WO USER’S MANUAL

Maximo Team

December 2019
 USER'S MANUAL

TABLE OF CONTENTS
Page #

1.0 GENERAL INFORMATION.....................................................................................................1-1

1.1 System Overview...................................................................................................................1-1
1.2 Project References.................................................................................................................1-2
1.3 Authorized Use Permission...................................................................................................1-2
1.4 Points of Contact...................................................................................................................1-2
1.4.1 Information..........................................................................................................................................1-2
1.4.2 Coordination........................................................................................................................................1-2
1.4.3 Help Desk............................................................................................................................................1-2
1.5 Organization of the Manual.................................................................................................1-2
1.6 Acronyms and Abbreviations...............................................................................................1-2
2.0 GETTING STARTED...................................................................................................................2
2.1 Logging On.......................................................................................................................................2
2.2 Initiating a Service Request............................................................................................................2
2.3 Start Service Request......................................................................................................................2
Create a Service Request.......................................................................................................................................2
2.4 Planning a Service Request /Work Order.....................................................................................8
Receiving a Service Request/Work Order.............................................................................................................8
Selecting Job Plan & Job Risk Assessment.........................................................................................................12
Reviewing Tasks on Plans Tab............................................................................................................................14
Reviewing/Planning Labor..................................................................................................................................19
Reviewing/Planning Material..............................................................................................................................20
Creating a Child Work Order..............................................................................................................................24
Direct Material Order..........................................................................................................................................27
2.7 WO scheduling...............................................................................................................................29
Identify Material Shortage...................................................................................................................................29
Compare Required Vs Available Hours..............................................................................................................32
Associate Parent WO’s with the Top Level Scheduling Work order..................................................................34
Weekly Schedule Work Orders...........................................................................................................................35
Daily Schedule Work Orders...............................................................................................................................38
Hard Reserve Material and Identify the Permit for the Scheduled Work Orders...............................................39
Run Work Order Details Report..........................................................................................................................40
Obtain Permit and Assign Technicians to perform the Job.................................................................................41
Maintenance Supervisor to change status of the WO to INPRG.........................................................................42
Desk Top Requisition (DTR) and Issuance of Material from Store....................................................................42
2.8 Work Order Completion...............................................................................................................46
Reporting Actuals (Labor)...................................................................................................................................46
Recording Change in Actual Tasks.....................................................................................................................49
 Reporting Downtime...........................................................................................................................................50
Reporting Failure, Observation Remarks and Lessons Learnt............................................................................50
Changing WO status to COMP...........................................................................................................................51
2.9 Work Order Acceptance...............................................................................................................52
 1.0 General Information

1.0 GENERAL INFORMATION

1.1 System 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 service-oriented
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.
 1.0 General Information

1.2 Project References

Provide a list of the references that were used in preparation of this document in order of importance to
the end user.

1.3 Authorized Use Permission

Provide a warning regarding unauthorized usage of the system and making unauthorized copies of data,
software, reports, and documents, if applicable. If waiver use or copy permissions need to be obtained,
describe the process.

1.4 Points of Contact

1.4.1 Information

Provide a list of the points of organizational contact (POCs) that may be needed by the document user for
informational and troubleshooting purposes. Include type of contact, contact name, department,
telephone number, and e-mail address (if applicable). Points of contact may include, but are not limited
to, help desk POC, development/maintenance POC, and operations POC.

1.4.2 Coordination

Provide a list of organizations that require coordination between the project and its specific support
function (e.g., installation coordination, security, etc.). Include a schedule for coordination activities.

1.4.3 Help Desk

Provide help desk information including responsible personnel phone numbers for emergency assistance.

1.5 Organization of the Manual

Provide a list of the major sections of the User’s Manual (1.0, 2.0, 3.0, etc.) and a brief description of
what is contained in each section.

1.6 Acronyms and Abbreviations

Provide a list of the acronyms and abbreviations used in this document and the meaning of each.
ICT – Information & Communication Technology
SR-Service Request
WO-Work Order
CM-Corrective Maintenance
PM-Preventive Maintenance
WPLAN – Waiting to be planned
WSCH-Waiting to be scheduled
WMATL- Waiting for material
WPCOND – Waiting on plant condition
 1.0 General Information

SCHED-Scheduled
INPRG-In Progress
COMP-Complete
 3.0 Getting Started

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 1 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

2.0 GETTING STARTED

2.1 Logging On

2.2 Initiating a Service Request

A Service Request will be created by requestor (e.g. Process. Use the Training users given by
the trainer.) 01 to initiate Service Request. Once the Service Request is created, through
workflow it will come to the concerned that is related to Service Request Type concerned will
begin the process of the select Type (Maintenance-Inspection –Short Shut Down etc...)

Step Action
Your Trainer will provide you with the correct URL for the MAXIMO Training
Environment and your username is password.
Your System Administrator establishes each MAXIMO user’s access rights to MAXIMO
modules, applications, screens, and options. Your security clearances are linked to your
username

2.3 Start Service Request

Create a Service Request

Step Action
You are now logged in as “Initiator” and Go toWork orders Module  Service Request Application

1 Initiator will Click New Button from Tool Bar and Create New Service Request from the Service
Request Application.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 2 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

2 Describe the Required Work to be Done in Description Field

Description: Diesel FW Pump is noisy

3 Select Type 8- Maintenance

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 3 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Type of the Job that is required to be done if it is:

Adding New asset - Short Shut Down - Delete asset - Move asset - Update asset - Adding New Location -
Decommission Location - Update Location – Maintenance – Inspection

4 Select location to Identify the ticket's location. This is not necessarily the asset's location, however, if an asset is
entered, its location will default here. If the service request is for a location, enter its identifier in the Location field or
click the Detail Menu button to select an option and retrieve a value. The Select Value dialog box, by default,
displays all locations where the person ID in the Affected Person field is associated with a location record either as
location user or as a location custodian. If the Asset Site field contains a value before you use the Select Value
dialog box, the list of locations is always filtered by that value. After you select a location, Maximo copies it to the
Location field. If the selected location has only a single asset associated with it, Maximo enters its identifier in the
Asset field.

Select Location =

5 Define the user priority to identify the importance of the work order, from values:
 Anytime
 As soon as possible
 Immediately
Select User Priority = As soon as possible

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 4 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

6 Select work type to Identify the work order's type. Some example types are preventive maintenance, corrective
maintenance, Engineering.
Work Type = CM

7 Faliure Class indicates Top level of a Failure Hierarchy

Select Faliure Class = PUCE

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 5 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

8 Problem Code indicates Reason for failure

Select Problem Code = VIB (using select value button)

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 6 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

9 Select Source of Work

10 Click Save button and Route Workflow

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 7 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Note: If problem you mentioned in SR is already reported, MAXIMO will prompt you and then
you can decide to move forward or cancel SR.

2.4 Planning a Service Request /Work Order

Receiving a Service Request/Work Order

Step Action
You are now logged in as “Area Planner” and Start center of MAXIMO is in front of you

11 Area planner will receive a record in “Inbox Assignment”. The assignment will be
“Please Review New Maintenance SR#43071 Diesel FW Pump is noisy”. Area
planner needs to click on the record

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 8 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Use Workflow button to move forward if you did not see the required SR on the first page
Or Click on the Request column name twice to sort the records descending.

Area planner needs to click on the record. The record will open in Service Request
application.

12 Once the record is open, area planner has to route the record by clicking on the
Route Service Request button.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 9 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Note: You can also route the record by going to Select Action and then select Route
Service Request.

13 Area planner has to press OK button

If required, you can use the Memo field to enter some information

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 10 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
14 You will get the following four options

Select Send to Planning and Click OK

15 Login as planner and route the workflow

Now select “Create Work Order from SR” option

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 11 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
MAXIMO will Show you the Work order Number. Now the status of the WO has been
changed from “New” to “WPLAN”

The other three options on the manual input screen will be selected based on either
of the following situation:
Send to Central Planning (In case if the job is to be planned by central planner)
Send to Central Planning (In Case if the job is to be done by contractor/Vendor)

Selecting Job Plan & Job Risk Assessment

Once assessment of the work order is completed, planner will select required job plan and
safety plans (if required) relevant to the job and enter the target start date.
Step Action
1 In the Job details frame, click on detailed menu button and click on select value

Select a Job Plan from the list by clicking on the button

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 12 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

2 Save the record

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 13 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Reviewing Tasks on Plans Tab

Once a required job plan is selected, planner can review, change or delete tasks on the Plans
tab. This becomes the work plan, alternatively for simple jobs planner could build a work plan.
Work Plan - Describes the tasks, labor, materials, and tools needed to complete a Work Order.
Work Plan can be created by associating a job plan with the work order, or by creating a custom
Work Plan on Work Order Plans tab. If a Job Plan is selected on a work order, the steps in the
Job Plan are copied to the Plan’s tab and become the work plan. These steps on the work plan
are editable as part of the work plan. The original Job Plan remains intact and does not get
changed.

Step Action
1 As you are in the Plans tab of the Work Order Tracking application, select a task from
the Work plan click the View details button

2 You can change the Duration of the tasks, if required. After changing the duration, click
Done button
Click on the long description button for the task description and write down in the long
description (if required)

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 14 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

3 After entering the long description for the task, Click on check spelling button at the bottom of the
screen

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 15 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

System will recommend the required changes in spelling, if there are any. Press OK after
checking the spellings.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 16 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Click the OK button to close the task. The long description button is now red to indicate that
there is a long description for this field

4 Planner can add a new task or delete an existing task.

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

To add a new task, click on the NEW ROW in the Task for Work Order frame
5 Enter the following task information:
 Task ID = 40
 Description = Assemble pump with motor
 Sequence = 4
 Duration = 0:30

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 17 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Click on the New Row button and enter the following information:
 Task ID = 50
 Description = Inform operation of the job completion and return permit.
 Sequence = 5
 Duration = 0:10

After adding these two rows, click Done and save the record
6 Planner can delete a task from the work plan as well. Select the task ID 50 and click the
Mark row for delete button

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 18 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Click Save the WO

Reviewing/Planning Labor
To identify and enter the labor associated with the work plan, you will use the Labor sub tab on
the Plans tab in the Work Order Tracking application.
There are three sub tabs on the Plans Tab:
 Labor
 Materials
 Tools

Ste
Action
p
1 Planner will first plan/review the labor. You are now in Plans tab of the Work Order Tracking
application and the labor sub tab is shown below;

2 Now planner needs to identify another craft to do the work.

On the Labor sub tab of the plans tab in the work order tracking application, click the new row button.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 19 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
Action
p

The Task ID field allows a labor code to be associated with a specific task.
3 Click the Detail Menu button of the Labor Code field. You are given two options: Select value to
pick a labor code from a list or Go to Labor to launch the labor application

Click on Select Value option

4 Select the labor code screen as follows and choose a required labour by clicking on the button

5 Click the Done button after entering the Hours, Quantity and Task ID.

Note: The Labour Hours are populated automatically when the Labour code is selected. Change the hours if
required.

Save the Work Order

Reviewing/Planning Material

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 20 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

You use the Materials sub tab on the Plans tab to enter, view, or modify planned materials for a work
order. The Materials sub tab contains four buttons:

 Select Materials. Let’s you select items in local inventory.

 Select Asset Spare Parts. Let’s you enter an Asset number to view the list of spare parts defined
in the Asset record.
 New Row. Opens the Row Details, letting you manually enter material needed for the work plan.

You can also plan a direct material at this stage.

Ste
Action
p
1 Now the required labor for the job is identified, planner needs to identify and enter the parts for the
job. You will use the Material sub tab on the Plans tab in Work Order Tracking application.

2 In the material tab, click the select Select Asset Spare Parts button. You will see the Select Asset
Spare Parts screen

If an item is required, which is not part of the BOM for the selected equipment, you can also add an
item by using “New Row” button at material tab.
Classification: Restricted Document Number: Effective Date: 11/12/2022
Document Owner: Application Team Document Version: V 1.0 Pages: 21 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
Action
p
If an item for the existing Asset needs to be selected, then click on the Select Asset Spare parts button

If another Asset part are required to be viewed, then, in the Asset to search for spare parts field, type the
Asset code and click the refresh button.

3
Select the check box by checking it for the required item and press OK

4 View the details of the item by clicking on button and associate it with Task ID

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 22 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
Action
p

5 Click the detailed menu button of the item field and chose View Item Availability from the menu
options

6 View Item Availability Screen will give you information about the Current balance of the item is stock
and quantity Soft reserved
Soft Reservation: Whenever WO status is changed to WSCHED or WMATL, MAXIMO will trigger
the reservation against the items on the WO. This reservation in the system is termed as soft
reservation.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 23 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
Action
p
Click OK to close the View Item Availability screen

7 Enter the required Quantity for the item and click done to close the detail of the item. Save the WO

Creating a Child Work Order

For reference, the definitions of various levels in the work order hierarchies.

Work order Application indicators

Top Level. The work order at the top of a Parent WO field is blank.
multi-level hierarchy

Parent. Any work order that has children or Rows in the Child or Task table window on
tasks associated with it. the Plans tab.

NOTE: A work order can be both a parent

and a child in a multi-level hierarchy.

Child. A work order that has a parent. Parent WO field contains a value.
When you move to the parent work order,
work order appears in the Children table
window.

Task. A step to be performed as part of a Parent WO field contains a value

work orders work plan. The lowest branch of
the hierarchy structure. Tasks are also child When you move to the parent work order,
work orders. work order appears in the Tasks table
NOTE: In previous MAXIMO releases Task window.
work orders have been referred to as
"operations" or "detail" work orders

During planning of a WO or after completing the work plan for the WO, if a child WO is required to be
created, the user will follow the process given below.

Now user will create a child WO for central machine shop.

Ste
p
1 With WO open in WO tracking application, on the plans tab Go to Children of Work Order table

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 24 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
p

2 In the WO children window, click on the New Row.

New Work order has been created

3 Enter following information:

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 25 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
p
 Description: Fabricate bolts for coupling
 WO priority = 2

4 save the WO

5 Select the Child WO and move to that WO,

The Child WO is displayed on the screen

6 Select the WO tab and enter additional information for the child WO based on PIC’s requirement.

 Problem Code = NOI (using select value button)

 Field / Central = F (using select value button)

 Source of Work = P (defaulted)

 WO Nature = N (defaulted)

7 Save the WO

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 26 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Direct Material Order

We will assume that the material required for this job by central planner is not available in store
and he wants to order it as direct material (direct issue).
The planner will perform this step after the Planning for the job has been completed.

Ste
Action
p
1 While Planning the direct material, planner must check the direct issue box on the material sub tab.

 Click on the Materials sub tab on the Plans tab in work order tracking application and click the View details
button. To view the details for item, click the Detail Menu button of the item field and choose View item
availability from the menu options (as explained in section 2.2.6)

 We now assume that one of the planned item (item #PP-10024054, PP-10024054) is not available.
Therefore, Check mark the Direct Issue check box

2  Select the Required Date

 Enter Delivery Location
 Enter the estimated unit cost of the Direct Item
 Enter Vendor
 Select Order unit from the select value list or otherwise once you will enter the vendor, order units related to
that particular vendor will be automatically populated.
 Click Done and Save the WO

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 27 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
Action
p


Complete the workflow assignment by routing the workflow and click OK
4 Change the WO status to WSCHED by routing the Work Order through Workflow

5 If the planned material is out of Stock, the planner can change the status of the work order to WMATL.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 28 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Ste
Action
p
6 If the work requires shut down of the plant, the planner can change the status to WPCOND.

2.7 WO scheduling

Identify Material Shortage

Now planner will identify the material shortage on WSCHED work orders. (Run the work order
material shortage report)

Step Action
You are now logged in as the “Area Planner” or “Central Planner” and Start center of
MAXIMO is in front of you. You will now schedule the WO which is at a status
“WSCHED”
Note: - The scheduling process will be carried out by both Area and Central Planners
to create Weekly and Daily schedules.
1 Note: - Scheduling can be done for WO’s having a status of “WSCHED”.

The planner shall identify the material shortage on the WSCHED work order. The planner has
to run a Work order material shortage report.

This report displays only material shortages for items planned on work orders. If the quantity
required for a planned item is expected to be available, the item shortage is “N” displayed on
this report. Work orders without any planned materials will also not be displayed on this
report.

1. Go to  Work orders Module  Work Order Application  Select Action  Run Reports and
Select the Work Order Material Shortage Report

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 29 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Click on the create button.

2 The output of the report appears like this:

Identify WO #s on the report which have Expected Shortage = Y. These work orders do not
have the material in the store.

Close the report after noting down the work order #s for the WO’s having expected material
shortage.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 30 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

3 Now planner has to ensure that the work order having the material shortage is not a task
WO. In order to do this, go to Search Tab  Find Sub-Tab and enter the WO # in the WO
field in Work Order tracking application.
 Remove ‘= N’ value from the Is task field (Indicates whether or not the
current work order is a task. If the box is selected, the work order is a task. If
the box is clear, the work order is not a task)
 Click on the Find button.

The WO will be displayed. On the displayed information check if the Is Task? Check box is
checked . If the box is checked then go to the Parent WO field by clicking on the detail
menu button and select Move to WO # action.

4 With the Parent WO displayed, change the WO status of the WO to WMATL, by clicking on
the change status button and press OK

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 31 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
You can repeat the steps 3 and 4 for all WO’s that have material shortage “Y”

Compare Required Vs Available Hours

Run the Net Capacity report to compare the Available Man-hours with required Man-hours on the Work
Orders Result set.

This report will give the list of work orders with required resources and will compare against
available resources. The available resources will be based on availability identified in the
planner labor group. The report will be used to filter WO’s for scheduling.

Step Action
1
To run the report, proceed as follows:

Go to  Work orders module  Work Order Application  Select Action  Run Reports and select
the Net Capacity Report for WO Scheduling

2 Enter the following parameters:

a. Reported Date From = (From Select value)

b. Reported Date To = (From Select value)
c. Location Hierarchy = (From Select value)
d. Status = ‘WSCHED’
e. Calculated Priority > (number)
f. Man-days = ‘2’
g. Area Planner Labor Group = ‘PLANUR1’ (Ensure that input is in capital letters) – Use
the Planner Groups given by your trainer

Click Submit button

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 32 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
3 The output of the report is”

Last page of this report shows the summary

 You can refine the query by choosing from only the following fields on the Search Tab:

a. Reported Date From

b. Reported Date To
c. Location Hierarchy
d. Status
e. Calculated Priority
f. Failure Class
g. Discipline
h. Work Order Type
i. Work Order Nature

4 If Man-hours available do not match the required man-hours, then go to step 5-7 to re-run the
Net Capacity Report for WO Scheduling with refined query

This is an iterative process.

From Net Capacity Report for WO Scheduling list down the Work Order #s on which the
Heavy Asset (e.g. CRANE1, CRANE2, etc.) has been planned.

Associate Parent WO’s with the Top-Level Scheduling Work order

Step Action
1
 From Select Action Menu, select Assign Parent action.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 33 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

 Select the Parent Scheduling WO #

Weekly Schedule Work Orders

Generate weekly schedule based on the schedule dates being written back by running the Daily/Weekly
Schedule report.

This report will give the schedule of work orders based on a date range. This report can be used
as a Daily and Weekly Schedule Report by changing the date range (From and to date).

 By Planner.
 Permits Required.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 34 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 35 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
1 To run this report:

Go to  Work orders module  Work Order Application  Select Action  Run Reports and
select the Daily / Weekly Schedule Report

 Enter the following Input Parameters:

 Start Date

 End Date

 Select Location Hierarchy

 Field / Central

 Click on the submit button.

2 The output of the report shall be seen as:

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 36 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Daily Schedule Work Orders

From the daily planning meeting the Planner / Scheduler will check for the additional jobs to be included
in the weekly schedule.

If the jobs are to be included in the schedule, then the Planner / Scheduler will Schedule the work orders
by changing the status of the Work order from WPLAN or WSCHED to SCHED and put the Scheduled
Start and Finish dates

The Planner / Scheduler will identify the Daily Schedule Work Orders by running the Daily / Weekly
Schedule report.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 37 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Hard Reserve Material and Identify the Permit for the Scheduled Work
Orders

When the work orders are scheduled Maximo Will make all materials Hard Reserved, The Planner /
Scheduler will also identify the permit required to start the job in the field.

Step Action
1 Identify the Permit on the Work Orders

Go to the Work Order Tab of the selected Work Order and select the permit as
follows:

Repeat the above step for all work orders, by using the next and previous buttons.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 38 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Run Work Order Details Report

Step Action
Your Trainer will provide you with the correct URL for the MAXIMO Training
Environment and your username is password.
Your System Administrator establishes each MAXIMO user’s access rights to MAXIMO
modules, applications, screens, and options. Your security clearances are linked to your
username

1 Work order must be planned and at SCHED status

You are now “Maintenance Supervisor” and will execute the work order (Refer to WM
# 1.5)
The Maintenance Supervisor will receive the Daily Schedule Report which will have
the Work Orders to be executed for the day.
The Team Leader will select the Work Orders and Print the WO Details Report, if
required.
Go to Start Center  Work Order  Work Order Tracking Application.

2 Enter the WO that needs to be executed and click on Find

3 The WO will be opened in the WO tracking Application. Now click on the WO details
report button.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 39 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

4 This report provides detail of a Work Order, including Tasks, Child Work Orders, and
Hazards/Precautions, Planned Labor and Material are displayed here.

Obtain Permit and Assign Technicians to perform the Job

Based on permits identified on Work Order and the Daily Schedule Report, the Maintenance
supervisor will get the respective work permits issued for the job and will hand over the permit
and the WO details report to the technicians to perform the job.
This is an outside Maximo Process

Maintenance Supervisor to change status of the WO to INPRG

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 40 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

After the technicians have been sent on the Job, the Maintenance supervisor will change the
WO status to INPRG.
Step Action
1 Display the Work order on your screen for which the WO status needs to be changed.
Now Maintenance supervisor has to change the WO status to INPRG. Click on the
Route Workflow button and select Change Status to INPROGRESS

The WO status has been changed to INPRG

Emergency Work Orders

In case of Emergency Work Orders the status will be changed through Workflow by
routing the Work Order using the Route button

Desk Top Requisition (DTR) and Issuance of Material from Store

If there is a requirement for additional material, team leader has to use Desk Top Requisition
(DTR) to get issued the material from the store.
Note: Once the approved DTR is submitted to store

Step Action
Your Trainer will provide you with the correct URL for the MAXIMO Training
Environment and your username is password.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 41 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
Your System Administrator establishes each MAXIMO user’s access rights to MAXIMO
modules, applications, screens, and options. Your security clearances are linked to your
username

1. Go to Start Center

2. Go to Self-Services and then Desktop Requisitions

Click on Create Requisition (The system gives you an auto Requisition number)

3. Enter Description of the DTR and Date needed for the material

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 42 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

4. Enter either Work Order or location or GL account and Allocation Number

Note: Engineering staff shall enter the relevant Project No.

5. Click Next Step button and press New Row button and enter item # (if you already know the
required item number

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 43 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

6. Select the Item and On Item detail click view item availability & check availability

7. Enter the required Quantity (You can only request item for issuance from store for which you
are entitled)
- Click Spare Part and click Refresh
-Select item in the check Box – OK
-On Item detail click view item availability & check availability
-Enter Quantity

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 44 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

8. Click Next step and review item in (Review and Submit)

9. If ok, press the Submit the button (note down requisition number and go to store for issuance

2.8 Work Order Completion

The Work Order Completion process step describes the role of maintenance to complete the
Work Order after the work has been performed and the permit has been returned.

Reporting Actuals (Labor)

The Work Order Actual Reporting process step describes the role of maintenance to record the
actual manpower hours and heavy Asset hours. In addition, the maintenance team leader will
also enter the failure reporting remarks and failure codes.

MAXIMO Actuals tab is used to enter, view, or modify actual work order start and finish times, labor
hours and costs, material quantities, locations, and costs, and tool quantities, hours, and costs.

Step Action
Your Trainer will provide you with the correct URL for the MAXIMO Training
Environment and your username is password.
Your System Administrator establishes each MAXIMO user’s access rights to MAXIMO
modules, applications, screens, and options. Your security clearances are linked to your
Classification: Restricted Document Number: Effective Date: 11/12/2022
Document Owner: Application Team Document Version: V 1.0 Pages: 45 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
username
 Actuals – Manpower hours that was utilized on a Work Order.
 Labor Reporting – Entering type and total numbers of hours of work performed

Note: Actuals for material usage will not be recorded by requestor/maintenance but
will be Automatically charged to the Work Order through material issue.

1 Click on the Actuals tab with the WO opened in Work order Tracking Application

o Click on the Select Planned Labor button.

2 To report the Labor hrs proceed as follows:

o Select the Labor code showing the Labor for reporting the Actual hours.
o Check mark all the required Labor against the Labor code(s)

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 46 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Click on OK button

3 Now we will assign a specific labor to the craft. Click on the Detailed Menu button
against the labor code filed and click on the select value option

4 Enter the following information for the Labor:

Normal Hours = Input the actual labor hours in the Hours column

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 47 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Overtime Hours = Enter the Overtime hours by clicking on the view details button

Start Date = If the start date is different from the one displayed on the record then click on the
Select Start Date button and select the correct date.

Start Time = If the start time is different from the one displayed on the record then type in the
correct start time.

Save the record.

Recording Change in Actual Tasks

If the Maintenance Supervisor does not perform a planned task or performs a new task, then he
will record this information in the Tasks Section of the Actuals Tab.
Step Action
1 To report changes in the Tasks, proceed as follows:

 Select the Actuals Tab on the Work Order Tracking application

 Click on the New Row button.

 Add the new Work order task.

Click on the Done button.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 48 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Reporting Downtime
This is used to change the up/down status of a piece of Asset, or to report Asset downtime. Downtime is
reported for Asset which is in Operation and not Spare Asset.

For spare Asset, the status of the Asset should be changed from UP to DOWN.

When the Asset is bought back in operation then the status should be changed from DOWN to UP.

Reporting Failure, Observation Remarks and Lessons Learnt

This is used to record Asset and location problems, causes, and remedies in order to identify trends for
Asset and location breakdowns.

In addition, the Maintenance Supervisor will also record his remarks and record the lessons learnt. If
needed, others including Reliability or Planning can also record their comments in the Remarks and
Lessons Learnt Tables.

Step Action
1 To report Failure Reporting of the Asset, after Reporting actuals Workflow will proceed and
open Failure Reporting TAB Automatically:

Enter Failure reporting Remarks

 Enter the Remarks

 Click Save

If more than one remarks to be added, click on new row again to enter the remarks.

2 Click Save

3 Click Done and save the record

Note: if more than one lessons learnt to be added, click on new row again to enter the
remarks.

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 49 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Changing WO status to COMP

Step Action
1 After reporting the Actuals, the WO status should be changed to COMP and the maintenance
supervisor informs the Area Planner.

 Clicking on the Route Workflow button

 Select the Action of Work is completed. Change Status to COMP

Click on OK

Emergency Work Orders

In case of Emergency Work Orders the status will be changed through Workflow by
routing the Work Order using the Route button and subsequent notifications will

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 50 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action
be generated.

2.9 Work Order Acceptance

The Work Order Acceptance process step describes the role of Requester to Accept the Work
Order after the work has been performed.

Step Action
Your Trainer will provide you with the correct URL for the MAXIMO Training
Environment and your username is password.
Your System Administrator establishes each MAXIMO user’s access rights to MAXIMO
modules, applications, screens, and options. Your security clearances are linked to your
username

1. Initiator receive Workflow assignment

“Please Review COMP Work Order#9783038 Diesel FW Pump is noisy”

2. Click on workflow assignment

Maximo will open Work order tracking application

3. Review the Completed work details

Then click route workflow
Classification: Restricted Document Number: Effective Date: 11/12/2022
Document Owner: Application Team Document Version: V 1.0 Pages: 51 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

4. Rework: Report the Work Quality is not Acceptable.

Reject: Report the Work is not Completed as Agreed
Workflow Options available:
 Accept
 Reject
 Rework

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 52 of 61
Document Creator: Maximo Team Document Status: Active Reference  
 3.0 Getting Started

Step Action

Select Accept Option

5. Work Order Status become “Close”

Classification: Restricted Document Number: Effective Date: 11/12/2022

Document Owner: Application Team Document Version: V 1.0 Pages: 53 of 61
Document Creator: Maximo Team Document Status: Active Reference