You are on page 1of 136

Penn State University (PSU)

FAM - Planner Training Manual

Prepared By

Revision History
Revision Date: March 11, 2014
Revision Number: 1
Revision #
1.0

Date
March 11, 2014
Click here to enter
a date.

Collaborator
EDI

Description
Initial Document

Record of Review
Date
Click here
a date.
Click here
a date.
Click here
a date.
Click here
a date.

Reviewer
to enter
to enter
to enter
to enter

Planner Training Manual

Purpose

Training Guide Contents


1

FAM - Work Reception Center Training......................................................................................... 9


1.1

FAM Project Overview ................................................................................................... 9

1.2

Maximo Overview .......................................................................................................... 9

1.3

Work Reception Center Training Manual ....................................................................... 9

OPP Work Order Management..................................................................................................... 10


2.1

Overview of Work Orders and Workflow ...................................................................... 10

2.2

Work Types ................................................................................................................. 11

2.3

Work Order Workflow Process for On Demand Work (CM, SVC, TS, MP, and EV) ...... 12

2.3.1

Phase 1 Triage and Planning .................................................................................................... 15

2.3.1.1

WRC Triages ........................................................................................................................................ 15

2.3.1.2

Planner Plans (Optional) ................................................................................................................. 17

2.3.1.3

EXERCISE: Plan CM Work Order and Route for Scheduling ............................................... 19

2.3.1.4

EXERCISE: Plan CM Work Order and Route for Approval .................................................. 27

2.3.1.5

EXERCISE: Plan CM Work Order and Place in Backlog ........................................................ 29

2.3.1.6

Approval (Optional).......................................................................................................................... 33

2.3.2

Phase 2 Scheduling and Execution........................................................................................ 35

2.3.2.1

Scheduler Schedules (Optional).................................................................................................... 36

2.3.2.2

Supervisor Assigns ............................................................................................................................ 37

2.3.2.3

Craftsperson Executes/Updates ................................................................................................... 39

2.3.3

Phase 3 Post Completion Review and Closure................................................................ 43

2.3.3.1

Planner Post-Completion Review (Optional)........................................................................... 43

2.3.3.2

Final Billing Complete (Integration) ........................................................................................... 44

Planner Training Manual

2.3.3.3
2.4

Work Order Workflow for Key Request Process ........................................................... 45

2.4.1

Phase 1A Non-OPP Request Triage and Approval ........................................................ 47

2.4.1.1

P & PS Reviews Request .................................................................................................................. 47

2.4.1.2

OPP Approval of Controlled Keys................................................................................................. 51

2.4.2

Phase 1B OPP Request Triage and Approval ................................................................... 55

2.4.2.1

OPP Access Coordinator Creates Key Request......................................................................... 55

2.4.2.2

OPP Access Coordinator Coordinates Approval for Key Request ..................................... 56

2.4.3

Phase 2 Planning, Scheduling and Execution .................................................................. 60

2.4.4

Phase 3 Key Pick Up and Closure........................................................................................... 60

2.5

2.4.4.1

Work Reception Center Records Pick Up Information ......................................................... 60

2.4.4.2

Final Billing Complete (Integration) ........................................................................................... 61

2.4.4.3

Work Order Closed............................................................................................................................ 62

Work Order Workflow Process for Preventive Maintenance.......................................... 63

2.5.1

Phase 1 Work Order Generation ............................................................................................ 64

2.5.2

Phase 2 Planning, Scheduling and Execution .................................................................. 64

2.5.3

Phase 3 Post-Completion Review and Closure ............................................................... 64

2.6

Work Order Workflow Process for Jobs ....................................................................... 65

2.6.1

Phase 1 Create Job ......................................................................................................................... 67

2.6.1.1

Work Order Closed............................................................................................................................ 44

OPP Accounting Creates Job........................................................................................................... 67

2.6.2

Phase 2 Planning, Scheduling and Execution .................................................................. 68

2.6.3

Phase 3 Post-Completion Review and Closure ............................................................... 68

Planner Training Manual

2.7

Work Order Workflow Process for Fixed Tasks ............................................................ 69

2.7.1

Phase 1 Create Fixed Task ......................................................................................................... 70

2.7.2

Phase 2 Execution.......................................................................................................................... 70

2.7.3

Phase 3 Closure ............................................................................................................................... 71

2.9

Components of a Work Order ...................................................................................... 72

2.9.1

Work Order Tab Header Section ............................................................................................ 72

2.9.2

Work Order Tab Job Details Section .................................................................................... 73

2.9.3

Work Order Tab Budget Section ............................................................................................ 74

2.9.4

Work Order Tab Priority Section........................................................................................... 75

2.9.5

Work Order Tab Scheduling Information Section ........................................................ 76

2.9.6

Work Order Tab Responsibility Section............................................................................. 77

2.9.7

Plans Tab Tasks Section ............................................................................................................. 77

2.9.8

Plans Tab Labor Section ............................................................................................................. 78

2.9.9

Plans Tab Material Section ........................................................................................................ 78

2.9.10 Assignments Tab Assignments Section .............................................................................. 79


2.9.11 Actuals Tab Labor Section ......................................................................................................... 80
2.9.12 Actuals Tab Materials Section ................................................................................................. 80
2.9.13 Cost Tab Current Billing Section ............................................................................................ 81
2.9.14 Cost Tab Fiscal Work Order Costs Section ........................................................................ 82
2.9.15 Cost Tab Work Order Costs Section ..................................................................................... 83
2.9.16 Log Tab Work Log Section......................................................................................................... 84
2.9.17 Failure Reporting Tab ..................................................................................................................... 85

Planner Training Manual

Classifications.............................................................................................................................. 87
3.1

Overview of Classifications .......................................................................................... 87

3.2

Working with Classifications ........................................................................................ 87

3.2.1

Creating Classifications .................................................................................................................. 87

3.2.1.1

3.2.2

Updating Classifications ................................................................................................................. 89

3.2.2.1
5

Exercise: Update an Asset Classification to Add an Attribute............................................. 90

Locations ...................................................................................................................................... 92
5.1

Overview of Locations ................................................................................................. 92

5.2

Location Types ............................................................................................................ 93

5.3

Working with Locations ................................................................................................ 94

5.3.1

Creating Locations ............................................................................................................................ 94

5.3.1.1

Exercise Creating a Location ...................................................................................................... 94

5.3.1.2

Exercise Associating a Location to a System ......................................................................... 97

5.3.2

5.4

Exercise: Create an Asset Classification ..................................................................................... 87

Update or Inactivate Location ..................................................................................................... 98

5.3.2.1

Exercise Updating the Priority on a Location ....................................................................... 99

5.3.2.2

Exercise Inactivating a Location................................................................................................ 99

Components of a Location ......................................................................................... 101

5.4.1

Location Tab Header Section .................................................................................................101

5.4.2

Location Tab Systems, Parent, and Children Sections ..............................................102

5.4.3

Assets Tab Assets Section........................................................................................................103

5.4.4

Assets Tab History Section......................................................................................................103

Planner Training Manual

5.4.5
6

Assets ......................................................................................................................................... 105


6.1

Overview of Assets .................................................................................................... 105

6.2

Asset vs. Locations.................................................................................................... 106

6.3

Working with Assets .................................................................................................. 107

6.3.1

6.4

Specifications Tab Header and Specifications Section .............................................104

Creating Assets..................................................................................................................................107

6.3.1.1

Exercise Creating an Asset ....................................................................................................... 107

6.3.1.2

Exercise Moving an Asset ......................................................................................................... 110

6.3.1.3

Exercise Decommissioning an Asset..................................................................................... 112

Components of an Asset ........................................................................................... 113

6.4.1

Assets Tab Details Section .......................................................................................................113

6.4.2

Asset Tab Purchase Information, Budget and Costs Sections ...............................114

6.4.3

Spare Parts Tab Subassemblies and Spare Parts Sections .....................................115

6.4.4

Meters Tab Meters Section......................................................................................................115

6.4.5

Specifications Tab Header and Specifications Section .............................................116

Job Plans .................................................................................................................................... 118


7.1

Overview of Job Plans ............................................................................................... 118

7.2

Creating and Activating a Job Plan ............................................................................ 119

7.2.1

7.3

Planner Creates New Job Plan...................................................................................................120

7.2.1.1

Exercise: Create Job Plan and Submit for Approval ........................................................... 120

7.2.1.2

Exercise: Activate Job Plan that has been Approved by all Reviewers ......................... 123

Revising a Job Plan ................................................................................................... 124

Planner Training Manual

7.3.1

Planner Creates Job Plan Revision ..........................................................................................126

7.3.1.1

Exercise: Create Job Plan Revision and Submit for Approval ......................................... 126

7.3.1.2

Exercise: Activate Job Plan Revision that has been Approved by all Reviewers ....... 127

7.3.2

Planner Inactivates Job Plan ......................................................................................................128

7.3.2.1
8

Preventive Maintenance ............................................................................................................. 129


8.1

Overview of Preventive Maintenance ......................................................................... 129

8.2

Working with PMs...................................................................................................... 130

8.3

Creating and Activating a Preventive Maintenance Record ........................................ 130

8.3.1

8.4

Planner Creates New PM .............................................................................................................132

8.3.1.1

Exercise: Create PM and Submit for Approval ..................................................................... 132

8.3.1.2

Exercise: Activate PM that has been Approved by all Reviewers................................... 134

Revising a PM ........................................................................................................... 135

8.4.1

Planner Creates Job Plan Revision ..........................................................................................135

8.4.1.1

8.4.2

Exercise: Modify PM Frequency ............................................................................................... 135

Planner Inactivates Job Plan ......................................................................................................136

8.4.2.1

Exercise: Inactivate Job Plan ...................................................................................................... 128

Exercise: Inactivate PM................................................................................................................ 136

Planner Training Manual

1 FAM - Work Reception Center Training


1.1 FAM Project Overview
FAM (Facilities Asset Management System) is a major step forward in the evolution of
Enterprise Asset Management (EAM) at Penn State. The FAM system is built on the Maximo
7.5 platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work
management tasks will be critical to realizing the goals of the FAM project.

1.2 Maximo Overview


IBM Maximo Asset Management is an integrated productivity tool and database that
helps you manage all of your asset types on a single software platform. Built on a serviceoriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of
all asset types, their conditions and locations, and the work processes that support them, to
provide you with optimal planning, control, audit, and compliance capability.
The Maximo database provides critical information about assets and locations, including
key attributes, their configuration, and their physical and logical relationships to other
resources. Using Maximo, you can manage and track events related to your assets from
cradle to grave including creating, assigning, monitoring, notifying, and reporting on key
work and work support processes such as work orders and purchase orders, including
status, from start to finish.

1.3 Work Reception Center Training Manual


This training manual focuses on the role of the Planner user as it executes functions in the
FAM system. This manual will cover the applications and use cases that a Planner user will
be expected to perform, on regular basis, inside of the system. The manual may not cover
some functionality that the Planner has access to if it is not directly related to a common
activity that they are expected to perform.
Specifically, this manual covers overviews, processes and specific exercise associated with
the following topics:
Work Management
Locations
Assets
Classifications
Job Plans
Preventive Maintenance

Planner Training Manual

2 OPP Work Order Management


2.1 Overview of Work Orders and Workflow
Work Orders are used to identify, plan, schedule, execute and track the work that
is performed at Locations and/or on Assets and systems throughout the campus.
Initially, a work order is a request for work to be performed. Once completed, a
work order is a record of activities performed that make up the history of our
Locations, Assets and systems.
The information that is contained on a work order includes the following:

The tasks that were performed


The labor hours involved in performing the work
The services used, if any
The materials used, if any
The tools required to do the work
The assets worked on
The locations where the work was performed

When you create a work order, you initiate the work management process and
create a historical record of the work requested and performed. The work
management process in the FAM system is controlled by an electronic workflow
process. This workflow, based on work types, ensures the right steps are
performed, by the right people, in the right order and at the right time. At certain
times in the workflow, direct assignments will determine who is to take action on
a record. At other times, information on the work order including status,
responsible group/individual, and assignment status will determine who is to take
action. At all times, any status changes to be performed on a work order record
will be done using workflow options.
As a work order record is processed through the work management workflow,
more sections of the work order record will be populated with the information
about what was both planned to be done and what was actually done.
In this section of the training manual you will learn about the basic components of
Work Order and Job records, the different Work Types, and the workflow
processes for each Work Type.

10

Planner Training Manual

2.2 Work Types


Work Types are assigned to Work Orders to categorize them by the nature of the
work being performed. Ultimately, this serves two very important purposes:

Categorization of Work
Processing of Work

Categorization is the concept that it allows you to sort the work already
performed or still in progress to determine how your facilities are performing. For
example, is most of the work you are doing trouble or breakdown work or is most
of it preventive maintenance. An organization that is trying to establish an
Enterprise Asset Management (EAM) program and not just a repair service
considers this type of informati
Processing of work is the concept that different types of work require different
pre-, post-, and in progress processing tasks. For example, a corrective
maintenance work order to repair a failure requires planning to analyze the failure
and identify a fix. Whereas, a preventive maintenance work order already has a
plan defined for it and does not need any planning prior to execution. In order to
ensure that the right steps are done by the right people at the right time, we must
have processes that dictate what those steps are based on work type.
Along with the FAM implementation, the following Work Types will be used for
work orders:
Work Type

Abbr.

Definition

Corrective
Maintenance

CM

Work to return an asset/location to its designed


intent after a failure.

Service Work

SVC

Work that does not affect the reliability or


maintenance history of any assets/locations and is
not related to a failure. Typically driven by
customer request.

Minor Project

MP

Smaller changes, enhancements, and upgrades to


assets/locations that do not require a contract.
May require some design assistance and level 1
permitting, but limited to work with a single funding
source.
Planner Training Manual

11

Work Type

Abbr.

Definition

Trouble
Shooting

TS

Performance of an assessment in support of the


planning process prior to performing another work
type. Should be a child to a work order of another
type.

Event

EV

Work related to a distinct event that does not


affect the reliability or maintenance history of any
assets/locations.

Preventive
Maintenance

PM

Proactive work to maintain an asset/location in


performance of its designed intent.

Job

JOB

Larger changes, enhancements, and upgrades to


assets/locations that require a contract. Require
design assistance, permitting beyond level 1, and
may involve multiple funding sources. Typically
associated with a Tririga Contract Number.

Fixed Task

FT

Routine, recurring, operational work. (Also known


as Standing Orders.)

Key Request

KR

Work related to new keys or re-keying generated


from a Key Request.

The following sections will describe how each of the above work types are
processed. Note that Corrective Maintenance (CM), Service Work (SVC), Minor
Project (MP), Trouble Shooting (TS), and Event (EV) work orders all follow the
same workflow process and are collectively referenced as On-Demand Work in
the following section.

2.3 Work Order Workflow Process for On Demand Work (CM, SVC,
TS, MP, and EV)
On-demand work (CM, SVC, TS, MP and EV work types) is typically initiated
based on a customer request, tradesperson problem report, or as a follow up
work order. For this reason, these work orders must be triaged and, in some
cases, planned before they are assigned and executed. It should be noted that
any work order that is submitted without a work type will initially follow this
12

Planner Training Manual

workflow. From start to finish, work orders with these work types may proceed
through the following phases, each of which will be described in greater detail:

1 - Triage
and Planning

2Scheduling
and
Execution

Phase 1 Triage and Planning

3 - Review
and Closure

Triage
Planning
Approval

Phase 2 Scheduling and Execution

Scheduling
Assignment
Execution

Phase 3 Post-Completion Review


and Closure

Post-Completion Review
Closure

The workflow is being presented in phases because the workflow is set up to


behave a little differently in each of these phases.
During Phase 1 Triage and Planning, workflow is set up to make discrete
assignments to individuals and groups where the assigned individuals are the
Planner Training Manual

13

only users that can access the workflow options for the record. During this
phase, workflow actions show exactly who is assigned and records reside in
specific users workflow inbox.
During Phase 2 Scheduling and Execution, work orders are not actively in a
workflow, meaning that there are not discrete assignments to individuals or
groups and anyone with appropriate permissions is allowed to access the
workflow options for the record. During this phase, users that are responsible
for the record are engaged via Start Center result sets and/or saved queries in
the appropriate applications. During this phase, users primarily use specific
function-based applications like Scheduler, Assignment Manager, Mobile Work
Manager, or Quick Reporting to interact with the record. Whenever a status
change is required, the user still uses workflow, but is presented with all of the
available status change options at that particular point in the process. The
reason for this design is to allow applications like Assignment Manager and
Mobile Work Manager to function most efficiently without workflow getting in the
way.
During Phase 3 Post-Completion Review, workflow is again set up to make
discrete assignments to individuals and groups where the assigned individuals
are the only users that can access the workflow options for the record. During
this phase, workflow actions show exactly who is assigned and records reside in
specific users workflow inbox. Once the Work Order is in a waiting to be closed
(WCLOSE) status, the work orders are not in workflow at all. At this point, work
orders are sitting in a Waiting to Close status and will automatically be close
when an integration informs Maximo that billing is complete.

14

Planner Training Manual

2.3.1 Phase 1 Triage and Planning

WRC Triages

Planner
Plans
(Optional)

Approval
(Optional)

On to Phase
2Scheduling
and
Execution

2.3.1.1 WRC Triages


The workflow begins when a work order is submitted via SuiteReq, a mobile
device, or created directly in Maximo and routed. The workflow first assigns the
record to the Work Reception Center (WRC) person group. Every person in this
person group will receive an assignment for the work order and it will be
displayed in their workflow in-box. Any user from that group can perform the
next step in workflow to take ownership of the record for triage, which will end
the assignment for all other users of the group and remove it from their workflow
in-boxes. Once one of the users from the group has taken ownership of the
record via workflow, the record will move into a status of TRIAGE and reside
only in the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.
At the Triage step in the workflow, the WRC can review and make updates to
the record. Key fields to review/update:

Planner Training Manual

15

Key Fields for Triage Step:


Description/Long Description

Work Type

Asset/Location

GL Account/Customer Billing Number

Urgency/Priority

Target Start/Finish

Responsibility Fields

Once the WRC has completed their updates to the record, they have a limited
number of workflow routing options that are described below:

Option

What Happens Next

Dependencies

Cancel the Work Order

Work Order Status goes


to Cancel (CAN) and
workflow stops.

Not required, but might


populate Work Log
section with reason for
cancellation.

Process ends.
Emerging work Route
directly to Work Group

Work Order Status goes


to Approved (APPR) and
workflow stops.

Work Order goes directly


to Phase 2 of process.

Must do either of the


below first:

Populate the Work


Group Field OR
Create
assignment for
Technician
(Emergencies)

Not Emerging work


Route to Planner Group

Work Order Status goes


to Waiting Planning
(WPLAN) and gets
assigned to the specified
Planner Group.

Must populate the


Planner Group field first.

Place Work Order back


into WRC Queue.

Work Order Status goes


back to New (NEW) and
gets assigned to the
WRC Person Group.

N/A

16

Planner Training Manual

Note: It should be noted that the Emerging Work option would be


selected in the case of an emergency Work Order, where the dispatched
Technician has already been assigned.
2.3.1.2 Planner Plans (Optional)
If the non-Emerging option is selected, workflow will assign the Work Order to
the Planner Group person group identified on the Work Order. Every person in
this person group will receive an assignment for the work order and it will be
displayed in their workflow in-box. Any user from that group can perform the next
step in workflow to take ownership of the record for planning, which will end the
assignment for all other users of the group and remove it from their workflow inboxes. Once one of the users from the group has taken ownership of the record
via workflow, the record will move into a status of PLANNING and reside only in
the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.
At the Planning step in the workflow, the Planner can review and make
updates to the record. Key fields/sections to review/update:
Key Fields/Sections for Planning Step:
Description/Long Description

Work Type

Asset/Location

Urgency/Priority

Target Start/Finish

Job Plan

Duration

Work Group

Plans Tab Steps

Plans Tab - Labor

Plans Tab Materials

Once the Planner has completed their updates to the record, they have a limited
number of workflow routing options that are described below:

Planner Training Manual

17

Option

What Happens Next

Dependencies

Cancel the Work Order

Work Order Status goes


to Cancel (CAN) and
workflow stops.

Not required, but might


populate Work Log
section with reason for
cancellation.

Process ends.
Route Work Order for
Waiting to be Scheduled

Work Order Status goes


to Waiting to be
Scheduled (WSCH) and
workflow stops.

Not required, but might


populate the following
first:

Work Group
Scheduler Group

Work Order goes to


Phase 2 of process.
Place the Work Order
into Backlog.

Work Order Status goes


to Backlog (BACKLOG)
and workflow stops.

Must populate the


Backlog Reason field
first.

Work Order can be


resubmitted to workflow
at any time and it will go
back to the Planner.
Route the Work Order for
Approval

Work Order Status goes


Must populate Approver
back to Waiting Approval field first.
(WAPPR) and gets
assigned to the Person in
the Approver field.

Place the Work Order


Back into the Waiting
Planning Queue

Work Order Status goes


back to Waiting Planning
(WPLAN) and gets
assigned to the Planner
Person Group on the
Work Order.

18

Planner Training Manual

N/A

2.3.1.3 EXERCISE: Plan CM Work Order and Route for Scheduling


Work Orders that require planning will be located in your Inbox/Assignments
portlet on your Start Center with a description of Work Order [Work Order #]
Needs to be Planned.
1. Log in to Maximo with your username and password.
2. In your Inbox/Assignments portlet, click on the Work Order that you will
start planning.

3. Click on the Route Workflow Icon on the toolbar.


4. With Take Ownership of Work Order for planning selected, click on OK.

NOTE: Performing this step takes the record out of the Planner Group
queue and assigns it directly to you. This reduces the possibility of
multiple users trying to plan the same Work Order.
Typically, at this point in the process, the Planner user would review and update
key fields on the Work Order prior to routing it on to the next step. In this
exercise, you will be asked to populate some these fields. Please note that
depending on the record you selected, these fields may already have the values
specified in them.
Before proceeding with planning the Work Order, you would want to review and
validate the following:
Planner Training Manual

19

The Asset or Location is precise and accurate for the work being
requested or problem reported.
The Work Type is accurate.

Next you would determine if Extensive or Minimum planning is required. This


drives how much time you will invest in planning the record and, therefore, which
steps you will perform as well as how much time you will invest in performing
those steps. (This is really a sliding scale and should be defined by your
organization. Sample definitions provided below.)
Minimum
o Work has no historical value.
o Work estimate is not more than 4 total work hours.
o While parts may be required, no ordering is necessary.
Extensive
o All other work.
o How much time you spend on the additional planning steps would
be a sliding scale related to the size and complexity of the job.
Important: Minimum planning still REQUIRES some definition of
scope and REQUIRES identification of planned labor. ALL Work
Orders that go through planning should have planned labor even if it is
an educated guess. This is critical information for scheduling.
For this exercise, we will assume that Extensive planning is required.
For extensive planning, you would review the work history of the Asset or
Location in Maximo to determine trends and conditions. This can be done many
ways in Maximo. The simplest being:
5. Select View Work Details from the lookup on the Location or Asset field
on the Work Order.

20

Planner Training Manual

6. When done reviewing the work history, select OK.


Typically, for extensive planning, you would also perform a field inspection to
validate the request/problem, begin scoping the work, and identify potential
constraints.
7. To define the scope of work, you can update the short description of the
Work Order by entering text in the Description field. (You can click on the
Long Description icon to add additional text, if necessary)

Note: Scope should be limited to a very high-level definition of


actions or repairs to be executed (not step-by-step) including prep,
coordination and wrap-up activities as well as actual work. It
should also include identification of critical coordination elements
for the work like access restrictions or required clearances.

8. Save the record


.
9. Navigate to the Plans tab of the Work Order by clicking on it to begin
planning the work.

Planner Training Manual

21

To create the steps to perform the work:


10. Select New Row in the Tasks section of the Plans tab.
11. Enter text into the Task Summary field to describe the first step of the
Work Order.

Note: For complex jobs, you may want to populate the duration for
each step. This would simply be done to make calculating the
overall job duration easier.
Also, if there is a condition monitoring point reading to be recorded,
the ID of the Condition Monitoring Point can be entered in the
Measure Point field.
12. Repeat steps 9 and 10 to add two additional steps to the Work Plan.
Alternate Method: If a suitable Job Plan for the work already
exists, attach it by populating the Job Plan ID in the Job Plan field
on the main Work Order tab.
Note: if minimum planning, do not spend time searching for a Job
Plan. Only attach if already known.
13. Save the record
22

Planner Training Manual

To identify the Materials required for the work:


14. Open the Materials tab on the Plan tab by clicking on it.

15. Select New Row on the Materials tab of the Plans tab.
16. Enter 821630 in the Item Number field, enter 2 in the Quantity field, and
enter Area 1 in the Storeroom field.

17. Select New Row on the Materials tab of the Plans tab.
18. In the Line Type field, open the drop-down list and select Material.

Planner Training Manual

23

19. Enter Sealant in the Item Description field, enter 1 in the Quantity field,
enter EA in the Order Unit field, enter 25 in the Unit Cost field, and enter
4105 in the Vendor field.

Alternate Method: You can also select materials to plan for the
Work Order by using the Select Materials or Select Asset Spare
Parts buttons.
Note: Tools can be added on the Tools tab of the Plan tab in a
similar fashion. Add a new row for each planned tool from the Tool
room and enter the Tool ID and quantity. (If special tools are going
to be required, but do not need to be issued from the Tool room,
include in the Work Order Description.)
20. Save the record

To identify the Labor required for the work:


21. Open the Labor tab on the Plan tab by clicking on it.

22. Select New Row on the Labor tab of the Plans tab.
24

Planner Training Manual

23. Select the Select Value icon next to the Skill Level field to bring up a list
of available Craft/Skill combinations.

24. Select the Carpentry Field 301 00 Craft/Skill by clicking on it.

25. Enter 1 in the Quantity field (already populated) and enter 1 in the
Regular Hours field to indicate that you will need one this Craft/Skill for
one hour.

Note: In most cases, for labor durations, an educated guess by the


planner is sufficient. This is particularly true for minimum planned
Work Orders. For extensive Work Orders you might look at historical
actuals from similar jobs.
Planner Training Manual

25

Important: Craft, Quantity and Duration will be critical information for


evaluating resource demand when scheduling and assigning using
Scheduling and Dispatch applications. This information should be
provided on ALL work orders!
26. Save the record

To enter additional Planning/Scheduling/Routing information:


27. Navigate back to the main Work Order tab by clicking on it.
28. Enter 1 in the Duration field in the Scheduling Information section to
signify that the Work Order should take 1 hour to complete, once started.

Note: Duration is the duration of the Work Order from start to finish.
This is not the total effort. This is the amount of time that will elapse
from when the work is initially started to when it can be called
complete.
Also, you may optionally populate the Customer Reqd Start and Finish
Dates at this time. This is the allowable maintenance window for when
this work can be scheduled.

29. Enter GENERAL in the Work Group field to identify the Work Group that
is to be responsible for the work.

30. Save the record

To indicate that the Work Order is now planned and ready for scheduling:

26

Planner Training Manual

31. Select the Route Workflow icon


.
32. Select the Proceed to Available Routing Options option and select OK.

33. Select the Work Order planned. Ready for scheduling. option and select
OK.

Planning on this Work Order is now complete and the planners responsibility is
done. This Work Order will now be picked up a by a scheduler to define
scheduled start and finish dates.

2.3.1.4 EXERCISE: Plan CM Work Order and Route for Approval


In this exercise, the Work Order that is planned will need to be routed for
Approval before it can be scheduled.
1. Log in to Maximo with your username and password.
2. In your Inbox/Assignments portlet, click on the Work Order that you will
start planning.

Planner Training Manual

27

3. Click on the Route Workflow Icon on the toolbar.


4. With Take Ownership of Work Order for planning selected, click on OK.

5. Utilize what you learned in the previous exercise to plan this Work Order.
Including:
Defining Scope
Adding Work Plan Tasks
Adding Planned Materials
Adding Planned Labor
Identifying Duration and Work Group
6. Save the record

To route the Work Order for approval:


7. Enter UATSUP1 in the Approver field in the Responsibilities section of
the main Work Order tab.

Note: The person entered into the Approver field is the person
responsible for obtaining any necessary approvals prior to
28

Planner Training Manual

beginning work. The Work Order record will be assigned to the


specified individual in workflow and they will need to use workflow
to indicate the Work Order is approved.
8. Select the Route Workflow icon
.
9. Select the Proceed to Available Routing Options option and select OK.

10. Select the Work Order requires approval. Route to assigned Approver.
option and select OK.

Planning on this Work Order is now complete and the planners responsibility is
done. This Work Order will now be reviewed and approved by the reviewer and
routed on for scheduling if approved. If it is not approved, it will return to the
planner for additional planning or cancellation.
2.3.1.5 EXERCISE: Plan CM Work Order and Place in Backlog
In this exercise, the Work Order that is planned will be placed into backlog after
planning is complete.
1. Log in to Maximo with your username and password.
Planner Training Manual

29

2. In your Inbox/Assignments portlet, click on the Work Order that you will
start planning.

3. Click on the Route Workflow Icon on the toolbar.


4. With Take Ownership of Work Order for planning selected, click on OK.

5. Utilize what you learned in the previous exercise to plan this Work Order.
Including:
Defining Scope
Adding Work Plan Tasks
Adding Planned Materials
Adding Planned Labor
Identifying Duration and Work Group
6. Save the record

To place the Work Order in backlog:


7. Select the Select Value icon next to the Backlog Reason field on the main
Work Order tab of the Work Order.

30

Planner Training Manual

8. Select a Backlog Reason of Other by clicking on it.

Note: If other is selected as the Backlog Reason, the planner


should provide a note in the Work Log explaining the situation.

9. Navigate to the Log tab by clicking on it.

10. Select New Row in the Work Log section.


11. Enter UPDATE in the Type field. Enter a reason for placing the Work
Order in backlog in the Summary field.

Planner Training Manual

31

12. Select the Route Workflow icon


.
13. Select the Proceed to Available Routing Options option and select OK.

14. Select the Place Work Order in Backlog. option and select OK.

Planning on this Work Order is now complete and the planners responsibility is
done, for now. This Work Order is no longer in workflow and is in a status of
BACKLOG. Workflow can be restarted on this Work Order at any time. When
workflow is restarted the record will be routed back to the Planner that placed it in
backlog to review and take action on.

32

Planner Training Manual

2.3.1.6 Approval (Optional)


If the Route for Approvals option is selected, workflow assigns the Work Order
to the individual identified as the Approver on the Work Order.
Note: At this point, the Work Order will reside only in the Approvers
workflow in-box. The Approver will be the only user that can perform the
next routing step.
At the Approval step in the workflow, the Approver user would review all of the
information provided on the Work Order and coordinate any necessary
approvals that are exterior to the Maximo system.
Once the Approver has decided if they approve of the Work Order, they have a
limited number of workflow routing options that are described below:
Option

What Happens Next

Dependencies

Approve the Work Order

Work Order Status goes


to Waiting to be
Scheduled (WSCH) and
workflow stops.

N/A

Work Order goes to


Phase 2 of process.
Not Approve the Work
Order

Work Order Status goes


back to the Planning
(PLANNING) status and
is assigned to the
Planner that planned the
Work Order

Not required, but might


populate Work Log
section with reason for
not approving.

At the end of this phase of the process, the Work Order will be in one of the
following conditions:
Possible Ending Conditions for Phase Next Steps
1 of Process
1. Canceled status with workflow
stopped.

N/A

Planner Training Manual

33

Possible Ending Conditions for Phase Next Steps


1 of Process
2. Approved status with workflow
stopped.

Supervisor picks up Work Order in saved


queries to be assigned. (Phase 2)

3. Waiting to be Scheduled status


with workflow stopped.

Scheduler picks up Work Order in saved


queries to be scheduled. (Phase 2)

4. Backlog Status with workflow


stopped.

Planner picks up Work order in saved


queries to be restarted at Planning step.
(Phase 1)

34

Planner Training Manual

2.3.2 Phase 2 Scheduling and Execution

Scheduler Schedules
(Optional)

Supervisor Assigns

Craftsperson
Executes/Updates

Craftsperson
Completes

On to Phase 3 Review and Closure

As described above, during this phase, work orders are not actively in a workflow
in between actions.
Note: This means that there are not discrete assignments to individuals
or groups. It also means that anyone with appropriate permissions is
allowed to access the workflow options for the record.
During this phase, users that are responsible for the record find their records via
Start Center result sets and/or saved queries in the appropriate applications.
During this phase, users primarily use specific function-based applications like
Scheduler, Assignment Manager, Mobile Work Manager, or Quick
Reporting to interact with the record.
Important: Whenever a status change is required, the user uses the
workflow button and is presented with all of the available status change
options at that particular point in the process.
Once an option is selected, the workflow fires to make the status change and
then immediately stops again. The reason for this design is to allow applications
like Assignment Manager and Mobile Work Manager to function most efficiently
without workflow getting in the way.
In Phase 2 Scheduling and Execution, a work order can begin in one of two
places. Either:
Planner Training Manual

35

1. A Work Order requires scheduling and comes into the process in a


Waiting to be Scheduled status (WSCH)
OR
2. The Work Order is emerging work and comes into the process in the
Approved (APPR) status.
Note: Work Orders in an Approved status bypass the scheduling steps
and go directly to the Supervisor.

2.3.2.1 Scheduler Schedules (Optional)


For Work Orders in a Waiting to be Scheduled (WSCH) status, Schedulers would
utilize a Start Center Result Set, Saved Query in Work Order Tracking, or Saved
Query in a Scheduling application to identify which Work Orders are ready to be
scheduled. They would use either Work Order Tracking or a Scheduling
application to update the following Key Fields:
Key Fields for Scheduling Step:
Scheduled Start

Scheduled Finish

Duration

Work Group

Once the Scheduler has completed their updates to the record, they have a
limited number of workflow routing options that are described below:
Option

What Happens Next

Dependencies

Route Work Order for


Execution

Work Order Status goes


to Approved (APPR) and
workflow stops.

Must populate Work


Group field.

Supervisor picks up
Work Order in saved
queries to be assigned.

36

Planner Training Manual

Not required, but should


populate the following
first:

Scheduled Start
Scheduled Finish

Option

What Happens Next

Dependencies

Route the Work Order


back to the Planner
Group for additional
planning

Work Order Status goes


back to Requires Replanning (REPLAN) and
gets assigned to the
Planner Person Group
on the Work Order.

Must populate the


Planner Group first.

Work Order goes back to


Phase 1.

2.3.2.2 Supervisor Assigns


All work that is in an approved status is ready to be assigned to craftspeople.
This includes Work Orders that have been scheduled, like in the previous step, or
Work Orders that were identified as Emerging and routed directly to approved
from the Triage steps in Phase 1.
To assign approved Work Orders, Supervisors would typically utilize a Saved
Query in the Assignment Manager application to identify which Work Orders are
ready to be assigned.
Note: a Supervisor might also use a Start Center Result Set or Saved
Query in Work Order Tracking to catch one-off Work Orders that need to
be assigned.)
In Assignment Manager, the Supervisor would assign the Work Order to a
craftsperson or craftspeople.
Key Fields for Assignment Step:
Laborer

Assignment Start Date

Note: Often, this step will be performed across multiple records at the
same time.
Important: There is no need for a Supervisor to change the status of the
Work Order at this point, if the work is assigned. Craftspeople will see
their assigned records on the Mobile Device or in their Saved Queries
regardless of status.
Planner Training Manual

37

The Supervisor does have the following workflow options available to them, if
they choose to exercise them:
Note: All of these options only change the status of the record and then
workflow stops immediately again.
Option

What Happens Next

Dependencies

Change Status to
Rescheduling Required

Work Order Status goes


to Rescheduling
Required (RSCH) and
workflow stops.

Not required, but might


populate Work Log
section with reason for
rescheduling.

Scheduler picks up Work


Order in saved queries to
be scheduled.
Change Status to
Reassignment
Required

Work Order Status goes


to Reassignment
Required (REASSIGN)
and workflow stops.

If moving to another
Work Group, must
populate Work Group
field.

Supervisor picks up
Work Order in saved
queries to be assigned.
Change Status to
Waiting Materials

Work Order Status goes


to Waiting on Materials
(WMATL) and workflow
stops
Supervisor/Technician
picks up Work Order in
saved queries when
materials arrive.

38

Planner Training Manual

N/A

Option

What Happens Next

Dependencies

Change Status to In
Progress

Work Order Status goes


to In Progress (INPRG)
and workflow stops.

N/A

Technician continues to
process Work Order just
like APPR.

Note: The Supervisor Assigns step could be executed more than


once on a Work Order. This is particularly true for multi-craft Work
Orders or when work is interrupted across shifts.
Important: Emergency work (work that is dispatched before a Work
Order is even created) will actually come out of the Triage steps
with a craftsperson already assigned and in the approved status.
These work orders will immediately show up as assigned for the
craftsperson.

2.3.2.3 Craftsperson Executes/Updates


Craftspeople will be able to see the Work Orders that are assigned to them in
several locations:

Start Center Result Set


Quick Reporting (via Saved Query)
Mobile Work Manager

At this point in the process, craftspeople will begin preparing for and working on
their assigned Work Orders. They will utilize Quick Reporting or Mobile Work
Manager to perform updates like:

Key Fields/Sections for Updating Work Orders during Execution:


Labor Tab (Time Entries)

Materials Tab

Failure Codes

Work Log
Planner Training Manual

39

Craftspeople via Mobile Work Manager and/or Quick Reporting have the ability
to make several status changes while in the Execution phase of the process.
The status changes will happen automatically based on actions in Mobile Work
Manager, but can be initiated in Quick Reporting via workflow.
Note: Not all of these status changes are required. They are available to
provide more information or alert the appropriate people of issues.

Option

What Happens Next

Dependencies

Change Status to
Reassignment
Required

Work Order Status goes


to Reassignment
Required (REASSIGN)
and workflow stops.

If moving to another
Work Group, must
populate Work Group
field.

Supervisor picks up
Work Order in saved
queries to be assigned.
Change Status to
Waiting Materials

Work Order Status goes


to Waiting on Materials
(WMATL) and workflow
stops

N/A

Supervisor/Technician
picks up Work Order in
saved queries when
materials arrive.
Change Status to In
Progress

Work Order Status goes


to In Progress (INPRG)
and workflow stops.

Technician continues to
process Work Order just
like APPR.

40

Planner Training Manual

N/A

Option

What Happens Next

Dependencies

Change Status to
Received (MOBILE
ONLY)

Work Order Status goes


to Received
(RECEIVED).

Happens automatically
when a Work Order is
received on the Mobile
Device.

Technician continues to
process Work Order just
like APPR.
Change Status to
Started (MOBILE
ONLY)

Work Order Status goes


to Started (STARTED).

Change Status to Hold


(MOBILE ONLY)

Work Order Status goes


to Hold (HOLD).

Technician continues to
process Work Order just
like APPR.

Technician continues to
process Work Order just
like APPR.
Change Status to
Complete

Work Order Status goes


to Complete (COMP).

Work Order enters back


into workflow for postcompletion processing,
Phase 3 of process.

Happens automatically
when a Work Order is
started on the Mobile
Device.

Happens automatically
when a Work Order is put
on hold on the Mobile
Device.

Not required, but the


following should be
entered first:

Labor Time
Materials
Failure Codes
Work Log Updates

Note: Until the Work Order is in the complete (COMP) status, it might be
reassigned multiple times and be taken through several of the statuses
above. In some cases, it may even be taken the same status more than
once.
Once a Work Order is taken to the complete (COMP) status, the workflow will
automatically pick it up and take into Phase 3 of the process.
At the end of this phase of the process, the Work Order can only be in one
condition:
Planner Training Manual

41

Possible Ending Conditions for Phase Next Steps


2 of Process
1. Complete status with workflow
restarted.

Workflow will evaluate the Work Order


for post-completion processing.

Important: When the Work Order is set to the Complete (COMP) status,
workflow will automatically uncheck the Accepts Charges? flag on the
work order. This is to protect against new charges potentially being
initiated after the financial system final bills the Work Order. All actuals
updates should take place before completing the Work Order.

42

Planner Training Manual

2.3.3 Phase 3 Post Completion Review and Closure

Planner
Performs PostCompletion
Review
(Optional)

Final Billing
Complete
(Integration)

Work Order
Closed
(Automatic)

Process Ends

In Phase 3 Post Completion Review and Closure, a work order is immediately


evaluated and routed one of two ways. Either:
1. If the JP Changes? box is checked on the Work Order, the workflow will
change the status to Waiting Review (WREVIEW) and assign the record
to the Planner person group identified on the Work Order.
OR
2. If the JP Changes? box is not checked on the Work Order, workflow will
change the status of the Work Order to waiting to be closed (WCLOSE)
and workflow will stop on the record.
2.3.3.1 Planner Post-Completion Review (Optional)
If a post-completion review is required, the workflow will assign the record to the
Planner person group identified on the Work Order. Every person in this person
group will receive an assignment for the work order and it will be displayed in
their workflow in-box.
Note: Any user from that group can perform the next step in workflow to
record the review as complete.
Planner Training Manual

43

A planner would review this Work Order to determine if, based on feedback from
the crafts, the associated Job Plan needs to be updated. (Or, potentially, other
updates that might be identified by the craft.) The following key fields should be
reviewed by the Planner in this situation:

Key Fields/Sections for Post-Completion Review Step:


Work Log (for Craft Comments)

Plans Tab Steps

Plans Tab - Labor

Plans Tab - Materials

Actuals Tab Labor

Actuals Tab - Materials

Description/Long Description

Job Plan

The only option available at this point in the process is to say that the review is
complete, any actions as a result of the review take place independently of the
Work Order or workflow.
Option

What Happens Next

Dependencies

Mark Review as
Complete

Work Order Status goes


to Waiting to be Closed
(WCLOSE) and workflow
stops.

N/A

2.3.3.2 Final Billing Complete (Integration)


Work Orders will remain in a waiting to be closed (WCLOSE) until they are Final
Billed. An integration with the VM system will update the billing information on
Work Orders and eventually mark the Work Order as Final Billed.

2.3.3.3 Work Order Closed


An escalation will monitor the system for Work Orders that are in the waiting to
be closed (WCLOSE) status and are marked as Final Billed and will
automatically change the status of these records to closed (CLOSE.)

44

Planner Training Manual

2.4 Work Order Workflow for Key Request Process


Key request work (the KEY work type) is initiated based on a customer request
and requires a review for validity. For this reason, these work orders must be
triaged before they are planned, assigned and executed. There are also some
specific steps to perform prior to closure for these Work Orders. From start to
finish, work orders with these work types may proceed through the following
phases, each of which will be described in greater detail:

1A - NonOPP
Request
Approval

1B - OPP
Request
Approval

2Planning,
Scheduling,
Execution

Phase 1A Non-OPP Request Triage


and Approval

Triage

Phase 1B OPP Request Triage and


Approval

Triage

Phase 2 Planning, Scheduling and


Execution

Planning

3 - Key
Pick Up
and
Closure

Approval

Approval

Scheduling
Planner Training Manual

45

Assignment
Execution
Phase 3 Key Pick Up and Closure

Key Pick Up
Closure

The workflow is being presented in phases because the workflow is set up to


behave a little differently in each of these phases.
During Phases 1A or 1B the workflow is set up to make discrete assignments
to individuals and groups where the assigned individuals are the only users that
can access the workflow options for the record. During this phase, workflow
actions show exactly who is assigned and records reside in specific users
workflow inbox.
During Phase 2 Planning, Scheduling and Execution, KEY Work Orders follow
the exact same process as On-Demand Work described in the previous
section. Once a Work Order leaves Phase 1A or 1B of this process, it starts at
the WPLAN step of the On-Demand Work process and follows the same
steps of that process until the Work Order is completed (COMP) at the end of
Phase 2.
During Phase 3 Key Pick Up and Closure, workflow is again set up to make
discrete assignments to individuals and groups where the assigned individuals
are the only users that can access the workflow options for the record. During
this phase, workflow actions show exactly who is assigned and records reside in
specific users workflow inbox. Once the Work Order is in a waiting to be closed
(WCLOSE) status, the work orders are not in workflow at all. At this point, work
orders are sitting in a Waiting to Close status and will automatically be closed
when an integration informs Maximo that billing is complete.

46

Planner Training Manual

2.4.1 Phase 1A Non-OPP Request Triage and Approval

P & PS
Reviews
Request

P & PS
Approves
Restricted
Keys
(Optional)

OPP Approval
for Controlled
Keys
(Optional)

Phase 2 Planning
Scheduling
and Execution

2.4.1.1 P & PS Reviews Request


The workflow begins when a Key Request is submitted via SuiteReq. The
workflow first assigns the record to the Police and Public Services (P&PS)
person group. Every person in this person group will receive an assignment for
the work order and it will be displayed in their workflow in-box.
Exception: The assignment list for Master Keys will be a smaller sub-set
of the P&PS Person group and is dictated by membership in the
P&PSMAST person group.
Any user from that group can perform the next step in workflow to take ownership
of the record for review, which will end the assignment for all other users of the
group and remove it from their workflow in-boxes. Once one of the users from
the group has taken ownership of the record via workflow, that record will only
reside in the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.

Planner Training Manual

47

At the P&PS Review step in the workflow, the P&PS user can review and make
updates to the record. Key fields to review/update, most of which reside on the
Keys tab of Work Order Tracking:
Key Fields for Triage Step:
Description/Long Description

Work Type

Asset/Location

Grand Master?

Building Master?

Animal Facility?

Athletic Facility?

Leased Property?

Building Entry?

Can Be Facilitated Electronically?

Under ACs Dept. Control?

Mechanical, Electrical or Tele. Room?

Note: The Key Request should also have a Key Request Form attached
to it that should be reviewed.
Once the P&PS user has completed their review/updates to the record, they will
have a series of workflow routing options that are described below:
The initial options available to the user are:
1. The request is for non-Restricted Key.
OR
2. The request is for a Restricted Key.
Based on their selection, their next routing options are different.
If Non-Restricted Key is Selected
Option

What Happens Next

Dependencies

Requester is authorized
to request for building
specified.

Work Order Status goes


to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.

Planner Group must be


identified on Work Order.

The Work Order goes to


Phase 2.

48

Planner Training Manual

Option

What Happens Next

Dependencies

Requester is NOT
authorized to request for
building specified

Work Order Status goes


to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.

Planner Group must be


identified on Work Order.

THEN
External approval has
been received.

Requester is NOT
authorized to request for
building specified

The Work Order goes to


Phase 2.
Work Order status goes
to canceled (CAN).
Workflow stops.

THEN

The person contacted for


approval should be
captured in the Work
Log.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.

External approval has


NOT been received

Note: For the Requester is NOT authorized to request for building


specified options above. The Work Order will remain assigned to the
P&PS user immediately after this selection with instructions to get
approval. Once approval is obtained, the user can workflow the record to
indicate if approval was granted or not.

If Restricted Key is Selected


Option

What Happens Next

Dependencies

Key request is NOT for a


controlled key. Proceed
to options.

Work Order status goes


to canceled (CAN).
Workflow stops.

A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.

THEN
P&PS does not approve
request

Planner Training Manual

49

Option

What Happens Next

Dependencies

Key request is NOT for a


controlled key. Proceed
to options.

Work Order status goes


to Waiting Planning
(WPLAN) and the record
is assigned to the
Planner Group on the
Work Order.

Planner Group must be


identified on Work Order.

THEN
P&PS does not require
external approvals and
approves request.
Key request is NOT for a
controlled key. Proceed
to options.
THEN
External approvals are
required.
Key request IS for a
controlled key. Route for
approvals.

The Work Order goes to


Phase 2.
Work Order remains
assigned to P&PS user
until external approvals
are obtained. User can
then use workflow
options to either approve
or cancel request.

If approving, Planner
Group must be identified.

Work Order goes to a


Waiting Approval status
and is assigned to the
OPP Director of
Buildings and Grounds.

N/A

If canceling, a Cancel
Reason should be
populated.

Note: The options with THEN in them above mean that the user is
presented with a second set of routing options after selecting the first
option.

50

Planner Training Manual

A process flow summarizing the routing possibilities available in the P&PS


Review step is provided below:
Request Owned
by P&PS User
for Review

Restricted
Key?

AC
Authorized
for Building?

P&PS Obtains
External
Approval

Request
Rejected. Work
Order to
Canceled
(END)

Y
Y

OPP
Controlled
Key?

External
Approvals
Required?

Request
Approved. Work
Order to Waiting
Planning
(Phase 2)

Y
Request
Requires OPP
Approval. Phase
1 Continues.

P&PS
Approves?

P&PS Obtains
External
Approval

Request
Rejected. Work
Order to
Canceled
(END)

Request
Approved. Work
Order to Waiting
Planning
(Phase 2)

N
Request
Rejected. Work
Order to
Canceled
(END)

2.4.1.2 OPP Approval of Controlled Keys


If the request is for an OPP Controlled key, the workflow will assign the record to
the OPP Director of Buildings and Grounds person group.
Note: It is expected that there is only one person in this group at any
time, but it is set up as person group to allow for easy change out of the
name, when applicable.
Any user from that group can perform the next step in workflow which is to make
decisions on the level of approvals of required.
Planner Training Manual

51

At the OPP Approval of Controlled Keys step in the workflow, the Director can
review and make updates to the record. Key fields to review/update, most of
which reside on the Keys tab of Work Order Tracking:
Key Fields for Triage Step:
Description/Long Description

Work Type

Asset/Location

Grand Master?

Building Master?

Animal Facility?

Athletic Facility?

Leased Property?

Building Entry?

Can Be Facilitated Electronically?

Under ACs Dept. Control?

Mechanical, Electrical or Tele. Room?

Note: The Key Request should also have a Key Request Form attached
to it that should be reviewed.
Once the Director has completed their review/updates to the record, they will
have a series of workflow routing options that are described below:
The initial options available to the user are:
1. The request is NOT for a Mechanical Room.
OR
2. The request is for a Mechanical Room.
Based on their selection, their next routing options are different.
If NOT a Mechanical Room Key is Selected
Option

What Happens Next

Dependencies

Appropriate approvals
have been obtained
outside the system.

Work Order Status goes


to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.

Planner Group must be


identified on Work Order.

The Work Order goes to


Phase 2.

52

Planner Training Manual

Option

What Happens Next

Dependencies

Appropriate approvals
could NOT be obtained
outside the system

Work Order status goes


to canceled (CAN).
Workflow stops.

A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.

Note: For the Request is NOT for a Mechanical Room option above.
The Work Order will remain assigned to the Directory immediately after
this selection with instructions to get approval. Once approval is obtained,
the user can workflow the record to indicate if approval was granted or
not.

If Mechanical Room Key is Selected


Workflow will assign the record to users in each of the following person groups:

Director of Building and Grounds


EH&S
OPP Safety

At least one user from each group will have to go in and select a routing option
before the request can proceed. The options available to users is provided
below:
Option

What Happens Next

Dependencies

Request is approved.

If all three reviews select


this option, the Work
Order status goes to
Waiting Planning
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.

Planner Group must be


identified on Work Order.

The Work Order goes to


Phase 2.

Planner Training Manual

53

Option

What Happens Next

Dependencies

Request is NOT
approved.

If even one user selects


this option, the Work
Order status goes to
canceled (CAN) and
workflow stops.

A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.

A process flow summarizing the routing possibilities available in the OPP Review
step is provided below:

From P&PS
Review, for OPP
Controlled Key
(WAPPR)

Request Owned
by OPP Director
of Buildings and
Grounds for
Review

Mechanical
Room?

Director Obtains
External
Approval

Request
Rejected. Work
Order to
Canceled
(END)

EH&S, OPP
Safety, and
Director of B&G
All Review

Request
Approved. Work
Order to Waiting
Planning
(Phase 2)

All Approve?

Y
N
Request
Rejected. Work
Order to
Canceled
(END)

54

Planner Training Manual

Request
Approved. Work
Order to Waiting
Planning
(Phase 2)

At the end of this phase of the process, the Work Order will be in one of the
following conditions:
Possible Ending Conditions for Phase Next Steps
1A of Process
1. Canceled status with workflow
stopped.

N/A

3. Waiting to be Planned (WPLAN)


status with Work Order assigned to
Planner Group.

Planner takes ownership of record to


plan Work Order.

2.4.2 Phase 1B OPP Request Triage and Approval

OPP Access
Coordinator
Creates Key
Request

OPP Access
Coordinator
Coordinates
Approvals for
Key Request

Phase 2 Planning
Scheduling and
Execution

2.4.2.1 OPP Access Coordinator Creates Key Request


Key Requests for OPP Employees are created directly in Maximo by an OPP
Access Coordinator (AC) based on a request from an OPP Employee (outside
system.) The OPP AC will use Work Order Tracking to create the Key
Request Work Order. Key fields to populate, most of which reside on the Keys
tab of Work Order Tracking:
Planner Training Manual

55

Key Fields for Key Request Creation Step:


Description/Long Description

Work Type = KEY

GL Account

Urgency

Asset/Location

Grand Master?

Building Master?

Animal Facility?

Athletic Facility?

Leased Property?

Building Entry?

Can Be Facilitated Electronically?

Under ACs Dept. Control?

Mechanical, Electrical or Tele. Room?

Planner Group

Work Group

Important: The Work Type of KEY must be entered and saved on the
new Work Order for Maximo to display the Keys tab that contains most
of the Key Request information.
Once the Key Request Work Order has been created, the OPP AC will start
workflow on the record by selecting the Route Workflow icon.

2.4.2.2 OPP Access Coordinator Coordinates Approval for Key Request


The workflow begins when a Key Request has been started in workflow by an
OPP AC. The workflow first assigns the record to the OPP Access Coordinator
person group. Every person in this person group will receive an ass ignment for
the work order and it will be displayed in their workflow in-box.
Any user from that group can perform the next step in workflow to take
ownership of the record for review, which will end the assignment for all other
users of the group and remove it from their workflow in-boxes. Once one of the
users from the group has taken ownership of the record via workflow, the record
will only reside in the owners workflow in-box.
Note: The owner will be the only user that can perform the next routing
step.
At the OPP AC Review step in the workflow, the OPP AC user can review and
make updates to the record, if needed.
56

Planner Training Manual

Once the OPP AC user has completed their review/updates to the record, they
will have a series of workflow routing options that are described below:
The initial options available to the user are:
1. The request is NOT for a Special Key.
OR
2. The request is for a Special Key.
Based on their selection, their next routing options are different.
If Non-Special Key is Selected
Option

What Happens Next

Dependencies

Key Request is
approved.

Work Order Status goes


to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.

Planner Group must be


identified on Work Order.

The Work Order goes to


Phase 2.
Key Request is NOT
approved.

Work Order status goes


to canceled (CAN).
Workflow stops.

A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.

If Special Key is Selected


The Work Order remains assigned to the OPP AC with instructions to obtain the
appropriate approvals outside the system. Once the appropriate people have
been contacted, the OPP AC will have the following workflow routing options.

Planner Training Manual

57

Option

What Happens Next

Dependencies

Key Request is approved


by outside approvers.

Work Order Status goes


to Waiting to be Planned
(WPLAN) and is
assigned to the Planner
Group on the Work
Order.

Planner Group must be


identified on Work Order.

The Work Order goes to


Phase 2.
Key Request is NOT
approved by outside
approvers.

58

Work Order status goes


to canceled (CAN).
Workflow stops.

Planner Training Manual

The people providing


approval should be
captured in the Work Log
of the Work Order.
A Cancellation Reason
should be captured in the
Cancel Reason field on
the Work Order.

A process flow summarizing the routing possibilities available in the OPP AC


Approval step is provided below:

Request Owned
by OPP AC and
for Review/
Coordination

Special Key?

OPP AC Obtains
External
Approval

Request
Rejected. Work
Order to
Canceled
(END)

Y
Request
Approved. Work
Order to Waiting
Planning
(Phase 2)

Request
Approved. Work
Order to Waiting
Planning
(Phase 2)

Approve?

Y
N
Request
Rejected. Work
Order to
Canceled
(END)

At the end of this phase of the process, the Work Order will be in one of the
following conditions:
Possible Ending Conditions for Phase Next Steps
1A of Process
1. Canceled status with workflow
stopped.

N/A

3. Waiting to be Planned (WPLAN)


status with Work Order assigned to
Planner Group.

Planner takes ownership of record to


plan Work Order.

Planner Training Manual

59

2.4.3 Phase 2 Planning, Scheduling and Execution


Phase 2 of the Key Request workflow process begins with the Work Order being
assigned to the Planner Group in a Waiting to be Planned (WPLAN) status.
From this point, Phase 2 of the Key Request workflow process is identical to the
On Demand Work Management process for planning, scheduling, and
execution. The Work Order will follow those process steps until it reaches the
status of Complete (COMP). Please see the appropriate steps of that section to
see how a Key Request is planned, scheduled and executed.
When the Work Order reaches the complete (COMP) status, Phase 3 of the Key
Request Process begins.

2.4.4 Phase 3 Key Pick Up and Closure

WRC
Records Pick
Up Info

Final Billing
Complete
(Integration)

Work Order
Closed
(Automatic)

Process Ends

2.4.4.1 Work Reception Center Records Pick Up Information


In Phase 3 Key Pick Up and Closure, a Work order is initially assigned to the
Work Reception Center person group. Every person in this person group will
60

Planner Training Manual

receive an assignment for the work order and it will be displayed in their
workflow in-box.
Note: Any user from that group can perform the next step in workflow to
record that the key pick up information has been entered.
A WRC user would review this Work Order and either:
1. Validate the Key(s) have already been picked up/delivered and
information entered.
OR
2. Enter the pickup information when the Key(s) are picked up from the Work
Reception Center, if applicable.
The key fields that should be update on the Keys tab of Work Order Tracking
when the Key(s) are picked up/delivered are:

Key Fields/Sections for Key Pick Up Step: (All on Keys tab -> Key Table)
Owner ID/Name (if OPP)

Non-OPP Owner ID/Name (if NonOPP)

Issued Date

The only option available at this point in the process is to say that the information
has been entered and keys picked up or delivered. This step would not be
performed until this is true.
Option

What Happens Next

Dependencies

Mark Review as
Complete

Work Order Status goes


to Waiting to be Closed
(WCLOSE) and workflow
stops.

N/A

2.4.4.2 Final Billing Complete (Integration)


Work Orders will remain in a waiting to be closed (WCLOSE) until they are Final
Billed. An integration with the VM system will update the billing information on
Work Orders and eventually mark the Work Order as Final Billed.
Planner Training Manual

61

2.4.4.3 Work Order Closed


An escalation will monitor the system for Work Orders that are in the waiting to
be closed (WCLOSE) status and are marked as Final Billed and will
automatically change the status of these records to closed (CLOSE.)

62

Planner Training Manual

2.5 Work Order Workflow Process for Preventive Maintenance


Preventive Maintenance work (the PM work type) is always initiated from the
Work Order generation process off of a Preventive Maintenance record. A
Preventive Maintenance record already contains the information that would be
populated during Triage or Planning and is already approved. Therefore, these
Work Orders can go directly to Scheduling or Assignment. Once generated, PM
Work Orders follow the exact same process as On Demand Work Management
beginning at Phase 2, all the way through closure.

1 - Work
Order
Generation

2 - Scheduling
and
Execution*

3 - Post
Completion
Review and
Closure*

Note: The * is there to denote that Phases 2 and 3 of this process are
identical to Phases 2 and 3 of the On Demand Work Management
process, detailed in a previous section.

Phase 1 Work Order Generation

Work Order Generation

Phase 2 Scheduling and Execution

Scheduling
Assignment
Execution
Planner Training Manual

63

Phase 3 Post-Completion Review Post-Completion Review


and Closure
Closure

2.5.1 Phase 1 Work Order Generation


Preventive Maintenance (PM) Work Orders are either generated automatically,
via a cron-task, or manually from the Preventive Maintenance application.
These Work Orders will either generate in a Waiting to be Scheduled (WSCH) or
Approved (APPR) status and will enter Phase 2 of the On Demand Work
Management process at the appropriate place based on that status.
2.5.2 Phase 2 Planning, Scheduling and Execution
Phase 2 of the PM workflow process is identical to Phase 2 of the On Demand
Work Management process for scheduling, assignment and execution. Please
see the On Demand Work Management Process Phase 2 above to see how a
PM Work Order is scheduled, assigned and executed.
2.5.3 Phase 3 Post-Completion Review and Closure
Phase 3 of the PM workflow process is identical to Phase 3 of the On Demand
Work Management process for post-completion review and closure. Please see
the On Demand Work Management Process Phase 3 above to see how a PM
Work Order is processed through post-completion reviews and closure.

64

Planner Training Manual

2.6 Work Order Workflow Process for Jobs


Jobs (the JOB work type) are typically initiated based on the activation of a
Project Contract in Tririga. For this reason, these work orders are created
manually in the Jobs application in Maximo by an OPP Accounting user familiar
with the project.
Important: There is also a Work Type of 1JOB which represents Jobs
that have come directly from the VM system. These Work Orders cant be
workflowed in Maximo or have their status changed in Maximo. Time and
Materials can be charged against them if they are open and are setup to
accept to charges.
Job Work Orders must be planned before they are approved for use to record
time and materials against. From start to finish, work orders with this work type
may proceed through the following phases, each of which will be described in
greater detail:

1 - Create Job

2 - Planning,
Scheduling
and Execution

3 - Post
Completion
Review and
Closure

Planner Training Manual

65

Phase 1 Create Job

Create Job

Phase 2 Planning, Scheduling and


Execution

Planning
Approval
Scheduling
Execution

Phase 3 Post-Completion Review


and Closure

Post-Completion Review
Closure

The workflow is being presented in phases because the workflow is set up to


behave a little differently in each of these phases.
During Phase 1 Create Job, the Job is not yet in workflow. The OPP
Accounting user is creating the record in Maximo and populating key elements
of the record. Once the Work Order has the critical project information, the user
will initiate workflow, ending this phase.
During Phase 2 Planning, Scheduling and Execution, Job Work Orders follow
the exact same process as On-Demand Work described in the previous
section. Once a Work Order leaves Phase 1 of this process, it starts at the
WPLAN step of the On-Demand Work process and follows the same steps of
that process until the Work Order is completed (COMP) at the end of Phase 2.
During Phase 3 Post-Completion Review and Closure - Job Work Orders
follow the exact same process as On-Demand Work Phase 3 described in an
earlier section.

66

Planner Training Manual

2.6.1 Phase 1 Create Job

OPP
Accounting
Creates Job

OPP
Accounting
Routes for
Planning

On to Phase 2
- Planning,
Scheduling,
and Execution

2.6.1.1 OPP Accounting Creates Job


Jobs are created directly in Maximo, in the Jobs application, by an OPP
Accounting user, based on the creation/authorization of a project (outside
Maximo system.) The OPP Accounting user will use the Jobs application to
create the Job Work Order. Key fields to populate are listed below:

Key Fields for the Job Creation Step:


Description/Long Description

Contract #

Asset/Location

Planner Group

Project Number*

Contract Amount*

Job Type*

Cost Type*

Job Start Date*

Project Leader*

Planner/Estimator*
Planner Training Manual

67

Note: The fields with * above will populate automatically, via integration
with Tririga, when a valid Contract Number is entered.
Once the Job Work Order has been created, the OPP Accounting user will start
workflow on the record by selecting the Route Workflow icon.

2.6.2 Phase 2 Planning, Scheduling and Execution


Phase 2 of the Job workflow process begins with the Work Order being assigned
to the Planner Group in a Waiting to be Planned (WPLAN) status. From this
point, Phase 2 of the Job workflow process is identical to the On Demand Work
Management process for planning, scheduling, and execution. The Work Order
will follow those process steps until it reaches the status of Complete (COMP).
Please see the appropriate steps of that section to see how a Job is planned,
scheduled and executed.
When the Work Order reaches the complete (COMP) status, Phase 3 of the Jobs
Process begins.

2.6.3 Phase 3 Post-Completion Review and Closure


Phase 3 of the PM workflow process is identical to Phase 3 of the On Demand
Work Management process for post-completion review and closure. Please see
the On Demand Work Management Process Phase 3 above to see how a PM
Work Order is processed through post-completion reviews and closure.

68

Planner Training Manual

2.7 Work Order Workflow Process for Fixed Tasks


Fixed Tasks (the FT work type) are typically initiated based on a request to OPP
Accounting. For this reason, these work orders are created manually in the
Work Order Tracking application in Maximo by an OPP Accounting user familiar
with the request.
Fixed Task Work Orders require absolutely no Triage,
Planning, or Scheduling, so they do not follow a traditional, assignment-based
workflow. From start to finish, work orders with this work type may proceed
through the following phases, each of which will be described in greater detail:

1 - Create
Fixed Task

2Execution

3 - Closure

Phase 1 Create Fixed Task

Create Fixed Task

Phase 2 Execution

Execution

Phase 3 Closure

Closure

Planner Training Manual

69

2.7.1 Phase 1 Create Fixed Task


During Phase 1, create fixed task, the Fixed Task is not yet in workflow. The
OPP Accounting user is creating the record in Maximo and populating key
elements of the record. Key fields to populate are listed below:

Key Fields for the Job Creation Step:


Description/Long Description

Work Type = FT

GL Account

Work Group

Op Codes (Job Steps)

Asset/Location (if Applicable)

Once the Work Order has the critical information populated, the user will initiate
workflow, and be presented immediately with two options:
Option

What Happens Next

Dependencies

Approve Fixed Task

Work Order Status goes


to Approved (APPR) and
workflow stops.

N/A

Craftspeople can now


charge time to this Work
Order.
Cancel Fixed Task

Work Order status goes


to canceled (CAN).
Workflow stops.

N/A

2.7.2 Phase 2 Execution


During Phase 2, Execution, Fixed Task Work Orders are in the Approved (APPR)
status and are not in workflow. During this phase, no status changes are
expected on the Work Order. As long as the status of the Work Order is
Approved (APPR) and the Accepts Materials and Accepts Labor boxes are
checked, transactions can be processed against the Work Order.
70

Planner Training Manual

2.7.3 Phase 3 Closure


During Phase 3, Closure, the Work Order is closed by OPP Accounting by
selecting the Route Workflow icon on the record. If the current status is
approved (APPR), routing the record in workflow will automatically take the
record to Closed (CLOSE).

Planner Training Manual

71

2.9 Components of a Work Order


In this section, you will learn about the different components of a Work Order.
Each tab of the Work Order application will be presented along with a description
of its use.
Specific sections or fields on the tab will be highlighted related to how the
information is typically populated (i.e. Work Request, Triage, Planning,
Scheduling, Execution, etc.)

2.9.1 Work Order Tab Header Section

This section is where the basic detail and high-level scope of the Work Order is
captured. The Key fields to be populated are identified below:
Field

Populated

Work Order Number

Auto-populated by
System.

Description/Long
Description

From Work Request,


potentially updated
during Triage or Planning

Asset/Location

From Work Request,


potentially updated
during Triage or Planning

Special Instructions

Automatically populates
from Location selected.

72

Planner Training Manual

Field

Populated

Work Type

From Work Request,


potentially updated
during Triage or Planning

Status/Status Date

Auto-populated by
system as record is
workflowed.

Backlog Reason

By Planner, when Work


Order placed in backlog.

Problem Code

From Work Request,


potentially updated
during execution.

JP Changes?

By Craftsperson, during
execution.

Call Out?

During Triage, if work is


for an Emergency.

Call Out Labor Hours

During execution or
completion.

Accepts
Charges/Labor/Material

Defaults to Y. Can be
toggled throughout life of
Work Order.

2.9.2 Work Order Tab Job Details Section

This section is where you have the Work Orders association to a Job Plan, PM,
Safety Plan or Contract. The Key fields to be populated are identified below:
Planner Training Manual

73

Field

Populated

Job Plan/Revision#

During Planning, if
applicable.

PM

Auto-populated by
system if Work Order
generated from a PM.

Safety Plan

During Planning, if
applicable

Contract

During Triage or
Planning, if applicable.

2.9.3 Work Order Tab Budget Section

This section is where you have the charge information for the Work Order
Key fields to be populated are identified below:
Field

Populated

GL Account

From Work Request,


potentially updated
during Triage.

Customer Billing #

From Work Request,


potentially updated
during Triage.

74

Planner Training Manual

The

2.9.4 Work Order Tab Priority Section

This section is where you can see the priority of the work for comparison to other
Work Orders. The Key fields to be populated are identified below:
Field

Populated

Urgency

During Triage, potentially


comes from Work
Request. Could be
updated during Planning.

Asset/Location Priority

Auto-populated by
system from Asset or
Location.

Work Order Priority

Auto-populated by
system based on
Urgency and
Asset/Location Priority.

Life Safety?

Auto-populated by
system from Asset or
Location.

Asset/Location Area

Auto-populated by
system from Asset or
Location.

Planner Training Manual

75

2.9.5 Work Order Tab Scheduling Information Section

This section is where you can see the critical dates related to the scheduling of
the Work Order. The Key fields to be populated are identified below:
Field

Populated

Target Start/Finish

Auto-populated by
system based on Work
Order Priority.

Scheduled Start/Finish

During Scheduling and/or


Assignment.

Customer Reqd
Start/Finish Date

From Work Request or


PM record.

Actual Start Date

Auto-populated by
system when first
assignment is started or
Work Order goes to In
Progress status unless
set manually by user.

Actual Finish Date

Auto-populated by
system when Work Order
goes to Complete status
unless set manually by
user.

Duration

During Planning or from


Job Plan

76

Planner Training Manual

2.9.6 Work Order Tab Responsibility Section

This section is where you can see the people or person groups that have various
roles or responsibilities associated with the Work Order. The Key fields to be
populated are identified below:
Field

Populated

Reported Date

From Work Request

Reported By/Phone

From Work Request

Contact
Name/Phone/Email

From Work Request

Planner Grp

During Triage, potentially


from Work Request

Supervisor/Work Group

During Triage, Planning


or Scheduling

Owner

Auto-populated by
system based on
workflow routing.

Approver

During Planning, if
applicable

Scheduler Grp

During Triage or
Planning, if applicable

2.9.7 Plans Tab Tasks Section

Planner Training Manual

77

This section is where you can see the tasks (steps) for completing the Work
Order. The Key fields to be populated are identified below:
Field

Populated

ID

During Planning

Summary

During Planning

Duration

During Planning

2.9.8 Plans Tab Labor Section

This section is where you can see the Labor estimates/requirements for
completing the Work Order. The Key fields to be populated are identified below:
Field

Populated

Craft/Skill

During Planning

Quantity

During Planning

Regular Hours

During Planning

2.9.9 Plans Tab Material Section

This section is where you can see the Material estimates/requirements (both
special order and stock) for completing the Work Order. The Key fields to be
populated are identified below:

78

Planner Training Manual

Field

Populated

Line Type

During Planning

Item Number/Description

During Planning

Quantity

During Planning

Unit Cost

During Planning

Storeroom

During Planning, If
applicable

Direct Issue?

During Planning, If
applicable

Vendor

During Planning, If
applicable

Required Date

During Planning

2.9.10 Assignments Tab Assignments Section

This section is where you can see the actual Labor assignments that have been
or need to be made for the Work Order.
Note: This can also be done/seen across multiple Work Orders at once
from the Assignment Manager application.
The Key fields to be populated are identified below:
Field

Populated

Craft/Skill

During Assignment

Labor

During Assignment

Scheduled Start/Finish

From Scheduling or
during Assignment

Duration

From Planning or during


Assignment

Planner Training Manual

79

2.9.11 Actuals Tab Labor Section

This section is where you can see the actual Labor transactions that have been
posted for the Work Order.
Note: This can also be done/seen from the Quick Reporting application
and Mobile Work Manager.
The Key fields to be populated are identified below:
Field

Populated

Phase Code

During Execution

Craft/Skill

During Execution,
defaults from Labor
selected.

Labor

During Execution

Start Date/Time and End


Date/Time

During Execution

Regular Hours

During Execution

2.9.12 Actuals Tab Materials Section

80

Planner Training Manual

This section is where you can see the actual Material transactions that have
been posted for the Work Order (stock and from orders.)
Note: These transactions can also be done/seen from the Inventory
Usage application and Mobile Work Manager.
The Key fields to be populated are identified below:
Field

Populated

Line Type

During Execution,
potentially from PO Line.

Item Number/Description

During Execution,
potentially from PO Line.

Quantity

During Execution,
potentially from PO Line.

Unit Cost

Auto-populated from PO
Line or Inventory.

Storeroom

During Execution, if
applicable.

Entered By/Date

During Execution

Issue To

During Execution

GL Accounts

Auto-populated by
system from Work Order
and Inventory or PO Line.

Transaction Type

During Execution

2.9.13 Cost Tab Current Billing Section

Planner Training Manual

81

This section is where you can see the current billing status of a Work Order.
Note: This information comes to Maximo via an integration with VM.
There are no fields populated by users in Maximo.
Field

Populated

Bill Amount

Via integration with VM

Last Bill Date

Via integration with VM

Billing Complete?

Via integration with VM

2.9.14 Cost Tab Fiscal Work Order Costs Section

This section is where you can see the accrued costs for the current fiscal year
only.
Note: With the exception of Monthly Cost Target and Fixed Price SC
Total Cost, this information is calculated by Maximo based on transactions
posted to the Work Order.

Field

Populated

Actual Labor

Auto-populated by
Maximo

Actual Material

Auto-populated by
Maximo

Actual Tool

Auto-populated by
Maximo

Actual Service

Auto-populated by
Maximo

82

Planner Training Manual

Field

Populated

Actual Internal Labor

Auto-populated by
Maximo

Actual Outside Labor

Auto-populated by
Maximo

Actual Total

Auto-populated by
Maximo

Encumbered Cost

Populated by Maximo
when user selects the
Encumbrance button.

Monthly Cost Target

During Fixed Task


Creation

Fixed Price SC Total


Cost

During Fixed Task


Creation

2.9.15 Cost Tab Work Order Costs Section

This section is where you can see the accrued costs for the Work Order from its
inception.
Note: This information is calculated by Maximo based on transactions
posted to the Work Order.
This section contains the following key fields.

Planner Training Manual

83

Field

Populated

Internal Labor Hours

Auto-populated by
Maximo

External Labor Hours

Auto-populated by
Maximo

Labor Hours

Auto-populated by
Maximo

Labor Costs

Auto-populated by
Maximo

Material Costs

Auto-populated by
Maximo

Tool Costs

Auto-populated by
Maximo

Service Cost

Auto-populated by
Maximo

Internal Labor Cost

Auto-populated by
Maximo

External Labor Cost

Auto-populated by
Maximo

Total Cost

Auto-populated by
Maximo

2.9.16 Log Tab Work Log Section

This section is where you can add/view Work Log notes (updates and comments)
that have been posted to the Work Order from inception.
This section contains the following key fields.
84

Planner Training Manual

Field

Populated

Created By

Auto-populated by
Maximo

Date

Auto-populated by
Maximo

Type

Selected when log is


entered, at any time
during lifecycle of Work
Order

Percent Complete

Selected when log is


entered, at any time
during lifecycle of Work
Order

Summary

Selected when log is


entered, at any time
during lifecycle of Work
Order

2.9.17 Failure Reporting Tab

This section is where you can add/view Failure Codes that have been posted to
the Work Order to describe the problem, cause and remedy associated with the
Work Order, if applicable.
Note: These codes will typically be added from the Quick Reporting or
Mobile Work Manager applications.
This section contains the following key fields.

Planner Training Manual

85

Field

Populated

Failure Class

Auto-populated by
Maximo from
Asset/Location or entered
at any point of Work
Order lifecycle.

Failure Date

Entered at any point


during Work Order
Lifecycle

Problem/Cause/Remedy

During Execution or
Completion

86

Planner Training Manual

3 Classifications
3.1 Overview of Classifications
Classifications identify and characterize similar objects. A building, a notebook
computer, and a centrifugal pump are types of classifications. A classification can
also describe an event, such as a broken window or a hard disk failure.
Classifications help you:

Standardize on object descriptions (i.e. Asset, Location and Item


Descriptions)
Allow for dynamic, type-based attributes (i.e. different specification
attributes for a pump vs. a motor)
Organize data for querying and reporting

You use the Classifications application to create classifications and to establish


classification hierarchies.
In the FAM system Classifications will be used with the following objects:

Items
Assets
Locations
Work Order Tasks (Phase Codes)

3.2 Working with Classifications


In the Classifications application, you can create classifications, and specify
details about the attributes of classifications.
3.2.1 Creating Classifications
Planner users will have the ability to create Classifications in Maximo.
3.2.1.1 Exercise: Create an Asset Classification
To create a Classification:
1. Sign into Maximo using your username and password.
2. Navigate to the Classifications application by using the Go To Menu
Administration Classifications.
3. Select the New Classification icon
.
4. Enter PSU-UP-OPP in the Organization field.
Planner Training Manual

87

5. Enter [Your Name] Widget] in the Classification field and tab out of the
field.

6. Click the Yes button on the pop-up box.


7. Enter [Your Name] Widget in the Classification Description field and the
Classification Path Description field.

Note: It is the Classification Description that will be the base


description for any objects using this classification if the Generate
Description? box is checked.
8. Enter (or select) FACILITY in the Failure Code field.

88

Planner Training Manual

Note: Any Asset or Location that is associated to this Classification


will inherit this Failure Class by default.
9. In the Use With section, Click New Row button.
10. Enter Asset in the Use with Object field.

Note: You can repeat steps 9 and 10 to add other objects that this
Classification can be used with.
It is very common that
Classifications are shared across Locations, Assets, and Items.
11. Save the Classification

This Classification is now available to be associated with Asset records in the


Assets application.

3.2.2 Updating Classifications


Planner users will have the ability to update Classifications in Maximo. It is
important to note that great care needs to be taken when updating
Classifications. Since they are associated with objects throughout the system,
updating them affects the associated records. For example, if you delete an
attribute from a Classification, that attribute will be deleted from all objects tied to
the Classification along with any data that was in it!
Planners will have the ability to update Classifications on the fly including the
ability to:

Update Descriptions
Change Failure Codes
Modify Parent/Child Relationships
Add/Remove Use With Objects
Add/Remove/Modify Attributes
Modify How Object Descriptions are Built
Inactivate Classifications

Planner Training Manual

89

3.2.2.1 Exercise: Update an Asset Classification to Add an Attribute


1. In the Attributes section, click the New Row button.
2. Enter [YOUR NAME] TYPE in the Attribute field and tab out of it.

3. Click on the Question Mark icon

that appears in the field.

Note: Anytime you are adding a new attribute that has not been
used on any classification before, you will get this symbol.
If the attribute you are adding to the classification already existed
information about the attribute would automatically populate the
record.
4. Select Yes when asked if you would like to add the attribute.
5. Enter Widget Type in the Attribute Description field and ALN in the Data
Type field.

Note: You can create a Domain (value list) in the Domains


application and associate it to the attribute by entering it in the
Domain field. Also, if the value expected is associated with a Unit
of Measure, the Unit of Measure can be defined in the Unit of
Measure field.
6. Select the Use With Object Detail icon to the right of the row.

90

Planner Training Manual

7. Click on the Mandatory? Field to check the box.

Note: Checking the Mandatory? Field makes the attribute required


for the record that the Classification is associated with. This screen
also allows you to sequence the attributes, determine if the value of
the attribute should be included in the object description, and if the
attribute should be utilized on the Use With object specified (for
example, a particular attribute may be applicable to Assets but not
Items.)
8. Select OK.
9. Save the Classification

The attribute added will now be visible on all Asset objects already associated
with this Classification. The attribute will also be included any time new Assets
are associated with this Classification.

Planner Training Manual

91

5 Locations
5.1 Overview of Locations
The Locations application is used to specify and to track locations for assets. You
can also organize locations into logical hierarchical systems or network systems.
Using hierarchies or systems of locations and specifying the locations for assets
on an asset record provides the groundwork for gathering and tracking
information about the history of an asset, including its performance at specific
sites, as it is moved from location to location. With locations organized into
systems, you can quickly find a location on the Drilldown page, and identify the
asset at that location.
Use the Locations application to perform the following functions:

Search for locations, saved queries, and bookmarks.


View or specify detailed information specific to a location.
View the history of, move transactions into and out of a selected location.
View, modify, add, or delete safety records associated with a selected
location.
Associate a meter group with a location, and add and remove meters from
a location.
Type or view the specifications for a location as recorded in the
Classifications application.
View assets at a selected location.

Locations and location hierarchies represent functional areas of an organization.


Use locations to track movement of assets from place to place. Locations
typically are static areas while assets might move to various locations. Write work
orders and tickets for locations and charge the costs either to the location or
asset. Some locations are virtual, rather than physical.

92

Planner Training Manual

5.2 Location Types


Locations are the backbone to proper asset management in Maximo. OPP will
have 2 very important systems or types of location hierarchies. The first is the
Geographic (Geo) location. This describes where an asset resides. The second
is a functional location, which describes how the assets at that location relate to
the systems to which they belong.

Most Geo locations appear in Maximo via an integrator with FIS, as FIS is
considered the master system for Geo locations. In some cases however, you
will need to create and/or update Geo locations manually. All Assets in the
system will be associated in some manner to a Geo Location.
All functional locations need to be created manually. This section below shows
how to create a location in Maximo. Not all assets in the system will reside on
functional location hierarchy. The ones that do will belong directly to a functional
location and that functional location will be associated with a Geo location.

Planner Training Manual

93

5.3 Working with Locations


In the Locations application, you can create locations for virtual or physical sites
or areas and organize locations into hierarchical or network systems.
5.3.1 Creating Locations
Most Geo locations will be created from an integration with the FIS system. All
functional locations will need to be created directly in Maximo. Planner users
will have the ability to create and update locations in Maximo.
5.3.1.1 Exercise Creating a Location
To create a location, you will need to add a location record in the location
application.
10. Click on the Go To menu Assets Locations.
11. Click on New Location.
12. Enter an ID for the Location in the Location field.

Important: The location ID should follow the standards that have been
established for naming locations.
Standard for Geographic (Primary System) Locations
Level

Standard

Example

Building

7 Digit Code Building ID

0023000 (Ford Bldg)

Floor

Building ID Floor
Identifier

0023000-1 (Ford Bldg.


First Floor)

Room

Building ID Room
Identifier

0023000-001 (Ford Bldg.


Room 001)

94

Planner Training Manual

Standard for Functional Locations (HVAC, For Example)


Level

Standard

Building

7 Digit Code
Building ID

0023000 (Ford Bldg)

System Type

Building ID
System Type
Identifier

0023000-HVAC (Ford Bldg HVAC


System)

Major System

Building ID
System Type ID Major System ID

0023000-HVAC-HS (Ford Bldg


Heating System)

Sub-System

Building ID
System Type ID
Major System ID
Sub-System ID

0023000-HVAC-HS-SS (Ford
Bldg Steam System)

Component/Asset

Building ID
System Type ID
Major System ID
Sub-System ID
Generic Component
ID

0023000-HVAC-HS-SS-ST-1
(Steam Trap 1 on Ford Bldg
Steam System)

13. Use the Select Value icon next to the Type field to select
OPERATING. (All locations that will contain Assets will be of type
OPERATING.)
14. Use the Select Value icon next to the GL Acccount field to select the
default GL Account for the Location.
Note: Whatever value is entered in the GL Account field will be the
default value for Work Orders written to this location.
15. Optional: If the OPP Transfer account is the GL Account, you will need to
provide a Customer Billing Number. Use the Select Value icon next to
the Cust Billing # field to select the default Customer Billing Number for
the Location.
Note: Whatever value is entered in the GL Account field will be the
default value for Work Orders written to this location.
Planner Training Manual

95

16. Use the Select Value icon next to the Priority field to enter a priority for
the location.
Note: The value entered in the Priority field will be the def ault value for
the Asset/Location Priority field on Work Orders written to this location.
For Life Safety critical locations, you should also check the Life Safety?
box.
There are additional optional attributes that may be populated at this time.
They are listed below:
Optional Attributes

Purpose

Special Instructions

To provide instructions on Work Orders to


craftspeople working in this area. Work Orders will
display the instructions of the Location selected as
well as all Locations above the Location selected.

X-, Y- Coord, and Elev

Used to provide specific X, Y and Elevation


coordinates for physically locating the location
represented.

Attachments

To provide additional information about the location.

17. Go to the Specifications tab, and select the Detail Menu icon next to the
Classification field and then Classify. Select the LOC Classification
from the list.

96

Planner Training Manual

18. Enter a name for the Location in the Alphanumeric Value column of the
Building Name row in the Specifications section.

Note:
The Building Name description will populate the locations
description when the record is saved.
19. Save the location by selecting the Save icon from the toolbar.
5.3.1.2 Exercise Associating a Location to a System
All locations, once created, need to be associated to an existing system.
1. Click on the Select Action menu and select Associate Systems with
Location.

2. Click on New Row

Planner Training Manual

97

3. Use the Select Value icon next to the System field to select the
PRIMARY system.
4. Use the Detail Menu icon next to the Parent field and then Select
Value to search for and select the Area 1 Location as the parent.

5. Select OK.
These steps put the newly created location on the PRIMARY system as a child
to the AREA 1 location in the hierarchy.
Note: A location can be added to as many different systems as necessary
using the same steps.

5.3.2 Update or Inactivate Location


Most Geo locations will be updated or inactivated via an integration with the FIS
system. In cases where the integration cant inactivate the location due to
related records, the status will be set to waiting inactivation (WINACTIVE) and a
user will have to perform the necessary updates to inactivate the record.
All functional locations will need to be updated or inactivated directly in Maximo.
Planner users will have the ability to update and inactivate locations in Maximo.

98

Planner Training Manual

5.3.2.1 Exercise Updating the Priority on a Location

To update a location record, you will need to complete the following:


1. Click on the Go To menu Assets Locations.
2. In the location application List Tab, search for a location and open it. You
can search for the Location you just created in the last set of exercises.
3. Use the Select Value icon next to the Priority field to enter a new
Priority for the location.

4. Save the location record.


5.3.2.2 Exercise Inactivating a Location
To inactivate a location record, you will need to complete the following:
1. Click on the Go To menu Assets Locations.
2. In the location application List Tab, search for a location and open it. You
can search for the Location you just created in the last set of exercises.
3. Select the Change Status action.
4. In the New Status field, change the status to Inactive and click OK.

Planner Training Manual

99

The location has now been updated and set to inactive status.

100

Planner Training Manual

5.4 Components of a Location


In this section, you will learn about the different components of a Location. Eac h
tab of the Location application will be presented along with a description of its
use.
Specific sections or fields on the tab will be highlighted related to how the
information is typically populated.

5.4.1 Location Tab Header Section

This section is where the basic detail of the Location is captured. The Key fields
to be populated are identified below:
Field

Description

Location ID

Unique Identifier of Location. Populated per


documented standards.

Description

Description of Location. This is controlled based on


the Classification of the Location and entries into the
Specifications tab.

Type

Type of Location. All Locations where work is to be


performed should be OPERATING.

Special Instructions

Special Instructions related to craftspeople working


at this Location. These instructions will cross-over
to any Work Orders written to this Location or this
Locations children.

Spec Instr. Reviewed?

A checkbox that indicates that this Location has


been evaluated for Special Instructions and any
Special Instructions that are required have been
added.
Planner Training Manual

101

Field

Description

Life Safety?

A checkbox that indicates if work at this Location


has potential Life Safety impacts.

X-, Y-Coords and Elev

Fields for storing X, Y, and Elevation coordinates to


physically locate the location represented by this
record.

Campus Code, Owner


Budget, Location Type,
and Room Type

FIS-related fields that are populated via integration.

5.4.2 Location Tab Systems, Parent, and Children Sections

This section is where the system-based relationships for the Location are
captured. This information displays the Locations place on any Location
Hierarchies in Maximo. All updates to this information must be made via the
Associate Systems with Location Select Action. The sections are described
below:

Section

Description

Systems

This section lists the systems (or Location


Hierarchies) that this Location currently resides on.
(For example, PRIMARY and HVAC.)

Parent of XXXX on YYYY


System

For whichever system is highlighted in the System


section, this section displays the parent(s) of the
current record on that system.

102

Planner Training Manual

Section

Description

Children of XXXX on
YYYY System

For whichever system is highlighted in the System


section, this section displays the child(ren) of the
current record on that system.

5.4.3 Assets Tab Assets Section

This tab is where any associated Assets are listed. This list represents the
Assets to be found at this Location. All updates to this information must be made
via the Move/Modify Assets Select Action in the Assets or Work Order Tracking
applications. The sections are described below:

Section

Description

Assets

This section lists the Assets that currently reside at


this Location.

5.4.4 Assets Tab History Section

This tab is where any Asset Move transactions associated with the Location are
listed. This list represents every move of an Asset into or out of this location. All
updates to this information must be made via the Move/Modify Assets Select
Action in the Assets or Work Order Tracking applications. The sections are
described below:
Planner Training Manual

103

Section

Description

Assets

This section lists every move of an Asset into or out


of this location.

5.4.5 Specifications Tab Header and Specifications Section

This tab is where the Classification of the Location is identified. The


Specifications section lists all attributes associated with the Classification and
provides fields for capturing the Location-specific values for those attributes.
Note: The attributes listed in the Specifications section will be different
depending on what Classification is selected.

104

Planner Training Manual

6 Assets
6.1 Overview of Assets
The Assets application is designed to manage the assets that are owned or
leased by your company from purchase to salvage, from the beginning to the end
of the life cycle for an asset.
The Assets application is used to create and to store asset numbers and
corresponding information, such as parent, location, vendor, status, and
maintenance costs for each asset.
Use the Assets application to perform the following tasks:
Search for asset records.
View, modify, add, or delete the main record for an asset.
Create the asset hierarchy and view the subassemblies and parts of an
asset.
View, modify, add, or delete safety records for an asset.
View or add metering information for an asset.
Specify or view the specifications for an asset as recorded in the
Classifications application.

Planner Training Manual

105

6.2 Asset vs. Locations


With the introduction of functional Location Hierarchies, it is important to discern
the difference between what is stored on an Asset record and what is stored on a
Location record as there may be many situations where an Asset is represented
by both.
In general, an Asset record should define the actual manufacturers as-built
specifications for a physical Asset brought into the facility. Any Location records
that you associate with the Asset should define context-specific information like
where it is or what it does.

106

Planner Training Manual

6.3 Working with Assets


In the Assets application, you can create, view, modify, and delete Assets. An
Asset record can store corresponding information, such as parent, location,
specifications, vendor, up/down status, spare parts, meter readings, and
maintenance costs for each asset.
6.3.1 Creating Assets
Assets will be created in the Assets application. Planner users will have the
ability to create and update Assets in Maximo.
6.3.1.1 Exercise Creating an Asset
To create an Asset, you will need to add an Asset record in the Assets
application.
1. Click on the Go To menu Assets Assets.
2. Click on New Asset.
3. Use the Detail Menu icon next to the Location field and then Select
Value to search for and select a Location for the Asset.

Note: The GEO Reference field will automatically populate with the
parent on the PRIMARY system of the Location entered. This is done in
order to display the geographic location, if it is a functional location that
is selected.
Note: The Priority, Life Safety?, GL Account, and Cust Billing #
fields will all default to whatever values are on the Location selected.
Important: The Location field can only be set or updated directly when
first creating an Asset. As soon as the Asset is saved, the Move/Modify
Asset Select Action must be used to update the Location of the Asset.
4. Use the Select Value icon next to the GL Acccount field to select the
default GL Account for the Location.
Planner Training Manual

107

5. Optional: If the OPP Transfer account is the GL Account, you will need to
provide a Customer Billing Number. Use the Select Value icon next to
the Cust Billing # field to select the default Customer Billing Number for
the Location.

Note: Whatever value is entered in the GL Account and Cust Billing #


field will be the default values for Work Orders written to this Asset. The
GL Account/Cust Billing #s identified on the Asset would take precedence
over any values specified on the Location.
6. Use the Select Value icon next to the Priority field to enter a priority for
the location.
Note: The value entered in the Priority field will be the default value for
the Asset/Location Priority field on Work Orders written to this location.
For Life Safety critical locations, you should also check the Life Safety?
box.

108

Planner Training Manual

There are additional optional attributes that may be populated at this time.
They are listed below:
Optional Attributes

Description

Manufacturer

Identifies the Company that manufactured the Asset.

Model #

Identifies the Model Number/Name of the Asset, per


the Manufacturer.

Serial #

Identifies the unique Serial Number for the Asset, per


the Manufacturer.

Installation Date

Identifies the date on which the Asset was installed.

Purchase Price

Identifies the original purchase cost of the Asset.

Replacement Cost

Identifies how much it would cost to replace the Asset


now.

Warranty Expiration
Date

If the Asset is under warranty, identifies when the


warranty coverage expires.

Budgeted

Identifies how much your organization is budgeting to


spend on maintenance of the Asset this year.

Failure Class

Identifies the appropriate Problem/Cause/Remedy


hierarchy to use when reporting failures. (May be
defaulted from the Classification selected.)

Planner Training Manual

109

7. Go to the Specifications tab, and select the Detail Menu icon next to the
Classification field and then Classify. Select the EQ / AC / ACU: Air
Conditioner Unit Classification from the list.

Note: The Asset Description will populate the Classifications description when
the record is saved. If the Classification had a default Failure Class associated
with it, this will come over to the Asset.

8. Save the record .

6.3.1.2 Exercise Moving an Asset


To move an Asset, you will need to use the Move/Modify Asset Select Action
from with the Assets or Work Order Tracking application. The steps are similar
for both applications. This exercise uses the Assets application.
1. Click on the Go To menu Assets Locations.
110

Planner Training Manual

2. In the Assets application List Tab, search for an Asset and open it. You
can search for the Asset you just created in the last exercise.
3. Select the Select Action menu and then Move/Modify Assets.

4. Use the Detail Menu icon next to the field in the To Location column
and the Select Value to search for and enter the new Location for the
Asset and select OK.

Note: You can use this dialogue window to update the Location or Parent
of one or more Assets. You can also use it to move a Rotating Asset back
into a storeroom and bin. To move more than one Asset, use the New
Row button on the Assets section.
5. When the system message stating the Asset has been moved
successfully is displayed, select OK.
Planner Training Manual

111

Important: When moving Asset, several fields including: Priority, Life


Safety?, GL Account, and Cust Billing # may reset to the values that are
on the newly selected Location. This is dependent on what is set on the
selected Location.

6.3.1.3 Exercise Decommissioning an Asset


To decommission an Asset record, you will need to complete the following:
1. Click on the Go To menu Assets Assets.
2. In the Asset application List Tab, search for an Asset and open it. You
can search for the Asset you just created in the last set of exercises.
3. Select the Change Status action.
4. In the New Status field, change the status to Decommissioned and
click OK.

The Asset has now been updated and set to Decommissioned status.

112

Planner Training Manual

6.4 Components of an Asset


In this section, you will learn about the different components of an Asset. Each
tab of the Assets application will be presented along with a description of its use.
Specific sections or fields on the tab will be highlighted related to how the
information is typically populated.

6.4.1 Assets Tab Details Section

This section is where the basic detail of the Asset is captured. The Key fields to
be populated are identified below:
Field

Description

Parent

Identifies a Parent Asset that this Asset is a child to.


If this Asset represents a sub-assembly.

Location

Identifies the Location of the Asset. An Asset record


can belong to only one Location record.

GEO Reference

Identifies the parent of the assigned Location on the


PRIMARY system. This serves to display the
geographic location of the Asset if the Asset is
assigned to a Functional Location.

Manufacturer

Identifies the Company that manufactured the


Asset.

Model #

Identifies the Model Number/Name of the Asset, per


the Manufacturer.

Serial #

Identifies the unique Serial Number for the Asset,


per the Manufacturer.

Priority

The Priority of the Asset as it relates to maintenance


events.
Planner Training Manual

113

Field

Description

Life Safety?

A checkbox that indicates if work on this Asset has


potential Life Safety impacts.

Failure Class

Identifies the appropriate Problem/Cause/Remedy


hierarchy to use when reporting failures. (May be
defaulted from the Classification selected.)

6.4.2 Asset Tab Purchase Information, Budget and Costs Sections

This section is where the financial details of the Asset are captured.
fields to be populated are identified below:

The Key

Section

Description

Installation Date

Identifies the date on which the Asset was installed.

Purchase Price

Identifies the original purchase cost of the Asset.

Replacement Cost

Identifies how much it would cost to replace the


Asset now.

Warranty Expiration Date

If the Asset is under warranty, identifies when the


warranty coverage expires.

Budgeted

Identifies how much your organization is budgeting


to spend on maintenance of the Asset this year.

GL Account / Cust Billing


#

Identifies the default charge information for work


performed on this Asset.

114

Planner Training Manual

6.4.3 Spare Parts Tab Subassemblies and Spare Parts Sections

This tab is where any associated child Assets or Spare Parts are listed. The
sections are described below:

Section

Description

Subassemblies

This section lists any Assets that are children to the


current Asset. These child Assets would be
considered subassemblies of the current Asset.

Spare Parts

This section lists any Items that have been identified


as spare parts for the current Asset. It also defines
the quantity that the Asset uses and tracks how
many have been issued to the Asset over time.

6.4.4 Meters Tab Meters Section

Planner Training Manual

115

This tab is where any Meters associated with this Asset are listed and defined.
Meters provide the capability to record and store measurements related to the
Asset over time. The key fields for an Assets Meter are described below:

Section

Description

Meter

Identifies the specific Meter associated with the


Asset.

Meter Type

Identifies the type of Meter (Gauge, Continuous, or


Characteristic).

Unit of Measure

Identifies the measure units the meter is recorded


in.

Point

If tied to a Condition Monitoring point, identifies the


specific point that is set up for this Asset/Meter
combination.

Last Reading / Date /


Inspector

Displays information about the last reading entered


for this Meter on this Asset.

Continuous Meter Details


Section

Identifies the information that Maximo needs to


perform forecasts for continuous meters that are
being used to drive Preventive Maintenance
activities.

6.4.5 Specifications Tab Header and Specifications Section

This tab is where the Classification of the Asset is identified. The Specifications
section lists all attributes associated with the Classification and provides fields for
capturing the Asset-specific values for those attributes.

116

Planner Training Manual

Note: The attributes listed in the Specifications section will be different


depending on what Classification is selected.

Planner Training Manual

117

7 Job Plans
7.1 Overview of Job Plans
The Job Plans application is used to manage job plan records. A job plan is a
detailed description of work that is performed for a work order.
Job plans generally contain tasks, and information regarding estimated labor,
labor hours, materials, services, and tools that are required for the work.
You can specify which organizations and sites can use the information that is on
the job plan and its tasks. If you do not specify this information, the job plan can
be used in any site of any organization.
You can apply job plans to preventive maintenance records, routes, and work
orders. After a job plan becomes a work plan on a work order, you can change
the work plan without affecting the job plan.
You also can create a job plan from a work plan that you use frequently.
The Job Plan application is used to:

118

Create new Job Plans


Add Job Plan Steps
Add Planned Labor
Add Planned Materials
Add Planned Services
Revise Existing Job Plans
Inactivate Job Plans

Planner Training Manual

7.2 Creating and Activating a Job Plan


Job Plans are created by Planners when it has been determined that there is
value in standardizing the work plan for a particular maintenance activity. In
most cases, this will be to support a Preventive Maintenance program, but could
also be to standardize repair procedures for very common failures. Once
created, these may need to be reviewed by representatives of affected Trades,
Engineering, OPP Management, and OPP Stores before they can be activated.
To support this review and activation process, there is a Job Plan Creation
workflow in the system. The workflow is depicted a below:

Planner Identies
Need for New
Job Plan

Planner Creates
New Job Plan
and Initiates
Workow
(DRAFT)

Requires
Craft
Review?

Y
(WTRADE)

Trade Review

Requires
Engineering
Review?

Y
(WENG)

Engineering
Services Review

Y
(WMAN)

OPP
Management
and Stores
Review

Y
(WSTORE)

OPP Stores
Review

Requires
OPP Man.
Review?

Requires
OPP Stores
Review?

N (WACTIVE)
(WACTIVE)
Planner Sets
Activates Job
Plan
(ACTIVE)

In this process, a Job Plan record is created, reviewed and activated to be used
on PMs and/or Work Orders to support Corrective, Preventive or Project
maintenance.

Planner Training Manual

119

A Maintenance Planner identifying the need for a new Job Plan initiates the
process. The Planner creates the Job Plan record in Maximo. The Planner
initiates the Create Job Plan workflow to obtain necessary reviews and
approvals. If a tradesperson review is required, the record is routed to individuals
in the Trade Group identified on the PM record. If an Engineering review is
required, the record is routed to individuals in the Engineering Services Group
identified on the PM record. If an OPP Management review is required, the
record is routed to the OPP Management Group identified on the PM record. If
an OPP Stores review is required, the record is routed to the OPP Stores Group
identified on the PM record.
Each review cycle provides the ability for the record to be routed back to the
Planner. When all required reviews are completed, the Planner can activate the
Job Plan. At this point, the Job Plan is available to associate to PMs and/or
directly to Work Orders in Maximo.
7.2.1 Planner Creates New Job Plan
Planner users have the ability to create draft Job Plans and submit them for
approval using the Activate Job Plan workflow.
7.2.1.1 Exercise: Create Job Plan and Submit for Approval
To create a Job Plan:
1. Log into Maximo using your username and password.
2. Navigate to the Job Plans menu using the Go To menu Planning Job
Plans.
3. Select the New Job Plan toolbar button
.
4. Enter Vehicle Oil Change in the Description field, PSU-UP-OPP in the
Organization field, and UP-OPP in the Site field.

5. Enter PLANNER in the Planner field, TRADE in the Trade Group field,
ENGSERV in the Engineering Services Group field, OPPMAN in the
OPP Management Group field, and OPPSTORE in the OPP Stores
Group field.

120

Planner Training Manual

To create the steps to perform the work:


6. Select New Row in the Tasks section of the Plans tab.
7. Enter Drain the Oil into the Task Summary field to describe the first step
of the Job Plan.

Note: For complex jobs, you may want to populate the duration for
each step. This would simply be done to make calculating the
overall job duration easier.
Also, if there is a condition monitoring point reading to be recorded,
the ID of the Condition Monitoring Point can be entered in the
Measure Point field.
8. Repeat steps 9 and 10 to add two additional steps to the Work Plan:
Replace the Oil Filter, and Add New Oil.
9. Save the record

To identify the Materials required for the work:


10. Open the Materials tab by clicking on it.
Planner Training Manual

121

11. Select New Row on the Materials tab.


12. Enter 131950 in the Item Number field, enter 1 in the Quantity field, and
enter OPPSTORE in the Storeroom field.

Alternate Method: You can also select materials to plan by using


the Select Asset Spare Parts button.
Note: Tools can be added on the Tools tab of the Plan tab in a
similar fashion. Add a new row for each planned tool from the Tool
room and enter the Tool ID and quantity.
13. Save the record

To identify the Labor required for the work:


14. Open the Labor tab by clicking on it.
15. Select New Row on the Labor tab of the Plans tab.
16. Select the Select Value icon next to the Skill Level field to bring up a list
of available Craft/Skill combinations.

17. Select the Garage (Repairs) 231 02 Craft/Skill by clicking on it.


18. Enter 1 in the Quantity field (already populated) and enter 1 in the
Regular Hours field to indicate that you will need one of this Craft/Skill for
one hour.
122

Planner Training Manual

Important: Craft, Quantity and Duration will be critical information for


evaluating resource demand when scheduling and assigning using
Scheduling and Dispatch applications. This information should be
provided on ALL work orders!
19. Save the record

20. Select the Route Workflow icon

The Job Plan has now been submitted into workflow for approval. It will be
routed to the groups identified on the record and if all approvals are achieved it
will be returned to the Planner to activate using workflow.

7.2.1.2 Exercise: Activate Job Plan that has been Approved by all Reviewers
To activate a Job Plan that has achieved all approvals:
1. Log into Maximo using your username and password.
2. Open the Job Plan that is ready for activation by clicking on it from you
Inbox/Assignments portal on your Start Center.

3. Select the Route Workflow icon


.
4. Select the Job Plan has been reviewed/approved. Activate Job Plan.
Option and select OK.

Planner Training Manual

123

The Job Plan is now active and available to be used on Work Orders.

7.3 Revising a Job Plan


Job Plans can be revised by Planners when it has been determined that a Job
Plan requires a modification. Once a Job Plan revision has been initiated, the Job
Plan may need to be reviewed by representatives of affected Trades,
Engineering, OPP Management, and OPP Stores before they can be activated.
To support this review and activation process, there is a Job Plan Revision
workflow in the system. The workflow is depicted a below:
Planner Initiates
New Revision of
Job Plan
(PNDREV)

Need to Revise
Job Plan
Identied

Requires
Craft
Review?

Y
(WTRADE)

Trade Review

Requires
Engineering
Review?

Y
(WENG)

Engineering
Services Review

Y
(WMAN)

OPP
Management
and Stores
Review

Y
(WSTORE)

OPP Stores
Review

Requires
OPP Man.
Review?

Requires
OPP Stores
Review?

N (WACTIVE)
(WACTIVE)
Planner Activates
Job Plan
(ACTIVE)

124

Planner Training Manual

Maximo Updates
Status of
Previous
Revision to
REVISED.

Planner Makes
Necessary
Revisions to Job
Plan and Starts
WF

In this process, a Job Plan record is revised, reviewed and activated to be used
on PMs and/or Work Orders to support Corrective, Preventive or Project
maintenance.
A Planner identifying or being notified of the need for updates to a Job Plan
initiates the process. It should be noted that during the entire process the
currently approved version of the Job Plan remains active.
The Planner performs the Revise Job Plan action in Maximo to begin creating a
revision to a Job Plan. The Planner performs the necessary updates on the
pending revision (PNDREV) version of the Job Plan. Once the updates are
complete, the Planner initiates the Revise Job Plan workflow to obtain the
necessary reviews and approvals.
If a Tradesperson review is required, the record is routed to individuals in the
Trade Group identified on the PM record.
If an Engineering review is required, the record is routed to individuals in the
Engineering Services Group identified on the PM record.
If an OPP Management review is required, the record is routed to the OPP
Management Group identified on the PM record.
If a Stores review is required, the record is routed to the OPP Stores Group
identified on the PM record.
Each review cycle provides the ability for the record to be routed back to the
Planner.
When all required reviews are completed, the Planner can activate the Job Plan.
At this point, the old version of the Job Plan goes to a status of revised and is no
longer available to be used on Work Orders. The updated version is now
available to be associated to PMs and/or directly to Work Orders in Maximo.

Planner Training Manual

125

7.3.1 Planner Creates Job Plan Revision


Planner users have the ability to create draft Job Plans and submit them for
approval using the Activate Job Plan workflow.
7.3.1.1 Exercise: Create Job Plan Revision and Submit for Approval
To revise a Job Plan:
1. Log into Maximo using your username and password.
2. Navigate to the Job Plans menu using the Go To menu Planning Job
Plans.
3. Search for and open the Job Plan that was created and activated in the
last exercise.
4. Select Revise Job Plan from the Select Actions menu.

5. Enter Add new step for disposing of oil in the Revision Description field
and select OK.

6. Select New Row in the Tasks section.


7. Enter Dispose of the Oil into the Task Summary field to describe the
added step of the Job Plan.

126

Planner Training Manual

8. Save the record

9. Select the Route Workflow icon

The Job Plan revision has now been submitted into workflow for approval. It will
be routed to the groups identified on the record and if all approvals are achieved
it will be returned to the Planner to activate using workflow.
7.3.1.2 Exercise: Activate Job Plan Revision that has been Approved by all Reviewers
To activate a Job Plan revision that has achieved all approvals:
1. Log into Maximo using your username and password.
2. Open the Job Plan that is ready for activation by clicking on it from you
Inbox/Assignments portal on your Start Center.

3. Select the Route Workflow icon


.
4. Select the Job Plan has been reviewed/approved. Activate Job Plan.
Option and select OK.

The Job Plan revision is now active and available to be used on Work Orders.

Planner Training Manual

127

7.3.2 Planner Inactivates Job Plan


Planner users have the ability to inactivate Job Plans.
7.3.2.1 Exercise: Inactivate Job Plan
To inactivate a Job Plan:
1. Log into Maximo using your username and password.
2. Navigate to the Job Plans menu using the Go To menu Planning Job
Plans.
3. Search for and open the Job Plan that was revised in the last exercise.
4. Select the Route Workflow icon
.
5. Select the Inactivate Job Plan. Option and select OK.

The Job Plan is now inactive and cant be used on Work Orders.

128

Planner Training Manual

8 Preventive Maintenance
8.1 Overview of Preventive Maintenance
Preventive maintenance (PM) records are templates for scheduled preventive
maintenance work. They are used to generate preventive maintenance work
orders. PMs can contain job plan and corresponding safety plan information that
is copied to work orders.
Information associated with a PM becomes part of the work order records you
generate from the PM. You can create parent-child relationships between similar
PMs to build a PM hierarchy, which enables you to generate hierarchies of
related work orders. You can also schedule PM work for assets on a route.
When you create PMs for assets or locations, you determine how to schedule
work for them. You can create schedules based on the following conditions:

Elapsed time since the target start date or completion date of previous
work. PMs for this work are called time-based PMs.
Metered asset usage since the target start date or completion date of
previous work. PMs for this work are called meter-based PMs.
A combination of elapsed time and metered usage. For example, you can
schedule a PM to trigger work every six months or every 300 hours,
whichever comes first.

You can create flexible schedules by using lead times, seasonal and extended
dates, and by manually triggering work outside of a PM frequency cycle.
You use the Preventive Maintenance application to:

Create PM Records
Define Default WO Information
Define Time and/or Meter Based Schedules
Apply Job Plans
Update PM Records
Inactivate PM Records

Planner Training Manual

129

8.2 Working with PMs


When you create PMs, you can associate routes, specify work order status,
define frequency, set seasonal dates, assign job plans, and create hierarchies.
After PMs are created, you can change the status, generate work orders,
override the due date, set meters, and set counters.

8.3 Creating and Activating a Preventive Maintenance Record


PMs are created by Planners when it has been determined that there is value in
performing a routine, scheduled preventive maintenance activity on an asset or
location (or route of assets/locations.) Once created, these PMs may need to be
reviewed by representatives of Engineering, OPP Management, and OPP Stores
before they can be activated. To support this review and activation process,
there is a PM Creation workflow in the system. The workflow is depicted a
below:

PM Requested
by Customer
Planner Reviews
Request/Need
for PM

Requires
New Job
Plan?

Create Job Plan


Process

Project
Introduces New
Equipment

Planner
Associates Job
Plan to
Equipment

Planner Creates
PM Record and
Initiates
Workow
(DRAFT)

Requires
Engineering
Review?

Y
(WENG)

Engineering
Services Review

Y
(WMAN)

OPP
Management
Review

Y
(WSTORE)

OPP Stores
Review

Requires
OPP Man.
Review?

Requires
OPP Stores
Review?

N (WACTIVE)
(WACTIVE)
Planner Sets
Initial Due Date
and Activates PM
(ACTIVE)

130

Planner Training Manual

Work Order
Generation
Creates PM
Work Order(s)

In this process, a Preventive Maintenance (PM) record is created, reviewed and


activated to initiate a Preventive Maintenance program for an Asset or Location.
The process is initiated by a customer request or from identification of need
during a capital project. This takes place outside the system and is ultimately
communicated to a Maintenance Planner or someone assigned to perform this
responsibility of a Maintenance Planner (i.e. a Work Control Center (WCC)
resource or engineer.)
The Maintenance Planner reviews the request/need for the PM record to ensure
it meets any established policies. If the PM is going to require a new Job Plan,
the Maintenance Planner initiates the Create Job Plan process. Once the Job
Plan is identified or created, the Planner associates the Asset or Location with
the Job Plan. The Planner creates the PM record in Maximo and associates the
appropriate Job Plan. The Planner initiates the Create PM workflow to obtain
necessary reviews and approvals.
If an Engineering review is required, the record is routed to individuals in the
Engineering Services Group identified on the PM record. If an Office of the
Physical Plant (OPP) Management review is required, the record is routed to the
OPP Management Group identified on the PM record. If an Office of the Physical
Plant (OPP) Stores review is required, the record is routed to the OPP Stores
Group identified on the PM record.
It should be noted that Engineering Services, OPP Management Group, and
OPP Stores Group are generic reviewer role titles. OPP will establish the
appropriate specific person groups to be assigned in these reviewer roles to
cover specific situations. Those person groups may be specific to a certain area
or department.
Both reviews provide the ability for the record to be routed back to the Planner.
When all required reviews are completed, the Planner can activate the PM. At
this point, Maximo generates Work Orders from the PM based on the criteria set
on the record.

Planner Training Manual

131

8.3.1 Planner Creates New PM


Planner users have the ability to create draft PMs and submit them for approval
using the Activate PM workflow.
8.3.1.1 Exercise: Create PM and Submit for Approval
To create a PM:
1. Log into Maximo using your username and password.
2. Navigate to the PM application using the Go To menu Preventive
Maintenance Preventive Maintenance.
3. Select the New PM toolbar button
.
4. Enter Oil Change for Vehicle J004475 in the Description field.

5. Enter J004475 in the Asset field.

Note: A PM record can also be associated with a Location or a


Route (list of Locations/Assets.)
6. Enter 3789 in the Job Plan field, enter PM in the Work Type field, enter
APPR in the Status field, and enter C in the Urgency field.

132

Planner Training Manual

Note: If the PM is to have sequenced Job Plans (meaning that


different cycles of the PM will require different Job Plans), then you
would use the Job Plan Sequence tab to identify the Job Plans and
their sequence. (An example of a sequenced Job Plans is when
different activities are performed during the monthly PM vs. the
annual PM on the same asset.)
7. Enter PLANNER in the Planner field, ENGSERV in the Engineering
Services Group field, OPPMAN in the OPP Management Group field,
OPPSTORE in the OPP Stores Group field, and TRNWG00 in the Work
Group field.

8. Enter 0603327 UP10010 in the GL Account field and enter 1010 in the
Cust Billing # field.

9. Save the record


.
10. Navigate to the Frequency tab by clicking on it.
11. Uncheck the Use Last Work Orders Start Date to Calculate Next Due
Date field.

Planner Training Manual

133

Note: If this field is un-checked, the system will wait until the last
work order is complete before it calculates the next due date. If the
field is checked, it will set the next due date as soon as the last
Work Order is generated.
12. Enter 3 in the Frequency field, enter Months in the Frequency Units
field, enter 14 in the Alert Lead (Days) field, and enter the last day of this
month in the Estimated Next Due Date field.

Note: The value entered into the Alert Lead field will be determine
if how far in advance of the PMs due date a user will be warned if
another Work Order is created for this Asset/Location. The
Estimated Next Due Date will be the first due date of the PM. After
the first cycle, this field will be calculated by Maximo.
Alternate Method: You can also set up a PM to have a meterbased frequency by populating a meter and frequency information
on the Meter Based Frequency tab. The Asset/Location on the PM
must already have this meter associated with it. It is possible to
have a PM with both a Time Based and Meter Based frequency.
Whichever due date is reached first will generate the PM.
13. Save the record

14. Select the Route Workflow icon

8.3.1.2 Exercise: Activate PM that has been Approved by all Reviewers


To activate a PM that has achieved all approvals:
1. Log into Maximo using your username and password.
2. Open the PM that is ready for activation by clicking on it from you
Inbox/Assignments portal on your Start Center.

134

Planner Training Manual

3. Select the Route Workflow icon


.
4. Select the PM has been reviewed/approved and initial due date set.
Activate PM. Option and select OK.

The PM is now active and can generate Work Orders based on the frequency
set.

8.4 Revising a PM
PMs can be revised by Planners when it has been determined that a PM requires
a modification. There is no revision control on PMs, so there is no ability to route
changes for approval before taking affect. Planners have the ability to modify
PMs and the review groups associated with the PM will receive a notification
when changes occur so they can take action, if necessary.
8.4.1 Planner Creates Job Plan Revision
Planner users have the ability to modify active PM records.
8.4.1.1 Exercise: Modify PM Frequency
To revise a PM Frequency:
1. Log into Maximo using your username and password.
2. Navigate to the PM application using the Go To menu Preventive
Maintenance Preventive Maintenance.
Planner Training Manual

135

3. Search for and open the PM that was created and activated in the last
exercise.
4. Navigate to the Frequency tab by clicking on it.
5. Enter 4 in the Frequency field.

6. Save the record

The PM now has a new frequency that will take effect immediately. If there are
any reviewer groups identified on the PM, they will receive an email notification
that the PM has been updated.
8.4.2 Planner Inactivates Job Plan
Planner users have the ability to inactivate PMs.
8.4.2.1 Exercise: Inactivate PM
To inactivate a PM:
1. Log into Maximo using your username and password.
2. Navigate to the PM application using the Go To menu Preventive
Maintenance Preventive Maintenance.
3. Search for and open the PM that was updated in the last exercise.
4. Select the Change Status icon
.
5. Select Inactive as the new Status and select OK.

The PM is now inactive and wont generate any new Work Orders.

136

Planner Training Manual