards Application
Safety Hazards Reports

The following report is available for the Safety Hazards
application:
Safety Hazards List Report — Lists hazards and descriptions


You use the Safety Hazards application to define a list of hazards
that exist in your workplace.
When you create hazard records you can
! associate the hazard with a type, for example, "mechanical" or

"health."
! define the associations available for the hazard. These

associations determine where the record can be used.
! associate precautions that can reduce or eliminate the hazard.
! record hazardous material information and any associated

precautions or tag outs.
When viewing existing records, you can use the Tag Outs tab to
view tag out procedures that have been used to eliminate the
hazard.
350 Release 5.2, 12/2003

Plans Module
Defining a Safety Hazard

You can define a list of hazards, for example, dust, chemicals, and
electrical current, which can be applied to many pieces of
equipment or locations, or hazards that are specific to only one
piece of equipment or location.
In order for a hazard to be associated with equipment or locations,

appear in value lists, or have additional safety information
associated with it, you must define the associations that are
available for a hazard.
To define a safety hazard, complete the following steps:
1. Open the Safety Hazard application.
2. Click the New Safety Hazard button on the toolbar.
MAXIMO switches to the Hazards tab, displaying a new

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

more space.
4. You can define a Type for the hazard.
5. Select associations for the hazard.
NOTE The associations selected for a hazard determine

whether the hazard is available in other MAXIMO
applications.
6. You can define Hazardous Material Information for the

Hazard.
7. Click Save.
Release 5.2, 12/2003 351

Associating Precautions with a Hazard

After you define a hazard, you can associate precautions with it.
NOTE The Precautions? box on the Hazards tab must be selected before
you can associate precautions. Precautions are defined in the
Safety Precautions application.
To associate precautions with a safety hazard, complete the

following steps:
1. Open or create a safety hazard record.
2. Click the Precautions tab.
3. Select New Row.
4. Click the Detail Menu button on the Precaution field and

5. Click Select Record for the precaution. If there are a large

record.
7. Click Save.
Viewing Tag Outs Associated with a Hazard

The Tag Outs tab displays a read-only list of tag outs associated
with the hazard and the assets where the tag out is applied. These
tag outs have been designed to eliminate the hazard. They have
been associated with an asset against the hazard, either in the
Equipment or Locations applications.
352 Release 5.2, 12/2003

Plans Module
Safety Precautions Application

The Safety Precautions application lets you define safety
precautions against hazards in the workplace. You then can
associate these safety precautions with workplace hazards in the
Safety Hazards application.
When you define precautions and associate them with workplace

hazards, you provide information about how employees can reduce
or eliminate hazards involved with workplace tasks.
To access the Safety Precautions application, select the Plans icon

on the MAXIMO Start Center, then choose Safety Precautions or
use the Go To link.
Release 5.2, 12/2003 353

Safety Precautions Tabs

The Safety Precautions application page contains three tabs:

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

use to view a read-only list of associated hazards.

this tab.
Safety Precautions Actions

The following actions are available from the Safety Precautions
Select Action Menu:


Duplicate Precaution — Use to create a copy of the current

Delete Precaution — Use to delete the current record from the

MAXIMO database.

354 Release 5.2, 12/2003

Plans Module
Safety Precautions Reports

The following report is available for the Safety Precautions
application:
Safety Precautions List Report — Lists precautions and

Using the Safety Precautions Application

You can define a list of precautions, for example, wear hardhat,
wear eye protection, wear gloves, which can be applied to many
safety hazards, or define precautions that are specific to a
particular hazard.
Defining a Safety Precaution

When creating precaution records, consider what to name the
precautions. For example, if your company uses more than one
type of protective glove, you might name the records GLOVE1,
GLOVE2 and so forth.
To define a safety precaution, complete the following steps:
1. Open the Safety Precautions application.
2. Click the New Precaution button on the toolbar.
MAXIMO switches to the Precaution tab, displaying a new

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

description.
4. Click Save.
Release 5.2, 12/2003 355

Using the Safety Precautions Application
Associate a Safety Precaution

Safety Precautions are not asset-specific and are associated with
hazards in the Safety Hazards application. The Associated
Hazards table window shows the hazards associated with the
safety precaution. The same precaution could be applied to more
than one hazard. For example, you might wear gloves to protect
you from multiple hazards.
Precautions are associated with assets after an associated hazard

is listed for the asset in the Equipment or Locations applications.
356 Release 5.2, 12/2003

Plans Module
Lock Out/Tag Out Application

A lock out or tag out procedure is designed to take work assets
out of service or place them back in service when it is required to
ensure a safe work environment.
You tag out a work asset to eliminate a particular hazard. You

write separate tag out procedures for each hazard you can
eliminate on a specific piece of equipment or at a specific location.
An asset can have multiple lock out/tag outs to eliminate multiple
hazards.
To access the Lock Out/Tag Out application, select the Plans icon
on the MAXIMO Start Center, then choose Lock Out/Tag Out or
use the Go To link.
Release 5.2, 12/2003 357

Lock Out/Tag Out Tabs

The Lock Out/Tag Out application page contains three tabs:

! Lock Out/Tag Out — Use to enter, view, or modify tag out

procedures.

this tab.
Lock Out/Tag Out Actions

The following actions are available from the Lock Out/Tag Out
Select Action Menu:


Duplicate Tag Out — Use to create a copy of the current record

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

358 Release 5.2, 12/2003

Plans Module
Lock Out/Tag Out Reports

The following report is available for the Lock Out/Tag Out
application:
Lock Out & Tag Out Procedures List — Lists tag out names
and descriptions for selected records.
Using the Lock Out/Tag Out Application

MAXIMO uses the term tag out to describe the procedure, and the
term lock out to describe the steps in a tag out procedure.
Records created in this application are identified by a tag out
procedure ID, which is also used to identify the tag out in other
applications.
Lock out tasks are visible in the Lock Out Operations table
window. These operations can include the following:
! A piece of equipment listed in the Equipment application, or a

location listed in the Locations application, but not both.
! A description of a locking device not listed in either the

Equipment or the Locations application, for example, a valve
that needs to be opened.
! A description of an instruction or action to be taken, not

referring to any device or asset, for example, "Notify control
room before performing the next operation."
Release 5.2, 12/2003 359

Defining a Tag Out

You can create tag out procedures for pieces of equipment or for
locations.
To define a tag out, complete the following steps:
1. Open the Lock Out/Tag Out application.
2. Click the New Tag Out button on the toolbar.
MAXIMO switches to the Tag Out tab, displaying a new

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

and a description. Click the Long Description button if you
need more space.
4. Enter either a piece of Equipment or a Location.
5. You can indicate a required state, for example, "power off."
6. Click Save.
Adding Lock Out Tasks

You use the Lock Out Operations table window to define the steps
to follow when tagging out an asset. You can indicate a required
state at each step, for example, "Circuit breaker closed." The
Apply Sequence values indicate the order the steps are to be
completed in. You also can indicate a Remove Sequence if the
order of the steps is different when the procedure is reversed.
To add lock out tasks, complete the following steps:
1. Open or create a Tag Out.
2. Select New Row
3. Enter either a piece of Equipment, a Location, or a

Description of an activity, or a device not listed in either the
Equipment or the Locations applications.
360 Release 5.2, 12/2003

Plans Module
4. You can indicate a required state, for example, "power off."
5. Indicate an Apply Sequence number for the operation.
6. You can indicate a Remove Sequence for the operation if the

order of the steps is different when the procedure is reversed.
8. Click Save.
Release 5.2, 12/2003 361

362 Release 5.2, 12/2003

Chapter 10: Resources Module
The Resources Module tracks the resources, both internal and

external, that your company uses to perform maintenance work.
These resources include people, tools, and companies that do
business with you.
The Resources Module consists of six applications:
Companies Used to manage data on manufacturers, vendors,

and other companies that do business with you.
Tools Used to manage tools owned by your company.
Service Used to track service contracts your company has

Contracts with vendors or manufacturers.
Labor Used to manage employee and contractor

records.
Crafts Used to manage craft records.
Labor Groups Used to manage Labor group records.
Release 5.2, 12/2003 363

Companies Application
The Companies application maintains detailed information on
vendors, manufacturers, and other companies. You also can enter
your own company's storeroom locations here so that these
locations become "vendors" for internal purchase orders (that is,
transfers from one storeroom location to another). You must enter
company information in the Companies application before other
modules, such as Inventory and Purchasing, can access it.
To access the Companies application, select the Resources icon on

the MAXIMO Start Center, then choose Companies or use the Go
To link.
364 Release 5.2, 12/2003

Resources Module
Companies Tabs
The Companies application page contains six tabs:

! Company — Use to enter, view, and modify information on

vendors, manufacturers, and other companies.
! Addresses — Use to enter, view, and modify information

about a single contact, company mailing address, and remit to
information for a company.
! Contacts —Use to enter, view, and modify contact information

for multiple contacts.
! Branches — Use to enter, view, and modify information about

branch locations for a selected vendor.
! Attached Documents — Use to attach documents outside the

MAXIMO database to a record. Once a document is attached,
you can view, modify, and print the document from this tab.
Companies Actions
The following actions are available from the Companies Select
Action Menu:
Run Reports — Use to access the reports available for the current
application.
Print with Attachments— Use to print all documents associated

with a record through Attached Documents.
Duplicate Company — Use to create a copy of the current record

Delete Company — Use to delete the current record from the

MAXIMO database.

Release 5.2, 12/2003 365

Using the Companies Application
Companies Reports
The following report is available for the Companies application:
Companies List Report — Lists Company name and


You can use the Company tab to enter information about a
company, including purchasing and payment information, and
information about whether the vendor is e-commerce enabled
through MAXIMO. Your system administrator enables a
company’s MAXIMO e-commerce purchasing options.
You can categorize companies by type for reporting purposes.

MAXIMO uses three defaults for company types:
! Courier — transit company

! Manufacturer — manufacturer of items or equipment
! Vendor — vendor of items or equipment
Your system administrator might have created customized

company types specific to your business.
NOTE The Customer # field in the Companies application stores the

number used by the company to identify your company in their
database.
366 Release 5.2, 12/2003

Resources Module
Creating a Company Record

You use the following procedure to create both parent company
records, and the records for branches that are associated with them
on the Branches tab.
To create a company record, complete the following steps:
1. Open the Company application.
2. Click the New Company button on the toolbar.
MAXIMO switches to the Company tab, displaying a new

Company record.
3. Enter the Company name or identifier and a Description.
4. If the company is a branch, fill in the Parent field.

6. On the Addresses tab, fill in the fields as needed.
! Use the General Information fields for the company's main

address.
! Use the Remit to Information fields if you send that

company's invoices to a different address.
7. Click Save.
Release 5.2, 12/2003 367

Entering a Storeroom as a Company

If your company has storeroom locations that supply other
storeroom locations, these supplying storerooms can be added to
the company list so that MAXIMO can recognize them as
"vendors."
You use the Add Storeroom as Company action in the

Storerooms application to identify a storeroom location as a
company for internal requests.
Using Company Branches

Your company has determined that a product or service will be
purchased through a national vendor with local offices. Your
different locations in different cities will each make their
purchases from the local branch 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.
Company Branch Hierarchies
The branch hierarchy can be only one level deep, with a parent
company record, and child branch records. Child records cannot be
parents of other records, and parent records cannot be children of
other records.
You use the Branches tab to create and remove associations

between child and parent records. You can enter a company record
manually, or use the Detail Menu button to look up companies.
The Select Company page includes only companies that are not
already parent or child records.
368 Release 5.2, 12/2003

Resources Module
Adding Branches to Companies
NOTE You can associate only existing company records with the parent
record. You cannot insert a new company record by adding a row to
the Branches table window.
To add branches to a company record, complete the following steps:
1. Open or create a company record.
2. Select the Branches tab.
3. Click New Row.
4. Add a company branch.
a. Click the Detail Menu button on the Code field and

b. Select a record by clicking the Select Record button to the

left of the record. If there are a large number of records,
you can use the table filter to locate a record.
c. You can change the Use Parent Remit To? option.
No (not checked) — The default. The payment information

from the branch record is used on Invoices created against
the branch.
Yes (checked) — The payment information from the parent

record is used on Invoices created against the branch.
6. Click Save.
Release 5.2, 12/2003 369

Disqualifying a Vendor
If your company decides to stop doing business with a vendor, you
can mark the record to indicate that the vendor is disqualified from
doing business with your company.
The Disqualified Vendor? check box on the Company tab is a

Yes/No field. The default is "No": the box is not checked. Selecting
this box disqualifies this company as a vendor, which means that
you cannot create new RFQs, PRs, POs or invoices using this
company as a vendor.
Disqualifying a vendor has no effect on existing transactions (POs

and receipts) that already reference the vendor. A disqualified
vendor affects only those records created after you disqualify the
vendor. Therefore, MAXIMO no longer allows new POs to be
created from PRs for the vendor, but POs approved before the
vendor was disqualified are still valid.
Deleting Company Records

Company records cannot be deleted if branch records are
associated with them. In order to delete a parent company record
with associated child (branch) records, you first must sever all
child relationships before you can delete the record.
To sever child relationships, delete all the branches listed in the

Branches table window. The Delete Company action appears in
the Select Action menu.
370 Release 5.2, 12/2003

Resources Module
Tools Application
The Tools application maintains information on the tools used to do
maintenance work. Tools can range from hand tools to heavy
equipment such as cranes and backhoes. This information is
referred to in job plans and on work orders. Each tool can have an
associated hourly cost charged for its use, which is carried on work
orders.
To access the Tools application, select the Resources icon on the

MAXIMO Start Center, then choose Tools or use the Go To link.
Tools Application
Release 5.2, 12/2003 371

Tools Application
Tools Tabs
The Tools application page contains three tabs:

! Tool — Use to enter, view, and modify information on the tools

used for maintenance work.

Tools Actions
The following actions are available from the Tools Select Action
Menu:
application.

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

the same settings or values, which then can be modified and saved
as a new record.
Delete Tool — Use to delete the current record from the MAXIMO
database.

372 Release 5.2, 12/2003

Resources Module
Tools Reports
The following report is available for the Tools application:
Tool List Report — Lists Tool and description for selected

records.
Using the Tools Application

The Tools application lets you store information about the tools
your company uses, both those tools owned by your company and
those leased from outside vendors.
Creating a Tool Record

To create a tool record, complete the following steps:
1. Open the Tools application.
2. Click the New Tool button on the toolbar.
MAXIMO switches to the Tool tab, displaying a new Tool

record.
3. Fill in the following fields:
! Tool — Unique identifier of the tool.

! Quantity — Number currently owned.
! Stocked? — Select if tool kept in-house.
! Vendor — Identifier for vendor who supplies the tool.
! Rate — Cost per hour for using tool.
! Outside?— Select if leased from an outside vendor.
4. Click Save.
Release 5.2, 12/2003 373

Using the Tools Application
Duplicating Tools
You can duplicate tool records if, for example, you own similar tools
with different manufacturers.
To duplicate a tool record, complete the following steps:
1. Open or create a tool record.
2. Select Duplicate Tool from the Select Action menu.
MAXIMO copies the tool data to a new record.
3. Enter a new tool name.
4. Edit the record as needed.
5. Click Save.
374 Release 5.2, 12/2003

Resources Module
Service Contracts Application

The Service Contracts application maintains information on
equipment service contracts you have with vendors or
manufacturers. After you create an equipment record in the
Equipment module, you can use the Service Contracts application
to create a contract (or multiple contracts) and associate it with the
equipment.
To access the Service Contracts application, select the Resources

icon on the MAXIMO Start Center, then choose Service contracts
Release 5.2, 12/2003 375

Service Contracts Tabs

The Service Contracts application page contains three tabs:

! Contract — Use to enter, view, and modify information on

service contracts between your company and vendors or
manufacturers.

Service Contracts Actions

The following actions are available from the Service Contracts
Select Action Menu:
application.

Duplicate Service Contract — Use to create a copy of the

Delete Service Contract — Use to delete the current record from


376 Release 5.2, 12/2003

Resources Module
Service Contracts Reports

The following report is available for the Service Contracts
application:
Service Contracts List Report — Lists Service Contract and

description for selected records.
Using the Service Contracts Application

Use the Service Contracts application to enter, update, and view
information on service contracts between your company and
vendors. The records show the company providing the service, and
the equipment to be serviced.
Service Contracts are referred to in the Equipment and Work

Order Tracking applications. Multiple service contracts can be tied
to a single piece of equipment. The service contracts for a piece of
equipment can be viewed in the Equipment application on the
Service Contracts tab of the View Work Orders and PMs action.
Unlike equipment, an individual work order can have only one
associated service contract. A service contract is associated with a
work order in the Work Order Tracking application.
Creating a Service Contract Record

To create a service contract record, complete the following steps:
1. Open the Service Contracts application.
2. Click the New Service Contract button on the toolbar.
MAXIMO switches to the Contract tab, displaying a new

Contract record.
Release 5.2, 12/2003 377

Using the Service Contracts Application
3. Fill in the following fields:
! Contract — Your company’s number for the contract.

! Vendor — Company code for company supplying the
service contract.
! Equipment — Equipment code for the piece of equipment
serviced by the contract.
! Vendor’s Reference Number — Vendor’s number for the
contract.
! Contract Details — Pertinent details about the contract.
4. Click Save.
Creating Multiple Service Contract Records

Because situations exist where multiple service contracts can be
associated with a single piece of equipment, MAXIMO lets you
create more than one contract for a piece of equipment.
Example You company owns a dump truck. Three service contracts could be
associated with the truck’s equipment record:
! A garage is contracted to do oil changes and tune-ups.
! A tire firm provides tire inspection and replacement.
! A washing service cleans the truck periodically.
To do this, you create three separate service contract records, each

with the same Equipment identifier.
378 Release 5.2, 12/2003

Resources Module
Labor Application
You can use the Labor application to create, modify, and view
employee records. You can provide detailed information about
individual pay rates, hours worked, overtime worked and refused,
special skills or qualifications, and certifications.
To access the Labor application, select the Resources icon on the

MAXIMO Start Center, then choose Labor or use the Go To link.
Labor Application
Release 5.2, 12/2003 379

Labor Application
Labor Tabs
The Labor application page contains three tabs:

! Labor — Use to add, modify, and view labor records for

employees and contractors.

Labor Actions
The following actions are available from the Labor Select Action
Menu:
Zero Year to Date Totals — Used to reset the Year-to-Date

hours, usually at the beginning of the fiscal year.
application.

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

Delete Labor — Use to delete the current record from the

MAXIMO database.

380 Release 5.2, 12/2003

Resources Module
Labor Reports
The following report is available for the Labor application:
Labor List Report — Lists Labor Code, Name, Craft, e-mail

address, supervisor, and Workflow e-mail and delegates, if
applicable.
Using the Labor Application

The Labor application is used to create employee records, including
the following information:
! name, address, and phone number

! details such as craft, work location, and crew
! procurement card information
! pay rate
! Year-To-Date (YTD) hours
! employment history
Multisite and Labor Records

If your company uses the Multisite implementation of MAXIMO,
you should note how Multisite affects the values in the following
fields:
! Primary Site — Must be defined as a site in Multisite Setup.
! Primary Work Location — Must be a location that exists at

the site listed in the Primary Site field.
! Primary Storeroom — Must be a storeroom that exists at the

site listed in the Primary Site field.
When you create labor records, the Primary Site field defaults to
the site you are logged into, but this field can be edited. If the value
in this field is changed, MAXIMO clears the values in the Primary
Work Location and Primary Storeroom fields.
Release 5.2, 12/2003 381

Using the Labor Application
Creating Labor Records

You create records for employees and contractors in the Labor
application.
NOTE In order to use Assignment Manager to schedule and dispatch

work, labor records must have a Calendar and Shift specified.
To create a labor record, complete the following steps:
1. Open the Labor application.
2. Click the New Labor button on the toolbar.
MAXIMO switches to the Labor tab, displaying a new Labor

record.
3. Enter a unique identifier in the Labor field and a

Description. Usually the description field is the employee or
contractor’s full name.

rules.

5. Click Save.
382 Release 5.2, 12/2003

Resources Module
Modifying an Existing Labor Record

MAXIMO lets you modify information on Labor records, for
example, if a worker moves and you must change their address.
Some fields, for example, YTD Hours, are read-only and cannot be
modified.
To modify a labor record, complete the following steps:
3. You can modify any field that is not read-only.
4. Click Save.
Associating a Labor Record with a Craft

You can attach Labor records to Crafts in either the Labor
application or the Craft application.
Both labor and craft records can have calendars assigned to them.
Calendars provide shift, vacation, and holiday information, which
can be used when scheduling work.
To associate a craft with a labor record, complete the following

steps:
3. Click Detail Menu on the Craft field and choose Select Value.
The Select Craft page appears.
4. Click Select Record for the Craft. If there are a large number
of records, you can use the table filter to locate a record.
MAXIMO copies the value to the Craft field.
5. Click Save.
Release 5.2, 12/2003 383

Crafts Application
Crafts Application
You can use the Crafts application to enter, view, and modify craft
records. A craft represents a group of employees, and typically the
craft name reflects the type of work done by these employees. It
also can indicate a ranking by expertise. For example, you can have
a craft for “mechanic, first class,” or “carpenter’s apprentice.” You
can specify a pay rate and overtime scale for a craft so that all craft
members are automatically assigned the same rates. The table
window in this application lists the labor records associated with
each craft record.
To access the Crafts application, select the Resources icon on the

MAXIMO Start Center, then choose Crafts or use the Go To link.
Crafts Application
384 Release 5.2, 12/2003

Resources Module
Crafts Tabs
The Crafts application page contains three tabs:

! Crafts — Use to enter, view, or modify craft records

Crafts Actions
The following actions are available from the Crafts Select Action
Menu:
Zero Year to Date Hours — Used to reset the Year-to-Date

hours, usually at the beginning of the fiscal year.
application.

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

the same settings or values, which then can be modified and saved
as a new record.
Delete Craft — Use to delete the current record from the

MAXIMO database.

Release 5.2, 12/2003 385

Using the Crafts Application
Crafts Reports
The following report is available for the Crafts application:
Crafts List Report — Lists Craft and description for selected

records.

You use the Crafts application to create and work with craft
records. Your system administrator can restrict a user’s access to
certain craft records by registering craft codes in Signature
Security.
Creating a Craft Record

To create a craft record, complete the following steps:
1. Open the Crafts application.
2. Click the New Craft button on the toolbar.
MAXIMO switches to the Craft tab, displaying a new Craft

record.
3. Enter a unique identifier in the Craft field and a Description.

rules.

5. Click Save.
386 Release 5.2, 12/2003

Resources Module
Associating Labor Records with a Craft

You can associate a labor record with a craft from either the Labor
application or the Crafts application. To associate a labor record
with a craft from the Crafts application, complete the following
steps:
2. Open a craft record using the Search tab.
3. Click New Row.
4. Click the Detail Menu button on the Labor field and choose
Select Value.
The Select Labor Code page appears.
5. Click Select Record next to the Labor Code. If there are a

large number of records, you can use the table filter to locate a
record.
MAXIMO copies the Labor Code to the Labor field.
7. Click Save.
Release 5.2, 12/2003 387

Disassociating a Labor Record with a Craft

After you delete a labor record from the Associated Craft table
window, the labor is no longer associated with that craft. You are
not deleting the labor record from the database, only removing the
relationship between that labor record and the craft. You might
disassociate a labor record if the worker passes a certification that
moves him or her from one craft level to another, for example, from
an apprentice electrician to a journeyman electrician.
To remove a craft association from a labor record, complete the

following steps:
2. Open the craft record using the Search tab.
3. Locate the labor record in the table. If there are a large number
of records, you can use the table filter to locate a record.
4. Click Mark Row for Delete.
A line is drawn through the record and the Mark Row for
Delete button changes to an Undelete Row button.
5. Click Save.
MAXIMO deletes the Labor Record from the Associated Labor

table window.
388 Release 5.2, 12/2003

Resources Module
Labor Groups Application

You can use the Labor Groups application to view existing Labor
Groups and to define new ones. After you define these groups, you
can go to the Labor Groups field of a work order and select a
predefined Labor Group.
To access the Labor Groups application, select the Resources icon

on the MAXIMO Start Center, then choose Labor Groups or use
the Go To link.
Release 5.2, 12/2003 389

Labor Groups Tabs

The Labor Groups application page contains three tabs:

! Labor Group — Use to enter, view, or modify Labor Groups.

Labor Groups Actions

The following actions are available from the Labor Groups Select
Action Menu:
application.

Duplicate Labor Group — Use to create a copy of the current

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

Labor Groups Reports

The following report is available for the Labor application:
Labor Group List Report — Lists Labor Group and description

390 Release 5.2, 12/2003

Resources Module
Using the Labor Groups Application

A labor group is a group of workers who typically have the same
skills, levels of authority, and security clearances. The labor groups
application is used to view existing Labor Groups and to define new
groups. After creating a labor group in this application, you can
assign responsibility for a work order to a labor group. Work Order
Tracking lets you assign responsibility for work orders to a
supervisor, a lead craft or person, or a labor group.
Labor groups are also used in conjunction with the Workflow

option. When Workflow routes a document, for example, a work
order or purchase order, one option is to send it to a labor group. It
is automatically sent to everyone in the group, or Workflow can
automatically pick someone in the group whose calendar indicates
that they are available.
Defining a Labor Group

To define a labor group, complete the following steps:
1. Open the Labor Groups Application
2. Click the New Labor Group button on the toolbar.
MAXIMO switches to the Labor Groups tab, displaying a new

Labor Groups record.
3. Enter a Description for the labor group.
4. Click Detail Menu on the Default Workflow Assignee field

and choose Select Value.
5. You can use the options at the top of the page and the table
filter to locate a Labor or Craft record.
6. Click Select Record for the Labor or Craft record.
MAXIMO copies the value to the field.
7. Click Save.
Release 5.2, 12/2003 391

Associating Labor with a Labor Group

To associate a labor record with a labor group, complete the
following steps:
1. Open or create a Labor Group.
2. Select New Row in the Lead Craft/Person table window.
3. Click the Detail Menu button on the Code field and choose
Select Value.
4. Click the Select Record button next to the record. If there are
a large number of records, you can use the table filter to locate
a record.
MAXIMO copies the Labor data to the Row Details.
5. You can enter a Sequence if you use Workflow.
7. Click Save.
Defining Alternates
If you use Workflow, you can define alternates for each Lead Craft/
Person to handle approvals when they are unavailable. To define
alternates for a Lead Craft/Person, complete the following steps:
1. Open the Labor Groups application.
2. Open a labor group record.
392 Release 5.2, 12/2003

Resources Module
3. Select a Lead Craft/Person record.
4. Click New Row in the Alternates For table window.
5. Click the Detail Menu button on the Code field and choose
Select Value.
6. Click the Select Record button next to the record. If there are
a large number of records, you can use the table filter to locate
a record.
7. You can enter a Sequence if you use Workflow.
9. Click Save.
Release 5.2, 12/2003 393

394 Release 5.2, 12/2003

Appendix: Keyboard Shortcuts
You can use the following keyboard shortcuts to navigate the
MAXIMO application pages.
Button Button Name or Action Key board Shortcut
General Navigation
Move from one interface element to the next. TAB key

Select buttons, links, and menu options. ENTER key
Select or clear a check box. SPACEBAR
Global Navigation Links
Change Site ALT + I
Start Center ALT + C
Go To ALT + G
Sign Out ALT + S
Help ALT + H
Return ALT + R
Return with Value ALT + W
Toolbar Buttons
Insert New Record CTRL + ALT + I

or
Save Record CTRL + ALT + S
Clear changes CTRL + ALT + C
Previous Record CTRL + ALT + P
Next Record CTRL + ALT + N
Go to Results CTRL + ALT + O
Attach a New Document CRTL + ALT + Q
Change Status CTRL + ALT + A
Release 5.2, 12/2003 395

Button Button Name or Action Key board Shortcut
Route CTRL + ALT + R
Overview Report CTRL + ALT + V
Details Report CTRL + ALT + D
Select Work Date CTRL + ALT + W
Assign Labor CTRL + ALT + L
Start Assignment CTRL + ALT + T
Interrupt Assignment CTRL + ALT + U
Finish Assignment CTRL + ALT + F
Table Windows
Next Row CTRL + "
Previous Row CTRL + #
Filter Open/Close table window Filter CTRL + Z
Previous Page CTRL + <
Next Page CTRL + >
Date Fields
Insert today’s date CTRL + =
Move back one day CTRL + MINUS SIGN
Move forward one day CTRL + PLUS SIGN
Select Date Dialog Box
Next Month CTRL + $
Previous Month CTRL + %
Next Year CTRL + #
Previous Year CTRL + "
396 Release 5.2, 12/2003

Index
A Assignment Manager application 144
actions 145
Assignment Manager tab 145
action menu 17 icons 150
Labor List 149
actuals
prerequisites 148
copying work plan labor 116
copying work plan materials 118 queries 149
reports 146
copying work plan tools 119
Search tab 145
recording 115
recording unplanned labor 117 using 147
Work List 149
reporting 132
assignments 151
selecting multiple labor, materials, or tools 98
Add Item to Storeroom action 201, 208 deleting 160, 163
Add Storeroom as Company action 211, 368 finishing 166
interrupting 165
Add to Bookmarks action 89, 128, 134, 172, 202,
reassigning 160, 162
211, 215, 228, 239, 255, 266, 276, 290,
300, 310, 324, 333, 340, 349, 354, 358, rescheduling 160, 162
starting 164
365, 372, 376, 380, 385, 390
to a different craft 159
Add to Bookmarks button 23, 41
Add/Modify Order Unit Values action 185, 266, 276, un-assigning 160, 162
viewing 160
289, 300, 310
Associate Existing Document Folders with this
Add/Modify Reservations action 215
Add/Modify Standard Services action 266, 276, 289, Application button 47
Associate Systems with Location action 238
300, 310
Attach a New Document button 18
Allocate Services action 309
alternate items 204 Attach Documents from the Library to this Folder
button 47
application
Attached Documents 45
data sharing between 8
pages 14 actions 48
adding DMS documents to the Library 52
starting 13
adding files to the Library 49
tabs 20
Apply Item Assembly Structure action 205, 227, 235, adding Web pages to the Library 51
attaching Library documents 54
239
deleting attachments 57
Apply Route action 87, 107, 128
apply sequence 360 disabling document printing 59
icons 47
APPR status 83, 273, 298, 317
navigating 47
Approve Labor action 134
Approve Receipts action 300, 303 printing 58
printing a single document 58
Asset Catalog 222
printing a work package 58
classification levels 222
linking items to 207 tab 46
types of attachments 48
searching 68
using 49
Assign Labor action 145, 157
Assign Labor button 150, 157 viewing 56
attachment
Assign to New Parent action 87, 106, 128
creating 54, 55
ASSIGNED status 167
direct 48
referential 48
Release 5.2, 12/2003 397

Index
Average Cost Adjustment action 185 Show Assignments 150

awarding quotation lines 283 Start Assignment 150
individually 284 Undelete Row 24
to a single vendor 284 View Details 23
B C
Base work order generation on meter reading only? calculated work priority 152
check box 175 calendar grid 153, 154
blanket changing date range 155
creating 296 CAN status 84, 273, 298
blanket agreement 262 CANCEL status 286, 317
blanket release 263 Change Capitalized Status action 201
creating 296 Change Item Number action 227
bookmark change order 263
adding 43 creating 297
deleting 44 change status
using 43 equipment up/down status 113, 114
branches 368 Change Status action 87, 127, 238, 265, 275, 288,
browser 309
Back button 14 Change Status button 19
Forward button 14 Change Status on Child Work Orders? check box 108
menu 14 Clear Changes button 18
toolbar 14 Clear Reorder Locks action 184, 196
buttons Close Details button 23, 27
See also table window buttons, toolbar buttons CLOSE status 84, 273, 286, 298
Add to Bookmarks 23, 41 columns
Assign Labor 150 database columns 5
Change Status 19 sorting table window columns 24
Close Details 23 COMP status 84, 286
Count Results 41 Companies application 364
Delete 28 actions 365
Detail Menu 32 Addresses tab 365
Done 28 Attached Documents tab 365
Filter Labor to Match Work 150 Branches tab 365
Filter Work to Match Labor 150 Company tab 365
Finish Assignment 150 Contacts tab 365
Go To Work Order Tracking 150 reports 366
Interrupt Assignment 150 Search tab 365
Long Description 32 using 366
Mark Row for Delete 23 Companies List Report 366
Modify Availability 150 company
New Row 28 adding branches 369
Next Page 41 branch hierarchy 368
Next Row 41 branch locations 368
Previous Page 41 deleting company records 370
Previous Row 41 disqualifying as a vendor 370
Refresh 150 entering 367
Select Date 32, 63 storeroom as company 368
Select Value 32 types 366
Select Work Date 150 Complete Receipts action 289
398 Release 5.2, 12/2003

Index
COMPLETE status 167 default labor query 153

Condition Monitoring application 254 default table data 29
actions 255 Delete button 28
Attached Documents tab 255 Delete Company action 365
Condition Monitoring tab 255 Delete Craft action 385
generating a work order 259 Delete Equipment action 228
measurement points 256 Delete Failure Code action 248
reports 256 Delete Invoice action 310
Search tab 255 Delete Item action 202
using 256 Delete Job Plan action 324
Condition Monitoring List Report 256 Delete Labor action 380
Copy Failure Hierarchy action 248 Delete Labor Group action 390
Copy Item Assembly Structure action 201 Delete Location action 239
Copy PR Line Items to PO action 289 Delete Measurement Point action 255
Copy PR Line Items to RFQ action 276 Delete PM action 172
Count Results button 23, 41 Delete Precaution action 354
crafts Delete Route action 333
associating labor records with 383, 387 Delete Safety Hazard action 349
creating 386 Delete Safety Plan action 340
disassociating labor records with 388 Delete Service Contract action 376
Crafts application 384 Delete Tag Out action 358
actions 385 Delete Tool action 372
Attached Documents tab 385 Delete Work Order action 88, 109
Crafts tab 385 deleting records 61
reports 386 Desktop Requisitions application 318
Search tab 385 Create Requisition tab 319
using 386 Defaults tab 319
Crafts List Report 386 Receiving tab 319
Create Associated PMs action 172 Requisitions tab 319
Create Blanket PO action 289 using 319
Create Blanket Release action 289 Details of an Equipment’s Failures report 228
Create Change Order action 289, 297 direct attachment 48
Create PO action 265 dispatching work 164
Create Pricing Agreement PO action 289, 295 DMS See Document Management System
Create Service Receipts action 134 document collection 46
Current Balance Adjustment button 197 Document Management System 45
Current Query menu 16 adding DMS documents to the Library 52
defined 45
documents
adding to the Library 49
attaching 49, 55
D deleting attachments 57
Done button 28
downtime
daily attendance reporting 137 non-operational 114
data fields 33 operational 114
database planned 113
components 5 reporting 113, 115
data sharing 8 types 114
overview 5 unplanned 113
relational 7 Drilldown 64, 223
structure in MAXIMO 7 actions 67
dates details display 65
entering 63 navigation 66
Select Date dialog box 63 Drilldown into Equipment’s Failures report 228
Release 5.2, 12/2003 399

Index
Duplicate Company action 365 Equipment Assembly Structures 232

Duplicate Craft action 385 See also equipment hierarchy
Duplicate Equipment action 228 Equipment Cost Rollup report 228
Duplicate Failure Code action 248 equipment hierarchy 232
Duplicate Invoice action 310 creating 233
Duplicate Item action 202 elements of 232
Duplicate Job Plan action 324 navigating 234
Duplicate Labor action 380 viewing 234
Duplicate Labor Group action 390 Equipment List Report 228
Duplicate Location action 239 Equipment Maintenance Cost Report 228
Duplicate PM action 172 equipment meters 236
Duplicate Precaution action 354 Equipment Module 221
Duplicate Purchase Order action 290 equipment records
Duplicate Purchase Requisition action 266 creating 229
Duplicate RFQ action 276 types 229
Duplicate Route action 333 Equipment/Location Drilldown See Drilldown
Duplicate Safety Hazard action 349 Estimated vs. Actual Work Order Costs report 89
Duplicate Safety Plan action 340 event tracking 90
Duplicate Service Contract action 376 external PR 267
Duplicate Tag Out action 358
Duplicate Tool action 372
Duplicate Work Order action 88, 128
E failure analysis 125, 253

failure class 123
failure codes
E-Commerce Details report 290 cause 250
economic order quantity 190 problem 250
Economic Order Quantity Report 186 remedy 250
Edit History Work Orders action 88 Failure Codes application 247
editable table windows 29 actions 248
employee records adding child levels 251
entering in Labor application 382 Attached Documents tab 248
ENTERED status 317 creating a failure code record 250
equipment Failure Codes tab 248
changing up/down status 114 reports 249
meters 236 Search tab 248
priority 224 using 249
rotating 230 Failure Codes List Report 249
Equipment application 225 failure hierarchy 249
actions 227 adding child levels 251
Attached Documents tab 226 building 250
creating an Equipment record 229 creating a failure class 250
Equipment tab 226 failure reporting 123, 253
Measurement tab 226 failure analysis 125
Meters tab 226 recording failure data 124
reports 228 field buttons 32
Safety tab 226 Detail 32
Search tab 226 Long Description 32
Spare Parts tab 226 Select Date 32
Specifications tab 226 Select Value 32
using 229
400 Release 5.2, 12/2003

Index
fields 5, 31 H
calculated values 31
data entry 31
default values 31 Help
entering values 61
button 23
Help 33
Field Help 33
key 6 link 15
read-only 31
using this guide with xv
required 31
Hide Table button 102
files 7 hierarchies 8
Filter 25
company branch hierarchy 368
Filter Labor to Match Work action 145
Equipment Assembly Structure 232
Filter Labor to Match Work button 150, 156 failure hierarchy 250
Filter Table button 25
Item Assembly Structure 205
Filter Work to Match Labor action 145
location 242
Filter Work to Match Labor button 150, 153 PM hierarchy 180
Find subtab 37
work order hierarchy 100
Finish Assignment action 145, 166
adding children 104
Finish Assignment button 150, 166 adding tasks 110
forms 6
building 104, 105
change status 108
navigating 103
terms 101
G viewing 102
HISTEDIT status 84
HOLD status 317
Generate Follow-up Work action 87, 127
Generate Work Order action (Condition Monitoring)
255
Generate Work Orders action (Preventive
Maintenance) 171
I
generating a work order
with Condition Monitoring 259 IAS See Item Assembly Structures
with PM application 178
Illustrated Parts Catalog
GL Account codes
editing selections 73
component sequence 75 searching documentation 70
components 74
selecting spare parts 71
defined 74
INPRG status 83, 286, 298
editing 78 Insert New Record button 18
entering 77
internal PR 267
fully defined accounts 76
INTERPT status 167
mandatory components 76 Interrupt Assignment action 145, 165
optional components 76
Interrupt Assignment button 150, 165
partially defined accounts 76
Inventory ABC Analysis Report 186
GL Account Navigator 73 Inventory application 183
Global Navigation Links 15
actions 184
Go To menu 15
Attached Documents tab 184
Go to Results button 18 Inventory tab 184
Go To Work Order Tracking button 150
Reorder Details tab 184
reports 186
Rotating Equipment tab 184
Search tab 184
using 187
Where Used tab 184
Release 5.2, 12/2003 401

Index
Inventory Balance Report 186 using 203

Inventory List Report 186 Vendors tab 201
Inventory Module 181 items
Inventory ROP report 186 adding to storerooms 208
Inventory Transactions Report 186, 216 adjusting current balances 197
invoice adjusting physical counts 198
copying PO lines to 314 balances 196
entering 312 categories 187
entering invoice lines 313 creating an item record 203
entering lines manually 315 deleting from storerooms 209
statuses 317 designating alternates 204
types 311 determining Reorder Point 190
Invoice Details Report 310 issuing 217, 218
Invoice Details Report action 310 issuing reserved items 217
Invoice List Report 310 linking to Asset Catalog 207
Invoices application 308 managing item counts 196
actions 309 reconciling balances 199
Attached Documents tab 309 reordering 189
Invoice Lines tab 309 returning 220
Invoice tab 309 transferring 219
reports 310 viewing availability 189
Search tab 309
using 311
IPC See Illustrated Parts Catalog
Issue Current Item action 184
Issues and Transfers application 214 J
actions 215
Issue tab 215
reports 216 Job Plan List Report 325
Search tab 215 job plans
Transfer In tab 215 applying in Work Order Tracking 92
Transfer Out tab 215 associating work assets with 331
using 216 creating 327
issuing defining labor 326
an item 217 defining materials 327
metered materials 219 defining tasks 326
reserved item 217 defining tools 327
unreserved item 218 entering labor, materials, & tools. 329
Item Assembly Structures 205 entering tasks 328
applying 206, 234 task sequence 328
creating 206 Job Plans application 323
Item Availability Analysis Report 186 actions 324
Item List Report 202 Attached Documents tab 324
Item Master application 200 Job Plan tab 324
actions 201 reports 325
Attached Documents tab 201 Search tab 324
creating using 325
item record 203 Work Assets tab 324
Item Assembly Structure tab 201
Item tab 201
reports 202
Search tab 201
Specifications tab 201
Storerooms tab 201
402 Release 5.2, 12/2003

Index
K Labor Reporting tab 134

reporting labor hours 136
Search tab 134
key fields 6 using 135
lead time 190
KPIs
lines
PM WOs Overdue by Priority 172
PM WOs Overdue by Supervisor 173 invoice 313
PO 292
PR 268
quotation 282, 283
RFQ 280
L location hierarchy 242
building from IAS 244
planning 242
labor Location List Report 239
approving actuals in Labor Reporting 138 locations
assigning to work orders 110 creating 241
associating with a craft 383, 387 networks 245
availability for assignments 154 preparing to create 240
completing labor assignments 112 priority 224
creating records 382 systems 242
defining job plan labor 326, 329 Locations application 237
disassociating with a craft 388 actions 238
modifying availability for assignments 161 Attached Documents tab 238
modifying records 383 creating a hierarchical system 243
removing labor assignments 112 creating a Location record 241
reporting work hours 136 creating a network system 245
Labor application 379 Equipment tab 238
actions 380 History tab 238
Attached Documents tab 380 Location tab 238
Labor tab 380 reports 239
reports 381 Safety tab 238
saved queries and Assignment Manager 153 Search tab 238
Search tab 380 Specifications tab 238
using 381 using 240
labor groups lock out
associating labor with 392 adding to Tag Out 360
defining 391 defined 359
defining alternates 392 Lock Out & Tag Out Procedures List report 359
Labor Groups application 389 Lock Out/Tag Out application 357
actions 390 actions 358
Attached Documents tab 390 Attached Documents tab 358
Labor Group tab 390 Lock Out/Tag Out tab 358
reports 390 reports 359
Search tab 390 Search tab 358
using 391 using 359
Labor Groups List Report 390 logging in See signing in
Labor List 149, 153, 154 Long Description 32
calendar grid 153 lower action limit 257
color coding 155 lower warning limit 257
filtering 156
Labor List Report 381
Labor Reporting application 133
actions 134
approving labor 138
Release 5.2, 12/2003 403

Index
M O
Manage All Document Folders action 48 Open Drilldown action 227, 238
Manage Document Library action 48 organization 9
Manage Systems action 239, 243
Manage this Attachment button 47
Mark Row for Delete button 23
masters
Item Master 200 P
PM 177
material receipts 301
materials PAID status 317
defining job plan materials 327, 329 parent-child relationship 8
receiving 302 password 12
MAXIMO Physical Count Adjustment button 198
applications 2 Planned Labor button 116
database 7 Planned Tools button 119
searching 35 planning work 157
hierarchies 8 Plans Module 321
modules 2 PM Hierarchies 180
overview 1 PM See Preventive Maintenance
MAXIMO fields 31 PM WOs Overdue by Priority 172
MAXIMO toolbar 16 PM WOs Overdue by Supervisor 173
measurement points 256 PMs
creating 257 create associated PMs 177
entering measurements 258 creating a master PM 177
limits 257 creating a PM record 174
meters generating a PM work order 178
entering readings 131 hierarchies 180
resetting 227 master PM 177
using 236 masters 80
Modify Availability button 150, 161 priority 176
Move Equipment action 87, 128, 227, 289 seasonal 180
Multisite option 9 setting frequency 174
organization 9 PO See purchase orders
site 9 Point 256
Point Name 256
PR Details Report action 266
PR Lines 268
PR See Purchase Requisition
N precautions
associating with hazards 352
Preventive Maintenance application 170
navigation bar 15 actions 171
navigation links 15 Attached Documents tab 171
networks creating a PM 174
creating 245 Frequency tab 171
viewing 245 Job Plan Sequence tab 171
New Row button 24, 28 Master PM tab 171
Next Page button 23, 41 PM Hierarchies 180
Next Record button 18 PM Hierarchy tab 171
Next Row button 23, 41 PM tab 171
nonstocked items 187, 188 reports 172
null value 40
404 Release 5.2, 12/2003

Index
Search tab 171 purchase requisitions

using 173 creating 267
Preventive Maintenance List Report 172 entering line items 268
Preventive Maintenance Module 169 external 267
Previous Page button 23, 41 internal 267
Previous Record button 18 statuses 273
Previous Row button 23, 41 Purchase Requisitions application 264
price agreement 263 actions 265
creating 295 Attached Documents tab 265
Print with Attachments action 88, 128, 172, 185, entering line items 268
202, 227, 239, 248, 255, 266, 276, 289, PR Lines tab 265
300, 310, 324, 333, 339, 349, 354, 358, PR tab 265
365, 372, 376, 380, 385, 390 reports 266
priority Search tab 265
calculated work priority 152 using 267
equipment 224 Purchasing module 261
formula for calculated work priority 152
location 224
PM 176
recommended values 81
work order 81, 151 Q
Purchase Order Details Report 290
Purchase Order Details Report action 289
Purchase Order List Report 290, 301 QBE (Query by example) See query
Purchase Order Status Details report 290, 301 query 35
purchase orders advanced 40
blanket releases 263 by example 38
blankets 262 default 42
change order 263, 297 making a query 38
creating 291 refining results 41
creating a blanket 296 results 41
creating a price agreement 295 saving a query 42
creating a release 296 user-defined default 42
creating from a PR 272 Quick Key search 17
creating from RFQ 285 Quick Reporting application 126
entering PO lines manually 293 actions 127
generating from blankets 273 Attached Documents tab 127
generating from price agreements 273 creating work orders 130
PO lines 292 Quick Reporting tab 127
price agreement 263 reports 129
statuses 298 Search tab 127
types 262 using 130
Purchase Orders application 287 Quick Reporting List Report 129
actions 288 quotation lines
Attached Documents tab 288 awarding to vendors 283
creating a purchase order 291 recording 282
PO Lines tab 288
PO tab 288
reports 290
Search tab 288
using 291 R
Purchase Requisition Details Report 266
Purchase Requisition List Report 266
READY status 286
Receipts List Report 301
Release 5.2, 12/2003 405

Index
Receive Rotating Items action 300, 304 reordering 189

receiving all items in a storeroom 190
materials 302 direct issue items 194
materials as ordered 302 selected items 192
materials with changes 304 single item 193
partial shipments 303 Report Downtime action 88, 113, 128
returning materials 305 reporting
rotating items 304 actuals 132
services 306 daily attendance 137
Receiving application 299 downtime 113, 115
actions 300 failures 123
Attached Documents tab 300 Reports
Material Receipts tab 300 Companies List 366
reports 301 Condition Monitoring List 256
Search tab 300 Craft List 386
Service Receipts tab 300 Details of an Equipment’s Failures 228
using 301 Drilldown into Equipment’s Failures 228
Reconcile Balances action 185, 199 E-Commerce Details 290
records 6 Economic Order Quantity Report 186
creating a company record 367 Equipment Cost Rollup 228
creating a craft record 386 Equipment List 228
creating a failure code record 250 Equipment Maintenance Cost 228
creating a labor record 382 Estimated vs. Actual Work Order Costs 89
creating a location record 241 Failure Codes List 249
creating a PM record 174 Inventory ABC Analysis 186
creating a PO 291 Inventory Balance 186
creating a PO from a PR 272 Inventory List 186
creating a PO from an RFQ 285 Inventory ROP 186
creating a storeroom location 212 Inventory Transactions 186, 216
creating a tool record 373 Invoice Details 310
creating an equipment record 229 Invoice List 310
creating an item record 203 Item Availability Analysis 186
creating purchase requisitions 267, 319 Item List 202
creating work orders 90, 130, 141 Job Plan List 325
deleting 61 Labor Groups List 390
displaying additional 22 Labor List 381
editing a record 61 Location List 239
entering a measurement point 257 Lock Out & Tag Out Procedures List 359
entering a service contract 377 Preventive Maintenance List 172
general procedure for creating 60 Purchase Order Details 290
referential attachment 48 Purchase Order List 290, 301
Refresh button 150 Purchase Order Status Details 290, 301
Refresh Labor List button 156 Purchase Requisition Details 266
Refresh Work List button 153 Purchase Requisition List 266
release 263 Quick Reporting List 129
Remove Safety Plan action 88 Receipts List 301
remove sequence 360 Request for Quotation Details 277
Remove Work Plan action 87, 99 Request for Quotation List 277
Reorder Direct Issue Items action 184, 195 RFQ Vendor Contacts 277
Reorder Items action 184, 190, 193 RFQ Vendor Details 277
reorder locks Routes List 334
clearing 196 Safety Hazards List 350
defined 196 Safety Plans List 340
Reorder Point 190 Safety Precautions List 355
Service Contracts List 377
406 Release 5.2, 12/2003

Index
Storeroom Overview 211 rotables See rotating equipment

Storeroom Pick 186 rotating assets See rotating equipment
Summary of Equipment Failures by Location rotating equipment 204, 229, 230
228 creating records for 231
Tool List 373 rotating items 204
Work Assignment 146 rotating parts See rotating equipment
Work Order Assignment 89 Route button 19
Work Order Details 89, 129, 140 Route Invoice action 309
Work Order List 89 Route PR action 265
Work Order Material Shortage 89 Route Purchase Order action 288
Work Order Pick 89 Route RFQ action 275
Work Request List 140 Route Work Order action 87, 127
request for proposal 278 routes
request for quotation applying 107, 337
adding vendors to an RFQ 281 creating 335
copying PR lines to an RFQ 280 using 335
creating manually 279 Routes application 332
creating PO from 285 actions 333
process for creating 279 Attached Documents tab 333
statuses 286 reports 334
Request for Quotation application 274 Route tab 333
actions 275 Search tab 333
adding vendors 281 using 335
Attached Documents tab 275 Routes List Report 334
copying PR lines to RFQ 280 Row Details 27
creating an RFQ 279 buttons 28
creating RFQ manually 279 rows 6
Quotations tab 275 check boxes 41
recording quotation lines 282 displaying additional 22
reports 277 selecting 41
RFQ Lines tab 275 Run Reports action 88, 128, 146, 172, 185, 202, 211,
RFQ tab 275 215, 227, 239, 248, 255, 266, 276, 289,
Search tab 275 300, 310, 324, 333, 339, 349, 354, 358,
using 278 365, 372, 376, 380, 385, 390
Vendor tab 275
Request for Quotation Details Report 277
Request for Quotation List Report 277
requirements 151
requisitioning S
spare parts 270
vendor items 271
Reserved Items button 118 safety hazards
Reset Meter Readings action 227 associating precautions 352
Resources module 363 defining 351
result set 21 selecting in Work Order Tracking 121
Results subtab 41 viewing associated tag outs 352
Return link 15 Safety Hazards application 348
Return with Value link 15 actions 349
returning items 220, 305 associating precautions with 352
RFP 278 Attached Documents tab 349
RFQ Details Report action 276 defining a safety hazard 351
RFQ See Request for Quotation Hazards tab 349
RFQ Vendor Contacts report 277 Precautions tab 349
RFQ Vendor Details report 277 reports 350
rotable spares See rotating equipment Search tab 349
Release 5.2, 12/2003 407

Index
Tag Outs tab 349 Select Action menu 17

using 350 Select Date button 32
Safety Hazards List Report 350 using 63
safety plans Select Equipment Spare Parts action 215
applying 347 Select Failure Codes button 124
applying in Work Order Tracking 120 Select Hazards action 339
associating assets with 343 Select Items for Return button 220, 305
associating hazards & precautions 344 Select Items for Transfer button 219
associating tag outs 346 Select Labor button 98
creating 342 Select Labor Query action 146, 149, 153
creating in Work Order Tracking 122 Select Materials button 96, 98
editing in Work Order Tracking 121 Select Ordered Items button 302
identifying hazardous materials 345 Select Ordered Services button 307
preparing to create 342 Select PO Items button 219
Safety Plans application 338 Select Reserved Items button 217
actions 339 Select Row check box 41
Attached Documents tab 339 Select Safety Hazards action 88
Hazardous Materials tab 339 Select Spare Parts button 96, 270
Hazards and Precautions tab 339 Select Tools button 98
reports 340 Select Value button 32
Safety Plan tab 339 using 62
Search tab 339 Select Work Date action 145, 154, 155
Tag Outs tab 339 Select Work Date button 150
using 341 Select Work Orders button 104
Safety Plans List Report 340 SENT status 286
safety precautions sequence
associating with hazards 356 job plan 328
defining 355 Lock Out apply 360
Safety Precautions application 353 Lock Out remove 360
actions 354 route 335
Attached Documents tab 354 work order task 94
defining a precaution 355 serialized assets See rotating equipment
Precaution tab 354 serialized equipment See rotating equipment
reports 355 service contracts
Search tab 354 creating multiple records 378
using 355 entering a service contract 377
Safety Precautions List Report 355 Service Contracts application 375
safety stock 190 actions 376
Save button 18 Attached Documents tab 376
saved queries 42 Contract tab 376
scheduling work 157 reports 377
Search Catalogs button 96 Search tab 376
searching 35 using 377
advanced 40 Service Contracts List Report 377
all records 36 service receipts 301
Asset Catalog 68 Set PM Counter action 171
Illustrated Parts Catalog 69 Set Preferences action 145, 152
implied search request 36 Set Reading at Last WO action 172
narrowing a search 36 Show All Labor action 146
null values 40 Show Assignments button 150, 160
Quick Key 17 Show Path to Top button 67
refining results 41 Show Table button 102
viewing results 41 Sign Out link 15
with wildcards 39 signature security 12
work requests 141
408 Release 5.2, 12/2003

Index
signing in Saved Queries 42

to Actaute 12 Tools 98
to MAXIMO 12 Summary of Equipment Failures by Location report
site 9 228
Site link 15 systems 242
spare parts 232 creating a hierarchical system 243
requisitioning 270 creating a network system 245
selecting with IPC 71 deleting systems 246
special order items 187, 189 disassociating locations 246
SQL See Structured Query Language viewing 245
Standard Cost Adjustment action 185
standard services 293
entering on an invoice 314
Start Assignment action 145, 164
Start Assignment button 150, 164 T
Start Center 13
defined 13
link 15 table window 21
STARTED status 167 buttons 23
status default table data 29
assignment 167 editable 29
invoice 317 filter 25, 41
purchase order 298 navigating 22
purchase requisition 273 Row Details 27
request for quotation 286 tasks 94
work order 83 table window buttons 23
stocked equipment See rotating equipment See also buttons
stocked items 187, 188 Add to Bookmarks 23
Stop Workflow action 87, 127, 265, 275, 288, 309 Close Details 23
Storeroom Overview Report 211 Count Results 23
Storeroom Pick report 186 Help 23
storerooms Mark Row for Delete 23
adding items 208, 213 New Row 24
as company 368 Next Page 23
creating a storeroom location 212 Next Row 23
deleting items 213 Previous Page 23
deleting items from 209 Previous Row 23
Storerooms application 210 Undelete Row 24
actions 211 View Details 23
Items tab 211 tables (database) 7
reports 211 tabs 20
Search tab 211 Actuals 86, 115
Storeroom tab 211 Addresses 365
using 212 Assignment Manager 145
Structured Query Language 7 Assignments 86
subassemblies 232 Attached Documents 46
subtabs 20 Branches 365
Advanced 40 Company 365
Bookmarks 43 Condition Monitoring 255
Find 37 Contacts 365
Labor 95 Contract 376
Materials 96 Crafts 385
Meters 131 Create Requisition 319
Results 41 Defaults 319
Equipment (Equipment) 226
Release 5.2, 12/2003 409

Index
Equipment (Locations) 238 Tool 372

Failure Codes 248 Transfer In 215
Failure Reporting 86, 123 Transfer Out 215
Frequency 171 Vendors (Item Master) 201
Hazardous Materials 339 Vendors (RFQ) 275
Hazards 349 Where Used 184
Hazards and Precautions 339 Work Assets 324
History 238 Work Order 86
Inventory 184 tag out
Invoice 309 adding tasks 360
Invoice Lines 309 defining 360
Issue 215 tasks
Item 201 defining 94, 326
Item Assembly Structure 201 Lock Out tasks 360
Items 211 task ID 328
Job Plan 324 Tool List Report 373
Job Plan Sequence 171 toolbar 16
Labor 380 toolbar buttons 18
Labor Group 390 See also buttons
Location 238 Attach a New Document 18
Lock Out/Tag Out 358 Change Status 19
Master PM 171 Clear Changes 18
Material Receipts 300 Details Report 19
Measurement 226 Go to Results 18
Meters 226 Insert New Record 18
Plans 86 Next Record 18
PM 171 Overview Report 19
PM Hierarchy 171 Previous Record 18
PO 288 Route 19
PO Lines 288 Save Record 18
PR 265 tools
PR Lines 265 creating a record 373
Precaution 354 defining job plan tools 327, 329
Precautions 349 duplicating tool records 374
Quick Reporting 127 Tools application 371
Quotations 275 actions 372
Receiving 319 Attached Documents tab 372
Reorder Details 184 reports 373
Requisitions 319 Search tab 372
RFQ 275 Tool tab 372
RFQ Lines 275 using 373
Rotating Equipment 184 Transfer Current Item action 185
Route 333 transferring items 219
Safety 226, 238
Safety Plan (Safety Plans) 339
Safety Plan (Work Order Tracking) 86, 120
Search 145
Service Receipts 300 U
Spare Parts 226
Specifications (Equipment) 226
Specifications (Item Master) 201, 207 Undelete Row button 24
Specifications (Locations) 238 Update Associated PMs action 172
Storeroom 211 Update Average Units Per Day action 227
Storerooms 201 upper action limit 257
Tag Outs 339, 349 upper warning limit 257
410 Release 5.2, 12/2003

Index
user name 12, 13 rescheduling 162

access rights 12 un-assigning 162
work assets 331
Work Assignment Report 146
Work List 149, 151
color coding 152
V filtering 153
Work Order Assignment Report 89
Work Order Details Report 89, 129, 140
vendor items Work Order Details Report action 88, 128
requisitioning 271 Work Order List Report 89
Vendor Items button 271 Work Order Material Shortage Report 89
vendors Work Order Pick report 89
defining in Companies application 366 Work Order Tracking application 85
disqualifying 370 actions 87
View Blanket PO action 289 Actuals tab 86
View Costs action 88, 100, 128 Assignments tab 86
View Details button 23, 27 Attached Documents tab 86
View Entire Plan action 88 Failure Reporting tab 86
View Equipment Move History action 227 Plans tab 86
View Follow-up Work action 88, 128 reports 89
View Inventory Transactions action 185 Safety Plan tab 86
View Invoice Lines action 289 Search tab 86
View Item Availability action 185 using 90
View PO Information action 88, 128 Work Order tab 86
View PR Line Items action 289 work orders
View Sequence action 171 adding children to the hierarchy 104
View Status History action 227, 238 adding safety plans 120
View Status/Workflow History action 87, 127, 265, applications used to create 81
276, 288, 309 applying routes to 107
View Totals action 324 assigning a new parent 106
View Vendor Analysis action 185 assigning labor 110
View Work Order & PMs button 67 associating with a hierarchy 105
View Work Orders and PMs action 227, 239 building a WO hierarchy 104
View Workflow Help action 87, 127, 265, 276, 288, building hierarchy on Plans tab 110
309 change status 108
View/Modify Parents action 239 completing labor assignments 112
corrective 80
creating 90
creating using Quick Reporting 130
deleting 109
W emergency 80
event report 80
generating a PM work order 178
WAITASGN status 167 generating hierarchy from PM hierarchy 108
WAPPR status 83, 273, 298, 317
hierarchy 100
Web pages
hierarchy terms 101
adding to the Library 51 navigating a WO hierarchy 103
wildcards 39
preventive maintenance masters 80
placement 39
priority 81
using 39 removing labor assignments 112
WMATL status 83
statuses 83
work
types 80
dispatching 164 viewing a hierarchy 102
reassigning 162
Work Orders Module 79
Release 5.2, 12/2003 411

Index
work plan
creating 92
defined 92
defining labor 95
defining materials 96
defining tasks 94
defining tools 98
editing 93
materials interactions 97
removing 99
selecting multiple labor, materials, or tools 98
work request
creating 141
Work Request List Report 140
work requests
editing 143
viewing 142
Work Requests application 139
and other applications 140
creating 141
reports 140
searching 141
using 141
work tracking 90
Workflow
Route button 19
Workflow Inbox 13
WPCOND status 83
WSCH status 83
Zero Equipment Costs action 227

Zero Year to Date Hours action 385
Zero Year to Date Quantities action 185
Zero Year to Date Totals action 380
412 Release 5.2, 12/2003

Printing History
Printing History
Edition Date Release
1 August 2003 Release 5.2
2 December 2003 Release 5.2
Release 5.2, 12/2003 413

MPD0935-52MAXUG-02-Eng-12/2003
414

Maximo User Guide Version 5.2

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Maximo User Guide Version 5.2

Uploaded by

Copyright:

Available Formats

User’s Guide

Trademarks: MAXIMO®, Struxure®, MAXIMO® Enterprise™, MAXIMO® Extended Enterprise™,

MRO Software Products Third-Party Information

Chapter 2: Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Release 5.2, 12/2003 iii

Filtering Table Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Chapter 3: Common Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

iv Release 5.2, 12/2003

Chapter 4: Work Orders Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Release 5.2, 12/2003 v

Work Order Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

vi Release 5.2, 12/2003

Using the Labor Reporting Application . . . . . . . . . . . . . . . . . . . . . . 135

Release 5.2, 12/2003 vii

Chapter 5: Preventive Maintenance Module . . . . . . . . . . . . . . . . . 169

Chapter 6: Inventory Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

viii Release 5.2, 12/2003

Designating Alternate Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Chapter 7: Equipment Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Release 5.2, 12/2003 ix

Applying Item Assembly Structures . . . . . . . . . . . . . . . . . . . . . . 234

Chapter 8: Purchasing Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

x Release 5.2, 12/2003

Purchase Requisitions Application . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Release 5.2, 12/2003 xi

Receiving Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Chapter 9: Plans Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321

xii Release 5.2, 12/2003

Safety Plans Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Chapter 10: Resources Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 363

Release 5.2, 12/2003 xiii

Disqualifying a Vendor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370

Appendix: Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395

xiv Release 5.2, 12/2003

This section briefly summarizes this document and how it can

Who Should Read this Guide?

How to Use this Guide

This guide introduces you to the applications. The Help provides

This guide includes a brief overview of MAXIMO’s database

Chapter 2 Getting Started

Chapter 3 Common Procedures

Chapter 4 Work Orders Module

Chapter 5 Preventive Maintenance Module

Chapter 6 Inventory Module

Release 5.2, 12/2003 xv

Chapter 7 Equipment Module

Chapter 8 Purchasing Module

Chapter 9 Plans Module

Chapter 10 Resources Module

Appendix Keyboard Navigation

! Applications can be displayed or hidden, or assigned to

! Custom applications can be created.

! Module and Application names can be changed.

! Field names can be changed, fields can be displayed or hidden,

This guide uses the following typographical conventions:

Bold type indicates the following elements of the user interface:

Italic type indicates a documentation title, and is used for

xvi Release 5.2, 12/2003

NOTE A note provides related information, reminders, recommendations,

CAUTION A caution means that taking or avoiding a specific action could

! MAXIMO Installation Guide specific to your application server

! MAXIMO System Administrator’s Guide

! MAXIMO Multisite Administrator’s Guide