Tivoli Maximo Asset Management – Functional workshop Exercise - 005

Item and Asset Setup Overview

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EXERCISE - 5.1 - Item Master Application

Introduction Before an item can be used it must first be created in the Item Master
application and associated with a storeroom. Additionally, items can be
associated with assets.

Creating an Here you will create an inventory item. Non Rotating ITEM
Item

Step Action
1 From the Start Center select Go To > Inventory > Item Master.

2 Click the Insert New Item toolbar button.

Result: A blank Item screen is displayed.

3 Type the following in the Item field:
FIL-100

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EXERCISE - 5.1 - Item Master Application, Continued

Creating an Item (continued)

Step Action
4 Type the following in the Description field:
Filter, 25x25x100

5 Your screen should look similar to this:

6 Type ‘EA’ / ‘EACH’ in the Order Unit and Issue Unit fields.
7 Complete any other fields needed for your business. You can add
any image to this item using ‘Select Action’ -> Add/Modify
Image.

Pick up any image file from ‘my pictures’ folder.

8 Click Save.

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EXERCISE - 5.1 - Item Master Application, Continued

Add Item to Before an item can be issued to the field it must be added to a valid
Storeroom storeroom.

Step Action
9 Click Select Action > Add Items to Storeroom.

Result: The Add Items to Storeroom dialog box is displayed

10 Either type in a valid storeroom or use the field assistant ( ) to
look up a valid storeroom.

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Add Item to Storeroom (continued)

Step Action
11 Click OK.

Result: The Storeroom information fields are displayed in the

dialog box.

Select ‘Central’ storeroom for this item.

12 Complete the following fields:
• Default Bin
• Standard Cost
• Current Balance

13 Click OK.

Note: you are able to define current balance for a non-rotating

item.
Result: The Item Master is saved and the Inventory Record can
now be used for work.
14 Click the Storerooms tab. Your screen should look similar to this:

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EXERCISE - 5.1 - Item Master Application, Continued

Assigning Vendors can be assigned to an item record. This allows you to manage one
Vendors or more vendors that supply an item to your business.

Step Action
15 Click the Vendors tab.
Result: Maximo displays the vendors that stock the item, if any. In
this case, no vendors have been identified.

16 In the Vendors table window, click New Row.

Result: The Row Details section opens.

17 In the Vendor field, click on the Detail Menu button and select
‘FSC’.
Result: Maximo returns the vendor’s name, description, and
currency.

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18 In the Promised Lead Time (Days) field, enter 7.

(Note: This signifies the number of days it takes the vendor to
supply the item.)
19 Complete the remaining information.
Result: The vendor is associated to the item record.
20 Click Save to save the record.
21 Change the status of Item to ‘Active’ and tick the checkbox ‘add
new status to inventory and organization’

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EXERCISE - 5.1 - Item Master Application, Continued

Apply Classification and Specifications.

Step Action
22 Select the same item ‘FIL-100’
23 Click on ‘Specification’ tab
24 Click the ‘Detail Menu’ icon for the ‘classification’ field
25 Select Classify
26 Select the classification path ‘VALVE \ BTTRFLY’
Note: you can select the classification in the dialog box by clicking
the blue dot next to it
27 Once selected ‘Bttrfly’ the default attributes get’s appear in below
in ‘specification’ pane.

Enter the suitable values for each attribute.

28 Click the ‘Save Item’ icon

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EXERCISE - 5.2 - Item Master Application

Introduction To create a rotating item record, perform the following steps. You will make
the item rotating because it is necessary to track each one as an asset.

Creating an Here you will create an inventory item. Rotating ITEM

Item

Step Action
1 From the Start Center select Go To > Inventory > Item Master.

2 Click the Insert New Item toolbar button.

Result: A blank Item screen is displayed.

3 Type the following in the Item field:
VAL-500

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4
Field Value
Description Valve, 25x25x500
Order Unit EACH
Issue Unit EACH
Rotating [Selected]
Inspect on Receipt [Selected]

5 Add a graphics using ‘Add/Modify’ Image

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6 Add this new item to storeroom as ‘CENTRAL’.

Click Select Action > Add Items to Storeroom.

NOTE: Did you observe the difference for a rotating item and non
rotating item here? For non rotating item, you were able to define
current balance at the time of taking it to the storeroom, whereas
for rotating item, this field is non-editable.

For rotating items, the current balance will be updated when we

will get this item through procurement process. Keep this point in
mind; we will touch this point in next exercise.

7 Change the status to ‘ACTIVE’

8 Select the ‘Roll New Status to Oragnization and Inventory’ check
box
9 Click OK
10 Click the Save Item icon.

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EXERCISE - 5.3 – Create Additional Rotating ITEMs and build Item

Assembly Structure

Introduction In this exercise you will create 2 additional rotating items, add them to the
‘CENTRAL’ storeroom, and change the status to ‘Active’. Do not forget to
select the checkbox ‘Roll New Status to Oragnization and Inventory’

Create the first rotating item using the values provided in the following table

FIELD VALUE

ITEM VAL-500-001

Description Valve Meter, 25x25x001

Order Unit EACH
Issue Unit EACH
Rotating [Selected]
Inspect on Receipt [Selected]

Create the second rotating item using the values provided in the following table

FIELD VALUE

ITEM VAL-500-002

Description Valve Gauge, 25x25x002

Order Unit EACH
Issue Unit EACH
Rotating [Selected]
Inspect on Receipt [Selected]

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EXERCISE - 5.3 – Create Additional Rotating ITEMs and build

Item Assembly StructureBuild an Item Assembly Structure
In this exercise you will create an Item Assembly Structure:

Step Action
1 Select the same Item ‘VAL-500’ which you have just created.
2 Click on the ‘Item Assembly Structure’ tab and add the other 2
rotating items [VAL-500-001, and VAL-500-002] as the children of
VAL-500.

3 Click ‘Save’

We will use this Item Assembly Structure during ‘Rotating Asset’ Creation.

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Assets
Introduction Assets, also known as equipment and its related information are paramount
to effective maintenance management. The Assets application stores a
significant amount of information needed for maintaining equipment. The
Assets application is used to add new equipment to Maximo and define
relationships among pieces of equipment.

Tabs There are 6 tabs in the Assets application. They are explained here:

Tab Function
List The initial tab for locating existing assets
Asset Create, Modify, View, or Delete the main record for a
piece an Asset/Equipment
Spare Parts Here you create the asset’s hierarchy. You can also view
the subassemblies and parts list for a piece of
equipment.
Safety Add, View, or delete safety information record for an
asset
Meters Add or View meter information for an asset
Specifications Classify specification templates associated with the
classification of the asset.

Asset Tag The Asset Tag field is a required unique field. The field is noted with a red
asterisk ( ).

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Select Action The Select Action drop down menu allows you to take specific action
against an asset. Like other Maximo applications the Select Action drop
down menu changes when an asset record is selected (as shown here).

Rotating vs. Maximo allows for both Rotating and Non-Rotating types of assets. Here is
Non-Rotating the definition.
Assets

Term Definition Example

Rotating Assets that can be changed and Motors, pumps, fire
spare assets (equipment) are kept extinguishers, or valves.
in inventory. Rotating assets
have both a unique asset number
and an inventory item number.

The item number lets you

track assets as a group as they are
moved in and out of the
inventory storerooms and other
locations.

All rotating assets have the same

item number and a unique
equipment/asset number.

Non- Assets that are fixed in a location. Air Handler Units, Roof
Rotating They typically are large and Top Units, Condensing
capital in nature. towers.

They can have other assets inside

them that are rotating (a motor).

Asset Types All assets are categorized by type. When creating assets in Maximo you
must select an Asset Type. This field is required.

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EXERCISE - 5.4 – Create Asset

Creating an Here you learn how to create a non-rotating asset in Maximo.

Asset

Step Action
1 From the Start Center, click Go To > Assets > Assets.
Result: The Asset application opens.

2 Click the Insert Record toolbar button.

Result: The Assets tab opens allowing you to begin inputting.

3 On the Assets tab, enter the following information:

Field Value
Asset AHU-100
Description Air Handler Unit 100
Type Production

4 Click on the Detail Menu field assistant in the Location field.

5 Click Select Value.

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6 Locate Building 0560-XX by entering 0560 in the Location field.

Result: Building 560-XX is identified as the operating location for
this asset.
Note: 0560-XX is the same location that you have created in
previous lab exercise.
7 Click the Save button.

About If a location is not indicated in the Location field and the record is saved, the
Location Location field becomes read only. The Move/Modify or Swap action in the
Select Actions dropdown menu moves the asset into a location.

Additional Next we continue adding information to the asset.

Information

Step Action
8 Complete the fields listed here with the data provided:

Field Value
Serial 12345678
Purchase Price $50,000 (dollar sign is not required)
Replacement Cost $50,000 (dollar sign is not required)

9 Complete these other optional fields as necessary:

(opt) • Asset Condition
• Vendor
• Manufacturer
• Installation Date
10 Click on the Specifications tab.

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11 On the Classification field, click on the Details Menu field

assistant and select Classify.

Use the same classification ‘AHU’ that you created in previous

exercise.

Result: The Classify dialog box appears.

12 Define the attributes values as you feel appropriate.
13 Change Status to ‘Operating’ and check ‘Roll New Status to All
Child Assets’

8 Click Save.

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EXERCISE - 5.5 – Create Asset Hierarchy

Repeat the steps of exercise 5.4 and create 3 more assets records in the system. Define 1st
asset as a child of previous asset [ie AHU-100]. Attach other 2 assets at 2 different
locations [0560-XX-

Step Action
1 On the Assets tab, enter the following information:
Field Value
Asset AHU-100-1,
AHU-100-2,
AHU-100-3
Description Air Handler Unit1,
Air Handler Unit2,
Air Handler Unit3
Parent AHU-100
Location 0560-XX [location that you created in previous
exercise]
Type PRODUCTION

2 System will populate the location as ‘0560-XX’ once you define the
parent for all these 3 assets as ‘AHU-100’.

3 Change Status to ‘Operating’ and check ‘Roll New Status to All

Child Assets’.

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4 Click on ‘Select Action’ and view the ‘Open Drilldown’. View the
assets hierarchy that has been created. Also view the hierarchy
relation of assets with location records as well.

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EXERCISE - 5.6- Assets Creation using Item Assembly Structure

Step Action
1 Click Go To > Assets > Assets
2 Click the ‘New Asset’ icon
3 Enter ‘TURBO-FIL’ in the asset field
4 Enter ‘VAL-500’ in the ‘Rotating Item’ field

5 Fill up the details of vendor, serial number and asset priority.

You can choose these values as you feel appropriate.

Also check ‘Spare Parts’ tab and there would not be any item
details at this moment.
6 From the ‘Select Action’ menu, select ‘Apply Item Assembly
Structure’

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7 You will see the following screen

Click ‘Autonumber’ All to assign each asset an asset number.

Click OK.
8 Click the ‘Save Asset’ icon
9 Review the Spare Parts tab for the IAS that you have just applied
10 Click ‘Change Status’. Select ‘Operating’ and ‘Roll New Status to
all Child Assets’ check box
11 Click Ok and ‘Save’ the record.

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EXERCISE - 5.7 - Mass Move of Assets from one location to another

In this exercise you will perform a mass move of assets that were assigned to the location A to
location B.

Step Action
1 Click GoTo > Assets > Assets
2 Type ‘AHU’ in the location field of list tab.
3 Press the enter key. Your screen should like

4 Select the ‘Select Records’ check box

5 Select the check boxes next to assets AHU-100-1, AHU-100-2, and
AHU-100-3

6 Click the Move/Modify Assets Icon from ‘Select Action’ menu

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8 You can add other assets by clicking “Select More Assets”

9 Type ‘0560-XX-1’ in the ‘To Location’ field in the Mass Move pane
10 Click Apply next to the To Location field

11 Click OK
A system message is displayed confirming that the 3 assets have
been moved to the ‘0560-XX-1’ location.

12 Click Close
13 Verify location and assets details using ‘open drilldown’ through
‘Select Action’ menu.

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EXERCISE - 5.8- Swap an Asset:

To swap assets, complete the following -

Step Action
1 Click Go To > Assets > Assets
2 Search for and select asset 7500. This asset will be replaced
[swapped out]
3 Click the ‘Swap Asset’ from menu bar or thru’ the ‘Select Action’
4 Type 7501 in the replacing asset field. This asset will replace asset
7500
5 Type ‘Hardware’ in ‘to location’ field. Hardware will be the new
location for asset 7500. Click OK
6 A system message confirms that the two assets were swapped.
Click close
7 From the ‘Select Action’ menu click View > View Asset Move
History
8 When you finished viewing details . Click ok
9 Select the Asset 7501 and view the ‘asset move history’

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Storerooms

Introduction The Storerooms application displays information about the item at the
specified storeroom location. Inventory items can be kept in one or more
storeroom locations. Each item has its own bin location(s), current balance,
physical count, last physical count date, and expiration date.

In this application you can view information about the current balance of an
item at all of its locations. You can see balance information down to the bin
and/or lot level for each location.

There are three tabs in Storerooms. They are:

• List
• Storeroom
• Items

Storeroom Tab The Storeroom tab enables you to create new storeroom records and define
the GL account codes to be associated with the storeroom.

Some of the key fields are identified in the table below:

Field
Location
GL Control Account
Cost Adjustment Account
Receipt Variance Account
Recent Lead Time Weight in
% receipt of an order.
Description
Storeroom name and description
Control account for inventory items.
Account that tracks changes in either the
average price or the standard price from
manual inventory price adjustments.
Debit account to track the variance between
PO and Invoice exchange rates.
Weight in percent given to the most recent

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Storerooms, Continued

Items Tab The Items tab contains a read-only list of items associated with the specified
storeroom. To view items from the Storerooms application, either you must
first add the items to a storeroom using the Item Master application, or they
must be received, transferred, or returned to a storeroom.

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EXERCISE 5.9- Creating New Storerooms

The table below teaches you how to create new storerooms.

Step Action
1 Access the Storerooms application in the Inventory module.
2 Click on Insert to create a new storeroom.

Result: A new record opens

3 Enter MAIN-XX (where XX are your initials) in the Location field.

4 Enter Main Storeroom XX in the Description field.
5 Click on the Select Value field assistant button next to the GL
Control Account field and select a code. You will have to select
three different sets of numbers.

Result: The GL Control Account field is populated with your

choice. [E.g. 6000-200-000]
6 Click Save.

Result: The storeroom is created.

Deleting Although not recommended, you can delete storeroom records from
Storerooms Maximo. This is accomplished by choosing Delete Storeroom from the
Select Action menu. Maximo will prevent you from deleting a storeroom if
items are stocked in it.

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EXERCISE 5.10 - Reorder Scenaio:

For one of Item [say for item - FIL-100], set the current balance as 10, reorder point as 13,
EoQ as 2, leadtime as ‘4 days’ and then run the reorder. Maximo will create the PR for
ordering 4 new items. You can view this detail using ‘View Item availability’ thru ‘Select
Action’ menu.

You can also set the safety stock level. Observe the behavior how Maximo takes care of it
at the time of reorder.

Select Item = ‘FIL-100’

Click on ‘Reorder Details’ tab
Enter details as

CurrentBalance – 10
Reorder Point – 13
EoQ – 2
Leadtime – 4

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Click on ‘Run reorder’

Review details of PR generated.

Click ‘OK’

Click on ‘Detail Menu’ of Item tab and click on ‘View Item Availability’

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Verify the details of PR generated.

Can you answer why PR is raised for quantity 4 ?

Let’s discuss it in class.

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EXERCISE 5.10 - Reorder Scenario 2 :

Select item# D600

Current Balance = 16 [already there]
Reorder point = set this to 20
EOQ = 5

Now, run reorder process - >

Result – reorder process did not generate any PR/PO. Let’s find out why?

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